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09-21-2016 MinutesMINUTES REGULAR MEETING September 21, 2016 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on September 21, 2016, at 3:00 p.m., at the Hal Baldwin Municipal Complex Council Chambers Conference Room located at 1400 Schertz Parkway, Schertz, Texas. The following members present to -wit: Chair Richard Dziewit Board Member David Reynolds Board Member Floy `Fae' Simmons Members absent: Board Member Michael Dahle Staff Present: Executive Director Brian James Assistant to the City Manager Sarah Gonzalez City Marshal Michael Harris Environmental Health Manager Jesse Hamilton Guests Present: William `Bill' Bosch Gall to Order Board Member Tim Brown Board Member Barbara Hall Board Member Shonale Burke City Manager John Kessel Executive Director Dudley Wait Deputy City Secretary Donna Schmoekel Deputy Marshal Steve Pulaski Animal Services Manager Sharma O'Brien Chair Richard Dziewit called the meeting to order at 3:00 p.m. Discussion and /or Action Items 1. Minutes. Consideration and /or action regarding the approval of the minutes of the regular meeting of August 17, 2016. Chair Dziewit recognized Board Member Brown who moved, seconded by Board Member Simmons to approve the August 17, 2016 minutes. The vote was 6 -0 -0. Motion passed. Reports/Updates/Discussion and /or Action 2. Boards, Committees, Commission reports /updates. Chair Dziewit requested that each board member give a brief report on the recent activity of their respective boards. Note: Executive Director Brian James passed out a handout (Attachment A) to each board member. Board Member Burke said she was on vacation but the Library Advisory Board members who attended reviewed the treasurer's report, librarian report and bookstore report for the previous 09 -21 -2016 Minutes Page - i - month. It was a very short meeting. Mr. James added that the library raises money through the bookstore which is not intended for day to day operations but is utilized for expanding different programs such as those offered in the summer, software upgrades, etc. Board Member Reynolds stated the BOA did not meet last month. Board Member Brown stated the SEDC is reviewing incentive policies and trying to get them standardized along with the City and working with The Chamber and businesses. They want to make sure they are in line with the state guidelines as well as what makes sense for Schertz. Board Member Hall said the Historical Committee did not meet last month. Board Member Simmons said the Parks and Recreation Board received a request from a developer of the Hallie's Cove residential development; they are offering to give 36 acres to the City for possible use as a hike and bike trail. The swimming pool is coming along great and she encourages folks to use the YMCA as it will allow them to use the pool 3 -4 times per week. Also, they are excited and happy to have their new city staff member, Assistant Director of Park, Recreation & Community Services, Lauren Shrum on board. They are currently looking at charging for the commercial use of the parks by several different groups who have been utilizing them without paying any fees. On behalf of absent Boardmember Michael Dahle, Executive Director Brian James filled in for the P & Z Board stating Council has approved (on first reading) the rezoning request for the proposed planned development district residential subdivision (Hallie's Cove) in southern Schertz. This coming Tuesday, it is on the consent agenda for approval of the second reading. They expect council to approve it. Chair Dziewit stated that the Traffic Safety Advisory Commission (TSAC) met and recommended approval of `No Parking' regulations adjacent to the drainage structure that runs from Marilyn Drive to Maple Drive to keep cars from obstructing the flow when it rains. He hopes to have additional information for them at the next meeting. 3. City Manager report/updates. Chair Dziewit recognized City Manager John Kessel who stated: 1) The SSLGC item regarding adding a second treatment plant did pass unanimously at the City of Schertz and the City of Seguin city council meetings as well as the SSLGC Board. They are moving forward with the SWIFT Grant; $66 million project. We are saving a lot of money through our financing method. 2) The City budget has been approved by council for FY 2016 -17, effective October 1, 2016. 3) The Roadway Stewardship Policy also got approved unanimously by council. Executive Directors Brian James and Dudley Wait are working on the Pavement Condition Index (PCI) priorities for year one. 4) Ref: Draft version of the 2016 Bond Election of the SCUCISD, $137 million; some of which is a replacement for Rose Garden Estates Elementary School ($38 million) and renovations /additions for Samuel Clemens High School ($72 million). During construction at Samuel Clemens there may be more parking issues in the area for students who are seeking parking elsewhere (i.e. at the library, streets, tennis courts). 09 -21 -2016 Minutes Page - 2 - Chair Dziewit stated that he had heard at The Chamber, Dr. Gibson from Samuel Clemens stated that there would be no tax rate increase. He stated that in regard to the new schools they are trying to improve the school parking and pickup -drop off traffic situation. Mr. Kessel said this is referred to as the Disney Land scenario. Mr. Kessel said after the election we will be having a new council and we will be sharing our concepts with them and figuring out how to effectively interact with them; getting everyone on the same page, council, boards /commission, city staff. FEEDBACK One of the things we have always talked about is that city council does policy and city staff does operations. The boards and commissions are largely responsible for helping develop strategic planning, which should also reflect council policy. Tactics is what the management team eventually deploys. You address issues by going back and forth with each other trading information and having that continual feedback. Policy should be looking forward about 5, 10, 20 years out. The Strategic Plan should be this year to five years out maybe. Tactics are kind of `right now' —the present to 3 months to one year. Operations are what is going on `right now'. In December /January we will be going back into Strategic Planning sessions for any revisions. Board Member Simmons asked if they could start looking at the strategic plan at the CCAB's November 16, 2016 meeting. Everyone concurred they could start at that time. 4. 2016 City of Schertz Strategic Plan Presentations – Discussing regarding presentations of the 2016 City of Schertz Strategic Plan: • Economic Development Corporation (K. Kinateder /T. Brown) Board Member Brown provided a brief presentation about the City of Schertz Economic Development Corporation (SEDC) which was created in 1997 under the Development Corporation Act of 1979. SEDC is a separate stand -alone corporation from the City of Schertz. The SEDC collects a half -cent of sales tax that can be used for eligible projects as defined by the Local Government Code such as, creating or retaining primary jobs, job training, infrastructure, recreational or community facilities, affordable housing, or water supply facilities and water conservation programs. Examples of some previous projects include providing drainage improvements, assisting with financing at a medically oriented professional office park, and providing financing and infrastructure incentives leading to the creation of numerous jobs in the Schertz area. The SEDC continues in its mission to retain existing businesses while recruiting new development 09 -21 -2016 Minutes Page - 3 - utilizing our incentive policy and the strategic use of the SEDC reserves. Mr. Brown answered individual questions from the other board members. Mr. Kessel pointed out that what most people don't realize is that the majority of businesses that locate here do not get incentives. He gave a few recent examples. A lot of what SEDC does is help coordinate and accelerate the moving plans and provide information or advice on the process and what to consider next. Board Member Brown added that in many cases certain businesses are drawn here due to the present location of other already established businesses who they want to do business with. Mr. Brown answered more questions from members. 5. Overview of the Marshal Department: (D. Wait/M. Harris) Animal Services (S. O'Brien) Code Enforcement /Environmental Health (J. Hamilton) Warrant Division (S. Pulaski) City Marshal Michael Harris introduced himself and explained the structure of his department which includes, 1) Warrant Division (Steve Pulaski), 2) Environmental Health Division (Jesse Hamilton), 3) Animal Services Division (Shanna O'Brien) and their respective staff members. Warrant Division: Deputy Marshal Lt. Steve Pulaski explained that they prepare and serve warrants and subpoenas. They work closely with the city judge and prosecutor and provide security for city council meetings and court hearings. They are responsible for the daily bank deposits of the city. The Marshals Department was created in 2008 and in this time frame the municipal court has issued 30,320 warrants -- -the deputy marshals have cleared 31,352 in that same time period, which includes some warrants issued before the establishment of the department. They continue to move forward and work on some of their older warrants. They do travel a lot outside of the city as the majority of their warrants are from people outside the city limits who are just passing through. Lt. Pulaski answered questions from board members. Environmental Health Division: Environmental Health Manager Jesse Hamilton stated their overall goal within the organization is to create a safe and healthy community. They try to engage community involvement such as holding community cleanups throughout the year. They also like to educate by putting out public health awareness messages by utilizing the city website, the Schertz Magazine, etc. They have even given onsite presentations to places like Merritt Lakeside Senior Village. They do health and safety inspections of food establishments, public and private pools, child care and adult care facilities, foster homes and more. Recently they have taken on vector control- - -i.e. West Nile virus, Zika virus, etc. They have partnered with the Public Works Department recently to reduce the mosquito population in the area. Another responsibility they have is code enforcement, where they address nuisance violations such as high grass /weeds on properties, dilapidated structures and environmental crimes such as illegal dumping. The officers who address these violations are actively striving for preserving the city's quality of life as well as maintaining the property value for the residents. Mr. Hamilton addressed comments and questions from the board members. 09 -21 -2016 Minutes Page - 4 - Animal Services: Animal Services Manager Shan-na O'Brien spoke stating they are responsible for enforcing laws involving animals. Since the department moved from their old location to the new 'Animal Adoption Facility' they have changed the dynamics of what they do for the city. While they provide animal control for the public they also have concentrated on and accelerated their adoption rate. They are also the local rabies control authority for the City of Schertz. They are licensed by the state of Texas and inspected by the state for rabies quarantine. If a bite occurs, the animal must be quarantined either at the adoption center or a licensed (rabies control certified) veterinarian. They provide educational program visits at schools both in Schertz and Cibolo to educate the community youth about animal safety. They address calls for wildlife, livestock, domestic, etc. They work with rescue groups and network with other shelters. They sponsor promotions on encouraging folks to vaccinate and microchip their pets. All four of her animal control officers are also euthanasian technicians for handling those situations when necessary. Ms. O'Brien provided everyone with a handout which provided information regarding their improved live release rate, definitions of different types of shelters, programs that have worked well for them, as well as some new programs they are going to try. Ms. O'Brien elaborated on the new adoption trailer they have gotten and have put into use. She addressed comments and questions from board members. City Manager John Kessel extended his compliments to each department speaker for the dedicated work each department's staff delivers to the community businesses and residents. Their jobs are not always easy and require many hours of education/training. Board Member Simmons asked if it wouldn't be a benefit to the city to publicize someplace how many employees each department has so that people can understand the workloads and demands the staff is under. It might be beneficial to gain more support for getting more staff. Mr. Kessel provided some information on the process of staffing/citizen ratios and priorities. Board Member Brown asked for an update on the new Fire Station building. Mr. Kessel said the architect is hired and they are striving for a date to bring on the Construction Manager at Risk (CMR). A committee of fire personnel, Executive Director Dudley Wait and Owners Representative Phil Gaudreau are working on the program design. Mr. Wait added that they are meeting with the architect next week. In about a month they hope to have a floor plan and then work on the schematics. He estimates early 2018 when the fire truck can make calls. Chair Dziewit asked if the facility would still have an admin room that maybe the Marshal's Office could utilize as an outstation. Mr. Kessel said the fire station will have the ability to have other functions there. There will be a police briefing/interviewing room, a community room with a small breakout office, a foyer, some restrooms, and a heating kitchen. However, it will not be a precinct based facility at this time but a citizen could probably request to meet a staff member there (i.e., a code enforcement officer) rather than come into town. Executive Director Brian James clarified that it won't normally have other staff down there all the time; a citizen couldn't randomly show up and expect to speak to who they want. Chair Dziewit asked about an update on the landfill situation. Mr. Wait said there has been a bit of a delay because of some additional testimony submitted by the Air Force. Everyone is 09-21-2016 Minutes Page - 5 - still waiting. It is past the time frame they normally come out. They continue to wait for the final judge. 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. Board Member Simmons asked what city departments have they not heard from yet. She finds these presentations very helpful. Mr. Kessel said there were numerous ones still left (i.e., IT, Finance, Police, Fire, EMS, Public Affairs, Business Office, HR, Purchasing, Court, etc.). Also, there are several divisions within Public Works that could make a presentation. Board members decided to hear from Public Safety (Police, Fire, EMS) next. They can speak individually or together as a group. Staff will check their schedules to see who is available. Board Member Simmons asked Mr. Kessel where does he see this committee going? Mr. Kessel said one of the primary goals is to focus on how to communicate between the different boards effectively. Part of it is to be a sounding board for new policies. With the new council coming on board, maybe we can use this same skill set with them. The governance model is a tool we can use. The new council members will have some fresh good ideas. Everyone must be open to learning and be good listeners. Chair Dziewit recognized Board Member Simmons who moved, seconded by Board Member Brown to adjourn the meeting. The vote was 6-0-0. Motion passed. As there was no further business, Chair Dziewit adjourned the meeting at 4:52 p.m. Richard Dzi&Wit, Chair ATTEST: Donna Schmoekel, Deputy City Secretary 09-21-2016 Minutes Page - 6 - Sept 21, 2016 CCAB reports from boards and commissions Last CCAB meeting August 17, 2016 BOA — August 22, 2016 The Board of Adjustment meets on the 4th Monday of the month, but only if we have a variance request to hear. We did not have a meeting in August. Planning and Zoning Commission —August 24 and September 14, 2016 At the August 24th meeting we held a public hearing and offered a recommendation of approval to City Council for the rezoning of a proposed planned development district residential subdivision (Hallie's Cove) on the east side of FM 1518 about a quarter of a mile south of the Intersection of FM 1518 and Trainer Hale Road. This proposed subdivision is single family residential with medium sized lots (9,600 sq. ft.) which includes approximately 36 acres of public parkland dedication. TSAC — September 1, 2016 TSAC recommended approval of no parking regulations adjacent to the drainage structure that runs from Marilyn Drive to Maples Drive to keep cars from obstructing the flow when it rains. Historic Preservation — has not met since the last CCAB The Committee is scheduled to meet in October. Parks and Recreation Advisory Board — August 22, 2016 Staff provided the Board with request to accept a proposal from the developer of the Hallie's Cove residential development. The developer would develop approximately 36 acres to the City. Although about 50% of it is in the floodplain, that area is designated as part of the linear hike and bike train corridor along Woman Hollering Creek. The remainder of the proposed dedication is suitable for some type of park development. Staff also came to Board seeking guidance on two issues. The first being the use of parks by private groups to conduct programmed activities (for profit). The second involves requests by outside groups to hold special events or festivals which will occupy a large portion of the park. Based on the discussion, Staff will be bringing draft policies to the Board that seek to address both issues. Library Board — September 12, 2016 The library Board reviewed the Treasurer's, Librarian's and Bookstore reports for the past month. Economic Development Corporation —July 28, 2016 SEDC —At our August meeting the SEDC Board discussed our economic development incentive policy. As part of the SEDC's mission we offer incentives to promote economic development within the City of Schertz. Over the next couple of months the SEDC Board will review our current policy, other incentives available through the city, and the City's strategic plan to develop a comprehensive incentive policy that the City can rely on to promote economic development. As part of this process we are working with The Chamber and our existing businesses for input. rev S71� I CCAB Presentation st 15, 2015 Background • City of Schertz Economic Development Corporation (SEDC) was created in 1997 under the Development Corporation Act of 1979. SEDC is a separate, standalone corporation from the City of Schertz • The SEDC collects a half -cent of sales tax that can be used for eligible projects as defined by the Local Government Code. • Create or retain primary jobs - most projects must create a "primary job ", primary jobs are typically created where the majority of the company's products or services are exported outside the region which infuses new dollars into the local economy • Job training • Infrastructure • Recreational or community facilities • Affordable housing • Water supply facilities and water conservation program Previous projects • Mid Cities /Enterprise Park drainage —The SEDC worked with multiple land owners to provide drainage improvements that benefited approximately 375 acres. The affected properties include the Verde Enterprise Business Park and the Enterprise Industrial Park (Titan). Companies with this park include Caterpillar, Capital Group, Amazon.com, Baptist Emergency Hospital, Frost Bank, Swiff- train, Berin Packing, Tidal Petroleum, Keystone Automotive, Goodman Networks, Wilson Art, Major Wire and soon to be Berger /Allied Transfer & Storage • Schertz Parkway Professional Plaza —The SEDC helped provide financing for the SPPP. SPPP is a medically oriented professional office park that has over 40,000 square feet of office space. SPPP has led to additional an emerging medical cluster along Schertz Parkway which includes a hospital, medical office and a senior living facility. • Direct incentives to create primary jobs —The SEDC has provided both cash and infrastructure incentives that have created thousands of jobs in Schertz. What's next? • Existing business & new recruitment balance — • Incentive Pol icy — • Strategic use of the SEDC reserves — 916 Schertz Animal Services Low Kill vs. No Kill Shelters ® A no -kill shelter is a shelter that saves all healthy, treatable and rehabilitatible animals. As a benchmark, at least 90% of the animals entering the shelter are expected to be saved. ® Schertz Animal Adoption Center is considered a Limited Admission Animal Shelter that requires an appointment to be made before surrendering your animal. This is to ensure that there is enough cage space available to accept a pet. Sometimes there may not be any space available and we will give other suggestions to re- home the pet. ® A Limited Admission Shelter typically only euthanizes for severe medical or behavioral reasons. We have almost doubled our live outcome percent since 2010. Changing the dynamics and direction of the shelter has been challenging, but we have proven to be successful. Percent Live Outcome 2010 -2011 42% 2011 -2012 51% 2012 -2013 95% 2013 -2014 91% 2014 -2015 88% Currently, we are at a 95% live outcome rate for 2015 -16. We contribute our increase in live outcome to our relationships with numerous rescues ® We work with several out -of -state rescues. Several hundred animals have left Texas this past year with over 100 dogs from S chertz. ® With the newly adopted Trap- Neuter - Release program, we hope to reduce euthanasia even more. ® Most shelters have the same struggles we have. We are considered a benchmark for other local shelters. We have been able to transfer in healthy, adoptable animals from other shelters that would have otherwise been euthanized for space. ® This coming budget year, we hope to start several new programs that will help us in using donation money to treat costly issues such as heartworms, spay /neuter assistance, and microchipping.