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04-12-2016 Agenda with backup City Council Agenda REGULAR SESSION CITY COUNCIL April 12, 2016, 6:00 P.M. HAL BALDWIN MUNICIPAL COMPLEX COUNCIL CHAMBERS 1400 SCHERTZ PARKWAY BUILDING #4 SCHERTZ, TEXAS 78154 COMMUNITY.SERVICE.OPPORTUNITY 04-12-2016 Council Agenda Policy Values Safe Community Essential Services High Quality of Life Attractive Community Economic Prosperity Fiscally Sustainable AGENDA TUESDAY, APRIL 12, 2016 AT 6:00 P.M. Call to Order – City Council Regular Session Opening Prayer and Pledges of Allegiance to the Flags of the United States and State of Texas. (Councilmember John) City Events and Announcements  Announcements of upcoming City Events (B. James/D. Wait/S. Gonzalez)  Announcements and recognitions by City Manager (J. Kessel)  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 Proclamation  Proclamation recognizing the week of April 10 – 16th as National Public Safety Telecommunicators Week. (Mayor/M. Hansen/R. Rutkowski) Presentations:  Check presentation to CTRC regarding proceeds from the 2016 Wilenchik Walk/Run. (J. Kessel/L. Klepper/M. Spence)  Presentation awards regarding the 2016 Wilenchik Walk/Run. (J. Kessel/L. Klepper/M. Spence) 04-12-2016 City Council Agenda Page - 2 -  Sweetheart Court Fiesta Medal Presentation. (J. Kessel/L. Klepper/E. Matlock/M. Spence) 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. Workshop  Conduct a Public Hearing and presentation/discussion regarding the Woman Hollering Creek Wastewater Line Project. (B. James/K. Woodlee/C. Raleigh) Discussion and Action Items 1. Minutes – Consideration and/or action regarding the approval of the minutes of the Special Retreat Meeting of March 24, 2016. (J. Kessel/B. Dennis) 2. Minutes – Consideration and/or action regarding the approval of the minutes of the Regular Meeting of April 5, 2016. (J. Kessel/B. Dennis) 3. Boards, Commissions and Committee Member Resignations and Appointments – Consideration and/or action ratifying the resignations of Mr. Jeff Sanna, Parks and Recreation Advisory Board and Mr. William Dandy, Historical Preservation Committee and ratifying the appointment of Mr. John Sullivan as a regular member to the Parks and Recreation Advisory Board. (B. Dennis) 4. Ordinance No. 16-D-06 – Consideration and/or action approving an Ordinance providing that the Code of Ordinances of the City of Schertz, Texas be amended by revising Chapter 86, Section 86-41, Stop Intersections – Designated regarding the installation of a stop sign at the intersection of Tractor Pass and Planters Pass. First Reading (B. James/K. Woodlee/D. Letbetter) 5. Resolution No. 16-R-32 – Consideration and/or action approving a Resolution authorizing the City Manager to sign a Contract for mutual aid between the City of Schertz and Bexar Metro 911 for access and operation of the Regional Emergency Alert Network. (D. Wait) PH 04-12-2016 City Council Agenda Page - 3 - Roll Call Vote Confirmation Requests and Announcements 6. Announcements by City Manager  Citizen Kudos  Recognition of City employee actions  New Departmental initiatives 7. Future Agenda Item Request for City Council: This is an opportunity for City Council members to request that items be placed on a future agenda. No discussion of the merits of the item may be taken at this time. Should a Council Member oppose placement of the requested item on a future agenda, the Mayor, without allowing discussion, shall ask for the consensus of the other City Council members to place or not place the item on a future agenda. 8. 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 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 8th DAY OF APRIL, 2016 AT 4:30 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, 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 _______________, 2016. ____________________________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. 04-12-2016 City Council Agenda Page - 4 - 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. COUNCIL COMMITTEE AND LIAISON ASSIGNMENTS Mayor Carpenter Audit Committee Interview Committee for Boards and Commissions Investment Advisory Committee TIRZ II Board Councilmember Fowler – Place 1 Interview Committee for Boards and Commissions Schertz Housing Board Liaison Randolph Joint Land Use Study (JLUS) Executive Committee Schertz Seguin Local Government Corporation Councilmember Azzoz – Place 2 Animal Control Advisory Committee Sweetheart Advisory Committee Councilmember John – Place 3 Lone Star Rail District Mayor Pro-Tem Edwards – Place 4 Audit Committee Hal Baldwin Scholarship Committee Interview Committee for Boards and Commissions Cibolo Valley Local Government Corporation Councilmember Thompson Place 5 Audit Committee Investment Advisory Committee Workshop CITY COUNCIL MEMORANDUM City Council Meeting: April 12, 2016 Department: Engineering/Public Works Subject: Workshop – Update on Woman Hollering Creek Wastewater Line Project BACKGROUND On September 29, 2015, City Council approved an Engineering and Design Contract with Cobb Fendley and Associates to design the construction of a sanitary sewer system to collect and convey wastewater to the future Cibolo Creek Municipal Authority (CCMA) water reclamation plant to be constructed off of Trainer Hale Road in southern Schertz. The system will consist of: 1. A gravity wastewater line initiating at the existing lift station for the Sedona Subdivision west of FM 1518 near the Woman Hollering Creek that follows the creek for approximately 11,500 feet where the Woman Hollering Creek intersects with the IH 10 right-of-way. 2. A new lift station at the terminus of the gravity line and approximately 6,000 feet of force main from the lift station to the CCMA plant. This system will provide the initial wastewater flow to the new CCMA plant and is necessary for the plant to begin operation. This will also allow the existing Woman Hollering Lift Station at Sedona and the small sewer package treatment plant at The Crossvine development to be taken out of service. Cobb Fendley’s Right-of-Way Acquisition Department has been working to acquire Rights-of-Entry from affected Property Owners to allow the surveyors access to confirm the proposed line route. To date we have acquired 20 out of 26 Rights-of-Entry needed to complete the survey. The remaining six have not been acquired yet for a variety of reasons. The properties we are able to enter are currently being surveyed by Cobb Fendley. The next steps include:  Finish acquiring the Rights-of-Entry  Complete Engineering & Design  Acquire Easements  Release Project for Public Bidding  Construction Projected Completion Goal is late winter 2017. FISCAL IMPACT The Engineer’s estimate for the project is approximately $5.9 Million and will be funded with a combination of Capital Recovery and Certificates of Obligation Funds/Water Revenue. Agenda No. 1 CITY COUNCIL MEMORANDUM City Council Meeting: April 12, 2016 Department: City Secretary Subject: Minutes BACKGROUND The City Council held a Special Meeting on March 24, 2016. FISCAL IMPACT None RECOMMENDATION Staff recommends Council approve the minutes of the Special meeting of March 24, 2016. ATTACHMENTS Minutes –Special meeting of March 24, 2016 3-24-2016 Minutes Page - 1 - MINUTES SPECIAL MEETING March 24, 2016 A Special Meeting was held by the Schertz City Council of the City of Schertz, Texas, on March 24, 2016 at 9:00 a.m., at the Fairfield Inn & Suites, meeting room, Schertz, Texas. The following members present to-wit: Mayor Michael Carpenter Mayor Pro-Tem Cedric Edwards Councilmember Jim Fowler Councilmember Robin Thompson Staff Present: City Manager John Kessel Executive Director Brian James Executive Director Dudley Wait Executive Director Bob Cantu Executive Director Kyle Kinateder City Attorney Charles Zech City Secretary Brenda Dennis Assistant to City Manager Sarah Gonzalez Finance Director Juan Santoya Assistant Finance Director James Walters IT Director Myles Clauser GIS Coordinator Tony McFalls Councilmembers Azzoz and John were absent. Guests Present: Mr. Robert Brockman (left at 9:00 a.m.) Mr. Glen Outlaw (left at 3:09 p.m.) Call to Order (General Comments) Mayor Pro-Tem Cedric Edwards arrived at 11:04 a.m. Mayor Carpenter called the meeting to order at 11:04 a.m. Welcome/Overview  Discussion and direction in preparation for pre-budget prioritization process, including but not limited to key growth and service provision indicators such as population growth, tax base development, staffing levels and structure, and how to apply the information to assist in appropriate priority based decision making. (J. Kessel) Mayor, Council and staff discussed the following topics:  Pre-Budget Overview Mr. Kessel outlined the goals for the retreat to include the following:  Using the strategic plan with the budget process 3-24-2016 Minutes Page - 2 - Mayor and Council reviewed the Committee of Committees Advisory Board (CCAB) SWOT’s which were brainstormed during their meeting yesterday, Wednesday, March 23, 2016. CCAB: Strengths o Public Safety Staff o Planning for future (vision) - Medical complex, industrial, etc. o Low crime rate o Partnerships - Cities, counties, RAFB, etc. o Water Supply o Efforts to gain citizen input Weaknesses o Communication o Citizen involvement/engagement o Public Safety Staffing o FM 1518 and FM 78 Code issues Opportunities o Community Public Safety o Growth o Development o More parks and open space o Partnerships - Cities, counties, RAFB, etc. Threats o Decaying Neighborhoods o Lack of understanding of civic issues o Code enforcement (lowering of standards) o Managing development (high/good standards) o Mayor and Council reviewed the staffs SWOT’s which were brainstormed during their meeting yesterday. STAFF: Strengths o Partnerships with outside cities, agencies o Focus on long-range planning o High quality public safety Weaknesses o Improving systems/processes to keep pace with change 3-24-2016 Minutes Page - 3 - o Adequate staffing/resources o Long list of needed roadway improvements (currently) Opportunities o Build on partnerships o Continued responsible budgeting (spending within our means ) o Improved long range planning Threats o Emergency preparedness o Economic downturn o Adequate staffing/resources to keep pace with growth  Develop City-wide SWOT Council developed the following: Strengths o Focus on long range planning o High quality public safety o Low Crime rate Weaknesses o Location for retail development (bookended by existing retail hubs) o Not pedestrian friendly throughout entire community o Adequate maintenance of equipment, infrastructure Opportunities o Opportunities to expand ETJ o Forward thinking o Continue responsible budgeting/spending within our means) Mayor Carpenter recessed the meeting at 11:55 a.m., for lunch break. Mayor Carpenter reconvened the meeting at 12:20 p.m.  Develop City-wide SWOT continued Mayor and Council finalized their City-wide SWOT’s Threats o Adequate staffing/resources to keep pace with growth (listed twice under two different categories) o Adequate staffing/resources to keep pace with growth o Impact of changing leadership on maintaining a consistent direction and focus 3-24-2016 Minutes Page - 4 - Senior Staff joined Council at 1:00 p.m.  Develop City-wide SWOT continued with staff Mayor Carpenter briefed staff on the Council’s City-wide SWOT’s they brainstormed on today. He provided the following comments. Particularly with adequate staffing and resources to keep pace with growth under Safe Community, Council matched staff and also felt strongly about staffing and resources. They also included this as a high quality of life item. Regarding the impact of changing leadership on maintaining a consistent direction and focus , it is different than what staff selected. Regarding commentary on depth of succession planning, anyone on Council could leave. Without that succession planning it is a threat of on-going things that we are working on together to accomplish. Mayor Carpenter stated that in regard to economic downturn, he and the City Manager have been talking about this and one of the things we saw with our audit report where it talks about our reserves that have gone up and the ratio has gone down, etc. If we are moving upward in a micro-economic condition and things continue to grow and we do not have a major recession, then we can keep going as we are going now. If our competition has not planned as well as we have and they have to follow the micro-economic downturn, instead of maintaining their trajectory, they are at a disadvantage to us. With our strong reserve positon we can draw down on it temporarily during the down turn and maintain our trajectory. Mr. Kessel stated that a way to look at this is our reserve now is our new floor and whatever percentage we think we need for a downturn should take us down to that floor. We are not yet in a position to overcome a downturn such as 2008. Mr. Kessel continued dialog regarding the need for reserves and at what percent. Staff provided their comments as to why they had chosen high quality public safety and the consequences were the low crime rate. Mayor Carpenter stated that if we ever took our eyes off of making sure we maintain our strength position of having a low crime rate we would be doing ourselves a disservice in putting ourselves in a position of quickly changing our priorities. Mayor Carpenter commented on the adequate maintenance of equipment and infrastructure item. He stated when we talked about this Council felt this was inclusive of a long list of needed road improvements. In regard to the ‘not pedestrian friendly throughout the entire community’ priority, this was closely related to the location for retail development priority. Location for retail development got more votes than any other thing in the room. There was commentary around driving the economic engine; everything else on the list, for the most part, we need money to do it. 3-24-2016 Minutes Page - 5 - Another item Council focused on was that staff said improving systems/processes to keep pace with change. This did not come on Council’s radar because they see the many examples of staff doing a great job from their perspective of making the improvements. For Council not to list it was a compliment to staff. Council and staff continued discussion regarding their priority of improving systems/processes to keep pace with change and why they chose this. Mayor Carpenter commented on the process of Council and staff explaining why they chose their priorities. Council and staff aligned more, and this was not ever done before. He stated it also gets us close to the policy ideas, what we think is the highest and best place of where we want to go and staff’s realities are starting to get a lot closer. Council is getting a better feel of what staff is going through in trying to execute what we do in the various departments and his hope is that staff is also getting a better view of what the Council is thinking. Council is more aware of the staff’s struggle to a better degree and this will help when staff comes forward to request an item.  Work Program Development Pre-selected staff presented “currently underway” and “proposed” work programs to the group.  2 Breakout session with Council/Staff which included the following:  Brainstorm work programs that tie in with City-wide SWOT Mayor, Council and staff within the 2 breakout sessions brainstormed possible work programs and provided reports back to the group.  Reorganization discussion Mr. Kessel provided information regarding the reorganization of departments with the departure and retirement of Executive Director Bob Cantu and Public Works Director Sam Willoughby.  Wrap up Mayor Carpenter stated on behalf of Council, please believe that with the collaborative work we have done here today, trying and not being successful and then learning from that and explaining your experience to your colleagues so they can also learn from it, is still a win. All of us are going to make errors, but let us make sure that we as a team create an environment of trying to move forward. We have to trust one another because as we get bigger, the work gets harder. 3-24-2016 Minutes Page - 6 - Mayor Pro-Tem Edwards stated the environment is changing and we have to be adaptable and be aware of the change around us. We have to take ownership and train our successors. He asked staff to go back and tell their employees that council really appreciates them. Councilmember Thompson summarized that we just need to learn, grow, mature, and get better. We can only do this by trying. Councilmember Fowler complimented staff on working together as a team and looking towards the future in spite of a lot of unknowns. He feels we are up to the challenge. Each person’s job is very important. We may not yet be where we want to be but we will get there. Adjournment Mayor Carpenter adjourned the meeting at 4:43 p.m. __________________________________ Michael R. Carpenter, Mayor ATTEST: __________________________________ Brenda Dennis, City Secretary Agenda No. 2 CITY COUNCIL MEMORANDUM City Council Meeting: April 12, 2016 Department: City Secretary Subject: Minutes BACKGROUND The City Council held a Regular Meeting on April 5, 2016. FISCAL IMPACT None RECOMMENDATION Staff recommends Council approve the minutes of the Regular Meeting of April 5, 2016. ATTACHMENTS Minutes –Regular Meeting of April 5, 2016. 04-05-2016 Minutes Page - 1 - MINUTES REGULAR MEETING April 5, 2016 A Regular Meeting was held by the Schertz City Council of the City of Schertz, Texas, on April 5, 2016, 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 Cedric Edwards Councilmember Jim Fowler Councilmember Grumpy Azzoz Councilmember Daryl John Councilmember Robin Thompson Staff Present: Executive Director Brian James Executive Director Dudley Wait City Attorney Charlie Zech City Secretary Brenda Dennis Deputy City Secretary Donna Schmoekel Assistant to City Manager Sarah Gonzalez Call to Order – City Council Regular Session Mayor Carpenter called the meeting to order at 6:04 p.m. Opening Prayer and Pledges of Allegiance to the Flags of the United States and State of Texas. (Councilmember Fowler) Councilmember Fowler provided the opening prayer followed by the pledges of allegiance to the flags of the United States and the State of Texas. Mayor Carpenter announced those students here this evening who are participating the Hal Baldwin Scholarship program to please be sure to sign in on the sheet in the vestibule. 8. 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 Mayor Carpenter stated he had a request from Councilmember Fowler to move the item regarding the announcements by Mayor and Council to the front of the agenda to allow him to share some information. Mayor Carpenter recognized Councilmember Fowler who announced as you have seen information in the Schertz Magazine the City is trying to do a mass clean-up in Aviation Heights. He stated that several groups are getting involved to assist and the idea is not what the City can do but what we can do as a community to assist. Several churches, The Chamber 04-05-2016 Minutes Page - 2 - and the Historical Preservation Committee is going to be involved. This is a time for citizens to get out and help individuals who cannot help themselves. Aviation Heights is the second oldest community in the City that has some of the oldest homes and residents residing in it. Some residents identified who needed our assistance who those are that are not physically able to do minor maintenance such as tree trimming, hauling yard debris, back yard cleaning, etc. Councilmember Fowler stated that they need volunteers to join them on April 23rd and April 24th, 8:00 a.m. to 4:00 p.m. at Pickrell Park Baseball field parking lot as we venture out in the Aviation Heights area to help those who cannot help themselves. Councilmember Fowler also stated that the Historical Preservation Committee will be providing a sack lunch on both days to the volunteers. Councilmember Fowler stated this is a great opportunity to show that Schertz loves their neighbors. Mayor Carpenter recognized Councilmember Azzoz who thanked everyone for coming this evening and echoed Councilmember Fowler’s cause to get involved. Councilmember Azzoz also announced that annually he hosts a fundraiser for amputees and disabled veterans. The event will be held Monday, May 23, 2016 at Grumpy’s Mexican Restaurant from 11:00 a.m. to 2:30 p.m. BBQ plates will be $10.00 and the proceeds will go toward Operation Comfort. Mayor Carpenter recognized Mayor Pro-Tem Edwards who echoed the sediments of Councilmember Fowler’s request for volunteers for the Community Clean-up in Aviation Heights. He thanked Councilmember Fowler and the churches for spearheading the event. Mayor Pro-Tem Edwards announced that on Friday, April 22, 2016 the Schertz-Cibolo Lions Club will be hosting their Casino Night. The event will be held at the Schertz Civic Center from 7:00 p.m. to 11:00 p.m. He stated that this is their only large fundraiser of the year which provides for events such as Easter in the Park and other events hosted by the Lions Club. Mayor Carpenter recognized Councilmember Thompson who also echoed the sediments of Councilmember Fowler regarding the upcoming Community Aviation Heights Clean-up day event and stated that on Sunday, April 24, 2016 at 5:00 p.m., at Pickrell Park, dinner will be provided to all those that volunteered and encouraged everyone to be part of the event. Recognition and Presentation  Introduction of the Student Mayors and Student Councilmembers for the Day. (Mayor Carpenter) - Student Mayors – Dobie Jr. High, 8th Grader Savanna Ponce and Corbett Jr. High, 8th Grader Christian Dunkley - Student Councilmembers – Dobie Jr. High, 7th Grader Amerie Fernandez and Corbett Jr. High, 7th Grader Jon Rucker Mayor Carpenter invited Dr. Greg Gibson, Superintendent of the Schertz-Cibolo-Universal City Independent School District to come forward and introduce the following members who were present this evening from the school district. Dr. Gibson introduced the following:  John Correu, School Board Member  David Knox, Principal of Corbett Junior High  Julie Knox, Director of Student Services 04-05-2016 Minutes Page - 3 -  Vernon Simmons, Principal of Dobie Junior High  Ed Suarez, Public Information Officer of SCUCISD  Rebecca Williams, Social Studies Coordinator, K-12 Mayor Carpenter provided information regarding the activities the students were given today learning about local government. He stated that he Mayor Pro-Tem Edwards and Councilmember John were very impressed with the students on how they interacted as they were provided an opportunity to hear a presentation from staff and deliberate amongst themselves to provide their thoughts regarding a possible change in the way the City is doing business. He stated the students received a small taste of what the Mayor and Council provides to the City. Mayor Carpenter recognized Rebecca Williams. Social Studies Coordinator who came forward providing information about how they came up with the program and how each student was nominated to participate in the program. She thanked the City Staff, Mayor and Councilmembers. Mayor Carpenter recognized each student who provided information on what they learned today and thanked all those individuals involved in the program. Mayor Carpenter, Dr. Greg Gibson and City Manager John Kessel presented the students with certificates and plaques recognizing their participation in the City’s Mayor/Councilmember Student for the Day Program.  Introduction and presentation to Little Miss Schertz Anijah Maree Pearson (Mayor Carpenter) Mayor Carpenter recognized and presented Miss Pearson with a congratulations letter and certificate for her many community achievements and recent crowning as Little Miss Schertz Amazing Princess in conjunction with the Cherice Cochrane Foundation. Mayor Carpenter recognized Mr. Pearson who came forward stating that he is very proud of his daughter and her accomplishments. New Employee Recognition  Business Office – Water Billing Clerk Sandy Edwards  Fire Department – Firefighter Eric Herzog  General Services – General Services Tech I Joshua Puga and Sarrah Marksbury  Public Works - Water & Wastewater Serviceman I Jamie DeLeon Mayor Carpenter had each new employee and their managers join him up front. Each employee was introduced by their Department Manager who also provided a short biography on each new staff member. Mayor Carpenter and Council welcomed aboard all the new employees. Proclamations  National Crime Victims Week (Nicole Douglass) 04-05-2016 Minutes Page - 4 - Mayor Carpenter recognized Police Department Crime Victim Liaison Nicole Douglass who came forward accepting the proclamation for the City. She thanked the Mayor and Council for supporting the position of the Crime Victim Liaison between the City of Schertz, Cibolo and Live Oak. She thanked the agencies in the audience this evening that also support the position and the work they are doing. Ms. Douglass briefly described the role she plays and the work she does with her position.  Sexual Assault Awareness Month (Nicole Douglass) Mayor Carpenter provided comments regarding the need of awareness and how important it is to recognize the problem. Mayor Carpenter commented on those that assist with these victims and how underappreciated they are for the work that they do. Mayor Carpenter read and presented the proclamation to staff members of the Guadalupe Valley Family Violence Shelter, Ms. Jane Marley and Ms. Page Herzog. Ms. Marley thanked the City for their continued support for the programs.  Child Abuse Prevention Month (Nicole Douglass) Mayor Carpenter read and presented the proclamation to Ms. Christy Williams, Executive Director of Guadalupe County Children’s Advocacy Center, who was joined by her Assistant Director and Board Member and individuals from CASA who also thanked the city for their support and provided information on their roles and on upcoming fundraising events that support their various programs. One of the events is the upcoming Designer Purse Bingo which will be held on May 5, 2016, 7:00 p.m. to 9:00 p.m., - doors open at 6:00 p.m. at Mikulski Hall at the Knights of Columbus building in Schertz. She stated that they are looking for purse donations as well as sponsorships; tickets are on sale for $35.00. She also stated that for the men, they will be hosting a bowl-a-thon event at Fiesta Lanes Bowling Center, 1202 Huisache Avenue, New Braunfels, on April 28, 2016, at 6:00 p.m. Presentation  Presentation regarding donations to the Animal Services Department. (D. Wait/M. Harris/S. O’Brien) Mayor Carpenter recognized Marshal Michael Harris who came asking if Council had the opportunity to look at the latest issue of the Schertz magazine featuring the article regarding the puppy they named Harvey who was born blind. He stated that Harvey was born without eyes and through the efforts of donations they were able to perform an operation to seal his eyelids to protect them from infection; subsequently he was transported from Schertz to Canada where he was adopted. All this took place without city funds. This was all donated efforts. Marshal Harris stated this was a wonderful story and hopes that everyone takes the opportunity to read it. Marshal Harris introduced Animal Services Manager Shanna O’Brien who provided Council with a copy of the “Rescue Magazine” a publication they have been working with for the last several months. Ms. O’Brien pointed Council to page 63, which features Schertz Animal Services Adoption Center and Rescue Service. She stated that they were approached by the magazine to be part of their organization. She stated that it is not just the magazine that she 04-05-2016 Minutes Page - 5 - wanted to bring attention to; it is more what they have done for the Shelter. She stated that working in Animal Services and working towards becoming a no-kill shelter is a 24 hour job. It is not just the efforts of staff, it is all the groups and organizations that work with them. Rescue Magazine is one of those organizations and they are here tonight; she stated that Rescue Magazine has donated several hundred pounds of dog and cat food, cat litter and cleaning supplies to the animal adoption center at no cost to the City. Mayor Carpenter recognized Andrew Nations, Regional Director of Ducharme Marketing Group who stated that Rescue Magazine is a year-round program that helps support the different animal shelters all over Texas. This is accomplished through promotion articles in the magazine and they also host fundraising and food drive events all over Texas. Mayor Carpenter asked how this magazine was funded. Mr. Nations stated that the magazine is funded through advertisers and sponsors as well as subscribers to the magazine. Ms. O’Brien stated that since they have been working with the Rescue Magazine organization and through the attention in the magazine, the shelter has received their adoptions and interest has been extraordinary. Ms. O’Brien stated that articles like this bring individuals in to the shelter as well as it also generates phone calls. Ms. O’Brien presented a plaque of appreciation to Mr. Nations in appreciation for their support of the Schertz Animal Services Department. Mayor and Council thanked Mr. Nations for all their support. Ms. O’Brien stated she had another recognition this evening. She said that she met a young girl last year by the name of Emily Gorhum who reached out to her stating she wanted to sponsor an animal. She did sponsor the animal, getting everything done for adoption. Ms. O’Brien stated that Emily came to her last week with something pretty special she did . Ms. O’Brien introduced Emily who came forward stating she is a 4th grader at Paschal Elementary. She is here this evening to present the money and T-shirt that were raised for the Schertz Animal Shelter. She stated that “Raise the Woof” started in 2015 as a way to raise money for the shelter. Last year she raised $100, and stated that this year she is excited to announce that she raised $320. This money will help sponsor ‘Cheeto’ and help pay for the pictures on the adoption trailer. Emily stated that she is happy to help the animals as she loves them all and stated that her mom told her that you should always help those who cannot help themselves. It is the right thing to do. Emily presented the check and T-shirt to Ms. O’Brien. Ms. O’Brien stated that Emily designed the T-shirts herself and that all the proceeds went to the Animal Shelter. Mayor Carpenter complimented Emily on a job very well done and provided his congratulations and thanks. Mayor and Council gave Emily a standing ovation in recognition of a job well done. Mayor Carpenter recognized Mayor Pro-Tem Edwards who asked if it would be possible if they had the silk screen for the T-shirt; if you take the silk screen you can have the T-shirts mass produced. Maybe through donations we can set this up at the Animal Shelter t o sell the shirts to citizens that come in. Mayor Pro-Tem Edwards stated that he would like to explore this idea and he would be happy to get in touch with Allied Advertising or one of the local silk 04-05-2016 Minutes Page - 6 - screen companies in Schertz to assist in paying for the silk screen. Mayor Pro-Tem Edwards provided information on how to get a hold of him. City Events and Announcements  Announcements of upcoming City Events (B. James/D. Wait) Mayor Carpenter recognized Executive Director Dudley Wait who provided t he following announcements:  Friday, April 8, Ribbon Cutting-Nothing Bundt Cakes, The Forum, 8335 Agora Pkwy, Suite. 106, 4:00 p.m.  Saturday, April 9, Schertz Jazz N’ Blues in the Park, 703 Oak St. (Pickrell Park),  1:00 p.m.- 11:00 p.m.  Tuesday, April 12, APZ/Noise Sign Presentation with Mayor Carpenter and Col. Isler in front of the Council Chambers at 4:00 p.m. SAVE THE DATE:  Thursday, April 14, Northeast Partnership Meeting, Olympia Hills, UC. 11:30 a.m.  Thursday, April 14, Community Volunteer Fair, Schertz Civic Center, 5:30-7:00 p.m. Visit Schertz.com under the events Tab for a list of participating vendors.  Friday, April 15, Ribbon Cutting, Charlotte’s Country, 2:00 p.m.  Tuesday, April 19, The Chamber monthly luncheon, Schertz Civic Center, ll:30 a.m.  Thursday, May 5, Schertz Sweetheart Coronation, Schertz Civic Center, 5:30 p.m.  Announcements and recognitions by City Manager (J. Kessel) Mayor Carpenter recognized City Manager John Kessel who stated he wanted to share a success story. Last year the city’s drainage crew was down to one working mower because the others were out being serviced. The Fleet Department worked hard to acquire some new mowers which was done via the receipt of a grant and the trade-in program. This year we now have all new mowers. As a result, we are getting three times as much mowing done this year as compared to last year. Our drainage areas are being maintained on a much more regular cycle, making a big difference for our community. This is our dedicated drainage crew in the Public Works Department who are making this happen. Hearing of Residents Mayor Carpenter recognized the following who spoke:  Ms. Maggie Titterington, President of the Chamber who provided updates regarding the activities of the Chamber. Some of the upcoming events mentioned are as follows: - Tuesday, April 19, 2016, Chamber Luncheon at 11:30 a.m., Schertz Civic Center; this is also a non-profit luncheon for all the non-profit organizations. The Chamber will set up a free promotional table for eac h organization that will be staffed for each area business to go and speak to 04-05-2016 Minutes Page - 7 - them for possible partnership opportunities as well as get to know the other Chamber members. - Thursday, April 21, 2016, Chamber Mixer hosted by ReMax Corridor, combination casino night and fundraiser, 5:30 p.m. to 7:00 p.m. Ms. Titterington announced that the Chamber has a new addition to their staff, Ms. Teresa Smith, the new Chamber Administrative Assistant. Ms. Titterington announced that Ms. Erica Hernandez is still with the Chamber and they have moved her into the position of Membership/Marketing and Social Media. Workshop  Discussion regarding the City of Schertz sign ordinance. (B. James) (Item requested by Councilmember Azzoz) Mayor Carpenter recognized Executive Director Brian James who provided a power point presentation with information regarding our current sign ordinance and permit requirements. He also touched on some of the challenges where staff has experienced complaints from developers and/or citizens. He pointed out a recent Supreme Court decision that was passed last summer which emphasizes to a greater degree that our sign ordinances have to be content neutral. In other words, if you have to read the sign (the words) to put it in a category, then it is probab ly a problem with regard to your sign ordinance. Currently, this is pretty much the way our sign ordinance is set up, so we will have to regroup our categories based on the zoning and land use going forward. In a few areas there are problems because the state tells us to do one thing and the Supreme Court may do it a bit differently. Mr. James continued by explaining the number of different signs we encounter (wall signs, free standing ground signs, monument signs, multi-tenant signs, subdivision entry signs, temporary signs, development signs, real estate signs, nonconforming signs). One of the challenges is to figure out how much signage is appropriate and at the same time balance the needs of our local businesses versus the ‘visual clutter’. He continued by explaining the different sign sizes and the varied requirements of each type of sign. He also spoke of some known problems and concerns of situations they would like to modify in the near future. Staff is planning on taking their suggestions/options and draft ordinance to the Planning and Zoning Commission (P&Z) soon. The areas they need to correct are leased space visibility, flexibility for wall signage, adjustments in the temporary sign six -month time frame, and revision of the residential subdivision requirements. They are confident they can make the situation better than it is today. When they come back with their changes, they will most likely have to come back in another six months or a year saying, here is what we are hearing and how it is working; in other words they expect to continue to tweak it as they go forward. Mr. James remained available to address comments and questions from council. He said in the end, the real question is: What do we want our community to look like and how do we balance that? This is the real challenge we face. 04-05-2016 Minutes Page - 8 - Mayor Carpenter stated that this is indeed a challenging issue for any city. There is an important set of balances present. One is all the businesses who want and need to drive public awareness for their businesses; they are dealing with a competitive landscape. We do want to be supportive of our business community. Second, there is the public’s interest, which includes things like safety and aesthetics—what do we want to look like over time. Ultimately, the city belongs to the people and they have a voice in that. The next thing includes this city as an organization; safety, fairness, balance, and economic development. There has to be a fair balance of regulation of signage to attract people to come here. P&Z has reviewed our ordinance(s) many times over the years. It is critical to move carefully on this matter and allow that experienced citizen committee to speak on this before we (Council) decide on any policy changes. They are much more the experts in this field and we are more generalists. It is a delicate balance and we need to let P&Z and staff dig into this and come back to us with their recommendations. Mayor Carpenter recognized Councilmember Azzoz who made reference to the City of Garden Ridge as an example of being in-flexible with new business development. He is concerned about this and wants Schertz to understand the need for us to remain open and flexible for our own future business growth in order to accommodate our changing times and citizen needs. Mr. James stated they would work with the city attorney on a draft ordinance and get it legal, flexible, balanced, and from a staff perspective, clear and easy to use.  Discussion regarding candidates obtaining permission to place political signage. (B. James) (Item requested by Councilmember Thompson) Mayor Carpenter recognized Executive Director Brian James who stated our current sign ordinance requires anyone who wishes to place a sign on private property to first request/gain the permission of the property owner (for any kind of sign). The City Charter establishes what is required for someone to run for office. Therefore, without a charter amendment, Council does not have the ability to pass an ordinance or regulation saying, part of running for office requires you to sign or attest to this thing. Perhaps one way to go is with a council candidate orientation to make candidates aware of what is involved in running for office and what is needed to be filed with the City Secretary’s Office. The City can regulate some things pretty well but when we try to exceed that and step into other areas (i.e. polite/appropriate behavior), that is where we don’t do as well. There is not anything else that can be easily done other than to make that a requirement. If the idea is simply to better educate, especially if done upfront, people tend to go along with it. Councilmember Thompson said he agrees with the principle of education information---the City Secretary’s office already does an excellent job with distributing candidate packets. However, sometimes there is so much material in there, it is easy to skim through and forget it. He said he can see some type of orientation or checkoff sheet attached to the front that the candidate can sign that says ‘I have read and understand that political signs must be placed on property only with the owner’s permission. With the future election coming up, he just wants to see that this is addressed in a way that is fair to every candidate and to our citizens. 04-05-2016 Minutes Page - 9 - Mayor Pro-Tem Edwards pointed out that there is a whole packet of information available on the Texas Ethics Commissions website which includes information about political signage. Mayor Carpenter spoke of a case that happened years ago where they went to court and lost. We have to balance these things with free speech or political speech, which is intensely protected in the constitution and in case law. Also, when people place signs illegally, voters notice, so it’s somewhat self-regulating. There are remedies, most of which really lie with the property owner. People should know that placing a political sign without the permission of the land owner is not right; it is just common sense. Trespassing is wrong. Truly, the public voters notice these things and in a way it is self-regulating. Discussion and Action Items 1. Minutes - Consideration and/or action regarding the approval of the minutes of the Regular Meeting of March 22, 2016. (J. Kessel/B. Dennis) Mayor Carpenter recognized Councilmember Fowler who moved, seconded by Mayor Pro- Tem Edwards to approve the minutes of the Regular Meeting of March 22, 2016. The vote was unanimous with Mayor Pro-Tem Edwards, Councilmembers Fowler, Azzoz, John and Thompson voting for and no one voting no. Motion passed. 2. Ordinance No. 16-T-05 – Consideration and/or action approving an Ordinance authorizing a budget Adjustment to the Schertz Emergency Medical Services Fund to adjust appropriate accounts after receipt of a grant. Final Reading (D. Wait/J. Mabbitt/K. Burnam) The following was read into record: ORDINANCE NO. 16-T-05 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING A BUDGET ADJUSTMENT TO THE SCHERTZ EMERGENCY MEDICAL SERVICES FUND TO ADJUST APPROPRIATE ACCOUNTS AFTER RECEIPT OF A GRANT; REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT WITH THIS ORDINANCE; AND PROVIDING AN EFFECTIVE DATE Mayor Carpenter recognized EMS Public Education Community Outreach Coordinator Kellie Burnam who said she came before Council a week ago for the first reading of this ordinance and nothing has changed, so she is back here tonight requesting the final reading. Council approved this on first reading at their meeting of March 22, 2016. Staff recommends final approval. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Mayor Pro-Tem Edwards to approve Ordinance No. 16-T-05, final reading. The vote was unanimous with Mayor Pro-Tem Edwards, Councilmembers Fowler, Azzoz, John and Thompson voting for and no one voting no. Motion passed. 04-05-2016 Minutes Page - 10 - 3. Resolution No. 16-R-25– Consideration and/or action approving a Resolution authorizing EMS Mobil Integrated Healthcare to participate in the STRAC MIH NAIP Grant project in coordination with University Hospital and Community First Health Plans. (D. Wait/J. Mabbitt/K. Burnam) The following was read into record: RESOLUTION NO. 16-R-25 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING EMS MOBILE INTEGRATED HEALTHCARE TO PARTICIPATE IN THE STRAC MIH NAIP GRANT PROJECT IN COORDINATION WITH UNIVERSITY HOSPITAL AND COMMUNITY FIRST HEALTH PLANS AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized EMS Public Education Community Outreach Coordinator Kellie Burnam who said this is in relationship to the Ordinance No. 16-T-05 which was just passed and that this contract is currently in the hands of the University Hospital’s legal department, so it is going to take a little while before it is ready. Tonight they are asking for council to grant permission for City Manager John Kessel to sign that agreement when it comes through. Mayor Carpenter recognized Mayor Pro-Tem Edwards who moved, seconded by Councilmember Thompson to approve Resolution No. 16-R-25 and update Council if there are any revisions. The vote was unanimous with Mayor Pro-Tem Edwards, Councilmembers Fowler, Azzoz, John and Thompson voting for and no one voting no. Motion passed. 4. Resolution No. 16-R-30 – Consideration and/or action approving a Resolution authorizing a revised contract with the Aquatic Renovation and Service Company for replacement of the Pickrell Park Pool Liners in the large and baby pools. (B. James/C. VanZandt) The following was read into record: RESOLUTION NO. 16-R-30 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING A CONTRACT WITH THE AQUATIC RENOVATION AND SERVICE COMPANY FOR REPLACEMENT OF THE PICKRELL PARK POOL LINERS IN THE LARGE AND BABY POOLS AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized Parks and Recreation Director Chuck VanZandt who stated on March 22, 2016, Council approved Resolution No. 16-R-29 to address the scope of work outlined in the original contract for pool liner replacement at the large pool at Pickrell Park. On March 30, 2016, the vendor who was awarded the original contract approached staff and offered to replace the liner in the baby pool as a revision of the original pool liner contract. The revised scope of work (outlined in the revised contract) now involves the installation of a new, adhered PVC pool liner system in both the large pool and baby pool. The additional cost to replace the baby pool liner as part of this project is $2,786.00. 04-05-2016 Minutes Page - 11 - Replacement of both the large pool and baby pool liners at Pickrell Park provides for the savings offered by economies of scale while addressing the need to replace pool liners that are thirteen (13) years old. The fiscal impact of the revising the scope of this project is an additional $2,786.00, bringing the total project cost to $71,079.50. The additi onal $2,786.00 will be paid out of the contingency fund. Staff recommends approval. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Mayor Pro-Tem Edwards to approve Resolution No. 16-R-30. The vote was unanimous with Mayor Pro-Tem Edwards, Councilmembers Fowler, Azzoz, John and Thompson voting for and no one voting no. Motion passed. 5. Resolution No. 16-R-31– Consideration and/or action approving a Resolution appointing members to the Alamo Area Council of Governments Criminal Justice Advisory Committee. (D. Wait/M. Hansen/J. Correu) The following was read into record: RESOLUTION NO. 16-R-31 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS APPOINTING MEMBERS TO THE ALAMO AREA COUNCIL OF GOVERNMENTS CRIMINAL JUSTICE ADVISORY COMMITTEE AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized Executive Director Dudley who stated the Alamo Area Council of Governments (AACOG) was established in 1967 under Chapter 391 of the Local Government Code as a voluntary association of local governments and organizations that serves its members through planning, information, and coordination activities. AACOG serves the Alamo Area/State Planning Region 18, which covers 13 counties and 12,582 square miles. Counties comprising the area planning region are Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson counties. AACOG’s mission is to enhance the quality of life of all residents of the Alamo Region in partnership with elected and appointed officials, funders, community partners and beneficiaries. AACOG has several standing and advisory committees and one of the committees is their Criminal Justice Advisory Committee (CJAC). CJAC advises the Board of Directors on all program and policy matters pertaining to the criminal justice area and serves as a focal point for leadership, guidance, coordination, development, and implementation of AACOG planning programs and activities in the criminal justice area. The City has an opportunity to place a member onto CJAC as a voting member giving us a voice in how these funding and policy decisions are made going forward. Staff recommends Council appoint Police Lieutenant John Correu as the City’s representative to serve on CJAC and Police Lieutenant Manny Casas as the alternate. Mayor Carpenter recognized Councilmember Fowler who moved, seconded by Councilmember Azzoz to approve Resolution No. 16-R-31. The vote was unanimous with 04-05-2016 Minutes Page - 12 - Mayor Pro-Tem Edwards, Councilmembers Fowler, Azzoz, John and Thompson voting for and no one voting no. Motion passed. Roll Call Vote Confirmation Mayor Carpenter recognized Deputy City Secretary Donna Schmoekel who provided the roll call votes for agenda items 1-5. Requests and Announcements 6. Announcements by City Manager  Citizen Kudos  Recognition of City employee actions  New Departmental initiatives No further announcements were provided. 7. Future Agenda Item Request for City Council: This is an opportunity for City Council members to request that items be placed on a future agenda. No discussion of the merits of the item may be taken at this time. Should a Council Member oppose placement of the requested item on a future agenda, the Mayor, without allowing discussion, shall ask for the consensus of the other City Council members to place or not place the item on a future agenda. Mayor Carpenter recognized Councilmember Fowler who spoke once again about the upcoming Aviation Heights Clean-up Day (Love Where You Live Project). He is concerned about getting a truck to haul the trash away from the residents and what the volunteers create. He wants to ask the City to give him some alternative ways of how to retrieve this trash. He asked if this could be a discussion item at the next council meeting. City Manager John Kessel stated this was not a city council discussion item from a policy perspective but rather it is more of an operational issue. He recommended Councilmember Fowler speak with staff on how to handle this as well as the churches who could recruit some of their members to assist. City Attorney Charles Zech reminded Council this was not an agenda item for discussion tonight. Councilmember Fowler restated that his original question was simply does this need to be an agenda item for our next meeting. Mr. Zech replied that he heard Mr. Kessel state that this was more of an operational issue and he could speak with him about it later. Mayor Carpenter recognized Councilmember Azzoz who wanted to suggest that maybe Councilmember Fowler could call Bexar Waste to see if they could help out with the Aviation Heights Clean Up Project. Adjournment Mayor Carpenter adjourned the meeting at 8:23 p.m. 04-05-2016 Minutes Page - 13 - ________________________________ Michael Carpenter, Mayor ATTEST: __________________________________ Donna Schmoekel, Deputy City Secretary Agenda No. 3 CITY COUNCIL MEMORANDUM City Council Meeting: April 12, 2016 Department: City Secretary Subject: Boards, Commissions and Committee Member Resignations and Appointments BACKGROUND The City Secretary’s office has received a resignation from Mr. Jeff Sanna, Parks and Recreation Advisory Board. As a result of the vacancy a regular position is now vacant. Information was vetted to the Interview Committee to move Mr. John Sullivan from Alternate one to the now vacant regular position. We also received a resignation from Mr. William Dandy, Historical Preservation Committee. FISCAL IMPACT None RECOMMENDATION Staff recommends ratifying the resignations of Jeff Sanna and William Dandy. Staff also recommends moving Alternate Member John Sullivan to a Regular member of the Parks and Recreation Advisory Board. ATTACHMENTS Resignations: Jeff Sanna & William Dandy Agenda No. 4 CITY COUNCIL MEMORANDUM City Council Meeting: April 12, 2016 Department: Engineering Subject: Ordinance No. 16-D-06- Providing that the Code of Ordinances for the City of Schertz be amended by revising section 86-41 Stop intersections-designated. First Reading. BACKGROUND The Traffic Safety Advisory Commission (TSAC) received a request from representatives of the Kramer Farm Home Owners’ Association (HOA) in January to investigate possible traffic calming measures within the Kramer Farm Subdivision. Staff (including Public Works, Engineering, and the Police Department) investigated, conducted a vehicle volume and speed study and is continuing to monitor traffic in the Kramer Farm Subdivision. Given the variety of issues, staff recommended a one-step-at-a-time approach to addressing identified issues in the subdivision. One particularly troublesome spot is the intersection of Tractor Pass and Planters Pass. This intersection experiences congestion during peak periods and has been observed to cause confusion due to its unusual layout and stop sign placement. (Note the wye shape of the intersection on the attached exhibit.) There is an existing stop on the north-bound leg of Tractor Pass. It is recommended that a second stop sign be installed at the intersection on Planters Pass. The TSAC voted unanimously to recommend approval of the addition of this stop sign at the March 3, 2016 meeting. Goal To ensure that stop signs on City-owned streets are up-to-date and are appropriately placed in particular areas to provide for safe and efficient travel for citizens and visitors. Community Benefit To provide for safe and efficient travel on City-owned streets for citizens and visitors as well as safe neighborhoods for residents. Summary of Recommended Action Approval is recommended to allow for placement of the stop sign and enforcement. City Council Memorandum Page 2 FISCAL IMPACT The cost to install the stop sign is $188 and will be paid out of FY 2015-16 approved budget, account number 101-359-551600, Street Maintenance. RECOMMENDATION Staff recommends approval of Ordinance 16-D-06 on the first reading. ATTACHMENTS Ordinance 16-D-06 Exhibit - Intersection of Tractor Pass and Planters Pass ORDINANCE NO. 16-D-06 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS PROVIDING THAT THE CODE OF ORDINANCES OF THE CITY OF SCHERTZ, TEXAS, BE AMENDED BY REVISING SECTION 86-41, STOP INTERSECTIONS-DESIGNATED; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, it has been established that the intersection of Planters Pass with Tractor Pass is a three- way intersection with a single stop for north-bound traffic on Tractor Pass. WHEREAS, it is recommended to designate a stop for west-bound traffic on Planters Pass. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS: Section 1. THAT, Section 86-41, Stop Intersections-Designated, of the Code of Ordinances, on roadways maintained by the City of Schertz, Texas, be amended with the addition as follows: (c) Two-way stops: Through Street Cross or Stop Street Tractor Pass (south-bound) Tractor Pass (north-bound) and Planters Pass 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 Ordinance for all purposes and are adopted as a part of the judgment and findings of the Council. Section 3 All ordinances and codes, or parts thereof, which are in conflict or inconsistent with any provision of this Ordinance are hereby repealed to the extent of such conflict, and the provisions of this Ordinance shall be and remain controlling as to the matters resolved herein. Section 4 This Ordinance 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 Ordinance or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Ordinance and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City hereby declares that this Ordinance would have been enacted without such invalid provision. Section 6 It is officially found, determined, and declared that the meeting at which this Ordinance 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 Ordinance, was given, all as required by Chapter 551, as amended, Texas Government Code. Section 7 This Ordinance shall be effective upon the date of final adoption hereof and any publication required by law. PASSED ON FIRST READING, the 12th day of April, 2016. PASSED, APPROVED AND ADOPTED the _____ day of April, 2016. ___________________________________ Michael R. Carpenter, Mayor ATTEST: ______________________________ Brenda Dennis, City Secretary (CITY SEAL) Kramer Farm - Planters Pass Stop Sign ± 200 0 200100 Feet KRAMER FARM SUBDIVISION P la n t e r s P a s s T r a ct o r P a s s Tractor Pass Tractor P a s s ExistingStop Pro po sedStop ExistingStop Pro po sedStop P la n te r s P a s s Agenda No. 5 CITY COUNCIL MEMORANDUM City Council Meeting: April 12, 2016 Department: Emergency Management Subject: Resolution No. 16-R-32 – A Resolution by the City Council of the City of Schertz, Texas authorizing entering into an agreement with Bexar Metro 911 for the use of a Regional Emergency Alert Network. BACKGROUND Frequently during times of emergency, it is necessary to notify citizens who are or potentially are at risk. One of the most efficient mechanisms for doing this is the use of an Emergency Alert Network (aka Reverse 911). Our 911 provider has had such a tool in place for over two decades and the City has utilized it on several occasions to either warn citizens of impending danger or to ask them to assist authorities during an emergency such as a lost child. Additionally, the City has also utilized another tool, Amatra, that is a web-based tool that can not only be used to notify our citizens of emergencies but also to notify them of other City related issues such as water outages and street closures. This Amatra system can also be used to recall or notify staff during times of emergency such as recalling public safety personnel during a disaster or calling non-essential employees telling them to remain at home during an ice storm. The City has struggled utilizing Amatra to its fullest potential because of privacy issues that require our citizens to consent to having their contact information placed in the Amatra system. Additionally, the Amatra program does not have an efficient mechanism of allowing our citizens to “self-enroll” thereby leading to staff having to be the point of contact. Now, in an effort to utilize the latest technology, Bexar Metro 911 has implemented a new Regional Emergency Alert Network (REAN) that not only is a very efficient “Reverse 911” but will also have the functions like Amatra that will allow the City to use it for contacting city employees as well as assisting our citizens in self-enrolling their non-land line phones. Additionally, this new REAN will allow authorized City staff to initiate the “Reverse 911” without having to go through Bexar Metro 911 thereby leading to faster and more efficient notifications. Community Benefit During times of emergency, having an efficient means of communicating with our citizens is a necessity. The new REAN system not only allows the City to self-initiate (once trained) contact with our citizens, but it also allows our citizens to enroll all of their contact information. The 911 system is built to so the number and location of phone calls. Traditionally, in a Reverse 911 situation, the phone calls are only to land line phones as cellular phones, by their very nature, are not kept in any type of directory or registered by physical location. With this new REAN system, we can begin encouraging our citizens to utilize www.ready.schertz.com or www.alertsa.com to self-enroll their cell phones and other contact methods. Once they complete this, they will automatically be uploaded into the REAN system as a Schertz resident and will get any notifications the City distributes. Once we subscribe to the system and our staff is trained, we will be able to utilize this system at anytime without having to go through Bexar Metro 911. Lastly, this new REAN will interface with the FEMA IPAWs system. This is the system that will send emergency messages to all cellular phones based upon their geographic location. In other words, if we needed to evacuate a sub-division due to a hazardous materials incident, the IPAWS system would notify every cellular phone in that subdivision, regardless of if they were registered in the REAN or the address of the phone’s owner. This new system is a tremendous increase in technology and capability and will improve the City’s ability to interact, warn and inform our citizens during times of emergency and disaster. Summary of Recommended Action Staff recommends Council approve the resolution authorizing the City Manager to sign the agreement with Bexar Metro 911 for the use of the new REAN system. FISCAL IMPACT The fiscal impact of this new system will actually be an annual savings of $10,750. $5,375 of this was from the Water Fund and $5,375 from the IT budget. Additionally, this savings will be realized this fiscal year as the new annual fees are paid in June. RECOMMENDATION Staff recommends Council approval of Resolution 16-R-32. ATTACHMENTS Resolution 16-R-32 Exhibit A: Bexar Metro 911 REAN Mutual Aid Agreement RESOLUTION NO. 16-R-32 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE CITY MANAGER TO SIGN A CONTRACT FOR MUTUAL AID BETWEEN THE CITY OF SCHERTZ AND BEXAR METRO 911 FOR ACCESS AND OPERATION OF THE REGIONAL EMERGENCY ALERT NETWORK; AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, the City of Schertz has the need for timely notification and communication with its citizens during times of emergency; and WHEREAS, the number of cellular telephones continue to grow and exceed the number of land line telephones making contact with our citizens more difficult; and WHEREAS, technologic advancements in the Regional Emergency Alert Network (REAN) as supplied by the Bexar Metro 911 Network District will make enrolling citizens, contacting citizens cell phones and emergency communication with our citizens faster and more efficient; and WHEREAS, the REAN has the ability to contact all cellular and landline phones within a geographic boundary regardless of their enrollment status in the REAN; NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Manager is hereby authorized to enter into an agreement with Bexar Metro 911 for access and operation of the Regional Emergency Alert Network as set forth in Attachment 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 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. - 2 - 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. PASSED AND ADOPTED, this 12th day of April 2016. CITY OF SCHERTZ, TEXAS Michael R. Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary (CITY SEAL) 1 REGIONAL EMERGENCY ALERT NETWORK MUTUAL AID AGREEMENT This Regional Emergency Alert Network (REAN) Mutual Aid and Use Agreement (“Agreement”) is entered into by and between the Bexar Metro 9 -1-1 Network District (“Bexar Metro”), a special purpose Emergency Communication District operating under Texas Health and Safety Code, Chapter 772; and City of Schertz (or “participating jurisdiction“) (collectively, the “Parties”). The purpose of this Agreement is to supersede, amend, restate, update or establish the terms of use of Bexar Metro’s REAN, which currently consists of (1) an emergency notification platform and the supporting 9-1-1 database confidential information; (2) as applicable, the addition of using the Self Registration Portal (SRP); (3) integration with the Federal Emergency Management Agency’s (FEMA) Integrated Public Alert and Warning System (IPAWS) infrastructure; and (4) used in combination with Bexar Metro’s tri-county, seamless digital map and Internet Web Site or the other applicable system . This REAN Mutual Aid Agreement supersedes any previous Emergency Notification System agreement between the parties. RECITALS WHEREAS, the Parties recognize that citizens living within their area of responsibility could lose their lives or property or be seriously injured as a consequence of natural or man-made disasters or other civil emergencies; and WHEREAS, the Parties further recognize that an emergency notification system can be an important tool when disseminating time-critical information that could potentially reduce the consequences of such emergencies; and WHEREAS, participating jurisdiction wants to use Bexar Metro’s notification platform or the supporting 9-1-1 database confidential information, and/or the SRP, as applicable, to augment and enhance the benefits of existing mutual aid agreements and any inter-jurisdictional or local emergency management plans; and WHEREAS, the Parties recognize REAN contains or uses 9-1-1 database information that is confidential by law and not available for public inspection, pursuant to Texas Health and Safety Code Ann. Section 771.061(a), and may be used solely for purposes of delivering or assisting in the delivery of emergency services or emergency notification services, pursuant to 47 United States Code Section 222(g), and for areas served by a regional planning commission in accordance with 1 Tex. Admin. Code 251.13; and WHEREAS, the participating jurisdiction recognizes management and data maintenance responsibility of the citizen SRP database, which supplements the 9-1-1 database, rests solely with the participating jurisdiction; and WHEREAS, IPAWS allows Federal, State, tribal and territorial authorities to alert the public of serious emergencies through integration into the nation’s alert and warning platforms, such as Emergency Alert System (EAS), Wireless Emergency Alerts (WEA), and the National Oceanic and Atmospheric Administration (NOAA) Weather Radio. 2 WHEREAS, the participating jurisdiction understands Bexar Metro will limit access to IPAWS pending jurisdiction completion of all FEMA mandated training and credentialing requirements and that thereafter IPAWS shall be used under the terms and conditions required by applicable laws or regulations; and WHEREAS, the participating jurisdiction agrees that REAN is reserved for use in life- threatening emergencies that require expeditious notification or alerting of affected citizens in a minimum amount of elapsed time consistent with applicable laws or regulations; and WHEREAS, the Parties recognize and agree that formalizing policy and procedures and having Standard Operating Procedures will enhance its emergency operations procedures and result in the most efficient utilization of REAN, and therefore enhance notifying citizens of the proper actions critical to minimizing the potential loss of life and property; and WHEREAS, the Parties are authorized to enter into this Agreement pursuant to Chapter 418, Texas Government Code, being the Texas Disaster Act of 1975 and/or Chapter 791 of the Texas Government Code, being the Texas Interlocal Cooperation Act; and WHEREAS, the Parties understand and agree that REAN is simply one tool with the potential to enhance existing methods and procedures for use during emergency situations. NOW, THEREFORE, in consideration of the mutual covenants and agreement stated herein, the Parties agree as follows: TERMS 1. DEFINITIONS. For the purpose of this Agreement, the terms listed below have the following meanings: a. “Civil Emergency” means an unforeseen combination of circumstances or the resulting consequences thereof within the geographic limits of a given jurisdiction that calls for immediate action or for which there is an urgent need for assistance or relief to protect the general citizenry. b. “Disaster” means the occurrence or imminent threat of widespread or severe damage, injury, or loss of life or property resulting from any natural or man-made cause, including, but not limited to, fire, flood, earthquake, wind, storm, oil spill or other water contamination, epidemic, air contamination, blight, drought, infestation, explosion, riot, hosti le military or paramilitary action, energy emergency, terrorism, and other public calamity requiring emergency action. c. “Regional Emergency Alert Network” (“REAN”) currently refers to Bexar Metro’s (1) emergency notification platform and the supporting 9-1-1 database confidential information; (2) as applicable, the addition of using the SRP; (3) integration with the FEMA IPAWS infrastructure, and (4) used in combination with Bexar Metro’s tri-county, seamless digital map and Internet Web Site or the other applicable system. 3 d. “Public Agency” means the state, a municipality, a county, an emergency communication district, a regional planning commission, or any other political subdivision or district in this state. e. “Public Safety Agency” means the division of a public agency that provides, participates in the provision of, or has authority to provide fire -fighting, law enforcement, ambulance, medical, 9-1-1, or other emergency services. f. “Public Safety Answering Point” (“PSAP”) is t he emergency communication center that is the first point in a public safety agency that receives a 9-1-1 call and that is assigned the responsibility of receiving and responding to, as appropriate, a citizen’s request for emergency assistance through the 9-1-1 telephony system, and for facilitating, conducting, or managing other emergency law enforcement, fire, and emergency medical services activities. g. ”IPAWS” allows Federal, State, tribal and territorial authorities to alert the public of serious emergencies through integration into the nation’s alert and warning platforms, such as EAS, WEA, and the NOAA Weather Radio. 2. STANDARD OPERATING PROCEDURE (SOP). The senior official at each jurisdiction is responsible for developing and maintaining appropriate SOP that directs the use of and the protection of the critical and confidential components of the REAN and its SRP. Each jurisdiction will appoint a senior government official who determines the appropriate use of REAN and has the authority to direct and execute a REAN scenario. To ensure maximum and efficient use of REAN, each jurisdiction agrees to coordinate their SOP with Bexar Metro and the other participating jurisdictions and, to the maximum extent possible, develop operational plans that prevent conflict among and between users. 4. SECURITY AND CONFIDENTIALITY. Because of the confidentiality of the 9-1-1 database that supports the REAN, the SRP supporting data and the potential for abusing REAN, the Parties agree to limit access to REAN through the use of personal identification and access authorization code words; the absolute minimum number of people will have access to these code words. The Parties agree to keep the 9-1-1 database information confidential and to use the information solely for purposes of delivering or assisting in the delivery of emergency services or emergency notification services. The information will not be made available for public inspection. The Parties understand and have been advised that , pursuant to Texas Government Code Section 552.352 (the Texas Public Information Act), it is a misdemeanor offense and constitutes official misconduct to make public or distribute information that is confidential by law. Until such time as ruled otherwise by the Texas Attorney General or a court of competent jurisdiction, to the extent permissible by law and consistent with the Texas Public Information Act, SRP data should be treated in the same confidential manner as the 9 - 1-1 database confidential information. Nothing in this Agreement is intended to establish any exceptions to public information that are not authorized by the Texas Public Information Act. 5. REAN ACTIVATION. The responsible government official representing the participating jurisdiction may direct REAN activation in the event of: (a) a declaration of a local disaster; (b) the declaration of a civil emergency by the presiding officer of the governing body of a Party; or (c) a local public safety event in which the near-simultaneous notification of a large number of citizens has the greatest opportunity of preventing the loss of life or property. 4 6. TERM AND TERMINATION. This Agreement shall be for a term of one (1) year commencing upon the date the last of the Parties executes the Agreement. This Agreement shall automatically renew each year for an additional period of one (1) year. A party to this Agreement may terminate its participation in the Agreement by providing the remaining Parties with a minimum of ninety (90) days written notice prior to the termination date. 7. ASSIGNMENTS. The Parties may not assign their rights, privileges and obligations under this Agreement, in whole or in part, without the prior written consent of the remaining Parties. 8. AMENDMENTS. This Agreement may be amended only by the mutual written consent of the Parties. 9. OTHER MUTUAL AID AGREEMENTS. It is understood and agreed that certain signatory Parties may have heretofore contracted or may hereafter contract with each other for mutual aid in civil emergency or disaster situations and that those other agreements shall be unaffected by this Agreement, except as may be expressly provided herein or by amendment or law. This Agreement shall not prevent any of the Parties from individually or jointly providing mutual aid assistance or entering into other mutual aid agreements, and this Agreement shall not prevent any of the Parties from providing emergency assist ance to another local government which is not a party hereto, or providing any other mutual aid or emergency assistance as provided for by law. 10. THIRD PARTIES. This Agreement is not intended to create, nor shall it be deemed or construed to create, any rights in third parties. 11. NO WARRANTY AS TO USE OR OPERATION OF THE REAN AND NO WAIVER OF IMMUNITY. The Parties agree that Bexar Metro makes no warranties and assumes no responsibility or liability for the use or operation of REAN or the supporting 9-1-1 database confidential information; that each Party waives all claims against the other Parties for use or operation of REAN or supporting 9-1-1 database confidential information except those caused in whole or in part by the negligence of an office r, employee, or agent of another party; and that none of the Parties waives or relinquishes any immunity or defense on behalf of itself, its officers, employees, and agents as a result of the execution of this Agreement, the use or operation of REAN or supporting 9-1-1 database confidential information, or performance under this Agreement. 12. IPAWS Mandated Training, Credentialing, and Use. The participating jurisdiction agrees that prior to accessing IPAWS, the participating jurisdiction agrees to complete all FEMA mandated training and credentialing requirements and that thereafter IPAWS shall be used under the terms and conditions required by applicable laws or regulations. 13. GOVERNING LAW AND VENUE. The laws of the State of Texas shall govern this Agreement. Venue for an action arising under this Agreement shall be in Bexar County, Texas. EXECUTED by the Parties hereto, each respective entity acting by and through its duly authorized official as required by law, on multiple counterparts eac h of which shall be deemed to be an original, on the date specified on the multiple counterpart executed by such entity. 5 BEXAR METRO 9-1-1 NETWORK City of Schertz ____________________ ____________________ W. H. Buchholtz John Kessel Chief Executive Officer City Manager Date: _______________ Date: _________________