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04-18-2018 MinutesMINUTES REGULAR MEETING April 18, 2018 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on April 18, 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 Fae Simmons Board Member Tim Brown Board Member Glen Outlaw Board Member Shonale Burke Absent: Board Members Earl Hartzog and Sue Boissoneault Staff Present: Acting City Manager Brian James Executive Director Dudley Wait Asst. to the City Mgr. Sarah Gonzalez Deputy City Secretary Donna Schmoekel Facility Svcs & Fleet Dir. John Harshmari Facility Manager Todd Buckingham Call to Order Chair Richard Dziewit called the meeting to order at 3:00 p.m. Chair Dziewit stated some interesting things have happened this month such as the first ever `Movin on Main Street' event which turned out really well. He hoped everyone survived the recent severe weather we had which included hail. He thanked everyone for being present and a part of this meeting /group. Discussion and /or Action Items 1. Minutes. Consideration and /or action regarding the approval of the minutes of the regular meeting of March 21, 2018. Chair Dziewit recognized Board Member Brown who made a motion to approve the minutes, seconded by Board Member Burke. The vote was 5 -0 -0. Motion passed. Rep orts/Updates/Discussion and /or Action 2. Boards, Committee, Commission report/updates. Acting City Manager Brian James passed out a committee report handout to each member. Boardmember Burke stated last week was Library Appreciation Week and some of the board members made soup to share with staff and others. 4 -18 -2018 Minutes Page - i - Boardmember Brown informed everyone that EDC would be needing three new board members soon as a few members are resigning effective May 31, 2018. Boardmember Simmons spoke about the new Schertz Park Guide that has been published and is currently being distributed. Randolph AFB wants some more to put in their welcome packages. Parks Director Lauren Shrum has a lot of ideas and is trying to bring the Parks and Recreation Department into the next generation. A subcommittee has been formed and is looking into setting up a regional meeting or workshop to share ideas amongst the area communities. She urged everyone to get on the website and keep themselves informed. Chair Dziewit said TSAC is looking to see how it works with public hearings; they will wait and see how this idea progresses. 3. Acting City Manager report/updates. (B. James) Acting City Manager Brian James stated staff is trying to focus on information received through the citizen survey. One thing is the recently published Parks and Recreation Guide which will need to be updated occasionally. The `Movin on Main Street' event is new this year and had a very limited budget. However, they did get a lot of positive feedback on it. There is a cost to everything we do and it adds up. Another new thing is our first `Shred Day' which is being held this coming Saturday. Mr. James spoke about the recently held budget retreat with Council at the Civic Center and city staff providing information to them regarding our present and future space needs, staffing levels, equipment requirements, maintenance projects, etc. The other part of this is `setting our bar' and evaluating what needs to be done in the community and what is the best process we need to engage in to get there. Lastly, he suggested that at our next meeting we have a discussion on ways we can increase the number of folks who could volunteer to serve on our various city boards and commissions so we can be more selective about who we choose. In response to Chair Dziewit's question of are the boards being looked at, he stated they are looking at the Planning and Zoning Commission bylaws and eventually others as well. The bylaws in general seem to be different with each board and somewhat outdated. He feels we need to look at each board, assess why each one exists, reframe up what they are supposed to do, and decide what their future duties and roles are. He doesn't believe we need to create any more boards or commissions, but rather re -focus on what we already have. Members provided their comments regarding the status of the current city boards. 4. Discussion and debrief on the recent City Council retreat to include information on the building repair and maintenance construction costs. (D. Wait) Executive Director Dudley Wait stated two years ago they did a bit of reorganization by pulling Facilities and Building Maintenance out of Public Works and combined it with our Fleet Operation. The city then hired a professional Fleet Manager (John Harshman). We now 4 -18 -2018 Minutes Page - 2 - have certified individuals who can work on emergency vehicles, etc. Also, a vehicle replacement plan was created. Facility Services and Fleet Director John Harshman spoke about some of their projects. Pickrell Park/Pool has electrical issues and some roof repairs that are needed. The Fire Station needed some remodeling (wall repairs /floors) and the YMCA shower facilities had problems. Mr. James expanded on the fact that the Pickrell Park/Pool project is primarily bringing the facility up to current code, as it was built back in the 1970's. The YMCA shower facilities also turned into a large project and now requires a complete remodel. Executive Director Dudley Wait explained the construction process we used in the past is now different from what we do today. As a city, we did some work ourselves (in- house); we were our own contractor. This was a mistake and now we are having to pay for that. In regard to the Animal Services building, we contracted that project out and we have been dealing with an air conditioner issue ever since. So, these problems are being dealt with by the original design team of that building —the city is not paying for it. This is the big difference. Brian James pointed out that the city also contracts now with a `construction' attorney. Staff also has input, particularly when funding and /or equipment simply is not available. Facility Manager Todd Buckingham spoke about his staff, general worklist repairs, and their newly established preventative maintenance plan. They are going to review each building two or three times per year. The ultimate goal here is to maximize our building's life. They also want to minimize city liability when possible. They will keep accurate records and constantly check everything to ensure it works properly. He provided many examples such as roofs, electrical, air conditioning, doors, floors, windows, restrooms, furniture, etc. Sustainability and standardization are their major goals. They are creating a systematic approach that will allow staff to keep on top of things and minimize costs. Board members provided comments and asked questions. 5. 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. - -Main Street Community Input Meeting outcome /feedback. -- General Discussion regarding volunteer boards and new recruitment ideas. ADJOURNMENT: Boardmember Outlaw made a motion to adjourn the meeting, seconded by Boardmember Brown. The vote was 5 -0 -0. Motion passed. The meeting was adjourned at 4:23 p.m. Richard Dziewit, Chair ATTEST: f 1, r , Donna Schmoekel, Deputy City Secretary 4 -18 -2018 Minutes Page - 3 - April 18, 2018 reports from boards and commissions (Last CCAB meeting March 21, 2018) BOA -- March 26, 2018 The Board of Adjustments did not meet in March as there were no items to consider. Planning and Zoning Commission — March 28, 2018 and April 11, 2018 (Cancelled). At their March 28 meeting, the Commission approved a number of plats. Additionally they discussed recommending that City Council consider City initiated zoning cases in areas where the current zoning is not consistent with the Future Land Use Plan. As part of that discussion staff noted that it might be more beneficial to have staff continue to focus on updating the Unified Development Code (UDC) in light of the relatively small amount of land that was likely to actually develop in a manner at odds with the City's Future Land Use Plan. The Commission also discussed the need to update the Future Land Use Plan, The Commission will potentially revisit this issue in the future. The April 11 meeting was cancelled due to a lack of agenda items. TSAC —April 5, 2018 The Commission discussed recent complaints about parking on Westchester Drive. The street is wide enough to accommodate parking on one side (as is currently the case) and that having cars parked on one side serves to slow down traffic (as wider road sections can encourage speeding). The problem seems to be people crossing Westchester mid - block after they park their cars. The ultimate solution is to provide sidewalks along that side of Westchester to allow people who park on the street the ability to use the sidewalk to get to Elbe]. TSAC also discussed challenges for pedestrians trying to cross Borgfeld Road at Dietz Road after the recent improvements. Staff is researching the cost of modifying the signal, curbs and sidewalks to improve the situation. Staff also discussed adding bike lanes on both sides of Fairlawn Avenue and Belmont Parkway to provide safer bike access and to slow vehicle traffic on both roads where speeding has been a concern. These improvements are not currently budgeted and would need to be considered as part of the upcoming budget. Historic Preservation -- March 8, 2018 The SHPC has not met since the last CCAB meeting. Parks and Recreation Advisory Board — March 26, 2018 The Parks Board reviewed the new Parks Program Guide that was distributed with the most recent issue of Schertz Magazine. The board also discussed holding a regional parks board workshop as a way to improve communication and coordination amongst communities in the area, particularly as it relates to hike and bike trail networks and connectivity. A subcommittee of the board is going to continue focusing on this concept, The board also discussed a petition from residents near Forrest Ridge Park for improvements to their park. After discussing the matter, the board felt that in light of easements encumbering the park and higher funding priorities, they were not inclined to support recommending providing these requested additional improvements, but wanted to review the list of park funding priorities before making a final decision. Library Board — April 1, 2018 At their April meeting, the Library Board received reports on the board's finances, library usage and the bookstore 'They also discussed bringing soup for the Library staff during Library Appreciation week. Schertz Economic Development Corporation — March 22, 2017 The SEDC Board has worked over the last seven years to build a reserve fund so that all economic development incentives could be funded through the SEDC thereby freeing up the City's general fund for other purposes. The SEDC currently has $15 million that the SEDC Board has planned for company direct incentives and infrastructure improvements. provide code enforcement improvements, and improve overall customer service and timelines. It is anticipated that the go -live date for this will be in the spring of 2019. Brian James spoke on the status of the Roadway Impact Fees. Council approved the first reading of the ordinance for adoption of roadway impact fees. Council went with the recommendation that came out of the Capital Improvements Advisory Committee. The second reading for this will be at the March 27 City Council meeting and will be final once Council votes on it.