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02-11-2022 Special Agenda with Backup SPECIAL MEETING AGENDA City Council SPECIAL STRATEGIC PLANNING RETREAT February 11, 2022 FIRE STATION #3 11917 LOWER SEGUIN ROAD CONFERENCE ROOM 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 AGENDA FRIDAY, FEBRUARY 11, 2022 at 9:00 A.M. Call to Order (General Comments) 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. Discussion and Action Items 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) 1. Adjournment February 11, 2022 City Council Agenda Page 1 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 4th DAY OF FEBRUARY 2022 AT 2:45 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 _______________, 2022. 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 Gutierrez Audit Committee Investment Advisory Committee Main Street Committee Councilmember Scagliola – Place 5 Cibolo Valley Local Government Corporation - Alternate Hal Baldwin Scholarship Committee Interview Committee for Boards and Commissions - Alternate Schertz-Seguin Local Government Corporation Councilmember Davis– Place 1 Interview Committee for Boards and Commissions Main Street Committee - Chair Schertz Housing Authority Board TIRZ II Board Councilmember Scott – Place 2 Interview Committee for Boards and Commissions Schertz Animal Services Advisory Commission Councilmember Whittaker – Place 3 Audit Committee TIRZ II Board Councilmember Dahle – Place 4 Cibolo Valley Local Government Corporation Interview Committee for Boards and Commissions TIRZ II Board Councilmember Heyward – Place 6 Animal Advisory Commission Audit Committee Investment Advisory Committee Main Street Committee Councilmember Brown – Place 7 Main Street Committee Schertz-Seguin Local Government Corporation - Alternate February 11, 2022 City Council Agenda Page 2 City Council Strategic Planning Retreat February 11, 2022 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? 2 Retreat Overview Financial Forecast & Bonding Update Future Public Safety Facilities Development Review Roads Update Events Discussion Department Visions Council Alignment with Boards & Commissions 3 Financial Forecast & Bonding Update Update on Current Bond Forecast What does the next 10 years look like How are we with the tax rate swap 4 Previous Plan 0.347 0.3545 0.3545 0.3545 0.3645 0.3645 0.3645 0.3645 0.3745 0.3745 0.1651 0.1576 0.1576 0.1576 0.1476 0.1476 0.1476 0.1476 0.1376 0.1376 0 0.05 0.1 0.15 0.2 0.25 0.3 0.35 0.4 $0 $5 $10 $15 $20 $25 FY 2 0 2 0 - 2 1 FY 2 0 2 1 - 2 2 FY 2 0 2 2 - 2 3 FY 2 0 2 3 - 2 4 FY 2 0 2 4 - 2 5 FY 2 0 2 5 - 2 6 FY 2 0 2 6 - 2 7 FY 2 0 2 7 - 2 8 FY 2 0 2 8 - 2 9 FY 2 0 2 9 - 3 0 Mi l l i o n s Debt Issuances FM 1518 FS4 Public Safety Infrastructure M&O I&S 5 Tax Rate $- $1,000,000 New Annual Funding Updated Plan 0.347 0.3517 0.3545 0.3545 0.3645 0.3645 0.3645 0.3645 0.3745 0.3745 0.1651 0.1604 0.1576 0.1576 0.1476 0.1476 0.1476 0.1476 0.1376 0.1376 0 0.05 0.1 0.15 0.2 0.25 0.3 0.35 0.4 $0 $5 $10 $15 $20 $25 FY 2 0 2 0 - 2 1 FY 2 0 2 1 - 2 2 FY 2 0 2 2 - 2 3 FY 2 0 2 3 - 2 4 FY 2 0 2 4 - 2 5 FY 2 0 2 5 - 2 6 FY 2 0 2 6 - 2 7 FY 2 0 2 7 - 2 8 FY 2 0 2 8 - 2 9 FY 2 0 2 9 - 3 0 Mi l l i o n s Debt Issuances FM 1518 FS4 FM 3009 Public Safety Infrastructure M&O I&S 6 Tax Rate $- $1,000,000 New Annual Funding Proposed 2030s Plan 0.382 0.392 0.402 0.412 0.412 0.422 0.422 0.422 0.422 0.422 0.1301 0.1201 0.1101 0.1001 0.1001 0.0901 0.0901 0.0901 0.0901 0.0901 0 0.05 0.1 0.15 0.2 0.25 0.3 0.35 0.4 0.45 0 5 10 15 20 25 30 FY 2 0 3 0 - 3 1 FY 2 0 3 1 - 3 2 FY 2 0 3 2 - 3 3 FY 2 0 3 3 - 3 4 FY 2 0 3 4 - 3 5 FY 2 0 3 5 - 3 6 FY 2 0 3 6 - 3 7 FY 2 0 3 7 - 3 8 FY 2 0 3 8 - 3 9 FY 2 0 3 9 - 4 0 Mi l l i o n s Debt Issuances FS5 FS6 Something Public Safety Infrastructure M&O I&S 7 Tax Rate $- $3,000,000 New Annual Funding Future Public Safety Facilities 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 8 Future Public Safety Facilities Proposed Timeline (Based on Proposed Bonding) 9 FY 2032-35 Public Safety Bldg. Phase 2 FY 2023-25 Fire Station #4 (I35/3009) FY 2025-27 Public Safety Bldg. Phase 1A 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 Fire Station #4 Staffing 4/yr from FY 2023-25 12 positions total Fire Station #5 Staffing 4/yr from FY 2030-32 12 positions total Fire Station #6 Staffing 4/yr from FY 2034-36 12 positions total 2033 2034 2035 FY 2027-29 Public Safety Bldg. Phase 1B FY 2030-32 Fire Station #5 (I35/Schwab) FY 2034-36 Fire Station #6 (Graytown) FY 2032-35 Public Safety Bldg. Phase 2 Process Overview Which departments are involved Development Review 10 Plat & Site Plan Review • Planning • Engineering •Fire • Public Works Permitting • Inspections • Engineering •Fire • Public Works • Environmental Health CO/Close Out • Inspections • Engineering •Fire • Public Works Development Review 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 11 Development Review 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 12 Development Review 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 13 Development Review Potential Area to Increase Staffing Consider impact of increased workload on departments - increased CIP projects from ARPA on Engineering Monitor workload and lags over time to prioritize increased staffing 14 Roads Update 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 15 Roadway Maintenance Policy 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 16 17 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, Meadowhead to Harvest Drive rehabilitation Rehab/Recon Rehabilitation $269,566 FM 3009/FM 78 Crossing planning study (partnered with TXDOT) Added Capacity Planning Study $0 $2,547,196 2021 Elbel overlay and storm drain construction Preservation Overlay $1,964,000 $1,964,000 Roadway Program FY 2020 and 2021 Fiscal Year 2022 - $2,000,000 Target List Northern Schertz Southern Schertz Fiscal Year 2022 - $200,000 Project List Northern Schertz Southern Schertz Fiscal Year 2023 - $2,000,000 Target List Northern Schertz Southern Schertz Fiscal Year 2023 - $600,000 Project List Northern Schertz Southern Schertz Fiscal Year 2024 - $2,000,000 Target List Northern Schertz Southern Schertz Fiscal Year 2024 - $600,000 Project List Northern Schertz Southern Schertz 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 24 Vision for Events, Recreation, Arts & Culture Special Events One-time events Larger crowds Pickrell Park or City Streets Large percentage of non-residents July 4th Jubilee/Parade Holidazzle/Parade Movin on Main Trunk or Treat Kick Cancer 5K Recreation Often series or leagues Smaller crowds Neighborhood Parks Large percentage of residents Kickball & Cornhole Leagues Discovery Nature Series Dark Skies & Fireflies Ed-zoo-cation in the Park Tactical Laser Tag Murals Athletic Complex Sculptures Nature Inspired Art Art on Trails Art Contests Art at Events Public Art Special Events have Lifespans . 26 People’s attention spans are short – 8 seconds More things to focus on – but often focus on things for short periods of time Trends don’t last as long The novelty wears off– have done it before Dunkin for Pumpkins – 5 years (does not sell out now) Millennials and Gen Z looking for Instagram- able experiences Balancing 27 Keeping some events Adding some events and modifying/dropping others The Possibilities are Endless 28 The Possibilities are Endless . Fall Events Pumpkin Float Scarecrow Festival Fall Family Campout Toddler Tunes - Music in the Park Series Spaghetti with Santa Spring Events Barks & Rec/Yappy Hour Flashlight Egg Hunt Fairy Festival Schertz Symphony Under the Stars Summer Events International Yoga Day Bubble Festival Kids Triathlon at PickrellPark (1K Run, Bike, Swim) Mom & Me Pajama Party Recreation Programs Pickleball Tournaments Glow Basketball Kid Fishing Derby – Learn to Fish programs/Learn to Kayak programs Adult Softball & Sand Volleyball 29 Festival of Angels 30 Change the name of the holiday celebration back to Festival of Angels HolidazzleHoli dazzle Christmas Decorations . 31 Phase I New Tree - $57,000 Additional Campus lighting (wrap trees, bushes in front only) - $50,000 Giant Ornaments Lighted Sleigh Phase II Lighted Pole Mounts – Snowflakes Main Street (30 poles) - $21,700 Schertz Parkway (55 poles) - $47,264 Country Club (20 poles) - $17,724 Electrical Upgrades Added cost to utility bill Installation Costs Main Street Snowflake Swag Skylines $4,000 each Phase III Trail of Lights Pickrell Park (walking) or Community Circle (driving) 2 Entry Arches - $75,000 12 Days of Christmas Economy - $29,000 Animated Deluxe Santa Sleigh - $7,700 4 Double Candy Canes - $10,000 Snowman Family - $3,000 Deer & Pine Trees - $14,000 Fishing Penguins - $10,000 Guitar Elf - $7,900 Wrapped Oak Trees - $100,000 Electrical Upgrades - $50,000 Installation Costs - $50,000 TOTAL Trail of Lights - $356,500 Use HOT Funds? Month long installation that is bound to attract tourists Public Art . 32 Tee-Schertz Art Program Murals BVYA Office Building Thulemeyer Park Ashley Park Athletic Complex Art Installations Art on Trails Use HOT Funds? Department Visions 33 10-year vision of each City Department Parks Department 34 Park acreage increasing significantly Hilltop/Homestead Park – 45 acres Woman Hollering Creek Park (Hallie’s Cove) – 24 acres Parklands Park – 8 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 II, III) – 15 acres Live Oak Hills Park – 40 acres Additions to Crescent Bend Nature Park Cibolo Creek Park – 60 acres (CCMA Buffer Property at Trainer Hale & I-10) Something North of I-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) 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 35 Fire Department New police building Staff increase in conjunction with growth of city Training facility – firing range 36 Police Department Medic 8 Medic 3 Medic 4Medic 6Medic 1 Medic 7 Medic 2 Medic 5 2016-2021 Pre 2015 2022 2021 2023-2028 2028-2032 Medic 9 Medic 10 Medic 11 Medic 12 38 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 Planning & Community Development Planning & Zoning Division Focus on current planning Focus on long range planning Redevelopment Plan/Map/Code updates Focus has been on rapid growth Start focusing on redevelopment Funding to keep up with changing technology 39 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 40 Planning & Community Development 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. 41 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? 42 Public Affairs 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 43 Public Works 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 44 Public Works 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 45 Public Works City Secretary Department 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) 46 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 47 Human Resources 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 48 Purchasing 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 49 Information Technology What are the rapidly changing challenges Schertz faces and what changes in technologies are needed to respond? 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 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 50 Information Technology What are the rapidly changing challenges Schertz faces and what changes in technologies are needed to respond? Engineering 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 51 SEDC 10-Year Vision 52 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 53 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 ($10M 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. 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, automatic phone payments Add additional clerk for better customer service Court Upgrade court facilities to accommodate jury trials and flow of defendants 54 Finance Council Alignment with Boards & Commissions 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 55 Discussion 56