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11-15-2017 MinutesMINUTES REGULAR MEETING November 15, 2017 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on November 15, 2017, 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 Tim Brown Board Member Fae Simmons Board Member Shonale Burke Board Member Earl Hartzog Board Member Sue Boissonneault Staff Present: City Manager John Kessel Executive Director Brian James Executive Director Dudley Wait Assistant to the City Manager Sarah Gonzalez Engineer John Nowak Deputy City Secretary Donna Schmoekel Guest: William (Bill) Bosch Call to Order Chair Richard Dziewit called the meeting to order at 3:02 p.m. and asked everyone to introduce themselves. Discussion and /or Action Items 1. Minutes. Consideration and /or action regarding the approval of the minutes of the regular meeting of September 20, 2017. Chair Dziewit recognized Board Member Hartzog who made a motion to approve the minutes, seconded by Board Member Simmons. The vote was 6 -0 -0. Motion passed. Reports/Updates/Discussion and /or Action 2. Boards, Committee, Commission report/updates. CCAB members were all provided a summary document that contained the most recent updates /information from each board /commission/committee. CCAB members also touched on the most recent highlights and activities from their respective boards. Chair Dziewit stated we still do not have a representative on this committee from the Planning and Zoning Commission. Executive Director Brian James stated that in essence no member jumped at the chance to volunteer (they also currently have a vacancy on that board). He then explained a bit about alternate positions and that while there are pros and 11 -15 -2017 Minutes Page - 1 - cons to having those positions on boards, it may be a way to add more members and therefore create more availability for serving on something extra such as this board. City Manager report/updates. (J. Kessel) City Manager John Kessel stated this committee has worn several different hats in the past and one was the bond committee, which disbanded and re- banded back. Management was notified last week by TxDOT of an opportunity and we will be pursuing it at the Council meeting on November 28. There have been discussions on how to consolidate the FM 1518 improvements from two phases into one phase. Phase II is estimated at about $25 million. They plan on asking Council to support going into this as a one phase project rather than two which would save significant costs in the long run. He feels it would be best to start mobilization for construction one time and upon closure, the roadway is built and we can move on. This will help our traffic mobility a lot in south Schertz a lot. Right now, we are in the schematic design phase; we have not done the environmental and drainage part yet. We probably have 16 -18 months to go yet before we can let the project. Realistically, it could be closer to two years away to get a contract and then another two years for the construction to close. Members were all in support of the project being combined into one phase and not two separate construction projects. Executive Director Dudley Wait arrived at 3:20 p.m. Before moving to the next agenda item Executive Director Brian James brought up a past concern brought before them by residents regarding environmental code violations by a few of the same neighbors on a consistent basis and residents felt they were not getting any results from the city regarding their complaints. Challenges have been communication and understanding on both ends. Staff plans are to continue to work on this and improve city processes and resident understanding of those processes. 4. Discussion regarding the Pavement Condition Index (PCI). (K. Woodlee) Engineer John Nowak gave an update on this item which is basically pavement preservation. He explained the different distresses (deterioration) of pavement such as potholes, cracking, patches, rutting and bleeding (color changes). All these conditions are scored to determine the priority for preservation. The higher the score, the better the condition of the road. Waiting beyond a certain point of deterioration will become more expensive to repair. The overall goal is to keep the city roads in a relatively good condition. The City has put together an initial project list based on money available on what the PCI showed us. A three- person team went out and looked at all our roads on the project list, made adjustments and refined the cost estimates for the different levels of work needed by using our most current bid samples. The city has four on -call engineering firms from which we call 11 -15 -2017 Minutes Page - 2 - on for survey work and geotechnical work to verify what we see to ensure we are doing the right thing. This is where we are at now. Next, we will put together an updated project list and present this to Council for approval. We will then be able to contract the work out to them. Our project list will continue to be re- evaluated and updated as projects are completed. Mr. Nowak addressed questions and comments from the members. 5. Discussion regarding Capital Improvement Projects (CIP). (K. Woodlee) Mr. Nowak provided a listing of many capital improvement projects such as the Northcliffe waterline replacement - which is now done! Others include the repair of Schertz Parkway (ongoing right now), the Woman Hollering Creek Wastewater Line and Lift Station, Corbett Elevated Water Storage Tank, Lower Seguin Road Bridge, FM 1103 Utility Relocation, Roadway Rehabilitation, and the FM 1518 Improvements (TxDOT project). Mr. Nowak addressed questions and comments from the members. 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. December 2017 meeting— members agreed to cancel it - -- the next meeting will be January 17, 2018. Boardmember Simmons made a motion to cancel the December 2017 meeting seconded by Boardmember Burke. The vote was 6 -0 -0. Motion passed. ADJOURNMENT: Boardmember Brown made a motion to adjourn the meeting, seconded by Boardmember Burke. The vote was 6 -0 -0. Motion passed. The meeting was adjourned at 4:30 p.m. Richard Dziewit, Chair ATTEST: Donna Schmoekel, Deputy City Secretary 11 -15 -2017 Minutes Page - 3 - CCAB Prompted Residential Neighborhood Frequent Violator Compliance Effort Background A group of residents attend the April 19, 2017 CCAB to listen to a presentation by staff on the City's Code Enforcement Department. The residents expressed concerns that repeated violations of multiple City Ordinances by a small number of property owners was having a significant negative impact on their neighborhood. Staff suggested working with this group of residents to try to better understand the issues they were experiencing, learn how to improve communication and to reduce the number and frequency of violations. Goal By working with this group of residents develop a framework to more effectively address multiple frequent violations by a few property owners in a neighborhood. Early Insights Gained A lack of two way communication between residents reporting violations and city staff created frustration. The slow code enforcement process coupled with a lack of communication from city staff caused residents to lose faith in city's ability to address the issues and led them to quit reporting violations. The City needed to develop a mechanism to identify regular and routine violators in a residential neighborhood being reported by multiple neighbors to allow staff to reach out to them. Staff needed to focus on educating the neighbors reporting violations as to which items were violations of city codes and which were not (too many cars at one house). Challenges Determining how often to meet as the number of violations is reduced so as not to burn out residents (meeting too often) and losing focus and slipping back (not meeting often enough). Helping residents to understand that while the City can enforce minimum standard (compliance with codes) the City is not able to force a property owner to maintain their property at the same level as their neighbors maintain theirs (higher than minimum code violation levels). November 15, 2017 reports from boards and commissions (Last CCAB meeting September 20, 2017) BOA — September 25, 2017 — no meeting in October The Board of Adjustments approved an item to allow barbed wire atop a chain link fence at the wastewater treatment facility. Planning and Zoning Commission — September 27 (October 11 and October 25, 2017 were cancelled) At their September 27 meeting the Commission recommended approval of an amendmentto the UDC to require sidewalks be constructed when property is developed along IH 35 and IH 10. This was subsequently approved by Council. TSAC — October 5, 2017 — no meeting held in November TSAC approved a reduced speed limit for the frontage road of IH 35 in the construction zone for FM 1103. They also received updates from staff on the Thoroughfare plan that was recently updated and the status of the trail grant. Historic Preservation — November 2, 2017 The SHPC met on November 2, 2017. They discussed a number of publications — Committee Newsletter, Remembrances Special Edition Articles and the Looking Back feature in Schertz Magazine. They discussed Landmark property designations and reviewed their by -laws. They also discussed the heritage banners, specifically the need to replace old banners. Parks and Recreation Advisory Board — September 25 and October 18 At the September 25 meeting, staff walked the Parks and Recreation Advisory Board through the proposed process to solicit input on the naming of the small park on Schertz Parkway between Jonas Drive and Ashley Park Drive. Staff also discussed how they proposed to update the Parks Master Plan. At the October 18 meeting staff briefed the Board on submittals received for park names and discussed potential trail improvements along Cibolo Creek, Library Board — October 2 and November 2 At their October 2 meeting, the Library Board discussed possible projects and associated costs for the fiscal year. They approved $10,000 for adult and juvenile nonfiction books as both those collections had recently been weeded. At their November 2 meeting the Board reviewed the level of funding in their investment account and how those funds can be accessed. Schertz Economic Development Corporation — October 26, 2017 During the October SEDC Board Meeting staff presented an update on the SEDC Business Retention (BRE) Plan. The plan focuses on small and large Schertz businesses that create jobs that generate new money for our local economy. Over the past year, staff has met with over 40 of these businesses in one -on -one meetings. Additionally, and as part of the BRE plan, the SEDC has held quarterly roundtables for our manufacturing and logistics sectors to help identify and solve issues facing our local businesses. After only one year of having the BRE plan in place, staff has begun to see noticeable results of engagement by our local businesses and a renewed commitment to the City of Schertz. During the meeting staff presented the SEDC Annual Report for the FY 2016 -17 fiscal year which closed on September 30th. The major highlights of the report included all 9 of our incentive agreements were in compliance, our SEDC BRE plan is running on all cylinders, our recruitment efforts are data drive, Schertz is driving the regional industrial market, and the SEDC continues to save money for future projects that will help promote new economic activity for the City of Schertz.