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20060126 SEDC Board Reg MtgSchertz Economic Development Corporation Minutes for the January 26, 2006 Page 1 of 8 Minutes SCHERTZ ECONOMIC DEVELOPMENT CORPORATION Regular Meeting Thursday, 26 January 2006 at 11:30 a.m. Bob Andrews Conference Room, 1400 Schertz Parkway, Schertz, TX 78154 ECONOMIC DEVELOPMENT CORPORATION Vice President, Steve White, Secretary, Johnie McDow, Director, Ramon Cook Director, Roy Richard Director, Mark Roberts Director, Klaus Weiswurm Director, Robert A. Statzer Council Member, Carl Douglas CITY STAFF Amy Madison, Community Development Director Juan Santoya, Finance City Manager, Don E. Taylor Assistant City Manager, John Bierschwale Gail Douglas, Director of Community Services Captain Beverly Todd Erin Matlock, Recording Secretary THOSE ABSENT OTHERS PRESENT Jason Cronkhite, Blue Clover 1. Call to Order: Vice President Steve White Vice-President White called the meeting to order at 11:31 a.m. 2. Introduction of New Board Members & Guests Ms. Madison introduced the new appointments and all others present. Ms. Madison stated this is the first meeting with the new appointments, Director Roy Richard, Director Klaus Weiswurm and Director Robert Statzer. Mr. Statzer is also the chair of the Schertz Economic Development Commission. 3. Public Comment None present 4. OLD BUSINESS: · Minutes of the 22 December 2005 Regular Meeting Director Statzer moved to approve the minutes of the December 22nd, 2005 Economic Development Corporation meeting. Director McDow seconded the motion. Motion carried. Vote unanimous. Vice President White stated that Schertz Economic Development Corporation Minutes for the January 26, 2006 Page 2 of 8 the year on the agenda was incorrect and requested staff to make the correction. · Election of Officers Vice President White gave a brief history on the Schertz Economic Development Corporation beginning with its inception in 1996. Vice President White stated the board was formed in 1998 and a president, vice president and secretary were elected. A treasurer was omitted at that time because the board could utilize the Finance Department for all reports. Vice President White stated that there are three empty seats to be filled at the meeting. Vice President White stated that he has been serving as President for the last two years. Director Richard nominated Mr. White for President of the Schertz Economic Development Corporation. Director Richard moved to nominate Mr. White as President of the Schertz Economic Development Corporation. Director Statzer seconded the motion. Motion carried. Vote unanimous. Director Richard nominated Mr. Cook for Vice President of the Schertz Economic Development Corporation. Director Richard moved to nominate Mr. Cook as Vice President of the Schertz Economic Development Corporation. Director Statzer seconded the motion. Motion carried. Vote unanimous. Director Statzer nominated Mr. McDow as Secretary of the Schertz Economic Development Corporation. Director Statzer moved to nominate Mr. McDow as Secretary of the Schertz Economic Development Corporation. Director Richard seconded the motion. Motion carried. Vote unanimous. The new board members are as follows: · President, Mr. Steve White · Vice President, Mr. Ramon Cook · Secretary, Mr. Johnie McDow · Discuss and take action on Art Symbol (Jason Cronkhite, Blue Clover) President White introduced Jason Cronkhite of Blue Clover. Mr. Cronkhite stated that the engine was chosen at a prior meeting, however after further review it was decided to go with just the name “SCHERTZ”. The engine symbolized industry and that is not how we would like to be perceived, and the name Schertz is unique. He added that the Typography has a friendly and Schertz Economic Development Corporation Minutes for the January 26, 2006 Page 3 of 8 unique western “Texas” look and feel. Director Cook moved to nominate logo identity option #5 in color or black and white as the working draft for the art symbol. Director Statzer seconded the motion. Motion carried. Vote unanimous. In a general discussion, the Directors selected the tag line “Rich in Community. Rich in Opportunity”, suggested other colors be chosen and asked that the word “Texas” be incorporated into the tagline. It was stated by the board that they would like the state of Texas as a shadow behind the name Schertz. Ms. Madison stated that she could have Blue Clover come back with final revisions from Blue Clove and would then forward them to the board. Director Richard moved to modify tag line “Rich in Community. Rich in Opportunity.” To be modified with the word Texas. Director Cook seconded the motion. Motion carried. Vote unanimous. · Accountant Report Mr. Santoya of the Schertz Finance Department presented his report. Mr. Santoya stated that the revenue and expense report was provided in their packet and that he included the numbers on the line and the page numbers as requested in the last meeting. Mr. Santoya stated that the revenue from 4B tax continues to go grow. In the month of December a total of $114,793.49 was collected. The 4B Bond for General Obligation originated in 1998 with a pay out in the year 2018. He reported that the Fire Truck has one final payment due in May of 2006 in the amount of $166,400. Ms. Madison asked Mr. Santoya if he was able to put together the required debt service per state code that has to be maintained according to 4B sales tax law? Mr. Santoya stated that at this time the report is not available. Director Cook stated that is the balance that the board is required to carry. Ms. Madison stated that we would work on providing a report at the next meeting. Ms. Madison stated that she also needs the maximum amount of potential debt service the corporation could service. Ms. Madison asked if Mr. Santoya had a capacity amount, and he said no. Ms. Madison stated that we would try to get that for the next meeting. Ms. Madison stated that we need to know the potential debt service for the corporation and still maintain our Non-Departmental and Economic Development funding. Ms. Madison stated that there is a capacity required by the state for underwriting all current debt service for the corporation. In addition to what our obligations are today, she wanted the corporation to know what our total potential service of debt could be, should we decide to do additional projects. Santoya stated that he is putting together a scenario now for revenues and expenses that will let the Directors know how much they can support. Ms. Madison stated that we need to know the max amount of dollars we can potentially fund. Director Cook stated that would be without a tax increase. Ms. Madison stated yes, that is correct. Mr. Santoya stated his report at this time would be yearly; he will go back and provide a quarterly report at a Schertz Economic Development Corporation Minutes for the January 26, 2006 Page 4 of 8 later date. Director Weiswurm stated just for curiosity, why do we peak in sales tax in February? Mr. Santoya stated that the sales tax runs a month behind and that would be December sales. President White stated that a detailed quarterly report would be fine with the Directors. President White stated that the main concern for the Corporation is the debt service. Director Weiswurm moved to accept the accountants report as reported. Director Statzer seconded the motion. Motion carried. Vote unanimous. · Set next meeting date: 11:30 a.m., 23 February 2006, Bob Andrews Conference Room 5. NEW BUSINESS: · Discussion and possible action on purchase and installation of bullet-proof glass at the Police Department- (Steve Starr, Schertz Chief of Police) Presentation presented by Captain Todd, Chief Starr is out of town. Captain Todd stated that the bulletproof glass was to be installed when the building was built however it was never done. Captain Todd stated that the women in both reception and dispatch sit in front of non-bulletproof glass. This is a major safety issue for employees. The proposal is from Main Glass & Mirror Company located at 17341 Bell North Drive in Schertz. The reception window slider is a total of $4,867 and the exterior hollow metal- framed windows is a total of $11,044 for a grand total of $15,911. Director Richard questioned the top portion of the proposal for the Municipal Building and the Inspection and Planning. Captain Todd stated that the proposal was broken down in three portions, and the bottom one is for the Police Department. Ms. Madison stated that the request is just for the Police Department. Director Roberts stated that even if we do the window what is stopping anyone from shooting thru the wall? The answer is nothing. City Manager, Mr. Taylor stated that the odds of someone shooting at the wall would be random, however the glass would be a visibility issue. Director Richard asked Captain Todd if Main Glass & Mirror was the only bid? Captain Todd stated that she did not have this information, and that all bids go through the Facility Maintenance Department. Captain Todd stated that she has a call into a company from Cibolo, North American Bullet Proof Company and has not received a call back. Director Richard asked if we should wait until another bid comes in? Assistant City Manager, Mr. Bierschwale stated that at this time they would just like to get a concept from the board stating that the city can proceed with the project of bulletproofing the Police Department. Assistant City Manager, Mr. Bierschwale stated that Schertz Economic Development Corporation Minutes for the January 26, 2006 Page 5 of 8 there is a company in Schertz that would be able to replace the existing walls with a fiberboard. Assistant City Manager, Mr. Bierschwale stated that today they would just like to get an agreement from the board to proceed to City Council, stating that the city needs direction from the board to proceed with pricing. President White stated that, as of this time, there is no set process for the board to review proposals. President White stated that he and Ms. Madison are in the process of developing an application for proposal review. President White stated that he would like to know, is there something in city codes that state we have to have three bids before acting? President White stated that he did not know if the board has the power to act on this. Assistant City Manager, Mr. Bierschwale stated that the state of Texas allows you to take three bids and the best qualifying bid under $25,000, could get the job. If the bid should come back over that amount, the city would have to go to the public bidding process, which is advertised for two weeks. Director Richard asked Assistant City Manager Mr. Bierschwale, would they be back for additional funding for the walls? Assistant City Manager, Mr. Bierschwale stated yes. Director Richard asked if they commit to the windows would they have to commit to the walls? Assistant City Manager, Mr. Bierschwale stated that is what they would like for the board to consider. Ms. Madison stated that any action on this item would require a public hearing and suggested that at the next meeting, staff could provide a complete proposal for the board to review. Director McDow stated that the project should include the walls and windows at the same time. Stating it does not make sense to replace the windows and then have to take them out to do the walls. Director Richard stated that he thought that the city was just trying to get the board interested in the concept and then come back with complete figures. Director Richard moved to listen to the proposal of bulletproof glass for the Police Department at the Schertz Economic Development Corporation at the February 23, 2006 meeting. Director McDow seconded the motion. Motion carried. Vote unanimous. · Discussion and possible action on Phase II of the City of Schertz ball park construction behind 1400 Schertz Parkway – (Gail Douglas, Community Services Director) Ms. Douglas stated that the city is building a park because we have outgrown the parks we have now. A total of 800 children are now registered with BVYA (Buffalo Valley Youth Association). There is no official soccer field for the children. The City does not do any recreational activities for the children, however we do contract with the BVYA. There is a total of five phases for this project. The first phase is funded and should be finished Schertz Economic Development Corporation Minutes for the January 26, 2006 Page 6 of 8 within the next couple of months. The seconded phase would be a total cost of $1,062,000 and that is what is needed now. The third phase would include a duck park; phase four would include the library. Director Cook stated that he does not see enough parking. Ms. Douglas stated that the City could utilize Clemens parking lot because a lot of activity is over the weekend. Director McDow gave a breakdown of age groups of the BVYA and the need for the parks to be completed. Phase Two will allow the BVYA to get out of Thulemeyer Park. This will open the front ball fields to the public (football and soccer). We can support the soccer kids with the new phase. Director Richard asked if we are currently using the school fields. Director McDow stated that yes, we are using the fields between 8:30 and 5:30, however we have outgrown the field. Next year we will have two groups: one being the Buffaloes and the other being the Knights. Director Weiswurm asked about using the drainage as space. Director McDow stated this would create extremely high maintenance and every time it would rain you would have the trash. Ms. Douglas stated that this would also cause high liability using the drainage ditch. Ms. Madison asked Ms. Douglas to give a timeline and why it is needed this year. Ms. Douglas stated that we need the space now and the other reason is for cost effect. The crews are out there working now and it would be cost effective to complete phase two now. The upper two fields are the greatest expense and those need to be built now. Director Cook asked about restrooms. Director McDow stated that there will be enough restrooms and concession stands to provide service for all the phases. Ms. Madison asked Ms. Douglas what other funding would parks and recreation be looking at in the future. Ms. Douglas stated that there would be a need for maintenance service to maintain the parks. Assistant City Manager, Mr. Bierschwale stated that once again we are just looking at a concept. Director McDow stated that Thulemeyer is over thirty years old and will need to have some modifications, as in lighting. Director Richard stated that BVYA has done a fantastic job and is a great organization and he supports it one hundred percent, it is just finding the funding to support the project. Director McDow stated that he has a vested interest in this due to his association with the BVYA. There are no other recreational fields for the children and the ones we have now cannot keep up with the growth. As an Economic Development Corporation, we need to find out how to fund this. Director Weiswurm asked about looking for other funding and stated we could use advertising on the back walls of the fields. Director McDow stated that H.E.B. has committed $25,000 to scoreboards and Director McDow has a woman in charge of fundraising. Director McDow stated that he has told Schertz Economic Development Corporation Minutes for the January 26, 2006 Page 7 of 8 his boards that a $100,000 is needed from them to help with this project. Ms. Madison stated that we do have new partners in the Industry Park and she would be happy to share those names to help with fundraising. Director Cook stated this is a bond issue, true or false? Council Member Douglas stated that City Council is doing a Strategic Plan and that Ms. Douglas has not yet brought forward her needs at this time. Once each department has been heard, the Council will prioritize each department and then decide the bond needs. Council Member Douglas stated that at this time it would be making an assumption that this will be high enough to be included in the bond issue. It could be an Economic Development Corporation or a bond issue. Director Cook asked what other cities would be using the fields? Director McDow stated that Cibolo children would be included in the BVYA. Director Cook stated that the City of Cibolo should participate in the funding. Director Roberts moved to listen to the proposal of Phase II of the City of Schertz ballpark construction behind 1400 Schertz Parkway with the inclusion of looking at a bridge over the ditch from Clemens High School into the park. Director Statzer seconded the motion. Motion carried. Vote unanimous. 5. Executive Director Report · Written report Ms. Madison reviewed the written report with the board. Ms. Madison briefed board on the Texas Economic Development Council Conference held January 18 – 20, 2006. An invitation was given to the board to attend the workshop training for sales tax use held in Houston during the annual conference on September 27 – 29, 2006. Please inform the Economic Development Department if you wish to attend. Ms. Madison stated that she would be a part of the Toyota tour tomorrow. Ms. Madison stated that she would be going out for a Marketing person in her department. 6. Board Member Items President White stated that a two and half hour meeting was held between the City Manager, Ms. Madison and himself where it was decided not to pursue another location at this time for the Economic Development Department. President White asked the board if they would like to write a paragraph for Ms. Schertz Economic Development Corporation Minutes for the January 26, 2006 Page 8 of 8 Madison evaluating her performance with the board, this item was discussed with the City Manager. Ms. Madison stated that it is imperative that she knows the direction the board would like her to follow. President White stated that the City Attorney could be utilized to brief the directors on how to manage the sales tax money. Director McDow asked what was decided on the vehicle for the Economic Development Department. Ms. Madison stated that it was decided to go with the car allowance instead of purchasing a vehicle. 7. Adjournment There being no further business, President White adjourned the meeting at 1:04 p.m. __________________________ President ________________________ Director __________________________ Vice President _________________________ Director __________________________ Secretary _________________________ Director __________________________ Treasurer _________________________ Director