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05-16-2018 MinutesMINUTES REGULAR MEETING May 16, 2018 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on May 16, 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 Absent: Board Members Earl Hartzog Staff Present: Acting City Manager Brian James Asst to the City Mgr. Sarah Gonzalez Guest: William (Bill) Bosch Call to Order Board Member Glen Outlaw Board Member Shonale Burke Board Member Sue Boissoneault Executive Director Dudley Wait Deputy city Secretary Donna Schmoekel Chair Richard Dziewit called the meeting to order at 3:02 p.m. Discussion and /or Action Items 1. Minutes. Consideration and/or action regarding the approval of the minutes of the regular meeting of April 18, 2018. Chair Dziewit recognized Board Member Brown who made a motion to approve the minutes, seconded by Board Member Boissoneault. The vote was 6 -0 -0. Motion passed. Reports/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 Boissoneault stated her committee approved another loan grant which went in front of Council and they approved it. Another member of her committee made up a listing of all their heritage sites which was really nice to have. Boardmember Outlaw stated the written handout everyone was given is pretty accurate and their last meeting was pretty routine, approving a few plats and applications for onsite 5 -16 -2018 Minutes Page - i - sewage treatment. They also discussed staff - initiated changes to the UDC regarding site development standards for public water and wastewater facilities. The committee's goal is to keep exemptions to a minimum, A subcommittee has been formed to work with city staff on this subject, Boardmember Brown stated they are working on two large projects, One is the EVO versus Santikos project called WRl LLC, They approved a reimbursement package for water /waste water improvements, The same thing is happening with Schertz 312 who are purchasing another 312 acres in north Schertz to expand the industrial area, It is currently all farmland with no infrastructure at all, They will be working with them on that for the next 3 -5 years, Boardmember Simmons said they talked about the Parkland Dedication fees and discussed the possibility of making an adjustment, Boardmember Burke stated the Library members talked about the budget and its process, Chair Dziewit said as an FYI, the BOA has not met since last October, but a meeting is now scheduled for this coming Monday, As fax as TSAC is concerned, they talked about speeding issues and also had a presentation provided by the Police Department on how they investigate *speeding complaints. They also discussed speed limits on the frontage roads of IH 10, IH 3 5 and Main Street, 3, Acting City Manager repolVupdates. (B. James) Acting City Manager Brian James stated the Main Street Input Meeting was held a few weeks ago at the Schertz Civic Center, Staff will try to update the Councilmembers on the information collected by those attendees in a few weeks. Councilmembers continue to meet to discuss the search for a new.City Manager, Hopefully, soon they will post for the position. Often cities will tailor the job posting to where the community is headed. For example, in a fast - growing city such as Schertz, you would talk about the need to promote economic development and dealing with that growth. Then you look for the candidate who has that skill set and interest. Boardmember Brown brought up the subject of certain veterans (100% Disabled) who are exempt from paying property taxes. His question is, do we plan on assessing any other fees for different functions to help offset some of this revenue loss? Boardmember Outlaw gave a few examples of some of these types of fees. Members discussed and commented on the pluses and minuses of this situation, 4. Discussion and feedback on role of city boards and commissions. (B, James) Acting City Manager Brian James spoke about our current recruiting methods, appointment value, defined rates, state law requirements, frequency of meetings, and committees created by choice versus those required by law, Some challenges we are currently dealing with are defining the purpose or role of a board and their priorities, goals and policies. Some boards 5 -16 -2018 Minutes Page - 2 - are self - driven, while others may not be (i.e., required by state law). Mr. James provided each board member with a copy of the CCAB's bylaws (Resolution No. 15 -R -48 passed and dated December 8, 2015). Most of the boards meet monthly, whether there is a reason to meet or not. This is an example of something that should be reviewed by each board and then they could decide if that needs to be adjusted (change it to quarterly, as needed, etc.). Today, City staff is much larger and very knowledgeable in their respective positions. This was not the case years ago when many of these boards were formed. Members discussed the original formation of this board as the `Bond Committee' and then how it evolved into this current board whose purpose is through its members to increase communication amongst all the other city boards and committees. Main concerns were limitations of knowledge and expertise on certain subject matter and having something real to do (a purpose). Members also discussed the level of volunteerism in the community —it appears to be on the low side for a city of this size. How do we get more involvement from the citizens? Is liability an issue /cause. Are there too many restrictions and obstacles? How do you engage people and get them interested and motivated? Mr. James suggested this group think of items where they think they as a group could add value. Then they can decide how often to meet. Chair Dziewit suggested taking a look at the bylaws again and at the next meeting (June 20) make a decision as to how to proceed. 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. No items were requested. • WHOM Boardmember Burke made a motion to adjourn the meeting, seconded by Boardmember Brown. The vote was 6 -0 -0. Motion passed. The meeting was adjourned at 4;30 p.m. �% �%� 'Richard Dziewit, Chair ATTEST; C Donna Scbmoekel, Deputy City Secretary 5 -16 -2018 Minutes Page - 3 - May 16, 2018 Reports from Boards and Commissions BOA —April 23, 2018 The Board of Adjustments did not meet in April as there were no items to consider. Planning and Zoning Commission — April 25, 2018 and May 9, 2018. At their April 25 meeting, the Commission approved a plat and associated waiver to allow septic service for a few lots in southern Schertz. At their.May 9 meeting they approved a plat. At both meetings they discussed proposed changes to the Unified Development Code regarding site development standards for public water and wastewater facilities. The item was tabled by the Commission at both meetings and the Commission is going to continue to discuss the proposed changes with staff. TSAC— May 3, 2018 The Commission recommended approval of ordinances to limit parking on a section of Main Street that had previously been signed as no parking due to sight visibility issues as well as clean -up changes to speed limits on frontage roads of IH- 35 and IH -10. They also received a presentation from the Police Department on how complaints about speeding are investigated and tracked. Historic Preservation —April 26, 2018 At their April 26 meeting, the SHPC approved a Main Street grant application for the property at 528 Main Street. They reviewed the 2018 Spring Newsletter and Remembrances Special Edition Article 2018 -2. Both of these can be found on the City's website on the Historical Preservation Committee page. The Committee also discussed changes to the Landmark Property and Heritage Neighborhood Designation Program. Parks and Recreation Advisory Board —April 23, 2018 The Parks Board received updates on the activities of BVYA, SYSA and the YMCA. They also reviewed the current Parkland Dedication fee and discussed whether an adjustment to the fee was warranted. Library Board — May 7, 2018 At their April meeting, the Library Board received reports on the board's finances, library usage and the bookstore. They also discussed the upcoming 2018 -19 budget. Schertz Economic Development Corporation — May 1, 2018 During the May 1, 2018 SEDC Board Meeting, the SEDC Board heard presentations on the following: the SEDC's Monthly Financial Statements where the SEDC saw an increase of 19.9% in sales tax revenue that was due to a non - recurring capital investment; the SEDC Benchmarking and Reserve Update which compares the SEDC against our benchmark EDC's; the SEDC 20th Anniversary Update which staff is using to highlight the SEDC's efforts; and the 1st Quarter 2018 economic and Project update which provides the Board with updated information on SEDC Projects and market conditions. During the meeting the SEDC Board also approved two infrastructure related projects. The first project was with WRI LLC who is building Wiederstein Ranch. Under the performance agreement, WRI will receive a reimbursement of up to $834,487.50 for water and wastewater improvements for their development. The SEDC will pay the money to Will LLC once the City and SEDC have received actual ad valorem and sales tax revenue from their development. WRI LLC has up to January 1, 2022 to earn the reimbursement. The second infrastructure project that the SEDC approved was with Schertz 312 who is purchasing 312 acres in northwest Schertz. Under the performance agreement, WRI will receive a reimbursement of up to $4 million forwater, wastewater, roadway and sidewalk improvements. Additionally, Schertz 312 will be required to reserve a development ready site for a future million square foot user. Schertz 312 will have one year to construct the improvements and receive, the reimbursement. Committee of Committees Advisory Board Summary CCAB Notes 04/18/18: Mr. James gave the City Manager update. He spoke about some new things staff is doing this year. Examples include the Parks and Rec Guide, the Movin' on Main event, and the upcoming Shred Day event. Now that some of these have taken place, it will allow for discussions on funding to expand, improve or reach a wider audience on several of these new items. Staff also had a preliminary budget retreat with City Council since the last CCAB meeting. This year past budgetyear, staff went deeper into items requested by various City departments and showed and discussed with Council items that fell below the "cut line ", those items for which funding was not available. At the budget retreat staff went into great detail on areas needing recurring funding such as parks, sidewalks and facilities maintenance. Jon Harshman, Director of Fleet and Facilities Services and Todd Buckingham, the recently hired Facilities Manager, spoke about Cityfacilities and their efforts to develop a regular building maintenance program. Jon reviewed several in- progress facility repairs including several high priority projects the Recreation Center restrooms, Fire Station #2 leaks, Pickrell Park Pool electrical work, etc. Mr. Buckingham discussed the effort to evaluate all the City's facilities and develop long term plans for maintenance and repairs. Next meeting agenda topics: Ways to increase the number of folks volunteering for open positions on Boards and Commissions and how to attract folks to volunteer service. Additionally the need to review what each Board or Commission is tasked with doing, and considering whether the role of each needs to expand, contract, or change and the need to ensure staff supports each board /commission in focusing on its mission. RESOLUTION NO. 15-R-48 bmw( tie ufa A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS CREATING A COMMITTEE OF COMMITTEES ADVISORY BOARD AND PROVIDING FOR THE PURPOSE, ORGANIZATION, APPOINTMENT AND DUTIES OF THE BOARD, AND OTHER MATTERS IN CONNECTION THEREWITH WI3EREAS, the Mayor and City Council seeks to form a task ,force to address community involvement and future planning for the City of Schertz; and WHEREAS, a task force was formed and has been meeting since December 2014 with 7 members from the various City Boards, Commissions and Committees with the following appointed members; Chair, Michael Dahle, Planning & Zoning Commission, Vice Chair, Richard Dziewit, Transportation Safety Advisory Commission, Vice Chair, Fae Simmons, Parks and Recreation Advisory Board, Tim Brown, Economic Development Corporation Board, Frank McElroy, Board of Adjustment, Howson Lau, Library Board, and Barbara Hall, Historical Preservation Committee. Two additional non -city board members served; Maggie Titterington, President Schertz Chamber of Commerce, and Ed Finley, Schertz- Cibolo - Universal City ISD (SCUCISD); and WHEREAS, Mayor and City Council met and decided to formalize a "Committee of Committees Advisory Board" to continue the work of the task force; and WHEREAS, should a vacancy occur on this committee, the City Council shall, within 60 days from the commencement of the vacancy, fill the vacancy by appointment; and NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCII, OF THE CITY OF SCHERTZ, TEXAS: There is hereby created in and for the City, a board which shall be called the "Committee of Committees Advisory Board" whose purpose shall be for the providing of guidance and feedback on future planning.and long term prioritization of City initiatives. Additionally the Committee of Committees will be responsible for increased communications and coordination between boards. Section 1: Composition: Appointment and Terms The Committee of Committees Advisory Board shall be composed of seven (7) members who shall be appointed by the City Council on an annual basis beginning May 31St of each year. Board members will be appointed for staggered two (2) year terms. If any member of the Board shall be absent from scheduled meetings more than three (3) times without prior notification to the chairman of the board during any twelve (12) month period, the third (3rd) absence shall be construed as the member's resignation from the board for all purposes. All members will represent the entire City, however positions will be numbered and initially all the odd numbered positions will serve a two year term and all the even numbered positions will serve a one year term. Thereafter, all terms will be 2 -year terms. The positions will be randomly assigned at the first board meeting. Section 2; Qualifications of Members. Any member appointed to the Committee of Committees shall be a resident of the City or in the City's ETJ and 18. years of age. or older. It is the intent of the City Council that members shall, by reason of diversity, constitute a board that is broadly representative of the community. Section3t Members Serve without Compensation, The members of the Board-shall serve without compensation, Section 4; Removal of Members. Any member of the Board may be removed from such membership at any time by the City Council. Section 5; Responsibility; Duties The primary responsibility of the Board shall be to advise the City Council on future planning and long term prioritization of City initiatives, and when directed by City Council or City Staff, assist with projects to include analysis of present and future needs and prioritization, and report their findings back to City Council and/ox City staff. Additionally, the Committee of Committees will be responsible for increased communication and coordination between boards, Section 6; Meetings; Quorum The Board shall fix the time and place for its meetings, provided that the Board shall meet at least once a month. Any Four (4) members of the Board constitute a quorum necessary to cause official action to be taken on any matter. All meetings shall be open to the public, and notice of meetings shall be given and meetings shall be conducted in accordance with the Texas Open Meetings Act, Section 7; Staff Liaison. The City Manager and City Secretary will serve as staff: liaisons to the Board. All recommendations, comments and reports shall be made to the City Manager, who in turn shall convey such recommendations to the City Council. Section 8: Board Cannot Bind City Council The Board shall act in an advisory capacity only and shall not have the authority to' bind or obligate City Council, Section 9. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 10. All resolutions, or parts thereof, which are in conflict or inconsistent'with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 11. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 12. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 13. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public - notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended, Section 14. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 8th day of December, 2015. CITY , TEXAS hael R. Carpenter, Mayor ATTEST: City Secretary (CITY SEAL)