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09-10-2019 Agenda with backup
MEETING AGENDA City Council REGULAR SESSION CITY COUNCIL September 10, 2019 HAL BALDWIN MUNICIPAL COMPLEX COUNCIL CHAMBERS 1400 SCHERTZ PARKWAY BUILDING #4 SCHERTZ, TEXAS 78154 CITY OF SCHERTZ CORE VALUES Do the right thing Do the best you can Treat others the way you want to be treated Work cooperatively as a team Opening Prayer and Pledges of Allegiance to the Flags of the United States and State of Texas. (Councilmember Mark Davis) Presentations j. Guadalupe Regional Medical Center - Prescription Assistance report. (Mayor /Council /J. Riggs) City Events and Announcements • Announcements of upcoming City Events (B. James /C. Kelm/S. Gonzalez) • Announcements and recognitions by the City Manager (M. Browne) • Announcements and recognitions by the Mayor (M. Carpenter) Hearing of Residents This time is set aside for any person who wishes to address the City Council. Each person should fill out the speaker's register prior to the meeting. Presentations should be limited to no more than 3 minutes. All remarks shall be addressed to the Council as a body, and not to any individual member thereof. Any person making personal, impertinent, or slanderous remarks while addressing the Council may be requested to leave the meeting. Discussion by the Council of any item not on the agenda shall be limited to statements of specific factual September 10, 2019 City Council Agenda Page 1 information given in response to any inquiry, a recitation of existing policy in response to an inquiry, and /or a proposal to place the item on a future agenda. The presiding officer, during the Hearing of Residents portion of the agenda, will call on those persons who have signed up to speak in the order they have registered. Consent Agenda Items The Consent Agenda is considered self - explanatory and will be enacted by the Council with one motion. There will be no separate discussion of these items unless they are removed from the Consent Agenda upon the request of the Mayor or a Councilmember. The following Consent items were read into record: 2. Resolution No. 19 -R -124 - Consideration and/or action approving a Resolution by the City Council of the City of Schertz, Texas authorizing the selection of Tyler Technologies to use their enhanced utility customer portal software product. (B. James /J. Walters) 3. Resolution No. 19 -R -120 - Consideration and/or action approving a resolution by the City Council of the City of Schertz, Texas authorizing the City Manager to extend the contract with Selrico Services for three (1) one year extensions at $114,000 per fiscal year, for a total not to exceed of $342,000, to provide the congregate meal program at the Schertz Area Senior Center. (B. James/L. Shrum) 4. Resolution No. 19 -R -121- Consideration and /or action approving a Resolution authorizing an agreement for Provisions of Professional Services between the City of Schertz and the City of Schertz Economic Development Corporation. (M. Browne /K. Kinateder) 5. Resolution No. 19 -R -111 - Consideration and/or action approving a Resolution by the City Council of the City of Schertz, Texas authorizing a publicity and tourism agreement and a commerical lease agreement for the Kramer House with The Chamber (Schertz - Cibolo -Selma Area). 6 Resolution 19 -R -122 - Consideration and/or action approving a Resolution by the City Council of the City of Schertz, Texas authorizing the City Manager to enter into an agreement for custodial cleaning service contracts with Brett Systems, Inc., BDA Vanguard Cleaning Systems. (C. Kelm/T. Buckingham) ']. Resolution No. 19 -R -125 - A resolution by the city council of the City of Schertz, Texas authorizing expenditures with Lowe's for an amount not to exceed $55,000.00 for supplies during the 2018 -2019 fiscal year. (C. Kelm/J. Golke) g Resolution No. 19 -R -119 - Consideration and /or action approving a Resolution by the City Council of the City of Schertz, Texas authorizing an Interlocal Agreement with Bexar County, Texas for the purpose of a regional records management system and other matters in connection therewith. (C. Kelm/M. Hansen) September 10, 2019 City Council Agenda Page 2 Discussion and Action Items The following item was read into record: 9 Ordinance No. 19 -T -23 — Consideration and /or action approving an Ordinance adopting a budget for the fiscal year beginning October 1, 2019, and ending September 30, 2020. Final Reading (B. James /J. Walters) 10 Ordinance No. 19 -T -24 — Consideration and/or action approving an ordinance approving the appraisal roll; setting the tax rate; levying and assessing general and special ad valorem taxes for the use and support of the municipal government of the city of Schertz, Texas. Final Reading (B. James /J. Walters) 11. Resolution No. 19 -R -123 — Consideration and/or action approving a resolution ratifying the property tax increase reflected in the Adopted Budget for FY 2019 -20. (M. Browne /J. Walters) 12. Resolution No. 19 -R -117 - Consideration and/or action approving a Resolution by the City Council of the City of Schertz, TX authorizing the purchases of Watchguard Video Equipment in an amount not to exceed one hundred seventy -five thousand dollars. (C. Kelm /M. Hansen) 13 Resolution 19 -R -115 - Consideration and/or action approving a Resolution by the City Council of Schertz, TX authorizing purchases up to two hundred twenty -five thousand dollars with Motorola for radios, equipment and technology. (C. Kelm/M. Hansen) 14 Resolution No. 19 -R -118 - Consideration and/or action approving a Resolution by the City Council of the City of Schertz, Texas authorizing the City Manager to enter into an agreement for the purchase of up to nine (9) police vehicles from the FY 2019 -2020. (C. Kelm/M. Hansen) Roll Call Vote Confirmation Closed Session City Council will meet in Closed session under Section 551.071 of the Texas Government Code, Consultation with the City Attorney regarding the Writ of Mandamus filed in the 4th Court of Appeals titled In Re Cedric Bertnell Edwards, Sr. Reconvene into Regular Session Roll Call Vote Confirmation Requests and Announcements • Announcements by the City Manager. • Requests by Mayor and Councilmembers that items be placed on a future City Council agenda. September 10, 2019 City Council Agenda Page 3 • Announcements by Mayor and Councilmembers • City and community events attended and to be attended • City Council Committee and Liaison Assignments (see assignments below) • Continuing education events attended and to be attended • Recognition of actions by City employees • Recognition of actions by community volunteers Information available in City Council Packets - NO DISCUSSION TO OCCUR Adjournment CERTIFICATION I, BRENDA DENNIS, CITY SECRETARY OF THE CITY OF SCHERTZ, TEXAS, DO HEREBY CERTIFY THAT THE ABOVE AGENDA WAS PREPARED AND POSTED ON THE OFFICIAL BULLETIN BOARDS ON THIS THE 6th DAY OF SEPTEMBER 2019 AT 5:02 P.M., WHICH IS A PLACE READILY ACCESSIBLE TO THE PUBLIC AT ALL TIMES AND THAT SAID NOTICE WAS POSTED IN ACCORDANCE WITH CHAPTER 551, TEXAS GOVERNMENT CODE. BRENDA DENNIS I CERTIFY THAT THE ATTACHED NOTICE AND AGENDA OF ITEMS TO BE CONSIDERED BY THE CITY COUNCIL WAS REMOVED BY ME FROM THE OFFICIAL BULLETIN BOARD ON DAY OF , 2019. TITLE: This facility is accessible in accordance with the Americans with Disabilities Act. Handicapped parking spaces are available. If you require special assistance or have a request for sign interpretative services or other services, please call 210 - 619 -1030. The City Council for the City of Schertz reserves the right to adjourn into closed session at any time during the course of this meeting to discuss any of the matters listed above, as authorized by the Texas Open Meetings Act. Closed Sessions Authorized: This agenda has been reviewed and approved by the City's legal counsel and the presence of any subject in any Closed Session portion of the agenda constitutes a written interpretation of Texas Government Code Chapter 551 by legal counsel for the governmental body and constitutes an opinion by the attorney that the items discussed therein may be legally discussed in the closed portion of the meeting considering available opinions of a court of record and opinions of the Texas Attorney General known to the attorney. This provision has been added to this agenda with the intent to meet all elements necessary to satisfy Texas Government Code Chapter 551.144(c) and the meeting is conducted by all participants in reliance on this opinion. COUNCIL COMMITTEE AND LIAISON ASSIGNMENTS Mayor Carpenter Councilmember Scagliola — Place 5 Main Street Committee Interview Committee for Boards and Commissions - Alternate Hal Baldwin Scholarship Committee September 10, 2019 City Council Agenda Page 4 September 10, 2019 City Council Agenda Page 5 Schertz- Seguin Local Government Corporation Cibolo Valley Local Government Corporation - Alternate Councilmember Davis— Place 1 Councilmember Gutierrez — Place 2 Audit Committee Audit Committee Schertz Housing Authority Board Investment Advisory Committee Interview Committee for Boards and Interview Committee for Boards and Commissions Commissions Main Street Committee — Chair TIRZ II Board Councilmember Larson — Place 3 Councilmember Edwards — Place 4 Main Street Committee — Vice Chair Interview Committee for Boards and Commissions Cibolo Valley Local Government Corporation Main Street Committee Councilmember Heyward — Place 6 Councilmember Brown — Place 7 Schertz Animal Services Advisory Audit Committee Commission Schertz- Seguin Local Government Corporation - Investment Advisory Committee Alternate September 10, 2019 City Council Agenda Page 5 Agenda No. 1. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: City Secretary Subject: Guadalupe Regional Medical Center - Prescription Assistance report. (Mayor /Council/J. Riggs) BACKGROUND On March 5, 2013, City Council approved an Interlocal Agreement with Guadalupe Regional Medical Center (the Hospital) relating to a prescription access program. This program offers assistance to qualified citizens of the city that enables them to purchase prescription medication at a significantly reduced price. The provision of a prescription assistance program is a public purpose and preserves and protects these qualified citizens' health and safety. The Hospital will provide prescription medications free of charge or at a low cost to citizens who qualify for assistance under the guidelines established by each drug manufacturer and as described to the City by the Hospital. The Hospital will comply with all federal, state, county, and City laws, rules, ordinances, and regulations which may affect the agreement. A written report will be provided by the Hospital to the City Council of the City on or about March 1 and September 1 of each year. This report will document that the payments made by the City have primarily benefited citizens of the City and will include such information as total number of resident patients served, number of prescriptions filled, retail dollar value of prescriptions, and sources of program funds. GOAL Continue to support the Prescription Assistance Program with Guadalupe Regional Medical Center. COMMUNITY BENEFIT The Hospital will provide prescription medications free of charge or at a low cost to citizens who qualify for assistance under the guidelines established by each drug manufacturer and as described to the City by the Hospital. SUMMARY OF RECOMMENDED ACTION Council to accept the Report Information. FISCAL IMPACT The fiscal impact to the City is $5,000 annually. This is a budgeted item. The City's contribution helps pay for the cost of administering the program. RECOMMENDATION Council to accept the Report Information. Attachments Report Exhibit A Report Information Guadalupe Regional Medical Center Prescription Assistance Program for Schertz Enrollees March 1, 2019 thru August 31, 2019 BENEFIT Total number of patients served by the program I 1065 Total number of Schertz residents served by the program I 25 Total number of prescriptions provided by the program I 20113 Retail dollar value of prescriptions provided by the PAP 1 $ 8,297,224.57 Retail dollar value of prescriptions provided to Schertz residents by PAP 1 $ 236,953.76 Number of prescriptions per Schertz patient per month I 3.46 Average prescription retail price (3 month supply) per Schertz patient 1 $ 1,369.67 Average annual retail prescription benefit per Schertz patient 1 $ 18,956.29 SOURCES OF PROGRAM FUNDS (ANNUAL) Schertz contribution to the program 1 $ 5,000.00 Seguin contribution to the program 1 $ 5,000.00 Contributions to program by individuals 1 $ 6,798.20 Payments by patients ($15.00 /month /patient) 1 $ 124,560.38 Grants received for the program (United Way) 1 $ 4,500.00 Other sources of funds (identify sources) Glucose Monitor Rebates Organization Contributions Corporate Contributions $ 975.60 $ 800.00 $ 366.30 TOTAL REVENUE $ 148,000.48 TOTAL EXPENSES $ (356,638.59) TOTAL NET $ (208,638.11) Agenda No. 2. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: Finance Subject: Resolution No. 19 -R -124 - Consideration and/or action approving a Resolution by the City Council of the City of Schertz, Texas authorizing the selection of Tyler Technologies to use their enhanced utility customer portal software product. (B. James /J. Walters) BACKGROUND The meter change out project started when the contract for meter purchase and installation was approved with HydroPro Solutions by Resolution 19 -R -90 on August 14, 2018. The funding for this utility system upgrade project was with the Certificates of Obligation Bond Series 2018 approved by council on July 18, 2018. Up to $4 million was identified for the project but the contract with HydroPro was awarded for $3.7 million. The original contract with HydroPro did include a customer portal that citizens could use to view and track their water usage. It had the ability to atomically send notices to customers who had signed up when a leak was detected or when their usage had reached a certain point set by the customer. What it didn't do was have the ability to show billing information, take payments, and show bills and payment history. To pay bills staff would put a link in the customer portal to the existing payment website where customers would use a septate login and password to make payments. The current payment site only shows customers a total outstanding balance and has the ability to set up auto draft or make a payment. Partial bill payments are not allowed so each transaction must be made for the entire outstanding amount. The proposed improvement will combine and enhance both features into one online system. With one log in, customers will be able to view their usage information in charts and graphs as well as see past billing information. Staff believes requiring multiple log ins and websites to fully utilize the available services online would deter many potential users in the community. This would limit the benefit for the customers and staff, resulting in the new program being not as efficient or effective. GOAL To provide an enhanced customer service portal and an increase in customer service. COMMUNITY BENEFIT The community will have a new level of access, insight, and control over their water usage through this new product. Customers can get instant leak alerts or an alert once their consumption, or total bill estimate, reaches a certain level set by the customer. With the recommendation to contract with Tyler Technologies, the ability to pay utility bills will be integrated directly into the portal and the City's accounting system. SUMMARY OF RECOMMENDED ACTION Approve the proposal from Tyler Technologies to provide an enhanced utility customer portal experience to the City's customers. FISCAL IMPACT The enhanced portal will come with additional costs to be absorbed by the Water & Sewer Utility: Software Implementation Funding would come from existing water revenue with no change in fees. RECOMMENDATION Staff recommends the approval of Resolution No. 19 -T -124 to accept the proposal from Tyler Technologies. Attachments Resolution 19 -R -124 Exhibit A RESOLUTION NO. 19 -R -124 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AN AGREEMENT WITH TYLER TECHNOLOGIES FOR AN ENHANCED UTILITY CUSTOMER PORTAL AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, the City staff of the City of Schertz (the "City ") has recommended that the City enter into an agreement with Tyler Technologies relating to providing an enhanced customer portal for utility customers; and WHEREAS, the City Council has determined that it is in the best interest of the City to contract with Tyler Technologies pursuant to the proposal attached hereto as Exhibit A (the "Agreement "). BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes the City Manager to execute and deliver the Agreement with Tyler Technologies in substantially the form set forth on Exhibit A. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 10th day of September 2019. CITY OF SCHERTZ, TEXAS Michael R. Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary (CITY SEAL) 50234811.1 EXHIBIT A AGREEMENT 50234811.1 A -1 i Ltty_ler :i 11 UiOgies CITY OF SCHERTZ ORIGINAL UTILITY BILLING ENHANCED CUSTOMER PORTAL 2019 -020 TUESDAY, AUGUST 13, 2019 LORI DUDLEY 5519 53RD STREET, LUBBOCK, TX 79414 800.646.2633 EXT. 798003 LORI. DU DLEY @TYLERTECH. COM i e • Lt :i 11 UiOgies COPY CITY OF SCHERTZ UTILITY BILLING ENHANCED CUSTOMER PORTAL 2019 -020 TUESDAY, AUGUST 13, 2019 LORI DUDLEY 5519 53RD STREET, LUBBOCK, TX 79414 800.646.2633 EXT. 798003 LORI. DU DLEY @TYLERTECH. COM RESTRICTIONS ON DISCLOSURE This proposal from Tyler Technologies, Inc. ( "Tyler') contains proprietary and confidential information, including trade secrets, belonging to Tyler or Tyler's partners. Tyler is submitting this proposal on the express condition that the following portions will not be duplicated, disclosed, or otherwise made available, except for internal evaluation purposes: • Response to the Functional Requirements, or "Checklist" • Line -item pricing (total proposed contract amount may be disclosed) • Screen shots, if any • Customized Statement of Work /Implementation Plan Each of these sections has separately been labeled "Proprietary and Confidential — Subject to Restrictions on Disclosure." To the extent disclosure of those portions is requested or ordered, Tyler requires written notice of the request or order. If disclosure is subject to Tyler's permission, Tyler will grant that permission in writing, in Tyler's sole discretion. If disclosure is subject to a court or other legal order, Tyler will take whatever action Tyler deems necessary to protect its proprietary and confidential information and will assume all responsibility and liability associated with that action. Tyler agrees that any portions not listed above and marked accordingly are to be made available for public disclosure, as required under applicable public records laws and procurement processes. TRADEMARKS DISCLAIMER Because of the nature of this proposal, third -party hardware and software products may be mentioned by name. These names may be trademarked by the companies that manufacture the products. It is not Tyler's intent to claim these names or trademarks as our own. TABLE OF CONTENTS Tableof Contents .............................................................................. ............................... Tab A: Execution of Offer ................................................................. ............................... Tab B: Proposers Questionnaire ...................................................... ............................... Tab C: Overview of Proposed System / Scope of Services ............... ............................... Tab D: Sample Documents ............................................................... ............................... TabE: Cost Proposal ......................................................................... ............................... Tab F: Additional Information .......................................................... ............................... Exceptionsto RFP .............................................................................. ............................... .................... 5 .................... 9 .................. 11 .................. 26 .................. 28 .................. 30 .................. 38 .................. 42 August 13, 2019 City of Schertz Julie Gohlke Purchasing and Asset Manager Purchasing and Asset Management Department 1400 Schertz Parkway, Bldg # 2 Schertz, TX 78154 Dear Ms. Gohlke, • •• #'•• y t I e r .,.. • technologies 551953 rd Street Lubbock, TX 79414 P: 800.646.2633 F: 806.797.4849 www.tylertech.com Tyler Technologies, Inc. (Tyler) is pleased to offer this proposal in response to the City of Schertz's RFP for Utility Billing Enhanced Customer Portal. We are confident that Tyler's Incode solution brings the right mix of resources, experience, and technology to foster an environment for success. After carefully reviewing the project goals, objectives and requirements defined within the RFP, we are excited about the opportunity to work with the City of Schertz on this project and expand our relationship with the City. Only Tyler can provide full integration with the City's Incode Utility Billing software. This proposal and cost schedule is valid and binding for 120 days following the RFP due date. Except as set forth in this proposal, this proposal can be released in part or in total as public information in accordance with the requirements of the laws covering same. Tyler continually seeks out business partners to share in our success rather than just customers. Our partners, like you, understand the difference between value and cost and want what is best for their communities. If you have any questions, please contact Lori Dudley, your Account Representative at 800.646.2633 ext. 798003 or via email at Lori.Dudley @tylertech.com for more information. Tyler Technologies authorizes the signatory of this letter to negotiate and bind Tyler Technologies to this response. Respectfully submitted, 74v-- 1�11vg- Dane Womble President— Local Government Division, Tyler Technologies, Inc. Tyler Technologies, Inc. is a publicly traded corporation (NYSE: TYL) EIN: 75- 2303920 TAB A: EXECUTION OF OFFER EXECUTION OF OFFER Proposal of: Tyler Technologies, Inc. (Proposer Company Name) To: The City of Schertz RFP Title:UTILITY BILLING ENHANCED CUSTOMER PORTAL RFP #:2019 -020 This Proposal shall remain in effect for the Proposal Validity Period (ref Section 3.3) and shall be exclusive of federal excise and state and local sales tax (exempt). The person signing this Response on behalf of the Offeror represents to Owner that: (1) The information provided herein is true, complete and accurate to the best of the knowledge and belief of the undersigned; and (2) He /she has full authority to execute this Response on behalf of Offerors. (3) Offeror has received the Addenda to this RFP, specifically, Addenda numbered Executed this 7th day of August Q19 Entity Name 5519 53rd Street Street & Mailing Address Sig Dane Womble Printed Name of Signatory Lubbock, TX 79414 President LGD City, State and Zip Title of Signatory 800.646.2633 Telephone Number 806.797.4849 Fax Number Lori. dudIey(a tylertech.com 806.928.1783 Email Address Mobile Number City of Schertz Utility Billing Enhanced Customer Portal 2019 -020 Tyler Technologies, Inc. Page 9 of 46 City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 10 of 46 TAB B: PROPOSERS QUESTIONNAIRE Proposals must include responses to the questions contained in this Proposer's General Questionnaire. Proposer should reference the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond, Proposer should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. Proposer will explain the reason when responding N/A or N /R. 7.1 Proposer Profile 7.1.1 Number of years in Business: 35th years State of incorporation Delaware Number of Employees: over 400 within the LGD Division Annual Revenues Volume: 2018 - $935M Name of Parent Corporation, if any N/A 7.1.2 State whether Proposer will provide a copy of its financial statements for the past two (2) years, if requested by the City. Tyler will provide copies of the last 2 years of financial statements upon request. 7.1.3 Proposer will provide a financial rating of the Proposer entity and any related documentation (such as a Dunn and Bradstreet analysis) that indicatesthe financial stability of Proposer. Tyler's Dunn and Bradstreet number is 04- 108 -9293. Tyler will be happy to provide the report to the City upon further request. 7.1.4 Is Proposer currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, Proposer will explain the expected impact, both in organizational and directional terms. Tyler is not at liberty to discuss any potential sale, expansion or acquisition, as Tyler is a publicly traded company and such knowledge would constitute insider information. 7.1.5 Proposer will provide any details of all past or pending litigation or claims filed against Proposer that would affect its performance under the Agreement with City (if any). Tyler's Local Government Division is not presently involved in any litigation and has not been subject to any recent judgments which would affect the provision of software or services pursuant to this procurement. Out of an abundance of caution, Tyler is disclosing currently pending litigation against it that involves, directly or indirectly, other Tyler software or services, as well as recent litigation. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 11 of 46 Again, though, none of these litigations could reasonably be expected to materially affect the provision of software or services pursuant to this procurement: Pending Litigation: Greene v. Tyler Technologies, Inc. (United States District Court for the Northern District of Georgia, No. 19 -CV- 1338): On March 26, 2019, an individual plaintiff filed an overtime wages action under the Fair Labor Standards Act. Plaintiff was originally hired by an entity, known as ExecuTime, that Tyler acquired. Plaintiff alleges that both ExecuTime, and then Tyler, improperly classified plaintiff as exempt from the FLSA's maximum hour provisions. Plaintiff alleges Tyler should not have paid, and should not pay, the annual salary it has paid her, but should instead pay her an hourly wage and overtime. Plaintiff's claim is misplaced, and Tyler looks forward to a favorable resolution of the lawsuit. Stern v. Snohomish County, d /b /a Snohomish County 911 ( "Sno911 ") et al. (Snohomish County Superior Court, State of Washington, No. 18- 2- 05901 -31): On January 24, 2019, Darrin Stern, a former employee of Sno911, a Tyler client in live production on the New World Public Safety software, added Tyler to a lawsuit already pending by Mr. Stern against Sno911. Mr. Stern alleges that Sno911 discriminated against him by failing to accommodate his alleged disability — color - blindness. He alleges a single claim against Tyler: that Tyler aided and abetted Sno911's discrimination against, and wrongful discharge of, Mr. Stern. Tyler had no role in Sno911's employment decisions relating to Mr. Stern. For that and other reasons, Tyler is confident that Mr. Stern's claims against Tyler are meritless. Alleged Class Action in the Western District of Tennessee: On January 9, 2017, a lawsuit was filed against Tyler, Shelby County, Tennessee, and various Shelby County officials in a federal district court in Tennessee. That lawsuit was consolidated with a November 2016 lawsuit that had been filed against the Shelby County Sheriff alone. The consolidated complaint, filed March 24, 2017, alleges that Shelby County and officials in the County unlawfully detained certain inmates in the County jail. Tyler implemented its Odyssey case management system in Shelby County courts, but the lawsuit tries to claim that Tyler's software was somehow connected to the allegedly unlawful detentions in the County jail. On October 31, 2017, another class action lawsuit, alleging almost identical facts and claims against the same group of defendants, was filed by a second set of plaintiffs' lawyers on behalf of a second set of alleged class action plaintiffs. Tyler successfully moved for the second -filed suit be consolidated with the first. Since that time, the consolidated plaintiffs have filed multiple amended complaints. Tyler moved to dismiss the lawsuit, and that motion was granted in part, leaving only one claim pending against Tyler. Tyler is confident in its defense against that claim. Tyler Technologies, Inc. v. Force Multiplier Solutions, Inc. et al.: On August 8, 2017, Tyler sued Force Multiplier Solutions, Inc. and affiliated entities in a Texas state court for breach of contract and related equitable claims. FMS is a reseller of certain Tyler school products. Despite Tyler's various attempts to secure payment, the FMS entities have refused to satisfy an outstanding receivable in excess of $200,000. Tyler brought the lawsuit to enforce its contractual right to payment. The court granted summary judgment in Tyler's favor. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 12 of 46 Recent Litigation: Sacramento Regional Public Safety Communications Center ( "SacFire ") v. Tyler Technologies, Inc. (E.D. Cal. No. 2:18 -cv- 01111): On June 22, 2018, SacFire filed a lawsuit against Tyler relating to a proposal submitted by Tyler's predecessor -in- interest, New World Systems Corporation, and a contract arising out of that proposal that SacFire and Tyler executed soon after Tyler acquired New World. The lawsuit asserts four claims relating to the proposal and the parties' resulting contract. The lawsuit was baseless. Tyler filed a motion to dismiss the lawsuit, and one of SacFire's claims was dismissed. The parties subsequently negotiated a mutually agreeable resolution of the remaining claims, and SacFire dismissed the case with prejudice. The Court entered that dismissal on July 17, 2019. Daniels Law LLC, et al, vs. Tyler Technologies, Inc. (Gwinnett County Superior Court, State of Georgia, No. 19 -A- 00687 -6): On January 31, 2019, three named plaintiffs filed an alleged class action relating to certain transaction fees assessed in connection with use of eFileGA, an electronic filing solution Tyler makes available to courts in Georgia. The lawsuit appeared to be based on plaintiffs' misunderstanding or mischaracterization of the State legislation outlining permissible fees for electronic filings and /or the fee structure Tyler has deployed consistent with that legislation. Tyler filed a motion to dismiss, and the plaintiffs ultimately responded by dismissing the lawsuit. The stipulation of dismissal was filed on July 12, 2019. Von Lossberg v. Tyler Technologies, Inc. et al. (4t" Judicial District, Ada County, Idaho, No. CV01 -18- 12607): On July 15, 2018, plaintiffs, parents of an adult son, filed a lawsuit against Tyler, the State of Idaho, the Idaho State Police, Ada County and John /Jane Does 1 -10. The lawsuit alleged that the adult son committed suicide using a handgun he should not have been allowed to purchase because an Order of Commitment had been entered against him. The county he resided in — Ada County — uses Odyssey and integrates from Odyssey with the Idaho State Police ( "ISP ") to share information such as Orders of Commitment. It is undisputed that Tyler did not develop, implement or maintain that integration. Moreover, the complaint acknowledges that "the Ada County clerk's office was sending Commitment Orders and the ISP was receiving them, but ISP's system was not processing any of the information." It is also undisputed that Tyler did not develop, implement or maintain the ISP's system. Tyler moved to dismiss the lawsuit, and the court converted Tyler's motion to a motion for summary judgment. Prior to that motion deadline, the plaintiffs agreed to dismiss the lawsuit against Tyler with prejudice, and the parties mutually agreed to related terms to resolve the lawsuit. The order dismissing Tyler from the lawsuit was entered by the court on June 18, 2019. Muranelli v. Town of Ossining et al. (State of New York): An individual property owner sued the Town of Ossining, NY and the Town's Assessor for the 2016 assessment of the individual's real property seeking declaratory relief based on an alleged error in that assessment. The property owner served Tyler with the lawsuit in April 2018, apparently because Tyler performed a revaluation for the Town; however, there is no claim against Tyler and the relief sought cannot be provided by Tyler. As Tyler was preparing its motion to dismiss, the parties were able to resolve the litigation on mutually agreeable terms. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 13 of 46 • Vision Appraisal Technology Holdings, LLC v. Tyler Technologies, Inc.: On November 3, 2017, Vision sued Tyler in a Massachusetts Superior Court. Vision claims Tyler violated a non - disclosure agreement relating to Tyler's appraisal services business by hiring employees who had been employed by Vision. Tyler filed a motion to dismiss, and while that motion was pending, the parties agreed to a resolution of the dispute. That agreed resolution was filed with the Court on June 29, 2018. • Munetrix, LLC v. Socrata, Inc. (E.D. Mich. No. 2:17 -cv- 12598): Prior to its acquisition by Tyler, Socrata was sued by a Michigan company on claims relating to a contract award to Socrata by the State of Michigan. The lawsuit was resolved by the parties through a mutually agreeable resolution, which resolution was also finalized prior to the acquisition. • Isabella v. Tyler Technologies, Inc. (6:15 -cv- 00684): In 2015, Tyler's ERP & Schools division was sued by a single plaintiff in a New York federal district court on claims relating to alleged employment discrimination. Tyler strongly contested the plaintiff's allegations, and the parties were able to resolve the claims. The lawsuit was dismissed on mutually agreeable terms in 2016. • Tyler Technologies, Inc. v. VBConversions, LLC (4:14 -cv- 00150): In 2014, Tyler, on behalf of its ERP & Schools division, filed a declaratory judgment action against a software provider (VBConversions, LLC) in a Texas federal court. In response, VBC sued Tyler for copyright infringement and related statutory violations in a California federal court. VBC is referred to by many in the industry as a "troll," and Tyler successfully negotiated a mutual release and settlement. Each lawsuit was dismissed. 7.1.6 Is Proposer currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, Proposer will specify the pertinent date(s), details, circumstances, and describe the current prospects for resolution. No 7.1.7 Proposer will provide a customer reference list of no less than three (3) organizations with which Proposer currently has contracts and /or to which Proposer has previously provided services (within the past five (5) years) of a type and scope similar to those required by City's RFP. Proposer will include in its customer reference list the customer's company name, contact person, telephone, number, project, description, length of business relationship, and background of services provided by Proposer. The 3 below references all use INCODE's Utility Billing software solution, along with the Utility Billing online payments portal and are currently in progress for the implementation of the Tyler Smart Meter portal. These clients have worked closely with INCODE development to design and test the Tyler Smart Meter portal and they should go live by the end of August 2019. City of Anadarko, OK — Jo Spanglehour, (405) 247 -2481 ext. 115 — Incode client since 1995. City of Wagoner, OK — Pam Stick, (918) 485 -4586 — Incode client since 1995. East Valley Water District, CA— Crystal Hess, (909) 889 -9501— Incode client since 2013. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 14 of 46 IaI�. �o 7.1.8 Does any relationship exist (whether by family kinship, business association, capital funding agreement, or any other such relationship) between Proposer and any employee of City? If yes, Proposer will explain. No 7.2 Approach to Project Services 7.2.1 Proposer will provide a statement of the Proposer's service approach and will describe any unique benefits to the City from doing business with Proposer. Proposer will briefly describe its approach for each of the required services identified in Section 5, Scope of Work of this RFP. Tyler has addressed questions in Section 5 in Tab C below of this RFP Response. TYLER SMART METERS Designed for utilities currently using an Advanced Metering Infrastructure (AMI) system along with Incode Utility Billing Online TI, Tyler Smart MetersT" helps minimize office calls by expanding your customer's online self- service options, while giving your employees new tools to quickly resolve billing and service issues. Using advanced analytics, Tyler Smart Meters monitors consumption for all accounts in your service area. When problems are identified, your customers can be proactively alerted via text message, phone call, or email. ADD VALUE FOR YOUR UTILITY Tyler Smart Meters delivers valuable capabilities to utility staff that drive cost savings and improve operational efficiency. QUICKLY RESOLVE SUPPORT CALLS By combining near real -time data from your AMI system and intuitive graphical tools, employees can review consumption patterns and quickly determine the status of an account. This process reduces costly onsite visits and frees up staff time for other important tasks. RECEIVE LEAK DETECTION ALERTS Tyler Smart Meters continually analyzes meter data for all service connections to determine when an account may be Benefits of Tyler Smart Meters • Reduce high bill complaints • Resolve customer complaints faster • Identify leaks and alert customers • Minimize onsite visits • Expand self- service options • Access portal from any device (desktop, tablet, phone) • Enhance customer experience • Gather data from any AMI system • Integrate with Incode Utility Billing Online experiencing abnormal usage or a leak. When a problem is detected, customers can be alerted in their preferred communication method. City of Schertz Utility Billing Enhanced Customer Portal 2019 -020 Tyler Technologies, Inc. Page 15 of 46 Smart Cards O e®tsldificaheuNOlStni {q Gea Shueslq INO WdKMe ngals used In 5 h9 tm,r. MM Rod- lcam rl.y. IBS CFI" esvcr�nui 160 gels usM In 5 h_ Cmcr.. 4�cve[!w. G -+ewe 6eacrtnm Get! Shuefeg IND MOdtNte 16 gels used 1115 hfs � Ce+uce +ccnwllG4,. Uc Wrr _ Mom laden FIES cd*, f Fp0 gels used m 5 h A k.*Ak.0 E2! Smart Meters vs. Nan Smart Meters � srnat Ine�� ■ xm �e �r.r, A clerk's dashboard allows utility employees to easily monitor and troubleshoot the service area. UNCOVER REVENUE - IMPACTING METER ISSUES Identifying active accounts with no usage, inactive accounts with usage, and reverse flow situations enables utilities to prevent lost revenue from meter malfunctions, theft, and customer errors. INTEGRATE WITH INCODEAND ALL AMI SYSTEMS Tyler Smart Meters is tightly integrated with your installed Incode application, making it easy for your staff members to learn and use. Through a clerk's dashboard, employees can access expanded capabilities for troubleshooting and monitoring the service area. In addition, Tyler Smart Meters works with all major AMI systems including Neptune, Sensus, Badger, Aclara, Itron, Landis +Gyr, and more. DELIVER A BETTER CUSTOMER EXPERIENCE The benefits of Tyler Smart Meters don't stop with your utility and its employees. Your customers will realize unprecedented benefits as well. ELIMINATE SURPRISE BILLS Customers who register can specify billing (dollars) and usage (gallons, kWh, CCFs) thresholds they do not wish to exceed. The system will automatically notify them when they're approaching those thresholds, preventing a surprise bill or unexpectedly high consumption. City of Schertz Utility Billing Enhanced Customer Portal 2019 -020 Subscribers have access to theiraccount infomration 24171365 from any device (desktop, tablet phone). Tyler Technologies, Inc. Page 16 of 46 EXPAND AND ENCOURAGE SELF - SERVICE At any time during the billing cycle, your utility customers can log in and see an estimate of their billing. Usage information is presented in graphs with yearly, monthly, daily, and hourly views, making it easier for customers to understand and control their utility consumption. Comparison graphs are available to assist customers looking to conserve. By empowering customers with on- demand access to their smart meter data, Tyler Smart Meters effectively expands your utility's hours of operation and enables customer to get answers to their questions without placing a support call. Subscribers benefit from 24/7/365 access via phone, tablet, laptop, or desktop computer. 7.2.2 Proposer will provide an estimate of the earliest starting date for services following execution of the Agreement. Implementation will be 12 to 18 weeks after contract is signed and the meter reading vendor provides meter reading file. Tyler can't start the implementation process until the meter reading vendor has provided Tyler with the necessary files to populate the portal. 7.2.3 Proposer will submit a work plan with key dates and milestones. The work plan should include: 7.2.3.1 Identification of tasks to be performed; 7.2.3.2 Time frames to perform the identified tasks; 7.2.3.3 Project management methodology; 7.2.3.4 Project roles and responsibilities; 7.2.3.5 Project change control procedure; and 7.2.3.4 Implementation strategy. IMPLEMENTATION GUIDE The Implementation Sample Gantt chart is included here as a reference tool to see the most ideal scenario for your software implementation. This is merely a suggested timeline and is in no way a commitment from Tyler. Timeline Guide (weeks) Initiate & Plan Assess & Define Build & Validate Data Conversion* Testing & Training Production Cutover Phase/Project Change Management *If Included in scope of project. Review scope or cost summary for details City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 17 of 46 When a client purchases, Tyler will reach out to the City with the below list of responsibility breakdown. Tyler cannot start our work until the meter reading vendor provides us with files. Tyler Technologies: • Work with Meter Reading Vendor to start usage data export process (2 weeks) • Create integration with meter reading vendor (4 to 6 weeks) • Test files obtained from meter reading vendor (2 to 3 weeks) • Set up test accounts and complete testing (2 weeks) • Training for Smart Meter Portal and BackOffice (1 day) • Training for Clerk Dashboard (1 day) • Flag all meters as Smart Meters (gradual rollout) (1 day) Schertz, TX: • Provide Tyler with contact info for meter reading vendor and facilitate introductions /meetings (1 week) • Send Tyler the meter reading vendor's SOW prior to signing • Compile a list of 5 -10 account numbers for testing (plus sample bills) (1 day) • Complete SMTP Setup Survey (1 day) • Attend Training for Smart Meter Portal and BackOffice (1 day) • Attend Training for Clerk Dashboard (1 day) • Flag all meters as Smart Meters (gradual rollout) (1 day) 7.2.4 Proposer will describe the types of reports or other written documents Proposer will provide (if any) and the frequency of reporting, if more frequent than required in the RFP. Proposer will include samples of reports and documents if appropriate. The clerk dashboard contains widgets and smart cards that give the clerk a view of all the alerts that are happening with Tyler Smart Meter portal. Alert /Widget Definitions Type Description Smart Card Widget This alert notifies a citizen when a leak is detected based on consumption received from an AMI vendor. A leak is flagged on a meter having consumption values for 24 consecutive hours. BackOffice has a configuration that allows for setting min /max values within an account class Leak Alert X and category. Leaks are categorized as Moderate, Severe, and Critical and each category can be set to automatically notify the citizen. A summary of leak alerts that were created will be available to clerk as a smartcard on the Clerk Dashboard. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 18 of 46 u.leEii� City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 19 of 46 This alert notifies a citizen when their total bill is estimated to be above a threshold they have previously set. This estimated bill amount is a point in time estimate, not projected through the end of the billing Billing Threshold cycle. This alert gives the citizen an early warning that X Alert their bill might end up being higher than expected. A summary of billing threshold alerts that were created will be available to clerk as a smartcard on the Clerk Dashboard. This alert notifies a citizen when their consumption has reached an amount above a threshold they have Consumption previously set. This is another way for the citizen to keep X Threshold Alert a close watch on their consumption usage. A summary of consumption threshold alerts that were created will be available to clerk as a smartcard on the Clerk Dashboard. This smartcard will show meters that are being Active Accounts synchronized (marked as Smart Meter) but haven't X without Usage reported any consumption from the AMI vendor. This smartcard will show leak alerts that were produced Non - Revenue Leak by TSM but that aren't tied to a specific account in the UB X Alerts application. Meters Not This smartcard will show a list of meters that have not X Reporting reported consumption within the last day. This is an overview for the past 7 days on which meters Total Number of are reporting and which meters are not. This allows the X Meter Reporting clerk to see at a glance how many meters are not showing consumption. This smartcard will show a list of meters with a spike in Spike in Usage usage. BackOffice has a configuration that allows for Above Daily Average X setting a Spike in Usage % within an account class for User Alert each service. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 19 of 46 7.3 Solution Specific Questions 7.3.1 Describe the process to withdraw the consumption data from Harmony, that collects the reads, and upload that data to your solution. It is expected that Harmony will generate a file with hourly reads for meters in the AMI system and upload this to an SFTP site. It is preferred that Harmony uses their own SFTP site. In this case, Tyler would need credentials to be able to read the files from that server. If this setup is not possible, Tyler can provide the SFTP site and provide credentials to Harmony to upload the files. Tyler will provide the file format to generate these files and also the naming conventions. The frequency of these file drops could be anything from one to 4 times a day. Harmony would need to clarify how missing reads are handled (would this be a separate file, or would they just be included in the next file drop). 7.3.2 Describe the process to upload billing data from Incode, the billing and customer account software, to your solution. The Tyler Smart Meter portal is automatically already integrated with the INCODE Utility Billing software application. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 20 of 46 This is a graph that shows a rolling 7 days of total community consumption with a line representing meters reporting. This gives the clerk the ability to see at a Total Community glance what their consumption is for a given service, Consumption VS along with the number of meters that are reporting to X Meters Reporting make up that consumption. This graph has a drop down to switch between services. Total community consumption = the total consumption per day for ALL meters of a certain service This is a graph that categorizes alerts that went out automatically by the system. This allows the clerk to quickly review how many alerts went out without having Notifications sent by Type /Notification to run a report. There is a drop down that allows the X clerk to switch between Leak Alerts, Leak Alerts Not Sent, History Billing Threshold Alerts, and Consumption Threshold Alerts. If the clerk wants to review the actual alerts that went out, they would check the appropriate Smart Cards. This smartcard will show accounts that are flagged for Reverse Flow Alert X reverse flow. 7.3 Solution Specific Questions 7.3.1 Describe the process to withdraw the consumption data from Harmony, that collects the reads, and upload that data to your solution. It is expected that Harmony will generate a file with hourly reads for meters in the AMI system and upload this to an SFTP site. It is preferred that Harmony uses their own SFTP site. In this case, Tyler would need credentials to be able to read the files from that server. If this setup is not possible, Tyler can provide the SFTP site and provide credentials to Harmony to upload the files. Tyler will provide the file format to generate these files and also the naming conventions. The frequency of these file drops could be anything from one to 4 times a day. Harmony would need to clarify how missing reads are handled (would this be a separate file, or would they just be included in the next file drop). 7.3.2 Describe the process to upload billing data from Incode, the billing and customer account software, to your solution. The Tyler Smart Meter portal is automatically already integrated with the INCODE Utility Billing software application. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 20 of 46 7.3.3 Describe the payment process, including required payment processors and gateways that need to be set up, and how payment information is received from your solution and will be recorded onto the customer's Incode account. Schertz already utilizes Tyler's online payment portal, https : / /www.municipaIonIinepayments .com /schertztx/ so there is no need to setup a new merchant processor. Payments will remain the same as they are processed today. 7.3.4 Describe the process for which the customer would go through to view their charges and make a payment. Schertz already utilizes Tyler's online payment portal, https : / /www.municipaIonIinepaVments .com /schertztx/ so payments will remain the same as they are processed today. 7.4 Miscellaneous 7.4.1 Proposer will provide a list of any additional services or benefits not otherwise identified in this RFP that Proposer would propose to provide to City. INTERACTIVE VOICE RESPONSE - UTILITY BILLING Is your utility billing office being inundated with calls from customers needing to check the status of their account or make a payment? With Incode° Utility Billing Interactive Voice Response (IVR), customers have the ability to conduct their business by phone, bringing new meaning to customer service while simultaneously increasing staff efficiency. BENEFITS OF UTILITY BILLING IVR: • Reduce lobby lines and customer wait times • Increase access to customer information • Boost staff efficiency by decreasing customer service calls • Improve customer response times and increase collections • Access up -to -date account information through integration with Incode Cashiering or Cash Collections HOW IT WORKS: 1. The utility billing customer calls a dedicated phone number and is prompted to enter their account information using their phone's keypad, including account number and address. 2. Account information including balance and due date is given and the customer is prompted to make a payment. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 21 of 46 3. The customer is prompted to enter credit card information and receives a confirmation number. 4. Payment transaction results are pushed in real time to Incode Cashiering or Cash Collections. Note: IVR is available only to users of Incode and Incode 10 Utility Billing. INCODE NOTIFY FOR UTILITIES Tyler's Incode Notify for Utilities relieves your staff of the duty of contacting utility customers regarding matters such as billing delinquencies, cut -off notices and more by allowing users the capability to create and send customized phone messages in an audited environment —even during the past due and penalty process phases. After a call is made, Incode Notify for Utilities posts back to the host server confirming delivery. For example, during a call campaign the result of each call will be recorded back to the system indicating whether the call was answered, the line was busy or if the call was picked up by an answering machine or voicemail. This helps you ensure all citizens are notified appropriately and enables you to easily set up follow -up campaigns as needed. Incode Notify for Utilities gives you the ability to: • Send courtesy messages, penalty notifications or 24 -hour utility service cut -off notification at any point during the past due and penalty processes • Replace mailings with personalized phone messages • Set up multiple phone messages • Control time range for calls to be made • Control notification exclusion based on specific message codes (calls successful, delivered to voice mail, etc.) • See comprehensive, campaign -based or account level notification results Standard Incode Notify for Utilities features include: • User - defined messages with embedded application data field values • Independent interactive and voicemail messages • Bilingual option (English /Spanish /both) • Right party contact confirmation • Schedulable time frames • Input modes (touch tone/ voice recognition) • Wait on hold for right party • User - defined retry for missed calls • Inbound campaigns with real -time lookups City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 22 of 46 INCODE EASYPAY ONLINE PAYMENT PORTAL Do you have citizens wanting to make various types of donations or payments online such as facility rentals and ambulance memberships? Now they can process almost any type of payment more efficiently with Tyler's Incode® EasyPay Online Payment Portal. User - friendly and quick to set up whenever you need it, this web -based portal gives your citizens and staff complete control over the online payment experience. HOW IT WORKS When the need arises to process a new kind of payment online, simply set up a payment method and the fields required to collect the information. Then direct your citizens to the website. When payments are received, they automatically transfer to your cash collection system and post to your city's general ledger for easy review and reporting. All of the information is stored on the Web rather than in the application and can be exported to Microsoft° Excel® for analyzing, reporting and sharing. Incode EasyPay processes all major credit cards and is PCI- compliant. ONLINE ACCESS EMPOWERS STAFF AND CITIZENS Staff will find that setting up online payments is easy with customizable fields for each payment type. Whether it's a recurring payment such as memberships or permit fees, a donation requiring a variable amount or a calculated total such as fees and fines, Incode EasyPay handles them all with ease. And the 24/7 access your citizens will enjoy from their preferred mobile device will not only mean increased convenience for them, but less foot traffic and payment processing for you. Pay to rkrw*.Wla. iP OKU INAAAm a CANN Cad S a V a � w6 ! City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 23 of 46 7.4.2 Proposer will provide details describing any unique or special services or benefits offered or advantages to be gained by City from doing business with Proposer. Additional services or benefits must be directly related to the goods and services solicited under this RFP. Tyler has had a partnership with the City of Schertz for over 15 years with regards to utility billing software, utility billing online component /portal, as well as, financial, customer relationship and court software. 7.4.3 Does Proposer have a contingency plan or disaster recovery plan in the event of a disaster? If so, then Proposer will provide a copy of the plan. Disaster Recovery - Losing your data and equipment need no longer signal panic over missing data or disrupting processes. Tyler Disaster Recovery can have you back up and running your critical processes within hours. Tyler provides the servers, the operations staff, and secure storage for your data. Utilizing our state -of- the -art data center, Tyler can transparently retrieve a copy of your data every night, thereby ensuring your critical users can always process work via modem or by traveling to one of two Tyler locations. If interested, please inquire regarding specifics and pricing. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 24 of 46 City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 25 of 46 E10 TAB C: OVERVIEW OF PROPOSED SYSTEM SCOPE OF SERVICES 5.2 Minimum Requirements The proposed solution shall be capable of the following: 5.2.1 Have customizable alerts the customer can set at certain consumption levels Each user can manage their alerts and setup custom values Manage Alerts E3 =xample&orn in.cum off Email Q_- x off Text off Voice off Leak dlerts Receive alert g consumption indicates abnormal usage or potential leak. off Billing Threshold Alerts Receive alert it estimated billing amount exceeds $ 2E5 8 Your average NY for the last 12 months was 5265 BO Your highest hill in the last 12 months was .5381 .50 off Consumption Threshold Alerts Please notify me if my daily usage exceeds Water (Gals,) b _,, .:c A'aerge dairy use = 439 55 Gals. Elec. [kWh) g iF- Oh A—ge daily use = 155. 05 A , Gas [CF) 100 _5 A—We dsAy use = 100.55 CF Cancel 5.2.2 Be able to show customer bill breakdowns of services and fees When logging into the website the user has the ability to view a PDF of their actual Utility bill. The consumption chart also has the ability to display projected and estimated bills. 5.2.3 Be able to take payments from the customer portal The website accepts future scheduled (one -time payments), instant payments and reoccurring drafts. City of Schertz Utility Billing Enhanced Customer Portal 2019 -020 Tyler Technologies, Inc. Page 26 of 46 5.2.4 Be able to show customer consumption monthly, daily, and hourly in both charts and graphs The consumption chart starts out at as a monthly view and then the user can drill down to see daily and hourly views, along with an export button to download the consumption reads into excel. 5.2.5 Have automatic leak alerts sent directly to the customer The portal supports automatic leak alerts where the clerk has the ability to configure different leak thresholds based on customer class. 5.2.6 Show billing and payment history The portal has a tab that shows transaction history which includes bills, payments, fees, and any adjustments made to the Utility Account. 5.2.7 Allow for the creation of notes on the customer account that are only visible to staff. Within the Utility Billing software, there is the ability to set notes on account manager. 5.2.8 Allow for the customer to contact staff directly from the solution to allow for requesting replacement garbage receptacles, bulk pick -up services, etc. The website is configurable so that you can setup any service request you would like and once a service request is submitted, it is automatically emailed to whatever clerk was configured to receive the request. 5.2.9 Include a smart phone application Coming soon - MyCivic 5.2.10 Allow for the display of City News, Announcements, link to the City website and link to the staff directory. Coming soon - MyCivic 5.2.11 Minimal browser add -ons for optimal functionality No add -ons are required for the website. 5.2.12 Include a document and /or resource center for general instructions and /or information on utility billing http: / /help.tyleru.com /InSite /Welcome to Help.htm #t = Welcome to Help 1.htm 5.2.13 Allow for the set -up of auto -pay solutions via bank and /or credit card. The website supports the ability for the user to sign up for autopay via bank or credit card. It also allows the user to update their card info and draft date, along with canceling or postponing autopay. Note: No convenience fees will be charged to the end -user for use of the portal. Currently, the City of Schertz is set to bill site so the $1.25 per transaction fee for UBO is billed directly to the City (rather than to the end - user /citizen). There is no additional per transaction fees associated with TSM. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 27 of 46 TAB D: SAMPLE DOCUMENTS Proposers should include sample copies of the documents and /or reports outlined in the scope of work (Section 5). Although they are sample forms, the documents must contain all material terms so that the City can fairly evaluate the proposer's forms. All alert information for the Tyler Smart Meter portal can be found on the clerk dashboard. In order to see a breakdown of the smart cards and widgets, please refer to the descriptions above and review the video (no sound) at the link below: https:// www.screencast.com /t /IBiibwgfiR The data from meter search screen can be exported into excel. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 28 of 46 City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 29 of 46 .F, =ou III 7mr TAB E: COST PROPOSAL COST PROPOSAL NOTES The following Tab E: Cost Proposal is based on the stated requirements provided by City of Schertz in this RFP. It includes Tyler software license fees, estimated services, project management, conversion, and travel and expense costs. Implementation is done remotely. Therefore, travel expenses should not be incurred, unless specifically requested by City. If so, expenses are billed as incurred per IRS per diem standards. The license fees listed in this Cost Summary do not include any tax or other governmental impositions including, without limitation, sales, use, or excise tax. All applicable sales tax, use tax, or excise tax shall be paid by client and shall be paid over to the proper authorities by client or reimbursed by client to Tyler Technology on demand in the event that Tyler Technology is responsible or demand is made on Tyler Technology for the payment thereof. If tax - exempt, client must provide Tyler Technology with client's tax - exempt number or form. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 30 of 46 City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 31 of 46 PRICING AND DELIVERY SCHEDULE Proposal of: Tyler Technologies, Inc. (Proposer Company Name) To: The City of Schertz RFP Title: UTILITY BILLING ENHANCED CUSTOMER PORTAL RFP #: 2019 -020 Having carefully examined all the specifications and requirements of this RFP and any attachments thereto, the undersigned proposes to furnish the services required pursuant to the above - referenced Request for Proposal upon the terms quoted below. 6.1 Pricing for Services Do NOT use "To Be Determined" or similar annotations for cost estimates Software Implementation Integration with Incode Software Maintenance Year 1 Software Maintenance Year 2 Software Maintenance Year 3 Software Maintenance Year 4 Software Maintenance Year 5 $12,240 $ 0 $26,650 $ 26,790 $ 26,937 $ (Optional) $ (Optional) Proposer shall list any other fees associated with the implementation and use of proposed solution. Additional fees shall be identified as "Mandatory" or "Optional ". Total Solution Price for Year 1 $38,890 6.2 City's Payment Terms City's standard payment terms for services are "Net 30 days." City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 32 of 46 City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 33 of 46 ry, " o 0 0 0 0 0 0 0 0 0 > U) 0) N EA Ln E9 E9 00 � LO OD 000 U 000 coo E9 > w 69 � N N N f4l 6f? 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In U.: a w m O O O a1 I I O U U W/ Y r--w O Cl) O N J Q Z W LL Z O U 0 N 0 U M O J Q F Z W 0 LL Z O U N 0 N Cd Ed v O cd O O O cd tb�z cd ue Cd s Cd cn cd to Ln U) I c 15., cd Ube Cd O D U U H O d O Cd `—' N bA V cn cd C13 C>dN cd COD Cd a O p =4 sp p cn a`�i O cd 'C r O s. Cd 4r U r cd cd cd U p N U C C,3 cd Cd U O p N C v� .D C Nom' C4 cd sue. Cd ti cd bOA O cd ¢ O Cd coq 3•. W U �+ �+ =O N O Cd �O u �, ��' U ¢" 69 0O cd U r' 0 U cn Cd Cd Cd O cd cd Cd c v > r° w tt A, Id) Cd ;:3 pz p p p d 0 �. bA cn p cn o O ,, o o zuucn u �v) zwacCd 0 U M O J Q F Z W 0 LL Z O U N 0 N City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 37 of 46 TAB F: ADDITIONAL INFORMATION 1. Insurance Certificates Please see Tyler's Insurance Certificate located below in this Section of the RFP Response. 2. Supplementary Information Please see Tyler's response to 7.4.1 above along with our response to question 3 below. 3. Other supporting materials and work portfolio which demonstrates the firm's work quality ABOUT TYLER TECHNOLOGIES • Empowering government and schools to create safer, smarter, and more vibrant communities • Solutions include: Appraisal & Tax, Civic Services, Courts & Justice, Data & Insights, ERP, Land & Official Records, Public Safety, and Schools • Headquartered in Plano, Texas with 28 office locations across the U.S. and Canada • Tyler is a Corporation incorporated in Delaware — Incorporated November 1989 • Publicly traded on the New York Stock Exchange under the symbol "TYL" • Founded in 1966 • Exclusively focused on local government since 1997 • More than 21,000 successful installations across 10,000 sites, with clients in all 50 states, Canada, the Caribbean, Australia, and other international locations • Client retention rate of 98% • 5,000+ employees • Annual revenues of $935 million (2018) • Reinvestment of $48M into Research & Development • Scalable products with the smallest jurisdiction (Loving County, TX with a Population of 82) to the largest (Los Angeles County, CA with a population of 10.1M) WHAT SETS TYLER APART There are a few key differentiators of Tyler Technologies and its proposed Incode solution that should be viewed as significantly advantageous to the City. First and foremost, all of Tyler's efforts are focused on providing technology solutions to the public sector. Our attention is not diluted by providing solutions to other industries and our staff are industry experts in the public sector arena. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 38 of 46 Secondly, Tyler has consciously decided to implement its own projects. We don't outsource our implementation efforts to 3rd party integrators. We feel this allows us to provide better service to our customers at a much lower cost. Furthermore, due to our expertise in the public sector, we're able to more clearly identify to our customers the best business practices of the public sector. Our approach to implementation will inevitably result in a project with a greater definition of both cost and timeframe. Third, Tyler adheres to a philosophy called "Evergreen Development." Under this approach, Tyler will provide all future enhancements including platform changes to Incode solution to the City as part of its annual maintenance agreement without additional re- licensing fees. This is a significant divergence from the typical business practices of traditional vendors. Fourth, we offer Software as a Service model. While others may offer this service, they typically outsource the data center to a 3rd party. Tyler Technologies owns and operates its own datacenters located in Yarmouth, ME and Plano, TX. Fifth, if there are modifications to be delivered through the implementation process, it is important to note that these modifications for the City would become part of the generally released Incode system available to all clients going forward. This allows our clients on annual maintenance to receive additional functionality from new clients as well as our support team does not have to worry that you have modifications when either supporting or upgrading you. Most vendors today still maintain modifications by individual clients which places more stress on their support teams and cost to the client when upgrading. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 39 of 46 DATE (MM /DD /YYYY) F A� " CERTIFICATE OF LIABILITY INSURANCE 3/28/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Moira Crosby y Hays Companies Inc. PHONE FAX A/C No Ext : A/C No): 133 Federal Street, 4th Floor E- MAILss :mcrosby @hayscompanies.com ADDRE INSURER(S) AFFORDING COVERAGE NAIC # Boston MA 02110 INSURER A:Hartford Fire Insurance Company 19682 INSURED INSD INSURER B:Hart ford Casualty Insurance Company 29424 Tyler Technologies, Inc. LIMITS INSURERC:Llo ds of London Syndicates 048337 & 5101 Tennyson Parkway INSURER D: 048945 EACH OCCURRENCE $ 1,000,000 INSURER E: CLAIMS -MADE � OCCUR Plano TX 75024 INSURER F: COVERAGES CERTIFICATE NUMBER:19 -20 GL Auto REVISION NUMBER: MED EXP (Any one person) THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE INSD SUER POLICY NUMBER MM DDY/YYYY MM/ DY/yyyy LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 A CLAIMS -MADE � OCCUR DAMAGE To PREMISES (E. occurrence) $ 1,000,000 MED EXP (Any one person) $ 10,000 08UENAY8572 4/1/2019 4/1/2020 PERSONAL & ADV INJURY $ 11000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 X POLICY PRO ❑ LOC JECT PRODUCTS - COMP /OPAGG $ 2,000,000 $ OTHER: AUTOMOBILE LIABILITY (CEO, accMBINED ident S INGLE LIMIT $ 1,000,000 X BODILY INJURY (Per person) $ A ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS 08UENAY8572 4/1/2019 4/1/2020 BODILY INJURY (Per accident) $ Per Oa RTY DAMAGE NON -OWNED HIRED AUTOS AUTOS X UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 25,000,000 AGGREGATE $ 25, 000, 000 B EXCESS LIAB CLAIMS -MADE DED RETENTION$ $ 08XHUAZ8392 4/1/2019 4/1/2020 WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN X PER OTH- STATUTE ER ANY PROPRIETOR /PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ 11000,000 B OFFICER/MEMBER EXCLUDED? (Mandatory in NH) N/A 08WEEL5271 4/1/2019 4/1/2020 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000 C Cyber /Privacy Prof Liab B0621PTYLE000218 12/17/2018 12/17/2019 Occurence Limit $20,000,000 C Cyber /Privacy Prof Liab B0621PTYLE000318 12/17/2018 12/18/2019 Aggregate Limit $20,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) IL Evidence of Insurance SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE James Hays /MCROSB ©1988 -2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD INS025 (201401) City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 41 of 46 Exceptions tQ 1 F`P �= _ _ Lil = p EXCEPTIONS TO RFP City of Schertz, Texas ( "City ") Request for Proposals — Utility Billing Enhanced Customer Portal, RFP # 2019 -020 r Statement Reeardine Exceptions to the Aforementioned Procurement Document(s Tyler's Proposal is based on the delivery of the requested software and services according to Tyler's standard implementation methodology and Tyler's standard contract(s). That methodology, and that contract(s), have been refined and enhanced over Tyler's many years of operation in the public sector information technology market. Tyler's submission of its Proposal does not constitute a waiver of Tyler's right to negotiate any and all terms to the mutual satisfaction of the parties. Tyler's Proposal is in compliance and subject to the RFP terms, except as modified by, taken exception to, and as otherwise provided in the Proposal. Tyler will consider its implementation methodology and its contract(s) to be the starting point for those negotiations unless expressly stated otherwise in its Proposal. Tyler's standard contract(s) are included for your reference. Because it is impossible to negotiate in a vacuum, Tyler reserves the right to review and discuss in good faith at the time of contract negotiations any customer specific sample contract and /or contract terms included in the Request for Proposal. To the extent you request to incorporate your bid documents and our proposal documents into the contract package, we will agree to do so as long as the order of priority is (a) the final, negotiated contract; (b) our proposal documentation; and (c) your bid documentation. Tyler has also provided its Evidence of Insurance certificate and its source code escrow agreement with Iron Mountain (to the extent you desire to escrow the Tyler source code under a perpetual license agreement). Tyler's insurance program and source code escrow arrangements are established at a corporate level and are not subject to change on an individual customer basis. Tyler does not agree to work for hire provisions. We retain all intellectual property and confidentiality rights in and to our proprietary and /or confidential information and deliverables. Tyler is providing the following representative "exceptions" to standard procurement terms and conditions for your review. This representative list does not negate any of the expectations Tyler has stated above: • 1.4 Term of Agreement: For an on premise solution, the Agreement between the City and Tyler shall not have a defined term. Tyler does provide maintenance and support services on an annual basis, as set forth in its Maintenance and Support Agreement (Exhibit C to the standard Tyler contract). For a SaaS contract, the term of the contract shall be the agreed upon SaaS term which may renew automatically thereafter on a year -to -year basis, or such other renewal term as the parties may agree. • 2.5 Public Information: We reserve the right to protest the public disclosure of our confidential City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 42 of 46 ,� _ n .ii business information /trade secrets but will comply with applicable public records laws. • 2.6 Criteria for Selection: As noted above, Tyler will comply with the RFP as set forth in Tyler's Proposal, including but not limited to this Statement of Exceptions. • 3.2.1 Tab A: Execution of Offer; Section 8 Execution of Offer Form: Tyler's Proposal is in compliance and subject to the RFP terms, except as modified by, taken exception to, and as otherwise provided in Tyler's Proposal. Tyler shall be obligated to provide products and services only upon execution, and under and according to the terms and conditions of, the mutually negotiated contract between Tyler and the City. • 3.2.5 Tab E: Cost Proposal; Section 6 Pricing and Delivery Schedule: Unless expressly indicated otherwise, our Proposal contains estimates of the amount of services and associated expenses needed, based on our understanding of the size and scope of your project. The actual amount of services and expenses depends on such factors as your level of involvement in the project and the speed of knowledge transfer. If required, we will provide a not -to- exceed quote once the scope of services has been finalized. Unless noted otherwise, our services rates do not include travel expenses, which are separately estimated and are payable in accordance with our then - current Business Travel Policy. The fees quoted by Tyler do not include any taxes, including, without limitation, sales, use or excise tax. All applicable taxes shall be paid by Tyler to the proper authorities and shall be reimbursed by the City to Tyler. In the event the City possesses a valid direct -pay permit, the City will forward such permit to Tyler on the effective date of the contract. In such event, the City shall be responsible for remitting all applicable taxes to the proper authorities. If tax - exempt, the City shall provide Tyler with the City's tax - exempt certificate. • Section 4 General Terms and Conditions: As noted, Tyler prefers to use the standard Tyler contract as the basis for beginning contract negotiations. If the City insists on using the Sample Service Agreement in the RFP as the starting point, Tyler reserves the right to negotiate those terms with the City. A non - exhaustive list of terms that conflict with Tyler's standard provisions, and which Tyler would expect to negotiate with the City, is provided below for exemplary purposes only. As noted above, Tyler reserves the right to negotiate any and all contract terms to the mutual satisfaction of the parties. • 7.2 Approach to Project Services: Tyler's Proposal includes a sample project plan. Tyler will deliver the actual project plan following contract execution upon obtaining further information from the City. • Service Agreement: Tyler reserves the right to negotiate any and all contract terms in the Service Agreement to the mutual satisfaction of the parties. • Section 1. Duration: For an on premise solution, the Agreement between the City and Tyler shall not have a defined term. Tyler does provide maintenance and support services on an annual basis, as set forth in its Maintenance and Support Agreement (Exhibit C to the standard Tyler contract). For a SaaS contract, the term of the contract shall be the agreed upon SaaS term which may renew automatically thereafter on a year -to -year basis, or such other renewal term as the parties may agree. • Section 2. Scope of Work: Tyler warrants that it will perform services in a professional, workmanlike manner, consistent with industry standards. In the event Tyler provides services City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 43 of 46 that do not conform to this warranty, Tyler will re- perform the services at no additional cost to the client. We agree to comply with applicable laws and mutually agreed to customer protocols. The quoted fees are based, in part, on the cost of compliance with applicable laws existing as of the time of the quote. Should laws applicable to Tyler's performance under the agreement change post- signature, Tyler reserves the right to seek a change order for the additional work, time and /or cost that may be required to comply with the new law, ordinance or regulation. We reserve the right to discuss in good faith which laws you consider applicable, and to identify those in the contract. • Section 3. Compensation: Tyler's standard payment terms are set forth in the Invoicing and Payment Policy (Exhibit B) to the standard Tyler contract. Payment is due within forty -five days of invoicing. Unless expressly indicated otherwise, quoted fees contains estimates of the amount of services and associated expenses needed, based on our understanding of the size and scope of your project. If required, we will provide a not -to- exceed quote once the scope of services has been finalized. Unless noted otherwise, our services rates do not include travel expenses, which are separately estimated and are payable in accordance with our then - current Business Travel Policy. The fees quoted by Tyler do not include any taxes, including, without limitation, sales, use or excise tax. • Section 4. Time of Completion: Tyler does not agree to "time being made of the essence." Tyler will begin and perform services in accordance with the mutually agreed upon implementation plan schedule. • Section 5 Insurance; Exhibit B: We agree to secure our insurance from a carrier with a minimum AM Best rating of A -:VII. Tyler's insurer evidences Tyler's insurance coverage using a standard Acord form. The coverage limits set forth on our certificate of insurance do not apply separately. Certificates of insurance listing the customer as certificate holder are available upon request after a contract is signed. Copies of Tyler's insurance policies are only made available in the event a claim is disputed or denied. Tyler will disclose its deductibles upon written request, but those deductibles are not subject to customer approval. Tyler is well - positioned financially to satisfy its deductibles. At your request during contract negotiations, we will add language to the insurance provision that adds you as an additional insured to our commercial general liability and auto liability policy for claims arising out of or relating to the contract, which automatically affords you the same status under our excess /umbrella liability policy. A Certificate of Insurance reflecting that status may be provided at your request after the contract is executed. Our carrier has issued blanket endorsements regarding additional insured status; we do not issue separate endorsements specific to each customer. We agree that our insurance is primary for claims under our CGL or auto policies that arise out of or relate to the contract and are between us and you. If required, Tyler will agree to waive subrogation, but only on claims under our CGL or auto policies that arise out of or relate to the contract and are between us and you, except to the extent the damage or injury is caused by you. If you require it in the contract, we will agree to provide you with notice of cancellation, non - renewal or reduction in our insurance coverages below the minimum requirements set forth in the contract within thirty (30) days City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 44 of 46 - III thereof. Renewal certificates of insurance will be provided as close as practicable to the date the applicable policy or policies is /are renewed. • Section 6. Miscellaneous Provisions— (a) Subletting; Section 10. No Assignment: Tyler reserves the right to, without the prior written consent of the customer, assign the contract in its entirety to the surviving entity of any merger or consolidation or to any purchaser of substantially all of Tyler's assets. • Section 6. Miscellaneous Provisions — (b) Compliance with Laws: We agree to comply with applicable laws and mutually agreed to customer protocols. The quoted fees are based, in part, on the cost of compliance with applicable laws existing as of the time of the quote. Should laws applicable to Tyler's performance under the agreement change post- signature, Tyler reserves the right to seek a change order for the additional work, time and /or cost that may be required to comply with the new law, ordinance or regulation. We reserve the right to discuss in good faith which laws you consider applicable, and to identify those in the contract. • Section 7. Termination: Tyler's standard practice is not to include a termination for convenience provision in its contracts, given the significant investments made by both parties to the procurement and implementation. The customer may terminate its contract with Tyler for cause in the event Tyler fails to cure a material breach within thirty days of the customer's invocation of dispute resolution. In the event of such termination the customer will make payment to Tyler for all undisputed products, services and expenses delivered or incurred through the effective date of termination. Payment for disputed products, services and expenses, and the customer's remedies, will be determined through the mutually agreed dispute resolution process. If the customer should not appropriate or otherwise make available funds sufficient to purchase, lease, operate or maintain the products set forth in the contract, or other means of performing the same functions of such products, the customer may unilaterally terminate its contract with Tyler upon thirty days' prior written notice to Tyler. Upon termination for non - appropriation, the customer shall remit payment for all products and services delivered to the customer and all expenses incurred by Tyler prior to Tyler's receipt of the termination notice. The customer will not be entitled to a refund or offset of previously paid license and other fees. • Section 8. Indemnification: Tyler shall defend, indemnify and hold harmless its customers from and against any and all direct claims, losses, liabilities, damages, costs and expenses (including reasonable attorney's fees and costs) for personal injury or property damage arising from Tyler's negligence or willful misconduct; or Tyler's violation of a law applicable to our performance under its agreement with such customer. The customer must notify Tyler promptly in writing of the claim and give us sole control over its defense or settlement. The customer also agrees to provide Tyler with reasonable assistance, cooperation, and information in defending the claim at our expense. Tyler will defend, indemnify, and hold harmless its clients from third -party claims that the Tyler software and /or documentation infringes an intellectual property right in accordance with Section H(1) of Tyler's standard contract. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 45 of 46 ■ Section 13. Governing Law; Venue: Tyler reserves the right to remove any litigation to federal court of competent jurisdiction. • Section 21. Right to Audit: The City may audit Tyler's books and records relating directly to the contract once per year on one week advance written notice, and at the City's expense. • Section 22. Dispute Resolution: Tyler agrees to negotiate with the City an appropriate method of non - binding dispute resolution for resolving contract disputes between the parties. • Section 24. Certificate of Interested Parties: As a publicly traded corporation, Tyler is exempt from providing the Form 1295 Certificate of Interested Parties under Texas law. City of Schertz Tyler Technologies, Inc. Utility Billing Enhanced Customer Portal 2019 -020 Page 46 of 46 Agenda No. 3. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: Parks, Recreation & Community Servic Subject: Resolution No. 19 -11-120 - Consideration and/or action approving a resolution by the City Council of the City of Schertz, Texas authorizing the City Manager to extend the contract with Selrico Services for three (1) one year extensions at $114,000 per fiscal year, for a total not to exceed of $342,000, to provide the congregate meal program at the Schertz Area Senior Center. (B. James/L. Shrum) BACKGROUND The City of Schertz Parks, Recreation, and Community Services Department has had direct oversight over the Schertz Area Senior Center congregate lunch meal program since January 2014. After an extensive RFP process, on August 1, 2017 council approved Resolution 17 -R -54 authorizing the City Manager to enter into a contract with Selrico Services to provide the meals for the congregate meal program at the Schertz Area Senior Center (Resolution 17 -R -54 attached for your reference.) That original contract was in the amount of $104,000 per fiscal year for a total of $208,000 for the two -year contract term, with three (1) year extensions available. The contract amount was based off a conservative estimate knowing the average meals served per day at the time was 65 meals. Staff anticipated some growth in membership and meals served based on the completion of the Senior Center renovation, as well as due to better tasting meals and better service. Thus, 85 meals per day in the base calculations, with the per meal cost being $4.15 /meal delivered. In June 2018, an addendum was approved by council (Resolution 18 -R -72) to add $10,000 per fiscal year to the contract cost to accommodate growth in the meal program that we were seeing due to the opening of the newly- renovated center and the expansion of the programming opportunities. That growth has leveled off some, and we anticipate renewing the contract at the existing amount of $114,000 per fiscal year, for a total of three (1) one year extensions, with a not to exceed amount of $342,000. GOAL Approve Resolution 19 -R -110 authorizing the Acting City Manager to extend the contract with Selrico Services for three (1) year extensions in the amount of $114,000 per fiscal year for a total of $324,000 to provide the congregate meal for the Schertz Area Senior Center. COMMUNITY BENEFIT Participation in this program continues to grow on a daily basis. With the help of our managing partner, the YMCA of Greater San Antonio, the City of Schertz is able to provide a top - quality service both programmatically and nutritionally with the addition of this contractual congregate meal. SUMMARY OF RECOMMENDED ACTION City Council approval of three (1) one year extensions to the existing contract with Selrico Services in the amount of $114,000 per fiscal year, for a contract total not to exceed $342,000, to provide the congregate meal program for the Schertz Area Senior Center. FISCAL IMPACT Each fiscal year the contract amount is $114,000 and with three (1) year extensions, the total contract amount is not to exceed $342,000. Per meal price is $4.15. The city has applied for federal funding through the Alamo Area Council of Government's (AACOG) Area Agency on Aging Senior Nutrition Program. We were approved as a vendor and will submit for reimbursements of $3.80 per meal for qualifying individuals going forward beginning Sept. 1, 2019. RECOMMENDATION City Council approval of three (1) one year extensions to the existing contract with Selrico Services in the amount of $114,000 per fiscal year, for a contract total not to exceed $342,000, to provide the congregate meal program for the Schertz Area Senior Center. Attachments Resolution 19 -R -110 RESOLUTION NO. 19 -R -110 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE CITY MANAGER TO EXTEND THE CONTRACT WITH SELRICO SERVICES FOR THREE (1) ONE YEAR EXTENSIONS AT $114,000 PER FISCAL YEAR, FOR A TOTAL NOT TO EXCEED $342,000, TO PROVIDE THE CONGREGATE MEAL PROGRAM AT THE SCHERTZ AREA SENIOR CENTER. WHEREAS, the City sought out prospective vendors who could provide the congregate meal for the Schertz Area Senior Center through a competitive RFP process; and WHEREAS, the City awarded a contract to Selrico Services to provide the congregate meal program at the Schertz Area Senior Center; and WHEREAS, participation in the congregate meal program has remained steady, and both seniors and city staff, are satisfied with the service and product; and WHEREAS, city staff has recommended extending the contract for three (1) one year extensions at $114,000 per fiscal year for a total not to exceed $342,000 to provide the congregate meal program; NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Manager is hereby authorized to extend the contract with Selrico Services in the amount of $342,000 (or $114,000 /year) to provide the congregate meal program at the Schertz Area Senior Center. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 10th day of September, 2019. ATTEST: Brenda Dennis, City Secretary (CITY SEAL) CITY OF SCHERTZ, TEXAS Michael R. Carpenter, Mayor -2- Agenda No. 4. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: Economic Development Corporation Subject: Resolution No. 19 -11-121 - Consideration and /or action approving a Resolution authorizing an agreement for Provisions of Professional Services between the City of Schertz and the City of Schertz Economic Development Corporation. (M. Browne/K. Kinateder) BACKGROUND The City of Schertz Economic Development Corporation (the "SEDC ") is a separate entity from the City of Schertz. The SEDC contracts through the Agreement for Provisions of Professional Services (the "Professional Services Agreement ") the specific services that the City of Schertz will provide to the SEDC. Services include: personnel, financial reporting, budgeting, office space, fleet services, IT services, etc. The Service Agreement also enables the SEDC to receive several services at a discounted rate through the City, these include rates for software, financial services, auditing services, etc. Notable changes for the FY 2019 -20 agreement include an additional requirement for the City Manager and/or his designee to represent the SEDC at the area chamber of commerce and the elimination of "administrative support, review and oversight by ..... City Secretary, and Executive Director and appropriate staffing ". COMMUNITY BENEFIT Approval of the resolution enables the City of Schertz and SEDC to work together by sharing staff and services which helps improve operational efficiency and reduce costs. FISCAL IMPACT Under the agreement, $461,363 will be transferred from the SEDC to the City of Schertz. The payments will be made in two equal payments on October 1, 2019 and April 1, 2020. SUMMARY OF RECOMMENDED ACTION The SEDC Board of Directors met on May 23, 2019 at their regular board meeting to consider, discuss and act on authorizing the Agreement For Provisions of Professional Services Between The City of Schertz and the City of Schertz Economic Development Corporation; and recommend approval by the City Council for the expenditures provided for in the Agreement in the amount of $461,363 for the 2019 -20 fiscal year. A motion was made by Mr. Richard. Seconded by Ms. Morrill. Motion passed unanimously. ATTACHMENT(S) Resolution 19 -R -121 Agreement for Provisions of Professional Services Between the City of Schertz and the City of Schertz Economic Development Corporation Attachments Res 19 -R -121 SEDC -CoS Prof Sery Agreement 2020 -19 SEDC -CoS Prof Services Agreement 2019 -20 RESOLUTION NO. 19 -R -121 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AN AGREEMENT FOR PROVISIONS OF PROFESSIONAL SERVICES BETWEEN THE CITY OF SCHERTZ AND THE CITY OF SCHERTZ ECONOMIC DEVELOPMENT CORPORATION, AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, the Development Corporation Act of 1979, as amended (Section 501.001 et seq, Texas Local Government Code, formerly the Development Corporation Act of 1979) (the "Act ") provides a corporation those powers incidental or necessary to the purposes of the corporation; and WHEREAS, the City of Schertz Economic Development Corporation (the "Corporation ") desires to engage the City for the provision of certain professional and other services to assist the Corporation in carrying out its goals and objectives; and WHEREAS, the Act prohibits the City from providing things of value, including professional services, in aid of corporation without receiving fair value compensation in return; and WHEREAS, the City Council has determined that it is in the best interest of the City to approve the Agreement for Provisions of Professional Services Between the City of Schertz and the City of Schertz Economic Development Corporation and that such agreement constitutes fair value for the services to be rendered under the agreement. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes the City Manager to execute and deliver the Agreement for Provisions of Professional Services Between the City of Schertz and the City of Schertz Economic Development Corporation in substantially the form set forth on Pvhihit A Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 10th day of September, 2019. CITY OF SCHERTZ, TEXAS Michael Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary (CITY SEAL) EXHIBIT A AGREEMENT FOR PROVISIONS OF PROFESSIONAL SERVICES BETWEEN THE CITY OF SCHERTZ AND THE CITY OF SCHERTZ ECONOMIC DEVELOPMENT CORPORATION AGREEMENT FOR PROVISIONS OF PROFESSIONAL SERVICES BETWEEN THE CITY OF SCHERTZ AND THE CITY OF SCHERTZ ECONOMIC DEVELOPMENT CORPORATION THE STATE OF TEXAS KNOWN ALL MEN BY THESE PRESENTS: COUNTY OF GUADALUPE THIS AGREEMENT, executed the day of , 2019, by and between the CITY OF SCHERTZ, a municipal corporation, acting by and through its City Council, situated in Guadalupe County, Texas (hereinafter referred to as "City "), and the City of Schertz Economic Development Corporation, a Texas non -profit industrial development corporation (hereinafter referred to as "SEDC ") acting by and through its President of the Board is as follows: WITNESSETH: I. The City agrees to provide management, professional, administrative, financial and investment services to the SEDC according to the terms of this agreement. Direct services the City shall perform for the SEDC shall include: Providing Salary, workers' compensation, health, and retirement expenses for City employees assigned to the SEDC. 2. Preparing all financial and investment reports and keeping all financial books and records required by applicable law. 3. Preparing a budget for the forthcoming year for review and approval by the Board and City Council. 4. Providing all necessary budgeting, accounting, financial management and investment management through the City's Finance Department. 5. Providing accounts payable, payroll, purchasing and other bookkeeping services with oversight and training of such services. 6. Providing for a repository of records, office and conference space. 7. Providing technology support of hardware, software and phone systems through the City's Information Technology Department. 8. Providing automotive support of vehicles through the City's Fleet Department. Page 1 of 3 9. Providing for legal services through the City Attorney's office at the rate that those services are provided to the City. 10. Providing for commercial insurance, communication equipment and services, and office equipment products and services at the rate that those products and services are provided to the City. 11. Providing for financial auditing services through the Finance Department at the rate that those services are provided to the City. 12. Provide an executive level presence in area Chambers of Commerce through the City Manager and/or his/her designee for marketing Schertz as preferred location for new and expanded business opportunities. 13. Providing executive and administrative support, review and oversight by the City Manager. It is understood and agreed that access to City staff resources by the SEDC is secondary to the needs of the City Council of the City of Schertz. II. Subject to the SEDC continuing to contract with the City for management services, the SEDC will pay to the City for its services pursuant to this agreement, in the form of a flat fee (the Service Fee) in the amount of four hundred sixty -one thousand six hundred thirty-six and zero cents ($461,636.00) per year. Said amount to be paid in two equal payments on October 1, 2019and April 1, 2020. The SEDC will directly maintain the memberships necessary for the City to provide an executive level presence in area Chambers of Commerce through the City Manager and/or his/her designee for marketing Schertz as preferred location for new and expanded business opportunities. In the event of the termination of this agreement, the SEDC will be responsible for paying the City only the portion of the cost allocated to periods prior to the effective date of the termination of the agreement. III. It is the express purpose of this agreement for the City to provide certain management, professional, administrative and financial services to the SEDC. IV. Page 2 of 3 Subject to early termination as provided in Article V below, this agreement shall be in effect for a period of one year commencing October 1, 2019 and ending September 30, 2020, and said agreement shall be extended for additional one -year terms thereafter under the same terms and conditions unless one parry gives to the other party written notification at least thirty (30) days prior to the end of the existing term of its desire to terminate the agreement. V. This contract may be terminated by the City or SEDC, in whole, or from time to time, in part, upon thirty (3 0) days notice from the terminating party to the other party. Termination shall be effective thirty (30) days after delivery of Notice of Termination specifying to what extent performance or work under the contract shall be terminated thirty (30) days after receipt by the notified party. 2. After receipt of a Notice of Termination the City shall: a. Stop work on the date as specified in the thirty (30) day Notice of Termination to the extent possible. b. Place no further orders or subcontracts except as may be necessary for completion of the work not terminated. Terminate all orders and subcontracts to the extent that they relate to the performance of work terminated by the Notice of Termination in so far as possible. d. The SEDC shall pay all expenses incurred through the date of termination. IN WITNESS WHEREOF, the parties have executed this Contract in the year and on the day indicated. CITY OF SCHERTZ ECONOMIC DEVELOPMENT CORPORATION Paul Macaluso President CITY OF SCHERTZ, TEXAS Dr. Mark Browne City Manager Page 3 of 3 Agenda No. 5. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: Executive Team Subject: Resolution No. 19 -R -111 - Consideration and /or action approving a Resolution by the City Council of the City of Schertz, Texas authorizing a publicity and tourism agreement and a commerical lease agreement for the Kramer House with The Chamber (Schertz - Cibolo -Selma Area). BACKGROUND In 2014 and 2015, the City Council approved resolutions 14 -R -107 and 15 -R -28 authorizing agreements with the Schertz Chamber of Commerce to operate the City's Visitors Center on behalf of the City and produce visitors guide and map as well as lease the Kramer House to the Chamber from which to operate the Visitors Center and the Chamber's other operations. These agreements expire at the end of September 2019. As such, staff is proposing to enter into new agreements with The Chamber (Schertz - Cibolo -Selma Area), very similar to the prior ones. Both agreements are essentially for up to five years and the City can terminate them with advance notice - 30 days and 90 days respectively. GOAL The goals of this resolution are to contract with The Chamber to provide visitors center services and to lease the Kramer House to The Chamber. COMMUNITY BENEFIT To provide efficient and effective visitor center promotions to the benefit of local residents and businesses and to maximize the use of City facilities. f1111► iu /'l W&C a 7 5COLIMA 105 1040 11 00XIXI Y 1430 Staff recommends approval of the resolutions to authorize the City to enter into these agreements. FISCAL IMPACT The lease agreement will bring in $7,800.00 in revenue to the City annually. The amount paid to The Chamber annually for visitors center services is provided for in the City's annual budget after they provide their proposed budget to staff each year. For FY 2019 -20 it is just under $63,000 for visitors center operations and design and printing of the visitors guide. RECOMMENDATION Approval of Resolution 19 -R -111. Attachments Resolution 19 r 111 Visitors Center Operations Kramer House Lease RESOLUTION NO. 19 -R -111 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AGREEMENTS WITH THE CHAMBER (SCHERTZ - CIBOLO -SELMA AREA) FOR VISITOR CENTER OPERATIONS AND LEASING THE KRAMER HOUSE, AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, the City staff of the City of Schertz (the "City ") has recommended that the City enter into agreements with the Chamber for visitor center operations and to lease the Kramer House; and WHEREAS, the City Council has determined that it is in the best interest of the City to contract with the Chamber pursuant to the Agreement attached hereto as Exhibit A (the "Agreements "). BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes the City Manager to execute and deliver the Agreements with the Chamber in substantially the forms set forth on Exhibit A. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 10th day of September, 2019. CITY OF SCHERTZ, TEXAS Michael R. Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary (CITY SEAL) EXHIBIT A AGREEMENT 50413416.1 A -1 PUBLICITY AND TOURISM AGREEMENT This PUBLICITY AND TOURISM AGREEMENT dated 2019 (the "Agreement "), is entered into between the CITY OF SCHERTZ, TEXAS, a home -rule city (the "City "), and THE CHAMBER (SCHERTZ- CIBOLO -SELMA AREA), a Texas nonprofit corporation (the "Chamber "). RECITALS: WHEREAS, pursuant to state statutes and its home rule charter, the City enacted a local hotel occupancy tax on occupants of hotels within the City; WHEREAS, the City is required to use such local hotel occupancy taxes for promoting tourism and the convention and hotel industry in the City; and WHEREAS, the City would like to engage the Chamber to use the City's hotel occupancy taxes to promote tourism and the convention and hotel industry in the City. AGREEMENT: For and in consideration of the mutual promises, covenants, benefits, and obligations hereafter set forth, the City and the Chamber hereby agree and contract as follows: ARTICLE I A. The City hereby agrees that in consideration for advertising, promoting tourism and the convention and hotel industry in the City, the City will pay to the Chamber a portion of the hotel occupancy taxes collected. B. The Chamber agrees that any local hotel occupancy tax funds paid to it by the City shall be used only as permitted in Section 351.101 of the Texas Tax Code, as amended. C. The Chamber agrees to conduct a continuing program of advertising and promotion for the purpose of attracting visitors, tourists, and conventions to the City by providing the following services: (1) publishing and distributing brochures and community information packets, including the following: (a) a visitor's guide that lists information about the City, businesses in the City, hotels, and area events, and area meetings, for which the Chamber will be responsible for compiling the list of business; and 1 (b) a biennial area map that lists major City streets, City Parks, hotels, hike and bike trails, City swimming pools, etc.; (2) participating with state and regional agencies in tourist development programs of benefit to the local area and to the City; and (3) using all appropriate means to increase the traveling public's awareness of the resort and recreational advantages of the local area and the City. D. The Chamber further agrees that it will seek to achieve economic benefit for the City through all of such activities, that it will provide tourist - related information about the City upon request, and that it will serve as an advisory body to the City, on request, in matters related to expanding the tourist - derived economy. ARTICLE II It is expressly understood and agreed by and between the parties that the Chamber is hired and engaged as an independent contractor and is not an officer, agent, or employee of the City. ARTICLE III The Chamber shall secure sufficient numbers of employees to accomplish this Agreement. The Chamber shall further provide such office space, equipment, supplies and other materials as may be necessary to accomplish the purposes of this Agreement. ARTICLE IV A. The Chamber shall provide to the City, prior to obtaining any local hotel occupancy tax funds, a proposed budget for the upcoming year. Said budget shall include maximum dollar amounts for both the services and products separately. The budget shall include a line item description of the products proposed. At minimum, it shall show the budget for visitor's guides and area maps to be provided, including cost and a minimum number of each product. B. The approval process for the budget shall be as follows: said budget is to be approved by the City Council as part of the City's annual budget in advance of the release of any local hotel occupancy tax funds; said budget shall be submitted to the City for review no later than June 30 of each year; the City Council shall approve the agreed -upon budget no later than September 30 of each year. 2 C. It is understood and agreed by and between the parties that, upon budget approval by the City, a fiduciary duty is created in the Chamber with respect to expenditure of revenue provided. D. The Chamber will invoice for services (e.g. operations of visitor's center) rendered on a monthly basis. The total payment for services shall be invoiced to the City in twelve, monthly amounts. The City shall review the invoiced services against the agreed upon budget and service agreement prior to payment. The City shall pay such portions of the invoice that conform to the agreed upon budget and this Agreement with local hotel occupancy taxes. E. (1) The Chamber will invoice the provided products (e.g. visitor's guide, area map, etc.) up to 20% of the budgeted cost maximum after substantial design has been completed and hard quotes have been obtained on or after October 1 of each calendar year. The Chamber will provide a draft copy of the guide and a copy of the written quote with the invoice for the visitor's guide and /or area map design. The City shall review the submittals and the approved budget prior to payment. The City shall pay such portions of the invoice that conform to the agreed upon budget and this Agreement with local hotel occupancy taxes. (2) The Chamber will invoice the provided products (e.g. visitor's guide, area map, etc.) up to final 80% of the budgeted cost maximum after the Chamber has received actual delivery of the visitor's guides and/or area maps. The Chamber will provide a final copy of the guide and proof of receipt of at least the minimum number of copies identified in the budget. The City shall review the submittals and the approved budget prior to payment. The City shall pay such portions of the invoice that conform to the agreed upon budget and this Agreement with local hotel occupancy taxes. F. The Chamber shall provide to the City annual reports on the activities that are conducted to benefit the City. These reports shall be provided to the City no later than November 1. G. The Chamber may spend hotel occupancy tax funds for day -to -day operations including supplies, salaries, office rental, travel expenses, and other administrative costs, if such expenditures have been previously approved in the budget and if directly related to the promotion of tourism. ARTICLE V A. The Agreement shall begin October 1, 2019 and shall continue in force for a period of five years, ending on September 30, 2024. The City Council shall review this Agreement annually prior to budget adoption. B. This Agreement will automatically renew for additional one -year periods if no party notifies the other that the intention is not to renew this Agreement. Any intent not to renew shall be done in writing to the other parry at least sixty (60) days prior to the end of this Agreement in the manner described in Article VII. 3 C. Either party may terminate this Agreement at any time by providing the other party thirty (30) days written notice. ARTICLE VI A. The Chamber will invoice the City on the 1st of each month in accordance with Article IV, beginning November 1, 2019 (for the services and products, if any, provided in the prior month). The City shall pay such invoice with local hotel occupancy taxes. B. The monthly fee that the City pays to the Chamber does not include any other fees that the City may incur as a member of the Chamber, including membership fees, luncheon dues, special event booths, and sponsorships. C. Beginning October 1, 2021, and each year thereafter, a three percent (3 %) inflation increase will be added to the services portion of the annualized amount due to the Chamber. ARTICLE VII Any notice necessary or appropriate relative to this Agreement shall be effective when deposited in the United States mail. Such notice must be sent certified mail, return receipt requested or registered mail as follows: If to the City: City of Schertz, Texas 1400 Schertz Parkway Schertz, Texas 78154 Attention: City Manager If to the Chamber: Schertz Chamber of Commerce 1730 Schertz Parkway P.O. Box 564 Schertz, Texas 78154 Attention: President ARTICLE VIII No part of the Agreement may be assigned or delegated without the prior written consent of the other party. Any attempted assignment of benefits or rights or delegation of duties or obligations shall be a breach of this Agreement. However, nothing in this Agreement shall prohibit the Chamber from participating with regional or state tourism programs or to contract for joint promotion with other agencies. 0 ARTICLE IX This Agreement shall be subject to the laws and statutes of the State of Texas. ARTICLE X THE CHAMBER SHALL INDEMNIFY AND HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES FROM ANY AND ALL CLAIMS, LOSSES, CAUSES OF ACTION AND DAMAGES, SUITS, AND LIABILITY OF EVERY KIND INCLUDING ALL EXPENSES OF LITIGATION, COURT COSTS, AND ATTORNEY FEES, FOR INJURY TO OR DEATH TO ANY PERSON, OR FOR DAMAGE TO ANY PROPERTY, ARISING FROM OR IN CONNECTION WITH THE OPERATIONS OF THE CHAMBER, ITS OFFICERS, AGENTS AND EMPLOYEES CARRIED OUT IN FURTHERANCE OF THIS AGREEMENT. THE CHAMBER SHALL CARRY OR CAUSE TO BE CARRIED INSURANCE IN THE TYPES AND AMOUNTS REQUIRED BY THE CITY FROM TIME TO TIME. SAID POLICIES, OR DUPLICATE ORIGINALS THEREOF, SHALL BE FILED WITH THE CITY AT THE BEGINNING OF EACH CHAMBER FISCAL YEAR AND BEFORE ANY OPERATIONS CONTEMPLATED BY THIS AGREEMENT ARE BEGUN. ARTICLE XI The provisions of this Agreement are severable, and if any word, phrase, clause, sentence, paragraph, section or other part of this Agreement or the application thereof to any person or circumstance shall ever be held by any court of competent jurisdiction to be invalid or unconstitutional for any reason, the remainder of this Agreement and the application of such word, phrase, clause, sentence, paragraph, section or other part of this Agreement to the other persons or circumstances shall not be affected thereby. ARTICLE XII This Agreement shall be amended only by the mutual written consent of the parties to this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year first above written. CITY OF SCHERTZ By: City Manager THE CHAMBER (SCHERTZ- CIBOLO -SELMA AREA President COMMERCIAL LEASE AGREEMENT FOR GOOD AND VALUABLE CONSIDERATION, the receipt and sufficiency of which are hereby acknowledged and confessed, the Landlord named below leases to the Tenant named below, and Tenant leases from Landlord, the Premises described below pursuant to the terms of this Commercial Lease Agreement (this "Lease ") entered into effective as of the Effective Date specified below. A. Basic terms of the Lease: 1. Effective Date: 2. Landlord: 3. Landlord Contact Information 4. Tenant: 5. Tenant Contact Information: October 1, 2019 CITY OF SCHERTZ, TEXAS 1400 Schertz Parkway Schertz, Texas 78154 Attention: City Manager Phone: (210) 619 -1020 Facsimile: (210) 619 -1029 Email: Mbrown(a�schertz.com The CHAMBER (Schertz - Cibolo -Selma Area) 1730 Schertz Parkway Schertz, Texas 78154 Attention: President /Chair of the Board Phone: (210) 619 -1950 Facsimile: (210) 619 -1959 Email: presidentgthechamber. info 6. Premises: The Kramer House located at 1730 Schertz Parkway, and more particularly described on Exhibit A. 7. Base Rent: Six Hundred Fifty Dollars and No /100 ($650.00) per month payable in quarterly installments for the Kramer House. 8. Commencement Date: October 1, 2019 9. Termination Date: September 30, 2024, as may be extended pursuant to Section H (26) of this Lease or by written agreement of the Landlord and Tenant. 10. Security Deposit: $0.00 11. Use: Business headquarters and Visitors' Center 1 12. Insurance: Amount of liability insurance to be maintained by Tenant: Death/bodily injury: One Million and No /100 Dollars ($1,000,000.00) Property: Two Hundred Fifty Thousand and No /100 Dollars ($250,000.00) B. Definitions: 1. "Rent" means Base Rent plus any other amounts of money due Landlord by Tenant under the terms of the lease. 2. "Essential Services" means utility connections reasonably necessary for occupancy of the Premises for the Use. C. Tenant agrees to: 1. Lease the Premises for the entire term of this Lease beginning on the Commencement Date and ending on the Termination Date. 2. Accept the Premises in their present condition "AS IS." 3. Pay quarterly, in advance, on the first day of January, April, July and October, the Base Rent to Landlord at Landlord's address; provided, the Base Rent due each quarter will be $1,950.00. 4. Pay, as Additional Rent, all other amounts due under this Lease, when due and payable. 5. Pay a late charge of five percent (5 %) of any Rent not received by Landlord by the tenth day after it is due, and, so long as Rent is paid within this timeframe, such payment shall not be a default under this Lease. 6. Allow Landlord to enter the Premises to perform Landlord's obligations, inspect the Premises, and show the Premises to prospective purchasers or tenants, at reasonable times and upon reasonable notice. 7. Repair, replace, and maintain any part of the Premises that Landlord is not obligated to repair, replace, or maintain, normal wear expected. 8. Repair any damages to the Premises caused by Tenant. 9. Submit in writing to Landlord any requests for repairs, replacement, and maintenance that are the obligations of Landlord. 10. Maintain public liability insurance for the Premises and the conduct of Tenant's business, naming Landlord as an additional insured, in the amounts stated in Section A(12) of this Lease. 11. Deliver certificates of insurance to Landlord when requested. 2 12. Indemnify, defend, and hold Landlord harmless from any loss, attorney fees, court and other costs, or claims arising out of Tenant s use of the Premises, except to the extent caused by the negligence of Landlord or Landlords agents, employees, invitees, licensees, or visitors. 13. Vacate the Premises on termination of this Lease. 14. Within fifteen (15) business days after Landlord's written request, execute an estoppel certificate that states the Commencement Date and Termination Date of this Lease, identifies any amendments to this Lease, describes any rights to extend the Term or purchase rights, lists defaults by Landlord, and provides any other information reasonable requested by Landlord. 15. Pay for internet service, 16. Pay for janitorial services. D. Tenant Agrees not to: Use the Premises for any purpose other than stated in the Lease. 2. Create a nuisance or commit waste on the Premises. 3. Use the Premises in any way that is extra hazardous and would increase Landlord's insurance premiums. 4. Alter the Premises, except for painting, flooring, and maintenance - related alterations, without Landlord's consent. 5. Allow a lien to be placed on the Premises. 6. Use the roof on the Premises, except for locating the HVAC serving the Premises in the same manner as it is currently located. E. Landlord agrees to: 1. Lease to Tenant the Premises for the entire term beginning on the Commencement Date and ending on the Termination Date. 2. Provide the following services to Tenant: landscaping, maintenance, telephone, and utilities (other than internet service). F. Landlord agrees not to: 1. Interfere with Tenant's possession of the Premises as long as Tenant is not in default. 2. If Tenant is not in default, interfere with Tenant's peaceful, quiet, and undisturbed use and possession of the Premises and all rights and privileges pertaining thereto, subject to the terms, conditions, and provisions of this Lease. G. Assignment: 1. This lease is not assignable and is non - transferable by Tenant. 3 H. Landlord and Tenant agree to the following: 1. Alterations. Any physical additions or improvements to the Premises made by Tenant will become the property of the Landlord. 2. Release of Claims /Subrogation. Landlord and Tenant release each other from any claim, by subrogation or otherwise, for any damage to the Premises by reason or fire or the elements, regardless of cause, including negligence of Landlord or Tenant. This release applies only to the extent that is permitted by law, the damage is covered by insurance proceeds, and the release does not adversely affect any insurance coverage. 3. Notice to Insurance Companies. Landlord and Tenant will notify the issuing insurance companies of the release set forth in the preceding paragraph and will have the insurance policies endorsed, if necessary, to prevent invalidation of the insurance coverage. 4. Casualty /Total or Partial Destruction. a. If the Premises are damaged by casualty and Landlord elects to restore the Premises, Landlord will, at its expense, restore the Premises to substantially the same condition that existed before the casualty. If Landlord chooses to restore, Landlord will notify Tenant in writing of the estimated time to restore and give Tenant an option to terminate this Lease by notifying Landlord within ten (10) business days. If Tenant does not terminate this Lease, the Lease will continue and Landlord will restore the Premises. If Landlord fails to complete restoration within ninety (90) days from the date of written notification by Landlord to Tenant of Landlord's election to repair the casualty, Tenant may terminate this Lease by written notice to Landlord. b. If Landlord elects not to restore the Premises, this Lease will terminate. 5. Condemnation /Substantial or Partial Taking. a. If the Premises cannot be used for the purpose contemplated by this Lease because of condemnation or purchase or deed in lieu of condemnation, this Lease will terminate. b. Whether or not any portion of the Premises is taken by condemnation or purchase or deed in lieu of condemnation, Tenant may elect to terminate this Lease if this Lease is fifty percent (50 %) or more of the Premises is taken. c. If there is a condemnation or purchase in lieu of condemnation and this Lease is not terminated, the Rent payable during the unexpired portion of the Term will be adjusted as may be fair and reasonable. d. Tenant will have no claim to the condemnation award or proceeds in lieu of condemnation; however, Tenant may, to the extent permitted by applicable law, pursue a separate claim against the condemning authority or against the party taking by purchase or deed in lieu of condemnation for Tenant's moving expenses, inconvenience, business interruption, depreciation, loss of leasehold estate, and/or similar loss in a proceeding independent of Landlord's condemnation suit. 4 6. Default by Landlord /Events. Defaults by Landlord are (i) failing to comply with any provision of this Lease within ten (10) days after written notice and (ii) failing to provide Essential Services to Tenant within three (3) days after written notice. 7. Default by Landlord s /Tenant Remedies. Tenant's remedies for Landlord's default are to sue for damages and/or equitable relief, and, if Landlord does not provide an Essential Service for thirty (30) days after written notice of default, Tenant may terminate this Lease and be released from any further obligations hereunder. 8. Default by Tenant /Events. Defaults by Tenant are (a) failing to pay timely Rent, (b) abandoning or vacating a substantial portion of the Premise, or (c) failing to comply within ten (10) days after written notice with any provision of this Lease other than the defaults set forth in (a) and (b) above. 9. Default by Tenant /Landlord s Remedies. Landlord's remedies for Tenant's default are limited to the following: (a) enter and take possession of the Premises, after which Landlord may relet the Premises on behalf of Tenant and receive the Rent directly by reason of the reletting, at such time Tenant shall not have any further obligations under this Lease; (b) enter the Premises and perform Tenant's obligations, resulting in Tenant being liable to Landlord for the cost incurred by Landlord to perform Tenant's obligations; and (c) terminate this Lease by written notice to Tenant, thus releasing Tenant from any further obligations under this Lease. 10. Default /Waivers /mitigation. It is not a waiver of default if the non - defaulting party fails to declare immediately a default or delays in taking any action. Pursuit of any remedies set forth in this Lease does not preclude pursuit of other remedies in this Lease. Landlord and Tenant have a duty to mitigate damages. 11. Holdover. If Tenant does not vacate the Premises following termination of this Lease, Tenant will become a tenant from month -to -month at a Base Rent of $650.00 per month and either party may terminate this Lease upon thirty (30) days written notice to the other party. 12. Alternative Dispute Resolution. Landlord and Tenant agree to mediate in good faith before filling a suit for damages. 13. Attorney s Fees. If either party retains an attorney to enforce the Lease, the party prevailing in litigation is entitled to recover reasonable attorney's fees and court and other costs. 14. Venue and Applicable Law. Venue is in Guadalupe County, Texas and this Lease shall be construed and interpreted in accordance with the laws of the State of Texas. 15. Exhibits. The exhibits are incorporated herein as matters of contract as if set forth fully herein. 16. Entire Agreement. This Lease is the entire agreement of the parties as to the subject matter hereof, and there are no oral representations, warranties, agreements, or promises pertaining to this Lease not incorporated in writing in the Lease. 5 17. Amendment of Lease. This Lease may be amended only by an instrument in writing signed by Landlord and Tenant. 18. Limitation of Warranties. THERE ARE NO IMPLIED WARRANTIES OF MERCHANTABILITY, OF FITNESS FORA PARTICULAR PURPOSE, OR OF ANY OTHER KIND ARISING OUT OF THIS LEASE, AND THERE ARE NO WARRANTIES THAT EXTEND BEYOND THOSE EXPRESSLY STATED IN THIS LEASE. 19. Notices. Any notice required or permitted under this Lease must be in writing. Any notice required by this Lease will be deemed to be delivered (whether actually received or not) when deposited with the United States Postal Service, postage prepaid, certified mail, return receipt requested, and addressed to the intended recipient at the address(es) shown in this Lease, which addresses may be changed from time to time. Notice may also be given by regular mail, personal delivery, courier delivery, facsimile transmission, or other commercially reasonable means and will be effective when actually received. Any addresses for notice may be changed by written notice delivered as provided herein. 20. Abandoned Property. Landlord hereby may retain, destroy, or dispose of any property of Tenant or other person left on the Premises at the end of the term of this Lease, including any renewals hereof. 21. Title. Landlord hereby represents and warrants that (i) it has good and indefeasible fee simple title to the Premises, (ii) has the full right and authority to make this Lease, and (iii) the Premises are free and clear of all contracts, agreements, encumbrances, or defects in title of any nature whatsoever, other than the matters created by or with the consent of Tenant, that would restrict or prevent the use or enjoyment by Tenant of the Premises or the rights or privileges granted under this Lease. 22. Headings. The descriptive headings of the paragraphs contained in the Lease are inserted for convenience only and shall not control, affect, limit, expand, or modify the meaning or construction of any of the provisions hereof. 23. Counterparts. The Lease may be executed in multiple counterparts, and such counterparts, when taken together, shall have the full force and effect of an original, fully executed instrument. 24. Invalidity. If one or more of the provisions hereof shall for any reason be held to be invalid, illegal, or unenforceable in any respect under applicable law, such invalidity, illegality, or unenforceability shall not affect any other provisions hereof, and this Lease shall be construed as is such invalid, illegal, or unenforceable provision had been contained herein. 25. Binding Effect. This Lease shall apply to and be binding on the heirs, successors, executors, administrators, and assigns of the Landlord and Tenant. 26. Extensions. Tenant shall have the option to extend this Lease, under the terms herein, upon written notice to Landlord given at lease forty -five (45) days prior to the then C1 applicable Termination Date, for one or more additional terms. Each additional term shall be twelve (12) months in duration. In no event shall the term of this Lease exceed five (5) years without the express written consent of the Landlord. 27. Termination. Either party may terminate this Lease with or without cause and without penalty prior to the Termination Date by providing ninety (90) days written notice to the other party of its intent to terminate this Lease. If the Lease is terminated pursuant to this Section, Tenant shall pay rent on a prorated basis through the termination date noted in the written termination notice. [The remainder of this page was left blank intentionally.] 7 This Commercial Lease Agreement is executed to be effective as the Effective Date. LANDLORD: CITY OF SCHERTZ, TEXAS A Texas Home -Rule Municipality Mark Browne, City Manager 0 TENANT: The CHAMBER (Schertz- Cibolo -Selma Area) Maggie Titterington, President Exhibit A Legal Description of Property 2014 R33726 0311312015 Page 1 of 1 Current Owner Legal Desortpt7an Exemptions Market CITY OF SCHERTZ (0142532; ABS 221 SUR' G MA.LPAZ 0.727 AC E4 0 Entities Assessed CSC, 3GU, RLT, SC 0 Situ. Address H istory Information 1730 SCHERTZ PARKWAY SCHERTZ 75154 2914 2013 2012 2011 Imp HS - - $0 $0 Irnp HAS Lend AS Land HAS - - - - - - $0 $0 30 $0 $47,502 $47,5G2 Sales Date Volume Page Seller Name Ag Mkt - - $0 $0 Ag Use - - 30 $0 Tlm Mkt - - 30 $0 Tim Use - - $0 $0 AS Cap Assessed - - $47,502 S475C2 Building Attributes Type Descriptron Improvements Area Year Built Eff Year Value Construction Foundation Exterior Interior Raof FP —ring HeatrAC Baths Fireplace Year But It Roams Bedrooms Land Segments SPTB Description Area Market Ag V.1- Agenda No. 6. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: Facility & Fleet Subject: Resolution 19 -R -122 - Consideration and /or action approving a Resolution by the City Council of the City of Schertz, Texas authorizing the City Manager to enter into an agreement for custodial cleaning service contracts with Brett Systems, Inc., BDA Vanguard Cleaning Systems. (C. Kelm /T. Buckingham) BACKGROUND Fleet and Facility Services worked with Purchasing to send out an RFP to provide custodial cleaning services for the majority of the City's in use building stock. This action is in line with Facility Services long term approach and maintenance discipline to provide cost effective and more complete service. One of the ways Facility Services plans to do this is by using outside contractors to handle the routine work task that are readily available to separate out and easily managed in a contractor / owner relationship. This cleaning contract is in line with this approach. This approach allows Facility Services to move in -house personnel into more Preventive and Corrective Maintenance Task. These tasks have been largely overlooked and when done limited in scope. This approach allows Facility Service to expand its services to the City. Likewise, Public Affairs will use these services to add better service to the city and help manage labor shortages currently covered with temporary labor services and personnel from other departments. Currently, Yearly Cleaning 3rd Party expenses total approximate $84,013.00 plus possible porter services. The requested contract will solidify and expand this successfully relationship. The cost is $103,791.72. This would be funded by Facility Services at $91,299.72 and Public Affairs at $12,492.00. This funding would come out of each department current budgets. For Facility Services Vanguard will be cleaning the Library, Public Works Building, City Hall, Fleet Building, Administration Building, Council Chambers, and Animal Adoption. The Animal Adoption Center was added this year to Facility Services cleaning schedule there by expanding our services. For Public Affairs Vanguard will be cleaning the Community Center and North Center. This is a first for Public Affairs to contract out routine cleaning. GOAL To obtain authorization from City Council to enter into a contractual agreement for cleaning services COMMUNITY BENEFIT Clean buildings for city staff to work in and citizens conduct business in. Efficient use of staff and resources to expand the services Facility Services and Public Affairs provides to the City. SUMMARY OF RECOMMENDED ACTION Staff recommends that Council authorizes City Manager to enter into the prescribed cleaning contracts. FISCAL IMPACT Funds are available and budgeted. This transaction will be budget neutral within the respective departments. Facility Services will spend $91,299.72 for its budget and Public Affairs will spend $12,492.00 from its budget. RECOMMENDATION Staff recommends that Council authorizes City Manager to enter into the prescribed cleaning contracts. Attachments Resolution 19R122 Vanguard Service Agreement Vanguard RESOLUTION NO. 19R122 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING EXPENDITURES TO BRETT SYSTEMS, INC. DBA VANGUARD CLEANING SYSTEMS FOR CLEANING SERVICES DURING THE 2019 -2020 FISCAL YEAR AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, the City of Schertz (the "City ") requires cleaning of its occupied buildings to meet typical cleaning needs; and WHEREAS, City staff has solicited competitive proposals from qualified vendors for cleaning services; and WHEREAS, City staff has determined Vanguard Cleaning Systems are qualified to provide such services; and WHEREAS, City staff has recommended the City accept Vanguard Cleaning Systems proposal for cleaning services in the amount of $103,791.72; and WHEREAS, the City Council authorizes City Staff to enter into a contractual relationship with Vanguard Cleaning Systems for cleaning services for the remainder of Fiscal Year 2019- 2020. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes the City Manager to execute and deliver the contract with Vanguard Cleaning Systems for cleaning and porter services for the remainder of Fiscal Year 2019 -2020. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 221h day of January, 2019 ATTEST: Brenda Dennis, City Secretary (CITY SEAL) CITY OF SCHERTZ, TEXAS Michael R. Carpenter, Mayor -2- CITY OF SCHERTZ SERVICE AGREEMENT THE STATE OF TEXAS § GUADALUPE COUNTY § This Service Agreement ( "Agreement ") is made and entered by and between the City of Schertz, Texas, (the "City ") a Texas municipality, and Vanguard Cleaning Systems ( "Contractor "). Section 1. Duration This Agreement shall become effective upon the date of the final signature affixed hereto and shall remain in effect through September 30, 2019 with the option to renew for four (4) additional terms of one (1) year each unless terminated as provided for in this Agreement. Section 2. Scope of Work (A) Contractor shall perform the Work as more particularly described in the Scope of Work attached hereto as Exhibit "A ". The work as described in the Scope of Work constitutes the "Project ". (B) The Quality of Work provided under this Agreement shall be of the level of quality performed by Contractors regularly rendering this type of service. (C) The Contractor shall perform its Work for the Project in compliance with all statutory, regulatory and contractual requirements now or hereafter in effect as may be applicable to the rights and obligations set forth in the Agreement. (D) The Contractor may rely upon the accuracy of reports and surveys provided to it by the City except when defects should have been apparent to a reasonably competent Contractor or when it has actual notice of any defects in the reports and surveys. Section 3. Compensation (A) The Contractor shall be paid in the manner set forth in Exhibit "A" and as provided herein. (B) Billing Period. The Contractor may submit an invoice for payment upon completion of the described tasks. Subject to Chapter 2251, Texas Government Code (the "Prompt Payment Act "), payment is due within thirty (30) days of the City's receipt of the Contractor's invoice. Interest on overdue payments shall be calculated in accordance with the Prompt Payment Act. (C) Reimbursable Expenses. Any and all reimbursable expenses related to the Project shall be included in the scope of Work (Exhibit A) and accounted for in the total contract amount. CITY OF SCHERTZ PAGE 1 Vanguard Cleaning Systems Service Agreement Section 4. Time of Completion The prompt completion of the Work under the Scope of Work relates is critical to the City. Unnecessary delays in providing Work under a Scope of Work shall be grounds for dismissal of the Contractor and termination of this Agreement without any or further liability to the City other than a prorated payment for necessary, timely, and conforming work done by Contractor prior to the time of termination. Section 5. Insurance Before commencing work under this Agreement, Contractor shall obtain and maintain the liability insurance provided for below throughout the term of the Project plus an additional two years. Contractor shall provide evidence of such insurance to the City. Such documentation shall meet the requirements noted in Exhibit B. Contractor shall maintain the following limits and types of insurance: Workers Compensation Insurance: Contractor shall carry and maintain during the term of this Agreement, workers compensation and employer's liability insurance meeting the requirements of the State of Texas on all the Contractor's employees carrying out the work involved in this contract. General Liability Insurance: Contractor shall carry and maintain during the term of this Agreement, general liability insurance on a per occurrence basis with limits of liability not less than $1,000,000 for each occurrence and for fire damage. For Bodily Injury and Property Damage, coverage shall be no less than $1,000,000. As a minimum, coverage for Premises, Operations, Products and Completed Operations shall be $2,000,000. This coverage shall protect the public or any person from injury or property damages sustained by reason of the Contractor or its employees carrying out the work involved in this Agreement. The general aggregate shall be no less than $2,000,000. Automobile Liability Insurance: Contractor shall carry and maintain during the term of this Agreement, automobile liability insurance with either a combined limit of at least $1,000,000 per occurrence for bodily injury and property damage or split limits of at least $1,000,000 for bodily injury per person per occurrence and $1,000,000 for property damage per occurrence. Coverage shall include all owned, hired, and non -owned motor vehicles used in the performance of this contract by the Contractor or its employees. Subcontractor: In the case of any work sublet, the Contractor shall require subcontractor and independent contractors working under the direction of either the Contractor or a subcontractor to carry and maintain the same workers compensation and liability insurance required of the Contractor. Qualifying Insurance: The insurance required by this Agreement shall be written by non - assessable insurance company licensed to do business in the State of Texas and currently rated "B +" or better by the A.M. Best Companies. All policies shall be written on a "per occurrence basis" and not a "claims made" form. Evidence of such insurance shall be attached as Exhibit "C ". Failure of Certificate Holder to demand a certificate or other evidence of full compliance with these insurance requirements or failure of Certificate Holder to identify a deficiency from evidence that is provided will not be construed as a waiver of Insured's obligation to maintain such insurance. Section 6. Miscellaneous Provisions CITY OF SCHERTZ PAGE 2 Vanguard Cleaning Systems Service Agreement (A) Subletting. The Contractor shall not sublet or transfer any portion of the work under this Agreement or any Scope of Work issued pursuant to this Agreement unless specifically approved in writing by the City, which approval shall not be unreasonably withheld. Subcontractors shall comply with all provisions of this Agreement and the applicable Scope of Work. The approval or acquiescence of the City in the subletting of any work shall not relieve the Contractor of any responsibility for work done by such subcontractor. (B) Compliance with Laws. The Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts, administrative, or regulatory bodies in any matter affecting the performance of this Agreement, including, without limitation, worker's compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When required, the Contractor shall furnish the City with satisfactory proof of compliance. (C) Independent Contractor. Contractor acknowledges that Contractor is an independent contractor of the City and is not an employee, agent, official or representative of the City. Contractor shall not represent, either expressly or through implication, that Contractor is an employee, agent, official or representative of the City. Income taxes, self - employment taxes, social security taxes and the like are the sole responsibility of the Contractor. (D) Non - Collusion. Contractor represents and warrants that Contractor has not given, made, promised or paid, nor offered to give, make, promise or pay any gift, bonus, commission, money or other consideration to any person as an inducement to or in order to obtain the work to be provided to the City under this Agreement. Contractor further agrees that Contractor shall not accept any gift, bonus, commission, money, or other consideration from any person (other than from the City pursuant to this Agreement) for any of the Work performed by Contractor under or related to this Agreement. If any such gift, bonus, commission, money, or other consideration is received by or offered to Contractor, Contractor shall immediately report that fact to the City and, at the sole option of the City, the City may elect to accept the consideration for itself or to take the value of such consideration as a credit against the compensation otherwise owing to Contractor under or pursuant to this Agreement. (E) Force Majeure. If the performance of any covenant or obligation to be performed hereunder by any party is delayed as a result of circumstances which are beyond the reasonable control of such party (which circumstances may include, without limitation, pending litigation, acts of God, war, acts of civil disobedience, fire or other casualty, shortage of materials, adverse weather conditions [such as, by way of illustration and not of limitation, severe rain storms or below freezing temperatures, or tornados] labor action, strikes or similar acts, moratoriums or regulations or actions by governmental authorities), the time for such performance shall be extended by the amount of time of such delay, but no longer than the amount of time reasonably occasioned by the delay. The party claiming delay of performance as a result of any of the foregoing force majeure events shall deliver written notice of the commencement of any such delay resulting from such force majeure event not later than seven (7) days after the claiming party becomes aware of the same, and if the claiming party fails to so notify the other party of the occurrence of a force majeure event causing such delay and the other party shall not otherwise be aware of such force majeure event, the claiming party shall not be entitled to avail itself of the provisions for the extension of performance contained in this subsection. (F) Conflict of Terms. CITY OF SCHERTZ PAGE 3 Vanguard Cleaning Systems Service Agreement Scope of work: In the case of any conflicts between the terms of this Agreement within the Scope of Work, this Agreement shall govern. The Scope of Work is intended to detail the technical scope of Work, fee schedule, and contract time only and shall not dictate Agreement terms. Other Agreements between parties: In the case of any conflicts between the terms of this Agreement and wording contained within any other attachment, amendment, and agreement executed between the parties in conjunction with this Agreement, this Agreement shall govern. (G) Non - Boycott of Israel. The City of Schertz may not enter into a contract with a company for goods and services unless the contract contains a written verification from the company that; (i) it does not Boycott Israel; and (ii) will not Boycott Israel during the term of the contract. (Texas Government Code chapter 2270) by accepting this purchase order, the vendor (Professional or other applicable term defining the contracting party) verifies that it does not Boycott Israel, and agrees that during the term of this agreement (contract as applicable) will not Boycott Israel as that term is defined in the Texas Government Code Section 808.001, as amended. Relevant definitions from the bill: "Company" means a for - profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary, majority -owned subsidiary, parent company, or affiliate of those entities or business associations that exists to make a profit. "Boycott Israel" means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli - controlled territory, but does not include an action made for ordinary business purposes. Section 7. Termination (A) This Agreement may be terminated: (1) By the mutual agreement and consent of both Contractor and City; (2) By either party, upon the failure of the other party to fulfill its obligations as set forth in either this Agreement or a Scope of Work issued under this Agreement; (3) By the City, immediately upon notice in writing to the Contractor, as consequence of the failure of Contractor to perform the Work contemplated by this Agreement in a timely or satisfactory manner; (4) By the City, at will and without cause upon not less than five (5) days written notice to the Contractor. (B) If the City terminates this Agreement pursuant to subsection 7(A)(2) or (3), above, the Contractor shall not be entitled to any fees or reimbursable expenses other than the fees and reimbursable expenses then due and payable as of the time of termination and only then for those Work that have been timely and adequately performed by the Contractor considering the actual costs incurred CITY OF SCHERTZ PAGE 4 Vanguard Cleaning Systems Service Agreement by the Contractor in performing work to date of termination, the value of the work that is nonetheless usable to the City, the cost to the City of employing another Contractor to complete the work required and the time required to do so, and other factors that affect the value to the City of the work performed at time of termination. In the event of termination not the fault of the Contractor, the Contractor shall be compensated for all basic, special, and additional Work actually performed prior to termination, together with any reimbursable expenses then due. Section 8. Indemnification CONTRACTOR AGREES TO INDEMNIFY AND HOLD THE CITY OF SCHERTZ, TEXAS AND ALL OF ITS PRESENT, FUTURE AND FORMER AGENTS, EMPLOYEES, OFFICIALS AND REPRESENTATIVES HARMLESS IN THEIR OFFICIAL, INDIVIDUAL AND REPRESENTATIVE CAPACITIES FROM ANY AND ALL CLAIMS, DEMANDS, CAUSES OF ACTION, JUDGMENTS, LIENS AND EXPENSES (INCLUDING ATTORNEYS FEES, WHETHER CONTRACTUAL OR STATUTORY), COSTS AND DAMAGES (WHETHER COMMON LAW OR STATUTORY), COSTS AND DAMAGES WHETHER COMMON LAW OR STATUTORY, AND WHETHER ACTUAL, PUNITIVE, CONSEQUENTIAL OR INCIDENTAL), OF ANY CONCEIVABLE CHARACTER, FOR INJURIES TO PERSONS (INCLUDING DEATH) OR TO PROPERTY BOTH REAL AND PERSONAL CREATED BY, ARISING FROM OR IN ANY MANNER RELATING TO THE WORK OR GOODS PERFORMED OR PROVIDED BY CONTRACTOR EXPRESSLY INCLUDING THOSE ARISING THROUGH STRICT LIABILITY OR UNDER THE CONSTITUTIONS OF THE UNITED STATES. Section 9. Notices Any notice required or desired to be given from one party to the other party to this Agreement shall be in writing and shall be given and shall be deemed to have been served and received (whether actually received or not) if (i) delivered in person to the address set forth below; (ii) deposited in an official depository under the regular care and custody of the United States Postal Service located within the confines of the United States of America and sent by certified mail, return receipt requested, and addressed to such party at the address hereinafter specified; or (iii) delivered to such party by courier receipted delivery. Either party may designate another address within the confines of the continental United States of America for notice, but until written notice of such change is actually received by the other party, the last address of such party designated for notice shall remain such party's address for notice. Section 10. No Assignment Neither party shall have the right to assign that party's interest in this Agreement without the prior written consent of the other party. Section 11. Severability If any term or provision of this Agreement is held to be illegal, invalid or unenforceable, the legality, validity or enforceability of the remaining terms or provisions of this Agreement shall not be affected thereby, and in lieu of each such illegal, invalid or unenforceable term or provision, there shall be added automatically to this Agreement a legal, valid or enforceable term or provision as similar as possible to the term or provision declared illegal, invalid or unenforceable. Section 12. Waiver Either City or the Contractor shall have the right to waive any requirement contained in this Agreement that is intended for the waiving party's benefit, but, except as otherwise provided herein, such waiver shall be effective only if in writing executed by the party for whose benefit such requirement is intended. No waiver of any breach or violation of any term of this Agreement shall be deemed or construed to constitute a waiver of any other breach or violation, whether concurrent or subsequent, and whether of the same or of a different type of breach or violation. CITY OF SCHERTZ PAGE 5 Vanguard Cleaning Systems Service Agreement Section 13. Governing Law; Venue This Agreement and all of the transactions contemplated herein shall be governed by and construed in accordance with the laws of the State of Texas. The provisions and obligations of this Agreement are performable in Guadalupe County, Texas such that exclusive venue for any action arising out of this Agreement shall be in Guadalupe County, Texas. Section 14. Paragraph Headings; Construction The paragraph headings contained in this Agreement are for convenience only and shall in no way enlarge or limit the scope or meaning of the various and several paragraphs hereof. Both parties have participated in the negotiation and preparation of this Agreement and this Agreement shall not be construed either more or less strongly against or for either party. Section 15. Binding Effect Except as limited herein, the terms and provisions of this Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective heirs, devisees, personal and legal representatives, successors and assigns. Section 16. Gender Within this Agreement, words of any gender shall be held and construed to include any other gender, and words in the singular number shall be held and construed to include the plural, unless the context otherwise requires. Section 17. Counterparts This Agreement may be executed in multiple counterparts, each of which shall be deemed an original, and all of which shall constitute but one and the same instrument. Section 18. Exhibits & Attachments All exhibits and attachments to this Agreement are incorporated herein by reference for all purposes wherever reference is made to the same. Section 19. Entire Agreement It is understood and agreed that this Agreement contains the entire agreement between the parties and supersedes any and all prior agreements, arrangements or understandings between the parties relating to the subject matter. No oral understandings, statements, promises or inducements contrary to the terms of this Agreement exist. This Agreement cannot be changed or terminated orally. Section 20. Relationship of Parties Nothing contained in this Agreement shall be deemed or construed by the parties hereto or by any third party to create the relationship of principal and agent or of partnership or of joint venture or of any association whatsoever between the parties, it being expressly understood and agreed that no provision contained in this Agreement nor any act or acts of the parties hereto shall be deemed to create any relationship between the parties other than the relationship of independent parties contracting with each other solely for the purpose of effecting the provisions of this Agreement. Section 21. Right To Audit City shall have the right to examine and audit the books and records of Contractor with regards to the work described in Exhibit A, or any subsequent changes, at any reasonable time. Such books and CITY OF SCHERTZ PAGE 6 Vanguard Cleaning Systems Service Agreement records will be maintained in accordance with generally accepted principles of accounting and will be adequate to enable determination of: (1) the substantiation and accuracy of any payments required to be made under this Agreement; and (2) compliance with the provisions of this Agreement. Section 22. Dispute Resolution In accordance with the provisions of Subchapter I, Chapter 271, TEX. LOCAL GOVT CODE, the parties agree that, prior to instituting any lawsuit or other proceeding arising from a dispute under this agreement, the parties will first attempt to resolve the dispute by taking the following steps: (1) A written notice substantially describing the nature of the dispute shall be delivered by the dissatisfied party to the other party, which notice shall request a written response to be delivered to the dissatisfied party not less than 5 days after receipt of the notice of dispute. (2) If the response does not reasonably resolve the dispute, in the opinion of the dissatisfied party, the dissatisfied party shall give notice to that effect to the other party whereupon each party shall appoint a person having authority over the activities of the respective parties who shall promptly meet, in person, in an effort to resolve the dispute. (3) If those persons cannot or do not resolve the dispute, then the parties shall each appoint a person from the highest tier of managerial responsibility within each respective party, who shall then promptly meet, in person, in an effort to resolve the dispute. Section 23. Disclosure of Business Relationships /Affiliations; Conflict of Interest Questionnaire Contractor represents that it is in compliance with the applicable filing and disclosure requirements of Chapter 176 of the Texas Local Government Code. Certificate of Interested Parties Effective January 1, 2016, pursuant to House Bill 1295 passed by the 84th Texas Legislature (Section 2252.908, Texas Government Code, as amended) and formal rules released by the Texas Ethics Commission (TEC), all contracts with private business entities requiring approval by the Schertz City Council will require the on -line completion of Form 1295 "Certificate of Interested Parties." Form 1295 is also required for any and all contract amendments, extensions or renewals. Contractors are required to complete and file electronically with the Texas Ethics Commission using the online filing application. Please visit the State of Texas Ethics Commission website, https:// www.ethics.state.tx.us /whatsnew /elf info form1295.htm and https : / /www.ethics.state.tx.us /tec /1295 - Info.htm for more information. IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER 176 IS A CLASS C MISDEMEANOR. [The remainder of this page is intentionally left blank.] CITY OF SCHERTZ PAGE 7 Vanguard Cleaning Systems Service Agreement EXECUTED on this the CITY day of , 20 CONTRACTOR: By: By: Name: Dr. Mark Browne Name: Title: City Manager Title: ADDRESS FOR NOTICE: CITY City of Schertz Attn: Dr. Mark Browne, City Manager 1400 Schertz Parkway Schertz, Texas 78154 CONTRACTOR: Vanguard Cleaning Systems 11302 Sir Winston, Ste 1 San Antonio, Texas 78216 Attn: Sean Iverson CITY OF SCHERTZ PAGE 8 Vanguard Cleaning Systems Service Agreement Exhibit A SCOPE OF WORK 1. Building Locations All City of Schertz Buildings are located within the City of Schertz, TX 78154. Not all buildings listed below are included in the cleaning contract. Schertz Library: 798 Schertz Pkwy Schertz Public Works: 10 Commercial Place Bldg. 2 Schertz Fleet & Facilities: 10 Commercial Place Bldg. 1 Chamber of Commerce: 1730 Schertz Pkwy City Hall: 1400 Schertz Pkwy, Bldg 1 Administration: 1400 Schertz Pkwy, Bldg 2 Council Chambers: 1400 Schertz Pkwy Bldg. 4 Animal Care Services: 800 Community Circle Civic Center: 1400 Schertz Pkwy, Bldg Pickrell Park - 501 Oak street Schertz, Tx 78154 Pickrell Park — 703 Oak Street Schertz, Tx 78154 Pickrell Park — 102 Aero Ave Schertz, Tx 78154 Ashley Park — 534 Ashley Park Drive Schertz, Tx 78154 Schertz Community Playscape - 629 Westchester Dr Schertz, Tx 78154 Johnnie Mcdow Complex — 955 Community Cir Dr Schertz, Tx 78154 Crescent Bend Nature Park - 12805 W Schaefer Rd, Schertz, TX 78108 2. Building Cleaning Schedule Contractor shall be responsible for cleaning the following buildings: LIBRARY 7 DAYS A MONDAY- 30,000 SQFT WEEK SUNDAY CITY HALL 5 DAYS A MONDAY- 11,500 SQFT WEEK FRIDAY PUBLIC WORKS 5 DAYS A MONDAY- 6,000 SQFT WEEK FRIDAY ADMINISTRATION 5 DAYS A MONDAY- 9,500 SQFT WEEK FRIDAY COUNCIL 3 DAYS A MON -WED- 5,500 SQFT CHAMBERS WEEK FRIDAY ANIMAL 5 DAYS A MONDAY- 3,000 SQFT SERVICES WEEK FRIDAY FLEET & 3 DAYS A MON -WED- 2,200 SQFT FACILITIES WEEK FRIDAY NORTH CENTER 3 DAYS A MON -WED- 2,500 SQFT WEEK FRIDAY COMMUNITY 3 DAYS A MON -WED- 3,750 SQFT CENTER WEEK FRIDAY CITY OF SCHERTZ PAGE 9 Vanguard Cleaning Systems Service Agreement 'Administration Building will receive a full cleaning Monday, Wednesday, and Friday and will have reduced service on Tuesday and Thursday to include: 1. A visual inspection of entire facility 2. Removal of all trash and debris 3. Inspection, with wipe -down (as needed) of three (3) Conference Rooms 4. Restroom and Break -Room services 3. City of Schertz Furnished Supplies 3.1 Paper goods (toilet tissue, tissue paper, paper towels, and toilet seat covers to refill dispensers) 3.2 Soaps (antibacterial, liquid, sanitizers and dishwashing soap) 3.3 Trash can liners 3.4 Deodorant and urinal blocks or screens 3.5 Air fresheners 4. Contractor Furnished Supplies 4.1 Cleaning materials and chemicals 4.2 Cleaning tools (mops, etc.) 4.3 To avoid cross - contamination, contractor shall use separate sets of cleaning equipment for bathrooms, kitchens /break rooms, and other areas 5 Scope of Work 5.1 General Facility Cleaning Requirements 5.1.1 Daily Services The following services shall be performed daily by the contractor according to the building schedule: 5.1.1.1 Sweep all flooring using dust -down preparation; damp mop all flooring in entrance foyers. 5.1.1.2 Vacuum all carpeted areas and rugs, moving light Furniture other than desks, file cabinets, etc. 5.1.1.3 Spot clean carpets as needed for stains under 5 inches in diameter. 5.1.1.4 Empty, clean and damp dust all wastepaper baskets. 5.1.1.5 Maintain Resilient Floors. 5.1.1.6 Remove spillage. 5.1.1.7 Remove gum, tar and other materials 5.1.1.8 Maintain Janitor Closets. 5.1.1.9 Clean sink or basin. 5.1.1.10 Remove waste and place for disposal. 5.1.1.11 Maintain organized supply cabinets and /or shelves. 5.1.1.12 Maintain Lavatories. 5.1.1.13 Mop all applicable flooring with disinfectant cleaner. CITY OF SCHERTZ PAGE 10 Vanguard Cleaning Systems Service Agreement 5.1.1.14 Wash and polish all mirrors, powder shelves, bright work, enameled surfaces, etc., including but not limited to, flush -o- meters, piping and toilet seat hinges. 5.1.1.15 Wash and wipe dry both sides of all toilet seats. 5.1.1.16 Wipe clean all toilet tissue, soap, towel and sanitary napkin dispensers and disposable units. 5.1.1.17 Wash all basins, bowels and urinals, and disinfect. 5.1.1.18 Wash all partitions, dispensers and receptacles using City of Schertz approved proper disinfectant. 5.1.1.19 Empty waste paper and refuse in a designated area. 5.1.1.20 Restock all dispensers with City provided consumables. 5.1.1.21 Dust and wipe clean cleared horizontal surfaces and window sills. 5.1.1.22 Clean and polish all water fountains 5.1.1.23 Remove all fingerprints, scuff marks and chewing gum wherever found. 5.1.2 Monthly Services The following services shall be performed on a monthly basis for all buildings: 5.1.2.1 Dust all pictures, frames, charts, graphs and similar wall hangings not reached in nightly cleaning. 5.1.2.2 Dust all vertical surfaces such as partitions, ventilating louvers, fresh air register grills and others not reached in daily cleaning. 5.1.2.3 Dust all mini and /or vertical blinds. 5.1.3 Entrance Lobby 5.1.3.1 Daily Services The following services shall be performed daily by the contractor according to the building schedule: 5.1.3.1.1 Sweep and mop flooring. 5.1.3.1.2 Clean all glass entrance doors. 5.1.3.1.3 Empty and clean trash containers with additional spot cleaning as necessary. All trash containers shall be relined with an appropriately sized liner. 5.1.3.1.4 Clean Cigarette Urns. 5.1.3.1.5 Police area for loose debris. 5.1.3.1.6 Vacuum runner carpets. 5.1.4 General Contractor Requirements CITY OF SCHERTZ PAGE 11 Vanguard Cleaning Systems Service Agreement 5.1.4.1 All work done for the Schertz Library shall be performed during non - business Library hours as directed 5.1.4.2 Access to all City buildings shall be coordinated with Facility Services staff. 5.1.4.3 Contractor shall ensure that exterior doors shall remain locked while work is performed and that only authorized individuals are on premises. 5.1.4.4 Contractor shall only use lighting provided and not override automated lighting controls. 5.1.4.5 The City shall approve all chemicals used at the all City buildings prior to Contractor's use. 5.1.5 Contractor Staff Requirements 5.1.5.1 All contractor staff will be required to meet the following minimum requirements: 5.1.5.1.1 Be at least eighteen (18) years of age 5.1.5.1.2 Pass a pre - employment drug screening 5.1.5.1.3 Pass a nationwide criminal background check to include Sex Offender registry and County criminal record searches based on all known addresses in past ten (10) years to be performed by the City of Schertz. 5.1.5.1.4 Contractors working in the Animal Care Services Building will be required to pass a CJIS Criminal Background Check 5.1.5.1.5 Have reference checks performed 5.1.5.1.6 Contractor shall provide uniforms for all staff working on City Property which clearly displays the Contractor's company logo. Uniforms shall be worn by Contractor's staff during the performance of the work. 5.1.5.1.7 Identification Badging: The City will issue identification badging which provides electronic access to the Library and Fleet & Facilities and a key code for Public Works facility. Contractor's staff shall always wear and have badges clearly visible to City staff while performing services at all City facilities. Contractor shall ensure that all issued access badges are secure. Contractor is responsible for returning all badges to the City when staff will no longer be scheduled to perform services and report all loss or theft of badges as soon as possible being no later than twenty -four (24) hours after loss of the badge. 5.2 Civic Center Facility Cleaning Requirements 5.2.1 Daily Services 5.2.1.1 Clean Bathroom in Bluebonnet Hall and Grand Ballroom 5.2.1.2 Clean Lobby and Corridor 5.2.1.3 Clean all empty halls, including but not limited to: CITY OF SCHERTZ PAGE 12 Vanguard Cleaning Systems Service Agreement 5.2.3 Monthly Services 5.2.3.1 5.2.3.2 5.2.3.3 5.2.3.4 5.2.3.5 5.2.3.6 Deep Clean Kitchens Deep clean restrooms Wipe down and dust all doors and wainscoting Steam tiles in lobby and corridor Change out men's urinal cakes Remove hard water stains from tile and sink 5.3 Parks Facility Cleaning Requirements 5.3.1 Flooring — Concrete 5.3.1.1 Daily Sweep Concrete Floors: Concrete floors shall be swept with a broom so as to leave the floor in a dirt (dust) free state. 5.3.1.2 Damp Mop Concrete Floors: Concrete floor surfaces shall be damp mopped to remove any dirt and all spills. Scuff marks or stains are not expected to be removed with damp mopping. 5.3.1.3 Baseboard Cleaning: Baseboards (wood, vinyl, rubber, concrete, steel) shall be cleaned with an appropriate product so as not to discolor or scratch. 5.3.2 Restrooms CITY OF SCHERTZ PAGE 13 Vanguard Cleaning Systems Service Agreement 5.2.1.3.1 Ballroom 5.2.1.3.2 Bluebonnet 5.2.1.3.3 Community Center 5.2.1.4 Sweep floors 5.2.1.5 Mop floors 5.2.1.6 Dust baseboards 5.2.1.7 Dust walls 5.2.1.8 Clean all glass doors and windows in the lobby and corridor 5.2.1.9 Clean vending machines 5.2.1.10 Clean furniture in the lobby and corridor 5.2.1.11 Clean kitchens in the bluebonnet hall and grand ballroom 5.2.1.12 Dust all pictures in the lobby only 5.2.1.12.1 Wall Hangings in the Corridor are NOT to be touched 5.2.2 Weekly Services 5.2.2.1 Clean bathroom partitions 5.2.2.2 Clean and sanitize drinking fountains 5.2.2.3 Deep Clean tiles in bathroom 5.2.2.4 Clean and sanitize baby stations 5.2.2.5 Clean all trash receptacles inside and outside 5.2.2.6 Clean vents 5.2.2.7 Wipe down and sanitize handicap bar 5.2.2.8 Clean equipment storage areas 5.2.2.9 Clean shutters 5.2.3 Monthly Services 5.2.3.1 5.2.3.2 5.2.3.3 5.2.3.4 5.2.3.5 5.2.3.6 Deep Clean Kitchens Deep clean restrooms Wipe down and dust all doors and wainscoting Steam tiles in lobby and corridor Change out men's urinal cakes Remove hard water stains from tile and sink 5.3 Parks Facility Cleaning Requirements 5.3.1 Flooring — Concrete 5.3.1.1 Daily Sweep Concrete Floors: Concrete floors shall be swept with a broom so as to leave the floor in a dirt (dust) free state. 5.3.1.2 Damp Mop Concrete Floors: Concrete floor surfaces shall be damp mopped to remove any dirt and all spills. Scuff marks or stains are not expected to be removed with damp mopping. 5.3.1.3 Baseboard Cleaning: Baseboards (wood, vinyl, rubber, concrete, steel) shall be cleaned with an appropriate product so as not to discolor or scratch. 5.3.2 Restrooms CITY OF SCHERTZ PAGE 13 Vanguard Cleaning Systems Service Agreement 5.3.2.1 Refuse Containers 5.3.2.1.1 Daily Empty Containers /Replace Liner: All refuse containers 5.4 Official City Holidays and Non - Workdays Contractor shall not perform cleaning services on the following City Holidays: CITY OF SCHERTZ PAGE 14 Vanguard Cleaning Systems Service Agreement shall be completely emptied, and a clean, appropriately sized liner installed. 5.3.2.1.2 Wipe Clean Containers: Containers shall be damp wiped clean to remove stains, smudges, and dried refuse. 5.3.2.1.3 Clean & Disinfect Waste Receptacles: Containers shall be cleaned and disinfected so as to remove stains, smudges, and dried refuse. 5.3.2.2 Fixtures 5.3.2.2.1 Daily Restocking Dispensers: Restroom dispensers (paper towel, seat covers, toilet paper, soap, etc.) are to be checked daily. Dispensers shall be filled as needed or as directed by the Contract Administrator. 5.3.2.2.2 Clean Dispensers, Walls, Partition: Clean dispensers, walls, and partitions to be free of soap scum, fingerprints, dirt, smudges, and graffiti. 5.3.2.2.3 Clean and Disinfect Restroom Fixtures: Clean and disinfect all porcelain and sinks, faucets, handles, toilets, flush urinals, and urinal partitions to be free of deposits, stains, soap, and odors. 5.3.2.2.4 Clean and Disinfect Fixture Exteriors: Fixtures (sinks, faucets, toilets, urinals) exteriors, undersides, and bases are to be cleaned and disinfected with an appropriate cleaner so as to remove any deposits which may occur. 5.3.2.2.5 Clean and Polish Chrome and Stainless Steel: Plumbing fixtures are to be cleaned and polished so as to produce a shiny appearance. 5.3.2.3 Additional Requirements 5.3.2.3.1 Daily Clean Doors, Walls, Frames, and Dispensers: Remove finger marks, scuff marks, and debris from walls, doors, frames, kick plates, and dispensers. 5.3.2.3.2 Clean and Disinfect Handles, Handrails, and Covers: Clean and disinfect door handles handrails, electrical switch plates, and outlet covers. 5.3.2.3.3 Prime Floor Drains: Floor drains are to be flushed with water so as to clean out the traps and eliminate odors. If necessary, a disinfectant odor neutralizer is to be used in conjunction with the water 5.4 Official City Holidays and Non - Workdays Contractor shall not perform cleaning services on the following City Holidays: CITY OF SCHERTZ PAGE 14 Vanguard Cleaning Systems Service Agreement New Year's Day Martin Luther King Jr. Day Presidents' Day Easter Sunday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day If any of the above non - workdays falls on a Saturday, City offices will be closed the preceding Friday. For holidays falling on Sunday, excepting Easter, City offices will be closed the following Monday. If any holiday falls on a day preceding a Friday or follows a Monday, then the Friday or Monday will also be considered a day for which City offices are closed. For Non - Scheduled Emergencies which require closure of Fleet & Facilities, Public Works, Council Chambers, Chamber of Commerce and that cleaning services will not be performed, the City will attempt to notify Contractor as soon as possible. 5.5 Property Access 5.5.1 Parking: Contractor shall park in the general area where public parking is provided for all to use. 5.5.2 Building Access: Contractor shall enter the buildings in the following manner: 5.5.2.1.1 Library on the west side of the Complex entering the office /staff area, 5.5.2.1.2 Fleet & Facilities and Public Works thru the main and side entrances. 5.5.2.1.3 Chamber of Commerce and Council Chambers must be entered thru the main entrance of the facility. City Staff will open Council Chambers on the days of service. 5.5.2.1.4 Animal Care Services thru the main entrance in the front. 5.6 Permitted Work Locations and Times Cleaning schedules will be determined between City of Schertz and Contractor prior to contract work beginning. Any changes to the agreed upon schedule must be made in writing with no less than fourteen (14) days written notice and agreed upon by both parties. 5.7 Communication Contractor shall communicate through group email format, which will be provided by the City. The guidelines for this communication are stated below: 5.7.1 Contractor shall communicate through group email all information related to the facility and /or the services being provided. Contractor shall have a maximum time of24 -hours from the day of service provided, if a problem occurs or exists, to notify the City unless otherwise noted in this contract. CITY OF SCHERTZ PAGE 15 Vanguard Cleaning Systems Service Agreement 5.7.2 Library staff will provide feedback as related to the service of this contract through the group email provided by the City within a maximum time of 24- hours from day of service provided, if a problem occurs or exists, to notify Contractor and Facility Services. 5.7.3 Facility Services will be main point of contact with Contractor to provide feedback and any correspondence with Contractor and /or Library staff as it relates to the terms of this contract. 5.7.4 If for any reason email communication cannot occur, all parties must use any available means or resource available that can reasonably be accommodated. 5.8 Safety Plan The following Safety Plan is for the protection of persons and property affected by the services performed under this agreement: 5.8.1 The Contractor shall create, maintain, and supervise conditions and programs to facilitate and promote safe execution of the Work, and shall supervise the Work with the attention and skill required to assure its safe perfo1 mancc. Safety provisions shall conform to OSHA requirements and all other federal, state, county, and local laws, ordinances, codes, and regulations. Where any of these conditions are in conflict, the more stringent requirement shall be followed. 5.8.2 The Contractor shall employ methods, safety precautions, and protective measures that will reasonably prevent damage, injury or loss to: 5.8.2.1 The public, in general; patrons, visitors, and guests and City employees and 5.8.2.2 Materials and equipment or other propelty located within or part of the City facilities. 5.8.3 The Contractor shall promptly notify and remedy of damage and loss to property, caused in whole or in part by the fault or negligence of the Contractor, or anyone for whose acts they may be liable as provided below: 5.8.3.1 Non - Emergency - Notifications of any damage or loss of prope1ty should be reported within a 24 -hour period for any non - critical item, element, or condition that does not place any potential risk to personal safety and /or potential damage to property that exists or occurs during any time of work being performed. 5.8.3.2 Emergency - Contractor shall notify City immediately if any damage or loss of prope1ty that places any potential risk to personal safety and /or propelty exists or occurs during time of work being performed. 5.8.4 The Contractor shall provide the City any and all information related to any and all necessary Personal Protection Equipment (PPE) provided to their staff: any and all Safety Data Sheets (SDS) on cleaning materials and /or chemicals used or to be used in the performance of the scope of services. CITY OF SCHERTZ PAGE 16 Vanguard Cleaning Systems Service Agreement 5.8.5 The Contractor must maintain safety of operations and provide any other reasonable safeguards including but not limited to; warnings against hazards as may be required for safety, any protection during performance of the work, and shall notify the City and users of any work site conditions that may exist or arise which may jeopardize their safety. 6 Pricing Schedule Building Days Per Wk Monthly Rate Library 7 $3,323.00 Public Works 5 $683.00 Fleet /Facilities 3 $465.00 City Hall 5 $1,309.00 Admin Building 5 $878.00 Council Chambers 3 $465.00 Animal Services 5 $744.00 On Call/Temp $22.00 per hour North Center 3 $490.00 Community Center 3 $551.00 CITY OF SCHERTZ PAGE 17 Vanguard Cleaning Systems Service Agreement Exhibit B REQUIREMENTS FOR ALL INSURANCE DOCUMENTS The Contractor shall comply with each and every condition contained herein. The Contractor shall provide and maintain the minimum insurance coverage set forth below during the term of its agreement with the City. Any Subcontractor(s) hired by the Contractor shall maintain insurance coverage equal to that required of the Contractor. It is the responsibility of the Contractor to assure compliance with this provision. The City of Schertz accepts no responsibility arising from the conduct, or lack of conduct, of the Subcontractor. INSTRUCTIONS FOR COMPLETION OF INSURANCE DOCUMENT With reference to the foregoing insurance requirements, Contractor shall specifically endorse applicable insurance policies as follows: 1. The City of Schertz shall be named as an additional insured with respect to General Liability and Automobile Liability on a separate endorsement. 2. A waiver of subrogation in favor of The City of Schertz shall be contained in the Workers Compensation and all liability policies and must be provided on a separate endorsement. 3. All insurance policies shall be endorsed to the effect that The City of Schertz will receive at least thirty (30) days written notice prior to cancellation or non - renewal of the insurance. 4. All insurance policies, which name The City of Schertz as an additional insured, must be endorsed to read as primary and non - contributory coverage regardless of the application of other insurance. 5. Chapter 1811 of the Texas Insurance Code, Senate Bill 425 82(R) of 2011, states that the above endorsements cannot be on the certificate of insurance. Separate endorsements must be provided for each of the above. 6. All insurance policies shall be endorsed to require the insurer to immediately notify The City of Schertz of any material change in the insurance coverage. 7. All liability policies shall contain no cross liability exclusions or insured versus insured restrictions. 8. Required limits may be satisfied by any combination of primary and umbrella liability insurances. 9. Contractor may maintain reasonable and customary deductibles, subject to approval by The City of Schertz. 10. Insurance must be purchased from insurers having a minimum AmBest rating of B +. 11. All insurance must be written on forms filed with and approved by the Texas Department of Insurance. (ACORD 25 2010/05). Coverage must be written on an occurrence form. 12. Contractual Liability must be maintained covering the Contractors obligations contained in the contract. Certificates of Insurance shall be prepared and executed by the insurance company or its authorized agent and shall contain provisions representing and warranting all endorsements and insurance coverages according to requirements and instructions contained herein. 13. Upon request, Contractor shall furnish The City of Schertz with certified copies of all insurance policies. 14. A valid certificate of insurance verifying each of the coverages required above shall be issued directly to the City of Schertz within ten (10) business days after contract award and prior to starting any work by the successful Contractor's insurance agent of record or insurance company. Also, prior to the start of any work and at the same time that the Certificate of Insurance is issued and sent to the City of Schertz, all required endorsements identified in sections A, B, C and D, above shall be sent to the City of Schertz. The certificate of insurance and endorsements shall be sent to: City of Schertz Purchasing Department 1400 Schertz Parkway Schertz, TX 78154 CITY OF SCHERTZ Vanguard Cleaning Systems Service Agreement emailed to: purchasin2(&schertz.com Faxed to: 210 - 619 -1169 PAGE 18 CERTIFICATE OF LIABILITY INSURANCE 'I 11113 0.11MI'MATii 16 1881JIBO AEI A Clr 19100TIMAINGH CHLY AW OONFER8 140 I'M111,,01 11P4N 7118 ,'RVPX A7H 11OLDER. 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ACOPtt) 26 (201QfiJ �lIHO�, hl R MUM A1IYOFilthADOlrilDI L$T.RINMKXJA 110Chti412 LLilDIIC"R 1Ha 001MWN D*1E 111MCOP, x101101 WLI. Rte DIME MID IN ,Adoon"NDG IWITII ilia 1'ovoy eftiwswlllr, 1U PHIRUN9 R' PFAIIIII'AIrVO 4 AVTItOI11YT1)431QNATURE REOUIMI)I1CRL 0IML21) IDACORDGORIPOItlL°Ii1 N. All rlghtlI'MI''Vik The ACORL1 n anio and IGUo nro n3j) 14fIIld Illflfk4 of ACOM3 (Instructions for completing and submitting a certificate to the City of Sehertz) CITY OF SCHERTZ PAGE 19 Vanguard Cleaning Systems Service Agreement t1piItA0AdfL AAT0 62. l MHL Aa(IRkMTE LIWrAIrUEE F.EFI.: f'riOU1'CT��C�bNR PA a e'� ro _ 1 ii IuaolLEUtiowrlr j.Uff0 � qVI'�Vr1 T497aea d fa Iunf,crxlrros , +� 137E74 IDIt01�IkI? 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Rte DIME MID IN ,Adoon"NDG IWITII ilia 1'ovoy eftiwswlllr, 1U PHIRUN9 R' PFAIIIII'AIrVO 4 AVTItOI11YT1)431QNATURE REOUIMI)I1CRL 0IML21) IDACORDGORIPOItlL°Ii1 N. All rlghtlI'MI''Vik The ACORL1 n anio and IGUo nro n3j) 14fIIld Illflfk4 of ACOM3 (Instructions for completing and submitting a certificate to the City of Sehertz) CITY OF SCHERTZ PAGE 19 Vanguard Cleaning Systems Service Agreement the certificate of insurance with the information listed below: A) Certificate of Insurance date B) Producer (Insurance Agency) Information — complete name, address, telephone information, & email address. C) Insured's (Insurance Policy Holder) Information — complete name & address information D) Insurer (name /names of insurance company) * *(Remember the city requires all insurance companies to be Authorized to do business in the State of Texas be rated by A.M. Best with a rating of B+ (or better) Class VI (or higher) or otherwise be acceptable to the City if not rated by A.M. Best) E) NAIC # (National Association of Insurance Commissioners, a # that is assigned by the State to all insurance companies) F) Insurer letter represents which insurance company provides which type of coverage from D G) General Liability Insurance Policy — must have an (x) in box. Also, "Occurrence" type policy — must have an (x) in the box (occurrence policy preferred but claims made policy can be accepted with special approval) H) This section shall be filled in with "Y" for yes under Additional Insured for all coverages, except for Contractor Liability and Workers' Compensation. There shall also be a "Y" for yes under all coverages for subrogation waived. I) Automobile Liability Insurance — must be checked for Any Auto, All Owned Autos, Hired Autos J) Umbrella Coverage — must be checked in this section and by occurrence whenever it is required by written contract and in accordance with the contract value. K) Worker's Compensation and Employers Liability Insurance — information must be completed in this section of the certificate of insurance form (if applicable). L) Builder's Risk Policy — for construction projects as designated by the City of Schertz. Professional Liability Coverage — for professional services if required by the City of Schertz. M) Insurance Policy #'s N) Insurance policy effective dates (always check for current dates) O) Insurance Policy limits (See Insurance Requirements Checklist) P) This section is to list projects, dates of projects, or location of project. Endorsements to the insurance policy(ies) must be provided separately and not in this section. The following endorsements are required by the City of Schertz. (1) Adding the City of Schertz as an additional insured. The "additional insured" endorsement is not required for professional liability and workers compensation insurance; and (2) Waiver of Subrogation (3) Primary and Non - Contributory (4) Cancellation Notice Q) City of Schertz's name and address information must be listed in this section R) Notice of cancellation, non - renewal, or material change to the insurance policy(ies) must be provided to the City of Schertz in accordance with a cancellation notice endorsement to the policy and/or per the policy provisions based on the endorsement adding the city as an additional insured. (Sec. 1811.155, Tex. Ins. Code) S) The certificate must be signed by the Authorized Agent in this section of the certificate form. CITY OF SCHERTZ PAGE 20 Vanguard Cleaning Systems Service Agreement Exhibit C EVIDENCE OF INSURANCE CITY OF SCHERTZ PAGE 21 Vanguard Cleaning Systems Service Agreement Agenda No. 7. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: Purchasing & Asset Management Subject: Resolution No. 19 -11-125 - A resolution by the city council of the City of Schertz, Texas authorizing expenditures with Lowe's for an amount not to exceed $55,000.00 for supplies during the 2018 -2019 fiscal year. (C. Kelm /J. Golke) BACKGROUND Multiple departments within the city currently utilize Lowe's to purchase a multitude of parts and tools for daily operational tasks. Lowe's is a contracted vendor with the OMNIA Partners /LowesForPros Cooperative which. gives public entities the advantage of leveraging the cooperative's ability to obtain bulk discounts by utilizing contracts that were competitively procured by other entities, combined with the ease of online, web -based shopping and ordering. Purchases under cooperative programs meet the requirements under the Texas Local Government Purchasing Code rule for cooperative purchases as adopted by the City of Schertz Resolution 11 -R -41 on August 30, 2011. The City's practice is to seek authorization from Council when expenditures with a vendor are expected to exceed $50,000.00 in one fiscal year. To date, the total amount spent with Lowe's is approximately $44,375.00 for Fiscal Year 2018 — 2019. Staff is seeking approval to spend a not to exceed amount of $55,000.00 for additional goods and/or services. GOAL To gain authorization from Council for expenditures not to exceed $55,000 to avoid work slowdowns and/or stoppages for the remainder of FYI 8-19. COMMUNITY BENEFIT Parts and Tools obtained from Lowe's allow the City to remain operational for day -to -day activities with minimal slow downs and/or stoppages. SUMMARY OF RECOMMENDED ACTION Staff recommends the approval to spend a not to exceed amount of $55,000.00 for additional goods and /or services. FISCAL IMPACT A not to exceed amount of $55,000.00 for additional goods and /or services. RECOMMENDATION Staff recommends the approval to spend a not to exceed amount of $55,000.00 for additional goods and/or services. Attachments Resolution 19 -R -125 RESOLUTION NO. 19 -R -125 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING EXPENDITURES WITH LOWE S FOR AN AMOUNT NOT TO EXCEED $55,000.00 FOR SUPPLIES DURING THE 2018 -2019 FISCAL YEAR. WHEREAS, multiple departments throughout the City utilize Lowe's for tools and supplies; and WHEREAS the City has currently spent approximately $44,380.00 fiscal year today with said vendor; and WHEREAS, the City of Schertz is therefore expecting the total purchases with this vendor to exceed the $50,000.00 threshold thus there is a necessity for Council to authorize the additional expenditures; and WHEREAS, Lowe's is an authorized OMNIA Partners /LowesforPros Purchasing Cooperative vendor which provides the best overall value to the City; and WHEREAS, OMNIA Partners /LowesforPros Purchasing Cooperative gives public entities the advantage of leveraging the cooperative's ability to obtain bulk discounts, combined with the ease of online, web -based shopping and ordering; and WHEREAS, purchases under the cooperative programs meet the requirements under the Texas Local Government Purchasing Code rule for cooperative purchases as adopted by the City of Schertz Resolution 11 -R -41 on August 30, 2011 amending the City's purchasing policy; and BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes purchases with Lowe's in an amount not to exceed Fifty -Five thousand dollars and 00 cents ($55,000.00). Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this day of 20_ CITY OF SCHERTZ, TEXAS Michael R. Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary Agenda No. 8. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: Police Department Subject: Resolution No. 19 -R -119 - Consideration and /or action approving a Resolution by the City Council of the City of Schertz, Texas authorizing an Interlocal Agreement with Bexar County, Texas for the purpose of a regional records management system and other matters in connection therewith. (C. Kelm/M. Hansen) BACKGROUND The Police Department has been researching the possibility of a new Records Management Software program for a number of years. The current software does not allow for the processing of reports while in the vehicles, does not have a feature for online reporting and public interaction. The software is of old technology. The purchase of a new program is beyond the financial means of the City at this time. Bexar County has offered to allow the City of Schertz to be added as a user to their new software program. The program is of an advanced design and does offer the City a wide selection of benefits and capabilities. This will also be the beginning of a Regional Records Management System for the sharing of data and information. GOAL The approval of the Resolution and Interlocal Agreement between the City of Schertz and Bexar County. COMMUNITY BENEFIT The new software has a number of features such as in -car reporting and online reporting that will create a more efficient program. The creation of a Regional Records Management System will allow for the immediate sharing of data and criminal information among member cities. SUMMARY OF RECOMMENDED ACTION The agreement has been reviewed and approved by the City's Information Technologies Department, Police Department, Purchasing Department and Legal. Staff recommends the approval of the Resolution and Agreement. FISCAL IMPACT The initial year of this program will be paid from the Police Department's seized assets. The IT Department will be responsible for subsequent years through the normal budgeting process. The initial year's expenditures is estimated to be approximately $17,640 plus storage and implementation fees that have not yet been determined. Subsequent years are estimated at approximately $28,980 plus storage fees and maintenance support fees. RECOMMENDATION The approval of the Resolution and Interlocal Agreement between the City of Schertz and Bexar County. Attachments Resolution Bexar County Exhibit A ILA RESOLUTION NO. 19 -R -119 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AN INTERLOCAL AGREEMENT WITH THE COUNTY OF BEXAR, TEXAS, FOR THE PURPOSE OF A REGIONAL RECORDS MANAGEMENT SYSTEM AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, the City staff of the City of Schertz (the "City ") has recommended that the City enter into an interlocal agreement with the County of Bexar, Texas (County) relating to the creation of a Regional Records Management System; and WHEREAS, the City Council has determined that it is in the best interest of the City to contract with Bexar County pursuant to the Interlocal Agreement attached hereto as Fxhibit A (the "Agreement "). BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes the Mayor to execute and deliver the Agreement with City and the County in substantially the form set forth on Exhibit A. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. 50417899.1 PASSED AND ADOPTED, this 10th day of September, 2019. CITY OF SCHERTZ, TEXAS Mayor ATTEST: City Secretary (CITY SEAL) 50417899.1 EXHIBIT A INTERLOCAL AGREEMENT 50417899.1 A -1 STATE OF TEXAS § STRATEGIC POLICING, § ENFORCEMENT, § ANALYSIS, AND COUNTY OF BEXAR § REPORTING SYSTEM This STRATEGIC POLICING, ENFORCEMENT, ANALYSIS, AND REPORTING SYSTEM REGIONAL RECORDS MANAGEMENT SYSTEM ( RRMS ) COOPERATIVE AGREEMENT ( "Agreement ") is entered into by and between the COUNTY OF BEXAR, a political subdivision of the State of Texas ( "COUNTY "), and the CITY OF SCHERTZ POLICE DEPARTMENT ( "AGENCY "). The COUNTY and the AGENCY shall be referred to singularly as the "Party" and collectively as the "Parties." RECITALS WHEREAS, the Parties have developed a mission to partner with area law enforcement agencies in standardizing crime reporting by creating seamless, consolidated law enforcement records and a data sharing system through which the law enforcement agencies will be working together in a spirit of cooperation, trust, dedication, honesty, commitment, and accountability; and WHEREAS, the Parties recognize the value in pooling their resources to create a uniform and seamless system which will greatly assist all participating agencies and the general public through improved data collection and data sharing; and WHEREAS, COUNTY has contracted with a RRMS manufacturer to purchase, license and install all necessary software to implement such a consolidated law enforcement records management system; and WHEREAS, the RRMS manufacturer offers participating agencies a data collection and sharing system that can meet the collective and individual needs of each participating law enforcement agency; and WHEREAS, this Agreement and all attachments incorporated by reference herein set forth the scope of the Parties' responsibilities as well as the benefits AGENCY will receive by participation in the RRMS. THEREFORE, COUNTY and AGENCY agree to the following: DEFINITIONS Terms used in this Agreement —that are not otherwise fully defined in the Agreement have the following meanings: a. SPEARS: A multi jurisdictional electronic law enforcement records management system hosted by COUNTY with an intended purpose of providing a platform for entering, storing, and sharing law enforcement incident information regionally. Page 1 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT b. Bexar County Network: COUNTY's hardware and software components and computers interconnected by secure communication paths that allow sharing of resources and information. C. Computer Aided Dispatch System (CAD): Highly specialized telecommunications and geographic technology that supports public safety emergency response operations. d. Data: Any record produced by COUNTY, AGENCY, or Member Agency which is converted, digitally created, collected, and/or stored on the RRMS. e. Data Entry Standards: RRMS user guide and help documents provided by COUNTY describing data entry standards and procedures for the RRMS. f. Level of Authority: Level of access that a user within AGENCY or a Member Agency has to RRMS data. g. Local Information System Coordinator (Local ISC): An AGENCY or Member Agency employee responsible for coordinating with the Project Manager for RRMS implementation, training, and on -going support. h. Microsoft Azure Government (MAG) Cloud: A complete cloud platform designed specifically for U.S. Federal, State, and Local Governments providing cost savings opportunities, rigorous security and compliance — including FedRAMP, HIPAA, and CJIS - capable features — and the flexibility to run in government, public, or private clouds with an integrated open platform from one provider. i. Member Agencies: Other law enforcement agencies entering a RRMS agreement with COUNTY. j. Project Manager: Person designated by COUNTY charged with planning and coordinating the implementation and ongoing support of the RRMS to be created under this Agreement. k. Regional Records Management System (RRMS): A collaborative system and related work processes for collecting, storing, and sharing public safety data, including law enforcement records, municipal and justice of the peace court operations, and CAD operations of the party to this Agreement and Member Agencies entering into RRMS agreements. All RRMS data will be stored, maintained, and backed up by COUNTY on redundant servers in the MAG cloud. 1. Shared Technology Service (Shared Service): A technology service or function that is provided by one organization, COUNTY, for consumption by AGENCY and Member Agencies through the terms of this Agreement or other RRMS agreement. ARTICLE I PURPOSE Page 2 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT 1.01 The purpose of this Agreement is to form an Interlocal Agreement under § 791.011, Texas Government Code, to participate in a Regional Records Management System. 1.02 COUNTY will provide an infrastructure framework to AGENCY to access the Bexar County Network for purposes of accessing RRMS. COUNTY will allow access to the Bexar County Network using mobile data applications, through the use of secured web portals, and /or through some other acceptable means of secured connection. 1.03 RRMS will enhance regional public safety investigative and field operations by facilitating the sharing of law enforcement information in an effort to increase the effectiveness and efficiency of all users and, as a result, make our communities safer. 1.04 The Parties recognize that this Agreement will be a model for providing public safety and criminal justice Shared Services to additional law enforcement agencies in the region and, therefore, believe that it is critically important to establish a user fee model that is scalable for all local governments. ARTICLE II TERM AND AUTOMATIC RENEWAL 2.01 The term of this Agreement shall commence on the date of approval of the governing body of the last signatory party to this Agreement and shall continue for a period of five years. This Agreement will automatically renew for three additional five -year terms subject to the termination and withdrawal provisions set out in this Agreement. 2.02 This Agreement shall terminate in the event sufficient funds are not appropriated by the Bexar County Commissioners Court to meet COUNTY's fiscal obligations herein, or if sufficient funds are not appropriated by AGENCY's governing body during any fiscal year. In such event, each Party agrees to give the other Party sixty (60) days written notice prior to such termination. ARTICLE III DESIGNATED REPRESENTATIVES 3.01 No new or separate legal or administrative entity is created to administer the provisions of this agreement. 3.02 COUNTY hereby appoints the Project Manager to supervise the performance of this Agreement. 3.03 AGENCY hereby appoints the Schertz IT Director, or his designee, as its designated representative with regard to this Agreement. The Schertz IT Director, or his designee, shall be the primary point of contact for AGENCY. ARTICLE IV COUNTY S DUTIES AND RESPONSIBILITIES Page 3 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT 4.01 COUNTY will purchase, own, implement, and operate the Shared Service on the Bexar County Network including: a. HOST SERVER. COUNTY shall provide the production environment with adequate storage, processing capability, high server availability, and data integrity for the RRMS. COUNTY shall provide data redundancy. The production and the backup(s) being used to store data for the RRMS will be located in secure, separate geographical locations. b. CLIENT SOFTWARE. COUNTY shall provide the latest stable version of the RRMS client software either as an installer package for local installation by AGENCY or through the MAG Remote Desktop Web Portal for an AGENCY workstation capable of and requiring access to RRMS. C. COMMUNICATIONS LINK. COUNTY shall provide their end point of presence for a communications link that provides adequate bandwidth, security, and reliability to be used as the primary link between the Parties. 4.02 PROJECT MANAGEMENT. COUNTY Project Manager shall coordinate with AGENCY Local ISC to manage the project, as well as provide actual services for all aspects of implementing the RRMS with AGENCY. This includes installation, implementation, start-up, training, and coordinating with the RRMS manufacturer, outside vendors, or subcontractors hired by COUNTY for purposes of creating and running AGENCY's domain on the Shared Service. COUNTY will not migrate or convert existing data for use in the RRMS. Further, it is expected that the Project Manager for AGENCY will be given administrative access rights to AGENCY's domain on the Shared Service. 4.03 MAINTENANCE AND SUPPORT. COUNTY will provide the following maintenance and support of the Shared Service: a. MAINTENANCE. COUNTY shall: i. maintain all computer infrastructure under COUNTY's control associated with the RRMS, including performing routine maintenance procedures as needed. ii. perform back -ups of all RRMS data not less frequently than one time per day. iii. maintain all software licenses, maintenance contracts, and support contracts associated with the RRMS. b. TECHNICAL SUPPORT TO AGENCY. COUNTY agrees to provide basic technical support to AGENCY related to connectivity and the RRMS software. COUNTY will provide support and respond to all problems as soon as is practicable, if the problems are properly reported according to these procedures: i. SUPPORT PROCEDURES: 1. Level 1 Support — all issues related to RRMS shall first be reported to the Local ISC at AGENCY, who shall resolve problems with all local hardware, software and network issues or utilize AGENCY's Page 4 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT own support services for local hardware or software problems unrelated to the RRMS. 2. Level 2 Support — if the Local ISC cannot resolve a technical issue related to RRMS, the problem may be reported to COUNTY. 4.04 TRAINING. a. COUNTY will provide an online RRMS training repository for AGENCY's use in training its own personnel. COUNTY will also provide initial RRMS training in a form and manner agreed upon by COUNTY and AGENCY. COUNTY will actively participate in helping AGENCY identify data quality issues and provide recommendations for resolution of those problems if they arise. b. COUNTY will train the Local ISC to identify and respond to connectivity and RMS application support issues, and to properly use the support levels described in the section above. Additional support procedures and details such as phone numbers shall be provided to each agency by the Project Manager at the appropriate stage of implementation. 4.05 COUNTY shall fulfill its Texas Crime Information Center/National Crime Information Center (TCIC/NCIC) responsibilities pursuant to the Terminal Agency Agreement and the Non - Satellite Based Computing Device Agreement executed between AGENCY and COUNTY. For Texas Department of Public Safety and CJIS Security reasons, the Bexar County Sheriff's Office (BCSO) will be designated as the hosting agency. 4.06 COUNTY makes no representation as to the availability of the Shared Service system through the Bexar County Network. The Bexar County Network or Shared Service system may not be operative at all times due to technical issues, routine maintenance, power outages, implementation of components, etc. In addition, COUNTY makes no representation as to the accuracy of the data accessed through the Shared Service or the omission of data from the Network. COUNTY shall not be liable to AGENCY for any claims, damages, or attorney's fees arising from either the inability of AGENCY to access the Shared Service through the Bexar County Network or AGENCY's reliance on inaccurate or omitted data on the Bexar County Network. 4.07 COUNTY may, at its discretion, choose to implement this Agreement with the assistance of outside vendors or contractors using the required bidding and contracting methods required by law or policy of the State of Texas and the County of Bexar. COUNTY shall arrange for products and services from the vendor below, or other vendors who in COUNTY's opinion provide equivalent services, and fulfill its obligations under this paragraph using whatever lawful means it deems necessary and suitable. The Parties acknowledge that COUNTY cannot guarantee the participation of the vendor and by listing it herein, the Parties do not intend to bind the vendor as a third party to the Agreement: a. Niche Systems, Inc. owns, licenses, and distributes the records management software. ARTICLE V AGENCY S DUTIES AND RESPONSIBILITIES Page 5 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT 5.01 HARDWARE. AGENCY shall acquire and administer all end -user equipment, hardware, supporting software, and support services for networking with the Shared Service, required by the application. Prior to the execution of this Agreement by the Parties, AGENCY must identify and COUNTY must approve, as satisfactory, the hardware, supporting software, equipment, and operating system AGENCY will be utilizing in order to participate in the Shared Service. 5.02 AGENCY shall comply with the Terms of Use of Bexar County Information and Electronic Systems contained in Exhibit A. 5.03 COMMUNICATIONS LINK. AGENCY shall provide their end point of presence for a communications link that provides adequate bandwidth, security, and reliability to be used as the primary link between the Parties. 5.04 LOCAL INFORMATION SYSTEMS COORDINATOR (ISC). AGENCY shall designate a primary and secondary ISC and notify the Project Manager within thirty (30) days of signing this Agreement. Notice shall include name, title or rank if appropriate, phone, email address, and normal work hours. 5.05 BUSINESS PROCESS COORDINATOR. AGENCY shall designate a single point of contact (can be Local ISC) that will act as the direct AGENCY contact for ongoing business related issues and questions. 5.06 MAINTENANCE. Maintenance of all end -user hardware, supporting software, and equipment is the responsibility of AGENCY. 5.07 TECHNICAL SUPPORT. AGENCY shall make the appropriate staff available after being notified by the Project Manager of the dates scheduled for any task or function that must be provided on -site at AGENCY to implement RRMS. AGENCY shall handle technical problems at the local level including local connectivity issues, report unresolved problems according to Article IV above, and follow all instructions given by the technical support service provider. All support, maintenance, and change requests shall be prioritized within COUNTY and acted upon based on their priority level. Should AGENCY feel the priority for a specific project be changed, that request should be routed through the Project Manager. 5.08 DATA ENTRY. AGENCY shall ensure that all data entered onto the RMS shall adhere to the provided Data Entry Standards. 5.09 SECURITY BREACHES. AGENCY shall promptly report any suspected security breaches on the AGENCY network and the Bexar County Cyber Emergency Response Team via email at BCERT(abexar.org or via phone at (210) 335 -0100. 5.10 USER ACCESS. COUNTY shall create a "security profile" for each user, including the appropriate Level of Authority for access to the RRMS. The Level of Authority for each user shall be determined by the head of AGENCY and COUNTY. AGENCY shall provide written notification to the RRMS Administrator, or designee, as soon as possible, but not Page 6 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT later than 48 hours of a user no longer requiring access to RRMS. In addition, AGENCY will provide to COUNTY a quarterly list of all current users. 5.11 USAGE. AGENCY shall ensure that all users from AGENCY use RRMS for valid law enforcement and public safety purposes only. AGENCY shall adhere to all communications protocols developed by COUNTY. AGENCY shall ensure that all law enforcement personnel who will access criminal justice information comply with Texas Law Enforcement Telecommunications System (TLETS), TCIC, and NCIC certification guidelines. 5.12 RELEASE OF RRMS DATA. COUNTY and AGENCY shall handle requests for release of records in accordance with Article IX below and as required by law. ARTICLE VI COSTS 6.01 INITIAL LICENSE AND SOFTWARE SETUP COSTS. Initial license costs and initial software setup costs are contained in Exhibit B. 6.02 MAINTENANCE AND SUPPORT COSTS. Required maintenance and support costs are contained in Exhibit B. AGENCY shall pay COUNTY an annual amount for support, maintenance, and Microsoft Azure Government (MAG) cloud subscription costs. 6.03 MODIFICATION COSTS. If AGENCY desires to modify a component and the modification is not needed for the Shared Service to operate, nor is the modification one that will be used system -wide, AGENCY will pay in full for the modification including all equipment, hardware, software and professional services. An estimate on the total cost of the modification shall be given in writing to AGENCY prior to the commencement of work. The total costs for said changes will be the actual costs to COUNTY for both employee labor at the employee's labor rate, as well as any outside costs incurred directly for the modification. Should the cost to COUNTY change, such change shall be forwarded to AGENCY within thirty (30) days. No modification shall be made to an application licensed to COUNTY by a vendor if modification is prohibited under the software license agreement between those parties. 6.04 MISCELLANEOUS COSTS. a. If the operation of the RRMS requires the purchase of additional hardware, or upgrades to support the Shared Service, AGENCY will be included in discussions about the need for such and given adequate notice to prepare. Costs will be paid by AGENCY. b. In the event of additional costs being incurred by COUNTY in reference to licensing held by AGENCY, the cost shall be passed on at their original billed values. 6.05 BILLING PROCEDURES. The billing procedures shall be as follows: a. COST SCHEDULE 1. AGENCY agrees to provide COUNTY with an accurate count of full -time sworn officers and part-time sworn officers on an ongoing basis. Page 7 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT 2. COUNTY will notify AGENCY no later than June 1" of any projected adjustment to its costs. 3. If any portion of the projected adjustment is disputed, AGENCY will notify COUNTY in writing of the disputed amounts within ten (10) business days after receipt of the projected adjustment. Failure to provide the foregoing notice will result in the presumption that the projected adjustment is correct. b. INVOICE AND PAYMENT. COUNTY shall invoice AGENCY no later than November 30 for the period beginning October 1 of that same year through September 31 of the next year. 6.06 AGENCY must make the payments for the services it receives under this Agreement from current revenues available to AGENCY. 6.07 OUTSIDE FUNDING. If either COUNTY or AGENCY utilizes Federal funds, grant funds, or bond funds to meet a portion of its financial commitment under this Agreement, the Parties agree to conduct all procurements, maintain all records, and otherwise conduct their activities in furtherance of this Agreement so as to comply with all applicable statutes, regulations, policies, and grant contract provisions necessary to qualify the Shared Services expenditures contemplated herein for Federal and /or grant program reimbursement and to avoid arbitrage penalties. Grant funding must include the cost of reporting compliance, or AGENCY shall reimburse the cost of reporting compliance to COUNTY. The party receiving Federal funds, grants funds, or bond funds will be required to advise the other party of any unusual statutes, regulations, or policies that must be followed in order to avoid a violation of the funding provisions. Further, the Parties agree to cooperate with each other in the application for, and administration of, Federal funds, grant funds, or bond funds in order to maximize funding participation in the operation and maintenance of the Shared Service. If a Parry plans to utilize Federal funds, grant funds, or bond funds to meet a portion of its annual financial commitment, the Parry receiving the funds shall notify the other Party of the term during which the funds will be obligated to the Shared Service. ARTICLE VII DEFAULT AND REMEDIES 7.01 If AGENCY fails to pay COUNTY issued invoices as provided for in this Agreement or fails in the performance of any other of its obligations under this Agreement, COUNTY may, at its sole option, provide written notice of the default and allow AGENCY thirty (30) days to cure the default. If AGENCY cures the default within the thirty (30) day period, this Agreement shall remain in full force and effect. If AGENCY fails to cure the default within such thirty (30) day period, or advises COUNTY that it elects not to cure the default, COUNTY may elect to terminate this Agreement and shall give AGENCY written notice of the date of termination and AGENCY's access to the Shared Service. The remedies contained in this paragraph shall be cumulative of, and in addition to, all other rights and remedies that are available to COUNTY under this Agreement, by operation of law, or otherwise. 7.02 If COUNTY fails in its performance of its obligations under this Agreement, AGENCY may, at its option, provide written notice of the default and allow COUNTY thirty (30) days to cure the default. If COUNTY cures the default within such thirty (30) day period, this Page 8 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT Agreement shall remain in full force and effect. If COUNTY fails to cure the default or breach within such thirty (30) day period, or advises AGENCY that it elects not to cure the default, AGENCY may elect to terminate this Agreement and shall give COUNTY written notice of the date of termination. AGENCY may pursue all rights and remedies available to AGENCY under this Agreement, by operation of law, or otherwise. 7.03 Upon termination of this Agreement under Article VII, neither parry will have further obligations to the other except for: (1) payment of any outstanding invoices at the time of termination; (2) any liability for breach of this Agreement occurring prior to termination; and (3) performing an obligation under this Agreement created by a provision which expressly survives termination of the Agreement. 7.04 No failure to exercise, and no delay in exercising, any right, power, or remedy hereunder by either party shall operate as a waiver thereof, nor shall any single or partial exercise of any right, power, or remedy preclude any other or further exercise thereof or the exercise of any other right, power, or remedy. No express waiver shall affect any event or default other than the event or default specified in the waiver, and any such waiver, to be effective, must be in writing and shall be operative only for the time and to the extent expressly provided by the party making the waiver. A waiver of any term or condition contained herein shall not be construed as a waiver of any subsequent breach of the same term or condition. ARTICLE VIII WITHDRAWAL OF PARTICIPATION IN SHARED SERVICE BY AGENCY OR TERMINATION OF SHARED SERVICE BY BEXAR COUNTY 8.01 AGENCY may withdraw its participation in the Agreement and the Shared Service during any year by providing written notice to COUNTY not later than ninety (90) days prior to September 30th of the current year. AGENCY's withdrawal shall become effective on September 30th of that year. I . If AGENCY withdraws its participation in the Shared Service, all rights it may have to utilize the Shared Service will terminate on September 30th of the current year. In addition, AGENCY shall forfeit all access to COUNTY'S and the Member Agencies' Data on the Shared Service. 2. Costs shall not be refunded to AGENCY if AGENCY withdraws prior to the end of the fiscal year. 3. If AGENCY requests a complete extraction of Data owned by AGENCY, upon termination, AGENCY will be required to pay all costs associated with the extraction. 8.02 COUNTY may elect, at its sole discretion, to terminate its provision of the Shared Service, and such termination shall not constitute a breach of this Agreement. Unless there are circumstances which make an earlier termination advisable for COUNTY, COUNTY shall give AGENCY written notice of the termination a minimum of one hundred eighty (180) days prior to September 30th of the current year. ARTICLE IX Page 9 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT OWNERSHIP OF DATA AND PUBLIC INFORMATION ACT REQUESTS 9.01 Because the Data contained in RRMS is of a highly sensitive nature, protected by laws, regulations, and policies from many forms of disclosure, and owned by each contributing Member Agency, access to and use of RRMS and the Data therein carries with it a significant burden of responsibility for each user and user agency. 9.02 Data contributed to the RRMS is exposed to and viewable by the Parties and Member Agencies unless the owner takes the steps necessary to hide the Data through the setting of access control lists. Parties and Member Agencies understand that their Data is intended to be shared and that the sharing of that Data is fundamental to the purposes of a regional record management system and is the basis for the system's power as a tool to make our communities safer and more secure. 9.03 Since RRMS involves the shared storage of Data and the shared access to Data of AGENCY, it is agreed that Data remains the property of COUNTY, AGENCY, or Member Agency that created or granted access to the Data. AGENCY further acknowledges and agrees that the Data available through the Shared Service shall be used solely for valid law enforcement purposes, and shall not be disclosed, sold, assigned, leased or otherwise provided to third parties. 9.04 Each Party is responsible for responding to Public Information Act requests under Chapter 552, Texas Government Code, relating to Data owned by each Party which is contained in RRMS. If a request is made to AGENCY for access or release of Data of COUNTY or Member Agency, AGENCY shall direct the requestor to COUNTY or the Member Agency that created or granted access to that Data. ARTICLE X LIMITATION AND LIABILITIES 10.01 COUNTY shall not be liable for any claims, damages, or attorney's fees arising from negligent or wrongful acts of employees of AGENCY. In no event shall COUNTY be liable to AGENCY for incidental, consequential, indirect, or punitive damages arising from any act or inaction by COUNTY or its employees. 10.02 It is expressly understood and agreed that in the execution of this Agreement, neither Party waives, nor shall be deemed to have waived, any immunity or defense otherwise available to it against any claims arising out of the exercise of governmental powers and functions. 10.03 Nothing in this Agreement, express or implied, is intended to confer upon any person or entity, other than the Parties hereto, any benefits, rights, or remedies under or by reason of this Agreement. ARTICLE XI NOTICES 11.01 All notices provided to be given under this Agreement shall be in writing and shall either be personally served against a written receipt therefore or given by certified mail or Page 10 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT registered mail, return receipt requested, postage prepaid and addressed to the proper Party at the address which appears below, or at such other address as the Parties may hereafter designate. All notices given by mail shall be deemed to have been given at the time of deposit in the United States mail and shall be effective from such date. If to AGENCY: City Manager City of Schertz 1400 Schertz Parkway Schertz, TX 78154 With a copy to: City IT Director City of Schertz 1400 Schertz Parkway Schertz, TX 78154 Chief of Police City of Schertz Police Department 1400 Schertz Parkway Schertz, TX 78154 If to Bexar County: Bexar County Judge Bexar County Commissioners Court Paul Elizondo Tower 101 W. Nueva St., Suite 1000 San Antonio, Texas 78205 With copies to: Chief Information Officer Bexar County Information Technology Department 203 W. Nueva, Suite 200 San Antonio, Texas 78207 Bexar County Sheriff's Office 200 North Comal San Antonio, Texas 78207 ARTICLE XII DELEGATION AND ASSIGNMENT 12.01 Neither Party may delegate the performance of any contractual obligation to a third party, unless mutually agreed in writing. A Party to this Agreement may not assign its rights, privileges and obligations under this Agreement in whole, or in part, without the prior written consent of the other party. Any attempt to assign without such approval shall be void. ARTICLE XIII AMENDMENT Page 11 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT 13.01 No amendment, modification or alteration of the terms hereof shall be binding unless the same be in writing, dated subsequent to the date of commencement of this Agreement, and be duly approved by the governing bodies of the Parties. ARTICLE XIV TEXAS LAW TO APPLY 14.01 This Agreement shall be construed under and in accordance with the laws of the State of Texas and all obligations of the Parties created hereunder are performable in Bexar County, Texas. ARTICLE XV SEVERABILITY 15.01 In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalid, illegal, or unenforceable provisions shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein. ARTICLE XVI COMPLIANCE WITH LAWS AND ORDINANCES 16.01 The Parties shall comply with all federal, state, and local laws and ordinances in connection with the work and services performed under this Agreement. ARTICLE XVII FORCE MAJEURE 17.01 A Party to this Agreement shall not be responsible for delays or lack of performance by the Party, or its officials, agents or employees which result from acts beyond that Party's reasonable control including acts of God, strikes or other labor disturbances, or delays by federal or state officials in issuing necessary regulatory approvals and /or licenses or acts or failures to act by other entities. In the event of any delay or failure excused by this section, the time of delivery or of performance shall be extended for a reasonable time period to compensate for delay. ARTICLE XVIII ENTIRE AGREEMENT 18.01 This Agreement, including the exhibits, constitutes the entire agreement of the Parties regarding the subject matter of this Agreement and supersedes all previous agreements and understandings, whether written or oral, relating to such subject matter. ARTICLE XIX AUTHORITY Page 12 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT 19.01 Each Party represents that it has the authority to enter into the Agreement and that all necessary procedures have been followed to secure authorization to enter into this Agreement from the party's respective governing body. Each person signing the Agreement represents and warrants that they have been duly authorized to do so. ARTICLE XX MULTIPLE COUNTERPARTS 20.01 This Agreement may be executed in separate identical counterparts by the Parties hereto and each counterpart, when so executed and delivered, will constitute an original instrument, and all such separate identical counterparts will constitute but one and the same instrument. EXECUTED IN DUPLICATE, EACH OF WHICH SHALL HAVE THE FULL FORCE AND EFFECT OF AN ORIGINAL, this the day of , 2019. COUNTY OF BEXAR AGENCY By: NELSON W. WOLFF Bexar County Judge APPROVED AS TO LEGAL FORM: M. SUE JANA Assistant District Attorney - Civil Section APPROVED AS TO FINANCIAL CONTENT: SUSAN YEATTS Bexar County Auditor DAVID SMITH Bexar County Manager By: Mr. Michael Carpenter Mayor Page 13 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT EXHIBIT A Terms of Use of Bexar County Information and Electronic System 1. Access Rights. COUNTY grants to AGENCY a limited, nontransferable, nonexclusive, revocable (at COUNTY's discretion) right to access the COUNTY Systems electronically solely during the term of this Agreement and solely to the extent authorized in writing by COUNTY in support of work to be performed by AGENCY pursuant to the Agreement. Without limiting the foregoing, AGENCY hereby warrants that AGENCY and AGENCY personnel shall not (i) introduce any malware into COUNTY Systems (whether through a laptop computer or other access device or otherwise); (ii) use the COUNTY Systems for nonbusiness purposes including, without limitation, Unauthorized Use; and/or (iii) take actions calculated to disrupt COUNTY Systems. 2. Privacy and Right to Monitor. AGENCY and AGENCY personnel understand and consent as follows: AGENCY and AGENCY Personnel have no reasonable expectation of privacy in any communications or data, personal or otherwise, transiting or stored on COUNTY Systems; any communications or data transiting or stored on COUNTY Systems may be monitored, intercepted, recorded, and searched at any time and for any lawful purpose, and may be used or disclosed for any lawful purpose. 3. Electronic Access Requirements. AGENCY may request electronic access for AGENCY personnel on a "need to know" basis. When electronic access is provided to AGENCY, these Section 3 terms apply: a. Accounts & Access Controls: Prior to obtaining electronic access, authorized AGENCY personnel will be required to obtain from COUNTY an electronic access account per individual, including access controls. COUNTY reserves the right, without notice and in its sole discretion, to terminate and/or block the access of any individual or entity to the COUNTY Systems. AGENCY acknowledges that the access controls are for specific individual use of AGENCY personnel only, are not transferable, and shall be maintained in confidence by AGENCY. AGENCY shall: i. ensure that all AGENCY personnel review and agree to abide by the terms of the Agreement including this Terms of Use of Bexar County Electronic Systems Supplement, prior to being granted electronic access; ii. assign a single focal (Local ISC) to initiate requests for electronic access for AGENCY personnel, coordinate security briefings, maintain records of AGENCY personnel granted electronic access, available for validation upon request of COUNTY, and coordinate with COUNTY regarding actual or potential security breaches; iii. prevent the loss, disclosure, reverse engineering, sharing with unauthorized AGENCY personnel or compromise of access controls; and iv. be responsible for the acts and omissions of all AGENCY personnel with respect to their electronic access; v. immediately notify COUNTY if AGENCY believes that any access control has been compromised; vi. review at least every three (3) months each AGENCY personnel's electronic access requirements; Page 14 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT vii. promptly submit a written request to COUNTY upon the reassignment, resignation, or termination of any AGENCY personnel with electronic access, to terminate such electronic access; and viii. Immediately submit a written notice of name and account to COUNTY for any AGENCY personnel who has electronic access to COUNTY Systems is terminated for cause by reason of misappropriation of COUNTY data, or unauthorized access to or use of COUNTY systems, or similar reason. b. AGENCY System Protection: Prior to connecting to COUNTY's internal network, AGENCY shall take reasonable steps to protect the confidentiality, integrity and availability of COUNTY Systems and information by implementing and maintaining effective controls on all AGENCY equipment used to connect to COUNTY Systems including, without limitation: i. Patched and current operating systems and applications — AGENCY shall subscribe to and apply the vendor's updates; ii. Anti - malware — AGENCY devices shall have up -to -date anti -virus protection running with the latest signature files; iii. Software Firewall — AGENCY shall use an up -to -date version of a software firewall configured to limit ports /protocols to only those necessary (such software firewalls are required even when a local hardware firewall or enterprise firewall is used); iv. Access Controls — AGENCY shall use an account /password or token/PIN to access or unlock computing devices; and v. Encryption - Whole disk or file /folder encryption shall be used to protect Materials that are being stored locally on AGENCY's mobile devices. 4. AGENCY Security Controls. AGENCY shall implement and maintain reasonable controls to prevent any Unauthorized Use, Security Breaches, or loss of Materials. Without limiting the foregoing, AGENCY shall: a. have implemented for AGENCY Systems a policy that adopts Information Security Management principles in accordance with ISO /IEC 27001:2013 or NIST 800 -53; b. implement and maintain security controls no less comprehensive than either of the latest two versions of the CIS Controls for Effective Cyber Defense as found at htlps://www.cisecurily.org/controls/; and c. provide AGENCY Personnel with current and relevant security education with respect to their obligations hereunder. 5. Information Security Assessment. a. Within thirty (30) days of the effective date of the Agreement, AGENCY shall (i) contact Bexar County Information Technology Security at cybersecurity_gbexar.org to initiate an onboarding security assessment. b. AGENCY grants COUNTY, and its authorized representatives, permission to view all books, reports, records, procedures, and information related to or about AGENCY Systems, at any time during the term of the Agreement and with reasonable advance notice, in order to assess AGENCY's compliance with this Exhibit, including AGENCY's implementation and maintenance of security controls no less comprehensive than the either of the latest two versions of the CIS Controls for Effective Cyber Defense as found at https://www.cisecurity.org/controls/. Page 15 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT c. If (i) COUNTY determines in connection with any Assessment that a material vulnerability exists in AGENCY Facilities or AGENCY Systems or that AGENCY has otherwise failed to perform any of its obligations under this Exhibit; and (ii) COUNTY notifies AGENCY in writing of such vulnerability or AGENCY's breach of this Exhibit, then AGENCY shall promptly develop a corrective action plan. Any such corrective action plan shall be created in cooperation with COUNTY and is subject to COUNTY's written approval. AGENCY shall implement the corrective action plan at its sole expense. 6. Prohibited Use. AGENCY shall not, unless authorized in writing by COUNTY: a. export or save any Materials from the COUNTY Systems except in support of the work to be performed under this Agreement; b. make any derivative uses of the COUNTY Systems or the Materials except in support of the work to be performed under this Agreement; c. in any manner transfer any computing application or COUNTY Materials to an external system; d. use any data mining, robots, or similar data gathering and extraction methods; e. use any frame or framing techniques to enclose any Materials found on the COUNTY Systems; f. through reverse engineering, decompiling, or disassembling any portion of the Access Controls, access or attempt to access any unauthorized Materials or restricted portions of the COUNTY Systems, or remove any restrictive markings; or g. access the COUNTY Systems through any mechanism other than the authorized Access Controls. Page 16 of 17 SPEARS RRMS INTERLOCAL SERVICES AGREEMENT EXHIBIT B Costs SERVICE ONE -TIME RECURRING BILLING ADJUSTED DESCRIPTION COST(S) COST(S) FREQUENCY QUANTITY COST Full Time Officer WAIVED $280.00 Annually 55 $15,400.00 License Part Time Officer WAIVED $140.00 Annually 0 $0.00 License Azure Hosting Fees* N/A $180.00 Annually 55 $0.00 Per Officer License Azure Storage Fees ** N/A Actual Annually TBD $0.00 Implementation Fees N/A $48.00 / Hour 90 Days TBD TBD Post Go -Live Maintenance /Suppor N/A $48.00 / Hour Annually TBD TBD t Fees TOTAL $15,400.00 *Azure Hosting Fees will not begin until the FY20 -21 Fiscal Year beginning October 1, 2020. * *Azure Storage Fees will be based on actual consumption, and billed annually in arrears beginning October 1, 2020. Page 17 of 17 BACKGROUND In accordance with applicable statutes and the City Charter, the City Manager submitted a budget proposal to the City Council for consideration on August 9, 2019. The City Council held public hearings for the Proposed Budget on August 27, 2019 and September 3, 2019. In the General Fund, Staff has proposed adding up to 9 new positions based on the results of the staffing study and to act on the results from the classification and compensation study. Each of the studies were performed by an independent firm. The General Fund will also allocate $4 million from its excess reserves to fund additional streets ($2.7 million), sidewalks ($300,000), and drainage projects ($1 million). The Water & Sewer Fund has an increase of $160,000 in the sewer treatment expense for higher treatment costs and to service a growing population. The contribution to Schertz Seguin Local Government Corporation will increase $220,000 in preparation of the new pipeline and water supply development. The contribution to Cibolo Creek Municipal Authority will increase $310,00 for additional costs to construct the south treatment plant. Aviation Heights water line replacement will begin phase 1 next year which is estimated at $400,000 and another water tank will be cleaned and painted which is estimated at $350,000. The Water & Sewer Fund will also allocate $2,500,000 for a new transmission main at Live Oak and Weiderstien. Update: Staff has made some updates to the budget since the original submittal. Additional insurance costs were offset in the General Fund, EMS, and Drainage Funds through turnover and delaying hiring of new positions. In addition, the City received word Guadalupe will not be lowering its library contribution for FY 2019 -20. Previously, the city was notified Guadalupe County would be proposing to lower its library contributions by $30,000. These funds have been returned to the library materials budget. A copy of the proposed budget is available for view on the City's webpage www.schertz.com. Also included on the same page of the website are copies of the PowerPoint presentation to City Council, and the property tax notice required by the state statutes. GOAL Per state statues and the City Charter, the city must adopt a budget prior to the beginning of the fiscal year beginning on October 1 st. COMMUNITY BENEFIT This budget will provide for additional resources to areas identify by citizens, city council, staff, and an independent firm for strategic staffing levels. It will also provide for additional capital improvements for streets, sidewalks, drainage, water utilities, and sewer utilities. SUMMARY OF RECOMMENDED ACTION Staff recommends that the City Council approve the first reading of Ordinance No. 19 -T -23, adopting the budget for the fiscal year beginning October 1, 2019, and ending September 30, 2020. FISCAL IMPACT General Fund $39,225,602 Tax I &S Fund 7,027,003 Water & Sewer Fund 27,901,353 Capital Recovery - Water 256,000 Capital Recovery - Sewer 260,500 Drainage Fund 1,265,709 1EMS Fund 9,598,811 SEDC 7,952,931 Special Events Fund 24,510 PEG Fund 118,000 Hotel Occupancy Fund 505,894 Park Fund 177,000 Tree Mitigation 75,000 Library Fund 21,200 Historical Committee 11,750 Total: $94,421,263 RECOMMENDATION Staff recommends that the City Council approve the first reading of Ordinance No. 19 -T -23, adopting the budget for the fiscal year beginning October 1, 2019 and ending September 30, 2020. Attachments Ordinance 19 -T -23 Proposed Budget FY 2019 -20 ORDINANCE NO. 19 -T -23 AN ORDINANCE ADOPTING A BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2019, AND ENDING SEPTEMBER 30, 2020, IN ACCORDANCE WITH THE CHARTER OF THE CITY OF SCHERTZ, TEXAS; PROVIDING FOR THE FILING OF THE BUDGET; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Schertz is a home rule city acting under its charter adopted by the electorate pursuant to Article XI, Section 5 of the Texas Constitution and Chapter 9 of the Local Government Code; and WHEREAS, the City Manager of the City of Schertz submitted a budget proposal to the City Council prior to the beginning of the fiscal year, and in said budget proposal set forth the estimated revenues and expenditures and made the detailed classification as required by the City Charter of the City of Schertz, Texas; and WHEREAS, the City Council finds that all provisions pertaining to the adoption of a budget contained in the City Charter have been in all things complied with; and WHEREAS, a Public Hearing was held by the City Council of the City of Schertz, Texas on the 27th day of August 2019, and the 3rd day of September 2019; and WHEREAS, after a full and final consideration, the City Council is of the opinion that the budget should be approved and adopted; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS, THAT: SECTION 1. The budget of the expenditures of the City of Schertz for the ensuing fiscal year beginning October 1, 2019, and ending September 30, 2020, be, and the same is, in all things, adopted and approved as the said City of Schertz budget for the Fiscal Year beginning the first day of October 2019, and ending the thirtieth day of September 2020. SECTION 2. The sums below are hereby appropriated from the respective funds for the payment of expenditures on behalf of the City government as established in the approved budget document: 2019 -2020 Budget General Fund $39,225,602 Tax I &S Fund 7,027,003 Water & Sewer Fund 27,901,353 Capital Recovery - Water 256,000 Capital Recovery - Sewer 260,500 Drainage Fund 1,265,709 EMS Fund 9,598,811 SEDC 7,952,931 Special Events Fund 24,510 PEG Fund 118,000 Hotel Occupancy Fund 505,894 Park Fund 177,000 Tree Mitigation 75,000 Library Fund 21,200 Historical Committee 11,750 Total: $94,421,263 SECTION 3. A true and correct copy of this ordinance along with the approved budget attached hereto, and any amendments thereto, shall be filed with the City Secretary. In addition, the City Manager is hereby directed to file or cause to be filed a true and correct copy of this ordinance along with the approved budget attached hereto, and any amendments thereto, in the office of the County Clerk of Guadalupe, Comal, and Bexar Counties, Texas, as required by law. SECTION 4. This ordinance shall be cumulative of all provisions of ordinances and of the Code of Ordinances of the City of Schertz, Texas (2006), as amended, except where the provisions of this ordinance are in direct conflict with the provisions of such ordinances and such Code, in which event the conflicting provisions of such ordinances and such Code are hereby repealed. SECTION 5. It is hereby declared to be the intention of the City Council that the phrases, clauses, sentences, paragraphs, and sections of this ordinance are severable, and if any phrase, clause, sentence, paragraph, or section of this ordinance shall be declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs, and sections of this ordinance, since the same would have been enacted by the City Council without the incorporation in this ordinance of any such unconstitutional phrase, clause, sentence, paragraph, or section. SECTION 6. This ordinance shall be in full force and effect from and after its final passage, and it is so ordained. PASSED AND APPROVED ON FIRST READING THIS 3rd DAY OF SEPTEMBER 2019. PASSED AND APPROVED ON SECOND READING THIS 10th DAY OF SEPTEMBER 2019. Michael Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary CITY OF SCHERTZ C. FY 2019 -20 PROPOSED BUDGET City of Schertz Fiscal Year 2019 -20 Budget Cover Page This budget will raise more total property taxes than last year's budget by $982,470 or 5% increase, and of that amount, $659,141 is tax revenue to be raised from new property added to the tax roll this year. The members of the governing body voted on the proposal to consider the budget as follows: FOR: N/A I_TCL1I1611 0VIT PRESENT and not voting: N/A ABSENT: N/A Property Tax Rate Comparison 2019 -20 Property Tax Rate: $0.5146/100 Effective Rate: $0.5057/100 Effective Maintenance & Operations Tax Rate: $0.3437/100 Rollback Tax Rate: $0.5362/100 Debt Rate: $0.1650/100 2018 -19 $0.5146/100 $0.4892/100 $0.3238/100 $0.5146/100 $0.1649/100 Total debt obligation for the City of Schertz secured by property taxes: $ 81,867,516 CITY OF SCHERTZ 2019 -20 BUDGET Table of Contents Executive Summary General Fund 227 Summary 9 Revenues 11 City Council 15 City Manager 18 Municipal Court 22 311 /Customer Relations 27 Planning & Zoning 31 Legal Services 38 City Secretary 41 Non - Departmental 46 Public Affairs 49 Engineering 57 Geographic Information Systems 63 Police 67 Fire Rescue 74 Inspections 80 Streets 87 Parks, Recreation, & Community Services 92 Pools 98 Event Facilities 102 Library 107 Animal Services 115 Information Technology 120 Human Resources 125 Finance 130 Purchasing & Asset Management 135 Fleet Services 140 Facility Services 146 Projects 151 City Assistance 152 Court Restricted Funds 155 Interest & Sinking Fund 158 Water & Sewer Summary 163 Business Office 167 Water & Sewer Administration 172 Capital Recovery - Water 182 Capital Recovery — Sewer 187 Drainage Summary 192 Revenues 196 Expenditures 197 Emergency Medical Services (EMS) Summary 201 Revenues 206 Expenditures 207 Schertz Economic Development 227 Corporation 231 Summary 211 Revenues 215 Expenditures 217 Special Revenue Funds Special Events 220 Public, Educational, and Government (PEG) Access Fund 223 Hotel /Motel Tax 227 Park Fund 231 Tree Mitigation 235 Library Fund 239 Historical Committee 243 Glossary 247 Executive Summary General Fund Revenue: General Fund revenue will increase 2.2% over FY 2018 -19 year end estimates not including the transfer in from reserves. The largest contributor to this increase will be from property and sales taxes. The property taxes for FY 2019 -20 are estimated to increase 4.5% and sales taxes are estimated to increase 4 %. The sales tax growth trend follows the area development growth and the potential for new businesses while is still conservative when looking at the long -term average. Franchise Fees are expected to decrease 6.5% with legislative changes limiting fees Cities can collect from cable /telecom providers for the use of the City's right -of -way. Permits are expected to increase 8.2% due to an uptick expected development in FY 2019 -20. Fees, Fines, and Other Tax are expected to remain at the same levels as FY 2018 -19 with no observable factors affecting the collection rates. Miscellaneous Income is expected to decrease 25.2% in FY 2019 -20 with fewer deployments and reimbursements for the City's Firefighters. Throughout the end of FY2016 -17 and all of FY 2017 -18, City of Schertz Firefighters were deployed to disasters statewide ranging from Hurricane Harvey aftermath to wildfires to render aid. These deployments are fully reimbursed by Federal and State programs. FY 2018 -19 saw the final reimbursements being made for those incidents. Expenses: The overall FY 2019 -20 General Fund Operating Budget increased 16.6% from FY 2018 -19 year end estimates. This increase includes $631,000 for new positions and personnel programs for Police, Fire, Animal Services, Engineering, Streets, Parks, and Fleet Services. The new personnel assignments will be based on an independent firm's staffing recommendations after review of the practices and service levels of the City and the feedback received in the 2019 Citizen Survey. Another notable item for the FY 2019 -20 Budget is the implementation of the Classification & Compensation Study's first year recommendation. This study by a 3rd party reviews market wages and makes recommendations for compensation adjustments for City staff. Having comparable market wages is important so the City can retain good employees and fill vacancies with qualified individuals. The upcoming budget has $275,000 set aside to act on the study's recommendation. The remainder of the increase from the FY 2018 -19 year end estimates is to continue the annual merit program for staff, set a contingency amount at 0.8% of the budget, and to estimate all tax reimbursement agreements with applicable business in Schertz will be earned and paid. In FY 2017 -18 a new permit software began the implementation process. The total project cost is estimated to be $375,000 and will improve the plan review and permit issuing process by making it streamlined for a faster and more convenient way for developers EXECUTIVE SUMMARY and residents to build in Schertz. The estimated remaining project cost remaining to be expensed is $190,000 for FY 2019 -20. City Council The Proposed FY 2019 -20 Budget increases 17.8% from the FY 2018 -19 year end estimates. This budget will now include the Volunteer Appreciation Luncheon which was moved from special events. New tablets, phones, and monitors will be purchased in FY 2019 -20 in anticipation of new councilmembers. City Manager The FY 2019 -20 Budget increases 8.4% from the FY 2018 -19 year end estimate due to full year funding of the City Manager and second Assistant City Manager positions. Municipal Court The FY 2019 -20 Budget decreases 6.5% from the FY 2018 -19 year end estimate with the transfer of a court clerk to the Inspections Division as a Development Specialist. 311 Customer Service The FY 2019 -20 Budget decreases 14.6% from the FY 2018 -19 year end estimate due to personnel savings. Planning & Zoning The FY 2019 -20 Budget increases 8.4% from the FY 2018 -19 year end estimate to send more Planning & Zoning Commissioners to training. Legal Services The FY 2019 -20 Budget decreases 3.2% from the FY 2018 -19 year end estimate with less planned billable hours for legal services. City Secretary The FY 2019 -20 Budget decreases 6.8% from the FY 2018 -19 year end estimate due to personnel turnover. Non - Departmental The FY 2019 -20 Budget increases 44.7% from the FY 2018 -19 year end estimate. The City Support services increase is to set a total $300,000 in a contingency funds and $275,000 to act on the Classification and Compensation study recommendation. City Assistance will increase $496,000 in anticipation of paying out all eligible tax reimbursements to applicable businesses. The fund transfer to the Special Events fund has been removed as these events will now be located in the Parks Department and will no longer require a transfer. Public Affairs The FY 2019 -20 Budget decreases 8.2% from the FY 2018 -19 year end estimate due to approving lower cost design and postage contracts for the magazine. Engineering The FY 2019 -20 Budget increases 2.5% from the year end estimate with the addition of a second Engineer position. This increase is partially offset by less expected plan review professional services and less capital outlay. EXECUTIVE SUMMARY GIS The FY 2019 -20 Budget increases 2.0% from the FY 2018 -19 year end estimate for higher personnel and training costs. Police The FY 2019 -20 Budget increases 8.6% from the FY 2018 -19 year end estimate. Personnel increases 4.6% with the addition of a new Patrol Officer position, an update to the holiday pay policy, and the citywide annual merit. With a higher staffing rate and fuel costs anticipated, Utility Services shows an increase 21.5 %. Every 3 years the City renews 4 leased vehicles for use by the Police Department and it is set to renew in FY 2019 -20 for $57,600. In Capital Outlay, the number of patrol vehicles needing to be purchased and replaced increased from 7 in FY 2018 -19 to 9 in FY 2019 -20. Fire Rescue The FY 2019 -20 Budget will increase 2.1 % from the FY 2018 -19 year end estimate from higher personnel costs related to the annual merit and the update to the holiday pay policy. Inspections The FY 2019 -20 Budget increases 2.5% from the FY 2018 -19 year end estimate. Higher personnel and staff support costs from being fully staffed are offset by lower capital outlay. Streets The FY 2019 -20 Budget will increase 4.9% from the FY 2018 -19 year end estimate. Personnel will increase 15.9% with the addition of a Street Worker II and 2 Street Worker I positions to help keep up regular maintenance on the City's ever growing street miles. This increase is offset from the FY 2018 -19 year end estimate due to fewer vehicles and equipment being purchased in the FY 2019 -20 Capital Outlay category. Parks The FY 2019 -20 Budget will increase 1.6% from the FY 2018 -19 year end estimate. This increase is from the addition of $22,500 in Supplies for Landscaping supplies. Also included in this increase is the transfer of event expenses from Special Events. Pools The FY 2019 -20 Budget will decrease 1.2% from the FY 2018 -19 year end estimate due to the decrease in utility services, professional services, operating equipment. This decrease was offset by an increase in Contract Maintenance to update the value to actual costs incurred by the YMCA. Event Facilities The FY 2019 -20 Budget will increase 11.7% from the FY 2018 -19 year end estimate due to the cleaning contract for the Civic Center not being fully executed until FY 2019 -20. Also included in the increase is the purchase of replacement office equipment. Library The FY 2019 -20 budget will decrease 1.5% from the FY 2018 -19 year end estimate. Additional library materials will be purchased to keep up with materials per service population figure so the library can stay accredited. Staff expects to work more efficiently next year and reduce the overall number of hours worked to be closer in line with stated EXECUTIVE SUMMARY schedules which will reduce overtime. Animal Services The FY 2019 -20 Budget will increase 35.4% from the FY 2018 -19 year end estimates due to the increase in personnel costs from the addition of 2 full time Animal Shelter Technicians and the purchase of a replacement Animal Service Officer vehicle. Information Technology The Information Technology FY 2019 -20 Budget decrease 6.5% from the FY 2018 -19 year end estimates. Included in FY 2019 -20 is the remaining costs of setting up the new permit software of $190,424 plus the cost of the phone system emergency location module. These costs were offset by the purchase of the new phone system that was implemented in FY 2018 -19 that is has dropped off in the FY 2019 -20 budget. Human Resources The FY 2019 -20 Budget will increase 3.5% from the FY 2018 -19 year end estimate due to the lower than expected unemployment claims in FY 2018 -19 and the addition of broker services which was previously included in premiums paid by each department. Now broker services will be billed separately and will be located in the human resources budget. This increase is offset by the removal of the Class & Comp Study that was funded in FY 2018 -19 but not in FY 2019 -20. Finance The FY 2019 -20 Budget will increase 1.0% from the FY 2018 -19 year end estimate due to a higher personnel estimates caused by lower expected turnover. Purchasing & Asset Management The FY 2019 -20 Budget will increase 1.4% from the FY 2018 -19 year end estimate due to general operating cost increases. Fleet Services The FY 2019 -20 Budget will increase 27.3% from the FY 2018 -19 year end estimate due the additional personnel costs of the new Fleet Manager position as well as the transfer of a facilities services technician position that was converted into a Fleet Administrative Assistant. Facility Services The FY 2019 -20 Budget will decrease 2.9% from the FY 2018 -19 year end estimates due to the transfer of 1 facilities services technician position to the fleet department to be converted to Administrative assistant. In addition, the decrease is also due to lower costs for building maintenance. City Assistance The FY 2019 -20 Budget will decrease 0.8% from the FY 2018 -19 year end estimate due to a decrease in the donation expense for the senior center to match revenue projections. This decrease is offset by an increase in the transportation assistance program to match growth. Court Restricted Funds The FY 2019 -20 Budget will increase $559.00 from the FY 2018 -19 to match the increase in court technology fee projections. EXECUTIVE SUMMARY Interest & Sinking Fund Revenues: Revenues for FY 2019 -20 increase 7.5% from the FY 2018 -19 estimate with a $144,003 transferred from reserves for the year. This withdraw is a planned transfer of excess reserves to reduce the tax rate. Expenses: The FY 2019 -20 Budget will increase 4.4% from the FY 2018 -19 year end estimate with the issuance of Certificates of Obligation, Series 2019. Water & Sewer Fund Revenue: Revenues for FY 2019 -20 are expected to increase 13.2% from the FY 2019- 19 year end estimate with a $2.4 million transfer from reserves to fund capital projects. Expenses: The FY 2019 -20 Budget increases 10.7% from the FY 2018 -19 year end estimates to fund a new water main, utility relocations, waterline replacements, and water tank painting. Utility Billing The FY 2019 -20 Budget increases 9.7% from the FY 2018 -19 year end estimate with additional postage costs and the purchase of a replacement vehicle. Administration The FY 2019 -20 Budget will decrease 0.6% from the FY 2018 -19 year end estimate. Increases in personnel costs for the annual merit program, in Fund Charges /Transfers for additional contributions to Schertz Seguin Local Government Corporation (SSLGC) and the Cibolo Creek Municipal Authority (CCMA) for the water pipeline project and south wastewater treatment plant construction, in Maintenance Services for the increase in CCMA's treatment fee, and setting a contingency account for $100,000 in City Support Services for general use, are all offset in FY 2019 -20 by fewer large equipment and vehicle purchases in Capital Outlay. Capital Recovery Fund — Water Projects for FY 2019 -20 include conducting the Water/Wastewater Capital Recovery Study to identify future capital needs. Ongoing projects include the 1 million gallon elevated tank at Corbett which was funded in FY 2018 -19. Capital Recovery Fund - Sewer Projects for FY 2019 -20 include conducting the Water/Wastewater Capital Recovery Study to identify future capital needs. Ongoing projects include the construction of the main trunk line in southern Schertz that will connect to the new sewer treatment facility being added to the area. Drainage Fund Revenue: The FY 2019 -20 revenue from drainage fees is expected to increase 2.5% with new commercial and residential development occurring in the City. Overall revenue will increase 0.2% from the prior year which saw the remainder or a one time contribution from Cibolo for the Cibolo Creek Bridge reconstruction. EXECUTIVE SUMMARY Expenses: The FY 2019 -20 Budget will increase 9.7% from the FY 2018 -19 year end estimate for the operating accounts not including projects. The increase is due to higher personnel costs related to the annual merit program, setting a contingency at $30,000, additional Maintenance Services for a new outsourced mowing contract to improve services, and additional large equipment and vehicle purchases. EMS Fund Revenue: Revenues for FY 2019 -20 are expected to increase 0.2% from FY 2018 -19 year end estimates. The additional transports increasing revenue is offset by a 5.6% decrease in the Inter - Jurisdictional revenues to provide coverage for each community serviced by the City's EMS. Expenses: The FY 2019 -20 Budget will increase 8.7% from the FY 2018 -19 year end estimate. Included in the FY 2019 -20 budget is the converting a billing clerk to a billing specialist, an upgrade to Rescue Net billing software, hiring a new part -time supply coordinator, and Paramedic school program for EMTs. In addition to these programs, capital outlay has increased $364,500 for a replacement ambulance and 2 replacement vehicles. Schertz Economic Development Corporation (SEDC) Revenues: The SEDC receives one -half of one percent of all sales and use tax generated within the City of Schertz. The revenue for FY 2019 -20 is projected to increase by 34.3% from the FY 2018 -19 year -end estimate. The increase reflects a 4% increase in sales tax revenue, and transfer from reserves of $3,110,648 for Performance Agreements. Expenses: The expenses for FY 2019 -20 are projected to increase by 6,175,000 from the FY 2018 -19 year end estimate to include an additional $ 5,675,000 in Annual Infrastructure Grants associated with SEDC Performance Agreements and $500,000 as a contribution for improvements on Main Street. Special Events Fund Revenue: The revenue for FY 2019 -20 is expected to decrease 82.1 % from FY 2018 -19 year end estimates due to all events with the exception of Walk for Life and Hal Baldwin Scholarship being moved to the General Fund to be tracked in the parks department. Expenses: The Special Events Fund FY 2019 -20 Budget decreased 82.1 % from the FY 2019 -20 year end estimates. This decrease is caused by moving multiple events to the general fund to be assigned to the parks department. Public, Educational, and Governmental Access (PEG) Fund Revenue: Revenues for FY 2019 -20 are expected to increase 36.9% from the FY 2018- 19 year end estimates with a $28,000 transfer from reserves to continue the communication master plan. Expenses: The PEG Fund FY 2019 -20 Budget increased $114,741 from the FY 2018- 19 year end estimates with the continued implementation of the communication master plan. EXECUTIVE SUMMARY Hotel Motel Tax Fund Revenue: Revenue for FY 2019 -20 is expected to decrease 2.6% from the FY 2018 -19 year end estimates due to recent events that may effect capacity. Expenses: The Hotel Motel Tax Fund FY 2019 -20 Budget increased 59.5% from FY 2018 -19 year end estimates. FY 2017 -18 included $250,000 of AV upgrades to the Civic Center which increased the budget higher than it is normally. Park Fund Revenue: The revenue for FY 2019 -20 is expected to increase $40,000 from the FY 2018 -19 year end estimates from new development. As a project based fund, revenues are built up and collected in reserves then spent once they have reached a level to fund new projects. In FY 2019 -20 an additional $99,000 is budgeted to be used from reserves. Expenses: The FY 2019 -20 Budget increases 0.2% from the FY 2018 -19 year end estimate. Park development for FY 2019 -20 for two new pavilions at the Community Playscape and Crescent Bend Park and replacing a woodchip path with decomposed granite at Heritage Oaks Park. Tree Mitigation Revenue: The revenue for FY 2019 -20 is expected to increase by $60,000 from 2018- 19 year end estimate with an expected additional new development. As a project based fund, revenues are built up and collected in reserves then spent once they have reached a level to fund new projects. Expenses: The FY 2019 -20 Budget will increase by $50,000 from the FY 2018 -19 year end estimate for additional tree trimming and planting shade trees throughout the city. Library Fund Revenues: Revenue for FY 2019 -20 is expected to decrease 3.6% from the FY 2018- 19 year end estimate due to fewer estimated book sales. Expenses: The Library Fund's FY 2019 -20 Budget decreases 33.0% from the FY 2018- 19 year end estimates with fewer purchases of library materials. Historical Committee Revenues: Revenue for FY 2019 -20 will remain at the same funding allocation as FY 2018 -19. Expenses: The Historical Committee's FY 2019 -20 Budget will remain the as the FY 2018 -19 Budget. Prosecuting ■ * Attorney* City Secretary Citizens Mayor & City Council City Manager* 0 Municipal Court City Attorney* Judge Assistant to the Assistant City Assistant City Executive Director City Manager Manager Manager Economic Operations Development Development Deveopment Schertz Economic Public Affairs Police Services Development Corporation Fire Rescue 1= Engineering Parks, Recreation, EMS and Community Service Public Works Information Technology Fleet & Facility Is Library Services Geographic Human Resources Information Systems Finance 9 -05 -2019 09:39 AM 101 - GENERAL FUND C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX FINANCIAL SUMMARY 2016 -2017 ACTUAL (-------- 2017 -2018 ACTUAL - - - - -- CURRENT BUDGET 2018 -2019 --------------- Y -T -D ACTUAL PROJECTED YEAR END -------- 2019 -2020 -- - - - - -) CITY ADMIN. ADOPTED RECOMMENDED BUDGET REVENUE SUMMARY 93,412 79,763 103,959 80,134 91,937 108,837 Taxes 18,449,210 20,507,460 21,519,002 20,822,271 22,410,167 23,448,050 Franchises 2,213,197 2,308,335 2,373,687 1,860,220 2,337,000 2,184,000 Permits 2,304,765 2,244,153 1,604,320 1,199,169 1,609,760 1,742,250 Licenses 63,164 73,381 56,760 56,732 69,160 56,860 Fees 2,661,261 2,587,847 1,843,973 1,990,989 2,427,610 2,390,134 Fines & Forfeitures 23,339 20,902 22,000 12,024 13,000 12,000 Inter - Jurisdictional 876,885 887,256 967,008 743,488 961,512 977,436 Fund Transfers 2,484,140 2,989,901 5,063,249 2,352,665 2,811,303 7,507,622 Miscellaneous 513,522 918,108 706,550 885,674 1,213,183 907,250 TOTAL REVENUES 29,589,483 32,537,343 34,156,549 29,923,233 33,852,695 39,225,602 EXPENDITURE SUMMARY GENERAL GOVERNMENT CITY COUNCIL 93,412 79,763 103,959 80,134 91,937 108,837 CITY MANAGER 1,077,769 1,256,251 1,161,522 895,403 1,137,734 1,194,870 MUNICIPAL COURT 342,228 368,540 346,940 298,402 364,746 340,383 CUSTOMER RELATIONS -311 117,777 121,141 121,957 100,597 121,293 107,747 PLANNING & ZONING 214,454 220,761 240,266 181,504 240,065 253,322 LEGAL SERVICES 150,698 129,958 160,000 77,903 145,000 150,000 CITY SECRETARY 190,571 200,851 207,049 179,264 218,161 201,461 NONDEPARTMENTAL 2,352,849 2,424,967 2,769,167 2,006,583 2,226,900 3,221,768 PUBLIC AFFAIRS 319,030 301,935 652,091 527,829 641,755 596,624 RECORDS MANAGEMENT 47,680 62,624 0 0 0 0 SCHERTZ TALES MAGAZINE 349,950 370,241 0 ( 350) 0 0 ENGINEERING 540,453 639,481 739,220 575,974 747,883 767,011 GIS 163,735 172,851 175,311 151,912 186,237 182,674 TOTAL GENERAL GOVERNMENT 5,960,607 6,349,363 6,677,482 5,075,155 6,121,711 7,124,697 PUBLIC SAFETY POLICE 6,870,567 7,238,194 8,355,808 6,809,734 8,387,028 9,079,000 FIRE RESCUE 4,076,531 4,806,193 5,283,184 4,287,772 5,528,594 5,458,243 INSPECTIONS 811,916 923,193 895,579 810,258 1,011,652 999,402 MARSHAL'S OFFICE 481,980 372,049 0 0 0 0 TOTAL PUBLIC SAFETY 12,240,994 13,339,628 14,534,571 11,907,764 14,927,274 15,536,645 PUBLIC ENVIRONMENT STREETS 1,264,787 1,230,206 1,641,982 1,059,386 1,601 1,522,166 TOTAL PUBLIC ENVIRONMENT 1,264,787 1,230,206 1,641,982 1,059,386 1,601,249 1,522,166 9 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND FINANCIAL SUMMARY 2016 -2017 ACTUAL C I T Y O PROPOSED AS OF: (-------- 2017 -2018 ACTUAL F S C H E R T Z BUDGET WORKSHEET JULY 31ST, 2019 - - - - -- 2018 -2019 --------------- CURRENT Y -T -D BUDGET ACTUAL )( PROJECTED YEAR END PAGE: X$X -- - - - - -- 2019 -2020 -- - - - - -) CITY ADMIN. ADOPTED RECOMMENDED BUDGET PARKS & RECREATION PARKS 970,348 1,059,505 1,610,307 1,176,957 1,590,637 1,553,939 SWIM POOL 629,056 578,573 639,878 353,952 576,530 569,878 EVENT FACILITIES 117,289 125,438 425,605 262,926 353,358 395,017 TOTAL PARKS & RECREATION 1,716,693 1,763,517 2,675,790 1,793,834 2,520,525 2,518,834 CULTURAL LIBRARY 904,485 945,948 967,904 826,360 1,040,832 1,025,736 TOTAL CULTURAL 904,485 945,948 967,904 826,360 1,040,832 1,025,736 HEALTH ANIMAL SERVICES 555,661 529,980 500,269 393,437 511,143 669,981 ENVIRONMENTAL HEALTH 204,879 199,779 0 0 0 0 TOTAL HEALTH 760,540 729,759 500,269 393,437 511,143 669,981 INTERNAL SERVICE INFORMATION TECHNOLOGY 1,544,743 1,838,909 2,790,759 1,726,613 2,647,393 2,455,137 HUMAN RESOURCES 428,739 506,860 687,385 437,803 617,279 639,174 FINANCE 604,458 565,676 625,482 498,900 628,079 608,893 PURCHASING & ASSET MGT 191,858 230,539 229,399 192,572 239,448 233,183 FLEET SERVICE 695,951 750,015 880,543 660,755 871,898 1,046,481 BUILDING MAINTENANCE 1,405,157 1,442,251 1,542,419 1,177.022 1,552,425 1.491,682 TOTAL INTERNAL SERVICE 4,870,908 5,334,250 6,755,987 4,693,664 6,556,522 6,474,550 MISC & PROJECTS PROJECTS 0 0 0 0 0 4,000,000 CITY'S ASSISTANCE 298,164 312,091 332,666 238,403 332,666 330,000 COURT- RESTRICTED FUNDS 357 6,500 45,000 0 22,433 22,992 TOTAL MISC & PROJECTS 298,521 318,591 377,666 238,403 355,099 4.352,992 TOTAL EXPENDITURES 28,017,534 30,011,261 34,131,651 25,988,004 33,634,355 39,225,602 REVENUE OVER /(UNDER) EXPENDITURES 1,571,949 2,526,081 24,898 3,935,229 218,340 0 10 of 253 9 -05 -2019 09:39 AM C I T Y O F S C H E R T Z PAGE: XgX PROPOSED BUDGET WORKSHEET 101 - GENERAL FUND AS OF: JULY 31ST, 2019 REVENUES (-------- - - - - -- 2018 -2019 --------------- -------- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Taxes 000 - 411100 Advalorem Tax - Current 11,128,370 11,849,652 13,122,952 13,423,044 13,450,000 14,060,000 000 - 411110 Disable Veterans Assist Pymnt 0 0 0 201,117 201,117 300,000 000 - 411200 Advalorem Tax - Delinquent ( 192) 73,378 50,000 46,486 50,000 50,000 000 - 411300 Advalorem Tax -P &I 54,759 85,694 50,000 57,664 65,000 50,000 000 - 411500 Sales Tax Revenue -Gen Fund 7,223,574 8,455,341 8,252,000 7,033,442 8,600,000 8,944,000 000 - 411600 Bingo Tax 31 11 50 24 50 50 000 - 411700 Mixed Beverage Tax 42,668 43,384 44,000 60,494 44,000 44,000 TOTAL Taxes 18,449,210 20,507,460 21,519,002 20,822,271 22,410,167 23,448,050 Franchises 000 - 421200 Center Point /Entex Energy 68,524 80,245 82,989 80,528 83,000 90,000 000 - 421220 City Public Service 910,771 975,967 1,022,834 789,937 1,020,000 1,020,000 000 - 421240 Guadalupe Valley Elec Co -op 423,898 454,085 423,554 330,539 423,000 455,000 000 - 421250 New Braunfels Utilities 69,790 71,119 74,473 56,371 75,000 78,000 000 - 421300 Time Warner -State Franchise 273,989 305,571 298,638 265,658 300,000 180,000 000 - 421460 AT &T Franchise Fee 200,597 137,206 152,419 127,940 150,000 75,000 000 - 421480 Other Telecom Franchise - ROW 135,724 129,917 162,781 92,793 130,000 130,000 000 - 421500 Solid Waste Franchise Fee 129,905 154,225 156,000 116,455 156,000 156,000 TOTAL Franchises 2,213,197 2,308,335 2,373,687 1,860,220 2,337,000 2,184,000 Permits 000 - 431100 Home Occupation Permit 490 490 500 490 600 500 000 - 431205 Bldg Permit - Residential 630,839 688,249 618,520 390,822 529,560 550,000 000 - 431210 Bldg Permit - Commercial 630,642 687,368 270,000 93,094 270,000 350,000 000- 431215 Bldg Permit - General 534,711 329,072 220,000 274,842 335,000 350,000 000 - 431300 Mobile Home Permit 300 350 300 650 750 400 000 - 431400 Signs Permit 5,482 5,458 5,800 8,066 9,000 5,600 000 - 431500 Food Establishmnt Permit 62,715 60,950 63,000 60,760 63,000 63,000 000 - 431600 Garage Sale Permit 9,490 2,135 0 0 0 0 000 - 431700 Plumbing Permit 139,490 161,472 128,800 99,149 128,800 138,950 000 - 431750 Electrical Permit 71,500 82,140 65,500 56,900 70,000 70,900 000 - 431800 Mechanical Permit 71,800 76,940 65,900 50,940 65,900 68,300 000- 431900 Solicitor /Peddler Permit 1,485 2,620 1,500 6,130 6,500 2,300 000 - 431950 Animal /Pet Permit 365 90 1,000 0 250 500 000 - 432000 Cert of Occupancy Prmt 5,650 6,450 6,500 6,900 6,500 6,300 000 - 432100 Security Alarm Permit 40,356 51,697 36,000 99,206 42,900 43,000 000 - 432300 Grading /Clearing Permit 9,046 14,646 15,000 11,738 14,000 12,500 000 - 432400 Development Permit 61,037 39,252 81,000 16,495 40,000 50,000 000 - 435000 Fire Permit 29,368 33,025 25,000 22,988 27,000 30,000 000 - 436010 Network Nodes 0 1,750 0 0 0 0 TOTAL Permits 2,304,765 2,244,153 1,604,320 1,199,169 1,609,760 1,742,250 Licenses 000 - 441000 Alcohol Beverage License 7,075 7,085 8,000 6,158 8,000 8,100 000 - 441300 Mobile Home License 160 80 160 80 160 160 000 - 442000 Contractors License 52,600 63,660 45,600 48,250 58,000 45,600 000 - 444000 Pet License 3,329 2,556 3,000 2,244 3,000 3,000 TOTAL Licenses 63,164 73,381 56,760 56,732 69,160 56,860 11 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND REVENUES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: X$X 12 of 253 (-------- - - - - -- 2018 -2019 --------------- -------- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Fees 000- 451000 Municipal Court Fines 742,592 642,041 382,303 573,577 668,010 664,160 000 - 451100 Arrest Fee 28,080 24,743 21,012 21,668 25,290 25,680 000 - 451110 Expunction Fee 90 0 120 0 160 160 000 - 451200 Warrant Fees 102,156 75,203 98,000 62,091 69,468 73,560 000 - 451210 Court - Claims & Judgements ( 1,856) 0 0 ( 215) 0 0 000 - 451320 Civil Justice Fee -Court 0 0 29 0 0 0 000 - 451321 Civil Justice Fee -State 0 0 262 0 0 0 000 - 451340 Judicial Fee -City 3,854 3,315 2,776 2,886 3,377 3,432 000 - 451400 Traffic Fine Costs TTL 13,403 11,712 6,000 10,199 12,068 12,168 000 - 451510 Juvenile Case Mgmt Fee 32,149 27,696 23,236 24,084 28,149 28,668 000 - 451520 Truancy Fees 5,706 4,889 3,934 4,472 5,188 5,352 000 - 451600 Technology Fund Fee 24,918 22,098 18,793 19,242 22,433 22,992 000 - 451700 Security Fee 19,355 16,678 7,475 14,431 16,873 17,244 000 - 451800 Time Payment Fee -City 5,936 4,986 4,119 4,303 4,881 4,968 000 - 451850 State Fines loo Service Fee 38,000 29,598 20,000 35,756 41,412 38,752 000 - 451900 DPS Payment -Local 7,581 5,916 6,210 4,726 5,193 5,592 000 - 452000 Child Safety Fee 3,210 6,798 4,874 7,641 10,708 10,356 000 - 452100 Platting Fees 66,500 53,000 57,000 50,500 59,500 59,000 000 - 452200 Site Plan Fee 28,000 36,000 38,000 29,000 34,000 36,000 000 - 452300 Plan Check Fee 894,728 817,115 514,260 394,133 500,000 625,000 000 - 452320 Tree Mitigation Admin Fee 11,800 17,369 12,000 1,298 6,000 15,000 000- 452400 BOA /Variance Fees 3,111 5,778 6,500 2,750 4,750 5,000 000- 452600 Specific Use /Zone Chng Fee 20,500 23,938 18,000 18,800 21,650 18,000 000 - 452710 Zoning Ltr & Dev Rights 2,400 1,950 1,950 3,900 5,000 1,950 000 - 453100 Reinspection Fees 108,427 169,225 100,100 192,915 220,000 170,000 000- 453110 Swim Pool Inspection Fee 2,530 2,620 2,920 1,320 2,900 2,500 000 - 453200 Lot Abatement 2,243 1,615 5,000 750 2,500 5,000 000 - 453211 Admin Fee - Inspections 15,800 24,600 15,500 9,900 15,500 18,600 000 - 453310 Misc Inspection Fees 0 3,613 0 400 500 0 000 - 453710 Foster Care 1,200 1,100 1,200 353 500 500 000 - 454200 Pool Gate Admission Fee 25,465 23,053 24,000 18,723 24,000 24,000 000 - 454300 Seasonal Pool Pass Fee 5,894 4,410 5,000 4,260 5,000 5,000 000 - 456120 Senior Center Meal Fee 802 802 0 401 800 0 000- 456500 HAZ MAT Fees 400 0 5,000 1,041 5,000 5,000 000 - 456600 Fire Re- inspection Fee 1,200 1,145 1,000 443 500 1,000 000 - 458000 Sale of General Fixed Assets 0 19,252 20,000 0 0 20,000 000 - 458100 Sale of Merchandise 0 0 0 2,086 3,000 0 000 - 458110 Sale of Mdse - GovDeals 52,261 86,052 25,000 100,207 120,000 80,000 000 - 458400 Civic Center Rental Fees 194,964 210,428 197,000 203,040 215,000 200,000 000 - 458401 Capital Recovery Fee -Civic C 14,660 8,220 7,500 13,840 16,000 7,500 000 - 458450 North Center Rental Fees 26,397 26,582 23,000 21,810 28,500 23,000 000- 458460 Senior Center Rental 8,100 4,600 7,200 6,300 7,000 7,000 000- 458500 Community Center Rental Fees 31,978 40,651 35,000 35,547 45,500 35,000 000 - 458510 Grand Ballroom Rental Fees 0 0 0 2,500 22,000 0 000 - 458520 Cut -Off Hall Rental Fees 0 0 0 0 2,000 0 000 - 458530 Conference Hall Rental Fees 0 0 0 0 500 0 000 - 458540 Bluebonnet Hall Rental Fees 0 0 0 75 12,000 0 000 - 458550 Pavilion Rental Fees 19,498 20,380 20,000 16,992 20,000 20,000 12 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND REVENUES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: nX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 000 - 458560 Chamber of Comm Rent 7,800 7,800 7,800 7,800 7,800 7,500 000 - 458570 Non - Resident SYSA League 0 13,080 10,000 19,170 20,000 10,000 000- 458580 HOA Meeting Rental Fees 0 0 0 0 300 0 000 - 458581 Funeral Reception Rental Fees 0 0 0 0 100 0 000 - 458582 Quality of Life Rental Fees 0 0 0 0 400 0 000 - 458590 Cancellation Fees -Event Renta 0 0 0 0 300 0 000 - 458650 NonResident User Fee -BVYA 8,451 9,670 10,000 3,240 10,000 10,000 000 - 458660 BVYA Utility Reimbursement 26,160 21,919 15,000 7,166 15,000 15,000 000 - 458670 SYSA Utility Reimbursement 0 5,465 15,000 1,924 7,500 7,500 000 - 458675 Lions Futbol Utility Reimbrsm 9,376 8,860 10,000 7,032 20,000 10,000 000 - 458700 Vehicle Impoundment 9,860 10,920 10,000 7,820 9,440 10,000 000 - 459200 NSF Check Fee 50 25 100 100 100 100 000 - 459300 Notary Fee 126 96 200 42 125 100 000 - 459400 Maps,Copies,UDC & Misc Fees 40 35 0 30 45 0 000 - 459600 Animal Adoption Fee 18,581 18,827 12,500 9,449 12,000 12,000 000 - 459700 Pet Impoundment Fee 6,267 6,257 6,300 4,525 6,000 5,000 000 - 459800 Police Reports Fee 6,019 5,723 5,800 4,546 5,690 5,800 000 - 459990 Fire - False Alarm Fee 4,500 0 0 0 0 0 TOTAL Fees 2,661,261 2,587,847 1,843,973 1,990,989 2,427,610 2,390,134 Fines & Forfeitures 000 - 463000 Library Fines 23.339 20,902 22.000 12,024 13,000 12,000 TOTAL Fines & Forfeitures 23,339 20,902 22,000 12,024 13,000 12,000 Inter - Jurisdictional 000 - 473100 Bexar Co - Fire 21,078 36,886 21,077 5,269 21,077 21,077 000 - 473200 City of Seguin -Fire Contract 29,231 30,108 29,231 25,090 30,108 30,107 000- 473300 Guadalupe Co- Library 217,152 217,152 218,000 180,960 217,152 217,152 000 - 473400 Randolph AFB - Animal Control 1,200 200 1,200 0 200 500 000 - 474200 Library Services - Cibolo 35,000 35,002 35,000 0 35,000 40,000 000 - 474210 Library Services -Selma 31,540 21,750 22,000 23,475 23,475 24,000 000 - 474400 Dispatch Service - Cibolo 160,000 160,000 166,000 160,000 160,000 166,000 000 - 474600 School Crossing Guard -Bexar C 37,806 43,763 38,000 31,101 38,000 36,000 000 - 474610 School Cross Guard - Guadalupe 38,879 43,636 38,500 31,593 38,500 39,000 000 - 474700 School Officer Funding 255,000 255,000 348,000 261,000 348,000 353,600 000- 474750 Crime Victim Liaison Agreemen 50,000 43,760 50,000 25,000 50,000 50,000 TOTAL Inter - Jurisdictional 876,885 887,256 967,008 743,488 961,512 977,436 Fund Transfers 000 - 480000 Indirect Costs -EMS 150,087 170,087 175,587 146,323 150,000 179,100 000 - 480100 Indirect Costs -Hotel /Motel 66,405 67,605 67,582 56,318 67,582 74,428 000 - 481000 Transfer In - Reserves 0 0 2,226,359 0 0 4,689,305 000 - 482100 Transfer In- Reserves -Ct Tech 0 0 26,207 0 26,207 0 000- 485000 Interfund Charges - Drainage -5% 184,425 271,430 295,157 245,964 295,157 243,114 000- 486000 Interfund Chrges -Admin W &S 1,186,812 1,344,140 1,365,998 1,138,332 1,365,998 1,404,372 000 - 486202 Transfer In- Water &Sewer Fund 0 0 4,000 0 4,000 4,000 000 - 486203 Transfer In -EMS 0 0 4,000 0 4,000 4,000 000 - 486204 Transfer In- Drainage 0 0 1,000 0 1,000 1,000 000 - 487000 Interfund Charges -Fleet 397,581 344,026 370,729 309,098 370,729 361,258 000 - 488000 Interfund Charges -4B 430,445 441,395 456,630 456,630 456,630 461,045 13 of 253 9 -05 -2019 09:39 AM C I T Y O F S C H E R T Z PAGE: XgX PROPOSED BUDGET WORKSHEET 101 - GENERAL FUND AS OF: JULY 31ST, 2019 REVENUES (-------- - - - - -- 2018 -2019 --------------- -------- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 000 - 489000 Transfer In 68,385 86,219 70,000 0 70,000 86,000 000 - 489620 Contribution -SEDC 0 265,000 0 0 0 0 TOTAL Fund Transfers 2,484,140 2,989,901 5,063,249 2,352,665 2,811,303 7,507,622 Miscellaneous 000 - 491000 Interest Earned 4,707 26,901 35,000 60,353 70,000 80,000 000 - 491200 Investment Income 136,001 242,255 235,000 311,896 415,000 400,000 000 - 491800 Gain /Loss ( 1,421) ( 16,292) 0 ( 9,867) 0 0 000- 491900 Unrealized Gain /Loss - Capone ( 11,305) ( 777) 0 19,985 0 0 000 - 492500 Proceeds from Capital Lease 0 42,829 0 0 0 0 000 - 493000 Donations - Others 0 20 0 50 50 0 000 - 493120 Donations - Public Library 4,044 6,854 10,000 7,664 10,000 10,000 000 - 493400 Donations- Animal Control 18,191 12,979 15,000 3,293 5,000 5,000 000 - 493401 Donations -A /C Microchip 640 675 1,000 292 0 0 000 - 493402 Donations - Spay &Neuter 810 87 1,000 0 350 0 000 - 493403 Donation -A.S Adoption Trailer 552 0 0 0 0 0 000 - 493404 Donations -TNR Program 0 0 500 0 0 0 000 - 493460 Donations- Parks 13,741 11,356 10,000 3,161 10,000 10,000 000 - 493465 Donations - Senior Center 10,572 11,472 10,000 9,558 10,000 10,000 000 - 493502 Donations -PD 4,222 27,000 0 ( 24,345) 500 0 000 - 493503 Donation -Fire Rescue 9,541 15,350 0 1,740 1,740 0 000 - 493505 Donations - Police Events 0 0 0 0 0 3,000 000 - 493700 July 4th Activities 0 0 0 0 0 26,000 000- 493701 Proceeds - Holidazzle 0 0 0 0 0 1,500 000 - 493704 Moving on Main 0 0 0 0 0 3,000 000 - 494481 LawEnforcemtOfficersStnd &Educ 3,679 3,823 3,650 4,341 5,000 0 000 - 494482 Grants - Police, Fire, Gen Fund 4,892 1,474 3,000 0 8,000 2,500 000 - 495100 Mobile Stage Rental Fees 1,550 3,650 2,100 2,050 2,050 2,100 000 - 497000 Misc Income -Gen Fund ( 25,323) 27,727 60,000 37,595 50,000 25,000 000 - 497005 Schertz Magazine Advertising 186,000 147,755 140,000 121,125 145,000 140,000 000 - 497100 Misc Income- Police 17,866 11,240 3,800 8,094 9,500 9,000 000 - 497106 Misc Income - Special Events 0 0 0 0 0 14,150 000 - 497150 Misc Income -Fire Department 1,750 970 0 0 0 0 000 - 497200 Misc Income - Library 4,965 5,331 4,500 4,014 5,000 4,500 000 - 497210 Misc Income - Library Copier 18,187 19,558 18,000 17,586 20,000 18,000 000- 497300 Misc Income - Animal Control 390 299 0 325 400 0 000 - 497400 Misc Income - Streets Dept 51,735 28,275 60,000 21,964 30,000 30,000 000 - 497460 Misc Income -Parks 0 0 0 140 250 0 000 - 497500 Misc Income -TML Ins. Claims 9,252 36,098 20,000 17,218 30,000 20,000 000 - 497550 Misc Income -TML WC Reimbursmn 11,957 2,074 15,000 1,531 5,000 10,000 000 - 497600 Misc Income - Vending Mach 2,257 2,365 2,500 2,270 2,500 2,500 000 - 497610 Misc Income -Muni Court 0 2,036 0 154 170 0 000 - 498000 Reimbursmnt -Gen Fund 20,359 8,355 20,000 0 10,000 20,000 000- 498100 Reimburmnt Fire - Training 7 0 500 0 0 0 000 - 498105 Reimbursmt Police OT -DEA 5,764 17,213 0 15,629 18,000 18,000 000 - 498110 Reimburmnt Fire -Emg Acti -OT 3,267 212,799 30,000 234,841 336,655 30,000 000 - 498150 Reimbursement - Library 4.673 6,355 6,000 13,018 13,018 13,000 TOTAL Miscellaneous 513,522 918,108 706,550 885,674 1.213,183 907,250 TOTAL REVENUES 29,589,483 32,537,343 34,156,549 29,923,233 33,852,695 39,225,602 14 of 253 DEPARTMENT: 150 CITY COUNCIL FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The Schertz City Council is made up of eight elected officials. City residents currently elect a Mayor and seven Council members at- large. Mayors Pro Tempore shall be appointed by a majority vote of the City Council following a properly made motion to appoint a member who is both: (a) Eligible to serve as Mayor Pro Tempore; (b) Is, at the time of the motion, a Councilmember in good standing. The Mayor and seven City Council members are paid a modest stipend. The Schertz City Council is the City's legislative body. It sets policies, approves budgets, determines tax rates and passes ordinances and resolutions to govern the City. Council also appoints citizen volunteers to approximately 10 City advisory boards, committees, and commissions; and appoints and supervises the performances of the City Manager, City Secretary, City Attorney, and Municipal Court Judges. ORGANIZATIONAL CHART 15 of 253 CITY COUNCIL PERFORMANCE INDICATORS Number of ordinances passed 2017 -18 2018 -19 2019 -20 Workload /Output Actual Estimate Budget Number of ordinances passed 48 50 50 Number of resolutions passed 172 170 170 Requests for Information 28 10 15 Number of Council Meetings 47 47 47 Requests for Agenda Items 26 16 16 Council on the Go Meetings 3 3 3 Council HOA Presidents Meeting 1 2 2 Meeting Attendance rate 96 96 96 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget Meeting Attendance rate 96 96 96 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $35,410 $36,165 $36,787 Supplies 143 700 650 City Support Services 20,578 25,225 32,500 Operations Support 29 300 300 Staff Support 22,979 22,000 26,600 Professional Services 0 8,000 10,000 Operating Equipment 0 0 2,000 Total $79,763 $92,393 $108,837 PROGRAM JUSTIFICATION AND ANALYSIS The Proposed FY 2019 -20 Budget increases 17.8% from the FY 2018 -19 year end estimates. This budget will now include the Volunteer Appreciation Luncheon which was moved from special events. New tablets, phones, and monitors will be purchased in FY 2019 -20 in anticipation of new councilmembers. 16 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES CITY COUNCIL C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: X$X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 23,097 150 - 511110 Regular 24,809 150 - 511240 Allowances 6,183 150- 511310 FICA - Employer 2,370 TOTAL Personnel Services 33,361 Supplies 2,488 150- 521000 Operating Supplies 591 150 - 521100 Office Supplies 39 TOTAL Supplies 630 City Support Services 36,787 150- 532600 City Elections 26,390 150 - 532800 Special Events 7.979 TOTAL City Support Services 34,369 Utility Services 482 150 - 533330 Telephone /Internet 0 TOTAL Utility Services 0 Operations Support 700 150 - 534200 Printing & Binding 336 TOTAL Operations Support 336 Staff Support 18,000 150- 535100 Uniforms 910 150 - 535300 Memberships 10,663 150- 535400 Publications 147 150 - 535500 Training /Travel 12,274 TOTAL Staff Support 23,993 Professional Services 0 150 - 541300 Other Consl /Prof Services 0 TOTAL Professional Services 0 Rental / Leasing 0 Operating Equipment 0 150 - 571000 Furniture & Fixtures 723 150- 571300 Computer & Periphe. < $5,000 0 TOTAL Operating Equipment 723 TOTAL CITY COUNCIL 26,699 23,097 20,576 25,429 24,462 6,195 9,424 7,814 9,740 9,711 2,516 2,488 2,171 2,690 2,614 35,410 35,009 30,561 37,859 36,787 63 500 158 200 400 80 500 482 500 250 143 1,000 640 700 650 19,137 18,000 17,110 17,228 18,000 1,441 9.500 7.460 81000 14,500 20,578 27,500 24,570 25,228 32,500 625 0 0 0 0 625 0 0 0 0 29 300 178 300 300 29 300 178 300 300 117 500 374 400 400 11,808 15,000 11,712 12,000 13,000 0 150 0 100 200 11,055 16,500 6,248 9,500 13,000. 22,979 32,150 18,334 22,000 26,600 0 81000 5,850 5,850 10,000 0 8,000 5,850 5,850 10,000 0 0 0 0 0 0 0 0 0 2,000 0 0 0 0 2,000 93,412 79,763 17 of 253 103,959 80,134 91,937 108,837 DEPARTMENT: 151 CITY MANAGER FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The City Manager and his department advise the Council on policy and operational planning issues. This department assures that policies adopted by the Council are carried out efficiently, fairly, and effectively. It oversees and manages the daily affairs of the City, assesses the long -term capital and service delivery needs of the City, and prepares and administers the annual operating and capital budget. The City Manager serves as a focal point for the management of City staff. GOALS AND OBJECTIVES Develop strategic plans and systems to meet the many diverse needs of the community. Respond effectively and timely to City Council requests. Develop effective programs to enhance business development and growth. Develop management systems for efficient and effective use of resources Recruit, retain and develop talented staff. Evaluate, integrate, and utilize prudent technology to efficiently deliver municipal services to the community. ORGANIZATIONAL CHART 18 of 253 CITY MANAGER CITY MANAGER 2017 -18 2018 -19 2019 -20 City Manager 1 1 1 Assistant City Manager 2 2 2 Assistant to the City Manager 1 1 1 Executive Assistant 1 1 1 TOTAL POSITIONS 5 5 5 ECONOMIC DEVELOPMENT 2017 -18 2018 -19 2019 -20 Executive Director 1 1 1 Business Retention Manager 0 1 1 Economic Development Analyst 1 1 1 Economic Development Specialist 1 0 0 Executive Assistant 1 1 1 TOTAL POSITIONS 4 41 4 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $1,231,129 $1,073,315 $1,162,045 Supplies 457 2,000 2,000 City Support Services 8,154 3,000 6,000 Utility Services 1,635 414 0 Operations Support 0 100 50 Staff Support 13,429 21,888 24,775 Operating Equipment 1,447 1,370 0 Total $1,256,251 $1,102,087 $1,194,870 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget increases 8.4% from the FY 2018 -19 year end estimate due to full year funding of the City Manager and second Assistant City Manager positions. 19 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES CITY MANAGER C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 653,522 151 - 511110 Regular 764,837 151 - 511120 Overtime 0 151 - 511180 LTD 2,245 151 - 511210 Longevity 6,140 151- 511220 Clothing Allowance 312 151 - 511230 Certification Allowance 2,880 151 - 511240 Allowances 14,400 151 - 511310 FICA - Employer 53,708 151 - 511350 TMRS - Employer 126,667 151 - 511355 ICMA Contributions - Employer 10,000 151- 511410 Health - Employer 64,734 151 - 511500 Workers' Compensation 1,233 TOTAL Personnel Services 1,047,156 Supplies 135,308 139,054 151 - 521100 Office Supplies 2,286 151 - 521300 Motor Veh. Supplies 0 TOTAL Supplies 52,847 2,286 City Support Services 1,052 151- 532800 Special Events 5,093 TOTAL City Support Services 5,093 Utility Services 1,162,045 151 - 533500 Vehicle Fuel 233 TOTAL Utility Services 233 Operations Support 0 151 - 534200 Printing & Binding 24 TOTAL Operations Support 24 Staff Support 8,154 6,000 151 - 535100 Uniforms 352 151 - 535200 Employee Recognition 2,028 151- 535300 Memberships 3,783 151- 535400 Publications 493 151 - 535500 Training /Travel 11,213 151- 535510 Meeting Expenses 4,912 151- 535600 Professional Certification 196 TOTAL Staff Support 22,977 909,699 823,242 653,522 828,252 856,019 0 485 0 0 485 2,349 2,552 1,611 2,568 2,654 7,456 7,649 8,115 8,115 6,896 312 312 96 96 0 2,880 2,880 886 886 0 9,692 13,968 6,092 7,535 6,984 61,081 63,820 46,801 64,634 66,034 151,653 137,028 108,070 135,308 139,054 10,000 0 0 0 0 75,106 70,859 52,847 64,220 82,830 900 1,052 1.048 1.048 1,089 1,231,129 1,123,847 879,088 1,112,662 1,162,045 448 1,850 1,654 2,000 2,000 9 0 0 0 0 457 1,850 1,654 2,000 2,000 8,154 6,000 0 0 6,000 8,154 6,000 0 0 6,000 1,635 2,000 414 414 0 1,635 2,000 414 414 0 0 50 0 100 50 0 50 0 100 50 278 775 564 775 775 1,865 5,000 565 1,800 5,000 1,231 4,000 4,131 4,113 4,000 781 500 383 500 500 6,518 11,650 5,958 11,500 11,500 2,757 4,750 1,276 2,500 3,000 0 0 0 0 0 13,429 26,675 12,876 21,188 24,775 20 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES C I T Y O F S C H E R T Z PAGE: XKX PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Professional Services Rental /Leasing OperatingEEguipment 151 - 571000 Furniture & Fixtures 0 1,447 11100 1,370 1,370 0 TOTAL Operating Equipment 0 1,447 1,100 1,370 1,370 0 Capital Outlay TOTAL CITY MANAGER 1,077,769 1,256,251 1,161,522 895,403 1,137,734 1,194,870 21 of 253 DEPARTMENT: 152 MUNICIPAL COURT FUND: 101 GENERAL FUND DEPARTMENTAL DESCRIPTION and City Council serve as the executive and legislative branches. Municipal Court has jurisdiction over all Class C misdemeanors and City ordinances. The staff of Municipal Court has various functions and responsibilities. The judge presides over all trials (jury and non -jury) and other court proceedings such as arraignments and show cause hearings. The judge also has magistrate duties (signing arrest warrants and juvenile warnings as well as visiting arrested individuals at the jail). The judge issues processes such as subpoenas, summons, and warrants and completes other administrative duties for the court functions and staff. The court clerks are the administrative arm of the Municipal Court. The clerks are compl summons, complaints, warrants, past due letters, and show cause hearing letters. directly interact with the public, providing all services needed including explaining to defendants the court procedures and their options. Clerks also receive payments, summon potential jurors, and ensure juror payment. Assist the judge with open records requirements, report convictions, Drivers Safety Course and alcohol violations to the Texas Department of Public Safety, assist the Marshal municipal court trials, preparing and drafting complaints, arranging for the appropriate circumstances. GOALS AND OBJECTIVES Promote respect for the administration of justice through improvements in the Court's customer service and the physical attributes of the Municipal Court building. 22 of 253 MUNICIPAL COURT Implement the use of new technology and other innovative practices to maintain efficient and security. Promote traffic safety by focusing attention on fair and impartial punishment for those individuals charged in this court. Seek input from personnel to maintain a positive work environment. Renovate front counter to include and efficient work station for clerks and defendants. ORGANIZATIONAL CHART MUNICIPAL COURT 2017 -18 2018 -19 2019 -20 Court Administrator 1 1 1 Senior Deputy Court Clerk /Juvenile Case Manager 1 1 1 Deputy Court Clerk 4* 2 2 TOTAL POSITIONS 6 41 4 *One unfunded 23 of 253 MUNICIPAL COURT PERFORMANCE INDICATORS Traffic Citations Filed 2017 -18 2018 -19 2019 -20 Workload/Output Actual Estimate Budget Traffic Citations Filed 5,316 5,186 5,056 State Law Citations Filed 1,303 1,348 1,303 Municipal Ordinances Filed 170 133 100 Cases Disposed Charges Processed per Clerk 7,409 6761 6559 1,852 2,253 2,186 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget Cases Disposed Charges Processed per Clerk 7,409 6761 6559 1,852 2,253 2,186 Cases Disposed per Clerk 24% 33% 33% 2017 -18 2018 -19 2019 -20 Effectiveness Actual Estimate Budget Cases Disposed per Clerk 24% 33% 33% Personnel Services 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel Services $296,831 $285,136 $260,823 Supplies 1,668 1,400 1,500 City Support Services 158 975 750 Operations Support 730 2,531 2,500 Staff Support 5,465 6,186 7,110 Court Support 96 500 700 Professional Services 61,642 65,200 64,000 Maintenance Services 1,950 2,100 3,000 Total $368,540 $364,028 $340,383 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget decreases 6.5% from the FY 2018 -19 year end estimate with the transfer of a court clerk to the Inspections Division as a Development Specialist. 24 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES MUNICIPAL COURT C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 152 - 534200 Printing & Binding 152 - 511110 Regular 186,323 152- 511120 Overtime 70 152 - 511180 LTD 554 152 - 511210 Longevity 6,356 152 - 511230 Certification Allowance 1,200 152 - 511310 FICA - Employer 14,211 152 - 511350 TMRS - Employer 31,213 152 - 511410 Health - Employer 34,501 152 - 511500 Workers' Compensation 316 TOTAL Personnel Services 274,744 Supplies 28,697 39,660 152- 521100 Office Supplies 1.623 TOTAL Supplies 228 1,623 City Support Services 227 152- 532800 Special Events 431 TOTAL City Support Services 431 tilitv Services Operations Support 170,908 152 - 534200 Printing & Binding 869 TOTAL Operations Support 869 Staff Support 0 152- 535100 Uniforms 492 152 - 535300 Memberships 22 152- 535400 Publications 223 152- 535500 Training /Travel 2,178 152- 535500.Training /Travel - Juv Case Mg 213 152 - 535510 Meeting Expenses 1,835 TOTAL Staff Support 4,964 Court Support 1,115 152- 536500 Court /Jury Cost 186 TOTAL Court Support 186 199,766 170,908 163,893 198,687 170,114 0 0 0 0 0 645 530 434 616 527 6,563 7,097 7,247 7,247 7,957 1,200 2,037 935 1,115 1,746 15,281 13,757 12,500 15,839 13,738 33,488 29,051 27,795 33,159 28,697 39,660 31,188 30,616 36,240 37,817 228 227 226 226 227 296,831 254,795 243,646 293,129 260,823 1,668 2.000 1.604 11800 1.500 1,668 2,000 1,604 1,800 1,500 158 975 326 500 750 158 975 326 500 750 730 3,000 893 2,531 2,500 730 3,000 893 2,531 2,500 439 700 548 700 600 520 810 575 775 810 473 500 0 300 500 1,935 3,500 2,108 2,250 3,000 770 1,000 459 700 700 1,329 2,000 1,026 1,461 1,500 5,465 8,510 4,716 6,186 7,110 96 700 444 500 700 96 700 444 500 700 25 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: MX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Professional Services 152 - 541310 Judges Services 26,950 152 - 541320 Prosecutor Services 28,900 152 - 541330 Interpreter Services 380 TOTAL Professional Services 56,230 Maintenance Services 152- 551400 Minor & Other Equip. Maint. 50 152 - 551800 Other Maintenance Agreements 3.092 TOTAL Maintenance Services 3,142 Rental /Leasing Operating Equipment 152- 571000 Furniture & Fixtures 39 TOTAL Operating Equipment 39 Capital Outlay TOTAL MUNICIPAL COURT 39,245 37,500 29,123 37,500 42,300 22,200 35,500 16,150 20,000 21,000 197 960 0 500 700 61,642 73,960 45,273 58,000 64,000 0 0 0 0 0 1,950 3.000 1,500 2.100 3,000 1,950 3,000 1,500 2,100 3,000 0 0 0 0 0 0 0 0 0 0 342,228 368,540 26 of 253 346,940 298,402 364,746 340,383 DEPARTMENT: PUBLIC AFFAIRS DIVISION: 153 CUSTOMER RELATIONS /311 Fund: 101 General Fund DEPARTMENT DESCRIPTION Under the umbrella of Public Affairs, 311 Customer Care connects callers with specially trained customer service representatives ready to assist with City service requests -- potholes, stray animals, street lights out, trash collection, special events and all other City requests. This division is under the supervision of the Public Affairs Office Manager. GOALS AND OBJECTIVES To provide excellent customer service to all callers To provide consistent and accurate information to all callers To reduce or eliminate abandoned calls To reduce or eliminate misrouted calls To improve call tracking capabilities to better analyze callers need for service 27 of 253 CUSTOMER RELATIONS /311 ORGANIZATIONAL CHART CUSTOMER RELATIONS /311 2017 -18 2018 -19 2019 -20 Customer Relations /311 Rep 2 2 2 Customer Relations /311 Rep (PT) 1 1 1 TOTAL POSITIONS 3 3 3 PERFORMANCE INDICATORS Work Orders (initiated for other depts.) Calls Received Calls Not Answered Average Calls Per Day Received 406 2017 -18 2018 -19 2019 -20 Workload /Output Actual Estimate Budget Work Orders (initiated for other depts.) Calls Received Calls Not Answered Average Calls Per Day Received 406 600 500 52,200 53,796 53,000 439 490 450 211 224 220 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $120,394 $124,928 $106,817 Supplies 89 100 100 Staff Support 103 830 830 Operating Equipment 555 270 0 Total $121,141 $126,128 $107,747 28 of 253 CUSTOMER RELATIONS /311 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget decreases 14.6% from the FY 2018 -19 year end estimate due to personnel savings. 29 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES CUSTOMER RELATIONS -311 Personnel Services 153 - 511110 Regular 153 - 511120 Overtime 153 - 511180 LTD 153 - 511210 Longevity 153- 511310 FICA - Employer 153- 511350 TMRS- Employer 153 - 511410 Health - Employer 153- 511500 Workers' Compensation TOTAL Personnel Services Supplies 153- 521100 Office Supplies TOTAL Supplies Staff Support 153 - 535100 Uniforms 153 - 535300 Memberships 153 - 535500 Training /Travel TOTAL Staff Support Operating Equipment 153 - 571000 Furniture & Fixtures TOTAL Operating Equipment C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: Y,3X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 85,167 86,753 85,362 71,493 87,223 76,906 65 22 243 237 300 243 206 222 219 156 270 191 3,497 3,785 4,073 5,061 5,061 1,774 6,739 6,882 6,851 5,836 7,083 6,033 14,273 14,615 14,468 12,404 14,827 12,603 7,489 8,020 9,648 4,775 5,851 8,967 131 97 113 113 113 100 117,567 120,394 120,977 100,074 120,728 106,817 40 89 150 88 100 100 40 89 150 88 100 100 99 103 180 165 195 180 71 0 0 0 0 0 0 0 350 0 0 650 170 103 530 165 195 830 0 555 300 270 270 0 0 555 300 270 270 0 TOTAL CUSTOMER RELATIONS -311 117,777 121,141 30 of 253 121,957 100,597 121,293 107,747 DEPARTMENT: PLANNING & COMMUNITY DEVELOPMENT DIVISION: 154 PLANNING & ZONING FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The Planning & Zoning Division cultivates orderly growth and development of the community, safeguards the public interest, and promotes social justice by working to expand choice and opportunity for all. The Division provides direction to help citizens, businesses, and developers implement successful projects that will benefit the community. Division responsibilities include the review and processing of development projects, such as commercial site plans, plats, zone changes, specific use permits, and annexations; the research and development of long range plans and goals to guide the future of our City; and the creation of development codes to tailor our regulations around citizen needs and city goals. The Division frequently collaborates with other departments within the City, including Engineering, Fire, and Inspections, as well as other governmental agencies, in order to shape a suburban environment that prioritizes safety. The Division also provides guidance and staff recommendations to the City Council, Planning and Zoning Commission, Board of Adjustment, and the Capital Improvements Advisory Committee to help them best serve the residents of Schertz. GOALS AND OBJECTIVES Successfully and thoughtfully implement new permitting software to provide increased customer service, transparency, and efficiency on all project reviews. Continue to move towards electronic submittals for development projects in order to prepare for a smooth transition into our new software, City View. Review and update the Comprehensive Land Plan for the City, specifically in areas that are currently under delayed annexation development agreements and soon to be annexed, which will shape the future of Schertz to meet the desires and goals of the residents. Continue to reevaluate and modify regulations within the Schertz Unified Development Code in order to accommodate the evolving needs of our residents and make the development process more efficient and effective. 31 of 253 PLANNING & ZONING Continue to implement the Joint Land Use Study Strategies to ensure the compatibility of land uses and development surrounding Randolph AFB. Continue to update the website to provide improved customer service by updating forms, flowcharts, providing information on current residential and commercial developments, and providing information on public hearing on Promote staff development including continued education and cross training to provide outstanding customer service. Scan and convert project case files into a digital media to improve access and availability. Ensure that anew article for the Schertz Magazine From the Development Whiteboard column is published quarterly to provide helpful information, transparency, and improved customer service for all residents. Continue to provide weekly current residential and commercial projects within the City. Implement a yearly program to raise awareness for National Community Planning Month to include school presentations, community outreach via social media, and an article in the Schertz Magazine. ACCOMPLISHMENTS Received the 2018 Certificate of Achievement for Planning Excellence by the American Planning Association Texas Chapter which recognizes a commitment to professional planning by City Administration, Elected and Appointed Officials and exemplary professional standards demonstrated by the Planning Staff for the fifth year in a row. Maintained and expanded upon the partnership with Joint Base San Antonio (JBSA). Attended various continuing education classes including National APA Conference, Texas APA State Conference, Certified Floodplain Manager training, Deer Oak Supervisor Excellence & Leadership Certificate Series, Deer Oaks training sessions to include Business Etiquette and Professionalism, Maintaining Respect and Civility in the Workplace, and Managing Stress in the Workplace. 32 of 253 PLANNING & ZONING Lead and participated in the Process Improvement Team to improve customer service and operations by creating and revising current development processes, practices and applications. Maintained partnerships with developers and land owners to create and update Planned Development Districts that contain a mix of residential and commercial land uses. Improved partnerships with local utility providers to include, Guadalupe Valley Electric Coop., Cibolo Creek Municipal Authority, Texas Department of Transportation, by increasing communication. Assisted in the Unified Development Code updated for Article 8, Section 21.8.2 in relation to Accessory Structures to provide increased flexibility for residents. Completed weekly updates to the commercial sites currently under construction to improve public relations and transparency, while providing useful, accessible information to the public. n which staff members write articles to provide information and updates to the residents. Including an article in relation to National Community Planning Month, an article in relation to an overview of the Planning & Community Development Department 2018 year, an article in relation to the UDC amendment for Accessory Structures / Shed regulations. Implemented a new agenda software to be utilized for the various boards and commissions to increase the ease of agenda and agenda packet creation. 33 of 253 PLANNING & ZONING ORGANIZATIONAL CHART TPlanningoning Inspec PLANNING AND ZONING 2017 -18 2018 -19 2019 -20 Senior Planner 1 1 1 Planner 1 2 2 2 TOTAL POSITIONS 3 3 3 PERFORMANCE INDICATORS Plats 2017 -18 2018 -19 2019 -20 Workload /Output Actual Estimate Budget Plats 35 36 37 Site Plans and Master Plan 31 32 28 Variances /Waivers 17 13 10 Zone Changes and Specific Use Permits 13 12 12 UDC/ Comp. Plan Revisions 6 4 6 Annexation 1 0 1 All Plats Site Plan, Master Plan Variance Zone Change, Specific Use Permit Other (Zoning Letters and Additional Admin fees) Total Revenue 34 of 253 $53,000 $36,000 $5778 $23,938 $1950 $59,500 $36,000 $5000 $21,650 $2,400 $59,000 $36,000 $5,000 $18,000 $1950 PLANNING & ZONING Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $204,100 $202,885 $210,713 Supplies $1,274 $2,863 $2,070 Operations Support 162 174 186 Staff Support 15,060 26,755 39,953 Professional Services 10 100 100 Operating Equipment 155 852 300 Total $220,761 $233,629 $253,322 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget increases 8.4% from the FY 2018 -19 year end estimate to send more Planning & Zoning Commissioners to training. 35 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES PLANNING & ZONING Personnel Services 154 - 511110 Regular 154 - 511120 Overtime 154- 511180 LTD 154- 511210 Longevity 154 - 511230 Certification Allowance 154- 511310 FICA - Employer 154- 511350 TMRS - Employer 154 - 511410 Health - Employer 154 - 511500 Workers' Compensation TOTAL Personnel Services Supplies 154- 521000 Operating Supplies 154 - 521100 Office Supplies 154 - 521600 Equip Maint Supplies TOTAL Supplies City Support Services Utilitv Services Operations Support 154- 534200 Printing & Binding TOTAL Operations Support Staff Support 154 - 535100 Uniforms 154 - 535300 Memberships 154 - 535400 Publications 154- 535500 Training /Travel Staff 154- 535500.Training /Travel Commission 154 - 535510 Meeting Expenses TOTAL Staff Support Professional Services 154- 541500 State /County Admin Fees TOTAL Professional Services C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: X9X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 134,420 139,803 143,928 124,245 154,098 145,456 2,781 3,901 4,171 2,639 4,000 4,850 388 436 446 235 478 451 510 1,140 1,292 992 992 1,364 900 900 873 762 942 873 10,137 10,801 11,492 9,817 12,242 11,666 22,260 23,523 24,269 20,780 25,629 24,370 22,314 23,438 23,469 9,911 12,003 21,497 204 158 184 183 183 186 193,915 204,100 210,124 169,565 210,567 210,713 418 916 611 108 500 901 979 358 900 381 900 900 53 0 344 0 344 269 1,451 1,274 1,855 489 1,744 2,070 70 162 174 7 174 186 70 162 174 7 174 186 608 710 650 242 650 650 855 1,379 1,655 776 1,655 1,685 0 146 750 0 750 750 12,230 7,248 16,700 9,535 16,700 22,868 4,758 5,578 6,000 22 6,000 13,000 462 0 11000 0 500 11000 18,913 15,060 26,755 10,575 26,255 39,953 105 10 100 16 100 100 105 10 100 16 100 100 36 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES C I T Y O F S C H E R T Z PAGE: MX PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Rental /Leasing Operating Equipment 154 - 571000 Furniture & Fixtures 0 155 1,258 852 1,225 300 TOTAL Operating Equipment 0 155 1,258 852 1,225 300 Capital Outlay TOTAL PLANNING & ZONING 214,454 220,761 240,266 181,504 240,065 253,322 37 of 253 DEPARTMENT: 155 LEGAL SERVICES FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION boards, commissions, committees, and staff. In addition, the City Attorney represents the City in all court cases where the City has an interest. Responsibilities of the City Attorney include providing legal advice to City Council, appointees, managers, boards, commissions, and committees in all legal matters; providing litigation and legal transaction services for the City and its enterprises; representing the City and its enterprises in employment matters; and reviewing, updating and maintaining the City Code. GOALS AND OBJECTIVES To provide expert legal counsel on proposed ordinances. To attend all city council meetings, planning and zoning, and other meetings as needed and provide timely legal advice on proposed ordinances and related items. To represent the City in litigation. Prepare legal documents for City contracts and agreements. To provide counsel on strategic issues that will be of the most benefit the City. 38 of 253 LEGAL SERVICES ORGANIZATIONAL CHART Operations Support 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Operations Support $9,057 $10,000 $10,000 Professional Services 120,901 145,000 140,000 Total $129,958 $155,000 $150,000 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget decreases 3.2% from the FY 2018 -19 year end estimate with less planned billable hours for legal services. 39 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES C I T Y O F S C H E R T Z PAGE: XKX PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET LEGAL SERVICES -------- - - - - -- -------------- Operations Support 155 - 534100 Advertising /Legal Notices 12,036 9,057 10,000 2,302 10,000 10,000 TOTAL Operations Support 12,036 9,057 10,000 2,302 10,000 10,000 Professional Services 155- 541200 Legal Svcs 138,662 120,901 150,000 75,601 135,000 140,000 TOTAL Professional Services 138,662 120,901 150,000 75,601 135,000 140,000 TOTAL LEGAL SERVICES 150,698 129,958 160,000 77,903 145,000 150,000 40 of 253 DEPARTMENT: 164 CITY SECRETARY FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The position of City Secretary is a statutory position required by State law and the contact for citizens seeking information regarding the community, supports the City Council in the fulfillment of their duties and responsibilities as elected officials and provides daily assistance to all city administrative departments. The City Secretary serves as a member of the City Management Team and oversees the many functions of the preservation and Council Services. supports, facilitates and strengthens the City of Schertz governmental process by recording all laws, resolutions, and ordinances approved by the City Council, preparing City Council agendas and giving notice of such meetings, countersigning or notarizing, as applicable, all contracts, commissions, and licenses, providing public information according to state guidelines, delivering continuity to the City of Schertz government by recording its legislative actions, both contemporary and archival, and serving as historian for the City, safeguarding and enriching the municipal election and records management processes, and assisting the City Council in fulfilling their goals. GOALS AND OBJECTIVES Department are to provide the following services for the City of Schertz: Public Information requests. Agendas and minutes for public meetings. Ordinances and resolutions. Election administration. Publication of legal notices. Alcohol permits for businesses. Process Liens (filed and released) Provides for the identification, maintenance, retention, security, electronic storage, disposition, and preservation of City records. Administer oaths. Attest contracts, assessment of certificates, and other legal instruments when executed by officers of the City of Schertz. 41 of 253 CITY SECRETARY Public Education (Student Mayor /Council Program, Volunteer Fair) Perform such other duties as may be required of the City Secretary by the City Charter, the City Council, City Management, and state law. ORGANIZATIONAL CHART CITY SECRETARY 2017 -18 2018 -19 2019 -20 City Secretary 1 1 1 Deputy City Secretary 1 1 1 TOTAL POSITIONS 2 2 2 PERFORMANCE INDICATORS Ordinances Passed and Processed 2017 -18 2018 -19 2019 -20 Workload Actual Estimated Budget Ordinances Passed and Processed 48 50 50 Resolutions Passed and Processed 172 170 170 Council Meetings Attended 50 50 50 Open Records 325 350 350 Ordinances & Resolutions Executed within 72 hours of Council Meeting 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimated Budget Ordinances & Resolutions Executed within 72 hours of Council Meeting 99% 99% 100% Documents completed, signed, scanned within 48 hours of council approval 96% 97% 100% Council meeting minutes transcribed within 48 hours following Council meeting 98% 100% 100% Agendas available to citizens within legally required timeframe - Posted on website 100% 100% 100% 42 of 253 CITY SECRETARY Alcohol permits processed within the month of expiration 70% 75% 75% Volunteer Fair 1 1 1 Student Mayor /Councilmember for the Day Program 4 4 4 2017 -18 2019 -20 Education Initiatives Actual E2018-19 stimated Budget Volunteer Fair 1 1 1 Student Mayor /Councilmember for the Day Program 4 4 4 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimated Budget Personnel $186,550 $198,755 $185,261 Supplies 974 1,150 1,150 City Support Services 9,743 12,000 10,000 Operations Support 60 100 150 Staff Support 3,523 4,153 4,500 Operating Equipment 0 0 400 Total $200,851 $216,158 $201,461 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget decreases 6.8% from the FY 2018 -19 year end estimate due to personnel turnover. 43 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES CITY SECRETARY Personnel Services 164 - 511110 Regular 164 - 511180 LTD 164 - 511210 Longevity 164- 511310 FICA - Employer 164 - 511350 TMRS - Employer 164- 511410 Health- Employer 164- 511500 Workers' Compensation TOTAL Personnel Services Supplies 164 - 521100 Office Supplies TOTAL Supplies City Support Services 164 - 532700 Records Management TOTAL City Support Services Utility Services Operations Support 164 - 534200 Printing & Binding TOTAL Operations Support Staff Support 164- 535100 Uniforms 164 - 535300 Memberships 164 - 535400 Publications 164 - 535500 Training /Travel TOTAL Staff Support Professional Services Maintenance Services Operating Equipment 164- 571000 Furniture & Fixtures TOTAL Operating Equipment C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 131,556 135,370 135,043 124,278 151,471 132,945 382 427 419 294 470 412 1,925 2,189 2,583 2,776 2,776 1,804 9,627 10,343 10,522 9,488 11,800 10,304 21,465 22,201 22,221 20,522 24,703 21,524 15,230 15,872 15,437 12,686 15,365 18,102 202 148 174 173 173 170 180,387 186,550 186,399 170,218 206,758 185,261 1,319 974 1.150 1,122 1,150 1,150 1,319 974 1,150 1,122 1,150 1,150 4.975 9,743 15,000 3,776 6,000 10.000 4,975 9,743 15,000 3,776 6,000 10,000 0 60 100 28 100 150 0 60 100 28 100 150 0 30 100 0 0 150 899 958 1,000 903 903 1,050 297 228 300 238 250 300 2,695 2,307 3.000 2,978 3,000 3,000. 3,890 3,523 4,400 4,119 4,153 4,500 0 0 0 0 0 400 0 0 0 0 0 400 44 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES Capital Outlay C I T Y O F S C H E R T Z PAGE: XKX PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET TOTAL CITY SECRETARY 190,571 200,851 207,049 179,264 218,161 201,461 45 of 253 DEPARTMENT: 167 NON - DEPARTMENTAL FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION This department accounts for expenses and payments that are not specific to an individual function /department. Items in this department include city insurance, appraisal district contracts, contingency, and the emergency medical services contract. City Support Services Operations Support Staff Support City Assistance Professional Services Fund Charges /Transfers Total 390,963 148,764 160 1,705,944 63,454 115,683 $2,424,967 PROGRAM JUSTIFICATION AND ANALYSIS $462,894 178,781 150 1,478,272 48,285 58,380 $2,226,762 $1,033,000 156,000 200 1,974,583 47,235 10,750 $3,221,768 The FY 2019 -20 Budget increases 44.7% from the FY 2018 -19 year end estimate. The City Support services increase is to set a total $300,000 in a contingency funds and $275,000 to act on the Classification and Compensation study recommendation. City Assistance will increase $496,000 in anticipation of paying out all eligible tax reimbursements to applicable businesses. The fund transfer to the Special Events fund has been removed as these events will no be located in the Parks Department and will no longer require a transfer. 46 of 253 2017 -18 2018 -19 2019 -20 Budget Actual Estimated Budget City Support Services Operations Support Staff Support City Assistance Professional Services Fund Charges /Transfers Total 390,963 148,764 160 1,705,944 63,454 115,683 $2,424,967 PROGRAM JUSTIFICATION AND ANALYSIS $462,894 178,781 150 1,478,272 48,285 58,380 $2,226,762 $1,033,000 156,000 200 1,974,583 47,235 10,750 $3,221,768 The FY 2019 -20 Budget increases 44.7% from the FY 2018 -19 year end estimate. The City Support services increase is to set a total $300,000 in a contingency funds and $275,000 to act on the Classification and Compensation study recommendation. City Assistance will increase $496,000 in anticipation of paying out all eligible tax reimbursements to applicable businesses. The fund transfer to the Special Events fund has been removed as these events will no be located in the Parks Department and will no longer require a transfer. 46 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES NONDEPARTMENTAL --------- - - - - -- --------------- Supplies City Support Services 167 - 532200 County Appraisal District 167 - 532210 Tax Assessor /Collector - Sevice 167 - 532500 City Insurance - Commercial 167 - 532900 Contingencies 167 - 532901 Contingencies- Personnel TOTAL City Support Services Utilitv Services C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 204,082 0 170,251 3, 999 C 378,333 206,572 228,966 170,843 228,966 230,000 0 18,000 0 18,000 18,000 180,505 180,000 208,680 215,000 210,000 3,886 80,236 928 1,066 200,000 0 100,000 0 0 375,000 390,963 607,202 380,452 463,032 1,033,000 Operations Support 167 - 534000 Postage 10,517 9,117 11,000 834 11,000 11,000 167 - 534300 Equipment Maint - Copiers 136,049 129,204 140,000 118,683 140,000 140,000 167 - 534500 Memberships - Organizations 7,500 7,500 7,500 7,500 7,500 0 167 - 534810 Electronic Filing Services ( 465) 2,717 5,000 143 5,000 5,000 167 - 534999 Misc. Expense 0 227 0 15.281 15,281 0 TOTAL Operations Support 153,601 148,764 163,500 142,441 178,781 156,000 Staff Support 167 - 535500 Training /Travel 166 160 250 73 150 200 TOTAL Staff Support 166 160 250 73 150 200 City Assistance 167 - 537100 Medical Services -EMS Contract 504,084 556,325 581,537 581,537 581,537 602,583 167 - 537200 Main Street Local Program 0 0 35,000 0 35,000 35,000 167- 537450 Tax Reimbursements /Abatements 1.207.245 1.149.619 1.263.193 861.735 861.735 1.337.000 TOTAL City Assistance 1,711,329 1,705,944 1,879,730 1,443,272 1,478,272 1,974,583 Professional Services 167 - 541300 Other Consl /Prof Services 8,155 2,460 0 0 0 0 167 - 541400 Auditor /Accounting Service 18,000 0 0 0 0 0 167 - 541500 State /County Admin Fees 35 35 35 0 35 35 167 - 541600 Misc Bank Charges 656 699 600 729 750 700 167 - 541650 Investment Management Fee 3,395 3,400 0 2,586 0 0 167- 541800 Credit Card Service Fee 41,733 54,126 48,000 34,873 45,000 45,000 167 - 541810 Credit Cards Fees - AMEX 0 2,734 2,600 2,158 2,500 1,500 TOTAL Professional Services 71,974 63,454 51,235 40,346 48,285 47,235 47 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Fund Charges /Transfers 167 - 548106 Transfer Out- Special Events 37,447 65,683 56,500 0 53,130 0 167 - 548401 Transfer Out - Bond Fund 0 50,000 0 0 0 0 167 - 548615 Transfer Out - Hist. Committe 0 0 10,750 0 5,250 10,750 TOTAL Fund Charges /Transfers 37,447 115,683 67,250 0 58,380 10,750 Maintenance Services Operating Equipment Capital Outlay TOTAL NONDEPARTMENTAL 2,352,849 2,424,967 2,769,167 2,006,583 2,226,900 3,221,768 48 of 253 DEPARTMENT: 170 PUBLIC AFFAIRS FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The Public Affairs Department serves an internal audience of 350 employees, elected and appointed officials, as well as an estimated city population of 40,092. Public Affairs is responsible for establishing and maintaining internal and external communications that enhance the understanding, perception, and image of the City of Schertz. Public Affairs promotes, organizes and supports informational, educational, and special event activities that benefit the community and /or City employees through advertising, production of city videos, radio spots, print ads, press releases, email blasts, website and electronic sign ad creation and posting, and award submissions. Public Affairs creates photographic /video /audio recording of City events and activities, designs City marketing materials, documents, hiring packets, graphics, logos, plaques, trophies, proclamations, etc. Public Affairs publishes Schertz Magazine, one of the leading publications in the Tri County area with a circulation of 15,000 copies; including 13,000+ direct mailed and 500+ subscriptions. Over 1,000 magazines are distributed to businesses with hundreds of copies made available at local and regional banks, hospitals and clinics, schools, pharmacies, and restaurants. Operations of the Event Facilities and 311 Customer Care are maintained under the umbrella of Public Affairs. GOALS AND OBJECTIVES To be the primary source of City information for all current and potential residents and businesses. To disseminate accurate and timely information to residents and the media during emergency and non - emergency situations. To provide excellent customer service to all callers while providing accurate information. 49 of 253 PUBLIC AFFAIRS ORGANIZATIONAL CHART PUBLIC AFFAIRS 2017 -18 2018 -19 2019 -20 Public Affairs Director 1 1 1 Communications Manager 1 1 1 Marketing and Communications Specialist 1 1 1 Administrative Assistant 1 1 1 Events Specialist 1 0 0 Events Manager 1 0 0 TOTAL POSITIONS 6 4 4 PERFORMANCE INDICATORS Press Releases Marketing Materials Produced Completed website work orders Number of customers served (advertisers) Number of Magazines Printed 50 of 253 10 2017 -18 2018 -19 2019 -20 Workload /Output Measures Actual Estimate Budget Press Releases Marketing Materials Produced Completed website work orders Number of customers served (advertisers) Number of Magazines Printed 50 of 253 10 32 35 389 420 400 N/A 39 45 80 80 75 180,000 187,500 186,000 PUBLIC AFFAIRS Total Schertz Magazine Articles /Ads /Photos produced 500 550 550 Percentage of Magazine Contracted 50% 50% 50% Average cost per Advertising Run outside of the magazine 585 200 200 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget Total Schertz Magazine Articles /Ads /Photos produced 500 550 550 Percentage of Magazine Contracted 50% 50% 50% Average cost per Advertising Run outside of the magazine 585 200 200 Schertz Magazine Ad revenue City Sponsored /Non - revenue 153,080 140,850 145,000 45,000 26,325 25,000 2017 -18 2018 -19 2019 -20 Effectiveness Actual Estimate Budget Schertz Magazine Ad revenue City Sponsored /Non - revenue 153,080 140,850 145,000 45,000 26,325 25,000 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $451,537 $298,028 $286,181 Supplies 2,216 695 700 City Support Services 0 2,610 1,000 Operations Support 17,911 41,205 47,343 Staff Support 6,496 10,520 10,900 Professional Services 256,613 297,000 250,500 Operating Equipment 28 0 0 Total $734,801 $650,058 $596,624 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget decreases 8.2% from the FY 2018 -19 year end estimate due to approving lower cost design and postage contracts for the magazine. 51 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES PUBLIC AFFAIRS C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: X3X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 170 - 511110 Regular 201,085 203,058 202,593 179,379 212,656 202,351 170 - 511120 Overtime 235 311 1,213 422 850 970 170 - 511180 LTD 586 637 624 396 659 627 170 - 511210 Longevity 3,944 4,629 3,560 3,828 3,828 4,258 170 - 511230 Certification Allowance 0 0 0 100 361 0 170 - 511310 FICA - Employer 15,545 15,791 15,855 13,970 16,654 15,870 170 - 511350 TMRS - Employer 33,024 33,566 33,483 29,678 34,864 33,151 170 - 511410 Health - Employer 22,040 18,941 30,873 21,841 24,944 28,693 170 - 511500 Workers' Compensation 311 234 260 259 259 261 TOTAL Personnel Services 276,771 277,168 288,461 249,873 295,075 286,181 Supplies 170 - 521000 Operating Supplies 0 224 100 95 95 0 170 - 521010 Operating Supplies- Events 655 925 0 0 0 0 170 - 521100 Office Supplies 640 976 950 472 600 700 TOTAL Supplies 1,296 2,125 1,050 567 695 700 City Support Services 170 - 532800 Other Events 0 0 4,000 1.975 2,610 11000 TOTAL City Support Services 0 0 4,000 1,975 2,610 1,000 Operations Support 170 - 534000 Postage 3,224 1,036 14,800 1,111 18,050 18,050 170 - 534100 Advertising 6,520 10,920 7,910 6,993 7,150 7,750 170 - 534200 Printing & Binding 4,626 3,770 14,890 6,021 10,000 21,000 170- 534500 Memberships - Organizations 229 187 500 255 255 255 170- 534550 Business Meetings /Networking 566 328 450 198 400 288 TOTAL Operations Support 15,165 16,241 38,550 14,577 35,855 47,343 Staff Support 170 - 535100 Uniforms 126 32 220 0 220 220 170 - 535300 Memberships 55 20 200 0 0 0 170 - 535400 Publications 134 0 300 130 300 200 170 - 535500 Training /Travel 2.356 3,202 9,380 7.441 10,000 10,480 TOTAL Staff Support 2,670 3,253 10,100 7,572 10,520 10,900 Professional Services 170 - 541300 Other /Consl /Prof Services 22,900 0 42,300 36,437 40,500 20,000 170 - 541305 Prof Services- Writers /Photogr 0 0 10,000 5,820 8,000 10,000 170 - 541350 Magazine- Printing Services 0 0 92,500 76,930 88,000 94,000 170- 541355 Design Services 0 3,120 90,480 77,182 89,000 65,000 170 - 541360 Magazine- Postage 0 0 70,000 55,645 70,000 60,000 170 - 541365 Delivery Services 0 0 1.500 1,250 1,500 1,500 TOTAL Professional Services 22,900 3,120 306,780 253,265 297,000 250,500 52 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES C I T Y O F S C H E R T Z PAGE: X9X PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Operating Equipment 170 - 571000 Furniture & Fixtures 229 28 3.150 0 0 0 TOTAL Operating Equipment 229 28 3,150 0 0 0 TOTAL PUBLIC AFFAIRS 319,030 301,935 652,091 527,829 641,755 596,624 53 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES RECORDS MANAGEMENT Personnel Services 171 - 511110 Regular 171 - 511120 Overtime 171- 511180 LTD 171 - 511210 Longevity 171 - 511310 FICA - Employer 171 - 511350 TMRS- Employer 171 - 511410 Health - Employer 171- 511500 Workers' Compensation TOTAL Personnel Services Supplies 171 - 521000 Operating Supplies TOTAL Supplies Utility Services Operations Support Staff Support 171- 535100 Uniforms 171 - 535500 Training /Travel TOTAL Staff Support Professional Services 171 - 541310 Contractual Services TOTAL Professional Services Operating Equipment TOTAL RECORDS MANAGEMENT C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: ZCSX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 22,911 30,363 0 0 0 0 0 33 0 0 0 0 74 100 0 0 0 0 1,752 1,896 0 0 0 0 1,820 2,410 0 0 0 0 4,077 5,214 0 0 0 0 7,217 7,753 0 0 0 0 57 42 0 0 0 0 37,908 47,812 0 0 0 0 31 0 0 0 0 0 31 0 0 0 0 0 0 55 0 0 0 0 0 231 0 0 0 0 0 286 0 0 0 0 9,741 14,527 0 0 0 0 9,741 14,527 0 0 0 0 47,680 62,624 54 of 253 0 0 0 0 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES SCHERTZ TALES MAGAZINE C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XKX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 0 172 - 511110 Regular 90,723 172- 511120 Overtime 365 172 - 511180 LTD 194 172 - 511210 Longevity 1,076 172- 511240 Allowances 1,154 172- 511310 FICA - Employer 7,106 172 - 511350 TMRS - Employer 15,051 172 - 511410 Health - Employer 13,183 172 - 511500 Workers' Compensation 145 TOTAL Personnel Services 128,997 Supplies 0 15,482 172- 521100 Office Supplies 181 TOTAL Supplies 98 181 Operations Support 0 172- 534000 Postage 618 172 - 534200 Printing & Binding 367 172- 534550 Business Meetings /Networking 0 TOTAL Operations Support 985 Staff Support 0 0 172 - 535100 Uniforms 57 172 - 535300 Memberships 235 172 - 535500 Training /Travel 1,000 172 - 535510 Meeting Expenses 209 TOTAL Staff Support 1,501 Professional Services 0 172- 541305 Prof Services - Writers /Photogr 7,655 172 - 541350 Printing Services 73,764 172 - 541355 Design Services 85,545 172 - 541360 Postage Services 51,072 172 - 541365 Delivery Services 125 TOTAL Professional Services 218,160 Fund Charges /Transfers 89,232 0 0 0 0 0 0 0 0 0 156 0 0 0 0 290 0 0 0 0 0 0 0 0 0 6,850 0 0 0 0 14,449 0 0 0 0 15,482 0 0 0 0 98 0 0 0 0 126,557 0 0 0 0 91 0 0 0 0 91 0 0 0 0 231 0 0 0 0 1,223 0 0 0 0 216 0 0 0 0 1, 670 0 0 0 0 97 0 0 0 0 170 0 0 0 0 2,690 0 0 0 0 0 0 0 0 0 2,957 0 0 0 0 5,575 0 ( 350) 0 0 82,560 0 0 0 0 92f614 0 0 0 0 56,717 0 0 0 0 1,500 0 0 0 0 238,966 0 ( 350) 0 0 55 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Operating Equipment 172 - 571310 Computer Software 126 0 0 0 0 0 TOTAL Operating Equipment 126 0 0 0 0 0 TOTAL SCHERTZ TALES MAGAZINE 349,950 370,241 56 of 253 0 ( 350) 0 0 DEPARTMENT: 173 ENGINEERING FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The Engineering Department serves as technical advisor to the City Manager, City Council, Executive Staff, and other City departments. Engineering collaborates with Public Works, Planning and Community Development, Economic Development, Parks and Recreation, and other departments, citizens, developers, and other governmental agencies in order to effectively plan and implement infrastructure improvement and development for the organized growth of the City. Engineering is responsible for the development and implementation of the City's Capital Improvement Programs for water, wastewater, streets, and drainage. That responsibility includes the development and maintenance of infrastructure master plans; the prioritization of projects; the identification and procurement of project funding; and the management of the design and construction of necessary infrastructure. The Engineering Department reviews applications for public and private land development for conformance with adopted engineering standards, policies, codes, and infrastructure master plans. Engineering Inspectors ensure that the construction of public infrastructure both privately and publicly constructed follows appropriate standards and specifications. Ensuring compliance promotes a safe community in which the essential services of the provision of water, wastewater, transportation, and drainage are available and arranged for fiscal sustainability. The Engineering Department maintains standard construction details, technical specifications, and design guidelines. The Transportation Safety Advisory Commission (TSAC) is staffed by the Engineering Department. The TSAC is a Commission that hears citizen input, considers transportation issues, and makes recommendations to City Council regarding traffic and transportation related matters throughout the City. 57 of 253 ENGINEERING ORGANIZATIONAL CHART ENGINEERING 2017 -18 2018 -19 2019 -20 City Engineer 1 1 1 Engineer 1 1 2 Senior Graduate Engineer (previously Stormwater Manager) 1 1 1 Graduate Engineer 1 1 1 Project Manager 1 1 1 Engineering Inspector 2 2 2 TOTAL POSITIONS 71 7 1 8 ACCOMPLISHMENTS AND GOALS FY 2018 -2019 Accomplishments Along with other Departments, successfully managed the following Capital Improvement Projects (in various stages of completion): • Corbett Elevated Storage Tank in construction • Woman Hollering Creek Wastewater Trunk Main - design complete, easement acquisition underway • Street Preservation and Maintenance Project (based on PCI) - in construction • Trail and Bike Lane Project (technical support for Parks) - in design Began Development of Water and Wastewater Master Plans and Capital Improvement Plan and Impact Fee Study Update Began Implementation of Roadway Impact Fee Program 58 of 253 ENGINEERING Continued implementation of results of Pavement Condition Analysis Project using Pavement Condition Index values to create and implement Street Preservation and Maintenance (SPAM) program Supported Public Works Department with technical and project management support of projects • Various Drainage Projects • Water Storage Tank Painting • FM 1103 Utility Relocation Supported strong partnership with TxDOT and acted as liaison to TxDOT projects in Schertz • Expansion and improvements on FM 1103 • Planning for improvements on FM 1518 • Operational improvements on IH 35 north of FM 1103 Completed engineering review, development support, and construction inspection of numerous residential and commercial subdivisions and site development projects FY 2019 -2020 Goals Continue improvement and update of standard construction details, technical specifications, and design guidelines Continue development and implementation of comprehensive 10 -year Capital Improvement Program including water, wastewater, drainage, and roadway projects Complete Water and Wastewater Master Plans and implement updated Impact Fee ordinance Provide efficient, clear review of construction plans and other development submittals Continue promotion of efficacy of TSAC activities and actions PERFORMANCE INDICATORS Capital Improvement Projects (number active) Grading and Clearing Permits 38 30 35 Issued 59 of 253 2017 -18 2018 -19 2019 -20 Workload/Output Measures Actual Estimate Budget Capital Improvement Projects (number active) Grading and Clearing Permits 38 30 35 Issued 59 of 253 ENGINEERING Grading and Clearing Permits 2017 -18 2018 -19 2019 -20 Active (Average Monthly 47 51 48 Concurrent Maximum) 650 900 448 Grading and Clearing Permits 50 53 50 Active (Concurrent Maximum) 48 100 100 Grading and Clearing Permits 466 275 300 Issued acreage 11,111 71,000 40,000 Number of Non - Construction 0 3,351 4,559 Plan Reviews (includes master 91 75 85 plans, plats, site plans, etc.) $639,481 $747,883 $767,011 Residential Subdivision Construction number of 7 2 3 projects (completed projects) Residential Subdivision Construction dollar value of $7.9 mil $1.6 mil $3.5 mil public improvements (completed projects) Commercial Subdivision Construction number of 1 5 2 projects (completed projects) Commercial Subdivision Construction dollar value of $0.8 mil $2.3 mil $1.0 mil public improvements (completed projects) Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate I Budget Personnel $614,555 $662,254 $695,951 Supplies 1,324 2,220 2,650 City Support Services 650 900 448 Utility Services 2,908 6,400 3,839 Operations Support 48 100 100 Staff Support 8,886 12,658 19,464 Professional Services 11,111 71,000 40,000 Operating Equipment 0 3,351 4,559 Capital Outlay 0 30,000 0 Total $639,481 $747,883 $767,011 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget increases 2.5% from the year end estimate with the addition of a second Engineer position. This increase is partially offset by less expected plan review professional services and less capital outlay. 60 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES ENGINEERING C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XKX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 385,538 173 - 511110 Regular 337,341 173 - 511180 LTD 925 173 - 511210 Longevity 3,661 173 - 511230 Certification Allowance 2,770 173 - 511310 FICA - Employer 25,892 173- 511350 TMRS- Employer 53,596 173 - 511410 Health - Employer 37,240 173- 511500 Workers' Compensation 2.633 TOTAL Personnel Services 464,056 Supplies 54,824 46,030 173 - 521000 Operating Supplies 684 173 - 521100 Office Supplies 931 173 - 521300 Motor Vehicle Supplies 0 TOTAL Supplies 662,254 1,616 City Support Services 501 173- 532400 Computer Fees & Licenses 295 TOTAL City Support Services 295 Utility Services 132 480 173- 533330 Telephone /Internet 0 173- 533500 Vehicle Fuel 11190 TOTAL Utility Services 1,190 Operations Support 900 173 - 534000 Postage 0 173 - 534200 Printing & Binding 102 TOTAL Operations Support 102 Staff Support 2,800 839 173 - 535100 Uniforms 1,171 173 - 535300 Memberships 400 173- 535400 Publications 88 173 - 535500 Training /Travel 4,160 173- 535510 Meeting Expenses 0 173 - 535600 Professional Certification 612 TOTAL Staff Support 6,431 441,845 440,465 385,538 478,276 490,890 1,396 1,365 980 1,483 1,522 4,399 5,840 5,287 5,287 6,811 3,000 2,619 2,539 3,140 2,619 32,690 34,329 28,576 37,233 38,259 72,507 72,495 63,543 77,946 79,919 56,689 54,824 46,030 56,462 73,380 2,029 2,436 2,427 2,427 2,551 614,555 614,373 534,920 662,254 695,951 0 740 501 740 1,200 1,192 1,500 476 1,000 1,100 132 480 58 480 350 1,324 2,720 1,035 2,220 2,650 650 900 0 900 448 650 900 0 900 448 0 1,618 1,526 2,800 839 2,908 2,500 2,479 3,600 3,000 2,908 4,118 4,005 6,400 3,839 48 0 0 0 0 0 100 0 100 100 48 100 0 100 100 1,735 2,148 404 2,148 3,198 315 1,120 294 1,120 2,420 0 500 180 500 500 6,181 8,000 3,373 8,000 12,156 76 320 241 320 620 578 570 380 570 570 8,886 12,658 4,871 12,658 19,464 61 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Professional Services 173 - 541100 Engineering Services 0 173 - 541300 Other Professional Services 0 173 - 541310 Prof Svcs -Plan Review 63,579 TOTAL Professional Services 63,579 Maintenance Services Rental /Leasing 173 - 561100 Rental- Equipment 2,824 TOTAL Rental /Leasing 2,824 Operating Equipment 173 - 571000 Furniture & Fixtures 359 173- 571300 Computer & Periphe. < $5000 0 TOTAL Operating Equipment 359 Capital Outlay 173 - 581200 Vehicles & Access. Over $5,00 0 TOTAL Capital Outlay 0 TOTAL ENGINEERING 5,399 25,000 2,231 15,000 30,000 0 10,000 195 5,000 10,000 5,712 36,000 0 10,000 0 11,111 71,000 2,426 30,000 40,000 0 0 0 0 0 0 0 0 0 0 0 900 110 900 900 0 2,451 0 2.451 3,659 0 3,351 110 3,351 4,559 0 30,000 28,607 30,000 0 0 30,000 28,607 30,000 0 540,453 639,481 62 of 253 739,220 575,974 747,883 767,011 DEPARTMENT: 174 GEOGRAPHIC INFORMATION SYSTEMS (GIS) FUND: 101 GENERAL FUND DEPARTMENTAL DESCRIPTION The City of Schertz uses a Geographic Information System (GIS) to create maps, analyze information, and visually examine the geographic features of our region. Many function of City government have a geographic dimension and the successful execution of GIS Services can substantially increase efficiency, collaboration and empowerment in the decision - making process. CrZoL\ I&W_L I RZ91 : *U*" 11y/ *l Promote the use of geographic data within the city and provide support and training to fully utilize the information and software. Provide an interactive web mapping application accessible both internally and externally. Design and Implement mobile applications for City Departments leveraging existing databases with GIS data. Continue to improve web application and database management expertise Continuing maintenance of the Regional Computer Aided Dispatch and Records Management project to enhance Police /Fire /Emergency Medical Services dispatching. Provide new physical addresses in support of the Development Services Department. Establish and refine data standards to aid data management and deployment. 63 of 253 GIS DEPARTMENTAL DESCRIPTION The City of Schertz uses a Geographic Information System (GIS) to create maps, analyze information, and visually examine the geographic features of our region. Many function of City government have a geographic dimension and the successful execution of GIS Services can substantially increase efficiency, collaboration and empowerment in the decision - making process. ORGANIZATIONAL CHART GIS 2017 -18 2018 -19 2019 -20 GIS Coordinator 1 1 1 GIS Specialist 1 1 1 TOTAL POSITIONS 2 2 2 PERFORMANCE INDICATORS GIS Specific Projects 2017 -18 2018 -19 2019 -20 Percentage of Time per Task Actual Estimate Bud et GIS Specific Projects 83.4 54.8 62.8 GIS Customer Assistance 8.1 9.0 8.0 General Training /Conferences 5.6 3.9 4.9 Non - Department Related Projects 1.0 17.3 13.5 Administrative Overhead 1.9 15.0 10.8 64 of 253 GIS Personnel 2017 -18 2018 -19 2019 -20 I Budget Actual Estimate Budget Personnel $166,318 $171,165 $168,874 Supplies 487 1,200 1,200 Staff Support 3,963 4,600 9,600 Rental /Leasing 2,084 2,085 3,000 Total $172,851 $179,050 $182,674 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget increases 2.0% from the FY 2018 -19 year end estimate for higher personnel and training costs. 65 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND GENERAL GOVERNMENT EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: 39X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET GIS Personnel Services 174 - 511110 Regular 111,176 118,673 118,660 103,227 127,981 121,024 174 - 511180 LTD 324 377 368 267 397 375 174 - 511210 Longevity 2,321 2,708 3,108 3,108 3,108 3,396 174- 511310 FICA - Employer 8,543 9,166 9,308 8,069 10,028 9,510 174 - 511350 TMRS - Employer 18,222 19,589 19,657 17,177 20,994 19,866 174- 511410 Health- Employer 14,434 15,506 15,437 14,024 16,097 14,347 174- 511500 Workers' Compensation 391 299 348 347 347 356 TOTAL Personnel Services 155,410 166,318 166,886 146,218 178,952 168,874 Supplies 174 - 521000 Operating Supplies 1,722 405 1,440 0 500 1,000 174 - 521100 Office Supplies 505 81 300 0 100 200 TOTAL Supplies 2,226 487 1,740 0 600 1,200 City Support Services Staff Support 174- 535500 Training /Travel 4,015 3,963 4.600 3,957 4,600 9,600 TOTAL Staff Support 4,015 3,963 4,600 3,957 4,600 9,600 Professional Services Rental /Leasing 174- 561200 Lease /Purchase Payments 2,084 2.084 2.085 1,737 2.085 3.000 TOTAL Rental /Leasing 2,084 2,084 2,085 1,737 2,085 3,000 Operating Equipment TOTAL GIS 163,735 172,851 175,311 151,912 186,237 182,674 TOTAL GENERAL GOVERNMENT 5,960,607 6,349,363 6,677,482 5,075,155 6,121,711 7,124,697 66 of 253 DEPARTMENT: 256 POLICE FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The Schertz Police Department patrols an approximate area of 32 square miles, with the City in three different counties. The police department receives thousands of calls for services annually through the communications division and dispatches for Police, Fire, Emergency Medical Service, Marshals and Animal Services. Additionally, the police department provides dispatch services for the City of Cibolo Police, Fire Departments and Animal Services, along with Schertz Emergency Medical Service dispatch for Cibolo, Marion, Seguin, Santa Clara, and other county areas. The Patrol Division provides a visible presence in the community, with the goal of crime prevention, crime reduction and the promotion of public safety. The Investigations Division investigates offenses that occurred within the city, processes crime scenes and follows up through prosecution with the County and District Attorneys of all three counties. The Records Section receives and prepares cases for submission to County and District Attorneys. The School Resource Program provides a visible presence on the campuses within the city; makes educational presentations to the students and staff, along with investigating crimes on campus. The Community Outreach Officer interacts with Home Owner Associations, provides education and crime prevention programs to the community and oversees the Citizens Police Academy and the Citizens on Patrol. Our new Crime Victim Liaison protects the rights and assists in the needs of not only the crime victims in Schertz, but Live Oak and Cibolo as well. GOALS AND OBJECTIVES Promoting a safe community through public education, community involvement, criminal investigations, enforcement action and other essential services. promoting a feeling of safety for all citizens and visitors to the city, including neighborhoods, commercial areas, parks and public facilities. To increase department participation in community programs and increase citizen interest and participation in police department programs which lends to an attractive, safe community and promotes economic prosperity. 67 of 253 POLICE To enhance the recruitment of high quality officers /personnel to serve the citizens of Schertz and to retain those employees in which the City has already invested with an engaged workforce. ORGANIZATIONAL CHART 68 of 253 POLICE POLICE 2017 -18 2018 -19 2019 -20 Chief of Police 1 1 1 Assistant Chief of Police 1 1 1 Lieutenants 4 4 4 Sergeants 6 6 6 Corporals 11 11 11 School Resource Sergeant 1 1 1 School Resource Corporal 1 1 1 School Resource Officer 1 2 2 Officers 31 31 32 DEA Task Force Operators 2 2 2 Traffic Corporal 1 1 1 Traffic Officer 1 1 1 Environmental Officer 1 1 1 Code Enforcement Officers 2 2 2 Sanitarian 1 1 1 Senior Administrative Assistant 1 1 1 Administrative Assistant 1 1 1 Records Manager 1 1 1 Records Clerk 2 2 2 Civilian Evidence Technician 1 1 1 Crime Victim Liaison 1 1 1 Communications Manager 1 1 1 Communications Shift Supervisor 4 4 4 Communications Officer 12 12 12 Crossing Guards (Part Time) 16 16 16 TOTAL POSITIONS 105 106 107 LAW ENFORCEMENT COMMISSIONS 2017 -18 2018 -19 2019 -20 Fire Dept. Law Enforcement Commission 1 1 1 TOTAL COMMISSIONS 1 1 1 69 of 253 POLICE PERFORMANCE INDICATORS 2017 -18 2018 -19 2019 -20 Workload / Output i Actual Estimate I Budaet Dispatch -911 Calls 26,713 26,987 27,200 Patrol- Citations /Warnings Issued 9,115 9,045 9,100 Inv - Criminal Cases Filed w/ Prosecutor 914 948 975 Inv -Cases Investigated per Investigator 279 295 310 Inv -Total Cases Cleared 254 282 310 Records -Total Active Alarm Permits 3,084 3,675 3,800 Records -Open Records Requests 2,543 2,900 3,100 Federal Seizures $195,344 $39,000 $75,000 Crime Victim Liaison - Assigned Cases 236 480 520 Officer - Average Time on Calls 38:10 39:20 39:00 Environmental Health 2017 -18 2018 -19 2019 -20 Workload /Output Marshals Division Actual Estimate Budget Environmental Health Citizen Complaints 732 827 875 Food Establishment Inspections 211 290 300 Code Enforcement Code Violations Resolved 2,142 3,474 3,500 Bandit Signs Removed 1,347 2,500 2,700 Marshals Warrants Issued 1,598 1.806 1,800 Warrants Cleared 2,022 2,100 2,150 70 of 253 POLICE Budget 2017 -18 2018 -19 2019 -20 Supplies Actual Estimate Budget Personnel $6,221,395 $7,249,466 $7,604,381 Supplies 49,104 58,435 66,685 City Support Services 24,230 26,264 26,000 Utility Services 89,017 109,257 132,729 Operations Support 2,991 11,900 18,086 Staff Support 116,509 148,731 165,637 City Assistance 19,715 18,013 21,100 Professional Services 53,396 64,635 73,993 Maintenance Services 53,578 60,735 66,085 Rental /Leasing 0 0 57,600 Operating Equipment 78,831 236,568 264,690 Capital Outlay 529,428 375,438 582,015 Total $7,238,194 $8,359,442 $9,079,000 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget increases 8.6% from the FY 2018 -19 year end estimate. Personnel increases 4.6% with the addition of a new Patrol Officer position, an update to the holiday pay policy, and the citywide annual merit. With a higher staffing rate and fuel costs anticipated, Utility Services shows an increase 21.5 %. Every 3 years the City renews 4 leased vehicles for use by the Police Department and it is set to renew in FY 2019 -20 for $57,600. In Capital Outlay, the number of patrol vehicles needing to be purchased and replaced increased from 7 in FY 2018 -19 to 9 in FY 2019 -20. 71 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND PUBLIC SAFETY EXPENDITURES POLICE C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: 3ZX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 256 - 511110 Regular 4,015,928 4,191,212 4,972,573 3,973,256 4,932,478 5,111,319 256- 511120 Overtime 125,591 197,721 98,056 203,718 250,000 179,450 256 - 511180 LTD 11,852 13,224 15,139 10,020 15,291 15,474 256 - 511210 Longevity 103,404 95,568 102,406 98,572 103,668 108,221 256- 511220 Clothing Allowance 58,256 59,606 70,949 55,923 69,653 72,059 256- 511230 Certification Allowance 40,764 39,577 47,171 33,326 41,271 43,262 256 - 511310 FICA - Employer 324,417 340,504 404,773 323,993 412,876 429,825 256 - 511350 TMRS- Employer 690,008 725,510 842,113 686,602 864,341 885,321 256- 511410 Health- Employer 503,878 522,959 649,838 460,756 556,402 715,177 256- 511500 Workers' Compensation 47,490 35,514 42,989 42.826 42,826 44,273 TOTAL Personnel Services 5,921,589 6,221,395 7,246,007 5,888,992 7,288,806 7,604,381 Supplies 256 - 521000 Operating Supplies 28,120 21,116 34,716 25,592 35,271 39,325 256 - 521100 Office Supplies 3,293 4,270 6,400 4,682 5,955 6,400 256 - 521150 Child Safety Supplies 38,796 10,152 0 0 0 3,450 256 - 521300 Motor Veh. Supplies 11,805 13,566 17,510 17.024 17,209 17,510 TOTAL Supplies 82,015 49,104 58,626 47,298 58,435 66,685 City Support Services 256- 532500 City Insurance - Commercial 21,294 24,230 26,000 26,264 26,264 26,000 TOTAL City Support Services 21,294 24,230 26,000 26,264 26,264 26,000 Utility Services 256- 533310 Telephone /Cell Phone 0 0 165 38 150 0 256 - 533330 Telephone /Internet 0 0 5,530 0 600 0 256- 533500 Vehicle Fuel 78.641 89.017 118.279 68.983 100.000 132.729 TOTAL Utility Services 78,641 89,017 123,974 69,021 100,750 132,729 Operations Support 256 - 534100 Advertising 0 0 0 0 0 7,400 256 - 534200 Printing & Binding 2,075 2,991 12,121 4,321 11,900 10,686 TOTAL Operations Support 2,075 2,991 12,121 4,321 11,900 18,086 Staff Support 256- 535100 Uniforms 50,614 40,788 41,364 33,599 41,190 43,027 256 - 535200 Awards 1,380 1,800 2,500 1,316 3,000 3,000 256- 535210 Employee Recognition- Morale 2,971 2,122 4,300 3,788 4,121 4,300 256- 535300 Memberships 1,544 2,078 3,330 1,526 3,299 3,690 256 - 535400 Publications 488 306 490 0 490 490 256 - 535500 Training /Travel 59,708 68,656 93,285 61,309 93,131 107,880 256- 535500.T -Class Training 1,773 0 0 0 0 0 256- 535510 Meeting Expenses 1.508 760 3.100 3.220 3,500 3.250 TOTAL Staff Support 119,987 116,509 148,369 104,756 148,731 165,637 72 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND PUBLIC SAFETY EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET City Assistance 256 - 537100 Medical Services 11,512 256 - 537800 Community Outreach 4,747 TOTAL City Assistance 16,259 Professional Services 256 - 541300 Prof Services /Consulting 48,012 TOTAL Professional Services 48,012 Fund Charaes /Transfers Maintenance Services 256- 551100 Building Maintenance 256- 551400 Minor & Other Equip Maint 256- 551700 Abatement /Lot Cleaning 256- 551800 Other Maintenance Agreements 256 - 551810 Maintenance Agr. - Radios TOTAL Maintenance Services Debt Service 1,584 818 0 1, 697 41,12C 45,220 Rental /Leasing 0 256- 561200 Lease /Purchase Payments 44,159 TOTAL Rental /Leasing 44,159 Operating Equipment 1,505 256 - 571000 Furniture & Fixtures 9,281 256- 571200 Vehicles & Access. LESS $5,00 92,105 256 - 571300 Computer & Periphe. < $5000 20,483 256- 571600 Donation- Expense 0 256 - 571800 Equipment under $5,000 11,845 TOTAL Operating Equipment 133,714 Capital Outlay 50,080 256 - 581200 Vehicles & Access. Over $5,00 351,345 256 - 581800 Equipment Over $5,000 6,258 TOTAL Capital Outlay 357,603 15,108 10,500 8,783 10,319 12,000 4,607 7,700 3,882 7,694 91100 19,715 18,200 12,665 18,013 21,100 53,396 64,748 58,594 80,000 73,993 53,396 64,748 58,594 80,000 73,993 1,000 0 0 0 0 1,753 2,500 1,505 2,485 2,500 0 9,000 6,650 9,000 5,000 745 745 795 850 745 50,080 59,400 40,100 50,400 57,840 53,578 71,645 49,050 62,735 66,085 0 0 0 0 57.600 0 0 0 0 57,600 4,094 5,230 5,248 5,250 6,155 28,885 151,319 152,108 152,108 153,985 0 0 0 0 64,575 545 0 2,380 24,000 0 45,308 55,580 55,210 55,210 39,975 78,831 212,129 214,946 236,568 264,690 504,003 373,990 333,826 354,826 373,635 25.425 0 0 0 208.380 529,428 373,990 333,826 354,826 582,015 TOTAL POLICE 6,870,567 7,238,194 8,355,808 6,809,734 8,387,028 9,079,000 73 of 253 DEPARTMENT: 257 FIRE RESCUE FUND: 101 GENERAL FUND DEPARTMENTAL DESCRIPTION The Schertz Fire Rescue Department is a paid career department that responds to all fire and emergency service calls in the City of Schertz, the contracted areas of Guadalupe and Bexar Counties, and through mutual aid, the surrounding cities. All department members are certified as structural firefighters and emergency medical technicians through the Texas Commission on Fire Protection and the Texas Department of Health Services, respectively. Schertz firefighters are highly trained with many holding advanced firefighter, medical, and multi - discipline specialized certifications. Schertz Fire Rescue has an active public education /fire prevention program that conducts code review and enforcement within the city. Fire and arson investigation services are maintained within the department. GOALS AND OBJECTIVES Deliver comprehensive safety services of the highest quality. • Respond to 90% of City within 5 minutes from time of dispatch. • Pre -fire plan all commercial occupancies in the city once per year, and extra hazard occupancies twice per year. Support and maintain a safe, healthy, well trained and high performing work force. • Improve training opportunities specialized operations. • Build upon area -wide technical wildland strike teams. and encourage involvement in rescue, hazardous materials, and Provide high quality medical first responder service as part of an integrated emergency medical service. • Encourage advanced medical training and certifications. • Support emergency medical operations through interdepartmental cooperation. Become the community resource for life safety knowledge and information regarding Schertz Fire Rescue. • Semi - Annual inspects all schools and nursing homes. • Encourage public speaking for all firefighters. • Maintain safe construction and occupancy within the city through code enforcement. 74 of 253 FIRE RESCUE Attract and maintain a qualified and diverse workforce. • Encourage diverse applicants through career fairs and public education. • Continue to apply for staffing grants through Department of Homeland Security. ORGANIZATIONAL CHART FIRE RESCUE 2017 -18 2018 -19 2019 -20 Fire Chief 1 1 1 Assistant Chief 1 1 1 Fire Marshal 1 1 1 Deputy Fire Marshal 0 1 1 Battalion Chief 3 4 4 Training/Safety Training/Safety Officer 1 0 0 Lieutenant 9 9 9 Fire Inspector 1 0 0 Fire Apparatus Operator 9 9 9 Firefighter 18 18 18 Senior Administrative Assistant 1 1 1 TOTAL POSITIONS 45 45 45 75 of 253 FIRE RESCUE PERFORMANCE INDICATORS Number of Commercial Occupancies Total staffing Suppression staffing Prevention staffing Support staffing (command /training /admin) Number of fire stations Number of full -time engine companies 900 2017 -18 2018 -19 2019 -20 Input Actual Estimate Budget Number of Commercial Occupancies Total staffing Suppression staffing Prevention staffing Support staffing (command /training /admin) Number of fire stations Number of full -time engine companies 900 955 965 39 45 45 33 39 39 2 2 2 4 4 4 2 3 3 2 3 3 Number of incidents 2017 -18 2018 -19 2019 -20 Workload/Output Actual Estimate Budget Number of incidents 3,006 3,280 3,450 Unit Responses (# calls for all units Actual Estimate Budget responding to all emergencies) 4,403 4,500 4,600 Buildings preplan contacts 398/210 325/250 Training Hours /Employee Community Contact (citizen contact) 10,489 9,800 11,000 Fire Inspections Conducted 600 550 600 Plan Reviews Completed 248 200 250 Training Hours Provided 6,477 14,000 14,500 Average Drive Time (Minutes) 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget Average Drive Time (Minutes) 6.10 5.55 • Drive Time < 4 Minutes 31% 31% • of Buildings Preplanned 100% 100% • Prevention Contacts 29% 29% Inspections per Inspector 398/210 325/250 Training Hours /Employee 205 318 76 of 253 5.40 31% 100% 29% 360/230 329 FIRE RESCUE Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $4,191,703 $4,626,640 $4,708,388 Supplies 12,244 20,800 23,855 Utility Services 49,030 62,600 76,600 Operations Support 142 350 1,150 Staff Support 156,958 178,177 195,600 City Assistance 15,183 23,000 24,000 Professional Services 25,875 33,500 68,000 Maintenance Services 58,968 72,996 63,900 Other Costs 15,160 1,594 0 Rental /Leasing 15,916 28,000 10,600 Operating Equipment 143,199 117,644 113,150 Capital Outlay 121,817 179,000 173,000 Total $4,806,193 $5,344,301 $5,458,243 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget will increase 2.1 % from the FY 2018 -19 year end estimate from higher personnel costs related to the annual merit and the update to the holiday pay policy. 77 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND PUBLIC SAFETY EXPENDITURES FIRE RESCUE C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: $$X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 257 - 533100 Gas Utility Service 257 - 511110 Regular 2,299,294 2,567,507 2,848,190 2,482,915 3,051,699 2,891,488 257- 511120 Overtime 300,878 430,940 400,000 319,640 400,000 440,000 257 - 511180 LTD 6,910 8,160 8,381 6,341 9,460 8,432 257 - 511210 Longevity 63,820 62,328 62,399 60,687 64,444 68,486 257 - 511220 Clothing Allowance 11,568 12,720 13,316 11,460 14,148 13,316 257- 511230 Certification Allowance 40,575 41,755 47,588 36,425 46,698 47,336 257 - 511310 FICA - Employer 202,138 231,811 256,686 215,017 273,640 263,396 257 - 511350 TMRS- Employer 429,195 502,724 542,060 478,897 572,855 550,205 257 - 511410 Health- Employer 269,508 313,707 349,183 283,259 343,747 400,802 257- 511500 Workers' Compensation 23,710 20,051 24,585 24,492 24,492 24,927 TOTAL Personnel Services 3,647,597 4,191,703 4,552,388 3,919,133 4,801,183 4,708,388 Supplies 97,600 257- 535210 Employee Recognition- Morale 3,971 4,325 4,500 3,530 4,500 257 - 521000 Operating Supplies 2,658 4,059 7,500 4,268 5,700 7,500 257 - 521100 Office Supplies 1,172 1,976 2,500 1,440 2,500 3,200 257 - 521200 Medical /Chem Supplies 706 5,266 10,954 5,806 10,000 10,955 257 - 521300 Motor Veh. Supplies 15 37 800 136 800 1,000 257 - 521600 Equip Maint Supplies 411 905 1.800 1.433 1.800 1.200 TOTAL Supplies 181,177 4,961 12,244 23,554 13,083 20,800 23,855 Citv Support Services Utility Services 257 - 533100 Gas Utility Service 2,677 3,150 6,000 4,512 6,000 7,000 257- 533200 Electric Utility Service 18,624 9,393 23,000 6,741 15,000 25,000 257 - 533320 Telephone /Air Cards 0 0 0 0 0 3,000 257- 533330 Telephone /Internet 0 1,023 0 142 450 0 257 - 533410 Water Utility Service 2,395 1,821 2,600 1,107 2,600 3,600 257- 533500 Vehicle Fuel 25,383 33,643 30,000 27,617 36,000 38,000 TOTAL Utility Services 49,079 49,030 61,600 40,120 60,050 76,600 Operations Support 257 - 534100 Advertising 0 0 150 0 0 150 257- 534200 Printing & Binding 0 142 400 323 350 1,000 TOTAL Operations Support 0 142 550 323 350 1,150 Staff Support 257- 535100 Uniforms 65,002 82,009 96,577 63,678 96,577 97,600 257- 535210 Employee Recognition- Morale 3,971 4,325 4,500 3,530 4,500 4,700 257 - 535300 Memberships 2,238 2,643 3,100 3,058 3,100 3,500 257 - 535400 Publications 2,792 1,966 3,000 1,783 3,000 3,500 257- 535500 Training /Travel 52,094 56,503 66,000 50,828 61,000 72,000 257- 535510 Meeting Expenses 3,496 3,499 4,375 2,123 3,000 4,300 257 - 535600 Professional Certification 6,823 6,012 7,000 6,069 10,000 10,000 TOTAL Staff Support 136,416 156,958 184,552 131,069 181,177 195,600 78 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND PUBLIC SAFETY EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: 39X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET City Assistance 257 - 537800 Community Outreach 22,490 TOTAL City Assistance 22,490 Professional Services 257 - 541300 Other Professional Services 32,696 TOTAL Professional Services 32,696 Fund Charaes /Transfers Maintenance Services 257 - 551400 Minor & Other Equip Maint 257- 551800 Other maintenance agreement 257- 551810 Maintenance Agr. - Radios 257- 551900 Construction TOTAL Maintenance Services Other Costs 257 - 554200 Deployment- Reimb- TIFMAS TOTAL Other Costs Debt Service 1,723 16,544 10, 640 11,496 40,403 611 611 Rental /Leasing 2,500 257- 561200 Lease /Purchase Payments 15.916 TOTAL Rental /Leasing 15,916 Operating Equipment 17,097 257 - 571000 Furniture & Fixtures 6,741 257- 571200 Vehicles & Access. LESS $5,00 15,424 257 - 571300 Computer & Periphe. < $5000 5,706 257- 571310 Computer Software 1,541 257- 571400 Communication Equip LESS $500 6,643 257 - 571600 Police /Fire /Medical Equipment 40,330 257 - 571800 Equipment under $5,000 12,769 TOTAL Operating Equipment 89,154 Capital Outlay 15,160 257- 581200 Vehicles & Access. Over $5,00 30,407 257 - 581400 Communication Equip Over $500 0 257 - 581600 Donation - Expense 0 257- 581800 Equipment Over $5,000 61800 TOTAL Capital Outlay 37,207 15,183 23.000 8,293 23,000 24,000 15,183 23,000 8,293 23,000 24,000 25,875 33,500 33.465 33,500 68,000 25,875 33,500 33,465 33,500 68,000 54 2,500 284 1,000 2,500 20,001 30,000 17,097 30,000 31,400 14,040 15,000 9,760 15,000 15,000 24,873 36,296 18.540 36.296 15,000 58,968 83,796 45,681 82,296 63,900 15,160 0 1,594 1,594 0 15,160 0 1,594 1,594 0 15.916 29.100 23.333 28.000 10.600 15,916 29,100 23,333 28,000 10,600 14,582 15,000 12,221 15,000 15,000 5,544 8,125 5,079 8,125 8,000 14,545 14,500 13,793 14,500 19,750 1,278 7,000 3,871 12,500 8,000 4,054 19,899 7,444 19,899 10,000 97,767 42,620 25,884 42,620 43,200 5,429 51000 3,387 5,000 9,200 143,199 112,144 71,679 117,644 113,150 89,953 179,000 0 179,000 132,000 0 0 0 0 25,000 24,864 0 0 0 0 7,000 0 0 0 16,000 121,817 179,000 0 179,000 173,000 TOTAL FIRE RESCUE 4,076,531 4,806,193 5,283,184 4,287,772 5,528,594 5,458,243 79 of 253 DEPARTMENT: PLANNING AND COMMUNITY DEVELOPMENT DIVISION: 258 BUILDING INSPECTIONS FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The Building Inspections Division assists customers seeking permits and inspections for various residential and commercial construction projects. The Division is responsible for maintaining health, safety, and welfare through professional review of building plans, permits and performing inspections to works closely with citizens, contractors, builders, developers, and other City Departments to assist in creating an attractive and safe community. GOALS AND OBJECTIVES Continue to improve department processes to expedite the plan review and permitting process. Strive to provide superior customer service through courteous and professional relationships with the community. Continue to train counter staff to interpret building code regulations with the goal to successfully guide customers through the permit and inspection process. Promote the use of automated technology in permit application and inspection software (SharePoint, WebQA, and permitting software City View) which will streamline the process and provide the applicant with on- line access to projects. Continue to provide and improve upon a high level of professional services to the varied stakeholders served, including builders, developers, landowners, neighborhood groups, business owners, appointed officials and Council members, and citizens of the community. Promote continuous staff development and cross training to improve efficiency and customer service by increasing the technical knowledge of staff. 80 of 253 INSPECTIONS Continue to expand efforts for community education of Building Safety through the City of Schertz Building Safety Month festivities to include additional school presentations, information sessions at local stores, public outreach via social media, and a presentation to the City of Schertz Senior Center to raise awareness on the importance of building safety. Review, adopt and implement new Building Codes in order to ensure the health and safety of Schertz residents. Contribute to the publication of articles for the Schertz Magazine From the Development Whiteboard. The articles are published to provide helpful information, transparency, and improved customer service for all residents. ACCOMPLISHMENTS Eight (8) International Code Council (ICC) Certifications were earned by staff members. Two (2) Texas State Board of Plumbing Examiners Inspector Licenses obtained by staff members. Attended various continuing education classes including Building Professional Institute training in Houston, Austin, and Irving, the San Antonio Building Codes Academy, the 2018 IBC and IFC Assembly Spaces Training, the Master Exam Prep Class for Plumbing, Coaching and Teambuilding Skills for Managers and Supervisors, ADA Accessibility Training, Deer Oaks training sessions to include Business Etiquette and Professionalism and Maintaining Respect and Civility in the Workplace, various webinars for inspector training, and training to maintain active Plumbing Licenses and Master Electrical Licenses. Continually improved upon the customer service kiosk in the lobby to assist customers with the permitting process by updating applications and creating fillable forms to inprove service by having all permits easily accessible online. Expanded the yearly program to raise awareness for Building Safety Month which included a Daycare / Preschool presentation, safety tips on the City social media site, informational sessions at the local home improvement store, an article in the Schertz Magazine, and a presentation at the Schertz Senior Center. Transitioned to a digital plan and permit submittal and review process by utilizing Share Point and WebQA to increase efficiency and customer service. 81 of 253 INSPECTIONS Continually reviewed and improved the online inspection request system based on customer input to improve communication with customers and to include the ability to upload attachments for all contractor submittals. Improved Permit Technician processes by implementing new workflows, to include immediately scanning permits, to provide increased customer service and ensure proper tracking of all submitted permits. Continued the monthly contractor meetings and quarterly meetings with the Greater San Antonio Builders Association (GSABA) to foster partnerships with the building community. Continued with weekly department meeting to include all Planning and Community Development staff to foster a team mentality, increase awareness of construction projects and improve communication within the department. Increased focus on continued training for staff. 82 of 253 INSPECTIONS ORGANIZATIONAL CHART INSPECTIONS 2017 -18 2018 -19 2019 -20 Dir. of Planning & Comm. Dev. 1 1 1 Executive Assistant 1 1 1 Chief Building Official 1 1 1 Plans Examiner 1 1 1 Building Inspector 3 5 5 Permit Technician 2 2 2 Development Specialists* 0 1 1 TOTAL POSITIONS 9 12 12 *Split with Utility Billing PERFORMANCE INDICATORS New Residential Construction 2017 -18 2018 -19 2019 -20 Workload/Output Actual Estimate Budget New Residential Construction 422 300 360 New Commercial Construction 26 19 26 Reroof Permits 1709 850 850 Accessory /Temporary Building 35 25 25 Permits Deck /Patio Permits 71 55 60 Sign Permits 137 85 100 Other Permits 2261 3200 3000 83 of 253 INSPECTIONS Mechanical Permits 978 1000 900 Electric Permits 732 1000 800 Plumbing Permits 1225 1200 1000 Total Permit/License /Fee Revenue $3,260,040 $2,273,768 $2,197,104 Median days to complete residential 20 20 20 plan review Median days to complete 60 60 60 commercial plan review 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget Median days to complete residential 20 20 20 plan review Median days to complete 60 60 60 commercial plan review Standard Inspections (i.e. framing) 13,269 17,000 15,000 Re- Inspections 1,638 3,000 3,000 2017 -18 2018 -19 2019 -20 Effectiveness Actual Estimate Budget Standard Inspections (i.e. framing) 13,269 17,000 15,000 Re- Inspections 1,638 3,000 3,000 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $629,218 $809,558 $841,043 Supplies 2,549 4,115 5,378 Utility Services 4,461 5,000 9,720 Operations Support 1,781 2,219 2,400 Staff Support 19,254 29,961 41,261 Professional Services 260,540 70,000 70,000 Operating Equipment 5,391 1,085 600 Capital Outlay 0 53,000 29,000 Total $923,193 $974,938 $999,402 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget increases 2.5% from the FY 2018 -19 year end estimate. Higher personnel and staff support costs from being fully staffed are offset by lower capital outlay. 84 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND PUBLIC SAFETY EXPENDITURES INSPECTIONS Personnel Services 258 - 511110 Regular 258- 511120 Overtime 258 - 511180 LTD 258 - 511210 Longevity 258 - 511230 Certification Allowance 258- 511310 FICA - Employer 258 - 511350 TMRS - Employer 258 - 511410 Health - Employer 258- 511500 Workers' Compensation TOTAL Personnel Services Supplies 258- 521000 Operating Supplies 258- 521100 Office Supplies 258 - 521300 Motor Vehicle Supplies 258 - 521600 Equip Maint Supplies TOTAL Supplies City Support Services Utility Services 258- 533500 Vehicle Fuel TOTAL Utility Services Operations Support 258 - 534200 Printing & Binding TOTAL Operations Support C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: $$X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 401,722 420,670 496,158 471,871 592,935 567,480 10,023 27,467 19,400 11,997 18,000 17,460 1,141 1,300 1,538 1,136 1,838 1,759 8,647 7,295 8,911 8,668 8,670 13,952 0 0 291 136 196 291 31,066 33,516 39,382 36,126 47,415 45,805 67,477 73,523 83,165 79,578 99,261 95,683 57,542 64,366 79,562 62,228 74,772 97,084 1,248 11081 1,347 1,342 1,342 1,529 578,866 629,218 729,754 673,081 844,429 841,043 1,118 1,056 1,375 1,047 1,375 1,614 1,675 1,399 1,627 947 2,000 2,400 44 72 240 63 240 864 0 22 500 73 500 500 2,836 2,549 3,742 2,130 4,115 5,378 3,747 4,461 5.000 4.518 6.000 9,720 3,747 4,461 5,000 4,518 6,000 9,720 1,845 1,781 2,219 11190 2,219 2,400 1,845 1,781 2,219 1,190 2,219 2,400 Staff Support 258- 535100 Uniforms 4,821 4,857 6,250 3,279 6,250 8,690 258 - 535300 Memberships 219 259 735 155 745 745 258 - 535400 Publications 536 1,589 1,458 768 2,298 2,298 258 - 535500 Training /Travel Staff 9,665 9,942 16,140 11,789 15,300 23,341 258- 535510 Meeting Expenses 1,829 666 3,336 377 3,336 2,100 258 - 535600 Professional Certification 993 1,941 2,042 1,833 2,032 4,087 TOTAL Staff Support 18,063 19,254 29,961 18,201 29,961 41,261 City Assistance 85 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND PUBLIC SAFETY EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: 39X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Professional Services 258 - 541300 Other Consl /Prof Services 206,558 TOTAL Professional Services 206,558 Maintenance Services Rental /Leasing Operating Equipment 258 - 571000 Furniture & Fixtures 0 258 - 571200 Vehicles &Access. LESS $5,000 0 TOTAL Operating Equipment 0 Capital Outlay 258- 581200 Vehicles & Access. Over $5,00 0 TOTAL Capital Outlay 0 TOTAL INSPECTIONS 260,540 70.000 57,045 70,000 70,000 260,540 70,000 57,045 70,000 70,000 5,391 903 530 903 600 0 0 555 555 0 5,391 903 1,085 1,458 600 0 54,000 53.007 53.470 29,000 0 54,000 53,007 53,470 29,000 811,916 923,193 86 of 253 895,579 810,258 1,011,652 999,402 DEPARTMENT: PUBLIC WORKS DIVISION: 359 STREETS FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The Street Department provides high quality service in design, construction, and renovation of streets and continues to perform services in a customer service first manner to meet the needs of the citizens. Provides safe and efficient movement of the people and goods through a well- designed, operated, and maintained transportation network. Evaluates affordability and efficiency options for providing street maintenance services. Chipping service is provided as requested by the residents. The Street Division assists other departments as needed. GOALS AND OBJECTIVES Apply preventative maintenance strategies to extend the life of City streets and reduce unscheduled maintenance. Plan, design, construct, operate, and maintain traffic functions, traffic control devices, street resurfacing and rehabilitation, street lights, street signs, street sweeping, and crosswalk signals. Emphasize safety to our employees to reduce preventable accidents. Provide traffic counts and speed information on specific streets as requested. Design and prepare street maintenance plans, pothole patching, and sidewalk construction. 87 of 253 PUBLIC WORKS- STREETS ORGANIZATIONAL CHART Bets Water &Sewer Drainage STREETS 2017 -18 2018 -19 2019 -20 Public Works Manager Streets/Drainage 1 1 1 Street Supervisor 1 1 1 Foreman 1 1 1 Street Worker II 5 5 6 Street Worker 1 6 6 8 TOTAL POSITIONS 141 141 17 PERFORMANCE INDICATORS Street Sweeping hours 2017 -18 2018 -19 2019 -20 Workload/Output Actual Estimate Budget Street Sweeping hours 1,300 1,766 1,900 Number of signs produced 443 475 500 Quantity of asphalt purchased (tons) 335 232 250 Special projects (Hours) 993 380 400 Street centerline miles 163 163 164 Annual cost to operate street sweepers (operators and fuel) Cost per ton of asphalt Approved daily budget expenditures for operation 88 of 253 115,000 106,560 48 55 3,370 4,192 .1 4,238 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget Annual cost to operate street sweepers (operators and fuel) Cost per ton of asphalt Approved daily budget expenditures for operation 88 of 253 115,000 106,560 48 55 3,370 4,192 .1 4,238 PUBLIC WORKS- STREETS Effectiveness 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Hours spent on roadway maintenance 2,900 3,000 3,200 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $773,404 $757,164 $877,796 Supplies 80,858 113,350 102,450 Utility Services 173,057 185,000 176,000 Staff Support 10,496 18,350 18,620 Professional Services 18,193 15,000 15,000 Maintenance Services 70,181 273,700 285,500 Rental /Leasing 3,201 5,150 6,000 Operating Equipment 6,662 4,850 9,800 Capital Outlay 94,153 228,685 31,000 Total $1,230,206 $1,601,249 $1,522,166 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget will decrease 4.9% from the FY 2018 -19 year end estimate. Personnel will increase 15.9% with the addition of a Street Worker II and growing street miles. This increase is offset from the FY 2018 -19 year end estimate due to fewer vehicles and equipment being purchased in the FY 2019 -20 Capital Outlay category. 89 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND PUBLIC ENVIRONMENT EXPENDITURES STREETS C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: 39X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 3,444 2,342 3,750 2,515 3,750 3,750 359 - 511110 Regular 478,528 507,802 520,366 418,029 512,262 570,015 359- 511120 Overtime 6,592 5,124 6,305 5,322 5,649 6,305 359 - 511180 LTD 1,406 1,601 1,613 1,101 1,588 1,767 359 - 511210 Longevity 13,796 15,381 16,724 16,729 16,927 17,138 359- 511230 Certification Allowance 2,112 2,389 2,037 1,789 2,210 2,910 359 - 511310 FICA - Employer 38,208 40,314 41,328 33,475 41,084 45,206 359 - 511350 TMRS - Employer 80,366 85,636 87,783 71,375 86,008 95,097 359 - 511410 Health - Employer 90,556 101,200 108,056 62,768 75,412 121,404 359 - 511500 Workers' Compensation 18,844 13,958 16,085 16,024 16,024 17,954 TOTAL Personnel Services 730,408 773,404 800,297 626,612 757,164 877,796 Supplies 359- 521000 Operating Supplies 3,444 2,342 3,750 2,515 3,750 3,750 359 - 521050 Operating Supplies- Street Sig 30,324 19,967 20,000 12,416 20,000 20,000 359 - 521055 Operating Supplies- StreetMain 56,576 56,259 86,200 51,184 86,200 75,000 359 - 521100 Office Supplies 233 295 400 224 400 400 359 - 521200 Medical /Chem Supplies 470 1,000 1,500 386 1,500 1,500 359 - 521300 Motor Veh. Supplies 1.820 995 1.800 1,232 1.500 1.801 TOTAL Supplies Professional Certification 92,868 80,858 113,650 67,957 113,350 102,450 Citv Support Services Utility Services 359 - 533200 Electric Utility Service 131,119 135,545 140,000 104,617 140,000 140,000 359 - 533210 Utilities - Poles 0 0 4,500 4,440 4,500 0 359 - 533410 Water Utility Service 630 559 1,200 403 500 0 359- 533500 Vehicle Fuel 35.674 36,954 36.000 30,112 40.000 36.00 TOTAL Utility Services 167,423 173,057 181,700 139,572 185,000 176,000 Operations Support Staff Support 359 - 535100 Uniforms 9,474 8,351 13,500 11,919 13,500 12,000 359 - 535200 Awards 0 0 100 0 100 0 359 - 535300 Memberships 0 0 150 149 150 0 359- 535500 Training /Travel 1,399 1,423 3,500 3,023 3,200 4,000 359 - 535510 Meeting Expenses 536 495 1,000 696 1,000 1,200 359- 535600 Professional Certification 177 227 400 161 400 1.420 TOTAL Staff Support 11,586 10,496 18,650 15,948 18,350 18,620 90 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND PUBLIC ENVIRONMENT EXPENDITURES City Assistance Professional Service C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: 99X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 359 - 541310 Contractual Services 71,705 TOTAL Professional Services 71,705 Maintenance Services 359 - 551400 Minor & Other Equip Maint ( 267) 359 - 551600 Outsourced Street Maintenance 40.361 TOTAL Maintenance Services 40,094 Debt Service Rental /Leasing 4,850 4,590 359- 561100 Rental- Equipment 2,763 359- 561200 Lease /Purchase Payments 0 TOTAL Rental /Leasing 2,763 Operating Equipment 300 359 - 571000 Furniture & Fixtures 254 359- 571200 Vehicles & Access under $5,00 1,178 359 - 571750 Street Crossing Minor Imprvmn 9,184 359- 571800 Equipment under $5,000 1,516 TOTAL Operating Equipment 12,133 Capital Outlay 6,662 4,850 359 - 581200 Vehicles & Access. Over $5,00 27,884 359 - 581750 Street Crossing Improvements 84,034 359 - 581800 Equipment Over $5,000 23,890 TOTAL Capital Outlay 135,808 18,193 15,000 6,345 15,000 15,000 18,193 15,000 6,345 15,000 15,000 0 500 0 500 500 70.181 273.200 646 273.200 285.000 70,181 273,700 646 273,700 285,500 3,201 4,850 4,590 4,850 6,000 0 3,201 0 4,850 0 4,590 300 5,150 0 6,000 300 300 0 300 300 1,166 50 0 50 5,000 0 0 0 0 0 5,196 4.500 4.268 4,500 4.500 6,662 4,850 4,268 4,850 9,800 7,475 156,698 156,398 156,698 31,000 25,818 0 0 0 0 60,860 72,587 37,050 71,987 0 94,153 229,285 193,448 228,685 31,000 TOTAL STREETS 1,264,787 1,230,206 1,641,982 1,059,386 1,601,249 1,522,166 TOTAL PUBLIC ENVIRONMENT 1,264,787 1,230,206 1,641,982 1,059,386 1,601,249 1,522,166 91 of 253 DEPARTMENT: 460 PARKS, RECREATION AND COMMUNITY SERVICES FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The Parks, Recreation, and Community Services department oversees the maintenance and management of approximately 400 acres of park land, to include the maintenance of municipal facilities, creek ways, swimming pools, graffiti removal, park irrigation systems, trails, restrooms, pavilions, open space, playground equipment, benches, picnic tables, lighting, mowing contracts oversight, campus formal bed maintenance contracts, and oversight of athletic field maintenance by sports associations (Buffalo Valley Youth Association and Schertz Youth Soccer Alliance). It conducts community -wide tree planting and beautification programs. Acquires, designs, constructs, and renovates existing and additional park land and facilities. It provides citizen input and communication venues utilizing the Parks and Recreation Advisory Board, community surveys, and community meetings. It plans and implements over 50 special events, recreation programs, and parades. The Director of Parks, Recreation, and Community Services oversees the budgets for Parks, Swimming Pools, Tree Mitigation, Parkland Dedication, and the Special Events Fund. In addition, the Director oversees and manages the contracts with the YMCA of Greater San Antonio for the staffing and programming of the Recreation Center, the Schertz Area Senior Center, the Schertz Aquatics Center, and the outdoor pools at Pickrell Park and Wendy Swan Memorial Park. GOALS AND OBJECTIVES Continue to develop a system of parks, open space, recreational facilities, and leisure services that will meet the needs of an expanding community. Implement the on -going Parks recommendations and priorities to expanding community. and Open Space Master Plan keep pace with the needs of an Continue the development of trails and greenbelts to improve connectivity among parks, neighborhoods, churches, schools, public facilities, and municipal buildings. Provide recreational and leisure opportunities to City of Schertz residents of all ages through the provision of high quality parks and recreational facilities, swimming pools, and senior center. 92 of 253 PARKS, RECREATION AND COMMUNITY SERVICES Continue to expand our internal, recreation services program through our Music & Movies in the Park series, restructuring of our established special events, and introduction of more adult- oriented sports opportunities. Continue to expand our nature park educational opportunities through more organized, structured site tours and programming accomplished through partnerships with the Friends of Crescent Bend Nature Park, members of the local birding community, and the local school district (SCUCISD). ORGANIZATIONAL CHART Pools PARKS, RECREATION & COMMUNITY SERVICES 2017 -18 2018 -19 2019 -20 Director of Parks, Recreation & Community Services 1 1 1 Senior Administrative Assistant 1 1 1 Parks Manager 1 1 1 Park Maintenance Crew Leader 1 1 1 Park Worker 1 4 4 5 Park Worker I, Part Time 1 1 1 Seasonal Park Workers 1 1 1 Events Manager 0 1 1 Events Specialist 0 1 1 TOTAL POSITIONS 10 12 13 93 of 253 PARKS, RECREATION AND COMMUNITY SERVICES PERFORMANCE INDICATORS Total Acres of Park Land Managed 2017 -18 2018 -19 2019 -20 Workload /Outputs Actual Estimate Budget Total Acres of Park Land Managed 394.35 401.11 401.11 Total Acres of City Campuses Managed 48.68 48.68 Total Acres of Land Managed Per FTE 78.87 89.96 89.96 Total Miles of Trails Managed 25 25 Routine Park Maintenance Hours 12,694 234,500 Special Events, Programs & Parades 50 50 Acres of Contractual Mowing Acres of Athletic Association Maintenance Hours of Volunteer Service Hours of Athletic Association Service 164.97 119.40 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget Acres of Contractual Mowing Acres of Athletic Association Maintenance Hours of Volunteer Service Hours of Athletic Association Service 164.97 119.40 119.40 49 70.02 70.02 800 1,000 1,200 1,200 1,200 Cost Benefit for Athletic Association Field Maintenance $550,000 Cost Benefit for Volunteer Hours $19,142 Special Events Attendance Youth Sports Registrations (BVYA & SYSA) $550,000 $24,180 30,000 M $550,000 $12,000 30,000 :MO Budget 2016 -17 2017 -18 2018 -19 Effectiveness Actual Estimate Bud et Cost Benefit for Athletic Association Field Maintenance $550,000 Cost Benefit for Volunteer Hours $19,142 Special Events Attendance Youth Sports Registrations (BVYA & SYSA) $550,000 $24,180 30,000 M $550,000 $12,000 30,000 :MO Budget 2017 -18 2018 -19 2019 -20 Supplies Actual Estimate Budget Personnel $458,475 $550,325 $656,169 Supplies 71,788 76,331 98,850 City Support Services 10,437 18,000 114,500 Utility Services 256,028 234,500 244,500 Operations Support 999 1,847 1,000 Staff Support 8,200 15,290 19,670 Professional Services 115,892 139,500 137,500 94 of 253 PARKS, RECREATION AND COMMUNITY SERVICES Maintenance Services 13,718 65,479 26,500 Rental /Leasing 29,494 5,947 5,000 Operating Equipment 24,067 72,571 65,250 Capital Outlay 70,408 349,901 185,000 Total $1,059,50 $1,529,691 $1,553,939 5 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget will increase 1.6% from the FY 2018 -19 year end estimate. This increase is from the addition of $22,500 in Supplies for Landscaping supplies. Also included in this increase is the transfer of event expenses from Special Events. 95 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND PARKS & RECREATION EXPENDITURES PARKS C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: 9ZX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 41,419 30,716 24,115 34,250 34,250 460 - 521100 Office Supplies 460 - 511110 Regular 328,886 301,260 444,258 320,980 401,011 433,691 460- 511120 Overtime 15,523 16,047 14,793 15,330 17,800 14,793 460- 511180 LTD 955 885 1,341 797 1,243 1,326 460 - 511210 Longevity 12,901 6,669 8,514 8,917 9,832 4,022 460- 511230 Certification Allowance 3,208 2,908 14,550 3,139 3,791 6,984 460 - 511310 FICA - Employer 25,886 24,030 36,862 25,468 33,081 35,142 460 - 511350 TMRS - Employer 56,401 52,016 75,873 55,811 69,254 72,479 460 - 511410 Health - Employer 47,722 51,281 73,714 45,997 55,806 83,806 460 - 511500 Workers' Compensation 4,965 3,379 4,060 4,045 4,045 3,926 TOTAL Personnel Services 496,446 458,475 673,965 480,483 595,863 656,169 Supplies 460- 521000 Operating Supplies 32,785 41,419 30,716 24,115 34,250 34,250 460 - 521100 Office Supplies 362 430 1,000 1,269 1,500 1,000 460 - 521200 Medical /Chem Supplies 1,717 2,502 2,600 951 2,500 2,600 460 - 521300 Motor Vehicle Supplies 0 256 6 6 6 500 460 - 521310 Landscaping Supplies -Parks 0 21,397 13,500 13,446 15,000 25,500 460- 521315 Landscaping Supplies- Campus 0 943 19,500 15,069 20,000 30,500 460 - 521400 Plumbing Supplies 4,070 4,221 4,000 2,120 4,000 4,000 460- 521610 Building Maintenance Supplies 0 619 575 575 575 500 TOTAL Supplies 38,934 71,788 71,897 57,550 77,831 98,850 City Support Services 460 - 532601 Holidazzle 0 0 0 0 0 16,500 460- 532604 4th of July Jubilee 0 0 0 0 0 26,000 460- 532607 National Night Out 0 0 0 0 0 500 460- 532619 Schertz Sweetheart 0 0 0 0 0 20,000 460 - 532620 Sweetheart Scholarships 0 0 0 0 0 4,000 460- 532626 Other Events 0 0 0 0 0 37,500 460- 532800 Special Events 12,005 10,437 10,000 15,137 19,000 10,000 TOTAL City Support Services 12,005 10,437 10,000 15,137 19,000 114,500 Utility Services 460- 533100 Gas Utility Service 692 0 0 0 0 0 460- 533200 Electric Utility Service 80,465 73,034 76,000 47,538 76,000 76,000 460 - 533310 Telephone /Cell Phones 75 28 0 0 0 0 460- 533410 Water Utility Service 155,319 171,163 136,000 108,208 150,000 160,000 460- 533500 Vehicle Fuel 10.482 11,804 8,500 7.515 10,500 8,500 TOTAL Utility Services 247,033 256,028 220,500 163,261 236,500 244,500 96 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND PARKS & RECREATION EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: nX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Operations Support 460 - 534100 Advertising 1,673 TOTAL Operations Support 1,673 Staff Support 460- 535100 Uniforms 5,760 460 - 535300 Memberships 441 460- 535500 Training /Travel 4,151 460 - 535510 Meeting Expenses 0 TOTAL Staff Support 10,351 Citv Assistance Professional Services 1,847 460- 541300 Other Consl /Prof Services 1,420 460- 541310 Contract Services 88.810 TOTAL Professional Services 90,230 Maintenance Services 7,195 460 - 551100 Building Maintenance 250 460- 551400 Minor & Other Equip Maint 2,080 460 - 551600 Street Maintenance Materials 0 460- 551618 Veteran's Memorial Maint. 189 460- 551710 Landscaping 14,833 TOTAL Maintenance Services 17,352 Rental /Leasing 19,670 4,906 460- 561100 Rental- Equipment 1,069 460 - 561200 Lease Payments - Principal 36,230 TOTAL Rental /Leasing 37,299 Operating Equipment 5,399 460- 571000 Furniture & Fixtures 0 460 - 571600 Donation- Expense 0 460 - 571700 Improvements under $5,000 0 460 - 571800 Equipment under $5,000 19,024 TOTAL Operating Equipment 19,024 Capital Outlay 250 13,970 460 - 581200 Vehicles & Access. Over $5,00 0 460 - 581700 Improvements Over $5,000 0 460- 581800 Equipment Over $5,000 0 TOTAL Capital Outlay 0 999 1,847 1,847 1,847 11000 999 1,847 1,847 1,847 1,000 3,853 6,165 6,297 6,750 7,195 201 1,934 2,015 2,015 1,625 3,830 5,800 5,890 5,890 10,000 316 996 885 996 850 8,200 14,895 15,087 15,651 19,670 1,646 6,000 7,896 8,000 6,000 114,246 131,500 93,794 131,500 131,500 115,892 137,500 101,690 139,500 137,500 1,078 479 479 479 2,500 5,418 5,000 4,336 5,000 5,000 0 50,000 0 50,000 10,000 2,316 17,000 761 5,000 4,000 4,906 5,000 2,700 61000 5,000 13,718 77,479 8,275 66,479 26,500 2,321 5,947 5,399 15,000 5,000 27,172 0 0 0 0 29,494 5,947 5,399 15,000 5,000 2,574 2,500 783 2,500 250 13,970 0 0 0 0 0 50,000 44,147 70,026 50,000 7,523 19,850 20,071 20,539 15,000 24,067 72,350 65,001 93,065 65,250 0 128,000 133,974 133,974 0 0 151,150 119,142 151,150 140,000 70,408 44,777 10,112 44,777 45,000 70,408 323,927 263,228 329,901 185,000 TOTAL PARKS 970,348 1,059,505 1,610,307 1,176,957 1,590,637 1,553,939 97 of 253 DEPARTMENT: PARKS, RECREATION, AND COMMUNITY SERVICES DIVISION: 463 POOLS FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The management and maintenance of two (2) outdoor pools including the maintenance of swimming facilities, pumping systems, and related aquatic programs designed to encourage safe use and professional management of these facilities. Provide contractual oversight of the management, programming, and maintenance of the Schertz Aquatics Center. Provide citizen input and communication venues utilizing the Parks and Recreation Advisory Board, surveys, and community meetings. GOALS AND OBJECTIVES Maintain and develop aquatic programs designed to educate our citizens and to meet the needs of our expanding community. Maintain a high quality of pool maintenance while providing excellent aquatic recreation and leisure service programs. Incorporate management oversight of the Schertz Aquatics Center in order to expand the availability of recreational and health /well -being programming and provide year -round access to same. 98 of 253 POOL ORGANIZATIONAL CHART PERFORMANCE INDICATORS Revenue per year Outdoor Pools 2017 -18 2018 -19 2019 -20 Workload /Outputs Actual Estimate Budget Revenue per year Outdoor Pools 26,073 27,322 29,000 Days open per year Outdoor Pools 62 67 67 In -House Pool Renovation Hours 0 0 0 Daily Admissions Wendy Swan Pool 3,934 4,024 4,424 Daily Attendees Wendy Swan Pool 2,684 2,775 2,775 Daily Admissions Pickrell Pool 21,357 18,753 19,800 Daily Attendees Pickrell Pool 12,419 10,486 11,452 Season Pool Pass Sales 4,480 4,424 4,800 Daily Attendees Schertz Aquatics Center 58,128 78,000 80,000 Cost per resident for Pool Operations 19.45* 17.30* 14.25* *Cost per resident with the new Schertz Aquatics Center 99 of 253 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget Cost per resident for Pool Operations 19.45* 17.30* 14.25* *Cost per resident with the new Schertz Aquatics Center 99 of 253 POOL Supplies 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Supplies $20,490 25,500 25,500 Utility Services 27,835 28,000 16,500 Professional Services 0 2,993 0 Maintenance Services 529,217 517,912 527,878 Operating Equipment 1,032 2,125 0 Total $5785573 $576,530 $569,878 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget will decrease 1.2% from the FY 2018 -19 year end estimate due to the decrease in utility services, professional services, operating equipment. This decrease was offset by an increase in Contract Maintenance to update the value to actual costs incurred by the YMCA. 100 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND PARKS & RECREATION EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: 93X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET SWIM POOL Personnel Services Supplies 463- 521000 Operating Supplies 6,827 3,850 4,500 2,163 4,500 4,500 463 - 521200 Chem /Med /Lab Supplies 18,553 16,070 18,000 8,608 18,000 18,000 463- 521600 Equip Maint Supplies 434 570 3,000 40 3,000 3,000 TOTAL Supplies 25,814 20,490 25,500 10,811 25,500 25,500 City Support Services Utility Services 463- 533200 Electric Utility Service 8,810 11,354 10,000 12,160 16,000 10,000 463- 533410 Water Utility Service 16,090 16,481 6,500 9.773 12.000 6,500 TOTAL Utility Services 24,900 27,835 16,500 21,933 28,000 16,500 Operations Support Staff Support Professional Services 463- 541300 Other Consl /Prof Services 3,633 0 2.993 2,993 2,993 0 TOTAL Professional Services 3,633 0 2,993 2,993 2,993 0 Maintenance Services 463 - 551400 Minor & Other Equip Maint 9,393 14,143 7,008 10,411 10,411 10,000 463 - 551700 Contract Maintenance 539,877 515,073 587,878 305,679 507,501 517,878 463 - 551710 Landscaping 25,439 0 0 0 0 0 TOTAL Maintenance Services 574,709 529,217 594,886 316,090 517,912 527,878 RentallLeasing Operating Equipment 463 - 571000 Furniture & Fixtures 0 1,032 0 2,125 2,125 0 TOTAL Operating Equipment 0 1,032 0 2,125 2,125 0 Capital Outlay TOTAL SWIM POOL 629,056 578,573 639,878 353,952 576,530 569,878 101 of 253 DEPARTMENT: PUBLIC AFFAIRS DIVISION: 464 EVENT FACILITIES FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION Under the umbrella of Public Affairs, Event Facilities provides a place where customers can gather for social or cultural activities, as well as a centrally located venue for businesses and other organizations to hold meetings, training, and /or other specialized events. This department handles all aspects of event rental, and rdinates and executes each event from start to finish (initial deposit to event feedback). GOALS AND OBJECTIVES Promotes community involvement by attracting public events such as fundraisers, tradeshows /conventions, and performing arts events. Promotes high quality of life for residents and other customers by providing an affordable, friendly, and safe gathering place for special events. Promotes relationships with surrounding cities, organizations, and citizens by offering audio /video capabilities and attractive, flexible and diverse use of venue space through upgrades in technology and building improvements. ORGANIZATIONAL CHART 102 of 253 EVENT FACILITIES EVENT FACILITIES 2017 -18 2018 -19 2019 -20 Civic and Community Centers Coordinator 1 1 1 Event Attendant 3 3 2 P/T Event Attendant 1 1 2 TOTAL POSITIONS 5 5 5 PERFORMANCE INDICATORS Number of events booked Number of events cancelled Number of facility tours 1,133 1,100 1,100 75 45 40 300 433 400 2017 -18 2018 -19 2019 -20 Workload /Output Actual I Estimate Budget Number of events booked Number of events cancelled Number of facility tours 1,133 1,100 1,100 75 45 40 300 433 400 Revenue 103 of 253 285,881 292,541 288,000 24,776 29,630 27,000 2017 -18 2018 -19 2019 -20 Efficiency Actual I Estimate Budget Revenue 103 of 253 285,881 292,541 288,000 24,776 29,630 27,000 EVENT FACILITIES 13 25 19 Tradeshows /conventions Customer satisfaction Rating 95% 100% 100% 2017 -18 2018 -19 2019 -20 Effectiveness Actual Estimate Budget 13 25 19 Tradeshows /conventions Customer satisfaction Rating 95% 100% 100% Personnel Services 2017 -18 2018 -19 2019 -20 Budget Actual I Estimate Budget Personnel Services $48,371 $252,474 $279,034 Supplies 3,766 3,659 6,150 Utility Services 44,852 46,650 46,650 Operations Support 15,735 16,500 12,358 Staff Support 542 4,935 5,325 Maintenance Services 0 0 13,000 Operating Equipment 12,172 29,500 32,500 Total $125,438 $353,718 $395,017 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget will increase 11.7% from the FY 2018 -19 year end estimate due to the cleaning contract for the Civic Center not being executed until FY 2019 -20. Also included in the increase is the purchase of replacement office equipment. 104 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND PARKS & RECREATION EXPENDITURES EVENT FACILITIES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: 99X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 146,291 464 - 511110 Regular 37,444 464- 511120 Overtime 353 464- 511180 LTD 113 464- 511210 Longevity 313 464- 511310 FICA - Employer 2,901 464- 511350 TMRS- Employer 6,135 464- 511410 Health - Employer 5,531 464- 511500 Workers' Compensation 65 TOTAL Personnel Services 52,855 Supplies 38,591 13,537 464- 521000 Operating Supplies 851 464- 521050 Ancillary Products 2,300 464 - 521100 Office Supplies 201 TOTAL Supplies 250,118 3,352 Utility Services 4,700 1,624 464- 533100 Gas Utility Service 789 464- 533200 Electric Utility Service 39,010 464- 533330 Telephone /Internet 2,329 464- 533410 Water Utility Service 4,988 TOTAL Utility Services 47,116 Operations Support 804 464 - 534100 Advertising 4,752 464- 534200 Printing & Binding 198 464- 534550 Business Meetings /Networking 0 464 - 534800 Temporary Empl. Services 0 TOTAL Operations Support 4,949 Staff Support 5,500 4,656 464 - 535100 Uniforms 0 464 - 535300 Memberships 297 464- 535500 Training /Travel 982 464- 535510 Meeting Expenses 72 TOTAL Staff Support 1,351 Professional Services 15 33,609 197,507 146,291 180,244 193,177 76 9,600 2,764 5,000 5,000 94 557 327 559 478 10 3,361 2,805 2,805 3,668 2,578 15,945 11,423 14,386 15,430 5,433 33,955 24,531 30,116 32,231 6,523 38,591 13,537 16,755 28,803 47 254 253 253 247 48,371 299,770 201,931 250,118 279,034 3,351 4,700 1,624 2,500 5,000 65 450 0 450 450 351 700 489 709 700 3,766 5,850 2,113 3,659 6,150 804 850 516 850 850 36,939 45,000 23,081 40,000 40,000 1,302 0 0 0 0 5,807 5,500 4,656 5,800 5,800 44,852 51,350 28,253 46,650 46,650 4,320 2,080 1,908 2,000 5,100 29 3,000 968 1,000 2,150 15 500 431 500 108 11,371 10.000 6,634 10,000 5,000 15,735 15,580 9,941 13,500 12,358 45 1,910 776 1,000 2,000 190 275 201 275 275 307 2,750 1,558 2,750 3,050 0 200 0 0 0 542 5,135 2,535 4,025 5,325 105 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND PARKS & RECREATION EXPENDITURES C I T Y O F S C H E R T Z PAGE: W PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Maintenance Services 464 - 551800 Other Maintenance Agreements 0 0 10.000 0 0 13,000 TOTAL Maintenance Services 0 0 10,000 0 0 13,000 Rental /Leasing Operating Equipment 464- 571000 Furniture and Fixtures < $500 5,544 941 6,920 4,221 6,906 2,500 464- 571500 Operating Equipment <$5,000 2,121 10,199 21,000 13,932 21,000 20,000 464- 571550 Capital Recovery Equipment 0 1,032 10,000 0 7,500 10,000 TOTAL Operating Equipment 7,665 12,172 37,920 18,153 35,406 32,500 Capital Outlay TOTAL EVENT FACILITIES 117,289 125,438 425,605 262,926 353,358 395,017 106 of 253 DEPARTMENT: 665 LIBRARY FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The Schertz Public Library: Supports life -long learning, literacy and recreation by developing and maintaining a wide variety of library materials in print, audiovisual and digital formats for users of all ages; Encourages the love of reading and learning by providing story time and special event programs for infants, children and teens, as well as winter and summer reading programs; Enriches the lives of adults by providing instructional and recreational programming in high- interest areas such as Internet usage, computer software, e- readers and other personal digital devices, health and fitness, financial planning, crafts, and book clubs; Provides public access to technology including computers, the Internet, wi -fi and printers, as well as to online employment, business and educational resources; Provides answers and information to telephone, email, online chat, and in- person queries; Provides meeting and study space to individuals and community groups; Provides community outreach for underserved local residents through special programs, and Actively cooperates and interacts with other libraries in the region to share ideas and stay current in library practices. The library participates in CTLS, Inc. (Connecting Texas Libraries Statewide), a non - profit corporation that sponsors continuing education programs for library staff and encourages library usage and support by Texas residents. The library Schertz, the City of Selma, the City of Cibolo and Guadalupe County. 2019 -20 GOALS Continue improving the collection and acceptable items -to- customer ratio by adding titles in a variety of formats. Focus will continue to be on collections with high turnover rates, e.g., Bestsellers, DVDs, graphic novels, beginning readers, etc. Continue systematic review and update of policies and procedures relating to circulation and collection development with an eye toward improving our 107 of 253 LIBRARY e provide excellent customer - focused service. Complete adult fiction collection weeding; continue other weeding projects according to schedule. Add scheduled quarterly staff program. Participate in more outreach events in community including large City events such as Holidazzle. Develop an ESL program (need for this type of program has been identified through the ESL series presented in FY 19) Identify and recruit more community members to present programs on specialty topics. 2018 -19 HIGHLIGHTS AND ACCOMPLISHMENTS Received Texas Municipal Library Directors 2018 Achievement in Excellence Award for demonstrating consistent excellence and outstanding contributions to public library services within our community. Schertz Public Library was one of only 51 public libraries in Texas to receive this award. Operations and Collections Added approximately 8,000 collections and withdrew more than 5,000 dated, worn, lost and damaged items Completed transition to new web page platform and re- designed library web page. Implemented Kanopy streaming film service. Completed implementation of credit card payment option for customers at library printer and on web page. Completed scheduled 2019 equipment upgrades; installed large format video monitor to display information on library events and programming. Programming Youth Services implemented new monthly Free Play and Art Exploration programs for younger children, a weekly Discovery program for students, and a monthly Teen Advisory Board program Virtual Services implemented new odcast Adult Services implemented new adult Bring Your Own Craft program. Outreach and Partnerships Continue to partner with the Texas State Library to provide service as a Texas Talking Books Program Demo Library. 108 of 253 LIBRARY Worked closely with the Schertz Library Foundation to plan and offer the 4th annual mini golf fundraising event. Partnered with SCUC school librarians to offer SCUC Day at the Library events and author visit by Tim Tingle during summer reading program. Youth Services Librarian presented session on youth graphic novels as a member of the Maverick Committee at Texas Library Association annual conference. Part ing Safari - traditional places. Partnered with SCORE to present business skills workshops. Youth Services monthly visits to 1St Baptist Preschool; 10 -12 visits to various SCUCISD campuses for literacy events; partnered with YMCA to provide monthly Story & Swim program and fall Dunkin Pumpkin event at the Natatorium; hosted several field trips to library by SCUCISD classes and 1St Baptist Preschool; participated in Read Across America event at Primrose School of Schertz. Adult Services /Virtual Services -- monthly technology help sessions at Schertz Senior Center; presented a Work Skills Readiness workshop at ESC 20 Work Fair; partnered with Wellmed for a series of health and life planning programs for seniors; Summer Reading program for Senior Center; several outreach programs on electronic resources to counselors and teachers at SCUCISD schools; egacy at Forest Ridge Retirement Community for the use by the residents in the memory care unit effectively market library resources and programs to the community. 109 of 253 I0i.0I'V10 �•1 ORGANIZATION CHART LIBRARY 2017 -18 2018 -19 2019 -20 Library Director 1 1 1 Adult Services Librarian 1 1 1 Youth Services Librarian 1 1 1 Virtual Services Librarian 1 1 1 Library Assistant 2 2 2 Library Clerk II 3 3 3 Part -time Circulation Clerk (20 hours) 6 6 6 Part -time Circulation Clerk (10 hours) 2 2 2 Part -time Processing Clerk 20 hours 1 1 1 Part- 1 1 1 Part -time Library Page (10 hours) 2 2 2 Part -time Shelving Clerk (20 hours) 0 0 0 Temp Part -time Library Clerk (Unfunded) 1 1 1 TOTAL POSITIONS 22 22 22 PERFORMANCE INDICATORS Service population* Total Staffing FTE Circulation Staffing FTE Total Operating Budget Total Materials Collection Registered Borrowers Materials Budget *determined by Texas State Library 110 of 253 102,379 2017 -18 2018 -19 2019 -20 Input Actual Estimate Budget Service population* Total Staffing FTE Circulation Staffing FTE Total Operating Budget Total Materials Collection Registered Borrowers Materials Budget *determined by Texas State Library 110 of 253 102,379 105,629 109,000 14.0 14.0 14.0 8.5 8.5 8.5 945,948 993,274 973,000 110,266 114,000 117,000 30,806 32,000 32,000 104,667 125,000 109,000 10110I'VI •1 Circulation per Capita 2017 -18 2018 -19 2019 -20 Workload/Output Actual Estimate Budget Circulation per Capita 4.05 3.93 3.81 Library Visits per Capita 2.53 2.41 2.34 Program Attendance per Capita .17 .15 .15 Collection Turnover Rate 3.76 3.64 3.55 Total Circulation 414,790 415,000 415,000 Total Library Visits 258,695 255,000 255,000 Total Program Attendance 16,945 16,000 16,000 Cost per Person Served Cost per Circulation Circulation per Circulation FTE 9.24 9.40 8.93 2.28 2.39 2.34 48,799 48,824 48,824 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget Cost per Person Served Cost per Circulation Circulation per Circulation FTE 9.24 9.40 8.93 2.28 2.39 2.34 48,799 48,824 48,824 Percentage of Service Population With Library Cards 2016 -17 2017 -18 2019 -20 Effectiveness Actual Estimate Budget Percentage of Service Population With Library Cards 30.09% 30.29% 29.36% Materials Expenditures per Capita $1.02 $1.18 $1.00 Materials Expenditures as a Percentage of 60,938 56,000 57,500 Operating Budget (striving for 15 %) 11.06% 12.58% 11.20% Items per Capita (striving to meet 1.53 items 4,742 5,697 12,520 per capita standard) 1.08 1.08 1.07 Personnel Services4,742 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel Services4,742 $748,527 $825,121 $782,955 Supplies 13,842 15,500 15,000 Utility Services 60,938 56,000 57,500 Operations Support 4,062 3,650 5,350 Staff Support 4,742 5,697 12,520 Professional Services 2,318 2,364 2,411 Maintenance Services 0 0 0 Operating Equipment 111,519 132,500 150,000 Total $1,025,73 $945,948 $1,040,832 6 111 of 253 I0i.0I'V10 �•1 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 budget will decrease 1.5% from the FY 2018 -19 year end estimate. Additional library materials will be purchased to keep up the materials per service population figure so the library can stay accredited. Staff expects to work more efficiently next year and reduce the overall number of hours worked to be closer in line with stated schedules which will reduce overtime. 112 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND CULTURAL EXPENDITURES LIBRARY Personnel Services 665 - 511110 Regular 665- 511120 Overtime 665- 511180 LTD 665 - 511210 Longevity 665- 511230 Certification Allowance 665- 511310 FICA - Employer 665 - 511350 TMRS - Employer 665 - 511410 Health - Employer 665 - 511500 Workers' Compensation TOTAL Personnel Services Supplies 665- 521000 Operating Supplies 665 - 521100 Office Supplies TOTAL Supplies City Support Services Utility Services 665- 533100 Gas Utility Service 665- 533200 Electric Utility Service 665- 533410 Water Utility Service TOTAL Utility Services Operations Support 665 - 534000 Postage 665 - 534200 Printing & Binding TOTAL Operations Support Staff Support 665 - 535100 Uniforms 665 - 535200 Awards 665 - 535300 Memberships 665 - 535500 Training /Travel 665- 535510 Meeting Expenses TOTAL Staff Support Professional Services 665 - 541365 Courier /Delivery Services TOTAL Professional Services C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: 99X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 524,468 536,336 536,238 474,023 592,338 548,668 832 886 1,067 617 1,067 1,067 1,151 1,280 1,234 896 1,836 1,266 9,997 10,024 13,483 11,410 11,410 15,036 1,200 1,200 582 1,016 1,256 582 39,457 40,410 42,149 35,465 43,364 43,215 81,894 84,199 84,601 74,751 97,062 85,965 68,436 73,611 70,229 63,256 76,120 86,468 760 582 671 668 668 688 728,195 748,527 750,254 662,103 825,121 782,955 10,781 11,158 12,000 8,858 12,000 12,000 2,460 2,684 3,500 1,834 3,500 3,000 13,241 13,842 15,500 10,692 15,500 15,000 1,167 2,148 2,500 2,241 3,000 2,500 37,819 46,147 45,000 28,901 45,000 45,000 7,991 12,644 8.000 6.254 8.000 10,000 46,977 60,938 55,500 37,396 56,000 57,500 1,500 2,392 3,000 1,866 3,000 3,000 0 1,670 650 0 650 2.350 1,500 4,062 3,650 1,866 3,650 5,350 286 28 400 353 400 400 96 171 253 138 250 300 1,444 1,202 1,247 1,247 1,247 1,520 3,482 3,250 3,500 2,230 3,500 10,000 211 91 300 132 300 300 5,520 4,742 5,700 4,100 5,697 12,520 2,252 2,318 2,300 2,364 2,364 2,411 2,252 2,318 2,300 2,364 2,364 2,411 113 of 253 9 -05 -2019 09:39 AM C I T Y O F S C H E R T Z PAGE: 99X PROPOSED BUDGET WORKSHEET Operating Equipment 101- GENERAL FUND AS OF: JULY 31ST, 2019 CULTURAL 665 - 571000 Furniture & Fixtures < $5,000 0 EXPENDITURES 0 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 1,000 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED 125,000 ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Maintenance Services Operating Equipment 665 - 571000 Furniture & Fixtures < $5,000 0 0 0 0 0 1,000 665- 571400 Library Materials 104,308 104,667 125,000 101,060 125,000 139,000 665 - 571600 Donation - Expense 2,493 6,853 10,000 6,778 7,500 10,000 TOTAL Operating Equipment 106,800 111,519 135,000 107,839 132,500 150,000 Capital Outlay TOTAL LIBRARY 904,485 945,948 967,904 826,360 1,040,832 1,025,736 TOTAL CULTURAL 904,485 945,948 967,904 826,360 1,040,832 1,025,736 114 of 253 DEPARTMENT: POLICE DIVISION: 762 ANIMAL SERVICES FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION Animal Services Officers respond to calls for service in an area of approximately 32 square miles. They are responsible for the enforcement of State laws and City ordinances regarding care and treatment of animals, along with ensuring public health and safety through disease and population control. Schertz Animal Services also provides daily care for animals housed at the Schertz Animal Adoption Center, which includes the daily cleaning and disinfecting of all animal cages and kennels, feeding and providing medications and / or treatment. GOALS AND OBJECTIVES To educate the community in public safety and humane issues regarding animals. To enforce the City ordinances and State laws pertaining to animal care and treatment. To assist the public in resolving animal issues. To rp otect the safety, health and welfare of the citizens and animals of this community. To prevent the spread of animal illnesses and zoonotic diseases. To improve the co- existence of animals and humans. To strengthen the relationship with volunteers. To rp ovide a Texas Department of State Health Services approved quarantine facility for control and eradication of rabies. 115 of 253 ANIMAL SERVICES ORGANIZATIONAL CHART ANIMAL SERVICES 2017 -18 2018 -19 2019 -20 Animal Services Manager 1 1 1 Animal Services Officer 4 4 4 Animal Shelter Technician 1 1 3 Part -time Animal Kennel Technician 2 2 2 TOTAL POSITIONS 8 8 10 116 of 253 ANIMAL SERVICES PERFORMANCE INDICATORS Animal Services Intake 2017 -18 2018 -19 2019 -20 Workload/Output Actual Estimate Budget Animal Services Intake 926 1,111 1,200 Animals Returned to Owner 220 221 225 Animal Adoptions 310 354 375 Animals Transferred Out 277 188 200 Wildlife Release 2 113 115 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $284,728 $331,701 $407,558 Supplies 36,941 35,988 40,020 City Support Services 792 2,250 3,500 Utility Services 53,198 64,221 56,217 Operations Support 442 730 1,000 Staff Support 6,344 11,932 15,561 City Assistance 19,118 14,994 36,000 Professional Services 20,871 27,269 5,090 Maintenance Services 16,696 2,006 7,900 Operating Equipment 24,327 3,728 3,156 Capital Outlay 64,912 0 93,980 Total $528,277 $494,819 $669,982 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget will increase 35.4% from the FY 2018 -19 year end estimates due to the increase in personnel costs from the addition of 2 full time Animal Shelter Technicians and purchase of a replacement Animal Service Officer vehicle. 117 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND HEALTH EXPENDITURES ANIMAL SERVICES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: 99X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 762 - 511110 Regular 199,973 187,676 215,458 163,488 202,633 242,632 762- 511120 Overtime 9,664 7,560 9,700 26,422 30,375 38,800 762 - 511180 LTD 523 493 599 389 628 730 762 - 511210 Longevity 4,136 2,514 1,010 1,435 1,435 1,264 762 - 511220 Clothing Allowance 3,392 1,703 0 0 0 0 762- 511230 Certification Allowance 1,850 1,500 3,153 1,325 1,586 3,089 762 - 511310 FICA - Employer 16,244 14,733 17,541 14,343 18,056 21,800 762 - 511350 TMRS- Employer 34,582 32,164 37,042 31,356 37,800 45,538 762 - 511410 Health- Employer 31,217 35,695 40,821 30,533 37,832 50,816 762- 511500 Workers' Compensation 3,224 2.392 2,515 2.505 2,505 2,889 TOTAL Personnel Services 304,804 286,430 327,839 271,796 332,850 407,558 Supplies 762 - 521000 Operating Supplies 18,187 15,440 17,794 15,996 20,500 17,910 762 - 521100 Office Supplies 1,565 426 206 79 1,014 2,000 762 - 521200 Medical /Chem Supplies 15,256 21,076 18,000 13,795 18,000 18,725 762- 521300 Motor Veh. Supplies 9 0 380 93 285 1,385 TOTAL Supplies 35,016 36,941 36,380 29,962 39,799 40,020 City Support Services 762 - 532800 Promotional Events 2,112 792 3,500 864 2,250 3,500 TOTAL City Support Services 2,112 792 3,500 864 2,250 3,500 Utility Services 762 - 533200 Electric Utility Service 19,624 21,091 22,000 13,799 21,826 21,996 762 - 533410 Water Utility Service 33,940 21,690 14,000 25,887 34,481 25,008 762- 533500 Vehicle Fuel 6.653 10.417 81000 5.545 7.914 9.213 TOTAL Utility Services 60,217 53,198 44,000 45,231 64,221 56,217 Operations Support 762 - 534200 Printing & Binding 712 442 11000 230 730 11000 TOTAL Operations Support 712 442 1,000 230 730 1,000 Staff Support 762 - 535100 Uniforms 2,151 3,361 7,000 3,931 6,692 7,611 762- 535200 Awards 0 0 0 0 0 250 762 - 535210 Employee Recognition- Morale 0 0 0 0 0 1,200 762- 535300 Memberships 0 0 250 0 0 0 762 - 535500 Training /Travel 4,608 2,757 6,000 2,578 4,990 6,000 762 - 535510 Meeting Expenses 106 226 500 29 250 500 TOTAL Staff Support 6,864 6,344 13,750 6,537 11,932 15,561 118 of 253 9 -05 -2019 09:39 AM 101 - GENERAL FUND HEALTH EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XKX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET City Assistance 15,000 762 - 537100 Medical Services 15,538 762 - 537105 TNR Program 100 TOTAL City Assistance 15,638 Professional Services 1,760 762 - 541300 Other Consl /Prof Services 0 762- 541310 Contrct Svc- B1ueBonnet- Cremat 515 762- 541700 Microchip Service 2,060 762 - 541702 Spay & Neuter 19,031 TOTAL Professional Services 21,606 Fund Charaes /Transfers Maintenance Services 15,000 762- 551100 Building Maintenance 10,404 762 - 551400 Minor & Other Equip Maint 0 762 - 551700 Abatement 0 762 - 551810 Maintenance Agr. - Radios 1,760 TOTAL Maintenance Services 12,164 Rental /Leasing 25,000 Operating Equipment 0 762- 571000 Furniture & Fixtures 1,930 762 - 571200 Vehicles & Access. Less $5,00 0 762 - 571500 Equipment 3,892 762 - 571600 Donation- Expense 3,100 762 - 571700 Improvements under $5,000 0 762 - 571800 Equipment Under $5,000 0 TOTAL Operating Equipment 8,922 Capital Outlay 20,000 762 - 581200 Vehicles & Access. Over $5,00 59,735 762 - 581800 Equipment Over $5,000 27,870 TOTAL Capital Outlay 87,605 TOTAL ANIMAL SERVICES 18,863 15,000 13,280 25,000 36,000 255 0 0 0 0 19,118 15,000 13,280 25,000 36,000 0 1,920 960 1,920 0 637 1,197 1,197 1,197 800 2,036 5,000 4,951 5,000 4,290 18,107 20,000 15,060 20,000 0 20,781 28,117 22,168 28,117 5,090 14,286 172 85 86 0 0 500 0 0 500 330 2,397 0 0 5,000 2,080 2,000 1,440 1,920 2,400 16,696 5,069 1,525 2,006 7,900 0 0 0 0 1,000 250 0 0 0 500 1,505 5,000 1,333 3,728 1,656 20,889 0 0 0 0 174 511 510 510 0 1,509 0 0 0 0 24,327 5,511 1,844 4,238 3,156 64,912 0 0 0 68,000 0 20,103 0 0 25,980 64,912 20,103 0 0 93,980 555,661 529,980 500,269 393,437 511,143 669,981 119 of 253 DEPARTMENT: 853 INFORMATION TECHNOLOGIES (IT) FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The Information Technologies Dept. is charged with maintaining, operating and which many of the City operations depend. Therefore, this foundation must be reliable, resilient and responsive. To meet these expectations, the department focuses daily on customer service, education and planning. ORGANIZATIONAL CHART City Manager INFORMATION TECHNOLOGY 2017 -18 2018 -19 2019 -20 Director 1 1 1 Administrative Assistant 1 1 1 Senior Systems Administrator 1 1 1 Senior Computer Support Engineer 1 1 1 Customer Services Technician II 1 1 1 Customer Services Technician 1 1 1 1 Desk Technician 1 1 1 -Help Public Safety Administrator 0 1 1 TOTAL POSITIONS 7 8 8 120 of 253 INFORMATION TECHNOLOGY Average Monthly Work Orders 2017 -18 2018 -19 2019 -20 Workload Actual Estimate Budget Average Monthly Work Orders 267 294 299 Completed Actual Estimate Budget Average Monthly Hours to Complete 455 437 465 Work Orders 9% 9% 4 Total Projects 45 42 38 Average Monthly Project Hours 100 351 320 Total Emails Received 1,189,652 1,346,375 1,500,000 Total Sent Good Email 438,907 466,180 500,000 Number of Devices Managed 2,528 2,604 2,700 Number of Communication Equipment 818 853 860 Managed $1,838,909 $2,626,020 $2,455,137 Number of Servers Managed 56 66 66 • Work Orders Completed 0 -1 Day • Work Orders Completed 2 -3 Days • Work Orders Completed 4 -6 Days • Work Orders Completed 7 -10 Days %Work Orders Completed >11 Days Average Number of Days to Work Orders 69% 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget • Work Orders Completed 0 -1 Day • Work Orders Completed 2 -3 Days • Work Orders Completed 4 -6 Days • Work Orders Completed 7 -10 Days %Work Orders Completed >11 Days Average Number of Days to Work Orders 69% 66% 67% 10% 11% 10% 7% 9% 8% 5% 5% 5% 10% 9% 9% 4 3 3 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $553,840 $667,266 $646,859 Supplies 7,173 6,340 6,300 City Support Services 683,465 859,014 936,861 Utility Services 199,530 228,066 267,846 Staff Support 32,834 43,400 53,070 Professional Services 7,065 246,102 190,424 Maintenance Services 12,028 14,500 15,500 Rental /Leasing 0 0 0 Operating Equipment 262,589 530,535 282,707 Capital Outlay 80,384 30,797 55,570 Total $1,838,909 $2,626,020 $2,455,137 PROGRAM JUSTIFICATION AND ANALYSIS 121 of 253 INFORMATION TECHNOLOGY The Information Technology FY 2019 -20 Budget decrease 6.5% from the FY 2018- 19 year end estimates. Included in FY 2019 -20 is the remaining costs of setting up the new permit software of $190,424 plus the cost of the phone system emergency location module. These costs were offset by the purchase of the new phone system that was implemented in FY 2018 -19 that is has dropped off in the FY 2019 -20 budget. 122 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: K3X INTERNAL SERVICE EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 - - - - -- 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET INFORMATION TECHNOLOGY Personnel Services 853 - 511110 Regular 322,319 362,580 424,428 380,395 463,991 437,979 853- 511120 Overtime 36,460 43,509 31,189 30,469 39,779 31,189 853 - 511180 LTD 609 918 1,316 858 1,438 1,358 853 - 511210 Longevity 2,470 3,352 3,618 4,373 4,373 4,800 853 - 511310 FICA - Employer 27,000 30,421 35,123 30,409 38,873 36,261 853 - 511350 TMRS- Employer 57,809 66,095 74,172 66,977 81,379 75,744 853 - 511410 Health - Employer 36,036 46,554 56,257 46,484 54,419 58,969 853- 511500 Workers' Compensation 524 411 540 538 538 559 TOTAL Personnel Services 483,227 553,840 626,643 560,502 684,790 646,859 Supplies 853- 521100 Office Supplies 1,183 1,564 2,000 1,531 2,000 2,000 853 - 521300 Motor Vehicle Supplies 0 9 840 0 840 800 853 - 521600 Equip Maint Supplies 5,499 5,600 6,300 2,961 3,500 3,500 TOTAL Supplies 6,681 7,173 9,140 4,492 6,340 6,300 City Support Services 853 - 532300 Computer Consulting 11,546 30,132 4,400 920 4,400 15,000 853 - 532355 Software Maint -City Wide 217,353 285,385 364,396 241,821 364,996 413,006 853- 532360 Software Maint -Dept Specific 310,568 350,282 534,668 218,401 473,168 438,840 853- 532400 Computer Fees & Licenses 16,142 17,667 16,565 9,152 16,450 70,015 TOTAL City Support Services 555,609 683,465 920,029 470,293 859,014 936,861 Utility Services 853- 533300 Telephone /Land Line 48,987 40,865 52,375 29,575 45,000 56,975 853 - 533310 Telephone /Cell Phones 51,124 47,437 54,740 31,266 54,000 57,834 853- 533320 Telephone /Air Cards 38,904 39,867 48,716 29,916 48,716 56,700 853 - 533330 Telephone /Internet 60,340 70,511 78,437 51,454 79,500 94,837 853 - 533500 Vehicle Fuel 534 851 11500 516 850 1,500 TOTAL Utility Services 199,889 199,530 235,768 142,726 228,066 267,846 Operations Support Staff Support 853 - 535100 Uniforms 716 750 1,520 841 1,512 1,200 853- 535300 Memberships 815 865 1,250 839 1,250 1,250 853 - 535500 Training /Travel 28,301 31,219 40,830 33,555 41,150 50,620 TOTAL Staff Support 29,832 32,834 43,600 35,235 43,912 53,070 123 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND INTERNAL SERVICE EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Professional Services 853 - 541300 Other Consl /Prof Services 0 853 - 541800 IT Services -Web Design /Maint 0 TOTAL Professional Services 0 Fund Charges /Transfers Maintenance Services 14,500 853- 551300 Computer Maintenance 14,412 853 - 551800 Other Maintenance Agreements 1,902 TOTAL Maintenance Services 16,314 Rental /Leasing 0 853- 561200 Lease /Purchase Payments 33.457 TOTAL Rental /Leasing 33,457 Operating Equipment 0 0 853 - 571000 Furniture & Fixtures 570 853 - 571300 Computer & Periphe. < $5000 174,536 853 - 571401 Communication Equip LESS $500 43,267 853- 571800 Equipment under $5,000 1.361 TOTAL Operating Equipment 219,734 Capital Outlay 241,260 853 - 581200 Vehicles & Access. > $5000 0 853 - 581300 Computer & Periphe. > $5000 0 853 - 581800 Equipment Over $5,000 0 TOTAL Capital Outlay 0 1,320 464,954 203,664 233,137 190,424 5,745 12,965 3,500 12,965 0 7,065 477,919 207,164 246,102 190,424 12,028 14,500 8,361 14,500 15,500 0 0 0 0 0 12,028 14,500 8,361 14,500 15,500 0 0 0 0 0 0 0 0 0 0 2,499 400 0 400 500 248,918 241,260 178,822 241,260 237,042 11,172 188,000 88,188 288,875 45,165 0 0 0 3.132 0 262,589 429,660 267,010 533,667 282,707 0 28,000 25,460 25,502 0 80,384 5,500 5,367 5,500 28,070 0 0 0 0 27,500 80,384 33,500 30,827 31,002 55,570 TOTAL INFORMATION TECHNOLOGY 1,544,743 1,838,909 2,790,759 1,726,613 2,647,393 2,455,137 124 of 253 DEPARTMENT: 866 HUMAN RESOURCES FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The Human Resources Department provides services and support in the areas of recruitment, selection, staffing, benefits administration, labor law compliance, performance management, employee development and relations, health and wellness, and policy administration. GOALS AND OBJECTIVES Deliver HR services, programs, and communications that add value for our prospective employees and current employees. Compete for top talent with effective recruitment strategies and an efficient recruitment processes. Improve employee retention by leading efforts for adoption of strategies which promote a diverse workforce and create a great work climate. Support the talent development of our employees through professional and career development. Administer HR policy and programs effectively and efficiently, while maintaining internal customer satisfaction and meeting budget constraints. Ensure our compensation and performance management processes are with the goals of the organization. 125 of 253 HUMAN RESOURCES ORGANIZATIONAL CHART HUMAN RESOURCES 2017 -18 2018 -19 2019 -20 Director 1 1 1 HR Manger 1 1 1 Senior Generalist 1 1 1 Generalist 1 1 1 Administrative Assistant 1 1 1 TOTAL POSITIONS 5 5 5 126 of 253 HUMAN RESOURCES PERFORMANCE INDICATORS Total No. of Employees (Avg.) 2017 -18 2018 -19 2019 -20 Workload/Output Measures Actual Estimate Budget Total No. of Employees (Avg.) 385 400 400 # Full Time Employees (Avg.) 350 375 375 Job Announcements Posted 99 102 115 # Applications received 2,600 2,800 2900 # Full Time Positions Filled 104 110 110 # Part Time Positions Filled 32 35 35 # Total Turnover 118 105 105 # Full Time Turnover 93 80 80 # Part Time Turnover 25 25 25 # Retirements 14 12 12 # FMLA Claims 75 75 75 # General Training Courses 14 15 18 # of tuition reimbursements 13 15 15 Budget 2017 -18 2018 -19 2019 -20 Supplies Actual Estimate Budget Personnel $403,949 $438,150 $425,928 Supplies 823 700 4,146 Human Services 61,427 70,100 139,000 City Support Services 204 0 0 Utility Services 494 0 0 Operations Support 8,339 5,560 9,000 Staff Support 11,073 32,142 38,150 City Assistance 10,775 14,100 10,000 Professional Services 9,162 54,600 12,600 Operating Equipment 613 1,927 350 Total $506,860 $617,279 $639,174 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget will increase 3.5% from the FY 2018 -19 year end estimate due to the lower then expected unemployment claims in FY 2018 -19 and the addition of broker services which was previously included in premiums paid by each department. Now broker services will be billed separately and will be located in the human resources budget. This increase is offset by the removal of the Class & Comp Study that was funded in FY 2018 -19 but not in FY 2019 -20. 127 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: KKX INTERNAL SERVICE EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 - - - - -- 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET HUMAN RESOURCES Personnel Services 866 - 511110 Regular 225,228 282,257 288,386 253,505 316,791 289,120 866- 511120 Overtime 39 1,584 340 1,752 6,345 340 866 - 511180 LTD 616 892 894 641 982 896 866 - 511210 Longevity 4,746 3,959 5,558 4,607 4,794 6,218 866 - 511310 FICA - Employer 16,116 21,295 22,500 19,446 25,087 22,605 866 - 511350 TMRS- Employer 34,881 46,331 47,515 42,078 52,518 47,220 866 - 511410 Health - Employer 27,890 34,301 38,906 22,473 27,827 39,157 866 - 511500 Workers' Compensation 524 378 536 534 534 372 866 - 511600 Unemployment Compensation 22,624 12,951 20,000 ( 1,696) 3,272 20,000 TOTAL Personnel Services 332,663 403,949 424,635 343,340 438,150 425,928 Supplies 866- 521000 Operating Supplies 0 0 0 0 0 3,446 866 - 521100 Office Supplies 926 823 700 606 700 700 TOTAL Supplies 926 823 700 606 700 4,146 Human Services 866- 531100 Pre - employment Check 4,037 5,071 4,000 3,418 4,500 4,000 866 - 531150 Interview Expenses 2,432 2,569 3,000 0 500 3,000 866 - 531160 COBRA FSA /HSA Adm Services 0 0 0 2,098 3,100 4,500 866 - 531170 Broker Services 0 0 0 0 0 75,000 866 - 531200 Medical Co -pay 2,625 1,950 3,000 761 2,000 3,000 866- 531300 Employee Assistance 21,533 19,915 23,000 20,049 23,000 8,000 866 - 531400 Tuition Reimbursement 6,067 9,217 15,000 13,341 15,000 15,000 866 - 531500 Employee Wellness Program 4,713 5,450 7,000 5,993 7,000 7,000 866 - 531600 Training Classes 11,418 17,255 17,500 7,290 15,000 19,500 TOTAL Human Services 52,825 61,427 72,500 52,949 70,100 139,000 City Support Services 866 - 532400 Computer Fees & Licenses 311 204 0 0 0 0 TOTAL City Support Services 311 204 0 0 0 0 Utility Services 866- 533320 Telepohne /Air Card 0 494 0 0 0 0 TOTAL Utility Services 0 494 0 0 0 0 Operations Support 866- 534000 Postage 60 0 0 59 60 0 866 - 534100 Advertising 5,642 2,964 3,700 1,804 3,500 6,000 866 - 534200 Printing & Binding 1,239 1,261 3,000 1,393 2,000 3,000 866 - 534800 Temporary Empl. Services 0 4,114 0 0 0 0 TOTAL Operations Support 6,941 8,339 6,700 3,255 5,560 9,000 128 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND INTERNAL SERVICE EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XKX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Staff Support 500 866 - 535100 Uniforms 249 866 - 535210 Employee Recognition- Morale 5,679 866 - 535300 Memberships 1,265 866- 535400 Publications 1,412 866 - 535500 Training /Travel 6,068 TOTAL Staff Support 14,672 City Assistance 450 866 - 537100 Medical Services 9,730 TOTAL City Assistance 9,730 Professional Services 51000 866 - 541300 Other Consl /Prof Services 9,437 TOTAL Professional Services 9,437 Maintenance Services Operating Equipment 866 - 571000 Furniture & Fixtures 1,198 866- 571300 Computer & Periphe. < $5000 37 TOTAL Operating Equipment 1,235 TOTAL HUMAN RESOURCES 312 500 326 500 500 5,961 26,500 16,161 22,642 28,150 2,292 2,500 1,881 2,500 2,500 450 2,000 0 1,500 2,000 2,057 51000 3,536 51000 5,000 11,073 36,500 21,904 32,142 38,150 10,775 12,000 9,975 14,100 10,000 10,775 12,000 9,975 14,100 10,000 9,162 132.350 5.492 54,600 12.600 9,162 132,350 5,492 54,600 12,600 613 353 280 280 350 0 1.647 0 1,647 0 613 2,000 280 1,927 350 428,739 506,860 687,385 437,803 617,279 639,174 129 of 253 DEPARTMENT: 868 FINANCE FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION Prepare monthly financial reports for the City Manager, City Council and City departments. Process all accounts payable and receivable in a timely manner, post vendor payable check registers online, prepare 1099s, and prepare monthly bank reconciliations and investments report. Maintain and process payroll for all city employees and prepare W2s. Finance handles unclaimed property and their subsequent disbursements to the individuals or the State. Maintain and safeguard investment portfolio. Manage debt service and fixed assets. Complete the annual budget and facilitate annual audit and Comprehensive Annual Financial Report. The Finance Director also oversees the Utility Billing and Municipal Court Divisions. GOALS AND OBJECTIVES Hire, train, and retain competent and caring employees. Maintain financial systems to provide timely and accurate financial information and reports to the City Manager, City Council, other City departments, citizens, and other agencies. Receive the Government Finance Officers Association Distinguished Budget Award for the first time. Receive the Government Finance Officers Association Certification of Excellence in Financial Reporting for the 31 It consecutive year. Receive a Platinum s Office for leadership in financial transparency. Improve the 5 year budgeting and forecasting plan. Update long term debt service plan. 130 of 253 FINANCE ORGANIZATIONAL CHART ACCOUNTING 2017 -18 2018 -19 2019 -20 Finance Director 1 1 1 Assistant Director 1 1 1 Staff Accountant 1 1 1 Financial Analyst 1 1 1 Accountant 1 1 1 1 Senior Payroll Specialist 1 0 0 Senior AP Specialist 1 1 1 Administrative Assistant 1 1 1 TOTAL POSITIONS 8 7 7 131 of 253 FINANCE PERFORMANCE INDICATORS Accounts payable checks Number of Purchase Orders Processed Payroll checks 5,877 2017 -18 2018 -19 2019 -20 Workload/Output Actual Estimate Budget Accounts payable checks Number of Purchase Orders Processed Payroll checks 5,877 5,066 5,900 8,111 8,200 8,300 9,490 9,675 9,865 Certificate of Achievement for Excellence in Financial Reporting, Accumulative 33 34 35 Quarterly Financials completed within 30 days 2 2 4 2017 -18 2018 -19 2019 -20 Effectiveness Actual Estimate Budget Certificate of Achievement for Excellence in Financial Reporting, Accumulative 33 34 35 Quarterly Financials completed within 30 days 2 2 4 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $523,522 $553,788 $559,958 Supplies 3,622 3,700 3,700 City Support Services 138 0 0 Operations Support 1,200 0 0 Staff Support 7,939 9,455 9,455 Professional Services 29,255 34,500 34,500 Operating Equipment 0 1,280 1,280 Total $565,676 $602,723 $608,893 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget will increase 1.0% from the FY 2018 -19 year end estimate due to a higher personnel estimates caused by lower expected turnover. 132 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND INTERNAL SERVICE EXPENDITURES FINANCE Personnel Services 868 - 511110 Regular 868- 511120 Overtime 868 - 511180 LTD 868 - 511210 Longevity 868 - 511230 Certification Allowance 868 - 511310 FICA - Employer 868 - 511350 TMRS - Employer 868 - 511410 Health - Employer 868 - 511500 Workers' Compensation TOTAL Personnel Services Supplies 868- 521000 Operating Supplies 868- 521100 Office Supplies TOTAL Supplies City Support Services 868 - 532350 Software Maintenance TOTAL City Support Services Utility Services Operations Support 868 - 534200 Printing & Binding TOTAL Operations Support Staff Support 868 - 535100 Uniforms 868 - 535300 Memberships 868- 535500 Training /Travel 868- 535600 Professional Certification TOTAL Staff Support Professional Services 868 - 541300 Other Consl /Prof Services 868 - 541400 Auditor /Accounting Service 868 - 541650 Investment Management Fee TOTAL Professional Services C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 400,942 369,450 392,793 332,408 1,852 909 2,134 2,519 1,176 1,181 1,363 845 12,418 10,314 11,332 11,310 1,827 2,200 873 489 30,843 28,446 34,715 25,715 67,152 61,740 73,310 56,025 48,074 48,803 56,272 38,943 670 480 570 568 564,955 523,522 573,362 468,821 2,782 2,365 3,575 1,356 2,112 1,257 2,195 1,956 4,894 3,622 5,770 3,311 0 138 0 0 0 138 0 0 412,903 391,824 2,776 1,067 1,280 1,215 11,310 9,457 549 291 32,707 30,780 68,470 64,296 47,902 60,522 568 506 578,465 559,958 1,600 2,700 2,195 11000 3,795 3,700 0 0 0 0 1,917 1.200 2,155 0 0 0 1,917 1,200 2,155 0 0 0 256 242 320 252 320 320 1,224 994 1,435 695 1,435 1,435 3,914 6,703 5,421 2,729 7,700 7,700 75 0 0 0 0 0 5,469 7,939 7,176 3,676 9,455 9,455 24,255 13,755 15,000 6,780 15,000 15,000 0 15,500 16,000 15,752 16,000 16,000 0 0 3,500 0 3,500 3,500 24,255 29,255 34,500 22,532 34,500 34,500 133 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND INTERNAL SERVICE EXPENDITURES C I T Y O F S C H E R T Z PAGE: YKX PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Maintenance Services Rental /Leasing Operating_Eguipment 868 - 571000 Furniture & Fixtures 2,857 0 1,519 395 979 395 868 - 571200 Office Equipment 112 0 1,000 165 885 885 TOTAL Operating Equipment 2,970 0 2,519 560 1,864 1,280 TOTAL FINANCE 604,458 565,676 625,482 498,900 628,079 608,893 134 of 253 DEPARTMENT: HUMAN RESOURCES DIVISION: 872 PURCHASING & ASSET MANAGEMENT FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The Purchasing and Asset Management Department is responsible for managing the Purchasing, Inventory, Property Disposal, Contracts, Grants, Risk Management, and Safety functions for the City. Manages all bids, quotes, contracts and agreements, City purchases, warehouse inventory, City property disposal, auctions, grants, and fleet vehicle registration and titles. The department is also responsible for the City Risk Management and Safety program. Maintains the City Capital and Fixed Assets inventory, property and liability insurance schedules, processes all insurance claims, insurance litigation, and workers compensation, monitors all safety aspects of City functions, schedules employee safety training, evaluates loss runs to identify trends and mitigate risk. GOALS AND OBJECTIVES Maintain the highest levels of ethical practices for all department functions. All City departments receive their orders in a timely manner to effectively perform their job functions in an efficient manner. Procure quality goods and services for all City departments, from appropriate sources, using the most efficient and economical means at the best possible price and make them available at the right place and time. Use supply contracts and co -ops in order to improve delivery time of particular items and to take advantage of quantity discounts. Maintain a professional relationship with all City departments and vendors insuring open communication. Maintain the City Purchasing Manual, combining State and Local Purchasing Legislation. Program and oversee Purchasing training for employees to ensure compliance with City Policy, State and Local Purchasing Legislation Manage, review, and track City contracts and agreements. Notify departments when contracts are expiring. 135 of 253 PURCHASING & ASSET MANAGEMENT Manage procedures for Capital and Fixed asset inventory and accountability, and conduct physical surveys of City property. Manage disposal and auction activities for surplus, excess, and damaged City property. Manage insurance and Workers Compensation claims and accident /incident reports with immediate response. Gather all information for all incidents involving City property regardless of repair costs. Retain claims, reports and litigation according to the Texas State Records Retention Schedules. Program and oversee safety training for employees to minimize accidents and incidents and mitigate risk. Develop and Maintain the City Safety Policy. Ce]:Zrl_l Z I rwa 9 mil, l_lWy; I_l:41 PURCHASING & ASSET MGMT. 2017 -18 2018 -19 2019 -20 Purchasing Manager 1 1 1 Senior Purchasing Specialist 1 1 1 Risk & Safety Specialist 1 1 1 TOTAL POSITIONS 3 3 3 136 of 253 PURCHASING & ASSET MANAGEMENT PERFORMANCE INDICATORS Bids and Proposals Drafted Bids and Proposals Responses Contracts Reviewed Meetings with Vendors Research Requests Active Works Comp Claims Accident and Injuries Investigated Training Classes Held Vehicles Processed (Titles, Gas Cards, Plates) Fixed Asset Modifications Certificates of Insurance Processed MSDS /SDS Added GovDeals Items Processed 19 2017 -18 2018 -19 2019 -20 Workload/Output Actual Estimate Budget Bids and Proposals Drafted Bids and Proposals Responses Contracts Reviewed Meetings with Vendors Research Requests Active Works Comp Claims Accident and Injuries Investigated Training Classes Held Vehicles Processed (Titles, Gas Cards, Plates) Fixed Asset Modifications Certificates of Insurance Processed MSDS /SDS Added GovDeals Items Processed 19 24 24 70 85 85 105 120 120 40 40 50 100 100 100 40 40 35 95 95 75 35 15 30 245 220 220 35 165 30 115 115 115 $230,539 Not Not 99 Tracked Tracked 30 250 50 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $196,032 $212,869 $214,433 Supplies 571 1,450 700 Utility Services 253 0 0 Operations Support 1,102 6,400 7,650 Staff Support 3,229 6,475 6,800 City Assistance 749 2,458 3,000 Operating Equipment 546 350 600 Capital Outlay 28,058 0 0 Total $230,539 $230,002 $233,183 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget will increase 1.4% from the FY 2018 -19 year end estimate due to general operating cost increases. 137 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND INTERNAL SERVICE EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET PURCHASING & ASSET MGT ---------------------- ---------------------- Personnel Services 872 - 511110 Regular 134,753 143,307 152,242 133,669 165,898 156,297 872- 511180 LTD 372 454 472 342 514 485 872- 511210 Longevity 2,354 2,778 3,194 3,194 3,194 3,602 872 - 511310 FICA - Employer 9,794 10,766 11,884 10,422 12,936 12,224 872- 511350 TMRS - Employer 21,627 23,573 25,095 22,108 27,080 25,535 872- 511410 Health- Employer 12,360 14,981 17,366 10,414 12,498 16,088 872 - 511500 Workers' Compensation 219 173 196 195 195 202 TOTAL Personnel Services 181,479 196,032 210,449 180,345 222,315 214,433 Supplies 872- 521000 Operating Supplies 346 397 1,100 1,059 1,100 350 872- 521100 Office Supplies 3,711 174 350 251 350 350 872- 521300 Motor Veh. Supplies 398 0 0 0 0 0 TOTAL Supplies 4,455 571 1,450 1,310 1,450 700 City Support Services Utility Services 872- 533500 Vehicle Fuel 223 253 0 0 0 0 TOTAL Utility Services 223 253 0 0 0 0 Operations Support 872- 534000 Postage ( 10) 24 50 0 50 50 872 - 534100 Advertising 0 1,049 7,300 5,066 6,300 6,000 872 - 534200 Printing & Binding 36 29 100 0 50 50 872 - 534740 Business Memberships 0 0 0 0 0 1,550 TOTAL Operations Support 26 1,102 7,450 5,066 6,400 7,650 Staff Support 872 - 535100 Uniforms 176 118 250 62 250 250 872- 535300 Memberships 1,499 1,144 1,375 1,335 1,375 1,200 872 - 535500 Training /Travel 1,615 1,719 4,725 2,429 4,500 5,000 872 - 535510 Meeting Expenses 224 248 350 183 350 350 TOTAL Staff Support 3,513 3,229 6,700 4,008 6,475 6,800 City Assistance 872 - 537100 Medical Services 1,711 749 3,000 1,844 2,458 3,000 TOTAL City Assistance 1,711 749 3,000 1,844 2,458 3,000 138 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND INTERNAL SERVICE EXPENDITURES C I T Y O F S C H E R T Z PAGE: 99X PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Professional Services Rental /Leasing OperatingEEguipment 872 - 571000 Furniture & Fixtures 451 546 350 0 350 600 TOTAL Operating Equipment 451 546 350 0 350 600 Capital Outlay 872 - 581200 Vehicles & Access. > $5,000 0 28,058 0 0 0 0 TOTAL Capital Outlay 0 28,058 0 0 0 0 TOTAL PURCHASING & ASSET MGT 191,858 230,539 229,399 192,572 239,448 233,183 139 of 253 DEPARTMENT: FLEET & FACILITY SERVICES DIVISION: 877 FLEET SERVICES FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION Fleet Services provides maintenance, repair, upgrade and outfitting services for all City owned vehicles and equipment totaling approximately 350 units . The list of services include: all P.M. services, all fluid and filter changes, state inspections, and tire services, troubleshooting, diagnosis, and repair of mechanical and electrical systems. Fleet Services also provides motor pool services, vehicle and equipment replacement schedules, spec'ing and standardization throughout the fleet. GOALS AND OBJECTIVES Maintain and repair vehicles and equipment to increase their lifespan. Optimize fleet availability by improving turn - around times. Develop and implement fleet utilization guidelines and procedures. Maintain and improve vehicle and equipment safety ORGANIZATIONAL CHART 140 of 253 FLEET MAINTENANCE FLEET MAINTENANCE 2016 -17 2017 -18 2018 -19 Director of Fleet & Facility Services 1 1 1 Administrative Assistant 0 1 1 Fleet Manager 0 0 1 Fleet Foreman 1 1 1 Mechanic 1 4 4 4 TOTAL POSITIONS 6 7 8 PERFORMANCE INDICATORS Work Orders: - Police Department vehicles and equipment -EMS vehicles and equipment - Streets vehicles and equipment - Administration vehicles - Animal Control vehicles - Facilities Services vehicles -Fire vehicles and equipment -Fleet Service vehicles -I.T - Inspection vehicles - Marshal Service vehicles -Parks vehicles and equipment -Water & Sewer vehicles and equipment - Utility Billing vehicles - Drainage vehicles and equipment - Economic Development vehicles Engineering vehicles - Purchasing vehicles - Operations (non -asset specific) -Motor Pool vehicles Work Orders(in- house) Work Orders(outside vendors) Total Work Orders Issued 141 of 253 528 2017 -18 2018 -19 2019 -20 Workload /Output Actual Estimate Budget Work Orders: - Police Department vehicles and equipment -EMS vehicles and equipment - Streets vehicles and equipment - Administration vehicles - Animal Control vehicles - Facilities Services vehicles -Fire vehicles and equipment -Fleet Service vehicles -I.T - Inspection vehicles - Marshal Service vehicles -Parks vehicles and equipment -Water & Sewer vehicles and equipment - Utility Billing vehicles - Drainage vehicles and equipment - Economic Development vehicles Engineering vehicles - Purchasing vehicles - Operations (non -asset specific) -Motor Pool vehicles Work Orders(in- house) Work Orders(outside vendors) Total Work Orders Issued 141 of 253 528 570 705 378 378 465 248 170 265 13 13 16 31 39 47 76 83 102 222 180 221 132 65 80 6 12 15 32 35 43 36 0 0 180 89 109 343 198 243 24 37 45 288 141 194 3 3 4 15 18 22 3 1 0 0 17 21 95 138 170 2511 2012 2616 142 175 151 2653 2187 2767 FLEET MAINTENANCE Hours Worked Public Safety 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget Hours Worked Public Safety 2894 2711 3649 Public Works 2375 1566 2002 Administration Vehicles 34 24 44 Facilities Services Vehicles 169 174 222 Fleet Service Vehicles 354 102 130 I.T 8 19 24 Inspections vehicles 68 35 87 Parks vehicles and equipement 506 206 264 Economic Development vehicles 6 13 17 Engineering vehicles 20 50 64 Purchasing vehicles 11 2 2 Motor Pool vehicles 202 123 259 Fleet Operations 986 190 243 Total Hours Worked 7615 5215 7007 % of all vehicles and equipment issues resolved without recall 97 94 96 2017 -18 2018 -19 2019 -20 Effectiveness Actual Estimate Budget % of all vehicles and equipment issues resolved without recall 97 94 96 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $279,42 $300,519 4 $461,299 Supplies 198,319 177,290 205,700 City Support Services 13,118 17,500 11,500 Utility Services 10,578 8,000 11,500 Operations Support 0 0 0 Staff Support 8,674 20,501 20,682 Maintenance Services 183,375 206,155 204,000 Operating Equipment 8,790 8,200 9,800 Capital Outlay 26,641 105,000 122,000 Total $822,07 $1,046,48 $750,015 0 1 142 of 253 FLEET MAINTENANCE PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget will increase 27.3% from the FY 2018 -19 year end estimate due the additional personnel costs of the new Fleet Manager position as well as the transfer of a facilities services technician position that was converted into a Fleet Administrative Assistant. 143 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND INTERNAL SERVICE EXPENDITURES FLEET SERVICE Personnel Services 877 - 511110 Regular 877- 511120 Overtime 877- 511180 LTD 877 - 511210 Longevity 877 - 511310 FICA - Employer 877- 511350 TMRS- Employer 877 - 511410 Health - Employer 877- 511500 Workers' Compensation TOTAL Personnel Services Supplies 877 - 521000 Operating Supplies 877- 521005 Supplies - Inspection Sticker 877 - 521100 Office Supplies 877 - 521200 Oil Lube Suppl, Chem Supplies 877 - 521300 Motor Veh. Supplies 877 - 521600 Equip Maint Supplies TOTAL Supplies City Support Services 877 - 532400 Computer Fees & Licenses TOTAL City Support Services Utility Services 877 - 533500 Vehicle Fuel TOTAL Utility Services Operations Support 877- 534200 Printing & Binding TOTAL Operations Support Staff Support 877 - 535100 Uniforms 877- 535200 Awards 877 - 535500 Training /Travel 877- 535510 Meeting Expenses TOTAL Staff Support C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: KZX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 237,656 206,834 218,412 153,632 192,017 319,223 3,911 5,214 4,850 9,780 12,000 6,790 684 647 755 386 592 990 1,424 2,693 2,796 1,598 1,598 2,834 18,550 16,368 19,200 12,557 15,730 25,150 39,100 34,638 40,545 26,656 32,929 52,536 35,409 31,767 40,521 20,925 26,090 50,110 3,396 2,359 2,802 2,791 2,791 3,666 340,129 300,519 329,881 228,326 283,747 461,299 3,993 3,690 5,250 3,257 5,250 12,000 2,102 2,219 2,800 2,151 2,600 2,900 300 631 800 799 800 800 15,098 17,938 17,440 14,190 17,440 18,500 143,187 172,565 164,740 136,664 160,000 170,000 1,029 1,276 11500 190 1,200 11500 165,709 198,319 192,530 157,252 187,290 205,700 3,649 13,118 16,500 15,887 17,500 11,500 3,649 13,118 16,500 15,887 17,500 11,500 8,393 10,578 8,000 7,057 81000 11,500 8,393 10,578 8,000 7,057 8,000 11,500 60 60 0 0 0 0 0 0 0 0 0 0 4,681 5,406 7,500 6,087 7,500 7,500 0 0 100 51 51 100 4,469 2,772 12,332 8,676 12,200 12,332 196 497 750 170 750 750 9,347 8,674 20,682 14,983 20,501 20,682 144 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND INTERNAL SERVICE EXPENDITURES City Assistance Professional Services Maintenance Servi C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 877 - 551000 Outside Fleet Repair 148,962 877 - 551050 Outside Collision Repair 0 877 - 551100 Building Maintenance 1,210 877- 551400 Minor & Other Equip Maint 4,927 877 - 551800 Other Maintenance Agreements 5,808 TOTAL Maintenance Services 160,906 Rental / Leasing 750 Operating Equipment 3,146 877- 571500 Operating Equipment 7.758 TOTAL Operating Equipment 7,758 Capital Outlay 24,000 877 - 581200 Vehicles & Access. Over $5,00 0 877- 581500 Equipment Over $5,000 0 TOTAL Capital Outlay 0 TOTAL FLEET SERVICE 125,203 162,405 116,411 220,000 145,000 43,130 7,595 8,752 12,000 35,000 650 750 415 750 0 3,146 5,000 1,128 5,000 0 11,246 24,000 4,977 10,000 24,000 183,375 199,750 131,684 247,750 204,000 8,790 10,842 6,657 8,200 9,800 8,790 10,842 6,657 8,200 9,800 26,641 32,088 28,697 28,697 122,000 0 70.270 70,213 70,213 0 26,641 102,358 98,910 98,910 122,000 695,951 750,015 880,543 660,755 871,898 1,046,481 145 of 253 DEPARTMENT: FLEET & FACILITY SERVICES DIVISION: 878 Facility Services FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION Facility Services supports and maintains 25 facilities totaling 279,578 square feet with a value of $33,377,765.00 consisting of carpet, tile floors, other flooring, offices, storage areas, rest rooms, cells, meeting /training rooms. Provide function set up for events such as City Council, Planning and Zoning, Board of Adjustment, Library Board, Department meetings, Municipal Court, training seminars, exercise classes, elections, Buffalo Valley Youth Association (BVYA) basketball, ground breaking ceremonies and other special events. Provides custodial services, and basic maintenance and upkeep of all City buildings including; City Hall, Administration Building, Police, Fire, EMS, Community Center Central, Community Center North, City Council Chambers, Civic Center, Public Library, Visitor Center (Kramer House), YMCA, Senior Center, Purchasing building, Public Works facility, Animal Control, Aquatic Center, Fire /EMS station on I.H.35, Marion EMS station, Records, Fire Station #3, and Facility Services building. In mid -year for FY 2015- 16 the General Services and Building Maintenance divisions were reunited and moved under the Fleet and Facility Services Department. GOALS AND OBJECTIVES Provide quality customer services in an effective and efficient manner. Promote and implement energy efficiency programs to reduce utility consumption. Provide high - quality preventative maintenance to extend the life of facilities. Provide safe and clean facilities. ORGANIZATION CHART 146 of 253 FACILITY SERVICES FACILITY SERVICES 2017 -18 2018 -19 2019 -20 Facility Services Manager 1 1 1 Facility Services Supervisor 1 1 1 Facility Services Administrative Assistant 1 1 1 Facilities Technician 6 3 3 HVAC Technician 0 1 1 Facilities Maint Foreman 1 1 1 Facilities Maint Worker 1 2 2 2 TOTAL POSITIONS 12 10 10 PERFORMANCE INDICATORS Square footage maintained Events set up City Buildings Maintained Completed work orders I.D. Badges made (City /Strac /YMCA ect) Internal Pest Control Services Annual Hours worked @ Event Centers 147 of 253 250,202 2017 -18 2018 -19 2019 -20 Workload /Output Actual Estimate Budget Square footage maintained Events set up City Buildings Maintained Completed work orders I.D. Badges made (City /Strac /YMCA ect) Internal Pest Control Services Annual Hours worked @ Event Centers 147 of 253 250,202 267,578 279,586 1,506 N/A N/A 22 24 25 647 864 950 224 240 250 92 102 120 9,823 N/A N/A FACILITY SERVICES Electrical Repairs 2017 -18 2018 -19 2019 -20 Workload /Output Actual Estimate Budget Electrical Repairs 71 76 83 Plumbing Repairs 45 43 47 HVAC Repairs 106 121 134 Carpentry 38 87 95 Misc. / other 387 537 591 Personnel 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel $763,096 676,467 654,146 Supplies 106,145 105,560 142,454 City Support Services 0 0 5,000 Utility Services 187,316 172,000 171,000 Operations Support 30,671 0 0 Staff Support 8,747 14,800 12,800 Professional Services 46,333 85,500 85,746 Maintenance Services 214,636 430,036 373,536 Rental Equipment 4,718 1,000 500 Operating Equipment 21,272 14,240 16,500 Capital Outlay 59,316 36,426 30,000 Total $1,442,251 $1,536,029 $1,491,682 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget will decrease 2.9% from the FY 2018 -19 year end estimates due to the transfer of 1 facilities services technician position to the fleet department to be converted to Administrative assistant. In addition, the decrease is also due to lower costs for building maintenance. 148 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND INTERNAL SERVICE EXPENDITURES BUILDING MAINTENANCE C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: 93X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 89,414 86,760 68,675 86,760 124,554 878- 521100 Office Supplies 878 - 511110 Regular 514,838 490,969 450,870 364,596 464,322 420,105 878- 511120 Overtime 35,094 21,522 19,012 16,055 20,000 19,012 878- 511180 LTD 1,267 1,561 1,387 948 1,439 1,292 878 - 511210 Lonegevity 12,623 13,366 11,852 11,592 12,458 12,741 878- 511230 Certification Allowance 1,800 1,708 1,329 1,016 1,404 1,302 878- 511310 FICA - Employer 35,375 38,290 37,224 28,427 38,123 34,880 878 - 511350 TMRS - Employer 77,549 85,148 78,608 63,525 79,810 72,861 878 - 511410 Health - Employer 90,152 104,224 85,606 65,896 77,936 86,391 878 - 511500 Workman's Compensation 8,598 6,309 5,881 5,859 5,859 5,562 TOTAL Personnel Services 777,294 763,096 691,769 557,912 701,351 654,146 Supplies 878- 521000 Operating Supplies 99,947 89,414 86,760 68,675 86,760 124,554 878- 521100 Office Supplies 712 1,277 2,300 1,700 2,300 2,000 878- 521200 Medical /Chem Supplies 0 12,336 13,000 8,981 13,000 13,000 878 - 521300 Motor Vehicle Supplies 903 1,150 1,000 682 1,000 1,400 878 - 521600 Equip Maint Supplies 2,175 1,969 1,553 1.300 2,500 11500 TOTAL Supplies 103,737 106,145 104,613 81,337 105,560 142,454 City Support Services 878 - 532400 Computer Fees & Licenses 0 0 0 0 0 5,000 TOTAL City Support Services 0 0 0 0 0 5,000 Utility Services 878 - 533100 Gas Utility Service 2,288 3,705 4,500 5,226 6,000 5,000 878 - 533200 Electric Utility Service 102,601 119,391 118,000 80,511 118,000 118,000 878- 533410 Water Utility Service 36,549 55,667 40,000 29,653 40,000 40,000 878 - 533500 Vehicle Fuel 7,858 8,553 8,000 5,548 8,000 81000 TOTAL Utility Services 149,296 187,316 170,500 120,938 172,000 171,000 Operations Support 878 - 534800 Temporary Empl. Services 0 30,671 0 0 0 0 TOTAL Operations Support 0 30,671 0 0 0 0 Staff Support 878 - 535100 Uniforms 7,302 6,161 7,500 3,079 6,500 5,000 878 - 535200 Awards 102 0 500 255 500 300 878- 535300 Memberships 234 321 800 195 800 500 878- 535500 Training /Travel 1,993 1,388 5,500 833 5,500 5,500 878 - 535510 Meeting Expense 751 876 11500 600 11500 1,500 TOTAL Staff Support 10,381 8,747 15,800 4,961 14,800 12,800 149 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND INTERNAL SERVICE EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: KXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Professional Services 878 - 541310 Contractual Services 0 TOTAL Professional Services 0 Maintenance Services 85.550 878- 551100 Building Maintenance 296,295 878 - 551400 Minor & Other Equip Maint 4,432 878 - 551800 Other Maintenance Agreements 33,223 TOTAL Maintenance Services 333,949 Rental /Leasing 391,500 878 - 561100 Rental- Equipment 2,211 TOTAL Rental /Leasing 2,211 Operating Equipment 3,883 878- 571200 Vehicles & Access. Less $5,00 47 878- 571600 Police /Fire /Medical Equipment 0 878- 571700 Improvement Under $5,000 0 878 - 571800 Equipment Less $5,000 2,416 TOTAL Operating Equipment 2,463 Capital Outlay 373,536 878- 581200 Vehicles & Access. Over $5,00 25,826 878 - 581800 Equipment Over $5,000 0 TOTAL Capital Outlay 25,826 46,333 85.550 67,552 85,500 85,746 46,333 85,550 67,552 85,500 85,746 176,366 391,500 284,500 391,500 340,000 6,318 5,947 3,883 5,000 0 31,951 25,036 14,113 25,036 33,536 214,636 422,483 302,496 421,536 373,536 4,718 11000 400 11000 500 4,718 1,000 400 1,000 500 0 0 0 0 0 14,520 8,500 3,988 8,500 16,500 1,760 4,500 0 4,500 0 4,992 1,240 11000 1,240 0 21,272 14,240 4,988 14,240 16,500 59,316 26,000 26,012 26,012 30,000 0 10,464 10,426 10,426 0 59,316 36,464 36,438 36,438 30,000 TOTAL BUILDING MAINTENANCE 1,405,157 1,442,251 1,542,419 1,177,022 1,552,425 1,491,682 TOTAL INTERNAL SERVICE 4,870,908 5,334,250 6,755,987 4,693,664 6,556,522 6,474,550 150 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND MISC & PROJECTS EXPENDITURES C I T Y O F S C H E R T Z PAGE: 99X PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET PROJECTS Professional Services Fund Charges /Transfers 900- 548404 Transfer Out - Capital Projec 0 0 0 0 0 4.000.000 TOTAL Fund Charges /Transfers 0 0 0 0 0 4,000,000 Maintenance Services Rental /Leasing TOTAL PROJECTS 0 0 0 0 0 4,000,000 151 of 253 DEPARTMENT: 901 CITY ASSISTANCE FUND: 101 GENERAL FUND DEPARTMENTAL DESCRIPTION The Senior Center is supported by contracting with the YMCA for programing and a vendor to support the meal program. The Senior Center provides a social environment for the local area seniors and a hot meal for them to enjoy. The Patient Assistance program is an Interlocal Agreement between the City of Schertz and Guadalupe Valley Hospital. The Hospital agrees to provide prescription medication free of charge or at a low cost to citizens of Schertz who qualify for assistance under established guidelines. The Hospital agrees to maintain a part -time intake and information office in Schertz. Prescriptions will be filled hospital an agreed upon amount under the yearly contract. The Hospital agrees to provide written reports to the City and to provide the City with the complete budget for the H This contract is for $5,000. Advocacy Center. The Center provides a warm, homelike environment for children who visit to be interviewed about physical or sex -being of the child to prevent further trauma. This agreement is for $5,000 Transportation Assistance is provided through Alamo Regional Transit for senior citizens. Starting in 2016 -17 the City has entered into a support agreement with the Schertz Housing Authority to provide assistance in their mission of helping those in need find suitable living spaces. City Assistance 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget City Assistance $303,623 $317,666 $320,000 Operating Equipment 8,467 15,000 10,000 Total $312,091 $332,666 $330,000 PROGRAM JUSTIFICATION & ANALYSIS The FY 2019 -20 Budget will decrease .8% from the FY 2018 -19 year end estimate due to a decrease in the donation expense for the senior center to match revenue 152 of 253 CITY ASSISTANCE projections. This decrease is offset by an increase in the transportation assistance program to match growth. 153 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND MISC & PROJECTS EXPENDITURES C I T Y O F S C H E R T Z PAGE: 99X PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET CITY'S ASSISTANCE ----------------- ----------------- Utility Services City Assistance 901- 537300 Patient Assistence 0 5,000 5,000 5,000 5,000 5,000 901 - 537400 Transportation Assistance 28,872 28,872 42,666 42,666 42,666 45,000 901- 537500 Children's Advocacy Assistanc 5,000 5,000 5,000 0 5,000 5,000 901 - 537600 Schertz Housing Authority 5,000 5,000 5,000 5,000 5,000 5,000 901 - 537700 Senior Citizens Program 259,292 259,751 260,000 174,422 260,000 260,000 TOTAL City Assistance 298,164 303,623 317,666 227,088 317,666 320,000 Operating Equipment 901 - 571600 Donation - Expense Sr. Center 0 8,467 15.000 11.316 15.000 10.000 TOTAL Operating Equipment 0 8,467 15,000 11,316 15,000 10,000 TOTAL CITY'S ASSISTANCE 298,164 312,091 332,666 238,403 332,666 330,000 154 of 253 DEPARTMENT: 910 COURT RESTRICTED FUNDS FUND: 101 GENERAL FUND DEPARTMENT DESCRIPTION The court security fee and court technology fees are revenues that are restricted on use. The court technology must only be spent to purchase new or replacement devices to improve or maintain the efficiency of the Municipal Court. Approved purchases are computers, servers where court files are stored and computerized ticket writers. The court security fee can only be used to add or enhance security measure to the court room for the safety of staff and citizens. Currently the security fee will be used to offset a Deputy Marshal position which provides security for the Court. Operating Equipment Total $6,500 $22,433 $22,992 PROGRAM JUSTIFICAITON & ANALYSIS The FY 2019 -20 Budget will increase $559.00 from the FY 2018 -19 to match the increase in court technology fee projections. 155 of 253 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Operating Equipment Total $6,500 $22,433 $22,992 PROGRAM JUSTIFICAITON & ANALYSIS The FY 2019 -20 Budget will increase $559.00 from the FY 2018 -19 to match the increase in court technology fee projections. 155 of 253 9 -05 -2019 09:39 AM 101- GENERAL FUND MISC & PROJECTS EXPENDITURES C I T Y O F S C H E R T Z PAGE: 99X PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET COURT- RESTRICTED FUNDS ---------------------- ---------------------- Fund Charges /Transfers OperatingEEquipment 910- 571600 Court Technology Expenditure 357 6,500 45,000 0 22,433 22,992 TOTAL Operating Equipment 357 6,500 45,000 0 22,433 22,992 TOTAL COURT- RESTRICTED FUNDS 357 6,500 45,000 156 of 253 0 22,433 22,992 9 -05 -2019 09:39 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 101- GENERAL FUND AS OF: JULY 31ST, 2019 MISC & PROJECTS EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- -------- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET LIBRARY CAMPAIGN PROJECT ------------------------ ------------------------ Supplies Professional Services TOTAL MISC & PROJECTS 298,521 318,591 377,666 238,403 355,099 4,352,992 TOTAL EXPENDITURES 28,017,534 30,011,261 34,131,651 25,988,004 33,634,355 39,225,602 157 of 253 FUND: 505 INTEREST & SINKING FUND DESCRIPTION This fund is used to account for the accumulation of resources for and the payment of general long term debt principal and interest on city debt. The Interest & Sinking portion of the property taxes are directly deposited by the 2017 -18 2018 -19 Budaet Actual Estimate Revenue Taxes $6,148,041 $6,384,000 Fund Transfers 0 0 Miscellaneous 6,557,697 152,500 Total $12,705,739 $6,536,500 Expenses Professional Service $80,206 $49,530 Debt Service 6,816,134 6,678,980 Payment to Refund Debt 6,159,623 0 Total $13,055,963 $6,728,510 PROGRAM JUSTIFICATION AND ANALYSIS 2019 -20 Budaet $6,733,000 144,003 150,000 $7,027,033 $5,000 7,022,003 0 $7,027,003 Revenues: Revenues for FY 2019 -20 increase 7.5% from the FY 2018 -19 estimate with a $144,003 transferred from reserves for the year. This withdraw is a planned transfer of excess reserves to reduce the tax rate. Expenses: The FY 2019 -20 Budget will increase 4.4% from the FY 2018 -19 year end estimate with the issuance of Certificates of Obligation, Series 2019. 158 of 253 9 -05 -2019 09:47 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 505 -TAX I &S AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Taxes Fund Transfers Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY GENERAL GOVERNMENT NON DEPARTMENTAL TOTAL GENERAL GOVERNMENT TOTAL EXPENDITURES REVENUE OVER /(UNDER) EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 6,149,844 6,148,041 6,384,000 6,380,532 6,384,000 6,733,000 0 0 113,723 0 0 144,003 508,777 6.557,697 156,000 155,456 152,500 150,000 6,658,621 12,705,739 6,653,723 6,535,988 6,536,500 7,027,003 6,520,116 13,055,963 6,653,723 6,727,658 6,728,510 7,027,003 6,520,116 13,055,963 6, 653,723 6,727,658 6.728,510 7,027,003 6,520,116 13,055,963 6,653,723 6,727,658 6,728,510 7,027,003 138,505 ( 350,224) ( 0) ( 191,670) ( 192,010) ( 0) 159 of 253 9 -05 -2019 09:47 AM 505 -TAX I &S REVENUES 2016 -2017 ACTUAL C I T Y O PROPOSED AS OF: (-------- 2017 -2018 ACTUAL F S C H E R T Z BUDGET WORKSHEET JULY 31ST, 2019 - - - - -- 2018 -2019 --------------- CURRENT Y -T -D BUDGET ACTUAL PROJECTED YEAR END PAGE: X$X -------- 2019 -2020 -- - - - - -) CITY ADMIN. ADOPTED RECOMMENDED BUDGET Taxes 000- 411900 Property Tax Revenue 6,149,844 6,148,041 6,384,000 6,380,532 6,384,000 6,733,000 TOTAL Taxes 6,149,844 6,148,041 6,384,000 6,380,532 6,384,000 6,733,000 Fund Transfers 000 - 481000 Transfer In - Reserves 0 0 113.723 0 0 144,003 TOTAL Fund Transfers 0 0 113,723 0 0 144,003 Miscellaneous 000 - 491000 Interest Earned 208 4,352 6,000 6,711 7,500 6,000 000 - 491200 Investment Income 47,550 57,576 50,000 29,303 45,000 44,000 000 - 495015 Contribution from SED 361,019 360,769 0 0 0 0 000 - 495020 Contribution From YMCA 100,000 100,000 100,000 100,000 100,000 100,000 000 - 497000 Misc Income 0 0 0 0 0 0 000 - 498000 Proceeds From Refunding Debt 0 6.035,000 0 19.442 0 0 TOTAL Miscellaneous 508,777 6,557,697 156,000 155,456 152,500 150,000 TOTAL REVENUES 6,658,621 12,705,739 6,653,723 6,535,988 6,536,500 7,027,003 160 of 253 9 -05 -2019 09:47 AM 505 -TAX I &S GENERAL GOVERNMENT EXPENDITURES NON DEPARTMENTAL C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XgX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Professional Services 101 - 541500 Paying Agent 2,950 4,150 5,000 4,150 5,000 5,000 101 - 541502 Cost of Bond Issuance 0 76.056 0 44,530 44,530 0 TOTAL Professional Services 2,950 80,206 5,000 48,680 49,530 5,000 Debt Service 101 - 555612 Bond -GO Refunding 2010 - Princi 285,000 285,000 300,000 300,000 300,000 0 101- 555612.Bond -GO Refundin 2010 - Interes 47,025 38,475 29,700 4,500 4,500 0 101 - 555629 Bond -GO 2007 Principal 280,000 290,000 300,000 300,000 300,000 315,000 101- 555629.Bond -GO 2007 Interest 147,691 136,312 124,339 124,305 124,305 111,823 101 - 555630 Bond -GO SR2008 Principal 460,000 475,000 0 0 0 0 101- 555630.Bond -GO SR2008 Interest 278,362 9,809 0 0 0 0 101- 555631 Bond -GO SR2009 Principal 550,000 550,000 210,000 93,575 93,575 0 101- 555631.Bond -GO SR2009 Interest 266,325 249,138 236,525 120,100 120,100 0 101 - 555633 Bond -GO SR2011 Principal 235,000 240,000 250,000 250,000 250,000 260,000 101- 555633.Bond -GO SR2011 Interest 334,763 327,038 318,463 318,463 318,463 308,888 101 - 555634 Bond -GO 2011A Refund - Principa 620,000 635,000 485,000 485,000 485,000 475,000 101- 555634.Bond -GO 2011A Refund- Interest 101,962 87,701 74,735 74,515 74,515 63,551 101 - 555635 Bond -GO 2012 - Principal 320,000 335,000 345,000 345,000 345,000 355,000 101- 555635.Bond -GO 2012 - Interest 181,755 168,095 157,945 157,945 157,945 149,170 101- 555636 Tax Note - SR2013 - Principal 170,000 170,000 0 0 0 0 101- 555636.Tax Note - SR2013 - Interest 3,995 1,445 0 0 0 0 101- 555637 Tax Note - SR2013A - Principa 160,000 165,000 0 0 0 0 101- 555637.Tax Note - SR2013A - Interest 3,185 1,072 0 0 0 0 101 - 555638 Bond -GO 2014 Refund- Principal 100,000 100,000 100,000 100,000 100,000 100,000 101- 555638.Bond -GO 2014 Refund- Interest 292,275 289,775 286,775 286,775 286,775 283,775 101 - 555639 Tax Note - SR2015 - Principal 35,000 35,000 35,000 35,000 35,000 35,000 101- 555639.Tax Note - SR2015 - Interest 3,139 2,532 1,925 1,923 1,923 1,313 101 - 555640 Bond -Ref 2015 Bond - Principal 450,000 490,000 150,000 660,000 660,000 675,000 101- 555640.Bond -GO Ref 2015- Interest 102,125 92,725 9,317 81,225 81,225 66,188 101 - 555641 Tax Note - SR2015A- Principal 145,000 145,000 660,000 150,000 150,000 150,000 101- 555641.Tax Note - SR2015A - Interest 13,751 11,507 81,225 9,267 9,268 7,007 101 - 555642 Bond -GO SR2016- Principal 405,000 205,000 215,000 215,000 215,000 225,000 101- 555642.Bond -GO SR2016- Interest 175,756 167,606 159,206 159,206 159,207 150,406 101 - 555643 Bond- Taxable CO SR2016- Princi 55,000 55,000 175,000 55,000 55,000 60,000 101- 555643.Bond- Taxable CO SR2016- Intere 48,888 47,238 62,669 45,588 45,588 43,863 101 - 555644 Bond- NonTax CO SR2016- Princip 170,000 165,000 55,000 175,000 175,000 180,000 101- 555644.Bond- NonTax CO SR2016- Interes 76,169 69,469 45,588 62,669 62,669 55,569 101 - 555645 Bond -CO SR2017- Principal 0 245,000 280,000 280,000 280,000 357,413 101- 555645.Bond -CO SR2017 - Interest 0 178,688 139,025 139,025 139,025 63,063 101 - 555646 Bond -GO SR2017 - Principal 0 135,000 150,000 150,000 150,000 155,000 101- 555646.Bond -GO SR2017 - Interest 0 143,944 114,225 114,225 114,225 109,650 101 - 555647 Bond -GO 2018 Refund- Principa 0 0 550,000 550,000 550,000 560,000 101- 555647.Bond -GO 2018 Refund - Interes 0 73,567 122,112 122,112 122,112 110,346 101 - 555648 Bond -CO SR2018 - Principal 0 0 0 210,000 210,000 220,000 101- 555648.Bond -CO 2018 - Interest 0 0 0 214,951 214,951 187,263 101 - 555649 Bond -GO 2018 Ref - Principal 0 0 0 95,000 95,000 580,000 161 of 253 9 -05 -2019 09:47 AM 505 -TAX I &S GENERAL GOVERNMENT EXPENDITURES C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 101- 555649.Bond -GO 2018 Ref - Interest 0 0 0 193,609 193,609 227,444 101 - 555650 Bond -CO 2019 - Principal 0 0 0 0 0 250,000 101- 555650.Bond -CO 2019 - Interest 0 0 0 0 0 130,275 101 - 555900 Debt Service 0 0 424,951 0 0 0 TOTAL Debt Service 6,517,166 6,816,134 6,648,723 6,678,977 6,678,980 7,022,003 Other Financing Sources 101 - 556300 Payment To Refund Debt 0 6,159,623 0 0 0 0 TOTAL Other Financing Sources 0 6,159,623 0 0 0 0 TOTAL NON DEPARTMENTAL 6,520,116 13,055,963 6,653,723 6,727,658 6,728,510 7,027,003 TOTAL GENERAL GOVERNMENT 6,520,116 13,055,963 6,653,723 6,727,658 6,728,510 7,027,003 TOTAL EXPENDITURES 6,520,116 13,055,963 6,653,723 6,727,658 6,728,510 7,027,003 162 of 253 FUND: 202 WATER & SEWER DESCRIPTION and solid waste functions and is managed by the Public Works Department. Staff is responsible for the and wastewater service and infrastructure. This includes the water distribution ansport is the Schertz- Seguin Local Government Corporation. Wastewater treatment is handled by the Cibolo Creek Municipal Authority. Garbage collection is handled by Bexar Waste. Revenues 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Revenues $227,380 Franchises $263,469 Fees 23,293,054 Fund Transfers 141,510 Miscellaneous 3,495,149 Total $27,193,182 Expenses Non Departmental 5,877,000 Business Office $822,393 W &S Administration 21,796,470 Projects 0 Total $28,495,863 PROGRAM JUSTIFICATION AND ANALYSIS $263,517 $227,380 23,758,204 24,575,500 141,000 2,633255 493,300 465,218 $24,656,021 $27,901,353 125,000 3,250,000 $862,009 $946,023 23,836,457 23,705,330 376,285 0 $25,199,751 $27,901,353 Revenue: Revenues for FY 2019 -20 are expected to increase 13.2% from the FY 2017 -18 yearend estimate with a $2.4 million transfer from reserves to fund capital projects. Expenses: The FY 2019 -20 Budget increases 10.7% from the FY 2018 -19 year end estimates to fund a new water main, utility relocations, waterline replacements, and water tank painting. 163 of 253 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 202 -WATER & SEWER AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Franchises Permits Fees Fund Transfers Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY GENERAL GOVERNMENT NON DEPARTMENTAL BUSINESS OFFICE TOTAL GENERAL GOVERNMENT PUBLIC WORKS W & S ADMINISTRATION TOTAL PUBLIC WORKS MISC & PROJECTS PROJECTS TOTAL MISC & PROJECTS TOTAL EXPENDITURES REVENUE OVER /(UNDER) EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 232,754 263,469 263,517 221,553 263,517 227,380 49,564 0 0 0 0 0 21,617,933 23,293,054 24,439,057 18,990,368 23,758,204 24,575,500 136,920 141,510 685,836 117,500 141,000 2,633,255 6,606,455 3.495,149 347,111 402.963 493,300 465,218 28,643,624 27,193,182 25,735,522 19,732,383 24,656,021 27,901,353 0 5,877,000 125,000 125,000 125,000 3,250,000 690,817 822,393 936.110 651.693 862,009 946,023 690,817 6,699,393 1,061,110 776,693 987,009 4,196,023 19,763,436 21,796,470 23,918,914 17,607,120 23,836,457 23,705,330 19,763,436 21,796,470 23,918,914 17,607,120 23,836,457 23,705,330 0 0 0 277.716 376.285 0 0 0 0 277,716 376,285 0 20,454,252 28,495,863 24,980,024 18,661,529 25,199,751 27,901,353 8,189,372 ( 1,302,682) 755,498 1,070,854 ( 543,730) 0 164 of 253 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 202 -WATER & SEWER AS OF: JULY 31ST, 2019 REVENUES Franchises 000 - 421490 Cell Tower Leasing TOTAL Franchises Permits 000 - 432400 Development Permit TOTAL Permits (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 232,754 263,469 263,517 221,553 263,517 227,380 232,754 263,469 263,517 221,553 263,517 227,380 49,564 0 0 0 0 0 49,564 0 0 0 0 0 Fees 5,217,962 4,202,546 000 - 455200 Garbage Collection Fee 4,617,936 000 - 455500 Water & Sewer Transfer Fee 0 000 - 455600 Fire Line Fees 29,540 000 - 455700 Recycle Fee Revenue 295,773 000 - 455800 W &S Line Constructn Reimbur 35,302 000 - 457100 Sale of Water 9,741,286 000 - 457110 Edwards Water Lease 125,531 000 - 457120 Water Transfer Charge -Selma 24,641 000 - 457200 Sale of Meters 111,839 000 - 457400 Sewer Charges 6,385,094 000 - 457500 Water Penalties 248,540 000 - 459200 NSF Check Fee- Water &Sewer 2,450 TOTAL Fees 21,617,933 Fund Transfers 71,886 90,000 000 - 486000 Transfer In - Reserves 0 000- 486204 Interfnd Chrg- Drainage Billin 136,920 TOTAL Fund Transfers 136,920 Miscellaneous 250,000 2,875 000 - 490000 Misc Charges 282,282 000 - 491000 Interest Earned 3,666 000 - 491200 Investment Income 58,376 000 - 495013 Capital Contribution -W &S 6,111,474 000 - 496000 Water Construction Reserve Ac 0 000 - 497000 Misc Income -W &S 28,284 000 - 498110 Salary Reimb -SSLGC 122,373 000 - 498200 Reimbursmnt -W &S Project 0 TOTAL Miscellaneous 1,000 6.606 455 TOTAL REVENUES 28,643,624 4,960,183 5,217,962 4,202,546 5,177,600 5,280,000 ( 10) 0 10 0 0 29,015 31,000 33,160 33,160 33,000 305,469 315,500 272,501 330,800 336,000 36,474 20,000 17,236 25,000 20,000 10,666,527 10,790,831 8,335,150 10,700,000 10,914,000 54,872 40,000 34,244 34,244 40,000 26,420 6,233 28,809 40,000 30,000 143,916 160,000 71,886 90,000 120,000 6,816,996 7,578,031 5,987,016 7,300,000 7,550,000 250,316 277,000 5,559 25,000 250,000 2,875 2,500 2.250 2,400 2,500 23,293,054 24,439,057 18,990,368 23,758,204 24,575,500 0 544,836 0 0 2,486,855 141.510 141,000 117.500 141.000 146.400 141,510 685,836 117,500 141,000 2,633,255 10,989 1,000 8,707 10,000 5,000 44,859 25,000 57,745 69,300 75,000 158,054 180,000 178,982 230,000 240,000 3,132,348 0 0 0 0 1 0 0 0 0 17,267 15,000 54,950 60,000 20,000 131,630 126,111 102,579 124,000 125,218 1 0 0 0 0 3.495 149 347.111 402.963 493,300 465,218 27,193,182 25,735,522 19,732,383 24,656,021 27,901,353 165 of 253 9 -05 -2019 09:43 AM 202 -WATER & SEWER GENERAL GOVERNMENT EXPENDITURES C I T Y O F S C H E R T Z PAGE: XgX PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET NON DEPARTMENTAL ---------------- ---------------- Professional Services Fund Charges /Transfers 101 - 548406 Transfer To Public Improvemen 0 5.825,000 125,000 125,000 125,000 3.250,000 TOTAL Fund Charges /Transfers 0 5,825,000 125,000 125,000 125,000 3,250,000 Maintenance Services Other Financing Sources 101 - 556000 Issuance Costs 0 52,000 0 0 0 0 TOTAL Other Financing Sources 0 52,000 0 0 0 0 Capital Outlay TOTAL NON DEPARTMENTAL 0 5,877,000 125,000 125,000 125,000 3,250,000 166 of 253 DEPARTMENT: FINANCE DIVISION: 176 WATER AND SEWER UTILITY BILLING FUND: 202 WATER AND SEWER DEPARTMENT DESCRIPTION Read meters for calculating usage. Prepare all utility bills for mailing. Collect utility payments and post to Conduct sewer averaging annually. Collect payments for other departments. Collect debt for various departments. Solve complaints in timely and fair manner. Collect payments for other utilities and service providers. Take care of meter box maintenance. GOALS AND OBJECTIVES Continue to provide friendly and efficient services to our customers. To encourage and educate our customers to use delivery of e -mail statements. To encourage and educate our customers to pay their utility bill by using automatic draft payments services, online web payments, and e- services through their financial institution. To read water meters in a safe, reliable, and efficient manner Provide accurate and expedited utility billing statements 167 of 253 UTILITY BILLING ORGANIZATIONAL CHART UTILITY BILLING 2017 -18 2018 -19 2019 -20 Billing Manager 1 1 1 -Utility Billing Asst. Manager 1 1 1 -Utility Billing Clerk II 2 2 2 -Utility Billing Clerk 1 2 2 2 -Utility Meter Tech 1 2 2 2 Meter Tech II 1 1 1 TOTAL POSITIONS 1 9 91 9 168 of 253 UTILITY BILLING Personnel Services 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel Services $453,201 $445,164 $479,478 Supplies 2,916 4,800 3,800 City Support Services 1 5,655 5,655 Utility Services 1,026 10,500 10,700 Operations Support 141,417 129,000 158,500 Staff Support 3,755 6,250 6,250 Professional Services 210,300 252,000 243,000 Maintenance Services 6,120 8,040 8,040 Operating Equipment 3,657 600 600 Capital Outlay 0 0 30,000 Total $822,393 $862,009 $946,023 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget increases 9.7% from the FY 2018 -19 year end estimate with additional postage costs and the purchase of a replacement vehicle. 169 of 253 9 -05 -2019 09:43 AM 202 -WATER & SEWER GENERAL GOVERNMENT EXPENDITURES BUSINESS OFFICE C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: X$X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 176 - 532355 176 - 511110 Regular 269,610 176 - 511120 Overtime 9,665 176 - 511180 LTD 807 176 - 511210 Longevity 9,665 176 - 511230 Certification Allowance 115 176 - 511310 FICA - Employer 21,736 176- 511350 TMRS - Employer 46,412 176 - 511410 Health - Employer 56,042 176 - 511500 Workers' Compensation 1,945 TOTAL Personnel Services 415,998 Supplies 0 TOTAL Operations Support 176- 521000 Operating Supplies 717 176 - 521100 Office Supplies 963 TOTAL Supplies 176 - 535200 1,680 Human Services 176 - 535300 Memberships 176 - 531100 Pre - employment Check 203 TOTAL Human Services 203 City Support Services 330,487 176 - 532355 Software Maintenance 28 176 - 532900 Contingencies 0 TOTAL City Support Services 28 Utility Services 1,017 176 - 533310 Telephone /Cell Phone 752 176 - 533500 Vehicle Fuel 0 TOTAL Utility Services 752 Operations Support 0 176 - 534000 Postage 73,088 176 - 534200 Printing & Binding 43,686 176 - 534300 Equipment Maintenance - Copie 9,028 176- 534800 Temporary Empl. Services 0 TOTAL Operations Support 125,802 Staff Support 57,422 73,290 176- 535100 Uniforms 2,058 176 - 535200 Awards 0 176 - 535300 Memberships 0 176 - 535500 Training /Travel 982 176 - 535510 Meeting Expenses 0 TOTAL Staff Support 3,040 293,782 330,487 251,751 301,960 317,221 6,797 3,200 4,344 5,000 3,200 891 1,017 591 936 983 5,611 6,754 4,646 4,488 5,546 0 300 0 0 0 22,643 25,891 19,281 23,826 24,936 54,856 54,675 42,108 49,878 52,676 67,161 75,916 46,787 57,422 73,290 1,461 1,660 1,654 1,654 1,626 453,201 499,900 371,162 445,164 479,478 1,164 1,700 645 2,700 1,700 1,752 2,100 1,414 2,100 2,100 2,916 3,800 2,059 4,800 3,800 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 5,349 250 5,655 5,655 1 5,349 250 5,655 5,655 1,026 1,671 1,024 1,500 1,700 0 91000 2,464 91000 91000 1,026 10,671 3,488 10,500 10,700 72,670 93,000 62,666 75,000 93,000 43,682 56,000 30,976 45,000 56,000 9,028 9,500 4,614 9,000 9,500 16,037 0 0 0 0 141,417 158,500 98,256 129,000 158,500 2,715 2,200 1,396 2,200 2,200 30 200 193 200 200 30 100 30 100 100 802 3,500 1,720 3,500 3,500 179 250 133 250 250 3,755 6,250 3,471 6,250 6,250 170 of 253 9 -05 -2019 09:43 AM 202 -WATER & SEWER GENERAL GOVERNMENT EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: nX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Professional Services 176 - 541800 Credit Card Fees 137,194 208,802 240,000 164,797 250,000 240,000 176 - 541810 Credit Cards Fees - AMEX 0 1,498 3,000 2,150 2,000 3,000 TOTAL Professional Services 137,194 210,300 243,000 166,947 252,000 243,000 Fund Charges /Transfers Maintenance Services 176 - 551800 Other Maintenance Agreements 6,120 6,120 8.040 5.700 8.040 8,040 TOTAL Maintenance Services 6,120 6,120 8,040 5,700 8,040 8,040 Rental /Leasing Operating Equipment 176 - 571000 Furniture & Fixtures 0 3,147 600 360 600 600 176 - 571400 Communication Equip LESS $500 0 510 0 0 0 0 TOTAL Operating Equipment 0 3,657 600 360 600 600 Capital Outlay 176 - 581200 Vehicles & Access. Over $5,00 0 0 0 0 0 30,000 TOTAL Capital Outlay 0 0 0 0 0 30,000 TOTAL BUSINESS OFFICE 690,817 822,393 936,110 651,693 862,009 946,023 TOTAL GENERAL GOVERNMENT 690,817 6,699,393 1,061,110 776,693 987,009 4,196,023 171 of 253 DEPARTMENT: PUBLIC WORKS DIVISION: 575 WATER & SEWER ADMINISTRATION FUND: 202 WATER AND SEWER DEPARTMENT DESCRIPTION Provide water and wastewater services to all citizens. Conduct maintenance, repair, and expansion of water and wastewater services. Provide excellent customer service. Assist other departments as needed. Provide administrative support to water and wastewater departments. Provide a weekly chipping service. Inspect new infrastructure. Review plat and subdivision plans. Review water and wastewater construction plans. Manage department improvement projects. Oversee drought, conservation plan, and rules. Maintain bookkeeping & records management. Provide letters of availability and Certificate of Convenience and Necessity. Meet with developers and utility providers. Conduct department training, education, and planning. GOALS AND OBJECTIVES Provide an efficient and reliable water and wastewater system that meets all of the State rules and regulations. Maintain a sound water and sewer system. Ensure an adequate future water supply. Encourage staff to be active in making decision to strengthen our ability to respond promptly to daily events. Emphasize safety to our employees to reduce preventable accidents. Promote water conservation, delivery of quality services, and providing accurate and timely responses to customer requests. 172 of 253 WATER AND SEWER ADMINISTRATION ORGANIZATION CHART WATER & SEWER ADMINISTRATION 2016 -17 2017 -18 2018 -19 Director 1 1 1 Assistant Director(Water /Wastewater Manager) 1 1 1 Senior Administrative Assistant 1 1 1 Clerk/Dispatcher 1 1 1 Schertz -Se uin Local Government Corp Gen Mgr 1 1 1 Water & Sewer Supervisor Superintendent 1 1 1 Water & Sewer Foreman 1 1 1 Serviceman III 1 1 1 Serviceman II 4 5 5 Serviceman 1 8 10 10 TOTAL POSITIONS 20 23 23 173 of 253 WATER AND SEWER ADMINISTRATION PERFORMANCE INDICATORS Water Accounts 2017 -18 2018 -19 2019 -20 Workload/Output Actual Estimate Budget Water Accounts 16,022 16,650 17,000 Miles of Water Main 224 226 228 Miles of Sewer Main 113 114 115 Gallons Pumped (Edwards), acre feet Gallons Received (SSLGC), acre feet Gallons Distributed, acre feet 84.27 60 60 5,827 5,900 6,000 5,232 5,250 5,300 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget Gallons Pumped (Edwards), acre feet Gallons Received (SSLGC), acre feet Gallons Distributed, acre feet 84.27 60 60 5,827 5,900 6,000 5,232 5,250 5,300 New Meter Installed 2017 -18 2018 -19 2019 -20 Effectiveness Actual Estimate Budget New Meter Installed 406 350 350 New Service Taps 2 6 10 Water Service Calls 1,002 1,000 1,000 Water Main Break, Service Repair Calls 104 200 200 Sewer Backup and Repair Calls 665 650 650 174 of 253 WATER AND SEWER ADMINISTRATION Personnel Services 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Personnel Services $1,259,856 $1,343,734 $1,467,365 Supplies 178,336 225,493 187,500 Human Services 0 700 0 City Support Services 59,829 52,568 159,603 Utility Services 3,528,081 3,559,100 3,575,800 Operations Support 6,419 10,902 11,300 Staff Support 25,583 34,500 38,000 City Assistance 333 205 1,500 Professional Services 403,181 375,434 406,179 Fund Charges /Transfers 7,315,927 6,188,960 6,355,471 Maintenance Services 8,538,899 9,022,440 9,200,490 Other Costs 36,615 38,436 40,000 Debt Service 382,603 2,128,131 2,100,622 Rental /Leasing 56,783 124,500 4,500 Operating Equipment 4,025 5,500 8,000 Capital Outlay 0 725,854 149,000 Total $21,796,470 $23,836,457 $23,705,330 PROGRAM JUSTIFICATION AND ANALYSIS The FY 2019 -20 Budget will decrease 0.6% from the FY 2018 -19 year end estimate. Increases in personnel costs for the annual merit program, in Fund Charges /Transfers for additional contributions to Schertz Seguin Local Government Corporation (SSLGC) and the Cibolo Creek Municipal Authority (CCMA) for the water pipeline project and south wastewater treatment plant and setting a contingency account for $100,000 in City Support Services for general use, are all offset in FY 2019 -20 by fewer large equipment and vehicle purchases in Capital Outlay. 175 of 253 9 -05 -2019 09:43 AM 202 -WATER & SEWER PUBLIC WORKS EXPENDITURES W & S ADMINISTRATION C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XgX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 8,247 11,993 10,181 11,993 9,000 575 - 521100 Office Supplies 575 - 511110 Regular 735,381 814,575 953,832 731,422 871,048 949,873 575- 511120 Overtime 36,102 35,780 17,945 30,190 36,000 17,945 575- 511180 LTD 2,004 2,577 2,957 1,879 2,700 3,005 575 - 511210 Longevity 19,192 22,187 21,337 20,146 20,246 27,542 575- 511230 Certification Allowance 12,590 13,606 13,201 13,306 15,752 13,201 575- 511310 FICA - Employer 54,091 63,139 76,904 56,922 71,670 76,758 575 - 511350 TMRS - Employer 120,806 150,648 162,403 128,432 150,039 160,789 575 - 511410 Health - Employer 117,531 149,132 174,605 142,245 166,776 208,469 575 - 511500 Workers' Compensation 9,734 8,212 9,539 9,503 9,503 9,783 TOTAL Personnel Services 1,107,431 1,259,856 1,432,723 1,134,043 1,343,734 1,467,365 Supplies 575- 521000 Operating Supplies 8,781 8,247 11,993 10,181 11,993 9,000 575 - 521100 Office Supplies 853 1,004 1,500 1,197 1,500 1,500 575 - 521200 Medical /Chem Supplies 1,461 1,023 1,224 786 1,500 1,500 575 - 521400 Plumbing Supplies 58,433 17,818 50,000 57,311 60,000 50,000 575 - 521405 Water Meters -New 127,155 150,235 125,000 126,798 150,000 125,000 575- 521600 Equip Maint Supplies 0 9 500 208 500 500 TOTAL Supplies 196,683 178,336 190,217 196,482 225,493 187,500 Human Services 575- 531100 Pre - employment Check 539 0 700 0 700 0 TOTAL Human Services 539 0 700 0 700 0 City Support Services 575 - 532500 City Insurance - Commercial 42,626 45,441 48,000 50,068 50,068 50,068 575 - 532800 Employee Appreciation Events 1,343 1,953 2,500 1,680 2,500 2,500 575 - 532900 Contingencies 20,735 12,435 99,535 0 0 107,035 TOTAL City Support Services 64,704 59,829 150,035 51,748 52,568 159,603 Utility Services 575 - 533100 Gas Utility Service 921 1,178 1,500 1,251 1,500 1,500 575 - 533200 Electric Utility Service 269,159 295,137 280,000 204,193 315,000 320,000 575- 533310 Telephone /Cell Phones 2,137 2,729 3,500 1,559 2,400 3,500 575 - 533320 Telephone /Air Cards 286 218 800 119 200 800 575- 533400 Water Purchase 2,918,214 3,175,122 3,200,000 2,401,248 3,200,000 3,200,000 575 - 533410 Water Utility Service 9,699 9,456 10,000 1,310 2,000 10,000 575- 533500 Vehicle Fuel 37.526 44,240 31,000 30.288 38,000 40,000 TOTAL Utility Services 3,237,942 3,528,081 3,526,800 2,639,968 3,559,100 3,575,800 176 of 253 9 -05 -2019 09:43 AM 202 -WATER & SEWER PUBLIC WORKS EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Operations Support 147 575 - 534000 Postage 145 575 - 534100 Advertising 2,881 575 - 534200 Printing & Binding 0 575- 534300 Equipment Maintenance - Copie 5.202 TOTAL Operations Support 8,228 Staff Support 5,202 5,500 575 - 535100 Uniforms 8,228 575 - 535300 Memberships 5,375 575 - 535500 Training /Travel 6,696 575 - 535510 Meeting Expenses 1,817 575- 535600 Professional Certification 249 TOTAL Staff Support 22,364 City Assistance 15,000 1,648 575 - 537100 Medical Services 1,638 TOTAL City Assistance 1,638 Professional Services 0 575- 541200 Legal Svcs 220,694 575 - 541300 Other Consl /Prof Services 37,652 575- 541305 Cell Tower Management Fees 73,426 575- 541310 Contractual Services 2,880 575- 541400 Auditor /Accounting Service 23,430 575 - 541500 Paying Agent 800 575 - 541650 Misc Expenses 0 TOTAL Professional Services 358,883 Fund Charges /Transfers 78,500 575 - 548040 Contribution To CVLGC 300,000 575- 548050 Contribution to SSLG 2,242,314 575- 548060 Contribution to CCMA 413,650 575 - 548101 Transfer Out - General Fund 0 575 - 548106 Transfer Out- Special Events 2,494 575 - 548600 Inter -fund Charges -Admin 1,186,812 575- 548610 Interfund Charge -Fleet 148,276 575 - 548700 Bad Debt Expense 0 575- 548800 Depreciation Expense 2,116,417 575 - 548900 Amortization Expense 11,381 TOTAL Fund Charges /Transfers 6,421,344 207 300 147 200 300 971 5,000 2,950 5,000 5,000 38 500 105 500 500 5,202 5.500 4,716 5,202 5,500 6,419 11,300 7,917 10,902 11,300 8,982 16,500 15,211 16,500 15,000 5,758 6,000 5,246 6,000 6,000 8,973 15,000 4,063 10,000 15,000 1,648 2,000 1,015 2,000 2,000 222 0 0 0 0 25,583 39,500 25,534 34,500 38,000 333 1,500 205 205 1,500 333 1,500 205 205 1,500 211,625 197,516 155,572 200,000 200,000 102,431 112,965 59,972 70,000 112,965 64,122 78,500 80,634 80,634 68,214 0 0 0 0 0 24,000 24,000 20,644 24,000 24,000 800 1,000 600 800 1,000 203 0 0 0 0 403,181 413,981 317,423 375,434 406,179 300,000 500,000 480,000 480,000 100,000 2,906,068 3,786,424 3,333,803 3,786,424 4,006,734 410,650 412,250 577,775 412,250 726,800 0 4,000 0 4,000 4,000 3,640 0 0 0 0 1,344,140 1,365,998 1,138,332 1,365,998 1,385,000 129,890 140,288 116,907 140,288 132,937 70,807 0 0 0 0 2,150,733 0 0 0 0 0 0 0 0 0 7,315,927 6,208,960 5,646,817 6,188,960 6,355,471 177 of 253 9 -05 -2019 09:43 AM 202 -WATER & SEWER PUBLIC WORKS EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: X$X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Maintenance Services 575- 561000 Rental - Building & Land 575 - 551100 Building Maintenance 137 1,572 5,000 6 5,000 5,000 575 - 551300 Computer Maintenance 17,754 6,218 17,500 0 5,600 17,500 575 - 551400 Minor & Other Equip Maint 1,286 25 2,500 96 2,500 2,500 575 - 551500 Water Maintenance 77,774 138,060 155,000 40,180 155,000 155,000 575 - 551510 Waste Contractor Expense 4,342,077 4,687,548 4,565,218 3,486,008 4,540,000 4,540,000 575 - 551520 Sewer Treatment -CCMA /MUD 3,349,837 3,655,649 4,150,000 2,793,966 4,150,000 4,316,000 575- 551530 Sewer Maintenance 117,701 28,650 84,000 26,816 84,000 84,000 575- 551540 I &I Maintenance 3,850 0 117,500 0 60,000 60,000 575 - 551600 Street Maintenance Materials 12,052 20,867 19,767 12,226 20,000 20,000 575 - 551720 Low Flow Rebate Program 0 50 250 50 100 250 575 - 551800 Other Maintenance Agreements 220 260 240 180 240 240 TOTAL Maintenance Services 7,922,689 8,538,899 9,116,974 6,359,528 9,022,440 9,200,490 Other Costs 575- 554100 State Water Fees -TCEQ TOTAL Other Costs Debt Service 575 - 555900 Debt Service 575- 555900.Interest Expense TOTAL Debt Service 36.605 36.615 40.000 38.436 38.436 40.000 36,605 36,615 40,000 38,436 38,436 40,000 0 0 1,605,000 0 1,605,000 1,500,000 357.795 382.603 299.245 523,131 523.131 600.622 357,795 382,603 1,904,245 523,131 2,128,131 2,100,622 Rental /Leasing 575- 561000 Rental - Building & Land 2,702 2,783 3,500 2,866 3,500 3,500 575 - 561100 Rental- Equipment 0 0 1,000 0 1,000 1,000 575 - 561200 Lease /Purchase Payments 20,800 54,000 120.000 ( 33,173) 120,000 0 TOTAL Rental /Leasing 23,502 56,783 124,500 ( 30,307) 124,500 4,500 Operating Equipment 575 - 571000 Furniture & Fixtures 0 1,072 6,000 3,054 2,500 5,000 575- 571200 Vehicles & Access. LESS $5,00 0 0 2,500 0 0 0 575- 571300 Computer & Periphe. < $5000 515 0 0 0 0 0 575 - 571500 Minor Equipment 2,575 2,954 3,000 0 3,000 3,000 575 - 571800 Equipment Under $5,000 0 0 18,000 0 0 0 TOTAL Operating Equipment 3,090 4,025 29,500 3,054 5,500 8,000 Capital Outlay 575- 581200 Vehicles & Access. Over $5,00 0 0 517,978 511,943 511,943 60,000 575 - 581800 Equipment Over $5,000 0 0 210,000 181,199 213,911 89,000 TOTAL Capital Outlay 0 0 727,978 693,142 725,854 149,000 178 of 253 9 -05 -2019 09:43 AM 202 -WATER & SEWER PUBLIC WORKS EXPENDITURES Water Line Relocation Aviation Heights C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET TOTAL W & S ADMINISTRATION 19,763,436 21,796,470 23,918,914 17,607,120 23,836,457 23,705,330 TOTAL PUBLIC WORKS 19,763,436 21,796,470 23,918,914 17,607,120 23,836,457 23,705,330 179 of 253 9 -05 -2019 09:43 AM 202 -WATER & SEWER MISC & PROJECTS EXPENDITURES PROJECTS City Support Services Operations Support Professional Services 900- 541100 ENGINEERING TOTAL Professional Services Fund Charges /Transfers Maintenance Services 900 - 551900 CONSTRUCTION TOTAL Maintenance Services Rental /Leasing TOTAL PROJECTS C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XKX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 0 0 0 16,805 35,992 0 0 0 0 16,805 35,992 0 0 0 0 260.911 340,293 0 0 0 0 260,911 340,293 0 0 0 180 of 253 0 277,716 376,285 0 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: Y,3X PROPOSED BUDGET WORKSHEET 202 -WATER & SEWER AS OF: JULY 31ST, 2019 MISC & PROJECTS EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- -------- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET FM3009 RD &BRIDGE EXPNDSN ------------------------ ------------------------ Professional Services Maintenance Services TOTAL MISC & PROJECTS 0 0 0 277,716 376,285 0 TOTAL EXPENDITURES 20,454,252 28,495,863 24,980,024 18,661,529 25,199,751 27,901,353 181 of 253 FUND: 411 CAPITAL RECOVERY FUND WATER (Water & Sewer) DESCRIPTION The Capital Recovery program is designated to support future growth of population and commercial water and wastewater demands without an impact on existing customers while keeping bond supported programs to a minimum. Capital Recovery projects are based on the number of connections sold to increase pumping, storage and transmission water lines, and wastewater programs. Impact funds (Capital Recovery) must be used within ten years of collection date. All water and wastewater improvements are constructed to meet State Board of Insurance and Texas Commission on Environmental Quality rules and regulations. The Sewer Capital Recovery portion was moved to its own fund in FY 2013 -14. GOALS AND OBJECTIVES Ensure the Texas Commission of Environmental Quality (TCEQ) rules and regulations are met for future growth. Continue to improve and provide an efficient and reliable water and wastewater system that meets all of the State rules and regulations and future growth in the community. Provide citizens with quality projects completed on -time and on- budget. Design a 3 million gallon ground storage and booster station State law mandates that the WaterMastewater Capital Recovery plan be updated at least every five years. The last study was 2011. 182 of 253 CAPITAL RECOVERY FUND - WATER PERFORMANCE INDICATORS Revenue Fees $1,544,962 Miscellaneous 102,749 Total $1,647,711 Expenses Non Departmental $1,000 Total $1,000 PROGRAM JUSTIFICATION AND ANALYSIS $975,000 169,000 $1,144,000 $1,378,484 $1,378,484 $1,100,000 180,000 $1,280,000 $256,000 $256,000 Projects for FY 2019 -20 include conducting the Water/Wastewater Capital Recovery Study to identify future capital needs. Ongoing projects include the 1 million gallon elevated tank at Corbett which was funded in FY 2018 -19. 183 of 253 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Revenue Fees $1,544,962 Miscellaneous 102,749 Total $1,647,711 Expenses Non Departmental $1,000 Total $1,000 PROGRAM JUSTIFICATION AND ANALYSIS $975,000 169,000 $1,144,000 $1,378,484 $1,378,484 $1,100,000 180,000 $1,280,000 $256,000 $256,000 Projects for FY 2019 -20 include conducting the Water/Wastewater Capital Recovery Study to identify future capital needs. Ongoing projects include the 1 million gallon elevated tank at Corbett which was funded in FY 2018 -19. 183 of 253 9 -05 -2019 09:46 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 411 - CAPITAL RECOVERY - WATER AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Fees Fund Transfers Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY GENERAL GOVERNMENT NON DEPARTMENTAL TOTAL GENERAL GOVERNMENT MISC & PROJECTS TOTAL EXPENDITURES REVENUE OVER /(UNDER) EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 1,433,309 1,544,962 1,100,000 790,277 975,000 1,100,000 0 0 1,375,000 0 0 0 38,537 102,749 82.000 126,413 169,000 180,000 1,471,847 1,647,711 2,557,000 916,691 1,144,000 1,280,000 11000 11000 1,631,000 1,375,984 1,378,484 256,000 1,000 1,000 1,631,000 1,375,984 1,378,484 256,000 1,000 1,000 1,631,000 1,375,984 1,378,484 256,000 1,470,847 ----- - - - - -- ----------- 1,646,711 ----- - - - - -- ----- - - - - -- 926,000 ----- - - - - -- ----- - - - - -- ( 459,293) ----- - - - - -- ----- - - - - -- ( 234,484) ----- - - - - -- ------ ----- - - - - -- ------ 1,024,000 - - - - -- ------ - - - - -- - - - - -- ------ - - - - -- 184 of 253 9 -05 -2019 09:46 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 411 - CAPITAL RECOVERY - WATER AS OF: JULY 31ST, 2019 REVENUES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Fees 000 - 455900 Cap Rcvey -Water 1,433,309 1,544,962 111001000 790,277 975,000 11100,000 TOTAL Fees 1,433,309 1,544,962 1,100,000 790,277 975,000 1,100,000 Fund Transfers 000 - 481000 Transfer In - Reserves 0 0 1,375,000 0 0 0 TOTAL Fund Transfers 0 0 1,375,000 0 0 0 Miscellaneous 000 - 491000 Interest Earned 863 5,527 7,000 3,011 4,000 5,000 000 - 491200 Investment Income 37,675 97,222 75,000 123,403 165,000 175,000 TOTAL Miscellaneous 38,537 102,749 82,000 126,413 169,000 1801000 TOTAL REVENUES 1,471,847 1,647,711 2,557,000 916,691 1,144,000 1,280,000 185 of 253 9 -05 -2019 09:46 AM 411 - CAPITAL RECOVERY - WATER GENERAL GOVERNMENT EXPENDITURES NON DEPARTMENTAL Supplies C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XgX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET City Support Services Utility Services Operations Support Professional Services 101 - 541200 Legal Svcs -Water 0 101 - 541300 Professional Services -Cap Pla 0 101 - 541400 Auditor /Accounting Service 1,000 TOTAL Professional Services 1,000 Fund Charges /Transfers 101 - 548406 Transfer Out- Water /Sewer Proj 0 TOTAL Fund Charges /Transfers 0 Maintenance Services Debt Service Operating Eguipment Capital Outlay 0 5,000 0 2,500 5,000 0 250,000 0 0 250,000 1,000 1.000 984 984 1.000 1,000 256,000 984 3,484 256,000 0 1,375,000 1,375,000 1.375,000 0 0 1,375,000 1,375,000 1,375,000 0 TOTAL NON DEPARTMENTAL 1,000 1,000 1,631,000 1,375,984 1,378,484 186 of 253 256,000 FUND: 421 CAPITAL RECOVERY FUND SEWER (Water & Sewer) DESCRIPTION The Capital Recovery program is designated to support future growth of population and commercial water and wastewater demands without an impact on existing customers while keeping bond supported programs to a minimum. Capital Recovery projects are based on the number of connections sold to increase pumping, storage and transmission water lines, and wastewater programs. Impact funds (Capital Recovery) must be used within ten years of collection date. All water and wastewater improvements are constructed to meet State Board of Insurance and Texas Commission on Environmental Quality rules and regulations. Wastewater Capital Recovery was moved to its own fund in FY 2013 -14 GOALS AND OBJECTIVES Ensure the Texas Commission of Environmental Quality (TCEQ) rules and regulations are met for future growth. Continue to improve and provide an efficient and reliable water and wastewater system that meets all of the State rules and regulations and future growth in the community. Preliminary engineering and land acquisition for a waste water treatment plant for South Schertz. Initiate plans for the Southeast Quad Pump Station and the Ground Storage and Distribution Main for South Schertz. State law mandates that the Water/Wastewater Capital Recovery Plan be updated at least every five years. Last study was in 2011. Currently the Sedona WWTP serves the Crossvine Subdivision area but will be eliminated when the new CCMA WWTP comes on line. A sewer line and lift- station will be needed to accomplish this project. Initiate and institute a study to implement reuse water throughout the City. Provide citizens with quality projects completed on -time and on- budget. 187 of 253 CAPITAL RECOVERY FUND - SEWER PERFORMANCE INDICATORS Budget 2017 -18 2018 -19 2019 -20 Actual Estimate Budget Revenue Fees $821,969 $489,200 $600,000 Miscellaneous 85,591 123,500 103,000 Total $907,560 $612,700 $703,000 Expenses Non Departmental 493,208 7,984 260,500 Total PROGRAM JUSTIFICATION AND ANALYSIS Projects for FY 2019 -20 include conducting the Water/Wastewater Capital Recovery Study to identify future capital needs. Ongoing projects include the construction of the main trunk line in southern Schertz that will connect to the new sewer treatment facility being added to the area. 188 of 253 9 -05 -2019 09:46 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 421- CAPITAL RECOVERY - SEWER AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Fees Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY GENERAL GOVERNMENT NON DEPARTMENTAL TOTAL GENERAL GOVERNMENT MISC & PROJECTS TOTAL EXPENDITURES REVENUE OVER /(UNDER) EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 744,574 821,969 600,000 421,529 489,200 600,000 36,518 85,591 44,000 123,895 123,500 103,000 781,092 907,560 644,000 545,424 612,700 703,000 5,356 493,208 260,500 4,299 7,984 260,500 5,356 493,208 260,500 4,299 7,984 260,500 5,356 493,208 260,500 4,299 7,984 260,500 775,736 414,352 383,500 541,125 604,716 442,500 189 of 253 9 -05 -2019 09:46 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 421- CAPITAL RECOVERY - SEWER AS OF: JULY 31ST, 2019 REVENUES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Fees 000 - 455910 Cap Rcvey -Waste Water 717,574 794,969 600,000 432,329 500,000 600,000 000 - 455913 Cap Rcvey -North Sewer Treat 27,000 27,000 0 ( 10.800) ( 10,800) 0 TOTAL Fees 744,574 821,969 600,000 421,529 489,200 600,000 Fund Transfers Miscellaneous 000 - 491000 Interest Earned 730 3,799 4,000 2,893 3,500 3,000 000 - 491200 Investment Income 63,424 104,840 40,000 100,280 120,000 100,000 000 - 491800 Gain /Loss Capital One Sewer ( 13,176) ( 11,126) 0 ( 8,567) 0 0 000 - 491900 Unrealize Gain /Loss -Captl On( 14,460) ( 11,922) 0 29,288 0 0 TOTAL Miscellaneous 36,518 85,591 44.000 123.895 123,500 103,000 TOTAL REVENUES 781,092 ----- - - - - -- ----------- 907,560 ----- - - - - -- ----- - - - - -- 644,000 ----- - - - - -- ----- - - - - -- 545,424 ---- - - - - -- ---- - - - - -- 612,700 ----- - - - - -- ------ ---- - - - - -- ------ 703,000 - - - - -- ------ - - - - -- - - - - -- ------ - - - - -- 190 of 253 9 -05 -2019 09:46 AM 421 - CAPITAL RECOVERY - SEWER GENERAL GOVERNMENT EXPENDITURES NON DEPARTMENTAL ---------------- ---------------- Supplies Operations Support C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XgX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Professional Services 0 101 - 541200 Legal Services -Sewer 0 101 - 541300 Professional Services -Cap Pla 0 101- 541400 Auditor /Accounting Service 1,000 101 - 541650 Investment Mgt Fee -Sewer 4.356 TOTAL Professional Services 5,356 Fund Charges /Transfers 5,360 101 - 548406 Transfer Out- Water /Sewer Prjc 0 TOTAL Fund Charges /Transfers 0 Maintenance Services 0 0 5,000 0 2,500 5,000 0 250,000 0 0 250,000 1,000 1,000 984 984 1,000 4,360 4.500 3.315 4,500 4,500 5,360 260,500 4,299 7,984 260,500 487,848 0 0 0 0 487,848 0 0 0 0 TOTAL NON DEPARTMENTAL 5,356 493,208 260,500 4,299 7,984 260,500 TOTAL GENERAL GOVERNMENT 5,356 493,208 260,500 4,299 7,984 260,500 191 of 253 FUND: 204 DRAINAGE FUND DEPARTMENT DESCRIPTION The Public Works Drainage Department is responsible for the maintenance and management of drainage channels, storm water inlets, floodways, road right -of -ways, alleys, and compliance with regulations. Reviewing the issuance of permits for development that might affect the infrastructure such as subdivision plans, and providing guidance to other departments as needed. The revenues come from a fee charged to structure, such as buildings, parking lots, or driveways. GOALS AND OBJECTIVES Protect lives and property. Improve quality of the storm water system by adding a Storm Water Manager to implement & manage Phase II Storm Water Program to keep in compliance with local, state and federal regulations. Ensure compliance with program requirements associated with the National Pollutant Discharge Elimination System permit. Institute best management practices in the maintenance of our natural creek ways and earthen channels to ensure water quality, reduce erosion, and increase conveyance. Technical review and issuance of floodplain permits, floor insurance rate map revision, floodplain violation identification, coordination and prosecution support. Review storm water infrastructure plans Maintain storm water data collection. Continue to evaluate, consider, and pursue all available resources for improving management of the local storm water infrastructure. Provide Storm water pollution and floodplain awareness to the community and city personnel. 192 of 253 PUBLIC WORKS DRAINAGE ORGANIZATIONAL CHART =_ets Water & Sewer Drains e DRAINAGE 2017 -18 2018 -19 2019 -20 Drainage Foreman 1 1 1 Drainage Worker II 2 2 2 Drainage Worker 1 5 5 5 TOTAL POSITIONS 8 8 8 PERFORMANCE INDICATORS Monthly Operating Expenditures 93,564 98,879 105,475 2017 -18 2018 -19 2019 -20 Workload/Output Actual Estimate Budget Acres of Alleys Mowed 5.15 5.15 5.15 Acres of Rights -of -Way (ROW) Mowed 118.07 118.07 118.07 Acres of Drainage Ditches Mowed 157.75 157.75 157.75 Monthly Operating Expenditures 93,564 98,879 105,475 2017 -18 2017 -19 2019 -20 Efficiency Actual Estimate Budget Monthly Operating Expenditures 93,564 98,879 105,475 ROW Maintenance & Mowing, Hours 2,900 3,200 3,300 Drainage Mowing, Hours 600 700 800 Drainage Structure Maintenance, Hours 1,350 1,450 1,450 193 of 253 2017 -18 2018 -19 2019 -20 Effectiveness Actual Estimate Budget ROW Maintenance & Mowing, Hours 2,900 3,200 3,300 Drainage Mowing, Hours 600 700 800 Drainage Structure Maintenance, Hours 1,350 1,450 1,450 193 of 253 PUBLIC WORKS DRAINAGE Revenue Permits $3,960 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Revenue Permits $3,960 $4,000 $4,000 Fees 1,159,910 1,200,150 1,230,000 Miscellaneous 194,255 59,732 33,000 Total $1,358,125 $1,263,882 $1,267,000 Expenses Personnel $339,603 $325,045 $400,200 Supplies 4,773 5,700 6,000 City Support Services 6,874 3,266 34,000 Utility Services 14,017 13,000 13,200 Operations Support 0 0 1,050 Staff Support 5,758 11,779 13,700 City Assistance 98 100 500 Professional Services 8,918 37,000 41,500 Fund Charges /Transfers 617,182 532,162 479,659 Maintenance Services 1,090 30,000 42,000 Other Costs 100 100 200 Debt Services 8,206 121,213 124,200 Rental /Leasing 0 500 500 Operating Equipment 6,812 0 2,000 Capital Outlay 0 74,348 107,000 Projects 0 940,257 0 Total $1,013,430 $2,094,470 $1,265,709 PROGRAM JUSTIFICATION AND ANALYSIS Revenue: The FY 2019 -20 revenue from drainage fees is expected to increase 2.5% with new commercial and residential development occurring in the City. Overall revenue will increase 0.2% from the prior year which saw the remainder or a one time contribution from Cibolo for the Cibolo Creek Bridge reconstruction. Expenses: The FY 2019 -20 Budget will increase 9.7% from the FY 2018 -19 year end estimate for the operating accounts not including projects. The increase is due to higher personnel costs related to the annual merit program, setting a contingency at $30,000, additional Maintenance Services for a new outsourced mowing contract to improve services, and additional large equipment and vehicle purchases. 194 of 253 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 204 - DRAINAGE AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Permits Fees Fund Transfers Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY PUBLIC WORKS DRAINAGE TOTAL PUBLIC WORKS MISC & PROJECTS PROJECTS TOTAL MISC & PROJECTS TOTAL EXPENDITURES REVENUE OVER /(UNDER) EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 2,960 3,960 3,000 3,100 4,000 4,000 1,146,946 1,159,910 1,208,500 1,001,919 1,200,150 1,230,000 0 0 1,027,062 0 0 0 16.663 194,255 26.800 51,145 59,732 33,000 1,166,568 1,358,125 2,265,362 1,056,165 1,263,882 1,267,000 1,066,235 1.013,430 1.236,907 819.473 1.154,213 1.265,709 1,066,235 1,013,430 1,236,907 819,473 1,154,213 1,265,709 0 0 1,013,664 716,926 940,257 0 0 0 1,013,664 716,926 940,257 0 1,066,235 1,013,430 2,250,571 1,536,399 2,094,470 1,265,709 100,333 344,696 14,792 ( 480,234) ( 830,588) 1,291 195 of 253 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 204 - DRAINAGE AS OF: JULY 31ST, 2019 REVENUES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Permits 000- 432400 Floodplain Permit 2,960 3,960 3,000 3,100 4,000 4,000 TOTAL Permits 2,960 3,960 3,000 3,100 4,000 4,000 Fees 000 - 457500 Drainage Penalties 10,016 10,537 10,000 32 150 10,000 000 - 457600 Drainage Fee 1,136,930 1,149,373 1,198,500 1,001,887 1,200,000 1,220,000 TOTAL Fees 1,146,946 1,159,910 1,208,500 1,001,919 1,200,150 1,230,000 Fund Transfers 000 - 481000 Transfer In - Reserves 0 0 1,027,062 0 0 0 TOTAL Fund Transfers 0 0 1,027,062 0 0 0 Miscellaneous 000 - 491000 Interest Earned 295 3,481 1,800 3,016 3,600 3,000 000 - 491200 Investment Income 15,500 26,509 25,000 24,113 32,000 30,000 000 - 497000 Misc Income - Drainage 867 164,265 0 24,017 24,132 0 TOTAL Miscellaneous 16,663 194,255 26,800 51,145 59,732 33,000 TOTAL REVENUES 1,166,568 1,358,125 2,265,362 1,056,165 1,263,882 1,267,000 196 of 253 9 -05 -2019 09:43 AM 204 - DRAINAGE PUBLIC WORKS EXPENDITURES DRAINAGE C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XgX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 2,972 3,300 1,780 3,300 3,300 579 - 521100 Office Supplies 579 - 511110 Regular 172,346 217,842 250,415 170,808 209,395 254,260 579- 511120 Overtime 500 7,897 5,500 3,823 6,000 5,500 579 - 511180 LTD 733 669 776 450 649 788 579 - 511210 Longevity 7,191 7,891 8,338 8,318 8,338 9,166 579- 511230 Certification Allowance 2,550 2,400 4,800 1,985 2,400 4,800 579- 511310 FICA - Employer 17,875 16,826 20,269 13,839 17,287 20,940 579 - 511350 TMRS - Employer 39,105 36,687 42,803 29,860 36,190 44,234 579 - 511410 Health - Employer 49,432 46,245 64,120 30,906 41,236 56,886 579 - 511500 Workers' Compensation 3,455 3,146 3,563 3,550 3,550 3,626 TOTAL Personnel Services 293,187 339,603 400,584 263,539 325,045 400,200 Supplies 579- 521000 Operating Supplies 1,964 2,972 3,300 1,780 3,300 3,300 579 - 521100 Office Supplies 185 198 200 174 200 500 579 - 521200 Medical /Chem Supplies 1,574 1,603 2,000 1,557 2,000 2,000 579 - 521300 Motor Vehicle Supplies 0 0 200 0 200 200 TOTAL Supplies 3,723 4,773 5,700 3,510 5,700 6,000 Human Services City Support Services 579- 532400 Computer Fees & Licenses 0 0 1,000 0 0 0 579- 532500 City Insurance - Commercial 4,166 5,409 0 3,266 3,266 4,000 579 - 532900 Contingencies 410 1,465 0 0 0 30,000 TOTAL City Support Services 4,576 6,874 1,000 3,266 3,266 34,000 Utility Services 579 - 533310 Telephone /Cell Phones 1,072 1,048 1,200 643 1,000 1,200 579- 533500 Vehicle Fuel 15,227 12,969 12,000 11,054 12,000 12,000 TOTAL Utility Services 16,299 14,017 13,200 11,698 13,000 13,200 Operations Support 579 - 534000 Postage 0 0 0 0 0 50 579- 534200 Printing & Binding 0 0 11000 0 0 1,000 TOTAL Operations Support 0 0 1,000 0 0 1,050 Staff Support 579- 535100 Uniforms 3,385 3,340 6,450 5,591 6,450 6,000 579- 535300 Memberships 0 0 0 129 129 500 579 - 535500 Training /Travel 1,791 1,998 4,000 1,681 4,000 5,000 579 - 535510 Meeting Expenses 260 228 600 191 600 1,200 579 - 535600 Professional Certification 569 192 600 150 600 11000 TOTAL Staff Support 6,004 5,758 11,650 7,742 11,779 13,700 197 of 253 9 -05 -2019 09:43 AM 204 - DRAINAGE PUBLIC WORKS EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: X$X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET City Assistance 500 579 - 537100 Medical Services 287 TOTAL City Assistance 287 Professional Services 579 - 561100 Rental- Equipment 579- 541200 Legal Svcs 273 579 - 541310 Contractual Services 44,960 579- 541400 Auditor /Accounting Service 1,500 TOTAL Professional Services 46,733 Fund Charges /Transfers 8,918 579 - 548101 Transfer Out - General Fund 0 579- 548106 Transfer Out- Special Events 624 579- 548500 Interfund Charges -Admin 184,425 579- 548600 Interfund Charges - Water 136,920 579- 548610 Interfund Charge -Fleet 105,789 579 - 548700 Bad Debt Expense 0 579 - 548800 Depreciation Expense 128,314 TOTAL Fund Charges /Transfers 556,071 Maintenance Services 79,171 579- 551610 Drainage Channel Maintenance 13,721 TOTAL Maintenance Services 13,721 Other Costs 115,709 0 579- 554100 State Storm Water Fee -TCEQ 100 TOTAL Other Costs 100 Debt Service 500 579- 555900 Debt Service 110,000 579- 555900.Interest Expense 9,795 TOTAL Debt Service 119,795 Rental /Leasing 500 579 - 561100 Rental- Equipment 0 579 - 561200 Lease /Purchase Payments 0 TOTAL Rental /Leasing 0 Operating Equipment 0 579 - 571500 Equipment Under $5,000 5,739 TOTAL Operating Equipment 5,739 98 500 63 100 500 98 500 63 100 500 78 5,000 0 500 5,000 7,340 21,450 0 35,000 35,000 11500 1,500 1,475 1,500 1,500 8,918 27,950 1,475 37,000 41,500 0 1,000 0 1,000 1,000 1,213 0 0 0 0 271,430 295,157 245,964 295,157 243,114 141,510 141,000 117,500 141,000 146,400 83,355 95,005 79,171 95,005 89,145 3,965 0 0 0 0 115,709 0 0 0 0 617,182 532,162 442,635 532,162 479,659 11090 40,500 5.134 30,000 42,000 1,090 40,500 5,134 30,000 42,000 100 200 100 100 200 100 200 100 100 200 0 115,000 0 115,000 120,000 8,206 6,213 6,206 6,213 4,200 8,206 121,213 6,206 121,213 124,200 0 500 55 500 500 0 51000 0 0 0 0 5,500 55 500 500 6,812 1,400 0 0 2,000 6,812 1,400 0 0 2,000 198 of 253 9 -05 -2019 09:43 AM 204 - DRAINAGE PUBLIC WORKS EXPENDITURES C I T Y O F S C H E R T Z PAGE: nX PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Capital Outlay 579 - 581200 Vehicles & Access. Over $5,00 0 0 74,348 74,050 74,348 32,000 579 - 581500 Machinery /Equipment 0 0 0 0 0 75,000 TOTAL Capital Outlay 0 0 74,348 74,050 74,348 107,000 TOTAL DRAINAGE 1,066,235 1,013,430 1,236,907 819,473 1,154,213 1,265,709 TOTAL PUBLIC WORKS 1,066,235 1,013,430 1,236,907 819,473 1,154,213 1,265,709 199 of 253 9 -05 -2019 09:43 AM 204 - DRAINAGE MISC & PROJECTS EXPENDITURES PROJECTS C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XgX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET City Support Services 0 0 1,013,664 716,926 940,257 900 - 532900 Contingency 0 0 8,839 30 30 0 TOTAL City Support Services 0 0 8,839 30 30 0 Operations Support 2,094,470 1,265,709 900 - 534100 Advertising 0 0 1,229 567 653 0 TOTAL Operations Support 0 0 1,229 567 653 0 Professional Services 900 - 541100 Engineering 0 0 53,789 20,752 29,749 0 TOTAL Professional Services 0 0 53,789 20,752 29,749 0 Maintenance Services 900 - 551900 Construction 0 0 909,825 695,577 909,825 0 900 - 551910 Construction - Contingencies 0 0 39,982 0 0 0 TOTAL Maintenance Services 0 0 949,807 695,577 909,825 0 Capital Outlay TOTAL PROJECTS 0 0 1,013,664 716,926 940,257 0 TOTAL MISC & PROJECTS 0 0 1,013,664 716,926 940,257 0 TOTAL EXPENDITURES 1,066,235 1,013,430 2,250,571 1,536,399 2,094,470 1,265,709 200 of 253 FUND: 203 EMERGENCY MEDICAL SERVICES (EMS) DEPARTMENTAL DESCRIPTION Schertz Emergency Medical Services responds to 911 requests for ambulance service across a 220 square mile service area that includes the municipalities of Schertz, Cibolo, Live Oak, Marion, Santa Clara, Selma, Universal City, western Guadalupe County, Comal County Emergency Services District (ESD) #6 (about 25% of Comal County including the City of Garden Ridge); and a small portion of unincorporated Bexar County. We also work with individual at -risk patients to insure they have the best access to primary healthcare and that their medical needs are being met before an emergency occurs. We educate our employees by providing over fifty hours of Continuing Education annually and over thirty hours for our first responders. We provide ambulance demonstrations and stand- by event coverage to further the knowledge of Emergency Medical Services and injury /illness prevention and preparedness. GOALS AND OBJECTIVES Provide efficient pre - hospital healthcare services to the communities that we serve. Integrate the care that we provide with the rest of the healthcare system to reduce demand for 911 services while elevating access to care and appropriate destination management for the citizens we serve. Provide appropriate and timely education and training to our employees and our first responders to ensure the best and most current standard of care is provided. Provide high quality pre - hospital training and community education for the communities we serve and the region as a whole. Provide education and assistance to the community to prevent and prepare them for medical emergencies through community education, demonstrations, immunizations, and CPR and Automatic External Defibrillator training programs. Be the preferred employer for pre - hospital healthcare providers in the State of Texas 201 of 253 EMERGENCY MEDICAL SERVICES (EMS) Be thoroughly prepared for man -made and natural disasters in our jurisdiction, region, and statewide. Meet the needs of our customers and to solidify relationships and agreements with all eight cities, three counties and one Emergency Services District for which we provide service. ORGANIZATIONAL CHART EMS 2017 -18 2018 -19 2019 -20 Director 1 1 1 Operations Manager 1 1 1 Clinical Manager 1 1 1 Community Health Coordinator 1 1 1 Training Coordinator 1 1 1 Office Manager 1 1 1 Senior Administrative Asst. 1 1 1 Billing Specialist 2 2 3 Billing Clerk 1 1 0 EMS Supervisor 3 3 3 Field Training Officer 3 3 3 MIH Paramedic 1 1 1 Paramedic 24 25 25 EMT 3 3 3 Paramedic /EMT 0 0 0 P/T Paramedics 15 15 15 P/T EMT 5 5 5 P/T Paramedic /EMT 0 0 0 P/T Supply Coordinator 0 0 1 TOTAL POSITIONS 1 641 65 1 66 202 of 253 EMERGENCY MEDICAL SERVICES (EMS) PERFORMANCE INDICATORS Requests for EMS Service 2017 -18 2018 -19 2019 -20 Workload/Output Actual Estimate Budget Requests for EMS Service 10,059 10,506 11,233 Transports to Hospitals 6,165 6,494 6,869 Hospital to Hospital Transports 791 1,000 850 Collections per Transport 493.39 450.00 475.00 Students Enrolled in EMT 90 90 90 Certification Classes Trips billed for Alamo Heights 684 700 700 Members of EMS Passport 374 550 500 Response Time 90% Reliability 2017 -18 2018 -19 2019 -20 Efficiency Actual Estimate Budget Response Time 90% Reliability 13:50 14:00 13:00 Total Time on Task (Minutes) 56:25 58:00 57:00 Transport Percentage 61% 64% 62% Days Sales Outstanding 49 45 47 Mutual Aid Requested 38 40 35 Students Graduated from EMT Certification Classes 53 55 56 Critical Failures / 100,000 miles 2017 -18 2018 -19 2019 -20 Effectiveness Actual Estimate Budget Critical Failures / 100,000 miles 5.1 4 4 Fleet Accidents / 100,000 miles 4.2 4 4 Cardiac Arrest Save % 8% 10% 10% Correct recognition of STEMI 72% 75% 75% EMT Class Certification Pass Rate 91% 90% 92% 203 of 253 EMERGENCY MEDICAL SERVICES (EMS) Revenue Fees 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Revenue Fees $4,754,620 $6,308,735 $6,492,050 Inter - Jurisdictional 2,861,992 3,157,710 2,991,594 Fund Transfers 0 0 0 Miscellaneous 135,601 117,375 115,500 Total $7,752,214 $9,583,820 9,599,144 Expenses Personnel $4,043,032 $4,196,415 $4,404,732 Supplies 346,144 372,000 376,100 Human Services 0 0 0 City Support Services 49,081 79,000 138,000 Utility Services 120,333 135,200 136,000 Operations Support 57,172 76,182 63,450 Staff Support 44,955 64,489 83,650 City Assistance 561,123 559,867 562,367 Professional Services 141,903 154,000 158,000 Fund Charges /Transfers 2,250,108 2,683,492 2,854,205 Maintenance Services 12,480 13,000 30,000 Other Costs 0 0 0 Debt Service 28,409 288,895 281,008 Rental /Leasing 1,567 141,000 67,000 Operating Equipment 46,167 62,500 73,300 Capital Outlay 0 6,500 371,000 Total $7,702,476 $8,832,540 $9,598,811 PROGRAM JUSTIFICATION AND ANALYSIS Revenue: Revenues for FY 2019 -20 are expected to increase .2% from FY 2018 -19 year end estimates. The additional transports increasing revenue is offset by a 5.6% decrease in the Inter - Jurisdictional revenues to provide Expenses: The FY 2019 -20 Budget will increase 8.7% from the FY 2018 -19 year end estimate. Included in the FY 2019 -20 budget is the converting a billing clerk to a billing specialist, an upgrade to Rescue Net billing software, hiring a new part -time supply coordinator, and Paramedic school program for EMTs. In addition to these programs, capital outlay has increased $364,500 for a replacement ambulance and 2 replacement vehicles. 204 of 253 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 203 -EMS AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Fees Inter - Jurisdictional Fund Transfers Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY PUBLIC SAFETY SCHERTZ EMS TOTAL PUBLIC SAFETY MISC & PROJECTS TOTAL EXPENDITURES REVENUE OVER /(UNDER) EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 5,955,626 4,754,620 6,194,080 4,958,528 6,308,735 6,492,050 2,412,953 2,861,992 3,025,485 3,161,147 3,157,710 2,991,594 550,000 0 0 0 0 0 223,834 135,601 125,750 88,425 117,375 115,500 9,142,413 7,752,214 9,345,315 8,208,100 9,583,820 9,599,144 8,068,478 7,702,476 9,235,636 6,830,062 8,832,540 91598,811 8,068,478 7,702,476 9,235,636 6,830,062 8,832,540 9,598,811 8,068,478 7,702,476 9,235,636 6,830,062 8,832,540 9,598,811 1,073,935 49,738 109,679 1,378,039 751,280 333 205 of 253 9 -05 -2019 09:43 AM 203 -EMS REVENUES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: X$X Fund Transfers 000 - 486100 Transfer In TOTAL Fund Transfers 550,000 0 (-------- - - - - -- 2018 -2019 --------------- 0 -------- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED 4,403 3,000 ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 750 6,681 8,000 9,500 000 - 493203 Donations -EMS 351 913 2,000 Fees 625) 2,000 000 - 493205 Donations -Golf Tournament 10,060 18,595 10,000 ( 2,160) 000 - 456100 Ambulance /Mileage Transprt Fe 5,666,326 4,517,954 5,894,480 4,716,090 6,024,685 6,210,950 000 - 456110 Passport Membership Fees 25,115 25,275 28,000 23,600 25,000 28,000 000 - 456120 EMT Class - Fees 94,873 98,770 96,000 81,254 96,000 99,000 000 - 456122 CE Class - Fees 16,975 23,458 21,500 22,222 23,500 27,000 000 - 456130 Immunization Fees 9,138 3,008 7,000 2,284 2,500 2,000 000- 456140 Billing Fees - External 18,153 23,016 25,000 19,039 25,000 25,000 000 - 456150 Standby Fees 24,484 38,518 27,000 19,510 27,000 30,000 000 - 456155 Community Services Support 100,488 72,888 75,000 45,063 50,000 50,000 000 - 456160 MIH Services 0 13,960 20,000 24,842 30,000 20,000 000 - 458110 Sale of Merchandise - GovDeal 0 ( 62,327) 0 4,574 5,000 0 000 - 459200 NSF Check Fee 75 100 100 50 50 100 TOTAL Fees 5,955,626 4,754,620 6,194,080 4,958,528 6,308,735 6,492,050 Inter - Jurisdictional 000 - 473500 Seguin /Guadalupe Cc Support 843,578 843,578 843,577 843,578 843,577 843,577 000 - 474300 Cibolo Support 319,098 346,468 410,583 410,583 410,583 439,612 000 - 475100 Comal Co ESD #6 106,012 116,813 121,723 125,159 121,723 133,064 000 - 475200 Live Oak Support 206,957 213,152 232,140 232,140 232,140 237,775 000 - 475300 Universal City Support 262,361 281,284 300,092 300,092 300,092 305,996 000 - 475400 Selma Support 106,656 111,886 148,697 148,697 148,697 161,001 000- 475500 Schertz Support 504,084 556,325 581,537 581,537 581,537 602,583 000- 475600 Santa Clara Support 10,354 10,447 10,790 10,790 10,790 11,137 000 - 475800 Marion Support 14,956 15,187 16,347 16,347 16,347 16,849 000 - 475910 TASPP Program 38,897 366,853 360,000 492,224 492,224 240,000 TOTAL Inter - Jurisdictional 2,412,953 2,861,992 3,025,485 3,161,147 3,157,710 2,991,594 Fund Transfers 000 - 486100 Transfer In TOTAL Fund Transfers 550,000 0 0 0 0 0 Miscellaneous 000 - 491000 Interest Earned 899 4,403 3,000 4,503 5,000 4,000 000- 491200 Investment Income 2,750 6,237 750 6,681 8,000 9,500 000 - 493203 Donations -EMS 351 913 2,000 625 ( 625) 2,000 000 - 493205 Donations -Golf Tournament 10,060 18,595 10,000 ( 2,160) 0 0 000 - 495100 MIH Contracts 99,579 0 0 0 0 0 000 - 497000 Misc Income 48,903 49,966 50,000 45,602 50,000 50,000 000 - 497100 Recovery of Bad Debt 61,292 55,488 60,000 2,882 5,000 50,000 000 - 497110 Collection Agency -Bad Debt 0 0 0 30.291 50,000 0 TOTAL Miscellaneous 223,834 135,601 125,750 88,425 117,375 115,500 TOTAL REVENUES 9,142,413 7,752,214 9,345,315 8,208,100 9,583,820 9,599,144 206 of 253 9 -05 -2019 09:43 AM 203 -EMS PUBLIC SAFETY EXPENDITURES SCHERTZ EMS C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XgX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Personnel Services 280 - 511110 Regular 2,058,622 2,167,653 2,491,726 1,950,920 2,250,000 2,474,883 280- 511120 Overtime 735,899 710,157 730,979 614,343 740,000 734,285 280- 511180 LTD 5,484 6,389 6,670 4,572 6,600 6,494 280 - 511210 Longevity 41,594 45,125 47,147 43,025 45,000 44,585 280 - 511220 Clothing Allowance 10,452 10,980 11,857 9,756 12,500 12,168 280- 511230 Certification Allowance 18,845 18,805 15,100 20,020 20,000 23,400 280 - 511310 FICA - Employer 209,138 217,875 252,748 194,456 250,000 246,355 280 - 511350 TMRS- Employer 427,421 478,819 495,946 394,236 480,000 484,783 280- 511410 Health- Employer 285,275 350,227 351,825 260,690 350,000 311,434 280 - 511500 Workers' Compensation 44,476 37,002 42,476 42,315 42,315 66,345 TOTAL Personnel Services 3,837,205 4,043,032 4,446,474 3,534,333 4,196,415 4,404,732 Supplies 280 - 521000 Operating Supplies 1,539 657 2,000 316 1,000 2,000 280 - 521010 Operating Supplies -EMT Class 24,099 21,940 30,000 14,480 25,000 26,000 280 - 521020 Operating Supplies -CE Class 13,757 7,740 16,450 4,389 8,000 16,000 280 - 521025 Community Support Supplies 74,824 53,272 70,000 23,238 30,000 40,000 280 - 521030 Operating Supplies- MIH 385 77 1,000 0 0 1,000 280 - 521100 Office Supplies 1,604 3,200 3,000 2,826 3,000 3,500 280- 521200 Medical /Chem Supplies 247,439 250,857 285,000 250,705 285,000 265,000 280 - 521250 Immunization Supplies 11,526 2,922 14,600 9,425 14,000 14,600 280- 521300 Motor Veh. Supplies 277 1,335 4,000 1,408 3,500 4,000 280 - 521600 Equip Maint Supplies 3,234 4,145 5.000 905 2,500 4,000 TOTAL Supplies 378,684 346,144 431,050 307,692 372,000 376,100 Human Services 280- 531100 Pre - employment Check 1.299 0 0 0 0 0 TOTAL Human Services 1,299 0 0 0 0 0 City Support Services 280 - 532350 Software Maintenance 34,948 26,390 46,000 37,843 46,000 62,000 280 - 532500 City Insurance - Commercial 22,108 22,691 25,000 26,363 26,500 26,000 280 - 532840 Golf Tournament - Dilworth 100 0 0 ( 100) 0 0 280- 532900 Contingencies 0 0 23.000 0 6,500 50.000 TOTAL City Support Services 57,156 49,081 94,000 64,105 79,000 138,000 Utility Services 280- 533100 Gas Utility Service 4,099 4,703 6,000 6,311 7,200 6,000 280 - 533200 Electric Utility Service 22,113 14,817 25,000 7,513 16,000 15,000 280 - 533300 Telephone /Land Line 2,843 2,865 3,500 2,127 3,000 3,000 280 - 533310 Telephone /Cell Phones 7,632 7,097 8,500 4,386 8,000 10,000 280 - 533320 Telephone /Air Cards 11,800 11,986 13,000 7,820 12,500 13,000 280- 533330 Telephone /Internet 3,200 3,719 4,500 2,570 4,000 4,500 280 - 533350 Pager Service 833 0 0 0 0 0 280- 533410 Water Utility Service 2,333 1,821 7,000 5,032 6,500 4,500 280 - 533500 Vehicle Fuel 59,625 73,325 65,000 61,213 78,000 80,000 TOTAL Utility Services 114,478 120,333 132,500 96,971 135,200 136,000 207 of 253 9 -05 -2019 09:43 AM 203 -EMS C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: X$X PUBLIC SAFETY EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- -------- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Operations Support 280 - 534000 Postage 10,515 10,653 12,500 8,742 12,000 12,500 280 - 534100 Advertising 566 0 1,000 0 0 1,000 280 - 534200 Printing & Binding 7,473 7,760 8,000 4,361 8,000 8,000 280- 534300 Equipment Maintenance - Copie 13,408 13,408 15,000 8,887 15,000 13,500 280- 534400 EMT Class Instructors 18,960 16,080 20,000 12,320 17,000 16,800 280 - 534410 CE Class Instructors 2,560 2,720 8,000 960 3,000 3,000 280 - 534420 Community Support- Instructors 5,530 3,132 5,600 1,600 2,500 5,000 280- 534500 Memberships - Organizations 2,520 3,420 3,600 3,502 3,600 3,650 280 - 534800 Temporary Empl. Services 0 0 15,082 15,082 15,082 0 TOTAL Operations Support 61,531 57,172 88,782 55,453 76,182 63,450 Staff Support 280- 535100 Uniforms 16,458 16,073 25,000 21,237 25,000 25,000 280 - 535210 Employee Recognition - Morale 3,787 6,490 8,000 4,885 8,000 6,000 280 - 535300 Memberships 22 20 250 0 0 0 280 - 535400 Publications 0 281 1,000 489 489 650 280 - 535500 Training /Travel 26,730 17,914 38,000 20,281 26,000 45,500 280 - 535510 Meeting Expenses 2,789 2,893 3,500 2,141 3,000 3,000 280 - 535600 Professional Certification 3,072 1,285 3,500 1.431 2,000 3.500 TOTAL Staff Support 52,859 44,955 79,250 50,464 64,489 83,650 City Assistance 280 - 537100 Medical Services 4,694 2,381 9,000 2,980 6,000 9,000 280- 537110 EMS Outsourcing 515,761 548,867 548,867 457,389 548,867 548,867 280 - 537800 Community Outreach 6,567 9,875 11,000 4,240 5,000 4,500 TOTAL City Assistance 527,022 561,123 568,867 464,609 559,867 562,367 Professional Services 280- 541200 Legal Svcs 1,131 3,502 10,000 2,028 5,000 10,000 280 - 541300 Other Consl /Prof Services 109,313 125,690 134,140 67,045 134,000 130,000 280- 541400 Auditor /Accounting Service 4,000 3,000 3,000 2,951 3,000 3,000 280 - 541501 Bond Issuance Costs /Paying Ag 0 200 0 0 0 0 280 - 541800 Credit Card Fees 11,823 9,512 15,000 8,784 12.000 15,000 TOTAL Professional Services 126,267 141,903 162,140 80,808 154,000 158,000 Fund Charges /Transfers 280 - 548101 Tranfer Out - General Fund 0 0 4,000 0 4,000 4,000 280- 548106 Transfer Out- Special Events 2,494 3,640 0 0 0 0 280 - 548600 Interfund Charges -G /F Admin 150,087 170,087 175,587 146,323 145,000 179,100 280- 548610 Interfund Charges - Admin Fleet 142,902 130,000 134,492 112,076 134,492 138,585 280 - 548650 Interest Expense 0 2,134 0 0 0 0 280 - 548700 Bad Debt Expense 2,101,264 1,572,421 2,380,550 1,635,956 2,400,000 2,532,520 280 - 548800 Depreciation Expense 339,171 371,827 0 0 0 0 TOTAL Fund Charges /Transfers 2,735,918 2,250,108 2,694,628 1,894,354 2,683,492 2,854,205 208 of 253 9 -05 -2019 09:43 AM 203 -EMS PUBLIC SAFETY EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: nX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Maintenance Services 0 280 - 551800 Other Maintenance Agreements 10,850 280 - 551810 Maintenance Agr. - Radios 9,760 TOTAL Maintenance Services 20,610 Other Costs 13,000 280 - 554100 Deployment - Reimb -STRAC 1,130 TOTAL Other Costs 1,130 Debt Service 0 280 - 555639 Tax Notes SR2015 - Principal 0 280- 555639.Tax Notes SR2015 - Interest 10,870 280 - 555900 Debt Service 0 TOTAL Debt Service 10,870 Rental /Leasing 165,000 280 - 561200 Lease /Purchase Payments 70,120 TOTAL Rental /Leasing 70,120 Operating Equipment 2,888 280 - 571000 Furniture & Fixtures 1,961 280 - 571200 Vehicles &Access. < $5,000 8,365 280- 571300 Computer &Periphe. < $5000 14,073 280 - 571400 Communication Equip < $5000 1,455 280- 571800 Equipment Under $5,000 12,965 TOTAL Operating Equipment 38,819 Capital Outlay 141,000 280 - 581200 Vehicles & Access. Over $5,00 34,510 280 - 581800 Equipment Over $5,000 0 TOTAL Capital Outlay 34,510 TOTAL SCHERTZ EMS 0 0 0 0 17,000 12,480 12,000 8,939 13,000 13,000 12,480 12,000 8,939 13,000 30,000 0 0 0 0 0 0 0 0 0 0 0 165,000 0 165,000 160,000 10,289 5,775 5,769 5,775 2,888 18,120 118,120 116,625 118,120 118,120 28,409 288,895 122,394 288,895 281,008 1,567 141,000 100,780 141,000 67,000 1,567 141,000 100,780 141,000 67,000 3,902 5,000 2,246 4,500 5,000 4,642 5,000 200 1,000 4,000 19,864 28,500 9,992 17,000 19,000 11,623 20,050 6,481 10,000 10,300 6,136 31,000 23,740 30.000 35,000 46,167 89,550 42,659 62,500 73,300 0 6,500 6,500 6,500 350,000 0 0 0 0 21,000 0 6,500 6,500 6,500 371,000 8,068,478 7,702,476 9,235,636 6,830,062 8,832,540 9,598,811 TOTAL PUBLIC SAFETY 8,068,478 7,702,476 9,235,636 6,830,062 8,832,540 9,598,811 209 of 253 9 -05 -2019 09:43 AM 203 -EMS MISC & PROJECTS EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET DONATIONS City Support Services TOTAL EXPENDITURES 8,068,478 7,702,476 9,235,636 6,830,062 8,832,540 9,598,811 ----- - - - - -- ----- - - - - -- ----- - - - - -- ----- - - - - -- ----- - - - - -- ------ - - - - -- ------ - - - - -- 210 of 253 FUND: 620 CITY OF SCHERTZ ECONOMIC DEVELOPMENT CORPORATION Ikyi1&1*3 Is] F3f- 194OTA141!k0 The mission of the City of Schertz Economic Development Corporation (SEDC) is to grow the Schertz economy through Projects. Specifically, we pursue Projects that focus on the creation /retention of Primary Jobs and infrastructure improvements. ORGANIZATIONAL CHART 211 of 253 ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT 2017 -18 2018 -19 2019 -20 Executive Director 1 1 1 Business Retention Manager 1 1 1 Economic Development Analyst 1 1 1 Executive Assistant 1 1 1 TOTAL POSITIONS 4 4 4 PERFORMANCE INDICATORS Number of inquiries Number of Schertz BRE visits Number of recruitment events Number of new prospects Number of active performance agreements 122 2017 -18 2018 -19 2019 -20 Workload /Output Actual Estimate Budget Number of inquiries Number of Schertz BRE visits Number of recruitment events Number of new prospects Number of active performance agreements 122 148 160 36 48 48 15 15 12 38 45 55 13 14 11 Expenses Supplies 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Revenue 6,390 11,300 21,650 Taxes $4,227,973 $4,242,580 $4,412,283 Fund Transfers 0 0 3,110,648 Miscellaneous 264,687 654,003 430,000 Total $4,492,659 $4,896,583 $7,952,931 Expenses Supplies 513 510 500 Human Services 0 0 0 City Support Services 6,390 11,300 21,650 Utility Services 2,295 3,195 3,195 Operations Support 92,620 122,500 111,000 Staff Support 11,510 21,200 22,450 City Assistance 537,946 102,500 102,500 Professional Services 24,583 56,300 61,300 212 of 253 ECONOMIC DEVELOPMENT Fund Charges /Transfers Maintenance Services Operating Equipment Total Economic Development Annual and Infrastructure Grants Total Schertz Economic Development 1,067,945 455 936 $1,745,192 Z $1,745,192 PROGRAM JUSTIFICATION AND ANALYSIS 457,574 500 1,576 $777,155 1,000,000 461,636 500 4,000 $788,731 7,164, 200 $1,777,155 $7,952,931 Revenues: The SEDC receives one -half of one percent of all sales and use tax generated within the City of Schertz. The revenue for FY 2019 -20 is projected to increase by 34.3% from the FY 2018 -19 year -end estimate. The increase reflects a 4% increase in sales tax revenue, and transfer from reserves of $3,110,648 for Performance Agreements. Expenses: The SEDC funds are restricted to those expenses authorized by the Texas Local Government Code sections 501 and 505. The expenses for FY 2019- 20 are projected to increase by 592.9% or $6,175,000 Project Expenses: Each year, the SEDC allocates funding equal to the estimated annual disbursement of each approved SEDC project. For Proposed Budget, the SEDC has allocated funds associated with the Ace Mart Restaurant Supply Co., Schertz 312 LLC Phase 1 & 2, and WR1 LLC performance agreements. The SEDC has also allocated $500,000 for Main Street infrastructure improvements that was authorized by SEDC Resolution 2019 -7. Operational Expenses: It is proposed to keep the operational expenses in the Proposed Budget flat from the previous year -end estimate. Major decreases include the elimination of a promotional video that will be completed during the FY 2018 -19 budget and expenses related to software. Notable increases include a minor increase to the Business Retention and Expansion line item; increases to our organizational memberships and associated participation expenses; and a 1.1% increase to the service agreement which pays for personnel, office space, 213 of 253 9 -05 -2019 09:47 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 620 -SED CORPORATION AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Taxes Fund Transfers Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY GENERAL GOVERNMENT NON DEPARTMENTAL TOTAL GENERAL GOVERNMENT MISC & PROJECTS ECONOMIC DEVELOPMENT TOTAL MISC & PROJECTS TOTAL EXPENDITURES REVENUE OVER /(UNDER) EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 3,620,930 4,227,973 4,242,580 3,516,719 4,242,580 4,412,283 0 0 1,249,164 0 0 3,110,648 125,682 264,687 258,000 541,678 654,003 430,000 3,746,612 4,492,659 5,749,744 4,058,397 4,896,583 7,952,931 0 0 4,800,000 0 11000,000 7,164,200 0 0 4,800,000 0 1,000,000 7,164,200 904.371 1.745,192 949.744 552.459 777,155 788,731 904,371 1.745,192 949,744 552,459 777,155 788,731 904,371 1,745,192 5,749,744 552,459 1,777,155 7,952,931 2,842,240 2,747,467 0 3,505,937 3,119,428 0 214 of 253 9 -05 -2019 09:47 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 620 -SED CORPORATION AS OF: JULY 31ST, 2019 REVENUES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Taxes 000- 411500 Sales Tax Revenue (4B) 3.620,930 4,227,973 4,242,580 3,516,719 4,242,580 4,412,283 TOTAL Taxes 3,620,930 4,227,973 4,242,580 3,516,719 4,242,580 4,412,283 Fund Transfers 000 - 486010 Transfer In- Reserves 0 0 1,249,164 0 0 3.110 648 TOTAL Fund Transfers 0 0 1,249,164 0 0 3,110,648 Miscellaneous 000 - 491000 Interest Earned -Bank 960 6,310 8,000 6,923 8,000 10,000 000 - 491200 Investment Income 124,722 258,680 250,000 338,752 450,000 420,000 000 - 497000 Misc Income ( 0) ( 303) 0 196.003 196,003 0 TOTAL Miscellaneous 125,682 264,687 258.000 541,678 654,003 430,000 TOTAL REVENUES 3,746,612 -- --- - - - - -- 4,492,659 - - -- - - -- 5,749,744 - - - -- 4,058,397 - - - -- 4,896,583 ----- - - - - -- ------ 7,952,931 - - - - -- 215 of 253 9 -05 -2019 09:47 AM 620 -SED CORPORATION GENERAL GOVERNMENT EXPENDITURES NON DEPARTMENTAL Supplies C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XgX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Utility Services Operations Support City Assistance 101 - 537600 Development Incentive Fund 0 TOTAL City Assistance 0 Professional Services Fund Charges /Transfers 101 - 548000 Contributions 0 TOTAL Fund Charges /Transfers 0 Maintenance Services Debt Service Rental /Leasing Operating Eguipment Capital Outlay TOTAL NON DEPARTMENTAL 0 4,800,000 0 11000,000 6,664,200 0 4,800,000 b 1,000,000 6,664,200 0 0 0 0 500,000 0 0 0 0 500,000 0 0 4,800,000 216 of 253 0 1,000,000 7,164,200 9 -05 -2019 09:47 AM 620 -SED CORPORATION MISC & PROJECTS EXPENDITURES ECONOMIC DEVELOPMENT Personnel Services Supplies C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XgX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 966- 521100 Office Supplies 415 966 - 521300 Motor Veh. Supplies 0 TOTAL Supplies 415 Human Services 966 - 531100 Pre - employment Check 390 TOTAL Human Services 390 t;izy bupporr services 320 966- 532500 City Insurance - Commercial 1,653 966- 532800 Promotional Events 4,001 966 - 532900 Contingencies 0 TOTAL City Support Services 5,654 Utility Services 0 0 966- 533300 Telephone /Land Line 425 966 - 533310 Telephone /Cell Phones 1,237 966- 533410 Water Utility Service 124 966- 533500 Vehicle Fuel 453 966- 533550 Vehicle Maintenance 148 TOTAL Utility Services 2,387 Operations Support 0 966 - 534000 Postage 43 966- 534100 Advertising 18,411 966 - 534105 Goodwill 690 966- 534190 Recruitment Events 27,977 966- 534200 Printing & Binding 72 966 - 534300 Equipment Maintenance - Copier 5,202 966 - 534400 Computer Licenses - Software 4,576 966 - 534500 Memberships- Organization 6,885 TOTAL Operations Support 63,855 Staff Support 62 225 966 - 535100 Uniforms 576 966- 535210 Employee Recognition- Morale 99 966- 535300 Memberships -Staff Support 650 966 - 535400 Publications 547 966 - 535500 Training /Travel 10,779 966- 535510 Meeting Expenses -EDC Board 2,195 TOTAL Staff Support 14,846 504 750 320 500 500 9 0 10 10 0 513 750 330 510 500 0 0 0 0 0 0 0 0 0 0 1,418 1,700 1,425 1,700 1,700 4,972 9,600 3,776 9,600 9,950 0 10,000 0 0 10,000 6,390 21,300 5,201 11,300 21,650 427 720 315 720 720 1,217 1,500 655 1,500 1,500 0 0 0 0 0 536 1,000 348 750 750 115 500 62 225 225 2,295 3,720 1,380 3,195 3,195 45 500 62 500 250 40,594 50,000 27,485 50,000 35,000 1,323 1,500 579 1,500 1,750 27,591 35,000 14,387 35,000 35,000 500 1,500 322 1,500 1,500 5,202 5,000 3,864 5,000 5,500 9,115 21,000 8,829 21,000 15,000 8,250 8,000 5,135 8,000 17,000 92,620 122,500 60,663 122,500 111,000 589 800 0 600 600 72 300 231 300 300 1,126 1,500 920 1,500 2,250 331 800 169 800 800 7,568 15,000 8,217 15,000 15,000 1,824 3,000 1,674 3,000 3,500 11,510 21,400 11,210 21,200 22,450 217 of 253 9 -05 -2019 09:47 AM 620 -SED CORPORATION MISC & PROJECTS EXPENDITURES C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XXX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET City Assistance 0 966 - 537600 Development Incentive Fund 0 966 - 537615 Small Business Grant Fund 0 966 - 537650 Prospect Services 11051 TOTAL City Assistance 1,051 Professional Services 252,500 966- 541200 Legal Svcs 6,642 966- 541300 Professional Services 10,712 966 - 541400 Auditor /Accounting Service 3,000 966- 541450 Consulting Services 0 TOTAL Professional Services 20,354 Fund Charges /Transfers 6,300 966- 548101 Contributions to General Fund 0 966- 548505 Contribution to I & S 361,019 966 - 548600 Interfund Charges -Admin 430,445 966 - 548610 Interfund Charge -Fleet 614 TOTAL Fund Charges /Transfers 792,078 Fund Reolenish 0 360,769 Maintenance Services 966- 551700 Grounds Maintenance 0 TOTAL Maintenance Services 0 Debt Service Operating Equipment 966- 571100 Furniture & Fixtures 391 966- 571300 Computer & Periphe < $5000 2,950 TOTAL Operating Equipment 3,341 Capital 0 tl y TOTAL ECONOMIC DEVELOPMENT 537,500 0 0 0 0 0 250,000 0 100,000 100,000 446 2,500 231 2,500 2,500 537,946 252,500 231 102,500 102,500 9,395 25,000 3,061 15,000 15,000 0 0 0 0 0 6,300 6,300 6,000 6,300 6,300 8,889 35,000 6.355 35,000 40,000 24,583 66,300 15,416 56,300 61,300 265,000 0 0 0 0 360,769 0 0 0 0 441,395 456,630 456,630 456,630 461,636 781 944 944 944 0 1,067,945 457,574 457,574 457,574 461,636 455 11000 80 500 500 455 1,000 80 500 500 678 1,200 376 376 1,000 258 1.500 0 1,200 3,000 936 2,700 376 1,576 4,000 904,371 1,745,192 949,744 552,459 777,155 788,731 218 of 253 9 -05 -2019 09:47 AM C I T Y O F S C H E R T Z PAGE: Y,3X PROPOSED BUDGET WORKSHEET 620 -SED CORPORATION AS OF: JULY 31ST, 2019 MISC & PROJECTS EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- -------- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET SCHWAB RD PROJECT ----------------- ----------------- Maintenance Services TOTAL MISC & PROJECTS 904,371 1,745,192 949,744 552,459 777,155 788,731 TOTAL EXPENDITURES 904,371 1,745,192 5,749,744 552,459 1,777,155 7,952,931 219 of 253 FUND: 106 SPECIAL EVENTS DESCRIPTION The Special Events Fund is designated to monitor and manage funds appropriated to host community events, sponsored or co- sponsored, by the City of Schertz. Walk for Life and the Hal Baldwin Scholarship Program. Revenues Fund Transfers $74,176 $53,130 $0 Miscellaneous 110,497 83,459 24,510 Total $184,673 $136,589 $24,510 Expenses Non Departmental 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Revenues Fund Transfers $74,176 $53,130 $0 Miscellaneous 110,497 83,459 24,510 Total $184,673 $136,589 $24,510 Expenses Non Departmental $0 $0 $0 Festival of Angels 10,566 17,332 0 Employee Appreciation 12,133 0 0 Jubilee 26,075 33,289 0 National Night Out 0 500 0 Walk for Life 10,594 9,366 9,000 SchertzQ /Fest 24,584 636 0 Sweetheart Court Program 17,663 24,000 0 Hal Baldwin Scholarship 13,545 16,966 15,510 Other Events 16,804 31,751 0 Total $136,770 $136,589 $24,510 PROGRAM JUSTIFICATION AND ANALYSIS Revenue: The revenue for FY 2019 -20 is expected to decrease 82.1 % from FY 2018 -19 year end estimates due to all events with the exception of Walk for Life and Hal Baldwin Scholarship being moved to the General Fund to be tracked in the parks department. Expenses: The Special Events Fund FY 2019 -20 Budget decreased 82.1 % from the FY 2019 -20 year end estimates. This decrease is caused by moving multiple events to the general fund to be assigned to the parks department. 220 of 253 9 -05 -2019 09:42 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 106 - SPECIAL EVENTS FUND AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Fund Transfers Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY GENERAL GOVERNMENT NON DEPARTMENTAL TOTAL GENERAL GOVERNMENT PUBLIC WORKS CULTURAL FESTIVAL OF ANGELS EMPLOYEE APPRECIATION EV 4th OF JULY JUBILEE NATIONAL NIGHT OUT WALK FOR LIFE SCHERTZ FEST SWEETHEART EVENT HAL BALDWIN SCHOLARSHIP OTHER EVENTS TOTAL CULTURAL TOTAL EXPENDITURES REVENUE OVER /(UNDER) EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 43,058 74,176 56,500 0 53,130 0 104,961 110,497 100,260 89,964 83,459 24,510 148,019 184,673 156,760 89,964 136,589 24,510 2,909 4,806 0 0 0 0 2,909 4,806 0 0 0 0 10,913 10,566 17,361 17,361 17,332 0 11,621 12,133 0 0 0 0 23,533 26,075 33,000 34,944 33,289 0 270 0 500 0 500 0 12,620 10,594 15,000 9,366 9,366 9,000 23,779 24,584 34,837 636 636 0 23,207 17,663 24,000 13,222 24,000 0 14,055 13,545 15,510 11,456 16,966 15,510 10,377 16,804 37.500 31.751 34.500 0 130,375 131,964 177,708 118,735 136,589 24,510 133,284 136,770 177,708 118,735 136,589 24,510 14,735 47,903 ( 20,948) ( 28,771) 0 0 221 of 253 9 -05 -2019 09:42 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 106- SPECIAL EVENTS FUND AS OF: JULY 31ST, 2019 REVENUES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Fees Fund Transfers 000 - 486100 Transfer In 5,612 000 - 486101 Transfer In- General Fund 37,447 TOTAL Fund Transfers 43,058 Miscellaneous 74,176 56,500 000 - 491200 Investment Income 175 000 - 492200 Wilenchik Walk for Life 12,620 000 - 493000 July 4th Activities 27,386 000 - 493150 SchertzQ 26,994 000 - 493256 Donations - Police Events 0 000 - 493455 Proceeds - Festival of Angels 5,615 000 - 493460 Schertz Sweetheart 1,705 000 - 493470 Moving on Main 0 000 - 493621 Hal Baldwin Scholarship 28,465 000 - 497000 Misc Income - Special Events 2,000 TOTAL Miscellaneous 104.961 TOTAL REVENUES 148,019 12,133 0 0 0 0 62,043 56,500 0 53,130 0 74,176 56,500 0 53,130 0 313 250 332 450 0 10,594 15,000 9,306 8,971 9,000 25,628 26,000 33,999 26,000 0 6,150 30,000 ( 1,250) 0 0 0 3,000 0 0 0 1,305 1,500 4,170 4,170 0 ( 21) 0 488 488 0 680 3,000 4,560 4,560 0 20,105 15,510 28,820 28,820 15,510 45,743 6,000 9,539 10,000 0 110,497 100,260 89.964 83,459 24,510 184,673 156,760 89,964 136,589 24,510 222 of 253 FUND: 110 Public, Educational, and Government (PEG) Access Fund DESCRIPTION The PEG Fund is dedicated to provide communication infrastructure in the City. This will allow the City to better reach the citizens with necessary information. This fund is commonly used for public access television and institutional network capacity. Currently the level of funding from the collected fees is not great enough to warrant a public access channel but could be used so in the future. Revenues $84,847 $86,168 $118,000 Expenses Projects 0 3,259 118,000 Total $0 $3,259 $118,000 PROGRAM JUSTIFICATION AND ANALYSIS Revenue: Revenues for FY 2019 -20 are expected to increase 36.9% from the FY 2018 -19 year end estimates with a $28,000 transfer from reserves to continue the communication master plan. Expenses: The PEG Fund FY 2019 -20 Budget increased $114,741 from the FY 2018 -19 year end estimates with the continued implementation of the communication master plan. 223 of 253 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Revenues $84,847 $86,168 $118,000 Expenses Projects 0 3,259 118,000 Total $0 $3,259 $118,000 PROGRAM JUSTIFICATION AND ANALYSIS Revenue: Revenues for FY 2019 -20 are expected to increase 36.9% from the FY 2018 -19 year end estimates with a $28,000 transfer from reserves to continue the communication master plan. Expenses: The PEG Fund FY 2019 -20 Budget increased $114,741 from the FY 2018 -19 year end estimates with the continued implementation of the communication master plan. 223 of 253 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 110 - PUBLIC, EDU, GOVMNT FEE AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Franchises Fund Transfers TOTAL REVENUES EXPENDITURE SUMMARY GENERAL GOVERNMENT MISC & PROJECTS PROJECTS TOTAL MISC & PROJECTS TOTAL EXPENDITURES REVENUE OVER /(UNDER) EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 88,045 84,847 78,991 65,068 86,168 90,000 0 0 116,009 0 0 28,000 88,045 84,847 195,000 65,068 86,168 118,000 27,129 0 195,000 3.259 3,259 118,000 27,129 0 195.000 3,239 3,259 118.000 27,129 0 195,000 3,259 3,259 118,000 60,916 84,847 0 61,809 82,909 0 224 of 253 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 110 - PUBLIC, EDU, GOVMNT FEE AS OF: JULY 31ST, 2019 REVENUES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Franchises 000 - 421350 Time Warner -PEG Fee 54,612 57,299 60,168 45,953 60,168 60,000 000 - 421465 AT &T PEG Fee 33,433 27,548 18,823 19,115 26,000 30,000 TOTAL Franchises 88,045 84,847 78,991 65,068 86,168 90,000 Fund Transfers 000 - 481000 Transfer In - Reserves 0 0 116,009 0 0 28,000 TOTAL Fund Transfers 0 0 116,009 0 0 28,000 Miscellaneous TOTAL REVENUES 88,045 84,847 195,000 65,068 86,168 118,000 225 of 253 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 110 - PUBLIC, EDU, GOVMNT FEE AS OF: JULY 31ST, 2019 MISC & PROJECTS EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET PROJECTS Supplies Operations Support Professional Services 900- 541110 COMMUNICATION PLAN 0 0 195,000 0 0 75,000 TOTAL Professional Services 0 0 195,000 0 0 75,000 Operating Equipment 900 - 571400 Communications Equipmnt -Minor 8,529 0 0 0 0 0 TOTAL Operating Equipment 8,529 0 0 0 0 0 Capital Outlay 900 - 581400 Communication Equipment 18.600 0 0 3.259 3,259 43,000 TOTAL Capital Outlay 18,600 0 0 3,259 3,259 43,000 TOTAL PROJECTS 27,129 0 195,000 3,259 3,259 118,000 TOTAL MISC & PROJECTS 27,129 0 195,000 3,259 3,259 118,000 TOTAL EXPENDITURES 27,129 0 195,000 3,259 3,259 118,000 226 of 253 FUND: 314 HOTEL /MOTEL OCCUPANCY TAX DESCRIPTION Revenues for the Hotel /Motel Fund are derived from a 7% tax on rooms rented in the City. There are four hotels in Schertz; the Best Western Plus with 61 rooms, Hampton Inn with 98 rooms, La Quinta with 81 rooms and Fairfield Inn with 118 rooms. These revenues are used to support Schertz as a destination location. Advertising campaigns to increase awareness of all Schertz has to offer reach citizens all across the State and beyond. Revenue Taxes $520,424 $520,000 $500,000 Miscellaneous 28,838 47,700 53,000 Total $549,261 $567,700 $553,000 Expenses City Support Services 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Revenue Taxes $520,424 $520,000 $500,000 Miscellaneous 28,838 47,700 53,000 Total $549,261 $567,700 $553,000 Expenses City Support Services $85,797 $95,650 $112,446 Operations Support 32,375 14,000 46,000 Professional Services 4,276 27,537 3,000 Fund Charges /Transfers 67,605 67,582 74,428 Building Maintenance 7,879 0 20,000 Capital Outlay 8,255 0 250,000 Total $206,188 $204,769 $505,894 PROGRAM JUSTIFICATION AND ANALYSIS Revenue: Revenue for FY 2019 -20 is expected to decrease 2.6% from the FY 2018 -19 year end estimates due to recent events that may effect capacity. Expenses: The Hotel Motel Tax Fund FY 2019 -20 Budget increased 59.5% from FY 2018 -19 year end estimates. FY 2017 -18 included $250,000 of AV upgrades to the Civic Center which increased the budget higher than it is normally. 227 of 253 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 314 -HOTEL TAX AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Taxes Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 499,466 520,424 500,000 425,490 520,000 500,000 12,295 28,838 28,000 35,911 47,700 53,000 511,761 549,261 528,000 461,401 567,700 553,000 GENERAL GOVERNMENT NON DEPARTMENTAL 193,950 206,188 256.732 163.932 204,769 505,894 TOTAL GENERAL GOVERNMENT 193,950 206,188 256,732 163,932 204,769 505,894 TOTAL EXPENDITURES 193,950 206,188 256,732 163,932 204,769 505,894 REVENUE OVER /(UNDER) EXPENDITURES 317,811 ----- - - - - -- 343,073 ----- - - - - -- ----- 271,268 - - - - -- ----- 297,469 - - - - -- 362,931 ----- - - - - -- - 47,106 - -- ------ - - - - -- 228 of 253 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 314 -HOTEL TAX AS OF: JULY 31ST, 2019 REVENUES Taxes 000- 411800 Hotel Occupancy Tax TOTAL Taxes Fund Transfers Miscellaneous 000 - 491000 Interest Earned 000 - 491200 Investment Income TOTAL Miscellaneous TOTAL REVENUES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 499,466 520,424 500,000 425,490 520,000 500,000 499,466 520,424 500,000 425,490 520,000 500,000 547 2,668 3,000 2,007 2,700 3,000 11,748 26,170 25,000 33,904 45,000 50,000 12.295 28,838 28,000 35.911 47,700 53,000 511,761 549,261 528,000 461,401 567,700 553,000 229 of 253 9 -05 -2019 09:43 AM 314 -HOTEL TAX GENERAL GOVERNMENT EXPENDITURES NON DEPARTMENTAL Personnel Services Supj2lies C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XgX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET uizy bupporr services 193,950 101 - 532800 Special Events 54,505 101 - 532820 Community Programs 30.100 TOTAL City Support Services 84,605 Operations Support 206,188 101 - 534100 Advertising 21,726 101 - 534120 Advertising - Billboards 14,702 TOTAL Operations Support 36,428 City Assistance 256,732 Professional Services 204,769 101 - 541300 Other Professional Services 0 101 - 541400 Auditor /Accounting Service 3.000 TOTAL Professional Services 3,000 Fund Charges /Transfers 101- 548000 Transfer Out 0 101- 548100 Interfund Transfer Out 66,405 TOTAL Fund Charges /Transfers 66,405 Maintenance Services 101 - 551100 Building Maintenance 3.512 TOTAL Maintenance Services 3,512 Operating Equipment Capital Outlay 101 - 581750 Civic Center Improvements 0 TOTAL Capital Outlay 0 54,430 60,650 40,444 60,650 62,466 31,368 50.000 27.764 35,000 50,000 85,797 110,650 68,209 95,650 112,466 18,845 49,500 0 0 30,000 13,530 16.000 11.868 14,000 16,000 32,375 65,500 11,868 14,000 46,000 1,276 0 27,537 27,537 0 3,000 3.000 0 0 3,000 4,276 3,000 27,537 27,537 3,000 0 67,582 0 0 0 67,605 0 56,318 67,582 74,428 67,605 67,582 56,318 67,582 74,428 7,879 10.000 0 0 20.000 7,879 10,000 0 0 20,000 8,255 0 0 0 250.000 8,255 0 0 0 250,000 TOTAL NON DEPARTMENTAL 193,950 206,188 256,732 163,932 204,769 505,894 TOTAL GENERAL GOVERNMENT 193,950 206,188 256,732 163,932 204,769 505,894 TOTAL EXPENDITURES 193,950 206,188 256,732 163,932 204,769 505,894 230 of 253 FUND: 317 PARK FUND DESCRIPTION The Park Fund is a special fund designated to monitor and manage funds for the management of the City of Schertz Urban Forest and capital improvements of the City of Schertz Park System. The Fund is composed of parkland dedication revenues. Revenues are derived from developer fees (in lieu of parkland dedication), local citizen groups, state, local nonprofit neighborhood associations, - profit grants, and donations. Revenue Fees $139,000 $30,000 $70,000 Fund Transfers 0 0 99,000 Miscellaneous 6,848 8,000 8,000 Total $145,848 $38,000 $177,000 Expenses Professional Services 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Revenue Fees $139,000 $30,000 $70,000 Fund Transfers 0 0 99,000 Miscellaneous 6,848 8,000 8,000 Total $145,848 $38,000 $177,000 Expenses Professional Services $16,139 $10,000 $0 Operating Equipment 1,426 15,204 0 Capital Outlay 121,934 151,308 177,000 Total $139,499 $176,512 $177,000 PROGRAM JUSTIFICATION AND ANALYSIS Revenue: The revenue for FY 2019 -20 is expected to increase $40,000 from the FY 2018 -19 year end estimates from new development. As a project based fund, revenues are built up and collected in reserves then spent once they have reached a level to fund new projects. In FY 2019 -20 an additional $99,000 is budgeted to be used from reserves. Expenses: The FY 2019 -20 Budget increases 0.2% from the FY 2018 -19 year end estimate. Park development for FY 2019 -20 for two new pavilions at the Community Playscape and Crescent Bend Park and replacing a woodchip path with decomposed granite at Heritage Oaks Park. 231 of 253 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 317 -PARK FUND AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Fees Fund Transfers Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY GENERAL GOVERNMENT PUBLIC ENVIRONMENT PARKLAND DEDICATION TOTAL PUBLIC ENVIRONMENT TOTAL EXPENDITURES REVENUE OVER /(UNDER) EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 98,000 139,000 70,000 11,000 30,000 70,000 0 0 76,512 0 0 99,000 3,716 6,848 30,000 14,993 8,000 8,000 101,716 145,848 176,512 25,993 38,000 177,000 78,626 139,499 176.512 101.192 176,512 177,000 78,626 139,499 176,512 101.192 176.512 177,000 78,626 139,499 176,512 101,192 176,512 177,000 23,090 ----- - - - - -- ----------- 6,349 ----- - - - - -- ----- - - - - -- 0 ----- - - - - -- ----- - - - - -- ( 75,198) ----- - - - - -- ----- - - - - -- ( 138,512) 0 ----- - - - - -- ------ - - - - -- ------ - - - - -- ----- - - - - -- ------ - - - - -- ------ - - - - -- 232 of 253 9 -05 -2019 09:43 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 317 -PARK FUND AS OF: JULY 31ST, 2019 REVENUES (-------- - - - - -- 2018 -2019 --------------- -------- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Fees 000 - 458800 Parkland Dedication 98,000 139,000 70,000 11,000 30,000 70,000 TOTAL Fees 98,000 139,000 70,000 11,000 30,000 70,000 Fund Transfers 000 - 481000 Transfer In- Reserves 0 0 76,512 0 0 99,000 TOTAL Fund Transfers 0 0 76,512 0 0 99,000 Miscellaneous 000 - 491000 Interest Earned 323 795 750 920 1,000 1,000 000 - 491200 Investment Income 3,393 6,054 7,000 5,103 7,000 7,000 000 - 493700 Donations 0 0 0 8,557 0 0 000- 497000 Misc Income 0 0 0 414 0 0 000 - 499100 Transfer From Parks Reserves 0 0 22,250 0 0 0 TOTAL Miscellaneous 3.716 6,848 30.000 14.993 81000 8,000 TOTAL REVENUES 101,716 145,848 176,512 25,993 38,000 177,000 233 of 253 9 -05 -2019 09:43 AM 317 -PARK FUND PUBLIC ENVIRONMENT EXPENDITURES PARKLAND DEDICATION Supplies Utilitv Services Professional Services 301 - 541300 Other Consl /prof Services TOTAL Professional Services Fund Charaes /Transfers Maintenance Services Operating Equipment 301- 571000 Sign /Fixtures 301 - 571700 Improvements Under $5,000 TOTAL Operating Equipment Capital Outlay 301 - 581700 Improvements Over $5,000 TOTAL Capital Outlay TOTAL PARKLAND DEDICATION C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: X$X (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 0 16,139 10,000 4,840 10,000 0 0 16,139 10,000 4,840 10,000 0 19,487 1,426 5,000 470 5,000 0 0 0 10,204 9,041 10,204 0 19,487 1,426 15,204 9,511 15,204 0 59.139 121,934 151.308 86,841 151,308 177,000 59,139 121,934 151,308 86,841 151,308 177,000 78,626 139,499 176,512 101,192 176,512 177,000 234 of 253 FUND: 319 TREE MITIGATION DESCRIPTION Tree mitigation fund is a special fund that is derived from revenue from permits for tree removal issued in connection with a building permit, subdivision plan, and site plan. These funds are used to replace trees on City Parks, City owned property, Public lands, and SCUCISD school property. Revenue Fees Miscellaneous Total Expenses Maintenance Services Total PROGRAM JUSTIFICATION AND ANALYSIS $100,522 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Revenue Fees Miscellaneous Total Expenses Maintenance Services Total PROGRAM JUSTIFICATION AND ANALYSIS $100,522 $10,000 $70,000 6,888 8,750 8,750 $107,410 $18,750 $78,750 $7,518 $25,000 $75,000 $7,518 $25,000 $75,000 Revenue: The revenue for FY 2019 -20 is expected to increase by $60,000 from 2018 -19 year end estimate with an expected additional new development. As a project based fund, revenues are built up and collected in reserves then spent once they have reached a level to fund new projects. Expenses: The FY 2019 -20 Budget will increase by $50,000 from the FY 2018 -19 year end estimate for additional tree trimming and planting shade trees throughout the city. 235 of 253 9 -05 -2019 09:44 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 319 -TREE MITIGATION AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Fees Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 74,116 100,522 72,500 ( 2,653) 10,000 70,000 3,311 6,888 7,750 7,939 8,750 8,750 77,427 107,410 80,250 5,287 18,750 78,750 PUBLIC ENVIRONMENT TREE MITIGATION 85.901 7,518 75.000 11.500 25,000 75,000 TOTAL PUBLIC ENVIRONMENT 85,901 7,518 75,000 11,500 25,000 75,000 TOTAL EXPENDITURES 85,901 7,518 75,000 11,500 25,000 75,000 REVENUE OVER /(UNDER) EXPENDITURES ( 8,474) 99,892 5,250 ( 6,213) ( 6,250) 3,750 ----- - - - - -- ----- - - - - -- --- - - - - -- ----- - - - - -- ----- - - - - -- ------ - - - - -- 236 of 253 9 -05 -2019 09:44 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 319 -TREE MITIGATION AS OF: JULY 31ST, 2019 REVENUES Fees 000 - 458900 Tree Mitigation TOTAL Fees Fund Transfers Miscellaneous 000 - 491000 Interest Earned 000 - 491200 Investment Income TOTAL Miscellaneous TOTAL REVENUES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 74,116 100,522 72,500 ( 2,653) 10,000 70,000 74,116 100,522 72,500 ( 2,653) 10,000 70,000 58 1,153 750 714 750 750 3,253 5,736 7,000 7,226 81000 81000 3,311 6,888 7.750 7.939 8,750 8,750 77,427 107,410 80,250 5,287 18,750 78,750 237 of 253 9 -05 -2019 09:44 AM C I T Y O F S C H E R T Z PAGE: XgX PROPOSED BUDGET WORKSHEET 319 -TREE MITIGATION AS OF: JULY 31ST, 2019 PUBLIC ENVIRONMENT EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET TREE MITIGATION --------- - - - - -- --------------- Supplies Professional Services Fund Charges /Transfers Maintenance Services 302 - 551110 Trees 51,843 7,518 75,000 11,500 25,000 0 302 - 551710 Landscaping 34,059 0 0 0 0 75,000 TOTAL Maintenance Services 85,901 7,518 75,000 11,500 25,000 75,000 Operating Equipment Capital Outlay TOTAL TREE MITIGATION 85,901 7,518 75,000 11,500 25,000 75,000 TOTAL PUBLIC ENVIRONMENT 85,901 7,518 75,000 11,500 25,000 75,000 TOTAL EXPENDITURES 85,901 7,518 75,000 11,500 25,000 75,000 238 of 253 FUND: 609 LIBRARY FUND DESCRIPTION The purpose of the Library Advisory Board is to provide citizen input to the City of Schertz on Library policy and operation and to raise community awareness of the library and its services. The Library Advisory Board oversees various fund - raising activities including the operation of the Read Before Bookstore and book consignment sales with all proceeds providing supplementary funding for library materials, programs, projects and building enhancements. Revenue Fees $18,863 $21,000 $20,000 Miscellaneous 11208 1,558 1,750 Total $20,071 $22,558 $21,750 Expenses Supplies 2017 -18 2018 -19 2019 -20 Budget Actual Estimate Budget Revenue Fees $18,863 $21,000 $20,000 Miscellaneous 11208 1,558 1,750 Total $20,071 $22,558 $21,750 Expenses Supplies $234 $150 $200 City Support Services 5,830 12,000 12,000 Operating Equipment 9,994 19,500 9,000 Total $16,058 $31,650 $21,200 PROGRAM JUSTIFICATION AND ANALYSIS Revenues: Revenue for FY 2019 -20 is expected to decrease 3.6% from the FY 2018 -19 year end estimate due to fewer estimated book sales. Expenses: -20 Budget decreases 33.0% from the FY 2018 -19 year end estimates with fewer purchases of library materials. 239 of 253 9 -05 -2019 09:47 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 609- LIBRARY BOARD AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Fees Fund Transfers Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY GENERAL GOVERNMENT NON DEPARTMENTAL TOTAL GENERAL GOVERNMENT TOTAL EXPENDITURES REVENUE OVER /(UNDER) EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 23,381 18,863 22,000 16,995 21,000 20,000 0 0 9,500 0 0 0 624 1,208 900 1,476 1,558 1,750 24,005 20,071 32,400 18,471 22,558 21,750 19,878 16,058 32,400 8,330 31,650 21,200 19,878 16,058 32,400 8,330 31,650 21,200 19,878 16,058 32,400 8,330 31,650 21,200 4,127 4,013 0 10,140 ( 9,092) 550 240 of 253 9 -05 -2019 09:47 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 609- LIBRARY BOARD AS OF: JULY 31ST, 2019 REVENUES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Fees 000 - 458100 Sale of Merchandise 23,381 18,800 22,000 16,995 21,000 20,000 000 - 458200 Sale of Recyclying Material 0 63 0 0 0 0 TOTAL Fees 23,381 18,863 22,000 16,995 21,000 20,000 Fund Transfers 000 - 481000 Transfer In - Reserves 0 0 9,500 0 0 0 TOTAL Fund Transfers 0 0 9,500 0 0 0 Miscellaneous 000 - 491000 Interest Earned 48 372 100 582 550 550 000 - 491200 Investment Income 468 836 300 887 1,000 1,000 000 - 493000 Donations 100 0 500 0 0 200 000 - 497000 Misc. Income - Library 8 1 0 6 8 0 TOTAL Miscellaneous 624 1,208 900 1.476 1,558 1,750 TOTAL REVENUES 24,005 20,071 32,400 18,471 22,558 21,750 241 of 253 9 -05 -2019 09:47 AM C I T Y O F S C H E R T Z PAGE: XgX PROPOSED BUDGET WORKSHEET 609- LIBRARY BOARD AS OF: JULY 31ST, 2019 GENERAL GOVERNMENT EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET NON DEPARTMENTAL ---------------- ---------------- Supplies 101 - 521000 Operating Supplies 157 234 400 0 150 200 TOTAL Supplies 157 234 400 0 150 200 City Support Services 101 - 532800 Special Events 8,728 5,830 12,000 8,330 12,000 12,000 TOTAL City Support Services 8,728 5,830 12,000 8,330 12,000 12,000 City Assistance Professional Services Fund Charges /Transfers Operating Equipment 101 - 571400 Library Materials 8,594 9,994 20,000 0 19,500 9,000 101 - 571500 Improvement Under $5,000 2,400 0 0 0 0 0 TOTAL Operating Equipment 10,994 9,994 20,000 0 19,500 9,000 Capital Outlay TOTAL NON DEPARTMENTAL 19,878 16,058 32,400 8,330 31,650 21,200 TOTAL GENERAL GOVERNMENT 19,878 16,058 32,400 8,330 31,650 21,200 TOTAL EXPENDITURES 19,878 16,058 32,400 8,330 31,650 21,200 242 of 253 FUND: 615 HISTORICAL COMMITTEE MISSION STATEMENT To gather, preserve, and make available to the public historical information regarding people, places, and events that have contributed to the development of the City of Schertz. DESCRIPTION This function is funded from the Special Events Fund by a transfer. The Historical Committee reviews locations for possible historic value and distributes books about the history of Schertz. 2017 -18 1 2018 -19 2019 -20 Budaet Actual i Estimate Budaet Revenue Fees $759 $1,000 $1,000 Fund Transfers 4,806 5,250 10,750 Total $5,565 $6,250 $11,750 Expenses Supplies 704 900 1,500 Operations Support 0 0 500 Staff Support 0 2,250 5,150 Professional Services 1,456 1,600 1,600 Operating Equipment -263 1,500 3,000 Total $1,897 $6,250 $11,750 PROGRAM JUSTIFICATION AND ANALYSIS Revenues: Revenue for FY 2019 -20 will remain at the same funding allocation as FY 2018 -19. Expenses: FY 2018 -19 Budget. 243 of 253 -20 Budget will remain the as the 9 -05 -2019 09:47 AM C I T Y O F S C H E R T Z PAGE: XXX PROPOSED BUDGET WORKSHEET 615 - HISTORICAL COMMITTEE AS OF: JULY 31ST, 2019 FINANCIAL SUMMARY REVENUE SUMMARY Fees Fund Transfers Miscellaneous TOTAL REVENUES EXPENDITURE SUMMARY CULTURAL HISTORICAL COMMITTEE TOTAL CULTURAL TOTAL EXPENDITURES REVENUE OVER /(UNDER) EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 499 756 1,000 776 1,000 1,000 2,909 4,806 10,750 0 5,250 10,750 0 3 0 17 0 0 3,408 5,565 11,750 793 6,250 11,750 2,909 1,897 11,750 2,346 6,250 11,750 2,909 1,897 11,750 2,346 6,250 11,750 2,909 1,897 11,750 2,346 6,250 11,750 499 3,668 0 ( 1,554) 0 0 244 of 253 9 -05 -2019 09:47 AM C I T Y O F S C H E R T Z PAGE: X$X PROPOSED BUDGET WORKSHEET 615 - HISTORICAL COMMITTEE AS OF: JULY 31ST, 2019 REVENUES (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET Fees 000- 458100 Sale of Merchandise 499 756 11000 776 11000 11000 TOTAL Fees 499 756 1,000 776 1,000 1,000 Fund Transfers 000 - 486101 Transfer In- General Fund 0 0 10,750 0 5,250 10,750 000 - 486106 Transfer In- Special Events 2,909 4,806 0 0 0 0 TOTAL Fund Transfers 2,909 4,806 10,750 0 5,250 10,750 Miscellaneous 000 - 497000 Misc. Income 0 3 0 17 0 0 TOTAL Miscellaneous 0 3 0 17 0 0 TOTAL REVENUES 3,408 5,565 11,750 793 6,250 11,750 245 of 253 9 -05 -2019 09:47 AM 615 - HISTORICAL COMMITTEE CULTURAL EXPENDITURES HISTORICAL COMMITTEE -------------------- -------------------- Supplies C I T Y O F S C H E R T Z PROPOSED BUDGET WORKSHEET AS OF: JULY 31ST, 2019 PAGE: XgX (-------- - - - - -- 2018 -2019 --------------- )( -- - - - - -- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET 609 - 521000 Operating Supplies 771 704 11500 746 900 11500 TOTAL Supplies 771 704 1,500 746 900 1,500 Operations Support 2,909 - - - -- 1,897 - - - - - -- ----- 11,750 - - - - -- ----- 2,346 - - - - -- ----- 6,250 - - - - -- ------ 11,750 - - - - -- ------ - - - - -- 609 - 534200 Printing & Binding 0 0 500 0 0 500 TOTAL Operations Support 0 0 500 0 0 500 Staff Support 609 - 535200 Awards 140 0 1,000 131 250 1,000 609 - 535300 Memberships 0 0 150 0 0 150 609 - 535500 Training /Travel 0 0 4.000 0 2,000 4.000 TOTAL Staff Support 140 0 5,150 131 2,250 5,150 Professional Services 609 - 541300 Other Consl /Prof Services 11500 1,456 1,600 1,469 1,600 1,600 TOTAL Professional Services 1,500 1,456 1,600 1,469 1,600 1,600 Operating Eaui,mp ent 609 - 571810 Event Banners 498 ( 263) 3,000 0 1,500 3,000 TOTAL Operating Equipment 498 ( 263) 3,000 0 1,500 3,000 TOTAL HISTORICAL COMMITTEE 2,909 1,897 11,750 2,346 6,250 11,750 TOTAL CULTURAL 2,909 1,897 11,750 2,346 6,250 11,750 TOTAL EXPENDITURES 2,909 - - - -- 1,897 - - - - - -- ----- 11,750 - - - - -- ----- 2,346 - - - - -- ----- 6,250 - - - - -- ------ 11,750 - - - - -- ------ - - - - -- 246 of 253 Glossary Account A designation assigned to an accounting entry where a running total of all entries is kept. It is a grouping of assets, liabilities, reserves, retained earnings, revenues, or expenses. Accounting Standards The generally accepted accounting principles (GAAP) set by the Governmental Accounting Standards Board (GASB) that guide the recording and reporting of financial information. Accounts Payable A short term liability (less than one year) showing the amounts currently owed for goods and services received by the City. Accounts Receivable A short term asset (less than one year) showing the amount currently due to the City for goods and services provided. Accrual Accounting An accounting method in which revenues and expenses are recorded at the time they occur, rather than when cash is traded hands. Used for financial reports Ad Valorem Taxes Commonly referred to as property taxes. The charges levied on all real and certain personal property according to the property's assessed value and the tax rate. Used to support the General Fund and pay general obligation debt. Adopted Budget The budget as approved by the City Council. It sets the legal spending limits and funding sources for the fiscal year. Assessed Value A value set upon real estate or other property as a basis for levying property taxes. For the City of Schertz, the Appraisal Districts of Bexar, Comal, and Guadalupe Counties are responsible for assessing property values. Asset Resources of the City that cover liability obligations. Bad Debt Expense This expense is used to recognize the City's estimated amount of uncollectable revenue. Balanced Budget A budget where current revenues meet or exceed current expenses resulting in a positive fund balance at the end of the fiscal year. Bond Are a long term debt issued by the City to pay for large capital projects such as buildings, streets, and water /sewer system improvements. Budget Calendar The schedule of key dates used as a guide to complete various steps of the budget preparation and adoption processes. 247 of 253 Glossary Capital Improvements Capital Outlay Cash Cash Basis Certificates of Obligation Expenditures for the construction, purchase, or renovation of City facilities or property. Purchase of property or equipment greater than $5,000 which will be added to the City's fixed assets. Currency on hand with the bank. An accounting method that recognizes revenues and expenses when cash enters or leaves the bank instead of when services are provided. Tax supported bonds similar to general obligation bonds and can be issued after meeting strict publication requirements and council approval. Charter A document that establishes the city's governmental structure and provides distribution of powers and duties. In order to be implemented or changed it must be approved with a vote by the people City Council The elected governing body of the City, consisting of the Mayor and five (5) council members acting as the legislative and policy- making bod of the City. CRM Client Resource Management - a type of software for tracking dates, events, and clients. Debt Service Payments on debt made up of principle and interest following a set schedule. Delinquent Taxes Property taxes remaining unpaid after the due date. Delinquent taxes incur penalties and interest at rates specified by law. Department A functional group of the City with related activities aimed at accomplishing a major City service or program. Depreciation In accounting, this is a noncash expense that reduces the value of a capital asset over its expected useful life. Effective Tax Rate The rate that would produce the same amount of property taxes from the properties on the previous year's tax rolls. Enterprise Fund See Proprietary Fund. Expenditure Any payment made by the City. 248 of 253 Glossary Expense Any reduction in Fund Balance. Fiscal Year The time period designated by the City signifying the beginning and ending period for recording the financial transactions of the City. The City of Schertz' fiscal year begins each October 1 st and ends the following September 30th. Fixed Assets Assets of a long -term character which are intended to be held or used, such as land, buildings, machinery, furniture, and equipment. FTE Full Time Equivalent (FTE) is a measure of employment of a position based on the total hours worked in a week versus the expected 40 hours of a full time employee. Fund A fiscal and accounting entity established to record receipt and disbursement of income from sources set aside to support specific activities or to attain certain objectives. Each fund is treated as a distinct fiscal entity where assets equal liabilities plus fund balances. Fund Balance The difference between fund assets and fund liabilities of governmental and trust funds. Fund Equity The difference between assets and liabilities of any fund. General Fund The major fund in most governmental entities. It contains many activities associated with municipal government, such as police and fire rescue, libraries, parks and recreation. General Obligation Bonds A municipal bond backed by property taxes Goals Department /Division objectives intended to be accomplished or begun within the coming fiscal year. Governmental Fund Funds, or specific groups of revenues and expenses, including the General Fund, Special Revenue Funds, Capital Project Funds, and Debt Service Funds. Home Rule City Cities which have over 5,000 in population and have adopted home rule charters. I &S Interest and Sinking - The portion of the property tax that goes to pay debt issued by the City Interest & Sinking Fund See Debt Service Fund. 249 of 253 Glossary Interfund Transfers Transfer made from one City fund to another City Fund for the purpose of reimbursement of expenditures, general and administrative services, payments -in -lieu of taxes, or debt service. Intergovernmental Revenues Revenues from other governments in the form of grants, entitlements, shared revenues, or payments -in -lieu of taxes. Service contracts? Liability Debt or other legal obligations arising out of transactions in the past that must be liquidated, renewed, or refunded at some future date. The term does not include encumbrances. LUE's Living Unit Equivalent, the amount of water in gallons per year that an average household would produce M &O Acronym for "maintenance and operations ". (1) The recurring costs associated with a department or activity; (2) the portion of the tax rate that is applied to the General Fund. Mission The basic purpose of a department/division - the reason for its existence. Mixed Beverage Tax A tax imposed on the gross receipts of a licensee for the sale, preparation, or serving of mixed beverages. Modified Accrual basis Method of governmental accounting recognizes revenues when they are measurable and available and expenditures when goods or services are received with the exception of principal and interest on long term debt. Operating Budget Plans of current expenditures and the proposed means of financing them. The annual operating budget is the primary means by which most of the financing activities of the City are controlled. Operating Expenses Proprietary Fund expenses related directly to the Fund's primary activity. Ordinance A formal legislative enactment by City Council. Payment -in -lieu of Taxes A payment made to the City in lieu of taxes. These payments are generally made by tax exempt entities for which the City provides specific services. For example, the City's Water & Sewer Fund provides this payment to the City's General Fund because of the Water & Sewer Fund's exemption from property taxation. 250 of 253 Glossary Proprietary Fund Also referred to as Enterprise Fund. A governmental accounting fund in which services are provided, such as water and sewer service, are financed and operated similarly to those in a private business. The intent is that the costs of providing these services be recovered through user charges. Resolution A special or temporary order of the City Council. Requires less formality than an ordinance. Retained Earnings An equity account reflecting the accumulated earnings of a proprietary fund. Revenue Bonds Bonds whose principal and interest are payable exclusively from earnings of a proprietary fund. Special Revenue Fund Accounts for the proceeds of specific revenue sources that are legally restricted to expenditure for specified purposes. Tax Base The total net taxable value after exemptions of all real and personal property in the City. Tax Levy The result of multiplying the ad valorem property tax rate per one hundred dollars times the tax base. Tax Rate The rate applied to all taxable property to general revenue. The City's tax rate is comprised of two components; the debt service rate, and the maintenance and operations (M &O) rate. Tax Roll The official list showing the amount of taxes levied against each taxpayer or property. See also Tax Base. Taxes Compulsory charges levied by a government to finance services performed for a common benefit. TMRS The Texas Municipal Retirement System provides retirement plans to its member cities. Each city selects its own plan and its contributions are computed on each individual city's plan and actuarial information. Transmittal Letter A general discussion and overview of the proposed budget as presented in writing by the City Manager to the City Council Unencumbered Balance The amount of an appropriation that is not expended or encumbered. It is essentially the amount of money still available for future purchases. 251 of 253 Glossary User Charges The payment of a fee for direct receipt of a public service by the party who benefits from the service. Utility Fund See Proprietary Fund. Vision The desired optiumum state or ultimate goal of the City or Department. 252 of 253 9 -05 -2019 09:47 AM C I T Y O F S C H E R T Z PAGE: Y,3X PROPOSED BUDGET WORKSHEET 620 -SED CORPORATION AS OF: JULY 31ST, 2019 MISC & PROJECTS EXPENDITURES (-------- - - - - -- 2018 -2019 --------------- -------- 2019 -2020 -- - - - - -) 2016 -2017 2017 -2018 CURRENT Y -T -D PROJECTED CITY ADMIN. ADOPTED ACTUAL ACTUAL BUDGET ACTUAL YEAR END RECOMMENDED BUDGET SCHWAB RD PROJECT ----------------- ----------------- Maintenance Services TOTAL MISC & PROJECTS 904,371 1,745,192 949,744 552,459 777,155 788,731 TOTAL EXPENDITURES 904,371 1,745,192 5,749,744 552,459 1,777,155 7,952,931 253 of 253 Agenda No. 10. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: Finance Subject: Ordinance No. 19 -T -24 — Consideration and /or action approving an ordinance approving the appraisal roll; setting the tax rate; levying and assessing general and special ad valorem taxes for the use and support of the municipal government of the city of Schertz, Texas. Final Reading (B. James /J. Walters) BACKGROUND At the August 13, 2019 regular session, the City Council, by record vote, established a proposed preliminary maximum tax rate of $0.5146, per $100 of value, with the M &O rate at $0.3496 and the I &S portion of $0.1650. The proposed rate is not subject to rollback. In accordance with Chapter 26.05(d) of the State's Property Tax Code, a governing body must hold 2 public hearings on the tax rate if the proposed tax rate exceeds the lower of the Effective or Rollback Tax Rate. In this case the hearings were required as the proposed rate does exceed the effective rate. The first required public hearing was held on August 27, 2019 regular session of City Council. The second required public hearing was held on September 3, 2019. During the tax rate adoption process Council can approve a lower rate, however they will not be able to approve a rate higher than this without republishing the notices and holding additional public hearings. Due to timing constraints set by the State Tax Code 26.05(a), the latest council could set a new preliminary rate was August 13, 2019 without calling special meetings. Per Sec 26.05(b) of the Tax Code, the tax rate can only be adopted with more than 60% of the votes in favor of the proposed tax rate. Since Schertz has 7 voting councilmembers, 5 members must vote in favor of the tax rate for it to pass. GOAL To adopt a tax rate in compliance with state statues and the City Charter. COMMUNITY BENEFIT The programs funded by this tax rate will provide additional benefits and service levels to the community. SUMMARY OF RECOMMENDED ACTION Staff recommends adoption of the tax rate of $0.5146 FISCAL IMPACT The proposed maximum rate maintains quality service to residents and businesses and provides growth in service offerings based on input staff received from Citizens and Council from Retreats, Community Meetings, Citizen Survey, and elections. The current property tax rate is $0.5146 per $100 valuation. The proposed maximum tax rate will be $0.5146 per $100 valuation. The M &O portion of the property tax rate will decrease to $0.3496 from $0.3497 per $100 valuation. The I &S portion will increase to $0.1650 from $0.1649 per $100 valuation. RECOMMENDATION Staff recommends that the City Council approve Ordinance No. 19 -T -24 approving the Fiscal Year 2019 -20 Proposed Tax Rate on first reading. THE MOTION MUST BE: "I move that the property tax rate be increased by the adoption of a tax rate of ($0.5146), which is effectively a (1.76 %) increase in the tax rate." If a different tax rate is made in the motion, the percentage must be calculated over the effective rate of $0.5057. Attachments Ordinance 19 -T -24 ORDINANCE NO. 19 -T -24 AN ORDINANCE APPROVING THE APPRAISAL ROLL; SETTING THE TAX RATE; LEVYING AND ASSESSING GENERAL AND SPECIAL AD VALOREM TAXES FOR THE USE AND SUPPORT OF THE MUNICIPAL GOVERNMENT OF THE CITY OF SCHERTZ, TEXAS; APPORTIONING THE LEVIES FOR SPECIFIC PURPOSES; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Manager of the City of Schertz submitted a tax rate proposal to the City Council prior to the beginning of the fiscal year, and in said tax rate proposal set forth the estimated necessary tax rate required to provide adequate revenues for the general use and support of the Municipal Government of the City of Schertz Texas; and WHEREAS, the City Council finds that all provisions pertaining to the adoption of an ad valorem tax rate have been in all things complied with; and WHEREAS, a Public hearing was held by the City Council of the City of Schertz on the 27th day of August 2019 and a second Public Hearing was held on the 3rd day of September 2019; and WHEREAS, after a full and final consideration, the City Council is of the opinion the tax rate and ad valorem tax appraisal roll should be approved and adopted; and WHEREAS, the taxes have been levied in accordance with the adopted 2019 -20 budget as required by state law; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS, THAT: SECTION 1. The ad valorem tax appraisal roll and effective tax rate information as presented by the tax assessor for the tax year 2019, be and is hereby in all things approved and adopted. SECTION 2. This tax rate will raise more taxes for Maintenance and Operations than last year's tax rate. SECTION 3. The tax rate will effectively be raised by 1.76% and will raise taxes for maintenance and operations on a $100,000 home by approximately $6.00. SECTION 4. There is hereby levied and assessed and there shall be collected for the tax year 2019 for the general use and support of the Municipal Government of the City of Schertz, Texas a total ad valorem tax of Forty-Nine Ten Cents ($0.5146) on each One Hundred Dollars ($100.00) of valuation of property — real and personal — within the corporate limits of the City of Schertz, Texas, subject to taxation. The assessment ratio shall be One Hundred percent (100 %). SECTION 5. The City Council of the City of Schertz, Texas, does hereby levy or adopt the tax rate on $100.00 valuation for this city for tax year 2019 as follows: 1. 0.3496 for the purpose of maintenance and operation 1. 0.1650 for the payment of principal and interest on debt 2. 0.5146 total tax rate SECTION 6. It is hereby declared to be the intention of the City Council that the phrases, clauses, sentences, paragraphs and sections of this ordinance are severable, and if any phrase, clause, sentence, paragraph or section of the ordinance shall be declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance, since the same would have been enacted by the City Council without the incorporation in this ordinance of any such unconstitutional phrase, clause, sentence, paragraph or section. SECTION 7. This ordinance shall be in full force and effect from and after its passage, and it is so ordained. SECTION 8. Ad valorem taxes for the year are due and payable on October 1, 2019 and shall become delinquent after January 31, 2020. A delinquent tax shall incur all penalty and interest authorized by state law, Section 33.01 of the Property Tax Code. Taxes that remain delinquent on and after July 1, 2020, incur an additional penalty of 15% of the amount of the taxes, penalty and interest due, such additional penalty to defray the cost of collection as authorized in Section 6.30 of the Property Tax Code. The City shall have available all rights and remedies provided by law for the enforcement of the collection of taxes levied under this ordinance. SECTION 9. Taxes are payable at the office of the counties of Comal, Bexar and Guadalupe. PASSED AND APPROVED ON FIRST READING THIS 3rd DAY OF SEPTEMBER 2019. PASSED AND APPROVED ON SECOND READING THIS 10th DAY OF SEPTEMBER 2019. Michael Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary Agenda No. 11. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: Finance Subject: Resolution No. 19 -11-123 — Consideration and /or action approving a resolution ratifying the property tax increase reflected in the Adopted Budget for FY 2019 -20. (M. Browne /J. Walters) BACKGROUND In accordance with the Local Government Code Section 102.007(c) with the adoption of a budget that will require raising more revenue from property taxes than in the previous year, a separate vote must be taken to ratify the property tax increase reflected in the budget. This vote must be separate from the vote to approve the budget or adopt the tax rate. GOAL To be in compliance with state regulations and to ratify the property tax increase reflected in the Adopted Budget for FY 2019 -20 COMMUNITY BENEFIT N/A SUMMARY OF RECOMMENDED ACTION Staff recommends City Council ratify the property tax increase as voted on and approved with the adoption of the FY 2019 -20 Budget. FISCAL IMPACT The City Council hereby ratifies the FY 2019 -20 Budget will raise more property taxes than last year's budget by $982,470 or a 5% increase, and of that amount, $659,141 is tax revenue to be raised from new property added to the tax roll this year. RECOMMENDATION Staff recommends City Council ratify the property tax increase as voted on and approved with the adoption of the FY 2019 -20 Budget. Attachments Resolution 19 -R -123 RESOLUTION NO. 19 -R -123 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS RATIFYING THE PROPERTY TAX INCREASE REFLECTED IN THE ADOPTED BUDGET FOR FISCAL YEAR 2018 -19, AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, the Local Government Code Section 102.007(c) states when a budget will require raising more property taxes than in the previous year a vote separate from adopting the budget or tax rate must be taken to ratify the property tax increase; and WHEREAS, the City staff of the City of Schertz (the "City ") has recommended that the City ratify the property tax increase in accordance with the Local Government Code; and WHEREAS, the City Council has determined that it is in the best interest of the City to ratify the property tax increase. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby ratifies the FY 2019 -20 Budget will raise more property taxes than last year's budget by $982,470 or a 5% increase, and of that amount, $659,141 is tax revenue to be raised from new property added to the tax roll this year. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 10th day of September, 2019. CITY OF SCHERTZ, TEXAS Michael R. Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary (CITY SEAL) 50506221.1 - 2 - Agenda No. 12. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: Police Department Subject: Resolution No. 19 -R -117 - Consideration and /or action approving a Resolution by the City Council of the City of Schertz, TX authorizing the purchases of Watchguard Video Equipment in an amount not to exceed one hundred seventy -five thousand dollars. (C. Kelm/M. Hansen) BACKGROUND The Police Department will begin the process of outfitting the Police Patrol fleet vehicles and Officers with Body worn cameras during the FY 2019 -2020. The Watchguard camera system provides a comprehensive way to accurately record, catalog and store Police interactions and events. The system is designed for the "in -car" video to work in combination with body worn cameras. This system, which gives a much broader depiction of any event, will also aid the courts in prosecution. The Police Department is requesting approval to spend, not to exceed, $175,000.00 with WatchGuard Video in the FY 2019 -2020 as we continue to outfit Patrol vehicles and Officer body worn cameras. GOAL Council approval of the Resolution to allow for the FY 2019 -2020 purchases from Watchguard Video in an amount not to exceed one hundred seventy -five thousand dollars. COMMUNITY BENEFIT This system benefits the public by producing more evidence to aid in prosecution and giving more perspective of our Officers interactions with the public and our Citizens. SUMMARY OF RECOMMENDED ACTION The Staff recommends that Council authorizes the purchases of Watchguard Video equipment, under BuyBoard Agreement, and approve the resolution to spend not to exceed $175.000.00 with Watchguard Video for the 2019 -2020 FY FISCAL IMPACT The purchase of this equipment will be funded through the City's general fund. The fiscal impact of this project will not exceed $175,000.00 RECOMMENDATION The Staff recommends that Council authorizes the purchases of Watchguard Video equipment, under BuyBoard Agreement, and approve the resolution to spend not to exceed $175.000.00 with Watchguard Video for the 2019 -2020 FY Attachments Watchguard Systems RESOLUTION NO. 19 -R -117 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE PURCHASES OF WATCHGUARD VIDEO EQUIPMENT IN AN AMOUNT NOT TO EXCEED ONE HUNDREDT SEVENTY -FIVE THOUSAND DOLLARS. WHEREAS, the Schertz Police Department has a need to purchase of Watchguard Video equipment to outfit Patrol vehicles and Officers; and WHEREAS, the Schertz Police Department utilizes the Watchguard video system to fit the needs of the Department, to obtain the best pricing for this need and to provide the best quality of video recording equipment that ensures longevity in its use; and WHEREAS, the Schertz Police Department has chosen Watchguard Video, a BuyBoard National Purchasing Cooperative vendor, for the purchase of this equipment; and WHEREAS, the BuyBoard National Purchasing Cooperative is a national online purchasing cooperative formed between the National School Boards Association and several state school boards associations, developed to comply with state laws which require government entities to make purchases through a competitive procurement process; and WHEREAS, BuyBoard gives public entities the advantage of leveraging the cooperative's ability to obtain bulk discounts, combined with the ease of online, web -based shopping and ordering; and WHEREAS, purchases under the cooperative programs meet the requirements under the Texas Local Government Purchasing Code rule for cooperative purchases as adopted by the City of Schertz Resolution 11 -R -41 on August 30, 2011 amending the City's purchasing policy; and WHEREAS, the City of Schertz will fund the purchase of Watchguard Video equipment through the General Fund, Asset Seizure or donated funds. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes purchases with Watchguard Video not to exceed the amount of ONE HUNDERED SEVENTY FIVE THOUSAND DOLLARS ($175,000) during the FY 2019 -2020. 50234811.1 A -1 Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 10th day of September, 2019. CITY OF SCHERTZ, TEXAS Michael R. Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary (CITY SEAL) 50234811.1 A -2 Agenda No. 13. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: Police Department Subject: Resolution 19 -R -115 - Consideration and /or action approving a Resolution by the City Council of Schertz, TX authorizing purchases up to two hundred twenty -five thousand dollars with Motorola for radios, equipment and technology. (C. Kelm/M. Hansen) BACKGROUND For the 2019/2020 Fiscal Year the Schertz Police Department will purchase nine (9) 2020 Ford Explorers PIU vehicles. The vehicle and Officer will need to be equipped with Motorola APX6000 and APX4500 two -way communication radios. These radios allow the Officers to have reliable communication both inside and outside of the Patrol vehicles. The infrastructure for the radios is already in place and serve to communicate with local, state and federal emergency agencies. These funds will also be used for repairs when necessary. The Schertz Fire Department will also purchase vehicle mounted and staff portable radios to add to or replace existing equipment to have reliable communication both inside and outside emergency vehicles to communicate with local, state and federal emergency agencies. Schertz Emergency Medical Service (EMS) will also purchase vehicle mounted and staff portable radios to add to or replace existing equipment to have reliable communication both inside and outside emergency vehicles to communicate with local, state and federal emergency agencies GOAL To obtain authorization from City Council to purchase communication equipment in an amount not to exceed $225,000 from Motorola during the FY 2019 -2020. COMMUNITY BENEFIT Superior communication equipment for Fire, Police, and EMS services. This equipment is used when responding to and mitigating emergency calls. SUMMARY OF RECOMMENDED ACTION Staff recommends that Council authorizes Staff to purchase the additional communication equipment with a not to exceed amount of $225,000 for Fiscal Year 2019/2020. FISCAL IMPACT Funds for this project have been budgeted through the General Fund for Police and Fire and through the Enterprise Fund for EMS. RECOMMENDATION Approval of the Resolution to allow for the purchases from Motorola in the FY 2019 -2020 in an amount not to exceed $225,000. Attachments Motorola Resolution RESOLUTION NO. 19 -R -115 A RESOLUTION BY THE CITY COUNCIL OF SCHERTZ AUTHORIZING PURCHASES UP TO TWO HUNDRED TWENTY -FIVE THOUSAND DOLLARS WITH MOTOROLA FOR RADIOS, EQUIPMENT AND TECHNOLOGY. WHEREAS, the Schertz Police Department has a need to purchase emergency vehicle radios and equipment to outfit new Ford Explorers and Officers; and WHEREAS, various other city departments have a need to purchase communication equipment and technology from Motorola; and WHEREAS, the Schertz Police Department envisions the need to purchase additional hardware throughout the fiscal year 2019 -2020 to include vehicle radio equipment, officer portable radio equipment and any incidental purchases that include hardware or software warranty costs or replacement not to exceed one hundred twenty -five thousand dollars ($125.000) ; and WHEREAS, the Schertz Fire Department envisions the need to purchase additional hardware throughout the fiscal year 201 -2020 to include vehicle radios and staff portable radios and replacement accessories not to exceed fifty thousand dollars ($50,000) ; and WHEREAS, Schertz EMS envisions the need to purchase additional hardware throughout the fiscal year 2019 -2020 to include vehicle radios and staff portable radios and replacement accessories not to exceed fifty thousand dollars ($50,000) ; and WHEREAS, the City of Schertz is therefore expecting the total purchases to exceed the $50,000 threshold there is a necessity for Council to authorize the additional expenditures; and WHEREAS, the Schertz Police Department has done due diligence in researching what emergency vehicle equipment is required to fit the needs of the department, to obtain the best pricing and to provide the best quality of emergency vehicle equipment that ensures longevity in its use; and WHEREAS, the Schertz Police Department has chosen Motorola, a HGAC Purchasing Cooperative vendor, for the emergency equipment to outfit new Ford Explorers and Officers; and WHEREAS, The City has determined that Motorola provides the best -value to the City for essential equipment including radios, equipment and technology; and WHEREAS, the HGAC Purchasing Cooperative is a national online purchasing cooperative formed between the National School Boards Association and several state school boards associations, developed to comply with state laws which require government entities to make purchases through a competitive procurement process; and WHEREAS, HGAC gives public entities the advantage of leveraging the cooperative's ability to obtain bulk discounts, combined with the ease of online, web -based shopping and ordering; and WHEREAS, purchases under the cooperative programs meet the requirements under the Texas Local Government Purchasing Code rule for cooperative purchases as adopted by the City of Schertz Resolution 11 -R -41 on August 30, 2011 amending the City's purchasing policy; and WHEREAS, the City of Schertz will fund the purchase of emergency communication equipment through the city's general fund, seized assets and donated funds. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes purchases with Motorola not to exceed TWO HUNDRED TWENTY -FIVE THOUSAND DOLLARS ($225,000). Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 10th day of September, 2019. CITY OF SCHERTZ, TEXAS Michael R. Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary Agenda No. 14. CITY COUNCIL MEMORANDUM City Council September 10, 2019 Meeting: Department: Police Department Subject: Resolution No. 19 -R -118 - Consideration and /or action approving a Resolution by the City Council of the City of Schertz, Texas authorizing the City Manager to enter into an agreement for the purchase of up to nine (9) police vehicles from the FY 2019 -2020. (C. Kelm /M. Hansen) BACKGROUND Within each fiscal budget year the Police Department request to purchase emergency vehicles to add to or replace aging vehicles to maintain a good working fleet of Police vehicles. For the 2019/2020 budget year, the Police Department was approved to purchase up to nine (9) new 2020 Ford Police Interceptor Utility Patrol Vehicles. GOAL To authorize the City Manager to execute the contract with Silsbee Ford for the purchase of up to nine (9) new 2020 Ford Police Interceptor Utility Patrol Vehicles for FY 2019 -2020. COMMUNITY BENEFIT The use of police patrol vehicles is vital to the patrol function. New or replacement vehicles assures officers have the necessary tools to successfully and safely perform their assigned duties. SUMMARY OF RECOMMENDED ACTION Approval of this resolution will allow the purchase of up to nine (9) emergency vehicles. The purchase of these vehicles was completed under the Goodbuy purchasing cooperative contract and in addition the three (3) bid quote process. FISCAL IMPACT The purchase of the emergency vehicle equipment will be funded through the city's general fund. The fiscal impact of this project will not exceed $300,000. These funds were approved in the FY 2019 -2020 budget. RECOMMENDATION Staff recommends approval of Resolution No. 19 -R -118 authorizing the City Manager to enter an agreement with Silsbee Ford for the purchase of up to nine (9) police vehicles in the amount not to exceed $300,000. Attachments Silsbee Quote Silsbee Resolution Quote Tabulation Sheet 111[ milli 11111111 ■y I'kre"h ss+o 1'tay,��on it 9e I,ir :n `,iv r C .rar +. wfwr PRODUCT PRICING SUMMARY GOODBUY 19 -8F000 VEHICLES VENDOR -- Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SCHERTZ Contact: SHAWN CEEKO Email: Product Description: 2020 FORD EXPLORER PPV A. Bid Item: B. Factory Options Prepared by: GLEN ANGELLE Phone: 409 - 880 -9191 Email: gangelle .cowboyfleet(c�g mail. com Date: August 20, 2019 A. Base Price: 1 $ 34,964.00 Code Options Bid Price Code Options Bid Price 3.31, V6 CREDIT $ (3,353.50) EXT WHITE 17A AUX REAR AIR $ 610.00 51R DRV LED SPOT LIGHT $ 395.00 FRONT CLOTH /VINYL REAR SEATS 60A GRILL WIRING $ 50.00 REAR CAMERA 86T RR TAILLAMP HSG. $ 60.00 A" SYNC (BLUE TOOTH) VINYL FLOORS FRT. LIGHT HOUSING CRUISE CONTROL AM/FM /CD POWER WINDOWS /LOCKS POWER SEAT Total of B. Published Options: I $ (2,238.50) Published Option Discount (5 %) $ (55.75) D. Floor Plan Interest (for in -stock and /or equipped vehicles): E. Lot Insurance (for in -stock and /or equipped vehicles): F. Contract Price Adjustment: G. Additional Delivery Charge: 288 miles H. Subtotal: I. Quantity Ordered J. Trade in: 9 xK= K. GOODBUY Administrative Fee ($300 per purchase order) L. TOTAL PURCHASE PRICE INCLUDING GOODBUY FEE $ - $ - $ - $ 400.00 $ 33,069.75 $ 297,627.75 $ - $ 300.00 $ 297,927.75 RESOLUTION NO. 19 -R -118 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT FOR THE PURCHASE OF UP TO NINE (9) POLICE VEHICLES FROM THE FY 2019 -2020. WHEREAS, the Schertz Police Department has a need to purchase nine (9) Police Vehicles IN THE FY 2019 -2020; and WHEREAS, the Schertz Police Department has done due diligence in investigating what type vehicle would best suit the needs of the department, the best quality vehicle to ensure longevity and overall pricing; and WHEREAS, the Schertz Police Department has chosen Silsbee Ford, a Goodbuy National Purchasing Cooperative vendor, for the purchase of up to nine (9) 2020 Ford Police Interceptor Utility vehicles; and WHEREAS, Goodbuy the National Purchasing Cooperative is a national online purchasing cooperative formed between the National School Boards Association and several state school boards associations, developed to comply with state laws which require government entities to make purchases through a competitive procurement process; and WHEREAS, Goodbuy gives public entities the advantage of leveraging the cooperative's ability to obtain bulk discounts, combined with the ease of online, web -based shopping and ordering; and WHEREAS, purchases under the cooperative programs meet the requirements under the Texas Local Government Purchasing Code rule for cooperative purchases as adopted by the City of Schertz Resolution 11 -R -41 on August 30, 2011 amending the City's purchasing policy; and WHEREAS, the City of Schertz will fund the purchase of the Patrol Vehicles through the city's general fund. WHEREAS, the City Council has determined that it is in the best interest of the City to contract with Silsbee Ford pursuant to the vendor quote and relevant Goodbuy award information attached hereto as Exhibit A (the "Supporting Documentation "). BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes the City Manager to accept the Goodbuy quote attached in Exhibit A and issue a Purchase Order compliant with the Goodbuy member procedures to Silsbee Ford in the amount not to exceed THREE HUNDRED THOUSAND DOLLARS in the FY 2019 -2020. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 10th day of September, 2019. CITY OF SCHERTZ, TEXAS Michael R. Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary (CITY SEAL) 50234811.1 EXHIBIT A AGREEMENT 50234811.1 A -1 Police Department CITY o� Quote Tabulation Sheet t N Department: Police "PORA Awarded: Silsbee Ford Delivery of Item (measure in days): VENDOR Silsbee Ford Silsbee, Texas VENDOR Jordan Ford San Antonio, Texas VENDOR Rockdale Ford Caldwell, Texas Item No.: Qty: Description: Unit Price Ext. Price Unit Price Ext. Price Unit Price Ext. Price i 9 2020 Ford Explorer Police Interceptor SUV 33,069.75 297,627.75 34,927.70 314,349.30 33,837.00 304,533.00 To include: Drivers Side Spot Light Power Door Locks and Windows Rear View Camera /C and Heat, Front and Rear Cloth Front Seats Power Seats SYNC Grill Wiring TOTAL: 297,627.75 314,349.30 304,933.00