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09-23-2014 Amended Agenda with backupREGULAR SESSION CITY COUNCIL September 23, 2014, 6:00 P.M. HAL BALDWIN MUNICIPAL COMPLEX COUNCIL CHAMBERS 1400 SCHERTZ PARKWAY BUILDING #4 SCHERTZ, TEXAS 78154 09-23-2014 Council Agenda Policy Values Economic Prosperity Fiscally Sustainable Family Friendly for All Ages High Quality of Life Safe Community Essential Services Attractive Community Innovative and Proactive Service Oriented Friendly City AMENDED AGENDA TUESDAY, SEPTEMBER 23, 2014 AT 6:00 P.M. Call to Order – City Council Regular Session Invocation and Pledges of Allegiance to the Flags of the United States and State of Texas. (Councilmember Duke) Presentation  Sign Presentation to Mayor Robert Bueker (B. Cantu/Mayor/Council)  Proclamation recognizing Fire Prevention Week. (D. Covington/Mayor/Council)  Update regarding the Natatorium. (J. Kessel/ P. Gaudreau) City Events and Announcements  Announcements of upcoming City Events (J. Bierschwale/B. James)  Announcements and recognitions by City Manager (J. Kessel) 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. 09-23-2014 City Council Agenda Page - 2 - 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. Consent Agenda Items The Consent Agenda is considered self-explanatory and will be enacted by the Council with one motion. There will be no separate discussion of these items unless they are removed from the Consent Agenda upon the request of the Mayor or a Councilmember. 1. Minutes – Approve the minutes of the regular meeting of September 16, 2014. (J. Kessel/B. Dennis) 2. Resolution No. 14-R-82 – Consideration and/or action approving a Resolution authorizing EMS Debt Revenue Adjustments for certain inactive outstanding accounts receivables. (J. Bierschwale/D. Wait) 3. Resolution No. 14-R-83– Consideration and/or action approving a Resolution authorizing Utility Billing Debt Revenue Adjustments for certain inactive outstanding accounts receivables. (J. Bierschwale/C. Spence) 4. Cancellation of the September 30, 2014, and October 7, 2014 City Council Meetings – Consideration and/or action cancelling the September 30, 2014 City Council Meeting to attend the Texas Municipal League Conference in Houston, and cancelling the October 7, 2014 City Council Meeting to observe National Night Out. (J. Kessel/Mayor/Council) 5. Resolution No. 14-R-84 – Consideration and/or action approving a Resolution changing the City’s Employee Health Insurance Plan Year from October 1 to January 1. (B. Cantu/J. Smith) Roll Call Vote Confirmation Executive Session 6. City Council will meet in closed session under Texas Government Code Section 551.072 Texas Government Code - Deliberation regarding the purchase, exchange, sale, lease, or value of real property, or real estate with business prospects C-002. Reconvene into Regular Session 6a. Take any necessary action based on discussions held in closed session under Agenda Item number 6. Roll Call Vote Confirmation 09-23-2014 City Council Agenda Page - 3 - Requests and Announcements 7. Announcements by City Manager  Citizen Kudos  Recognition of City employee actions  New Departmental initiatives 8. Requests by Mayor and Councilmembers that items be placed on a future City Council agenda. 9. Announcements by Mayor and Councilmembers  City and community events attended and to be attended  City Council Committee and Liaison Assignments (see assignments below)  Continuing education events attended and to be attended  Recognition of actions by City employees  Recognition of actions by community volunteers  Upcoming City Council agenda items 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 18th DAY OF SEPTEMBER 2014 AT 3:30 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 Brenda Dennis CPM, TRMC, MMC, City Secretary 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 _______________, 2014. ____________________________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 executive 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. 09-23-2014 City Council Agenda Page - 4 - Executive Sessions Authorized: This agenda has been reviewed and approved by the City’s legal counsel and the presence of any subject in any Executive 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 Carpenter Audit Committee Hal Baldwin Scholarship Committee Interview Committee for Boards and Commissions Investment Advisory Committee TIRZ II Board Mayor Pro-Tem John – Place 3 Lone Star Rail District Councilmember Fowler – Place 1 Interview Committee for Boards and Commissions Schertz Housing Board Liaison Randolph Joint Land Use Study (JLUS) Executive Committee Councilmember Scagliola – Place 2 Animal Control Advisory Committee Cibolo Valley Local Government Corporation Schertz Seguin Local Government Corporation Interview Committee for Boards and Commissions Sweetheart Advisory Committee Councilmember Edwards – Place 4 Audit Committee Hal Baldwin Scholarship Committee Councilmember Duke – Place 5 Audit Committee Investment Advisory Committee Agenda No. 1 CITY COUNCIL MEMORANDUM City Council Meeting: September 23, 2014 Department: City Secretary Subject: Minutes BACKGROUND The City Council held a regular meeting on September 16, 2014. FISCAL IMPACT None RECOMMENDATION Staff recommends Council approve the minutes of the regular meeting on September 16, 2014. ATTACHMENT Minutes –regular meeting September 16, 2014 09-16-2014 Minutes Page - 1 - MINUTES REGULAR MEETING September 16, 2014 A Regular Meeting was held by the Schertz City Council of the City of Schertz, Texas, on September 16, 2014, at 6:00 p.m., in the Hal Baldwin Municipal Complex Council Chambers, 1400 Schertz Parkway, Building #4, Schertz, Texas. The following members present to-wit: Mayor Michael Carpenter Mayor Pro-Tem Daryl John Councilmember Jim Fowler Councilmember David Scagliola Councilmember Cedric Edwards Councilmember Matthew Duke Staff Present: Deputy City Manager John Bierschwale Executive Director Brian James Chief of Staff Bob Cantu City Attorney Charles Zech Deputy City Secretary Donna Schmoekel Call to Order Mayor Carpenter called the Regular Meeting to order at 6:00 p.m. Invocation and Pledges of Allegiance to the Flags of the United States and the State of Texas (Associate Pastor Carnell Durant, Everyday Christian Church) Associate Pastor Carnell Durant provided the invocation followed by the Pledges of Allegiance to the Flags of the United States and the State of Texas. City Events and Announcements  Announcements of upcoming City Events (J. Bierschwale/B. James) Mayor Carpenter recognized Executive Director of Development Brian James who provided the following announcements: o Thursday, September 18, 2014, Chamber After-Hours Mixer, “Casino Chips for Kids” themed mixer hosted by RE/MAX Corridor, 17156 IH 35 North, 5:30 – 7:00 p.m. o Friday through Saturday, September 19th 2014 to September 20th, 2014 – SchertzFest, Pickrell Park. o Sunday, September 21, 2014, “Believing for Bryleigh Benefit Concert”, 343 W. San Antonio Street, 1:00 p.m. to 7:00 p.m. This foundation is a non-profit organization that supports families and children suffering from Metachromatic Leukodystrophy, (MDL) a rare, untreatable enzyme deficiency. o Friday, September 26, 2014, Senior Center luncheon, 11:30 a.m. - Council is invited to attend. 09-16-2014 Minutes Page - 2 - o Monday, September 29, 2014, 5:30 p.m., Project kickoff at the Indoor Aquatic site  Announcements and recognitions by Deputy City Manager (J. Bierschwale) No announcements were provided. Hearing of Residents: No one spoke. Consent Agenda Items 1. Minutes – Approve the minutes of the regular meeting of September 2, 2014. (J. Bierschwale/B. Dennis) 2. Appointment Boards, Commission Committees – Consideration and/or action appointing Mrs. Lynn Foehrkolb as a regular member to the Historical Preservation Committee, and consideration and/or action moving Mrs. Janice Manzo from Alternate #2 of the Library Board to Alternate #1 and appointing Ms. Patti Paulson as Alternate #2 to the Library Board. (B. Dennis/Mayor/Council) 3. Resolution No. 14-R-74 – Consideration and/or action approving an agreement with Randolph Air Force Base relating to stray animal control. (J. Bierschwale/M. Harris/S. Roman) The following was read into record: RESOLUTION NO. 14-R-74 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AN AGREEMENT WITH RANDOLPH AIR FORCE BASE, AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized Councilmember Edwards who moved, seconded by Councilmember Scagliola to approve the consent agenda items 1 through 3. The vote was unanimous with Mayor Pro-Tem John, Councilmembers Fowler, Scagliola, Edwards and Duke voting yes and no one voting no. Motion Carried. Discussion and Action Items 4. Resolution No. 14-R-78 – Consideration and approval of a Resolution by the Schertz City Council approving a Bond Resolution previously adopted by the Board of Directors of the Schertz/Seguin Local Government Corporation authorizing the issuance of Bonds designated as “Schertz/Seguin Local Government Corporation Contract Revenue Refunding Bonds, New Series 2014”, acknowledging that these obligations will be sold 09-16-2014 Minutes Page - 3 - to Raymond James & Associates, Inc., as the Authorized Representative of a Group of Underwriters Pursuant to the provisions of a Purchase Contract; Ratifying, Reconfirming, and Readopting the Provisions of a Regional Water Supply Contract Executed between the City of Schertz, Texas, The City of Seguin, Texas, and the Schertz/Seguin Local Government Corporation; authorizing the Mayor, the City Manager, and the City Secretary of the City of Schertz, Texas to execute on behalf of the City of Schertz, Texas all documents in connection with this transaction; and other matters in connection therewith. (J. Bierschwale/M. McLiney/A. Friedman) The following was read into record: RESOLUTION 14-R-78 APPROVING A BOND RESOLUTION PREVIOUSLY ADOPTED BY THE BOARD OF DIRECTORS OF THE SCHERTZ/SEGUIN LOCAL GOVERNMENT CORPORATION AUTHORIZING THE ISSUANCE OF BONDS DESIGNATED AS “SCHERTZ/SEGUIN LOCAL GOVERNMENT CORPORATION CONTRACT REVENUE REFUNDING BONDS, NEW SERIES 2014”; ACKNOWLEDGING THAT THESE OBLIGATIONS WILL BE SOLD TO RAYMOND JAMES & ASSOCIATES, INC., AS THE AUTHORIZED REPRESENTATIVE OF A GROUP OF UNDERWRITERS PURSUANT TO THE PROVISIONS OF A PURCHASE CONTRACT; RATIFYING, RECONFIRMING, AND READOPTING THE PROVISIONS OF A REGIONAL WATER SUPPLY CONTRACT EXECUTED BETWEEN THE CITY OF SCHERTZ, TEXAS, THE CITY OF SEGUIN, TEXAS, AND THE SCHERTZ/SEGUIN LOCAL GOVERNMENT CORPORATION; AUTHORIZING THE MAYOR, THE CITY MANAGER, AND THE CITY SECRETARY OF THE CITY OF SCHERTZ, TEXAS TO EXECUTE ON BEHALF OF THE CITY OF SCHERTZ, TEXAS ALL DOCUMENTS IN CONNECTION WITH THIS TRANSACTION; AND OTHER MATTERS IN CONNECTION THEREWITH The following information was provided in the Council packet: The SSLGC has been working with Southwest Securities and Samco Capital Markets, the LGC’s Co-Financial Advisors, on Refunding the LGC’s outstanding Series 2005 Bonds for interest rate savings. The interest rate on the Series 2005 Bonds range from 4%- 4.375%. The Bonds will be solely paid from the Pledged Revenues as outlined in the Regional Water Supply Contract that became effective November 15, 1999 and entered into by and among the Schertz/Seguin Local Government Corporation, the City of Schertz, and the City of Seguin. Preliminary interest rate indications show that Net Savings, after all costs of issuance and contributions, will be in excess of $400,000. Savings will benefit Schertz and Seguin equally. 09-16-2014 Minutes Page - 4 - Mayor Carpenter recognized Councilmember Edwards who stated that getting 4% right now is absolutely phenomenal and a favorable rate. Mayor Carpenter recognized Councilmember Scagliola who stated that there are significant savings in this package that others may not be aware of. Mr. McLiney stated that the reduction is a savings of $786,754; however they are using $285,000 of Schertz/Seguin cash, so the net savings is $501,753, between now and 2025, half is Schertz and half is Seguin’s. No further discussion was provided on this item. Mayor Carpenter recognized Councilmember Edwards who moved that the City Council approve a Resolution approving a Bond Resolution previously adopted by the Board of Directors of the Schertz-Seguin Local Government Corporation authorizing the issuance of Schertz/Seguin Local Government Corporation Contract Revenue Refunding Bonds, New Series 2014, seconded by Councilmember Duke. The vote was unanimous with Mayor Pro-Tem John, Councilmembers Fowler, Scagliola, Edwards, and Duke voting yes and no one voting no. Motion Carried. 5. Resolution No. 14-R-80 – Consideration and/or action approving a Resolution authorizing an agreement with Propertyroom.com. (J. Bierschwale/C. Raleigh/J. Harshman) The following was read into record: RESOLUTION NO. 14-R-80 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AN AGREEMENT WITH PROPERTYROOM.COM, INC. AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized Public Works Coordinator Cindy Raleigh who stated currently the City utilizes GovDeals for vehicle and other City property disposition. While GovDeals is a good source for property disposition there are companies that may be better suited for fleet and equipment disposition. She stated that a few months ago based on the information to you in your packet, fleet and public works was asked to research other companies that could help us be more efficient and effective in our fleet disposition. She stated that John Harshman, our Fleet Manager researched these companies and brought forth PropertyRoom.com for consideration. Staff met with PropertyRoom.com and they provided a short presentation to management and afterwards staff agreed to bring this forth to Council for approval. Ms. Raleigh introduced Mr. Mike Williams, representative of PropertyRoom.com who came forward providing a PowerPoint presentation on the features and benefits of PropertyRoom.com as well as answered questions from Council. 09-16-2014 Minutes Page - 5 - Mayor Carpenter recognized Councilmember Edwards who moved, seconded by Councilmember Scagliola to approve Resolution No. 14-R-80. The vote was unanimous with Mayor Pro-Tem John, Councilmembers Fowler, Scagliola, Edwards, and Duke voting yes and no one voting no. Motion Carried. 6. Resolution No. 14-R-81 – Consideration and/or action approving a Resolution appointing Ken Greenwald to the Board of Directors Place D3 of the Schertz Seguin Local Government Corporation and appointing Steve White to the Board of Directors Place D1 of the Schertz Seguin Local Government Corporation. (J. Bierschwale/J. Bierschwale) RESOLUTION NO. 14-R-81 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, APPOINTING KEN GREENWALD TO THE BOARD OF DIRECTORS PLACE D3 AND APPOINTING STEVE WHITE TO THE BOARD OF DIRECTORS OF PLACE D1 OF THE SCHERTZ SEGUIN LOCAL GOVERNMENT CORPORATION, AND OTHER MATTERS IN CONNECTION THEREWITH The following information was provided in the Council packet: A position on the board of directors (Place D3) of the Schertz Seguin Local Government Corporation (“SSLGC”) became available upon Larry Dublin entering into eternal life. The City of Schertz is responsible for appointing a new board member to fill this vacancy. It is the staff’s recommendation to appoint Ken Greenwald to the SSLGC board of directors for Place D3, an unexpired term commencing September 16, 2014 and ending December 31, 2016. Mr. Greenwald currently sits on the SSLGC board in Place D1 and has a long tenure and corporate knowledge of SSLGC. Staff also recommends consideration be given to the appointment of Steve White to fill the remaining term of Ken Greenwald (Place D1) commencing September 16, 2014 and ending December 31, 2014. Staff recommends approval. No discussion was provided on this item. Mayor Carpenter recognized Councilmember Edwards who moved, seconded by Councilmember Fowler to approve Resolution No. 14-R-81. The vote was unanimous with Mayor Pro-Tem John, Councilmembers Fowler, Scagliola, Edwards, and Duke voting yes and no one voting no. Motion Carried. Roll Call Vote Confirmation Mayor Carpenter recognized Deputy City Secretary Donna Schmoekel who recapped the votes of items 1 through 6. Requests and Announcements 09-16-2014 Minutes Page - 6 - 7. Announcements by Deputy City Manager o Citizen Kudos o Recognition of City employee actions o New Departmental initiatives Mayor Carpenter recognized Deputy City Manager John Bierschwale who stated an announcement will be made in a few weeks regarding the upcoming Schertz/Sequin Local Government Corporation open house. 8. Requests by Mayor and Councilmembers that items be placed on a future City Council agenda. Mayor Carpenter recognized Councilmember Duke who stated that he is still waiting on the update of the natatorium project. Mayor Carpenter recognized Executive Director of Development Services Brian James who stated it is scheduled for the September 23, 2014 Council meeting next week. 9. Announcements by Mayor and Councilmembers o City and community events attended and to be attended o City Council Committee and Liaison Assignments (see assignments below) o Continuing education events attended and to be attended o Recognition of actions by City employees o Recognition of actions by community volunteers o Upcoming City Council agenda items Mayor Carpenter recognized Councilmember Fowler who stated he attended the following: o Friday, September 12, 2014, Randolph Joint Land Use Committee Meeting o Tuesday, September 16, 2014, Chamber of Commerce Luncheon Mayor Carpenter recognized Councilmember Scagliola who stated he attended the following: o Saturday, September 6, 2014, National POW/MIA Recognition Day Ceremony at the VFW Post 8315 o Tuesday, September 16, 2014, Chamber of Commerce Luncheon o Tuesday, September 16, 2014, Schertz/Seguin Local Government Corporation Meeting Adjournment As there was no further business, the meeting was adjourned at 6:25 p.m. 09-16-2014 Minutes Page - 7 - __________________________________ Michael R. Carpenter, Mayor ATTEST: __________________________________ Donna Schmoekel, Deputy City Secretary Agenda No. 2 CITY COUNCIL MEMORANDUM City Council Meeting: September 23, 2014 Department: EMS Subject: Resolution No. 14-R-82 - EMS Accounts Receivables Adjustments BACKGROUND: Per City Policy, EMS is to bring our accounts receivables adjustments before City Council for proper accounting procedures to be accomplished by the Finance Department. FISCAL IMPACT The first adjustments we are requesting Council to make are on private pay accounts that have been referred to our collection agency (MVBA). These represent accounts that were sent to MVBA from March 1, 2014 through August 31, 2014. For this period we are requesting to remove $1,029,231.63 from our accounts receivables account. These funds, from 874 separate accounts will continue to be pursued and if recovered will be accounted for as miscellaneous revenue. The second adjustment comes from our internal billing procedures. Some of these are negotiated charge reductions, write-off’s of co-pays for citizens in the cities we serve, bills of homeless patients who we cannot locate any longer, and bills of deceased patients who do not have insurance or estates from which to recover EMS charges for service. The amount of this category is 30,097.03. This period’s total adjustments are $1,059,328.66. This is the second and final Account Receivable Adjustment of Fiscal Year 2014 for a total write-off of $1,671,942.10 out of a budgeted amount of $2,467,668. RECOMMENDATION Staff recommends Council approve Resolution No. 14-R-82 ATTACHMENTS Resolution No. 14-R-82 RESOLUTION NO. 14-R-82 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING EMS DEBT REVENUE ADJUSTMENTS FOR INACTIVE OUTSTANDING ACCOUNTS RECEIVABLES AFTER 180 DAYS OF NON PAYMENT AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, the City staff of the City of Schertz (the “City”) has recommended that the City maintains quarterly debt revenue adjustments for inactive outstanding accounts; and WHEREAS, the City Council has determined that it is in the best interest of the City that all inactive outstanding accounts after 180 days nonpayment will be sent to City Council for consideration of EMS Billing Debt Revenue Adjustments attached hereto as Exhibit A. (the “Account Receivable Adjustment Register”). BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes the EMS Billing Debt Revenue Adjustment on the write off audit register, in substantially the form set forth on Exhibit A Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and finding of the City Council. Section 3. All resolutions or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 23rd day of September, 2014. CITY OF SCHERTZ, TEXAS __________________________________ Mayor, Michael R. Carpenter ATTEST: ___________________________ City Secretary, Brenda Dennis (CITY SEAL) Exhibit A EMS Account Receivable Adjustment Register March 1, 2014 – August 31, 2014 PRIVATE PAY EMS COLLECTION ACCOUNTS: Collection accounts with Collection Agency (03/01/14 – 08/31/14): $1,029,231.63 EMS BILLING PROCEDURAL REVENUE ADJUSTMENTS: Revenue adjustments by EMS Billing (03/01/14 – 08/31/14): $ 30,097.03 TOTAL REQUESTED ADJUSTMENTS: $ 1,059,328.66 Agenda No. 3 CITY COUNCIL MEMORANDUM City Council Meeting: September 23, 2014 Department: Business Office/Utility Billing Subject: Resolution No. 14-R- 83 - Utility Billing Debt Revenue Adjustments BACKGROUND Goal Our goal is to ensure that our outstanding receivables are current. Community Benefit By exhausting all efforts to collect outstanding debts, this will insure the lowest possible rate to the community. Summary of Recommended Action It is the recommendation of the City Auditor, Debbie Fraser, to keep our receivables current. FISCAL IMPACT To ensure that our outstanding receivables are current, we are requesting to write-off $11,438.72 uncollectible Water, Sewer, Garbage, and Drainage Accounts. The amounts included in this request are for the period of September 1, 2013 through February 28, 2014. All collections efforts have been exhausted. RECOMMENDATION Staff recommends City Council approve Resolution No. 14-R- 83 for the Write-Off amount of $11,438.72. ATTACHMENT Resolution No. 14-R-83 Utility Billing Debt Revenue Adjustments RESOLUTION NO. 14-R-83 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING UTILITY BILLING DEBT REVENUE ADJUSTMENTS FOR INACTIVE OUTSTANDING ACCOUNTS RECEIVABLES AFTER 180 DAYS OF NON PAYMENT AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, the City staff of the City of Schertz (the “City”) has recommended that the City maintains quarterly debt revenue adjustments for inactive outstanding accounts; and WHEREAS, the City Council has determined that it is in the best interest of the City that all inactive outstanding accounts after 180 days nonpayment will be sent to City Council for consideration of Utility Billing Debt Revenue Adjustments attached hereto as “Exhibit A”. (the “ Write Off Audit Register”). BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes Utility Billing Debt Revenue Adjustment on the write off audit register, in substantially the form set forth on “Exhibit A”. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and finding of the City Council. Section 3. All resolutions or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 23th day of September, 2014. CITY OF SCHERTZ, TEXAS __________________________________ Mayor, Michael Carpenter ATTEST: ___________________________ City Secretary, Brenda Dennis (CITY SEAL) REGULAR SESSION CITY COUNCIL September 23, 2014, 6:00 P.M. HAL BALDWIN MUNICIPAL COMPLEX COUNCIL CHAMBERS 1400 SCHERTZ PARKWAY BUILDING #4 SCHERTZ, TEXAS 78154 09-23-2014 Council Agenda Policy Values Economic Prosperity Fiscally Sustainable Family Friendly for All Ages High Quality of Life Safe Community Essential Services Attractive Community Innovative and Proactive Service Oriented Friendly City AGENDA TUESDAY, SEPTEMBER 23, 2014 AT 6:00 P.M. Call to Order – City Council Regular Session Invocation and Pledges of Allegiance to the Flags of the United States and State of Texas. (Councilmember Duke) Presentation  Sign Presentation to Mayor Robert Bueker (B. Cantu/Mayor/Council)  Proclamation recognizing Fire Prevention Week. (D. Covington/Mayor/Council)  Update regarding the Natatorium. (J. Kessel/ P. Gaudreau) City Events and Announcements  Announcements of upcoming City Events (J. Bierschwale/B. James)  Announcements and recognitions by City Manager (J. Kessel) 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. 09-23-2014 City Council Agenda Page - 2 - 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. Consent Agenda Items The Consent Agenda is considered self-explanatory and will be enacted by the Council with one motion. There will be no separate discussion of these items unless they are removed from the Consent Agenda upon the request of the Mayor or a Councilmember. 1. Minutes – Approve the minutes of the regular meeting of September 16, 2014. (J. Kessel/B. Dennis) 2. Resolution No. 14-R-82 – Consideration and/or action approving a Resolution authorizing EMS Debt Revenue Adjustments for certain inactive outstanding accounts receivables. (J. Bierschwale/D. Wait) 3. Resolution No. 14-R-83– Consideration and/or action approving a Resolution authorizing Utility Billing Debt Revenue Adjustments for certain inactive outstanding accounts receivables. (J. Bierschwale/C. Spence) 4. Cancellation of the September 30, 2014, and October 7, 2014 City Council Meetings – Consideration and/or action cancelling the September 30, 2014 City Council Meeting to attend the Texas Municipal League Conference in Houston, and cancelling the October 7, 2014 City Council Meeting to observe National Night Out. (J. Kessel/Mayor/Council) 5. Resolution No. 14-R-84 – Consideration and/or action approving a Resolution changing the City’s Employee Health Insurance Plan Year from October 1 to January 1. (B. Cantu/J. Smith) Roll Call Vote Confirmation Requests and Announcements 6. Announcements by City Manager  Citizen Kudos  Recognition of City employee actions  New Departmental initiatives 7. Requests by Mayor and Councilmembers that items be placed on a future City Council agenda. 8. Announcements by Mayor and Councilmembers  City and community events attended and to be attended 09-23-2014 City Council Agenda Page - 3 -  City Council Committee and Liaison Assignments (see assignments below)  Continuing education events attended and to be attended  Recognition of actions by City employees  Recognition of actions by community volunteers  Upcoming City Council agenda items 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 18th DAY OF SEPTEMBER 2014 AT 2:00 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 Brenda Dennis CPM, TRMC, MMC, City Secretary 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 _______________, 2014. ____________________________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 executive 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. Executive Sessions Authorized: This agenda has been reviewed and approved by the City’s legal counsel and the presence of any subject in any Executive 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. 09-23-2014 City Council Agenda Page - 4 - COUNCIL COMMITTEE AND LIAISON ASSIGNMENTS Mayor Carpenter Audit Committee Hal Baldwin Scholarship Committee Interview Committee for Boards and Commissions Investment Advisory Committee TIRZ II Board Mayor Pro-Tem John – Place 3 Lone Star Rail District Councilmember Fowler – Place 1 Interview Committee for Boards and Commissions Schertz Housing Board Liaison Randolph Joint Land Use Study (JLUS) Executive Committee Councilmember Scagliola – Place 2 Animal Control Advisory Committee Cibolo Valley Local Government Corporation Schertz Seguin Local Government Corporation Interview Committee for Boards and Commissions Sweetheart Advisory Committee Councilmember Edwards – Place 4 Audit Committee Hal Baldwin Scholarship Committee Councilmember Duke – Place 5 Audit Committee Investment Advisory Committee 50077367.2 Agenda No. 5 CITY COUNCIL MEMORANDUM City Council Meeting: September 23, 2014 Department: Human Resources Subject: Resolution No. 14-R-84 - Amendment to City of Schertz Health Insurance Plan Year BACKGROUND The City of Schertz provides medical, vision, and dental insurance for its employees. Employees, in turn, have the option of including their dependents on these health insurance plans at their own cost. In January, 2014, a piece of the Affordable Health Care Act was passed, which dictates that voluntarily leaving the health insurance plan does not qualify employees for special enrollment periods in the individual marketplace Therefore, if the City’s insurance plans are left on an Oct. 1 plan year, employees and/or employee dependents wanting to transfer from the City’s insurance plan to find a plan in the individual marketplace would be without insurance for three (3) months because the plan year for all individual plans in the marketplace does not start until January 1. Goal To provide accessible services and benefits to City employees Community Benefit This amendment would provide greater stability to employee benefits and give employees greater flexibility in insuring themselves and their dependents. Summary of Recommended Action The recommendation is for City Council move the City’s insurance plan year from Oct. 1 to January 1. This will help employees and their families have continuous coverage if they decide to move their health care coverage to the individual marketplace. Because High Deductible Health Plans are regulated by the IRS on a calendar year, this will also correspond to transitioning to a January 1 plan year. 50077367.2 FISCAL IMPACT None RECOMMENDATION Approve recommendations from staff to implement proposed benefit changes. ATTACHMENT(S) Resolution No. 14-R-84 RESOLUTION NO. 14-R-84 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS CHANGING THE CITY’S EMPLOYEE HEALTH INSURANCE PLAN YEAR FROM OCTOBER 1 TO JANUARY 1. WHEREAS, the City staff of the City of Schertz (the “City”) has recommended that the City Council review and approve the change of the employee health insurance plan year (including medical, vision, and dental) from Oct. 1 to January 1. WHEREAS, the City Staff has identified areas of appropriateness for the City’s employee benefit plan in compliance with local, state and federal law. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes the approval of staff recommendations to amend the City’s employee benefit plan year from October 1 to January 1. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. 50506221.1 - 2 - PASSED AND ADOPTED, this 23rd day of September, 2014. CITY OF SCHERTZ, TEXAS Mayor, Michael R. Carpenter ATTEST: City Secretary, Brenda Dennis (CITY SEAL)