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02-11-2022 Special Meeting MinutesMINUTES SPECIAL MEETING STRATEGIC PLANNING February 11, 2022 A Special Meeting was held by the Schertz City Council of the City of Schertz, Texas, on February 11, 2022, at 9:00 a.m. in the Conference Room, Fire Station #3, 11917 Lower Seguin Road, Schertz, Texas. The following members present to -wit: Present: Mayor Ralph Gutierrez; Mayor Pro -tem David Scagliola; Councilmember Mark Davis; Councilmember Jill Whittaker; Councilmember Michael Dahle; Councilmember Allison Heyward; Councilmember Tim Brown Absent: Councilmember Rosemary Scott 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; EDC Director Adrian Perez; Finance Director James Walters; Parks, Recreation & Community Services Director Lauren Shrum; Interim Police Chief Marc Bane; Assistant Fire Chief Greg Rodgers; Clinical Manager Mike Shown; Library Director Melissa Uhlhorn; Planning & Community Development Director Lesa Wood; Public Affairs Director Linda Klepper; Purchasing & Asset Manager Julie Gohlke; Public Works Director Suzanne Williams; IT Director Myles Clauser; City Engineer Kathy Woodlee Attendees: Glen Outlaw Call to Order (General Comments) Mayor Gutierrez called the meeting to order at 9:10 a.m. 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 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. No one signed up to speak. Discussion and Action Items 1. Discussion and appropriate direction on 10 year Bond Projections, Strategic Funding, Major Facility Projects, Development Review Process Overview, Roadway CIP, Special Events, and Department 10 years Focus/Needs. (M.Browne) Mayor Gutierrez recognized City Manager Dr. Mark Browne who provided the following outline for the Retreat today: Community Planning Priorities In the next 10 -20 years... What areas do we want to make better? Where do we want to target our resources to make progress for the future? What options should be evaluated to be able to make choices on what needs to be done? What does the future direction look like Retreat Overview . Financial Forecast & Bonding Update - Finance Director James Walters provided information regarding the following. Update on Current Bond Forecast What does the next 10 years look like How are we with the tax rate swap Previous Plan Debt Issuances Updated Plan Debt Issuances Proposed 2030's Plan Debt Issuances . Future Public Safety Facilities - Assistant City Manager Charles Kelm provided information regarding the following: What Public Safety Facilities will we need over the next 10 years New Public Safety Building and at least 2 more fire stations How does this impact the bond plan? Does it need to change? Do we want to move forward with the Public Safety building? New facility relocates PD, Fire Admin, and EMS Admin from Station 1 Opens Bldg 6 for Non - Public Safety personnel • Development Review - Assistant City Manager Brian James provided information regarding the following: • Process Overview • Which departments are involved • Where are the bottlenecks & what are the causes • Staff turnover /new staff lacking experience and familiarity with ordinances • Highs and lows of resource activity (workload peaks and valleys) • Staff prioritizes other responsibilities • Lack of awareness of bottlenecks (CityView) • Lack of communication with applicants (CityView) • Impact of regulations How can we expedite the review process? • CityView — anticipated launch in April • Management of Review Process • Prioritization of staff training and importance of development review over other work • Identifying and hand holding on more difficult projects • How can we expedite the review process? • Are we okay with the amount of time it takes us to go through the process • CityView will provide a clearer picture of timeframes and where delays occur — staff review vs developer resubmittal Potential Area to Increase Staffing Consider impact of increased workload on departments - increased CIP projects from ARPA on 2 Engineering Monitor workload and lags over time to prioritize increased staffing Mayor Gutierrez called for break at 10:40 a.m. Councilmember Scagliola also arrived. . Roads Update - Roadway Maintenance Policy - Public Works Director Suzanne Williams provided the following: Roadway Maintenance Policy How do we care for and expand our roadway system What we plan to do this year What the next 5 years looks like Maintenance Included Strategies: Base Repair, Crack Sealing, Pothole Repair, Level Up Resurfacing (Target PCI 68) Included Strategies: Cape Seal, Slurry Seal, Overlay, Curb and Gutter Repair, and Base Failure Repair Rehabilitation (Target PCI 60) Included Strategies: Resurfacing, Restoration, and Rehabilitation work that includes structural enhancements Reconstruction (Target PCI 30 -40) Included Strategies: Removal and Replacement of all asphalt and /or concrete layers and base layers, Curb and Gutter Repairs, and Drainage Remediation Roadway Program FY2020 and 2021 Project Description Type Action Orig.Est. 2020 PCI Study PCI Data PCI Data $140,000 Ashley Place Preservation Chip Seal $446,000 Dove Meadows /Silvertree Preservation Chip Seal $213,000 Fairways at Scenic Hills Preservation Chip Seal $196,000 Mesa Oaks Preservation Chip Seal $70,600 Oak Forest Preservation Chip Seal $288,000 Parkland Village Preservation Chip Seal $213,000 Savannah Square Preservation Chip Seal $316,000 Schertz Forest Preservation Chip Seal $1,600 Val Verde Preservation Chip seal $154,000 Westland Park Preservation Chip Seal $86,000 Design for Elbel overlay and storm drain Preservation Design only $153,430 Cherry Tree, MeadowheadtoHarvestDriverehabilitation Rehab /Recon Rehabilitation $269,566 FM 3009 /FM 78 Crossing planning study (partnered with TXDOT) Added Capacity Planning Study $0 $2,547,]96 2021 Elbel overlay and storm drain construction Preservation Overlay $1,964,000 $1,964,000 Suzanne provided information regarding the FY2022 through FY2024 Target and Project Lists. Road Funding Options: Requirement: $2,000,000 /year Funding level 2022 - $200K 2023 - $572,450 2024 - $538,970 2025 - $1,048,900 2026 — $1,553,995 Reach target $2 million in 10 years 3 . Vision for Events, Recreation, Arts & Culture - Parks, Rec & Comm Services Director Lauren Shrum provided the following information: Special Events Recreation Public Art • One -time events • Often series or leagues ■ Murals • Larger crowds ■ Smaller crowds ■ Athletic Complex • Pickrell Park or City - Neighborhood Parks Sculptures Streets • Large percentage of - Large percentage of residents - Nature Inspired Art p non - residents - Kickball & Cornhole ■ Art on Trails • July 4th Jubilee /Parade Leagues • Holidazzle /Parade - Discovery Nature Series • Art Contests • Movin on Main ■ Dark Skies & Fireflies • Art at Events • Trunk or Treat - Ed- zoo - cation in the Park • Kick Cancer 5K - Tactical Laser Tag Special Events have lifespans • Lifespan of events • Balancing - Keeping some events, adding/modifying /dropping others • Possibilities are endless - Fall events, Summer Evens, Spring & Recreation Programs • Need to change the name of the December holiday celebration • Christmas decorations, Phase I to Phase III ideas • Public Art Programs Councilmember Heyward left the meeting at 11:31 a.m. Dr. Browne introduced the Department Visions - 10 -year vision of each City. Director of Parks, Recreation and Community Services, Lauren Shrum provided the following: Park acreage increasing significantly: Hilltop/Homestead Park — 45 acres Woman Hollering Creek Park (Hallie's Cove) — 24 acres Parklands Park — S acres Graytown Valley Park — 43 acres Staffing needs to keep pace with growth 5 additional Park Maintenance Technicians, Tech II Recreation Coordinator Trail Development Coordinator Trail System expanding Future Regional /Community Parks Community Circle Park (includes Skate Park Phase 11, III) —15 acres Live Oak Hills Park — 40 acres Additions to Crescent Bend Nature Park Cibolo Creek Park — 60 acres (COMA Buffer Property at Trainer Hale & I -10) Something North of 1 -35? Additional Athletic Complex, Additional Outdoor Pool Transition Plan for City to take over Rec Center, Sr Center, Aquatics Ctr operations from YMCA (contract up 2036) Mayor Gutierrez recessed the meeting at 12:05 p.m. for lunch break. Councilmember Heyward returned to the meeting at 12:41 p.m. 4 Mayor Gutierrez resumed the meeting at 12:45 p.m. Assistant Fire Chief Greg Rodgers provided the following: Building Fire Stations #5 and #6 Personnel and Equipment that come with it New Emergency Operations Center Grow Fire Prevention Division Grow Training Division Grow Department with Additional Personnel Interim Police Chief Marc Bane provided the following information: New police building Staff increase in conjunction with growth of city Training facility — firing range Clinical Manager Mike Shown and Asstistant City Manager Charles Kelm provided the following diagram regarding Schertz EMS Coverage area: Canyon Laka San Marcos Lockhart Spring Branch Saawillow H4`ner - BUlvertle og^,�wa :� � ra:i TUnherwoud park New Bgraunf£1 eys Wing �R �TA.sa. HUW ood ti .�� Rte. Fuk y..-yr ry, -'--03 Mine Casale HiBS conteraa _ PYHnecm+s spy w 1laY Alamo F/nghls monftfla ® San Antonio st Hedwg i Lat : „i� aebe rra .China Grove Adkins j W nghti La Yernia 1Y3 U rtr Sutherland Elmmdorl Springs Niwa Map data 02'01 Gtogle Mike and Charles provided information on the number of calls they received in each area/ Melissa Uhlhorn, Library Director provided the following information: Increase staffing levels to meet needs of growing community and to improve current levels of service Investment in library facility needed to due to wear, changes in technology, and changes in way public uses facility Increase materials funding to meet demand by public for both physical and digital materials and to meet accreditation requirements Provide additional access points to library service in other areas of the city Director of Planning & Community Development Lesa Wood provided the following information: Planning & Community Development Planning & Zoning Division Focus on current planning Focus on long range planning Redevelopment Plan/Map /Code updates 5 Focus has been on rapid growth Start focusing on redevelopment Funding to keep up with changing technology Planning & Community Development Inspections Division Continue to plan for staffing gaps Contract inspection and review services Add a Plans examiner position Focus on the one -to -one customer service Challenges with the office space Funding to keep up with changing technology Planning & Community Development Schertz Neighborhood Services Increase division staff to meet community needs and expectations Focus on a balancing enforcement and service Hold Neighborhood Meeting, attend HOA meeting, Block walks /talks Connect residents with partners /resources (LWYL, City programs, etc.) Build programs for assistance and community outreach Awareness campaigns (social media, magazine articles, flyers, videos), Lending tool shed, Neighbors Helping Neighbors (elderly /disabled), building volunteer pool (skilled /unskilled), graffiti kits, Mosquito management, Home Maintenance Academy /Workshops (Code /Inspections) Challenges with office and storage space Funding to keep up with changing technology Seek grants from various organizations to help administer new programs. Director of Public Affairs Linda Klepper provided the following information: Communications Division Grow digital footprint Use of PEG funds to build a multimedia studio Increase staffing levels to meet this need Civic Center Division Continued maintenance into buildings Plan for Community Center Repurpose for recreation use or make it more banquet- friendly? Director of Public Works Suzanne Williams provided the following information: Water and Wastewater Division Increase wastewater capacity in Northern and Southern Schertz to support anticipated growth Work with SSLGC and CVLGC to ensure water capacity for 2050 and beyond Expanding SCADA system and increasing functionality Provide reliable constant power for all strategic infrastructure Become a regional training school for certifications Streets and Drainage Divisions Continue capital improvements of streets and improve PCI's overall Increase personnel and advance abilities to perform in house capital projects Work with FEMA to look at ways to reduce overall flood plain area by improving drainage flows Facility Services Division Implement Facility Asset Management practices throughout all facility systems Formalizing apprentice training and advance abilities to perform capital projects Fleet Division Explore moving Fleet from General Fund to an Enterprise Fund Become regional third -party skills testing site for CDL's 6 City Secretary Brenda Dennis provided the following information: AgendaQuick hosted on their server so any updates will be automatic and new versions installed immediately. (Less work for I.T., will not have to update our server / and provide AgendaQuick maintenance. Approximate Cost: ($6,200 annually) Full time employee for Records Management, Open Records Requests and Special Projects Computer hardware /software every (3 -5 years) to stay current Funding for Training: To keep City Secretary /Deputy City Secretary current on Recertification Texas Municipal Clerks Certification Program (TMCCP) Purchasing and Asset Manager Julie Golke provided the following information regarding Human Resources & Purchasing: Recruitment & Retention Prioritize efforts to ensure the best available recruitment avenues and methods are being utilized to enhance applicant pools and attract highly qualified applicants while being able to maintain a City workforce that is reflective of the community Succession Planning: Develop a methodology for predicting upcoming retirements to anticipate which employees and skills will need to be replaced. Classification & Compensation Complete next study in 2025 Purchasing: Asset Management Redesign capital asset SOPS to include annual audit Staffing Add Contract Specialist Position Implement new software management systems Replace Incode - POs Adopt Contract Management System Digitize bid submissions IT Director Myles Clauser provided the following information: What are the rapidly changing challenges Schertz Faces, and what changes in technologies are needed to respond? Continued growth requires more technology support Increasing City staffing requires additional technology support Support services changing from "break and fix" to supporting core applications, more sophisticated mobile devices, greater use of technologies by public safety, etc. Greater reliance on technologies to boost productivity New technologies require greater expertise by IT staff Training and retention of IT staff must improve Shift to cloud requires new technology and management skills by IT Changing workforce means different expectations and needs Increased remote workers increase security issues Flexible use of new technologies require increased expertise and support by IT CyberSecurity becomes the greatest risk to City operations State and local governments are seeing huge increases in cyberattacks Foreign governments are targeting US assets including utility providers as part of their overall defense strategies City Engineer Kathy Woodlee provided the following information: More of the Same ... Construct Capital Improvement Projects Expect continuation of available funding for infrastructure = increased number of projects Ensure Compliance of Private and Commercial Development Maintain pace with expected increased level of development reviews and construction Continue to Guide and Support Compliance with Federal, State, and Local Mandates More intense MS4 Permit requirements (sampling, modeling, water quality) Maintain and Update Infrastructure Master Plans Anticipate Increased Staff Needs Engineers, Inspectors, Admin EDC Director Adrian Perez provided the following information: SEDC 10 Year Goals: The City of Schertz is a premiere location for industrial location and expansion for manufacturing, data centers, cold- storage and highly automated warehouse distribution operations due to its superior infrastructure (water, power, wastewater, roads), innovative workforce development support programs, and alignment with the State of Texas as business friendly and pro - growth local government. The industrial parks in Schertz continue their development as a vibrant mix of large Fortune 500 anchors, medium -sized suppliers as well as small businesses. Schertz has a strong retail base that is filling in IH- 35 and IH -10 and major thoroughfare corners with local amenities and regional entertainment options. Schertz is a fast - growing community of choice for an educated workforce due to its housing options, premium city services, park and trail amenities, and provision of classic small -town Americana with access to urban amenities and jobs prospects. SEDC 10 -Year Objectives: Policy — Reserve Fund Strategy ($15M SEDC balance). Plan with City staff an SEDC reserve fund investment process to plan infrastructure, personnel, and other investments to be prioritized and allocated up to two years in advance. Financial advisor and attorney will be contracted to support SEDC consideration of issuance of SEDC debt for investments such as power redundancy and resiliency Partners and Programs ($I OM SEDC Balance). Market Schertz through regional partnerships to national and international prospects. Continue to refine competitiveness of incentive offerings primarily focused on Workforce Development to set Schertz apart in the region. Invest in Quality -of -Life projects including parks, trails, etc. Councilmember David Scagliola left the meeting at 3:20 p.m. Director of Finance James Walters provided the following information: Accounting Finish upgrading financial software Add a position per staffing study Utility Billing Continue to add customer friendly ways to pay and access account information — phone app, Court automatic phone payments Add additional clerk for better customer service Upgrade court facilities to accommodate jury trials and flow of defendants 8 City Manager Dr. Browne stated that some members of Council wanted to discuss the Council's alignment with the Boards and Commissions. The following information was provided: Selection Process Applications submitted Reviewed by City Secretary's office and Interview Committee Committee recommends approval to City Council Renewal Process Member receives notice when term will expire 2 -year terms - All expire 5/31, but have staggered terms Member chooses to renew or not Currently, no interview process for renewal Members of Council discussed the current process, City Secretary Brenda Dennis stated that there are 47 renewals up in May of this year. Council discussed the process, and it was decided to have the Mayor work with the City Secretary and divide the boards and commissions expiration dates up. Councilmember Jill Whittaker left the meeting at 3:55 p.m. Mayor and Council provided their thoughts, suggestions and addressed questions to staff during the retreat regarding all the topics presented. A full copy of the PowerPoint can be found in the City Secretary's Office. Mayor Gutierrez adjourned the meeting at 4:03 p.m. Adjournment ATTEST: Firenda Dennis, City Secretary 4 t1p 1 ut' ez, Mayor 0