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02-26-1991 c PLANNING AND ZONING MINUTES The Schertz Planning and Zoning Commission convened in a session on Tuesday, February 26, 1991 at 7:00 P.M. Municipal Complex Conference Room, 1400 Schertz parkway. present were as follows: regular in the Those PLANNING AND ZONING COMMISSION CITY STAFF BOB ANDREWS, CHAIRMAN JIM SHRIVER, VICE-CHAIRMAN MERWIN WILLMAN GARY BRICKEN COUNCILPERSON KEN GREENWALD STEVE SIMONSON, ASST. CITY MANAGER NORMA ALTHOUSE, RECORDING SECRETARY OTHERS PRESENT MEMBERS ABSENT CAROL BRICKEN KEITH VAN DINE, SECRETARY GEORGE VICK HARRY BAUMAN 11 CALL TO ORDER Chairman Andrews called the meeting to order at 7:00 P.M. Chairman Andrews, before proceeding further, presented a plaque, on behalf of the Commission, to Merwin Willman in appreciation of his ten plus years of dedicated service to the Commission. Mr. Willman thanked everyone. 12 APPROVAL OF MINUTES: Regular Session February 12, 1991 Jim Shriver pointed out a typing error on page 4, line 5 - the word "canged" should be "changed." Merwin Willman made a motion to approve the minutes (with the typing error corrected) for the regular session February 12, 1991. Gary Bricken seconded the motion and the vote was unanimous in favor. Motion carried. #3 CITIZENS' INPUT OTHER THAN AGENDA ITEMS There was none. 14 CONSIDER AND MAKE RECOMMENDATION: Review and Approval of Changes to the Zoning Ordinance a. Proposed Article XXIV Site Plan Procedures (new) b. Proposed Article XXII Parking Regulations (change) c. Proposed Article XXV Landscaping (new) d. Proposed Changed to 10 Other Articles (new) <;; Merwin Willman asked hold off discussing should they go ahead. Chairman Andrews commented he hates to hold off, but asked for a consensus from the members present. Chairman Andrews if he thought they should this since three members were absent, or After a brief discussion, Merwin Willman made a motion to table Item #4 until the next regularly scheduled meeting. Gary Bricken seconded the motion and the vote was unanimous in favor. Motion carried. #5 CONSIDER AND TAKE APPROPRIATE ACTION: Training Program for Commissioners Chairman Andrews remarked, that in looking over the Self-Study Training Guide, his only concern is that some of the articles listed mayor may not be available to give to the new members, i.e., the AICUZ regulations. Merwin Willman pointed out the new members are provided with only a few pages from the AICUZ, but Steve Simonson has the whole book if they are interested in reading it in more detail. Mr. Willman also mentioned, that in his opinion, the Animal control Ordinance and the Garage Sales Ordinance, which are both in the Code of Ordinances, should not be on the list because they have no direct bearing on Planning and Zoning duties. Gary Bricken but said as observations, related he cannot comment on the Self-Study Guide, a fairly new member he would like to make some ask some questions, and make a few suggestions: (a) The members with experience should put together some kind of package outlining basically what it is a new member is expected to do and what a new member is expected to know. Mr. Bricken indicated it's not so important that you know these things in particular, but that you know how to find them. (b) There is lots of paperwork. Does all of it need to be saved? How do you handle the flow of paperwork? (c) A couple of pages of preamble would help new members. (d) Wondered if the items listed on the Self-Study Training Guide are prioritized and asked the Commission to think back to when they were brand new and knew nothing. Jim Shriver indicated that he set up the Training Guide as if the members were brand new. (e) Mentioned the minutes and agendas, stating he feels that probably certain items contained in these come up often through the year and others are obscure in their occurrence, and those -2- ,;; with experience on the Commission are aware of which ones are of most importance. (f) Referred to the various pamphlets they receive such as "The Zoning News" and the "Zoning Bulletin" and asked if they should be kept on file. Chairman Andrews noted the current "Zoning Bulletin" dated February 15, 1991 and pointed out the article on replatting. Mr. Andrews said he always reads these pamphlets to see if anything in them is applicable to the Commission. Mr. Andrews emphasized it is up to each member as to how much material he or she wants to keep on file. Mr. Andrews also stressed he thinks the key is just having a general knowledge. steve simonson suggested that in the preamble a distinction be made between those things that are very important for the member to know and those things about which the member needs just a general knowledge. (g) Related that some subjects which arise for discussion are more vague than others and perhaps don't arouse as much interest from a new member. For example, a request for a variance on a storage shed conjures up a more conceivable image than the broader prospect of rezoning entire areas of the City. Merwin Willman told Gary Bricken that what he used bring up under General Discussion any questions he something that was discussed during the meeting. to do was had about Councilperson Ken Greenwald reminded everyone that each member assimilates knowledge in a different way. Chairman Andrews commented he felt they could come up with some kind of introduction or preamble which lists, for new members, what is expected from them when they serve on the Commission. (hI Referenced the Agenda where it says "Consider and Take Appropriate Action" and asked what is the appropriate action. Mr. Bricken said the Commission had probably noticed he hadn't yet made a motion because he's not exactly sure when to make a motion. Chairman Andrews informed Gary Bricken that "Consider and Take Appropriate Action" means to come to a consensus and make a decision on that particular item and either make a motion or table action on it, depending on the situation. Steve Simonson advised the Commission that Gary Bricken is the only new member who has taken taken advantage of his offer to ride around with him and take a look at the City. Mr. Simonson said when he was new in his position, one of the first things he did was take a ride with the City Manager who pointed out areas of special interest in the City. -3- ~ Jim Shriver asked how he goes about doing this just expand on the memo to the new members. replied he thought that was a good idea. Merwin Willman explained that he keeps a lot of material on file because past information comes in handy when doing research. preamble - does he Chairman Andrews Jim Shriver reviewed points to be included in the preamble: (1) tour of the City, (2) explanation of what to do with the paperwork, and (3) a list of what is expected of members who serve on the Commission. (i) Remarked on attendance, saying he considers it to be a priority, although he realizes they are not a formal group as far as wearing a suit and tie. Chairman Andrews and Jim Shriver both agreed about the attendance. Steve Simonson commented the the Commission is formal, legally, a good example being this evening when they held up on some ordinance changes because of absences. Mr. Simonson went on to say, regarding attendance, that from a Staff point of view there's lots of paperwork involved in getting a package ready and sometimes members don't even pick up their packages. Mr. Simonson said he thinks attendance is imperative. Chairman Andrews read from the Planning and Zoning Rules of Procedure under Duties, Section E (2) c. as follows: "Failure to regularly attend Commission meetings without good cause. Good cause shall be illness or temporary disability or absence from Guadalupe County and adjoining counties or family emergency. There shall be a presumption of regular failure to attend when more than three (3) consecutive regular meetings are missed." The consensus of the Commission was that attendance should be stressed in the preamble. Jim Shriver made a note of this. Ijl Pointed out to the Commission that during the interview process they might have hidden the importance of the Planning and Zoning Commission and the authority they have. Mr. Bricken said in some cities the Planning and Zoning Commission is equivalent to a dog and pony show. Schertz is singular in how important it's Commission is. Jim Shriver made a note to add responsibilities and authority to the preamble. Merwin Willman jokingly remarked authority to ruin the City before happens. this Commission has the Council even knows the what Jim Shriver, referring to the Self-Study Training Guide, considered the possibility of eliminating the last column which is for questions and answers and ending with the column for date completed. -4- ~ Merwin Willman asked about breaking the list materials in two parts - those things you need to about which you only need a general knowledge. was not agreeable to this idea. of reference know and those The Commission Mr. Wi llman, once again, Control Ordinance and the reference materials. recommended the removal of the Animal Garage Sales Ordinance from the list of (k) Questioned whether or not it would be possible to include in the preamble some kind of pattern as how to organize and maintain the book received by each new member upon joining the Commission. Mr. Bricken indicated he has no idea how it should be put together. This prompted discussion on how each member organizes their book to suit their own style and needs. Each person does it differently. Jim Shriver said he would try and include something in the preamble on how to maintain the book. Jim Shriver stated, that per Merwin Willman's request, he will delete the Animal Control Ordinance and the Garage Sales Ordinance from the reference material list since they are in the Code of Ordinances. Chairman Andrews requested Item #5 be tabled until the next regularly scheduled meeting, giving Jim Shriver time to make all the changes and additions discussed this evening. 16 GENERAL DISCUSSION Gary Bricken: (al Asked if the big purple sign on Jack Hays Blvd. advertising a church has a permit. steve Simonson replied no permit is needed, the sign is on private property. Merwin Willman: (al Complimented Steve Simonson and Norma Althouse on the write- up sent to City Council listing the Commission's determinations and recommendations regarding political signs. (b) Mentioned the APA Conference which will be held this year in Corpus Christi. Mr. Willman said they always offer some interesting workshops and it gives you a chance to talk with people from other cities and get an idea of how they do things. Mr. Wi llman a I so added it makes you aware of just how much Schertz is ahead of some of the other cities. (c) Distributed a letter position on the updating Willman said he would like to the Commissioners of the City Comprehensive his letter put on record. stating Plan. his Mr. -5- ~ Mr. Willman also mentioned that if the Commission doesn't update the Comprehensive Plan, he knows another organization in the City which will do it and then the Commission wouldn't have near as much input. Jim Shriver: {al Commented the way he sees the updating of the Comprehensive Plan, is that at the rate it's going, it's years away and he feels the City can't afford to wait for years. Do we have a game plan? Chairman Andrews: lal Indicated he has material dating back updating process was first started. Mr. Commission had approved a timeline, but it wayside. to 1988 when Andrews said has gone by the the the Mr. Andrews said he considered asking all the Commission members for two things by the next meeting: (1) overall goals (how do you see the growth of the City of Schertz?), and (21 planning objectives (how are we going to get where we need to be?). Mr. Andrews related he has all sorts of information. A survey was sent out and he has the results of that. A group called the Citizens' Leadership Panel conducted meetings with representatives of different departments in the City and he has the report filed on those results. Merwin Willman mentioned the pennsylvania Municipalities Planning Code which he distributed to the Commission a while back. Mr. Andrews noted that Merwin Willman had distributed other information to the Commission, for example, "Managing the Planning Process." Mr. Andrews also mentioned an article in the current APA magazine called "Why I Became A Zoo Keeper" which he recommends the Commissioners read. Mr. Andrews read a direct quote from the article which he felt says it all: "The Planning profession could benefit from learning to be more results- oriented and less bureaucratic." Jim Shriver quoted the next to last paragraph of Merwin Willman's letter on the updating of the City Comprehensive plan which reads: "Unfortunately, to have a Plan that will be meaningful and of significant value for the future growth of the City, it is my op1nion every member of the Commission will have to sacrifice extra time to the project. It is my observation not many members of this Commission are interested in updating the Plan." Mr. Shriver said, in his opinion, it's about 50-50. Mr. Shriver further stated that the fact is, if they get into updating the Comprehensive Plan, they can't do it all at normal meetings, they will need to hold extra meetings. -6- .. . Gary Bricken asked Jim Shriver what he means by 50-50 and Mr. Shriver answered he feels about fifty percent of the members are not interested. Gary Bricken replied to that answer by saying he doesn't know if 50-50's a fair statement. Mr. Bricken said, as a new member, nothing has been explained to him to indicate the importance of the Comprehensive Plan and why he should be interested in updating it and pouring into it wholeheartedly. Merwin pertains they are Willman explained that the statement in his letter to many other subjects discussed by the Commission only interested if someone else does the work. Chairman Andrews commented on the significance of the Comprehensive Plan by reading a statement from the article on "Managing the Planning Process" where it says: "A town plan gives a legal foundation for your Zoning and Subdivision regulations." Mr. Andrews stressed that the regulations and the Plan have to go hand in hand. Referring back to the survey, Mr. Andrews said he considers the results of that survey to be citizen input. Mr. Andrews also emphasized that if part of a Comprehensive Plan pertains to the Fire Dept. and the Fire Chief writes a section for that department, he considers that the best source of information. Mr. Andrews related that he knows Merwin Willman disagrees with him on these two points. Gary Bricken commented he is more aware now of how important the Comprehensive Plan lS, so maybe the place to start is to start over. Mr. Bricken said he thinks it's ludicrous to ask for input from the Commissioners at the next meeting and suggested, instead, a presentation on the Comprehensive Plan and the importance of updating it. Mr. Bricken thought it would be a good idea to have the presentation made by Merwin Willman and also someone with an opposing point of view. Chairman Andrews remarked that for the moment he will postpone asking for goals and objectives, for the Comprehensive Plan, from the Commissioners, but did ask them to be thinking about it. #7 ADJOURNMENT Chairman Andrews adjourned the meeting at 8:00 P.M. The next regularly scheduled meeting is March 12, 1991. -7-