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02-17-2018 MinutesMINUTES REGULAR MEETING February 17, 2018 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on February 21, 2018, 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 Earl Hartzog Board Member Shonale Burke Absent: Tim Brown and Sue Boissoneault Staff Present: Acting City Manager Director Brian James Asst. to the City Mgr. Sarah Gonzalez Corporal Ernest Spradling Code Enforcement Officer Thomas Brooks Asst. Parks Director Lauren Shrum Events Coord. Natalie Keaney Guest: William (Bill) Bosch Call to Order Board Member Glen Outlaw Board Member Fae Simmons Executive Director Dudley Wait Police Chief Michael Hansen Deputy City Secretary Donna Schmoekel Code Enforcement Officer Val Garcia Events Manager Mary Spence 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 January 17, 2018. Chair Dziewit recognized Board Member Hartzog who made a motion to approve the minutes, seconded by Board Member Simmons. The vote was 4 -0 -0. Motion passed. Reports/Updates/Discussion and /or Action 2. Boards, Committee, Commission report/updates. Boardmember Hartzog said that his board has not met since the last CCAB meeting. Boardmember Outlaw said the summary pretty much covers it but they had a Joint P &Z meeting with the Capital Improvement Advisory Committee regarding Roadway Impact Fees. They met on February 7 and made a recommendation to Council 2 -21 -2018 Minutes Page - 1 - Acting City Manager Brian James said BOA did not meet either in January or February. However, P &Z met on January 24 and February 14. On January 24 they approved two plats (one residential, one commercial). They also considered modifications to the city's tree ordinance. This was to clarify some language as well as add some more flexibility and offer some other options in unusual circumstances. Boardmember Simmons said they (Parks) are trying to establish a subcommittee to come up with ideas to connect with other areas like Cibolo to see about any cooperative efforts they could establish. She commended Assistant Parks Director Lauren Shrum who has done a remarkable job— innovative, coming up with new events /activities for the community.` She also spoke about the YMCA, who annually sponsors a fundraiser that provides scholarships for families /children who can't afford summer projects. It is a very worthy cause. Mr. James added that Lauren showed a draft of the parks program guide that they have been working on with the Public Affairs staff. He gave credit to them and also to Events Manager Mary Spence and Events Coordinator Natalie Keaney. Mr. James also said the Parks Board had gotten a request to rename `Oak Forest Park' off of FM 3009 to `Coy Simmons Park.' The Parks board will soon be going to send something out to that neighborhood to get resident feedback on the proposed name change. Lastly, Mr. James stated what they have had conversations about in the past is not taking left over tracts of land anymore. While there is an aesthetic value there, it is usually also costly to maintain those types of properties. They look pretty but generally are not useable. Chair Dziewit stated TSAC discussed some issues on speeding in the Lone Oak area. Another thing was the Ashley Oak area and FM 3009. The other item brought up was the Roadway Impact Fees and they want to see what a good recommendation would be for Council to put it through. He thinks each board got a briefing on it. Mr. James confirmed this saying they didn't want to get a recommendation from the other boards but rather just some more feedback. Mr. James said the EDC board met and they discussed a couple of projects as well as the Main Street grant. The Historical Preservation Committee discussed their usual reports but one of the things they did do was recommend another heritage neighborhood (the old Comal settlement). The Library board talked about getting another credit card machine for bookstore sales. They have also looked into the idea of having a code that can be used at the point of sale at the main counter in the front of the library, thus eliminating the need for a second machine. 3. Acting City Manager report/updates. (B. James) Acting City Manager Brian James stated last evening was the first Council on the Go meeting for this year —at Corbett Jr. High School Cafeteria off of FM 1518. The next one will be in north Schertz and the third /last one in central Schertz. Last evening there were 47 2 -21 -2018 Minutes Page - 2 - attendees. One of the things discussed was the FM 1518 expansion project which has now been supported by an additional $5 million kicked in by the city so the project can be done all at once. Additional supporting funds will then be added (about $25 million) by AAMPO to accomplish this. So, Council authorized that, and TxDOT submitted the application. AAMPO has a public comment section on their website, so we need as many people to go online and vote for the projects you think are most important, so we can get this funding. Lastly, the State of the City video for 2018 was presented for the members to view. Boardmember Shonale Burke arrived at 3:20 p.m. 4. Marshal's Update — Police Department merge. (D. Wait /M. Bane) Police Chief Hansen spoke on behalf of Asst. Chief Marc Bane regarding this item. He provided information regarding the reassignment of the Marshal's Department into the Police Department (PD). He spoke about the initial proposal, what it took to complete the merge, and how the efficiency and effectiveness of the operation is changing. The proposal was presented to Council late last year at their fall retreat and they had no objections to it, thereby making the merger effective as of December 2017. As they move forward they are focusing on the citizen survey results and looking to address those concerns first. The Marshals are now a Division of the PD rather than their own department. Code enforcement, warrants and court became sections of the division. The Animal Services now reports directly to Executive Director Dudley Wait. Legally, in the eyes of the state, they needed to be under the Police Department. New ID's and badges were provided, and appropriate paperwork completed. The citizens now have a single point of contact for code enforcement issues and they also have some shared resources to attack problems (i.e. bandit signs, 3`d code enforcement officer, administrative assistance). 5. Update regarding weekend bandit sign pickup. (D. Wait/M. Bane/E. Spradling) Corporal Ernest Spradling and Code Enforcement Officer Thomas Brooks presented information on this item. Code Enforcement Officer Val Garcia was also present. Officer Brooks stated it has been a smooth transition and they have gotten some additional equipment for their investigations (i.e., cameras, raincoats, etc.). Since the merger with the Police Department, weekend enforcement time has since been authorized. So far, the results have been significant. During January, 222 bandit signs were retrieved from the right of ways and 117 so far during February. However, some of these numbers are from signs picked up during the weekdays. In comparison to January of 2017, they collected 61 signs and in February 2017, 54 signs. At the current rate of enforcement, we should see an increase of 235% in the year 2018. The objective is to minimize the visible blight created by bandit signs and decrease the number of signs being placed by businesses by having them realize the cost of replacement 2 -21 -2018 Minutes Page - 3 - and have violators realize the city is taking an aggressive approach on this.. Patrol officers are also being trained to pick these signs up as they are spotted. Photos were provided of the number of signs they are retrieving. It was a bunch! 6. Update regarding `Movin on Main' and other parks and recreation programs. (L. Klepper/L. Shrum) Events Manager Mary Spence provided information on up and coming events in the city for the rest of this year. • The Wilenchik Walk will take place Saturday, March 3rd and it will be the 10th year for this event. Over $169,000 has been raised for cancer research over the last 9 years and these funds stay in the local metropolitan area. • Movin on Main is a new event and will be held on Sunday, April 81h from 12:00 -4:00 p.m. There will be fitness demos, exercise stations, cycle route, live music, health and wellness vendors, food and refreshments, etc. • 4th of July Jubilee, another annual event in Schertz, featuring the parade, activities, food/drinks, and the evening fireworks display. • SchertzQ, this is the second year with this name and the 10th for the fun and delicious bar -b -que cookoff event. • The Christmas Tree Lighting and Festival of Angels will be held in early December and will be the last event of the year. • Trunk R Treat Event, this has grown in the past couple of years and is a safe event for the local children for Halloween. The goal is to provide local community events for our resident families and offer a variety of elements for them to enjoy throughout the year. Assistant Parks and Recreation Director Lauren Shrum spoke next and provided information on the community activities planned by .her department. She passed out flyers for up and coming events regarding: 1) Schertz Movin on Main (April 8), 2) Music and Movies in the Park (March 18 at Pickrell Park — others to follow later in the year, 3) Nature Discovery Series at Crescent Bend Nature Park (March 3, April 7 , May 5, June 2), 4) Star Party at Crescent Bend Nature Park (June 2, September 29). Acting City Manager Brian James stated three years ago, the Parks Department did none of these and the events group had fewer activities than what they have today. We have come a long way in the past few years and we have much more of a variety today. It's usually free, easy stuff where you can take your family to. Ms. Shrum added they have also been able to partner with other organizationsibusinesses. The events have also required a minimum of staff presence. Board member Faye Simmons commended Ms. Shrum for her energy and innovative ideas and wanted to recognize her for her many contributions to the department/city. Chair Dziewit pointed out how far we are progressing and growing, providing activities for the community, the police /marshal department merger, etc. He thanked everyone for 2 -21 -2018 Minutes Page - 4 - everything they are doing, including the members of all the volunteer boards /commissions and committees. Boardmember Simmons mentioned social media and the opportunities that may be available for additional communication sharing by citizens and staff. Staff and board members discussed the platform the city currently has and what information is shared on it. Boardmember Hartzog added that HOA's are another avenue of communication and he has seen certain helpful information on his own neighborhood newsletter. 7. 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. No items were requested by members. However, Boardmember Burke mentioned the Library would be having a bookstore book sale this Friday and Saturday (Feb. 23 & 24) from 10am -5pm in the program room of the children's library. Come and get some inexpensive good reading material. ADJOURNMENT: Boardmember Burke made a motion to adjourn the meeting, seconded by Boardmember Simmons. The vote was 5 -0 -0. Motion passed. The meeting was adjourned at 4:05 p.m. Richard Dziewit, Chair ATTEST: Dnna Schmoekel, Deputy City Secretary 2 -21 -2018 Minutes Page - 5 - February 21, 2018 reports from boards and commissions (Last CCAB meeting January 17, 2018) BOA — January 22, 2018 The Board of Adjustments did not meet in January as there were no items to consider. Planning and Zoning Commission —January 24, 2018 and February 14, 2018. At their January 24 meeting the Commission approved two plats — one residential and one commercial. They also recommended modifications to the City's Tree Preservation Ordinance to clarify current practice, improve consistency of wording and add flexibility to allow the removal of trees and not charge mitigation fees in certain circumstances- primarily where trees are located in easements and if a site has few trees, the location of which make development very difficult. At their February 14, meeting the Commission approved two plats including a waiver for one plat to allow a septic system. In their role as the Capital Improvements Advisory Commission for impact fees, they recommended roadway impact fee rates. On February 27 staff will make a presentation to City Council on impact fees and the required public hearing is scheduled to occur on March 13. TSAC — February 1, 2018 At the February meeting, TSAC discussed concerns about speeding on Lone Oak and decided to again conduct traffic /speed counts and revisit the issue. The also discussed ongoing issues with parking and congestion on Ashley Oak near FM 3009. It was decided to stripe /sign areas where parking is not allowed. The Commission also discussed the proposed roadway impact fees. Historic Preservation — January 29, 2018 The SHPC discussed the Treasurer's report, Annual Committee Report, the upcoming Committee Newsletter and Remembrances Special Edition, and the Bibliotech — Biblioboard Project in conjunction with Bexar County to post historical information about Schertz online. They also made a recommendation to create another Heritage Neighborhood District for the old Comal Settlement area. Parks and Recreation Advisory Board — January 22, 2018 At their January meeting, the Parks and Recreation Advisory Board discussed sending a questionnaire to residents near Oak Forest Park about renaming the park. The board reviewed a draft of the Parks Program Guide. The board also discussed how to improve communication and cooperation among cities in the area with regard to park facilities. They ultimately decided to have a subcommittee explore the topic. Library Board — February 5, 2018 At their February meeting, the Library Board received reports on the Board's finances, library usage and the bookstore. They also discussed how the bookstore could use the Library's credit card machines for library purchases. Schertz Economic Development Corporation — November 16, 2017 During the January 25, 2018 SEDC Board Meeting, City staff presented an overview of the Roadway Impact Fee program. During the presentation, staff showed examples of how commercial development would be affected by the proposed impact fees. Staff also illustrated how Schertz total development fees compare with our neighboring cities. After hearing staff's presentation, the Board expressed concerns on how the proposed fee might negatively impact residential and commercial development since our fees are among the highest; however, the Board understands the need to raise money for future infrastructure. During the meeting staff presented an update mission statement for the SEDC. The new SEDC mission is: The mission of the SEDC is to grow the Schertz economy through Projects. Specifically Projects that focus on Primary Job Creation /Retention and Infrastructure Improvements. The new mission statement will be used to evaluate daily activities and when pursuing economic development projects. Staff presented the quarterly economic & Project update. During the 4th quarter of 2017, Hanson Installations and Dunbar Armored located to Schertz absorbing approximately 45,000 square feet of space. Average industrial asking rates increased $0.04 to $5.61 per square foot. Staff also provided a development update which included over 21 projects which were either under construction or completed during the quarter. Lastly, average wages for Bexar, Comal and Guadalupe County increased 3.1 %, 1.0% and 2.1% respectively. The SEDC postponed its discussion about Main Street until the February meeting. Committee of Committee Advisory Board Meeting Summary February 21, 2018 Mr. James gave City Manager update. Discussed the previous evenings Council on the Go Meeting. Reminded CCAB members to reach out to get folks to vote in the AM PO on -line meeting for the F.M. 1518 Project. Additionally, the newly released State of the City video was shown to the Committee. Police Chief Hansen gave an update on the Marshal program being re- integrated into the PD. He discussed the. purpose behind the merger was to increase efficiencies and to focus on increased capabilities for code enforcement. The focus is addressing the concerns in the citizen survey. He talked about all the work in the background and that it is completed. Next he talked about some of the efficiencies like complaints from residential customers that can now have the problem addressed regardless of if it is on public or private property. Corporal Spradling and Code Enforcement Officer Brooks gave an update on the Bandit Signs program that was recently implemented. They discussed how code enforcement was going out on Saturdays now to remove these signs. Year to date in 2018, the signs removed are almost % the amount taken in all of 2017. Discussion was had between the Committee and Code Officers. Currently, this is only applying to signs in the right of way. Also, training is being conducted to help patrol officers locate individuals placing these signs during off hours. Mary Spence gave an update on City Public Events coming up. A new event for 2018 is "Movin' on Main ". It will be held on Sunday, April 8, 2018 from noon to,4:00 PM. It is a partnership with the Schertz Family Y. Main Street will be closed from Schertz Parkway to Aero and FM 1518. It will be to allow folks to walk, ride, skate, board, etc up and down the street. Vendors will be available to encourage folks to get outside and get active. Classes and demonstrations will also be taking place throughout the day. It will be a large variety of events aimed at everyone -from young to old. Lauren Schrum followed up to give an update on the Parks Departments plans during "Movin' on Main ". She also gave an update on "Movies in the Park ". The movies will be in a variety of Parks, not just Pickrell. She also talked about other programming they have planned for nature activities, star parties and Music in the Park.