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03-18-2016 MinutesMINUTES REGULAR MEETING March 18, 2016 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on March 18, 2016, at 3:30 p.m., in the Hal Baldwin Municipal Complex Bob Andrews Conference Room, Building #1, Schertz, Texas. The following members present to -wit: Chair Richard Dziewit Board Member Fae Simmons Board Member Tim Brown Members absent: Board Member Michael Dahle Vice -Chair Barbara Hall Board Member Howson Lau Board Member Frank McElroy Staff Present: City Manager John Kessel Executive Director Dudley Wait Executive Director Bob Cantu City Secretary Brenda Dennis Deputy City Secretary Donna Schmoekel Assistant to the City Manager Sarah Gonzalez IT Director Myles Clauser Guests Present: Robert Brockman Call to Order Chair Richard Dziewit called the meeting to order at 3:30 p.m. Reports/Updates 1. Boards, Committee, Commission reports /updates. Chair Dziewit recognized Board member Howson Lau who stated the Library Board is excited that he was chosen to be on this board and are very desirous to be informed on the work and activities. The Library Board desires to have common goals with the Committee of Committees Advisory Board. Chair Dziewit recognized Board member Barbara Hall who stated their committee is excited to have Paul Ringenbach on the committee now. Paul was the one who started the World Heritage designation submitting to Unesco over 300 pages. He also did many revisions over a 10 year time span on this project. He lives here in Schertz. The Schertz - Cibolo - Universal City Independent School District invited their committee to judge an essay contest along with the Sons of the Republic of Texas. The contest was open to juniors and seniors of the Northside Independent School District and Schertz - Cibolo- Universal City Independent School District. She stated that the students had to write a letter to whomever, mother, father, etc., and it took place the night before the battle of the Alamo. She stated there were 92 finalists and the writings were very moving. Ms. Hall stated that in May again is National Preservation Month all throughout the United States and she stated that they will be celebrating again in Schertz by the Mayor reading and presenting a proclamation. On Saturday, May 21, 2016, 10:00 a.m. to 12:00 p.m., at the 03 -18 -2016 Minutes Page - i - Schertz Council Chambers the Committee will be hosting their first National History Symposium with several guest speakers. Topics include: preservation, progress the committee has made, as well as future goals and accomplishments. Chair Dziewit recognized Board member Tim Brown who stated that the Economic Development Corporation is continuing to strive to bring the economic engine additional life to Schertz. Staff continues to work with several different companies in attracting them as well as working with the current companies already in Schertz. Chair Dziewit recognized Board member Fae Simmons who stated that the Parks & Recreation Board is in the process of re- evaluating who they are and what they want the board to be and how they want to interact with the City expanding communications for responsibilities back and forth. They will be reviewing their five -year plan on where they are and where they want to go. The board is also discussing the amount charged if you cut down our trees. Chair Dziewit stated he is going to speak on two different boards: Transportation Safety Advisory Board (TSAC). One of the things they do is look at what do they need to do to make the streets and the areas function a little bit easier. Items like, do we have the correct dimensions for sidewalks, correct dimensions for our safety vehicles to be able to get through, are there appropriate speed limit signs, traffic signals, etc. One of the things he looks at from the TSAC version and that he got from our last Committee of Committees meeting is a proactive approach vs. a reactive one. He stated that for as long as he has been on TSAC it's been reactive, reactive with citizens' requests that have been brought before them. He has not seen the capability of looking at something when it first begins, such as development, so see where that goes. This is something he is looking at moving forward with TSAC as this committee gets with the other committees and boards to see how they can interact with them. Board of Adjustments (BOA): he explained that BOA is a Board that makes sure that the Ordinances and variances to those ordinances are upheld or changed if necessary. This board is a legal board that if they make a decision on a particular item it is binding. This is not only for the builders but also for individual citizens and it is also for any administrative changes that they may come across. They do not meet monthly, they meet as necessary. He suggested that BOA possibly spend more time with Planning and Zoning and even Economic Development, and Parks to see where we go with ordinances. Mr. Dziewit stated that he understands that Planner I, Bryce Cox, is currently working with changes to the Unified Development Code (UDC) and that could affect the BOA in some way. Again, BOA is a reactive situation board, where as other boards /committees are more proactive. Chair Dziewit stated that this information was very helpful and as the Committee of Committees goes along with their duties and assignments that they become more aware of the other boards and committees and utilizing interactive approaches of other boards and commissions, get more involvement with them and become more proactive. City Manager John Kessel stated that the Board of Adjustment is a quasi-judicial body; they are basically a court of law. They are appealed to district court and not the City Council. If BOA makes a decision, it is a legal fact fmding binding decision that you appeal in court with district processes. Items are brought to BOA, they look at the code; they interpret the code, act like a safety value and then look if staff interpreted those words correctly. It is a great idea for 03 -18 -2016 Minutes Page - 2 - the BOA to break out into smaller groups and attend various other committee /board meetings and report back to themselves what they have learned and how it may help them interpret or act as a safety value and assist with their decision making. Chair Dziewit thanked everyone for providing a briefing stating that this will assist all the members as they move forward. 2. Status of the 2010 and 2015 Bond projects. Chair Dziewit recognized City Manager John Kessel who provided the following information: 2010 Completion Projects: ® Baseball Field— had its expansion — played on now for 2 seasons — hosted 2 large tournaments. Some challenges include the possibility of building a road behind the facility between it and the SAWS water tank that would connect back to the high school stadium. You would need a bridge and a road with fire lane standards — this was not in the original scope and would have to be done by new money. ® Soccer Fields — Officially open, 2nd season of play. Handsome facility, centralized restroom and concession area. Two parking fields with a central entrance. ® Animal Adoption Center — Was originally going to be built next to the old facility on Borgfield Road. The concern on this site is it would use up the whole site and use the existing building — this site would not have been up to our existing facilities today and would not allow for future expansion. The location was moved behind the Chamber of Commerce building/Kramer House. This facility has a central core and two wings, one for animals that are up for adoption, and the other wing is used for those animals we have received. There is a large window displays for kittens /puppies. There are still a few challenges to the facility with the air conditioning units being able to keep a balance with positive pressure, but it is being evaluated by the architect and contractor and all expenditures and work so far are under warranty. Progress is being made on the air conditioning of the facility. Phase 1 of the Skate Park, which is next to the Animal Adoption Facility, is complete and was built from donations; it was not part of the bond. We are hoping to add some improvements, such as park benches, a water fountain, etc. This facility is also already being used frequently. The Dog Park is around the corner from the Skate Park between the baseball fields and the Fire Station under the pecan trees. This facility is well used so much, we are already seeing wear issues. The fence from the soccer complex was utilized for fencing. There are small and large dog areas and everything is double gated. There is a bench in each area. One of the things we are discussing is adding a second bench, particularly in the large dog area due to the volume of patrons. There has been recent trouble with dogs getting under the fence, but staff has remedied the situation. In the last two weeks we have also added a handicap parking area. 03 -18 -2016 Minutes Page - 3 - ® The Aquatic Center and Playscape were considered one project. The Playscape was relocated and has been completed; it is between the YMCA building and the back side of the Library. It is being used frequently and is always swamped with kids playing at various times of the day and weekends. It has very nice features. Landscaping was planted and is growing nicely. It also has a handicap accessible set of equipment. ® Just between the Library and toward the Senior Center and Arlans Market you will see the start of a large hole — dug for the Aquatic Center. One of the things IT Director Myles Clauser has done has compiled a number of photographs that we have been taking from the start of the progress and placed them on the City's website. They have plans on doing the same thing on the new Fire Station. Mr. Kessel stated that this week they have poured the concrete and is on schedule to open this year. This project had a lot of dialog and part of what this group would want to hear about is that it is two (2) bodies of water: 1) A competition quality main pool, the kind you would keep a little cooler and one you would swim laps in, and 2) a body of water that is more of a warmer and shallower splash/exercise pool, which will be utilized for water aerobics and swim lessons for kids, seniors and others who are not interested in doing laps. The School District participated with $1.65 Million and the YMCA participated with $2 Million; the City has a little over $6.625 million in it. We have a Construction Manager at Risk — Thos. S. Bryne, LTD. who is building the facility. We have an architect who is working on the design side and we have a pool consultant who is familiar with indoor pools, air conditioning, etc.; everything that has to do with an indoor pool. The School District will have the use of the lap pool except for two (2) lanes, every morning during the school year. The YMCA is our contractor. They have the Recreation Center and we have recently issued them a contract with the Senior Center and they are our pool contractor. YMCA membership is required to use the Aquatic Center and they do allow a day pass. One thing that is very important is that no one has ever been denied service or membership in the City of Schertz for the lack of the ability to pay. The YMCA will do up to a 100% grant for your membership. Last time he checked, two years ago, they gave out $100,000 in grants for this facility alone. If there is a concern that there is someone who does not have. the ability to pay, therefore they can't use our Recreation or Aquatic Center, that is not true. They will have universal access. This is a better deal than what we can do at the City, plus YMCA has a lot of expertise in running an aquatic center which we do not have. We would have to hire staff that we do not have as well as we do not have the expertise. Overall this is a very good vision. 2010 Bond Projects progress: Last project - Main Street Project had a generic schematic design (design layout) and options, and the staff is working with engineering to determine what we need to do, the different pieces that are possible. One of the key issue included replacing water lines underneath Main Street. It is unclear if we need to do that; we are in the process of clarifying this. If we have to do this, it will eat up a large amount of that project. If we do not have to replace the water lines we can do a lot more with the money, and that is the question to be answered to move the project forward. 03 -18 -2016 Minutes Page - 4 - 2015 Bond Projects: ® FM 1103 Project —is moving forward, contract is approved with TxDOT. ® FM 1518 Project submitted with TxDOT as co- applicants under the name of TxDOT to our Metropolitan Planning Organization call for projects. We have $5 million, TxDOT has $5 million, and we have asked for an additional $9.5 million. We will know something by the end of April from this process. By May we should be in a position moving forward on a contract with TxDOT depending upon the outcome. If we do not get that grant then we have sole searching to do, if we move forward with a $10 million dollar project or wait and reserve the money and move forward later and try to get that grant money again the second time. Public Safety Facility — Including a Fire Station — a pre- submittal meeting with architects, design firms to look at designs for Fire Station #3 was held this week— this project will close very soon. The architect will then be selected and we are currently in negotiations for the land. By summer we will have in front of Council not only the design firm beginning the process but also the final selection for the site. The City has already hired three firefighters to staff this facility, which was part of our five year budget. Exciting information is that they have been able to update all fire apparatus. We have a new Quint, a new Rescue Engine and a Reserve Engine (demo unit) that we already have in service. This project also has a community room component to it so that we can have scheduled meetings and also rent the facility to those in the area. We do not currently have such a facility located in this area. Mr. Kessel addressed questions from the members regarding the projects. He stated that IT will be getting more information on the projects on the website as they move forward. We will also provide updated information during the Council on the Go Meetings which are being held quarterly in different locations throughout the City. Discussion and /or Action Items 3. Minutes. Consideration and /or action regarding the approval of the minutes of the regular meeting of February 26, 2016. Chair Dziewit recognized Board Member Tim Brown who moved, seconded by Board Member Howson Lau to approve the February 26, 2016 minutes. The vote was unanimous. Motion passed. 4. Discussion regarding the 2016 City of Schertz Strategic Plan - SWOT /Top Priorities City Manager John Kessel and Board Members discussed and came up with the following top priorities utilizing the SWOT process: 03 -18 -2016 Minutes page - 5 - Strengths Weaknesses Opportunities Threats Public Safety Staff Communication Community Public Decaying Safety Neighborhoods Planning for future Citizen Growth Lack of (vision) Involvement /engagement understanding of - Medical complex, civic issues industrial, etc. Low crime rate Public Safety staffing Development Code Enforcement (lowering of standards) Partnerships 1518 -78 Code Issues Partnerships Managing w /Cities, Counties, RAFB, w /Cities, Counties, development School Districts, etc. RAFB, School (high/good Districts, etc. standards) Water supply More parks, open space Efforts to gain citizen input 5. Discussion regarding setting the May and June future meeting dates. Board members discussed and agreed upon the following dates for the next meetings: • Wednesday, April 27, 2016, 3:00 p.m. • Wednesday, May 18, 2016, 3:00 p.m. Wednesday, June 15, 2016, 3:00 p.m. Adjournment Chair Richard Dziewit adjourned the meeting at 5:40 p.m. chard Dzie t, Chair ATTEST: ILA, I Brenda Dennis, City Secretary 03 -18 -2016 Minutes Page - 6 -