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06-15-2016 MinutesMINUTES REGULAR MEETING June 15, 2016 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on June 15, 2016, at 3:00 p.m., at the Schertz Public Library meeting Room 2 located at 798 Schertz Parkway, Schertz, Texas. The following members present to -wit: Chair Richard Dziewit Board Member Shonale Burke Board Member Tim Brown Members absent: Vice -Chair Barbara Hall Staff Present: Executive Director Brian James Executive Director Kyle Kinateder City Secretary Brenda Dennis Guests Present: Wayne Pruski, Robert Brockman Call to Order Board Member Fae Simmons Board Member Michael Dahle Board Member David Reynolds City Manager John Kessel Executive Director Dudley Wait Assistant to the City Manager Sarah Gonzalez Chair Richard Dziewit called the meeting to order at 3:01 p.m., those present introduced themselves. Reports/Updates Boards, Committees, Commission reports /updates. Chair Dziewit recognized Board Member Reynolds who provided a handout that explains what the Board of Adjustments (BOA) does. He thanked Director of Planning and Community Development Lesa Wood who prepared the handout. Board Member Reynolds stated that they meet when required. He stated that basically when a citizen goes to the city for a permit and they do not receive it due to a current code, they will come to the board and ask them for a variance. Board Member Reynolds stated that the city prepares a packet of information for the board members prior to the meeting. The board then makes a decision, based on the information presented, for approval or denial of a variance. Chair Dziewit recognized Board Member Brown who stated that they did not have a meeting, and therefore he did not have any updates. He stated that they do have a meeting scheduled for next week. Chair Dziewit recognized Board Member Dahle who stated they had their meeting last week and there was only one item on the agenda which was a rezoning case for a tax financing housing complex. Due to the opposition, the candidate requested a deferment until their next meeting. Many citizens attended the meeting and they anticipate another large crowd at their next one as well. 06 -15 -2016 Minutes Page - t - Chair Dziewit recognized Board Member Simmons who stated at their last meeting Executive Director Brian James provided them with the Strategic Plan. The board requested more time to review the document and come back with questions as it relates to where the board is going and how to utilize the document. Chair Dziewit who spoke regarding the Transportation Advisory Commission stated at their last meeting they talked about parking issues at mail box kiosks and the possibility of installing no parking signs in front of other mail box kiosks. He stated they also spoke about some other stop sign issues within the city. Executive Director Brian James also provided a presentation regarding the adopted City of Schertz Strategic Plan. Chair Dziewit stated that one of the things now is getting the citizens /members to understand exactly what it is and what it is about; he is hopeful that at their next meeting they will be able to get some responses back from the various groups. 2. City Manager report/updates. Chair Dziewit recognized City Manager John Kessel who stated that the main foundation of the aquatic facility has been poured, they are able to start going vertical and progress is being made now that the rain has stopped. Mr. Kessel also stated that they had drained the other city pool to have the liners replaced but it was also delayed due to the rain. Executive Director Brian James reported that there were some issues with the replacement of the liner. The issues have been fixed now and in September they will be fixing the bubbles in the liner. Mr. Kessel reported that they are finalizing negotiations with the architect firm for the new fire station and hope to be bringing that information to Council soon. Mr. Kessel stated that we are in the middle of budget season and staff is preparing the base budget. It is a tight year as we go about doing the things we planned in the five year budget; things like opening the aquatic center, hiring staff for Fire Station No. 3, class and compensation study, market salary and a number of other items that are embedded in our five year program. This is the plan the city has been working on since 2013. The good news is when we open the aquatic center we will have the money to do that and not have to raise taxes, and the same thing with the Fire Station. We are scheduling a Council budget retreat for July 29, 2016, at the Fair Field Inn & Suites in Schertz. Mr. Kessel stated that at the upcoming CCAB meeting in July and prior to the council retreat, he will be bringing a presentation on the budget on infrastructure to this group so that feedback can then be brought back to them. After Council has viewed the material he will be bringing back that information to the CCAB members as well. 3. Report and update from Wayne Pruski, Executive Director of Facilities Planning & Development, with the Schertz- Cibolo- Universal City Independent School District. Chair Dziewit recognized Executive Director of Facilities Planning & Development, Wayne Pruski who provided the following information: The Community Advisory Committee has been working on (for the last few months) an update and coming proposal to their school board about a future bond proposition — see information attached to the minutes of the detail of the proposed bond. They do this using the 06 -15 -2016 Minutes Page - 2 - Why; why is this happening that they are going for a bond — quick answer is they are a growing community and district with 600 new students every year. They graduate about 450/500 and take in a plus 600 (see attached summary page). Information regarding the demographics: In the past 4 years there have been approximately 3500 new closings in the district. In the past year approximately 900 new starts of new homes and approximately 800 closings. Some top subdivisions include Kensington Ranch, by Paschal, Turning Stone off FM 1103 in Cibolo, Riata Terrace off of IH — 35, Willow Grove on the south end and MacArthur Park to their far west. Thirty percent (30 %) of all new homes occupied in the last 12 months in the district are in the new Cibolo Valley Elementary School District Zone, 39% are in the Schertz Paschal and Rose Garden zones. He stated that most of this information can be found on their website, under the "About Us" tab. Mr. Pruski stated that there are two numbers the district looks at: (1) the projected new homes; (2) projected student growth. Both are rising for this area. He stated that if you look across from the Library, the District is putting in a new fire road and access for the portables that are going in at Clemens High School. More will be coming if the proposed bonds are passed. Mr. Pruski went over their 10 year Facility Projection with demographic information (see attached to these minutes). Mr. Pruski also went over the draft proposed SCUCISD 2016 Bond project with highlights and projected timelines. (Attached to these minutes). Last note, Mr. Pruski stated that in this bond proposal they did not have monies going toward future purchases of land for future growth. Mr. Pruski stated that in the next bond they will have to address future land purchases. Mr. Pruski addressed questions from the group. Discussion and /or Action Items 4. Minutes. Consideration and /or action regarding the approval of the minutes of the regular meeting of May 18, 2016. Chair Dziewit recognized Board Member Brown who moved, seconded by Board Member Dahle to approve the May 18, 2016 minutes. The vote was 6 -0 -0. Motion passed. Member Burke arrived at 3:56 p.m. 5. 2016 City of Schertz Strategic Plan Presentations — Discussion regarding presentations of the 2016 City of Schertz Strategic Plan: Parks & Recreation Advisory Board. (C. VanZandt/F. Simmons) Chair Dziewit recognized Parks and Recreation Director Chuck VanZandt and Board Member Simmons who provided the following information: The Parks and Recreation Advisory Board Mission Statement: "To provide a forum to communicate between the citizens and City officials in the stewardship and conservation of Schertz's natural and recreational resources, while promoting the well -being of the community and improvement of the quality of life for 06 -15 -2016 Minutes Page - 3 - all residents." The Parks and Recreation Advisory Board Vision Statement: "We strive to comply with our mission statement by creating an outstanding environment for both the customer and the employee. The use of teamwork is what makes the Parks and Recreation Advisory Board and the Parks and Recreation Department one of the best around. This teamwork allows the Board to advise City Council and the Parks and Recreation Department in planning, development, maintenance, and usage of park and recreational facilities and programs." The above - mentioned Mission and Vision statements support the goals of the Department as follows: • Provide a diverse blend of parks, recreation, and open -space areas to accommodate the current and future needs of Schertz's residents. • Encourage the conservation of natural resources through acquisition of parks and recreation areas, preservation of open space, and environmentally sensitive planning. • Encourage and promote a variety of recreational opportunities including cultural activities, community activities and special events to enhance recreation and education opportunities for residents and tourists. The Parks and Recreation Advisory Board subsequently utilize various tools to assist the Department in the pursuit of the above - mentioned goals as follows: • Tour the parks annually. • Periodically review and recommend changes to be made to the Departmental Standard Operating Procedures. • Assist with the creation of the Parks and Recreation Department Master Plan. • Utilize the Master Plan as the guide for the direction that the Department will take over the next five (5) years by following the public's lead in setting the priorities for the Department. • Periodically review the Public Facility License Agreements with the Buffalo Valley Youth Association and the Schertz Youth Soccer Alliance to ensure that they remain fair, equitable, and relevant to the current programs offered by each body. Any necessary changes to these documents can then be offered to Council for consideration and approval. • Work with the Parks and Recreation Department, through its interaction with the Planning and Community Development Department to recommend policy changes to the Unified Development Code of the City of Schertz with particular attention to those sections dealing with Landscaping, Tree Mitigation, and Park Land Dedication. • Work with the other members of the Committee of Committees Advisory Board to increase internal communication and take advantage of the shared, constructive, and creative ideas that result from that communication. Where is the Parks and Recreation Department now? 06 -15 -2016 Minutes Page - 4 - • The Department initiated the "Movies in the Park" series on December 18, 2015, at the Pickrell Park main pavilion with the showing of "Polar Express ". The series of movies will occur four (4) times /year utilizing various parks facilities within the City. The series is free to the public and each movie will have a different theme base. • The Department initiated the "Concerts in the Park" series on May 21, 2016, at Pickrell Park with an event called "Bugs and Beatles in the Park ". This series of concerts will occur four (4) times /year and is free to the public. Each concert will have a different theme base. • "Movies in the Park" and "Concerts in the Park" are part of the Department's initiative to offer "Grass Roots Recreation" to the public. These events are meant to stand alone in a non - compete status with the City's annual events that include Blues and Jazz in the Park, Jubilee, Schertz Fest, and Festival of Angles. • A selection for the position of Assistant Director for the Parks Department has been made. In- processing for our new employee is scheduled for June 13, 2016. The new Assistant Director will help the Department move toward more in -house recreational programming and creative expansion of that capability. • The Parks Department has 26 park facilities and maintains a total of 394.05 acres. • The Parks Department has a total of eight (8) full -time and two (2) seasonal employees as follows: Director (1) Assistant Director (1) Senior Administrative Assistant (1) Parks Foreman (1) Park Worker I (4) Seasonal Park Worker I (2) Lastly, members discussed the possibility of having this group take a tour of all the parks. If not, then the members were encouraged to tour them on their own. ® Library Advisory Board (M. Uhlhorn/S. Burke) Chair Dziewit recognized Library Director Melissa Uhlhorn and Board Member Burke who provided the following information: The Schertz Public Library Advisory Board (LAB) was established in 1978 by Resolution 78 -R -1 to provide citizen input on the general operation of the Library and the services it provides. In the 38 years since its establishment, the LAB has steadfastly supported the library financially through various fundraising activities, provided countless hours of volunteer support and labor in the operation of the Library, advocated for libraries and library services, and offered guidance in the establishment of Library policies. Board members and their families have even rolled up their sleeves and actually constructed and remodeled earlier incarnations of the Library facility! 06 -15 -2016 Minutes Page - 5 - The LAB is an advisory board, not a governing board. Today's 14 LAB members are appointed by City Council and serve 2 -year terms. They meet monthly at the Library to discuss Library business, offer citizen input and relay observations and suggestions from customers. The LAB also oversees the operation of The Read Before Book Store, a used book store located inside the Library and wholly operated by volunteers. All materials in the book store are donations from the community or library discards. Proceeds from the store are used to fund library programming and special projects. Current LAB Focus Today, the organization's chief concerns are library promotion/engagement /advocacy, and running the book store to raise money for things the Library's budget has a tough time covering. LAB members participated in SWOT analysis exercises conducted by the Library in the fall of 2015 and helped identify the Library's strengths as well as areas for improvement. These observations along with the feedback received through the Library's newly initiated feedback systems are helping to shape the library's goals and plans for the future. For those interested in learning more about the Library's first - ever customer satisfaction survey, the January 2016 issue of Schertz Magazine has a summary of the findings. All LAB members volunteer time in the book store, with some volunteering as many as 12 hours or more per week. The store incurs almost no cost because all labor is from volunteers and all materials sold are donated. The store generates about $20,000 per year. Roughly half of that is used to fund programs for the library, while the other half is used to purchase library materials. Interesting Things the LAB Wants You to Know about the Library Library visitors: 1.7 million visitors since the new building opened in August 2009; average number of visitors is 253,000 per year or close to 700 people per day; the slowest day we've had since moving into the building was 217 visits on Christmas Eve 2014! Library check -outs: 2.67 million items since August 2009; average number of check- outs is 344,000 items per year. The Library's service population is much larger than just the City's population. It's officially assigned service population is close to 96,000 people. This number is assigned by the Texas State Library and is based on the governmental entities that provide funding to us. Currently, Guadalupe County, the City of Cibolo and the City of Selma all provide funding and receive library services for their residents in return. Based on a sampling in a 6 -month period, staff will have answered more than 151,000 questions posed by customers by the end of this fiscal year (both directional /informational questions and reference questions). Between October 2015 and May 2016, the Library has provided 376 programs attended by 9,705 people. 06 -15 -2016 Minutes Page - 6 - The Library provides much more than books. Library users have access to magazines, audiobooks, movies /TV shows, music, computers, and Wi -Fi. The Library provides access to more than 9,000 e- books, e- audiobooks, and e- magazines as well as 69 educational, recreational and business databases. One of the database services includes live online tutoring and writing labs for students and adult learners. Last year, LAB members and other community members (teens and adults) volunteered 5,636 hours at the library, helping with everything from running the bookstore, shelving and program preparation, to watering plants, teaching classes, and' calling people to pick up their available items. These numbers are large and may be surprising to some. The numbers provide context for the biggest struggles the Library faces— understaffrng and a tight budget. They are also helpful in understanding why or how the Library's operation affects other City departments. Maintaining a large building with as much foot traffic as the Library has is a huge endeavor for Building Maintenance and General Services. The Library works closely with the City's IT Department and relies on their expertise to maintain its technology infrastructure. The Library's grounds are the responsibility of the Parks Department. Changes in these departments directly affect the level of service available to the Library and vice versa. 6. Future Agenda Items Requested – This is an opportunity for the Board 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. Chair Dziewit stated in looking at the presentations last month and today this brought about the idea of SWOT and what do we concentrate on Community support - Strengths – Partnerships with cities and each other: Weakness -Staff –are we equipped to support our growth now and for the future; Opportunities -Build information methods of what we are doing in our meetings; Threats – Lowering standards. Concentrate on building these aspects and choose a direction –What area of the above is most important to work on? He stated the following meetings should have a presentation by each board on who and what they are and their effect on the city. Members discussed which outside groups they would like to hear from next. It was suggested to have the Schertz Engineering and Public Works Departments come and provide an overview of their departments. City Manager John Kessel concurred as he stated that the upcoming budget information will be dealing with roads and infrastructure. Members also discussed what Board, Commission, and Committee groups should be available to provide their information as it relates to the Strategic Plan; members decided to have EDC and BOA present their information. ADJOURNMENT: As there was no further business, Chair Dziewit recognized Board Member Burke who moved, seconded by Board Member Dahle to adjourn the meeting. The vote was unanimous. Motion passed. 06 -15 -2016 Minutes Page - 7 - Chair Dziewit adjourned the meeting at 4:48 p.m. Board Members accompanied Library Director Melissa Uhlhom on a tour of the library. 7. Library Facility Tour. Library Director Melissa Uhlhorn provided members a tour of the library facility. Richard DAiewit, Chair r� ATTEST: Brenda Dennis, City Secretary 06 -15 -2016 Minutes Page - 8 - rropmqx nig"iiqpx_% anu. .- .:'.. ProjeOdd-TIM411nia', ...... (Ekplan'almy. . Mb&a an Revd;_56 slq'O• Projected Student Growth Sourr.e. SchavIDIshlef Strategles 0 E; ` Based an Moderate Enrollment Scenario 4mtn Elam Campus t, ;Inter. arnpus_ JH Campus HS Total . _,Enroll.;: 2016117 5728 2427 2450 4999 15684 2017/18 5967 2523 2625 5186 16382 2018/19 6227 2627 2730 5383 17047 2019120 6473 2731 2833 5583 17700 2020/21 670 2828 2933 5769 18314 2021/22 6931 2919 3030 5949 18909 2022123 7108 2990 3106 6093 19377 2023124 7257 3050 3199 6216 19803 2024125 7386 3102 3254 6326 20148 2025126 7488 3145 1 3296 6414 20423 .'..IEsilmatiW dipiti to laxpave 2 The '20'1.6, 'Bond -is'' projedtod-Ac', .keep. the, lhter6s' 81 Sinking rate (msy # $0.46- per 460,Y4.1,0669hy, cilriani S669, bi Onpncl .qpn, Vnj'ro'llimpnt'.' us 4mtn Enrollmen oct,20161 Elementary 990 1210 Intermediate 1188 1452 Junior High 1188 1452 High School 2376 2904 .'..IEsilmatiW dipiti to laxpave 2 The '20'1.6, 'Bond -is'' projedtod-Ac', .keep. the, lhter6s' 81 Sinking rate (msy # $0.46- per 460,Y4.1,0669hy, cilriani S669, bi Onpncl .qpn, Vnj'ro'llimpnt'.' us nor" n7' c Enrollmen oct,20161 Clemens HS 2230 2676 Steele HS 2400 2231 Corbett JH 1200 1191 Doble JH (as of 08116) 1400 1160 -jo-rdanInt. 940 700 Schlather Int. 900 734 Wilder Int, 900 892 Cibolo Valley Elam. 990 752 Green Valley Elam. 748 689 Paschal Elam. 748 691 Rose Garden Elem. 484 504 Schertz Elem. 750 765 Sippel Elam. 750 678 Watts Elam. 786 668 Wiederstein Elam. 750 799 Allison Steele LC 98 'S •ESTIMATED:"TIME-"TO"'COMPLE,TE":PltOJEr;T, TINWILINES (ifi-m o n & ) PROJECT _!MERMITIWRD. REPLACEMENT . C ONSTRUCTI FINAL PREP TOTAL Y 7 Rose Galyden ES Replacement 6 2 16 2 26 Clemens opening a new campus. RENOVATION] CLEMENS HS EXPANSION • Prepare Clemens HS to accommodate up to 3300 students. HVAC a lnq"r'ease ca p ` acity and move to current educational standards for auditorium, additional wing, class rooms, career and tech learning spaces. • Additional pn6gram support spaces for campus programs. . p Technology BOND CONTINGENCTIADDITIONAL STUDENT GROW`THISAFETY $10 e'On'foreseen issues W I ith bond projects, • Any remaining contingency dollars may be used toward projects proposed on this bond proposi- 't_e"n_y Buses tion andior' des1_gri'o'f future bond projects consistent with ten -year Facility Mast t Plan. HVAC HVAC REPLACEMENT SCHEDULE REPLACEMENT Consistent With district long.-range, plans, scheduled. HVAC r9plaqeMepts, may,occur.At Wilder Inter- I the following are explanatory notes regarding the SCUCfSP Facility Master Plan ROSE GARDEN ES With the additionL of Cibolo V. . alley Elementary (Bond 2013), 1 SCU6 currently has* 8 eleffien6 y cam - REPLACEMENT puses in use. The next elementary is scheduled led to be a replacernent campus for Rose Garden Ele- 08 Mill mentary. This replacement campus will be built on district pr6pe . rty I near at Corbett Junior High (FM 1618). Rose Garden Replacement will follow the prototype design of Cibolo Valley Elementary. Estimated e to be 185,0d. 0 Square Feet and nd $38 million in construction costs aiong'wlth all related costs for opening a new campus. RENOVATION] CLEMENS HS EXPANSION • Prepare Clemens HS to accommodate up to 3300 students. $72 rnii7C16mens HS a lnq"r'ease ca p ` acity and move to current educational standards for auditorium, additional wing, class rooms, career and tech learning spaces. • Additional pn6gram support spaces for campus programs. . p BOND CONTINGENCY BOND CONTINGENCTIADDITIONAL STUDENT GROW`THISAFETY $10 e'On'foreseen issues W I ith bond projects, • Any remaining contingency dollars may be used toward projects proposed on this bond proposi- 't_e"n_y tion andior' des1_gri'o'f future bond projects consistent with ten -year Facility Mast t Plan. HVAC HVAC REPLACEMENT SCHEDULE REPLACEMENT Consistent With district long.-range, plans, scheduled. HVAC r9plaqeMepts, may,occur.At Wilder Inter- I $Ib m il - Wilder Inter mediate, Jordan Intermediate nterniediate and Watts Elementary. Projected startdke would be" S 6mmer of 2017. Jordan Inter Watts ES TECHNOLOGY, SCUC is planning technology improvements to district server and storage capacities. the Distei6t * INFIRASTRUCtURE also plans to Increas'e' bandwidth for the digital learning environment virb ' t a . nd district operations. _ $5 mil TRANSPORTATION Additional bus6s will accommodate student gr'O'Wifi, spe6ial'popula'tions, inventory replacement, (Bus Purchases) and extra-curricular activities. $2 mil A D D I T 10 N AUL L HNI'd NO-` C"'Ph R M AT 10 N => Projected Future Campus Opening Dates as per student growth projections => 2023 Junior High 3 2024 Elementary School 9 2025 . Intermediate School 4 2026 High School 3 10 year Plan Link ,Xai,f Reviblon 6-10A 6) Lo H 0 0 — 00 — H d\' 6 'v 1 � 9 O _ fill I° ® 1 ! uj V.: •� f– { u �0 ui o Q CL I u -4— • - — Lb w O 3 4) ,a t a x H in. u�J M t. 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