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05-18-2016 MinutesMINUTES REGULAR MEETING May 18, 2016 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on May 18, 2016, at 3:00 p.m., in the Hal Baldwin Municipal Complex Bob Andrews Conference Room, Building #1, Schertz, Texas. The following members present to -wit: Chair Richard Dziewit Board Member Fae Simmons Board Member Michael Dahle Members absent: Board Member Frank McElroy Staff Present: Executive Director Brian James City Secretary Brenda Dennis Vice -Chair Barbara Hall Board Member Shonale Burke Board Member Tim Brown City Manager John Kessel Assistant to the City Manager Sarah Gonzalez Deputy City Secretary Donna Schmoekel Guests Present: Robert Brockman, David Reynolds, Boy Scout Jacob Diaz - Iglesias, Troop 413 Call to Order Chair Richard Dziewit called the meeting to order at 3:02 p.m. Reports/Updates Boards, Committees, Commission reports /updates. Chair Dziewit recognized Board member Barbara Hall who stated on Tuesday, the SCUCISD honored the Schertz Historical Preservation Committee with an award (Community of Excellence) called Community Partners of the Year. It was very impressive and they were very honored to be selected for the award. Also, on May the 3rd, they received a proclamation for National Historic Month. This Saturday, May 21" they are sponsoring a symposium for National Historic Month in the City Council Chambers. She passed out some invitations which also listed the agenda items. They will also be observing their l Oth anniversary of the Schertz Historical Preservation Committee. Their next board meeting is in July. Chair Dziewit introduced new Board Member Shonale Burke, who is representing the Library Board. He thanked her for her agreeing to participate on this board. Ms. Burke stated the Library will be having a fundraiser on June 10th at the Library. Executive Director Brian James added that it was actually a two day affair: Friday, June 10, 6 p.m. -10 p.m. and Saturday June 11, 9 a.m. -7 p.m.). There will be food trucks in the parking lot Friday evening and Saturday will be more of an all -day family affair which will include put -put golf inside the Library. 05 -18 -2016 Minutes Page - i - Chair Dziewit recognized Board Member Michael Dahle who stated at the last Planning and Zoning meeting they got a number of plat approvals for the Homestead subdivision, north of the Scenic Hills area. At their next meeting they may have a rezoning case regarding a proposed apartment complex (also in northern Schertz). Chair Dziewit recognized Board Member Tim Brown who stated the EDC group will be meeting next week. Staff is still pursuing a few things, but they are not ready to be shared at the public level just yet. Chair Dziewit recognized Board Member Fae Simmons who stated the next Parks and Recreation Board meeting will be on Monday (May 23). They did not have an April meeting as they did a tour of all the city parks during that month. Chair Dziewit recognized City Secretary Brenda Dennis who introduced Boy Scout Jacob Diaz - Iglesias of Troop 413 (New Braunfels) who was attending the meeting today as part of his efforts towards working on his Citizenship in the Community badge. Chair Dziewit stated he was reporting for both the TSAC and BOA Commissions. At the most recent TSAC and BOA meetings Executive Director Brian James assisted in introducing the members to the City's Strategic Plan. They were asked to think about the information and decide what they would like to pursue as well as generate some ideas. He also said there is a good chance they will have a new representative on this committee representing the BOA-- - Mr. David Reynolds. He is hoping he will show up today to see what this meeting is all about. He is hoping by the next CCAB meeting he will have some feedback from these two boards discussions. 2. City Manager report/updates. Chair Dziewit recognized City Manager John Kessel who talked about the FM 1103 Bond Project. TxDOT has affirmed they are doing the bridge as part of that project (going from a three lane bridge to a five lane bridge) at a cost of $8 million with an additional $1 -1.5 million design cost. This will probably be done in- house, so in reality it is a `paper' cost, not a `write a check' cost. The total for Schertz city limits ($10 million invested by our city) and $10 million direct construction costs by TxDOT and the MPO. City management continues to see information regarding the FM 1518 project. They are still looking at overall design concepts for the whole street section to figure out schematically what should be done and then focus on construction at key intersections; i.e. at IH -10, Lower Seguin Road and FM 78. They also want to consider turn lanes at highly used mid sections. They are still slated for Year 2021 in order to have sufficient time to get the design done, obtain key rights of ways and environmental clearances. They are willing to accelerate that time period if they can. If there is to be a Phase II on this project the city may want to go out to the voters again to allow leveraging of that money. This has been one of our strategies and has worked well for us in the past. He has also recently met with the City of Cibolo and they are still trying to pursue FM 1103 from our city limits down to Steele High School. They are also working with TxDOT and others to see if they can extend it even further, maybe to FM 78 or even down to IH -10. While this is a very ambitious project, it would be of major benefit in both communities. 05 -18 -2016 Minutes Page - 2 - Discussion continued with everyone observing and agreeing that this would eventually also cause a need for expansion of some of the smaller connecting feeder roads in both cities and eventually cause a need of road expansion behind Randolph. If Randolph AFB stays in the area this would also affect traffic in that area leading into the City of Converse, so we would have still another city to eventually partner with in addressing solutions and improvements. Board member Michael Dahle asked if we had any information regarding the timeline of the construction of the Bexar County substation. Mr. Kessel stated Bexar County has purchased about 62 acres in the lower left hand corner of Randolph AFB. It was also mentioned that businessman Gordon Hartman has an interest in development in the area. A big challenge is that all the surrounding cities around Randolph are trying to do encroachment and compatibility and some cities are more committed than others. Randolph brings billions of dollars of value to the region and it makes no sense to have a single piece of property with a very small ad valorem value relative to that economic impact drive that. More comments were made regarding the trade value in and around the surrounding area(s). Mr. Kessel made mention of yesterday evening's `Council on the Go' Town Hall meeting held at Norma J. Paschal Elementary School. Forty people /citizens attended and it was a good turnout despite the threatening weather. People engaged in dialogue with staff and executive management asking questions and making a few comments of appreciation. Chair Dziewit agreed and thanked staff for their work. Discussion and /or Action Items Minutes. Consideration and /or action regarding the approval of the minutes of the regular meeting of April 27, 2016. Chair Dziewit recognized Board Member Dahle who moved, seconded by Board Member Hall to approve the April 27, 2016 minutes. The vote was 6 -0 -0. Motion passed. 4. Liaison Positions - Discussion and possible action regarding Liaison positions from The Chamber and SCUCISD. (Item requested by Chair Dziewit) Board members exchanged opinions and comments regarding the positions from each organization and concluded both would be very beneficial to the committee because of their strong ties in the community. City Secretary Brenda Dennis and City Manager John Kessel suggested this committee rotate by inviting a representative from a different entity each month as a guest and see how it works out. Rotation could be with The Chamber, Schertz Cibolo Universal City ISD, Randolph AFB, TxDOT, MPO, etc. City Secretary Brenda Dennis stated she could put this on the agenda as a workshop item and if they want to invite the school district first she can arrange an invitation to the next meeting. Chair Dziewit introduced special guest David Reynolds who arrived at 3:36 p.m. and stated that he has joined us as the possible new member from the Board of Adjustments. 05 -18 -2016 Minutes Page - 3 - 5. 2016 City of Schertz Strategic Plan Presentations — Discussion regarding presenting the 2016 City of Schertz Strategic Plan to respective Boards, Committees and Commissions. City Manager John Kessel stated there are two big topics they are still working through. One topic is how it is going with the boards and commissions; some have seen it, others have not seen it yet. Maybe we can talk about what is going well with it and what is not. A secondary discussion can be on formalizing our communication and making sure we are utilizing this Committee of Committees correctly. Executive Director Brian James stated some of the boards have already had a presentation and explanation of The Strategic Plan and they are putting this topic back on for another time at the next meeting. This is so they can go home and read through it and come back with more comments or questions if they have any. He thinks it was generally well received so far. He said the next portion would be to formalize the communication a bit more. The thought is that they have each member of this committee work with a staff liaison for your board or commissions to have staff take a crack at drafting a one page document that provides information since the last Committee of Committees meeting on what was discussed. Put that on paper so when you show up for the meeting you have something to read from and staff can help support that. Then we do the same thing coming around from this body. We pull together a page of salient points. This way we make sure we don't miss something. Mr. Kessel stated until we create a better system we are not really going to do too well with sharing our ideas amongst each board. We want to increase the comfort level of the boards speaking with each other. Discussion was shared regarding how to share minutes of the CCAB meetings or a synopsis of it and those of the boards back to CCAB. Staff can assist. Mr. Kessel stated the bigger idea here is we should be looking at our own individual board(s) plan and the strategic plan and see if they align or not. This is our first version of the strategic plan and we want to improve on it and change it. Shared understanding is one of the hardest things to achieve. When you have achieved it and everybody goes off and works in the same direction independently, then you have created a very powerful organization that can accomplish things with fewer mistakes, less inefficiency, less in- fighting. We will gain more momentum as we go along. 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. Pro and Con discussion was held regarding surveys and putting important messages on the city's water bill. While we are already utilizing this method, it was suggested to expand it. Board member Barbara Hall requested feedback from the other committees regarding the results of the presentation of the strategic plan. Future Meeting dates were established: June 15, July 20, August 17, and September 21. 05 -18 -2016 Minutes Page - 4 - As there was no further business, Chair Dziewit recognized Board Member Dahle who moved, seconded by Board Member Brown to adjourn the meeting. The vote was unanimous. Motion passed. Chair Dziewit adjourned the meeting at 4:25 p.m. Richard Dzidwit, Chair T: Brenda Denni9City , cr etary 05 -18 -2016 Minutes Page - 5 -