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10-19-2016 MinutesMINUTES REGULAR MEETING October 19, 2016 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on October 19, 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 Shonale Burke Staff Present: Executive Director Brian James Assistant to the City Manager Sarah Gonzalez EMS Director Jason Mabbitt City Secretary Brenda Dennis Guests Present: William `Bill' Bosch Call to Order Board Member Tim Brown Board Member Barbara Hall Board Member Michael Dahle City Manager John Kessel Executive Director Dudley Wait Assistant Fire Chief Kade Long Police Chief Michael Hansen Deputy City Secretary Donna Schmoekel Chair Richard Dziewit called the meeting to order at 3:05 p.m. Discussion and /or Action Items Minutes. Consideration and/or action regarding the approval of the minutes of the regular meeting of September 21, 2016. Chair Dziewit recognized Board Member Reynolds who moved, seconded by Board Member Brown to approve the September 21, 2016 minutes. The vote was 5 -0 -1, Board Member Dahle abstained and Board Member Burke was absent. 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. Executive Director Brian James provided a handout to the members. Board Member Simmons reported staff presented the ideas of working with the Boy and Girl Scout troops to make improvements to Palm Park in order to allow it to be used by Scout 10 -19 -2016 Minutes Page - i - troops and others for their activities, including a convenient place for overnight camping. Staff also presented the outline of policies regarding the use of parks by private groups to conduct programmed activities and requests by outside groups to hold special events or festivals which will occupy a large portion of the park. Lastly, staff updated the board on the ongoing parking problems with the Lions Soccer Complex that is impacting the City's soccer complex. They also discussed procedures on naming future parks. Board Member Brown stated the EDC hasn't met since the last CCAB meeting and did not have an update. Board Member Hall stated the Historical Preservation board hasn't met since the last CCAB meeting but they are scheduled to have a meeting next week. Board Member Reynolds stated that they have had no recent BOA meetings. Board Member Dahle stated the Planning and Zoning Commission did not meet in September due to a lack of items to consider. At the October I2th meeting the final plat for the first phase of The Parklands single family residential subdivision was approved along with a waiver to adjust the section of Eckhardt Road the developer is wanting to improve. Rather than improving the adjacent section of Eckhardt Road, the developer will improve the section near the frontage road of IH -35 to better accommodate the anticipated traffic. Board Member Dahle also stated that they have also been involved in the parking issues on Maske Road. Executive Director Brian James provided the following information regarding the Library Board activities. He stated the board received a presentation from the City's Finance Department on the Library Advisory Board accounts. Dudley Wait provided an update on the steps the City was taking to deal with the problem of students from Clemens High School parking in the Library and Playscape parking lots. While the problem of students from Clemens parking in the Library /Playscape lot has been occurring for the last few years, as the student population of Clemens has grown along with increased use of the Library and Playscape, the problem has become worse. The City has been working with school officials to make students aware of where they should be parking and will be installing signs indicating the parking lots are for Library and Playscape use. School officials have been in the Library and Playscape parking lots in the morning before school starts directing students not to park there. The City will be redoing the crosswalk system at Westchester and installing another lighted crosswalk system in front of the stadium, as well as constructing sidewalks to encourage students to park in the tennis court lots. Chair Dziewit reporting for the Traffic Safety Advisory Board stated TSAC recommended approval of a school zone on FM 1518 in front of the Founders Classical Academy. TSAC also discussed a new process staff is proposing to keep the Commission informed of the status of pending items. He also stated that TSAC has been approached regarding the parking issues on Maske Road. 3. City Manager report/updates. Chair Dziewit recognized City Manager John Kessel who stated with the upcoming election and the city having five (5) new members of Council, staff has discussed having Council 10 -19 -2016 Minutes Page - 2 - orientation sessions during each of the upcoming Council meetings. Staff has prepared a draft orientation outline which includes the following: • 21 November 2016 - Council Election Canvass and Orientation 1 a. Charter Overview b. Council Ethics /Code of Conduct/Meeting procedures c. Organization Chart d. Media 101 Overview e. EOC /ICS/NIMS Overview f. Open Meetings /Open Records • 2 December 2016 - Council Team Building Retreat (La Quinta — Schertz) a. DISC b. Role of Leader: Vision/Alignment /Execution c. Five Dysfunctions Model d. Governance Model (Policy /Strategic Plan/Tactics /Operations) • 6 December 2016 - RAFB Tour and Orientation 2 a. Tour 1 -6 pm (actual time 2 -5) b. PCl/Roadway Stewardship Philosophy c. Thoroughfare Plan Overview d. Randolph JULUS Overview e. South Schertz Sewer Project Overview Board Member Simmons indicated that the Tour should also include the Airman and Family Readiness Center. Mr. Kessel stated that he would make a note of this. Board Member Hall also commented that the Base also has historical significance that should also be pointed out on the tour. • 13 December 2016 - Orientation 3 a. Employee Engagement Overview b. Class & Comp Study /Compensation Philosophy c. Budget Model Overview (Three Circles, Five Year Forecast, Thirty Year Bond Capacity, Reserve Fund, Annual Audit) • 20 December 2016 - Orientation 4 a. Bonds Overview (2015 GO and 2016 CO) b. Water /Sewer Issues (rate plan, SSLGC /CVLGC, 2nd pipeline and well field, CCN issues, Woman Hollering Creek line, 2nd plant both water and wastewater) • 3 January 2017 — No Council meeting 10 -19 -2016 Minutes Page - 3 - • 10 January 2017 - Orientation 5 a. Strategic Plan Overview b. Facilities Overview (FMP, Repairs, etc) • 20 December 2017 a. Council Strategic Planning Retreat - Citizen Survey Discussion Mr. Kessel explained the citizen survey and stated that the CCAB would be able to review the results prior to this meeting and provide their comments. • 24 January 2017 - Orientation 6 a. UDC /Development Process b. Public Safety Overview (Police Department Overview, Fire Station 3, Regional EMS Provider) • 7 February 2017 - Orientation 7 a. EDC Overview (focus, efforts, process) b. Code Enforcement and Environmental Health Overview (how and who to report issues) • 14 February 2017 - Orientation 8 a. Other Governmental Bodies, Internal (Boards /Commissions /Committees) b. Other Governmental Bodies, External (AACOG, NEP, Counties, State, Federal, TML) • 21 February 2017 Council on the Go Meeting 41 4. 2016 City of Schertz Strategic Plan Presentations — Discussing regarding presentations of the 2016 City of Schertz Strategic Plan: • Planning & Zoning Commission (M. Dahle /L. Wood) • Board of Adjustments (D. Reynolds /L. Wood) Chair Dziewit recognized Director of Planning & Community Development Lesa Wood who provided information regarding the duties of the Planning & Zoning Commission as well as the Board of Adjustments. Some of the highlights included: Planning & Zoning: The Planning and Zoning Commission serves as an advisory board to the City Council and they work collaboratively with City Council on land use development in the City. The 10 -19 -2016 Minutes Page - 4 - Commission consists of seven (7) members appointed by City Council and they meet at 6:00 PM on the second and fourth Wednesday of each month in the City Council Chambers. The Commission has authority as granted by State law, the City Charter, the Code of Ordinances, and the Unified Development Code (UDC) to initiate, undertake, and decide matters pertaining to the regulation of land use and development of land. The Commission makes recommendations to the City Council on the following: Zoning; • Amendments to the UDC; • Comprehensive Land Plan; • Future Land Use Map; and • Master Thoroughfare Plan. The Commission has final approval authority on all following applications: Certain subdivision plats; and Master plans (not associated with zoning). Fiscal year 2015 -2016 Total applications submitted: 114 Total number of action items: 87 Commission Action items: 51 • CLUP Amendments - 1 • Zoning — 8 • SUP's — 2 • Waivers — 7 • Plats — 33 Administrative action items: 36 • Site Plans — 28 • Plats - 6 Board of Adjustment: The Board of Adjustment (BOA) is a quasi-judicial board that exercises powers and duties as prescribed by State Law, the City Charter and the City's Unified Development Code (UDC). The Board of Adjustment consists of five (5) members and two (2) alternates who are appointed by the City Council and meet on the 4th Monday of the month, as needed, at 6:00 p.m. in the City of Schertz Council Chambers. The BOA hears and decides appeals where there is an alleged error in any permit, decision, determination or refusal made by an administrative official of the City in the enforcement of the City's Ordinances and other regulations. Additionally, the BOA hears and may authorize variances from the City's regulations on the use and development of land as identified in the UDC. In order for the BOA to grant a variance from the regulations they must make a finding of hardship using specific criteria as prescribed in the UDC and by State Law. The BOA hearings, orders, judgments or other activities are similar to those conducted by courts. Any appeal to their decisions must be appealed in a court of law. Examples of cases that the Board of Adjustment may hear are as follows: 10 -19 -2016 Minutes Page - 5 - • A variance to allow a deck to encroach a rear yard building setback in a residential subdivision. •A variance to reduce the number of parking spaces required in a commercial district. •A variance to allow a sign to exceed the maximum size required. •A variance to the fencing and screening height or material requirements. -An Appeal of Staff's decision related to the interpretation of a City Code; such as the denial of a building permit. Fiscal year 2015 -2016 Total applications submitted: 7 In process: 1 Approved: 4 Disapproved: 2 Approved variance requests were granted by the BOA due to specific conditions that existed on the property that created an undue hardship on the property owner. 5. Overview of the Public Safety Departments: (D. Wait /M. Hanson/D. Covington/J. Mabbitt) • Police Department (Chief Hansen) • Fire Department (D. Covington) • EMS (Jason Mabbitt) Chair Dziewit recognized Chief of Police Michael Hansen who provided a brief Power Point regarding the Police Department, its divisions and roles. Some of the highlights included: • Personnel — Sworn, Communication Officers, Civilian Staff and part time crossing guards • Organizational Chart — Command staff, Lieutenants, Divisions • Roles of the Chief, Assistant Chief, Support & Uniform Services, Investigations • Police Facilities and future needs • Where are we headed — staffing and resources • Community Partnerships • Technology • Various Police Department vehicle fleet • Training • Mindset • Vision and Mission Statements • Goals & Objectives Chair Dziewit recognized Executive Director Dudley Wait who stated that the information provided by Chief Hansen was very thorough and therefore he would also like to give the Fire and EMS Departments appropriate time to present their respective reports to the committee. He suggested that these other two department presentations be moved to the November 16th meeting. Members present concurred. 10 -19 -2016 Minutes Page - 6 - 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 if the committee is going to hear from other departments regarding their roles and indicated that it was previously mentioned that they would be discussing the Strategic Plan at the next meeting. Chair Dziewit indicated that the next meeting is scheduled for November 16t'. 7. ADJOURNMENT: Chair Dziewit recognized Board Member Reynolds who moved, seconded by Board Member Simmons to adjourn the meeting. The vote was 6 -0 -0. Motion passed. As there was no further business, Chair Dziewit adjourned the meeting at 4:55 p.m. Richard Dzie6At, Chair AT EST: renda Dennis, City Secretary 10 -19 -2016 Minutes Page - 7 - )ctober 19, 2016 CCAB reports from boards and commissions .ast CCAB meeting September 21, 2016 3OA— September 26, 2016 -he Board of Adjustment meets on the 4th Monday of the month, but only if there is a variance request to hear. The Board did not lave a meeting in September. 'fanning and Zoning Commission — September 26 and October 12, 2016 Fhe Planning and Zoning Commission did not meet on September 26 due to a lack of items to consider. At the October 12th meeting :he final plat for the first phase of The Parklands single family residential subdivision was approved along with a waiver to adjust he section of Eckhardt Road the developer is to improve. Rather than improving the adjacent section of Eckhardt Road, the leveloper will improve the section near the frontage road of IH 35 to better accommodate the anticipated traffic. FSAC — October 6, 2016 FSAC recommended approval of a school zone on FM 1518 in front of Founders Classical Academy. TSAC also discussed a new )rocess staff is proposing to keep the Commission informed of the status of pending items. listoric Preservation — has not met since the last CCAB fhe Committee is scheduled to meet on October 26th. 'arks and Recreation Advisory Board — September 26, 2016 >taff presented the idea of working with Boy and Girl Scout troops to make improvements to Palm Park in order to allow it to be .used by Scout troops and others for their activities, including a convenient place for overnight camping. Staff also presented the )utline of policies regarding the use of parks by private groups to conduct programmed activities and requests by outside groups :o hold special events or festivals which will occupy a large portion of the park. Lastly, Staff updated the Board on the ongoing )arking problems with the Lions Soccer Complex that is impacting the City's soccer complex. _ ibrary Board — October 3, 2016 fhe Board received a presentation from the City's Finance Department on the Library Advisory Board accounts. Dudley Wait provided an update on the steps the City was taking to deal with the problem of students from Clemens High School parking in :he Library and Playscape lot. Nhile the problem of students from Clemens parking in the library /playscape lot has been occurring for the last few years, as the Student population of Clemens has grown along with increased use of the library and playscape, the problem has become worse. fhe City has been working with school officials to make students aware of where they should be parking and will be installing signs ndicating the parking lots are for library / playscape use. School officials have been in the library /playscape parking lot in the morning before school directing students not to park there. The City will be redoing the crosswalk system at Westchester and nstalling another lighted crosswalk system in front of the stadium, as well as constructing sidewalks to encourage students to nark in the tennis court lots. Economic Development Corporation EDC has not met since the last CCAB meeting.