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ccspecwksp 06-30-1999 . SPECIAL WORKSHOP SESSION OF THE SCHERTZ CITY COUNCIL JUNE 30, 1999 The Schertz City Council convened in Special Workshop Session on Wednesday, June 30, 1999 at 7:00 p.m. in the Conference Room of the Municipal Complex, 1400 Schertz Parkway, Schertz, Texas. Those present were as follows: Councilmembers Pia Jarman; Reginna Agee; Glyn D. Williams and Ken Greenwald. Absent: Mayor Hal Baldwin and Councilmember/Mayor Pro- Tern Joe Potempa. Staff present were City Manager Kerry Sweatt and City Secretary Norma Althouse. Due to the absence of both the Mayor and the Mayor Pro-Tern, Council chose Councilmember Ken Greenwald to preside over the meeting. #1 HEARING OF RESIDENTS No one had signed up to speak. #2 Discuss final reading of Ordinance regarding traffic regulations for the intersection of Maple and Beacon. . Mr. Sweatt advised it is proposed that at the intersection of Maple and Beacon, the sign on Beacon be changed from a Yield to a Stop. This will be the final reading of the ordinance. They have been asked to look at other Yield intersections in the Aviation Heights area for consideration in possibly changing them also from Yields to Stops. Part of that study was received today. Council indicated they were ready for this item to be included on next Tuesday night's agenda. #3 Discuss final reading of Ordinance authorizing Tax Abatement and Tax Abatement Agreement with FM 3009 Properties LLC (Cal- Tex). Mr. Sweatt reminded Council this was approved on the first reading. Cal- T ex met all the criteria for a tax abatement and the Economic Development Commission approved a tax abatement of 90% for a period of 10 years. The plat has been approved by the Planning and Zoning Commission and it is felt Cal-Tex will make a nice addition to the City. Mr. Greenwald asked if there's any further interest in developing the sewer line and Mr. Sweatt replied it looks like it will be a go. If there's some fallout from other possible participants, Cal-Tex will pick up their share. Council agreed they were prepared for this item to be included on next Tuesday night's agenda. . -218- #4 Discuss and set public hearing date for changes to UDC. . Mr. Sweatt explained there have been recent changes in the law as to where manufactured homes can be located and proposed revisions to the UDC will take those changes into consideration. The earliest possible date for a public hearing, meeting all the legal requirements for notification, is July 20th. The consensus of Council was to set the public hearing date on changes to the UDC for July 20, 1999. #5 Discuss bid award for remounted Type 1 Ambulance. Mr. Sweatt reported the City had solicited bids for the retrofit of an existing ambulance box to a new chassis as was provided in the current year's budget. They received two bids. One was from San Antonio Ambulance Sales in the amount of $59,007 and the other from Professional Ambulance in the amount of $50,525. Due to the wide difference in prices, questions of warranty work, workmanship and compliance with regulations, they are continuing to investigate the low bidder. There are several issues of concern, but not enough to justify not going with the low bidder. The City has a good relationship with San Antonio Ambulance Sales and cannot account for the large difference in the bids. Mrs. Agee asked if Professional Ambulance had been checked out and Mr. Sweatt replied they have. They meet all the specifications and have designated a local company to do their work for them Mrs. Agee then asked if there are any other concerns and Mr. Sweatt answered it is mostly the workmanship. . Mr. Williams observed the lowest bid is not always the best. Is there pressure to rush? Mr. Sweatt replied that without justification, it is not fair to the lowest bidder not to accept their proposal. Mrs. Agee, saying she is not familiar with the bidding process for cities, asked if she understands correctly that you have to take the lowest bid if you can't justify a reason not to do so. Mr. Sweatt answered that's correct. Mrs. Agee then asked how long Professional Ambulance has been in business and Mr. Sweatt admitted he does not know. Mrs. Agee questioned where each company is located and Mr. Sweatt replied San Antonio Ambulance Sales is located in Louisiana and Professional Ambulance is located south of Fort Worth. Mrs. Agee wondered if references from Fort Worth had been checked out and Mr. Sweatt indicated they had checked out several. Mrs. Agee then inquired if when they're talking about workmanship, are they talking about being down and the liability being on the City. Mr. Sweatt responded no - there have been some safety issues under discussion. There have been problems with some of the seats coming loose. . -219- . Mrs. Jarman commented previous shoddy workmanship just doesn't cut it. Mr. Williams, noting they're talking about a lot of money, asked about references in the San Antonio area and Mr. Sweatt replied they have good references from that area. Mrs. Agee expressed concern about faulty seats and the possibility of Worker's Compensation claims. Mr. Sweatt stated they would have further information on it by next Tuesday's meeting. Mr. Williams inquired what happens if no one on Council votes in favor of the lowest bidder and Mr. Sweatt replied that is within their rights, but there has to be some justification for that decision. Mayor Pro-Tern Greenwald asked about a time limit and Mr. Sweatt answered he thinks they should make a decision within 30 days of the time that the bids were opened. Council felt they were ready for this item to be included on next Tuesday night's agenda. #6 BID AWARD: Consider and take action awarding bid for drainage ditch repair work. . Mr. Sweatt related this item is on the agenda for action in as much as this is one of the FEMA projects for which they have received 75% funding and they have deadlines to meet for completion. Three bids were received. Upon review by the City and Ford Engineering, it is recommended the contract be awarded to ASC Paving in the amount of $175,092.50. Mr. Williams asked why the big disparity in bids and Mr. Sweatt explained because all the contractors are busy. Mr. Sweatt went on to say this bid from ASC Paving comes in under the estimated cost. They understand they get to keep the difference if the bid is under the estimated cost, but they won't be paid the difference if there's an overrun. Mrs. Jarman moved to award the bid for drainage ditch repair work to ASC Paving in the amount of $175,092.50. Mrs. Agee seconded the motion, which carried with the following votes: AYES: Councilmembers Jarman, Agee and Williams. NAYS: None. #7 Discuss appointments of City Council representative(s) to the Economic Development Corporation and the Housing Authority. . Mr. Sweatt reminded Council that former Councilmember Norman Agee, Sr. had served as a member of the Economic Development Corporation and as City Council representative to the Schertz Housing Authority. After a brief discussion -220- about when and how often the Corporation and the Housing Authority meet, Mr. . Williams volunteered to represent City Council as a representative to the Housing Authority and Mrs. Agee volunteered to serve as a member of the Economic Development Corporation. The appointments will be made official at next Tuesday night's meeting. #8 Discuss policy in regard to swimming pool use by non-residents. Mr. Sweatt referred to a memo and report included in the Council packets. This discussion has come about as a result of Mr. Sutton, a resident of Schertz, expressing displeasure at the last workshop meeting about his children not being able to have access to the pool on Wednesday, June 9th due to a number of out- of-City users. The current City policy prescribes that when the maximum attendance at the pool reaches 293, additional persons are not allowed into the pool area until others have vacated the premises. On the day in question, over 80 swimmers were brought to the pool from St. Monica's Daycare Center. The Corbett Junior High Daycare Program also takes swimmers to the pool. Not all the members of either of these groups are outside residents. The report from John Bierschwale, included in the Council packets, provides information regarding attendance, fees and revenue. Mr. Williams mentioned that from his observation of the report, they are not comparing apples with apples. He's not saying the report is wrong, he's just wondering about some of the figures. He mentioned several in particular and asked Mr. Sweatt to check them out. Mr. Sweatt said he would be glad to do so. . Mayor Pro-Tern Greenwald asked Council to be thinking about any suggestions they may have for a change in the policy for the swimming pool. #9 Discuss 911 District budget. Mr. Sweatt noted this is the first year the Bexar Metro 911 District hasn't asked for an official approval of their budget. He doesn't think an approval/disapproval is a big issue, but it's good for Council to review the budget. There was a brief discussion about the budget with the most being about the enhanced system, which will also address mapping. This system will show the location and most expedient route to a particular location. Mr. Sweatt stated he has a complete copy of the budget if anyone is interested. The consensus of Council was to consider the Bexar 911 District budget approved. . -221- . #10 Discuss data processing software bids. Mr. Sweatt advised this project has been a long time in coming. They have dealt with the hardware and the next hurdle is the software. They have experienced quite a few problems with the current software provider, CPS. Brady Le Blanc of Brice Systems was present and indicated he does not feel CPS can meet the December 31, 1999 time frame compliance. The City was going to be told by July 1 st if CPS could meet the time frame compliance and so far they have heard nothing. Mr. Le Blanc briefly reviewed all that has taken place so far and the deadlines they need to meet in the future. Mr. Sweatt stressed he doesn't feel they can run the risk of remaining with CPS. The City solicited proposals and received two bids - one from Incode and one from New World. The committee, comprised of Steve Simonson, L.J. Cott, Evelyn Boggess and Mark Marquez, visited four locations with scheduled demonstrations by each software provider. New World is the unanimous recommendation of the committee. They feel New World has a good response time, good training, a good updating process, good resources and good opportunities. Mr. Le Blanc commented they don't deal with the functions, but rather with the viability. . Mr. Sweatt noted the entire implementation cost has to be approved by Council. The figures do not include a court package. They have someone coming tomorrow to present a court program for consideration. It is recommended Council award the bid to New World Systems in the amount of $234,207.60. Mr. Williams questioned how many users, if they have to use NT, and why opt for IBM. Mr. Le Blanc answered 25 or less users, yes they have to use NT and IBM has a municipal platform. Mr. Le Blanc then briefly explained the transition period. There were some questions about the wiring and Mr. Le Blanc explained they had gone out for bids on the wiring and it should be finished in about another week. When the new public safety buildings are finished, they will be wired to connect with the current municipal complex. Mrs. Agee remarked she, personally, feels they should do something good because this area is so far behind the Dallas area. There was a brief discussion about some of the programs such as Windows 2000 and Office 2000, and about the possible bar coding of utility bills. Mrs. Boggess stated New World Systems would try to put out enhancements to their programs. There was also a brief discussion about stringing fiber and about LAMS. It was pointed out there is a designated closet at the new police department building for computer equipment. . -222- Mr. Sweatt noted this has been an exciting time and now they need to move on. . Mr. Williams observed this looks like the best product available today. Council agreed they were ready for this item to be placed on next Tuesday night's agenda. #11 CITY MANAGER'S REPORT · Reminded everyone of the parade for the 4th of July Jubilee on Saturday morning (everyone is invited to sit in the reviewing stand), the activities at the pavilion and park, and the fireworks on Sunday night. · Mentioned the Legislative Session and said there was lots of bad legislation out there, but most of it didn't pass. Several items did pass and we'll just have to live with it. · Referred to the Hometown Heroes program being sponsored by Paragon Cable. Mrs. Jarman had mentioned nominating Tim Swinney and Ruth Tienor and he concurs, but we need to get the supporting material. A committee needs to go and talk with these people. Mrs. Jarman volunteered to do that. · Noted there will probably be a suggested budget workshop schedule in the next packet. Mayor Pro-Tem Greenwald felt they should stick to past rules and not go any longer than 10:00 p.m. at budget workshops. . · Announced October 12th is the Business Appreciation Dinner and he thinks it will be at the VFW this year. #12 ITEMS BY COUNCIL Mrs. Jarman: Commented the summer library program for children has really taken off, but parking is a problem. Whereas this year the various sessions were back to back, next year they will probably be spread out a little to try and avoid the parking problem. Mr. Greenwald asked if they're going to demolish the fire department building and Mr. Sweatt replied he has basically been against using it as a temporary bookstore. Mayor Pro-Tem Greenwald then asked about the old GVEC building and Mr. Sweatt replied he had spoken with Mr. Pridgeon about renting it out, but it appears he's not interested in doing that. Of course there would be limited parking there also. Mr. Sweatt said that ultimately they might have to eliminate the bookstore. Mrs. Jarman pointed out they have such devoted volunteers and Mayor Pro-Tem Greenwald commented it's a good way to recycle books. . -223- . #13 ITEMS BY MAYOR · Advised Council the Local Government Corporation met the Thursday before last in Seguin. They are looking at property and last Thursday they had two members of the Board meet with landowners in Leesville. It was a very amenable meeting, but no decisions were made. The trip to Leesville was a gorgeous drive. You can drive for miles and miles without seeing a house. #14 EXECUTIVE SESSION: Called under Chapter 551 Texas Government Code, Sub-5ection 551.072, deliberation regarding real property. An Executive Session was held from 9:14 p.m. until 9:47 p.m. #15 RESOLUTION: Consider and take action approving a statement and petition in condemnation relating to Anthony W. Mays, Jr. and Helen Delores Mays. Mayor Pro- T em Greenwald introduced a Resolution and read the caption as follows: RESOLUTION NO. 99-R-9 . RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS APPROVING A STATEMENT AND PETITION IN CONDEMNATION RELATING TO ANTHONYW. MAYS, JR. AND HELEN DELORES MAYS. Mrs. Jarman moved to approve the Resolution approving a statement and petition in condemnation relating to Anthony W. Mays, Jr. and Helen Delores Mays. Mrs. Agee seconded the motion, which carried with the following votes: AYES: Councilmembers Jarman, Agee and Williams. NAYS: None. #16 Action, if any, on above Executive Session. No action was required. #17 ADJOURNMENT There being no further business to discuss, Mayor Pro-Tem Greenwald adjourned the meeting at 9:49 p.m. . -224- ATTEST: ~~ City Secretary, City of Schertz Ma*~~ft~.Texas . . . -225-