08-07-2020 Special Meeting minutesMINUTES
SPECIAL MEETING
August 7, 2020
A Special Meeting was held by the Schertz City Council of the City of Schertz, Texas, on
August 7, 2020, at 8:00 a.m. at the Hal Baldwin Municipal Complex Civic Center Bldg.
#5 - Bluebonnet Hall, 1400 Schertz Parkway, Building #4, Schertz, Texas. The following
members present to -wit:
Present: Mayor Ralph Gutierrez; Mayor Pro -Tem Tim Brown; Councilmember Mark
Davis; Councilmember Rosemary Scott; Councilmember Scott Larson;
Councilmember Michael Dahle; Councilmember David Scagliola;
Councilmember Allison Heyward
City Staff: City Manager Dr. Mark Browne; Assistant City Manager Brian James;
Assistant City Manager Charles Kelm; City Attorney Daniel Santee; City
Secretary Brenda Dennis; Assistant to the City Manager Sarah Gonzalez; Fire
Chief Kade Long; Police Chief Michael Hansen; Assistant Police Chief Mark
Bane; EMS Director Jason Mabbitt; EDC Director Adrian Perez; Public
Works Director Suzanne Williams; Assistant Public Works Director Scott
McClelland; City Engineer Kathy Woodlee; Engineer John Nowak; Finance
Director James Walters; Assistant Finance Director Babett Martin; Financial
Analyst Maya LeDoux; Planning & Community Development Director Lisa
Wood; Human Resource & Purchasing Director Jessica Kurz; Parks, Rec. &
Community Services Director Lauren Shrum; IT Director Myles Clauser; GIS
Coordinator Tony McFalls; GIS Coordinator Tony McFalls; Public Affairs
Director Linda Klepper; Court Adminirator Patty Casas
Attendees: Richard Kunz, Cedric Edwards, Jill Whittaker, Officer Scott Moorehouse
Call to Order (General Comments)
Mayor Gutierrez called the Special meeting to order at 8:07 a.m. Mayor Gutierrez
mentioned for those who have signed up to speak, that he would address them after the
presentations have been made.
Welcome /Overview
• Discussion and direction regarding mid - budget preparations, including but not limited
to City Policies and Capital Improvement Program. (M. Browne)
City Manager Dr. Browne provided the following regarding the retreat overview.
• COVID -19 Overview
Fire Chief Kade Long, City Manager Dr. Browne and Finance Director
James Walters provided updates regarding current numbers, current and anticipated fiscal
impact regarding anticipated savings, impact on sales tax, and lost revenues as well as
addressed questions from Council.
• Current FY 19/20 Budget
Engineer John Nowak and Public Works Director Suzanne Williams provided the
following updates: addressing questions from Council:
• CIP Update - Use of excess reserves were invested in core infrastructure areas: Streets -
Completed projects in FY19 /20, street projects ongoing funded in FY19 /20, SPAM
Projects, Sidewalks - completed in FY 19/20, ongoing
projects funded in FYI 9/20, Drainage - completed projects in FYI 9/20 and ongoing
projects funded in FY19 /20.
Mayor Gutierrez recognized Mr. Cedric Edwards, 1016 Keanna Place who addressed
Council regarding the need for more budgeted dollars for streets, he mentioned that he
and others in neighborhood were not happy with the chip seal placed on the roads in
The Estates of Wilson's Preserve.
Assistant City Manager Charles Kelm provided a Facilities update for FYI 9/20
addressing questions from Council.
Parks, Recreation and Community Services Director Lauren Shrum provided a Parks
update for FY19 /20 addressing questions from Council.
CIP Wrap -up: City Manager Dr. Browne provided a wrap -up stating we have
completed a lot of projects and have many ongoing, but is it sustainable in personnel
and resources? Dr. Browne addressed questions from Council.
• FY 20/21 Budget Key Messages
City Manager Dr. Browne and Finance Director James Walters provided the FY 20/21
Budget Key Message
- Budget built in with Scenario 1 in mind: Direction from Council at the pre- budget
retreat - more emphasis on "business as usual."
Change in Revenue/Expense Projections - More aggressive /more risk - expenses -
increase vacancy rate for personnel, revenues - increase sales tax percentage, increase
property tax percentage. Estimated additional funding of $440.000.
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• FY 20/21 Budget Highlights & Discussion
Various Staff members provided information on the following addressing questions
from Council.
• Comprehensive Land Use Plan/Unified Development Code Update (Brian James
presented)
Proposed to include following components:
Updates to Future Land Use Plan, Parks Master Plan, and any sub - elements we desire
to include (housing, education, etc.) Will also look at implications to Master
Thoroughfare Plan and Water and Sewer Master Plan.
• CIP Funding: Streets (John Nowak presented). Parks /Trails (Lauren Shrum presented)
Drainage & Sidewalks (Charles Kelm/Suzanne Williams presented)
Allocated additional funds in General Fund for following areas:
Streets - $20000
So how much do we have for streets next year?
Amount currently have in General Fund (recurring) - $210,000
Estimated remaining 19/20 Reserves - $320,000
Some bond funds from NTE left over - ?
Amount adding (one -time) - $200,000
Total: Estimated $700,000 +?
Staff reviewed how we will spend the estimated $700,000
PCI Study $100,000
Contribution to FM 3009/FM 78 crossing study (with TxDot) - $200,000
Lindbergh (Main to Exchange) reconstruction and storm drain $720,000 -
$1,000,000
Will prioritize these remaining 2020 CIP Projects in early FY 2020 -21 when
funding amounts finalized
Parks /Trails - $150,000
CIP Total General Fund Amount
Amount currently have (recurring) - $235,000
Amount adding (one -time) - $150,000
Total:$385,000
Staff reviewed how we will spend the $385,000
Thulemeyer Park additional parking $100,000
Ashley Park Pavillion $35,000
Ashley Park Playscape $65,000
Pickrell Park Improvements $35,000
North Trail section $150,000
Drainage - $100,000
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CIP Total Funding Amount
Amount currently have (recurring) - $83,000
Amount adding (one -time) - $100,000
Total: $183,000
Staff reviewed how we will spend the $183,000
Amazon Channel - Design and Construction estimate $300,000
Remainder to be paid from Drainage Reserves
Sidewalks - $50,000
Sidewalks (part of PW Streets budget)
CIP Total General Fund Amount
Amount currently have (recurring) - $75,000
Amount adding (one -time) - $50,000
Total: $125,000
Staff reviewed how we will spend the $125,000
Projects: Curtis Avenue (Beacon to FM 1518)
Construction estimate $50,000
Finishes sidewalk from Clemens to 1518
Aero Ave. (Schertz Pkwy to 1518)
Construction estimate $150,000
• Facilities Update (Charles Kelm presented)
Fleet (Building 27) renovation (Design/Build)
$1.65M — Estimated Completion September 2021
Bldg 1 Court/Inspections/Billing Counter
$110K — Scope Development October 2020
Community Center Interior refinish
$20K — Scope Development October 2020
Civic Center Floor repair and replacement
$35K — Scope Development November 2020
Building 10 renovation (Parks)
$140K — Scope Development January 2021
Staff reviewed the Facilities CIP (Expanded Program- Funded)
• Class & Comp Implementation/employment cost index (ECI) (James Walters presented)
Fund at 97% of median over 5 years
Employment Cost Index (ECI)
1% initial (FY 20/21) - effective Oct.
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0.25% following 4 years
End up at 2%
Funding personnel recommended by Staffing Study. (James Walters presented)
Update on 9 positions:
Patrol Officer — recruiting
Fleet Manager — hired
Engineer — offer in progress
Street Crew (3) — hired all 3
Park Maintenance Tech — interviewing, offer coming
Kennel (2) — one filled; second position interviewing phase
Evaluated requested positions based on study
Proposing 4 new positions:
Police — Captain
Police — School Resource Officer
Fire — Emergency Management Coordinator
Planning — Senior Planner
Mayor Gutierrez recessed the meeting at 11:30 a.m. for lunch break.
Mayor Gutierrez reconvened the meeting at 12:43 p.m.
FY 2020 -21 Budget
City Manager Dr. Mark Browne and Finance Director James Walters provided
Council with information on the General Fund Proposed Budget $37,214,581.
Increase of $972,075 or 2.7 %, from FY 2019 -20 adopted budget, not including
infrastructure funding.
Non Personnel Budgets decrease 4.5% due to fewer capital purchases and lower tax
abatement payments.
Personnel Budgets increase 6.9% to act on the Class & Comp Study, Merit, insurance,
ECI, and add 4 positions.
General Fund: Proposed budget assumes a 26% fund balance requirement. Choices
made in the proposed budget will reduce the fund balance to 26% over th next 5 years.
Long Term Debt Model discussion:
For I &S Fund - purpose to avoid large tax increases in future
Design: Model is long term in nature, includes all current debt obligations, takes
into account the growth of the tax base, ensures fund balance never falls below a
certain level
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At I &S rate of $0.1651: includes the following upcoming debt issuances:
FY20 /21 - FM 1518 $9,400.000 - committed/voter- approved
Infrastructure $1,500.000 - not assigned to projects
After FY20 /21 - includes the following upcoming debt issuances:
FY22/23 - $20 Million - Fire Station 4 - $10.1 million;
Roads /drainage /parks /facilities equipment
FY24/25 - $21 Million - Public Safety Building - $15 -21 million
FY26/27 - $15 Million - Infrastructure
Discussion regarding 2020 Property Values
Tax Rate discussion:
* No New Revenue: The tax rate which will generate the same revenue for the city from
property on the previous year's tax roll. $0.5079
Voter Approval Rate: The rate if exceeded triggers an automatic election on the tax
rate. $0.5247
Current: The rate currently adopted by the City. $0.5146
• Proposed Max: The maximum rate set at which the final adopted rate cannot exceed.
$0.5146 this amount the proposed budget assumes this rate. - $0.01 is equal to
$390,000 revenue or $24.45 on the average home.
$ Target Tax Rate
M &O Current rate $0.3496, Proposed Maximum $0.3495 - For day to day
operations
I &S Current rate $0.1650, Proposed Maximum $0.1651 - To pay the City's debt
Total: $0.5146 Current - Proposed $0.5146
At $0.5079 No New Revenue Rate
Existing Residents Average City Tax Bill
2019 Tax Bill = $1200 Avg Home Value $233,200
2020 Tax Bill = $1241 Avg Home Value $244,500
Increase = $ 41 *
*This represents the increase of the tax bill on the average taxable home value,
including new construction.
At Current Rate $0.5146
Existing Residents Average City Tax Bill
2019 Tax Bill = $1200 Avg Home Value $233,200
2020 Tax Bill = $1258 Avg home Value $244,500
Increase = $ 58* (increase of $17)**
*This represents the increase of the tax bill on the average taxable home value,
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including new construction
* *This represents the increase of the tax bill on the average existing home
At $0.5247 Voter Approval Rate
Existing Residents Average City Tax Bill
2019 Tax Bill = $1200 Avg Home Value $233,200
2020 Tax Bill = $1282 Avg Home Value $244,500
Increase = $ 82* (increase of $41 * *)
*This represents the increase of the tax bill on the average taxable home value,
including new construction
* *This represents the increase of the tax bill on the average existing home
• Discussion and direction regarding the proposed expanded programs. (M. Browne)
Ms. Gonzales reviewed the programs /personnel now funded:
Ms. Gonzales provided proposed programs /personnel that would be funded at the
Current rate of $0.5146:
Personnel
P &,2:154
Captain Position,
Fleet:
Purchase Tool Boxes for Shop
35,000:00
Part of FFE.ofnew.building
Fire
Fire. Lander /Plaiform Truck Co. (Budget FY 231 ..
911,211.OD
Contin ent on apprcrval.of station 4
Water
Purchase Main Waterline Leak Detection
1$.,000.00
Fund Now
Fund Now
Fund Now
Fund Now
Fund Now
Fund Now
Fund Now
Fund Now
Fund Now
Purchase a Mai nline_Cameia.
90,000:00
Drainage
Replacementof a 2007Wheel Loader
345io0p.00
Purchase V iiotaryShredder Deck'
7A'OqX0
Purchase 12' mower with a IT batwing Mower
22;00%00
Purchase a 2021 John Deere HPX815 Gator .
15,000:00 `r
ELVIS
Full tiine training Instruction
Full time 12 Hrs shift staff' .
FW1 time 24 firs shift pararnedic
Ms. Gonzales provided proposed programs /personnel that would be funded at the
Current rate of $0.5146:
Personnel
P &,2:154
Captain Position,
133,705.00
Police''.
Personnel
FIRE
Emergency ManagementCpgrdinator (EMC)
112,000.00
Personnel
Police -
School Resource Officer
53,283.20
Personnel
P& Z -154
senior Planner
80,915:00
SubTotal:
379,903.20
Pro- ram
P &,2:154
Comprehepsiue land CLP), Parks Master Ian, and UDC
400,000.00
Pro r am
Eaeilities Services
Preventative Maintenance (requested$120K )
-
55,000.00
Program
Parks
Trail system Funding (requested$MK).
150,00D.00
Sub'fot#
605,DDO.00
Tatall 964,903.20
Personnel funded at No New Revenue(Effective Rate) $0.5079 - Cut $260K recurring
costs (Captain, EMS, Senior Planner Positions)
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'Department
lRequest iftoposed Cost
I Personnel jPolice
Imool Resource Officer 53,283.20
Personnel
SubTotal:i 53,283.20
Emergency Management Coordinator (EMC)
Program
P & Z -154
Comprehensive land CLP), Pants Master plan, and UDC
400,DODdi0
Program
Facilities Services
Preventative Maintenance (requested $12OK)
55,ODO.00
Pr ram
Parks
Trail system funding requested $250K
150 fl00.00
38,227,00
_
SubTotal:
505,000.00
Totall 558,283.220'
Discussion regarding cut line programs /personnel at voter approval rate $0.5247-Could
fund additional 400K recurring personnel (in green)
Pemonnel
• epartment
'Police
Request
Captain Position
-
1.33,705.O0
Personnel
FIRE
Emergency Management Coordinator (EMC)
112,000.40
Personnel
Police
School Resource Officer
53,283.20
Personnel
P & Z -154
.Senior Planner
80,915,o0
Personnel
Police
Property /Evidence Technician
38,227,00
Personnel
Police
Patrol Officer
141,683.20
Personnel
Engineering
Administrative Assistant Position
45,568.00
Personnel
Police
Kennel Tech Positions
34,505.00
Personnel
TIRE
Deputy Fire Marshal (DFM)
go,000,00
Personnel
ILIbrary
FTAdministrative Assistant
49,5ti0.ii0
SubTotal:
759,386.44
i
Program
P & Z -154
Comprehensive land (CLP), Parks Master plan, and UDC
4MO00.00
Program
Facilities Services_
Preventative Maintenance (requested $120K)
55,0D0.00
Program
Parks
Trail system funding (requested $250K)
150,000.40
. SubTOtal:
505,000.00
- Total' 1,374,386.40
Cut Line Discussion at Voter Approval Rate - $0.5247
OR Fund additional $400,000 in one -time programs (in green)
T4DWI: 1;380,292.16'
Cut Line Discussion - remaining unfunded requests (in yellow) - Personnel
Personnel
Police
Captain Position
133,785.00
Personnel
FIRE
Emergency Management Coordinator (EMC)
112,x.00
Personnel
Police
School Resource Officer
53,283.20
Personnel
P & Z -154
Senior Planner
80,915.00
Subiotal:
379,903.20
i
Program
P & Z-154
Comprehensive land (CLP), parks Master plan, and UDC
400,000.00
Program
Facilities Services
Preventative,Maintensnce - FULLY FUND
120,000.010
Program
Parks
Trail system Funding - FU1.1Y FUND
250,000.00'
Program
Park
Restroom Cleaning service
27,675.96
Program
IT
Administrative CADTrainina on site
10,000.00'
Program
Police
Braws Ticket Writer Moudule Ex ansitan
8,330.00
Program
Pollee
Intoxiliter Interview Room Camera System
5,360.00
Program
Police
Project Lifesaver
61000.+00
Program
aviccenter
EventManagementSoftware
20,000.00
Program
FiRE
Emer ency Mangement Budget
5,100.00
.Program
Park
Additional Mowing Service
50,00D.06
Program
Police
Communications Console Replacement
98,923.00
Program
Public ARairs
Contracted Vi-deograpny /EclitingServices
5,0,00.00
SubTota l:
7,006,388.96
T4DWI: 1;380,292.16'
Cut Line Discussion - remaining unfunded requests (in yellow) - Personnel
Remaining Unfunded Requests (in yellow) - Programs
Police
Captain Position
133,705.00
FIRE
Emergency Management Coordinator (EMQ
112,008.00
Police
School Resource officer
53,283.20
P & 2 -154
Senior Planner
80,915.00
Police
Property/Evidence Technician
38,227.00,
Polite
Patrol 0f#ice r
141,683.20
Engineering
Administrative Assistant Position
45,568.00
P ,alioe
Kennel Tech Positions
34,505.00
FIRE
Deputy Fire Marshal (DFM)
8 %000.00
Library
FT Administrative Assistant
49,500,00
P+alice
Paitral Officer
243.,683.20.
Police
Kennel Tech Positions
34,505.00
Engineering
Engin. Bering Inspection Position
107,043.00
Police
Police Records specialist:Pasitian
38,495.+00
Park
FTE P. ark maaintenance Tech6ician 1
3%939.00
Park
FTE Park maintenance Technician 1
39,939_00
Facilities Services
Plum- be-r Position -
62;840.00
Inspections
Plans.Exanniha.r
74,407.00
`Library
PT Prograrnming Specialist 2014rs
17,500.00
Utility
Utility Billing Chark
42,700.06
Park
PTE orSeasonall Park Ran er (2)
25,000.00
Park
FT€ ftecreation •poordi nator
501000.00
Park
FTE Paris maintenance Technician 1
39,939.00
Remaining Unfunded Requests (in yellow) - Programs
Department
Request
Proposed
P & Z -1541
Comprehensive land (CLP ), Parks Master plan, and. UDC
-Cpst_�
400,ODO.00
� cllities Services
I Preventative Maintenance
3201000.00
iPark
ITrall system Funding
250,000.00
fiRE
Overtime for life Safety and Fire inspection
25,000.00
earl[
Restroom Cleaning service
27,575.96
IT
Administrative CAD Training on site
10,000.00
Police
Brazos Ticket Writer Moudule Expansion
81330.00
,Police
Intoxilizer interview Room Camera System
15,360.00
Police
Protect Lifesaver
5,110100
Civic Center
Event. Management Software
20,000.00
FIRE
Emergency Man ement ,Bud et
5,100.Q0 -
Park
Additional Mowing Service
50,00.0.00
!Police
Communications Console Replacement
1919,9210D
L ublic Affairs
Police
Contracted Videograph f Editing Services
5,000.00
Intake and Isolation Cat Kennels
175,ODO.00
Library
Library Materials (minimum 15%) of overall budget
31,OD0.00
IT
PA System for Library
35,OD0.00
'HR
Training Budget
3,OD0.00
Finance -86$
Transparency Software
11,110.00
HR
Paid Parental Leave
0
Facilities Services
Bid 1 HVAC replacement Program I
IO1,O00.00
Facilities Services
Bid 2 HVAC replacement Program
25,000.00
Cut Line Discussions continued for the remaining unfunded requests for personnel and
programs.
Assistant City Manager Charles Kelm provided a PowerPoint on options and an overview
of the police compression issues. Council concurred to continue to meet with the
association to address their issues. HR and City Management to work with the employees,
have ongoing conversations and come back with a report to Council in 60 days.
Hearing of Residents
Mayor Gutierrez recognized Mr. Richard Kunz, 2960 Red Tip Drive who provided general
comments regarding the budget for 2020 and appreciation with discussions regarding the
compression issues.
Adjournment
As there were no further discussions, Mayor Gutierrez adjourned the meeting at 1:21 p.m.
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Oka Gutierrez, Mayor
ATTEST:
en a Dennis, City Secretary
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