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01-18-2017 MinutesMfNUTES REGULAR MEETING January 18, 2017 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on January 18, 2017, 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 David Reynolds Board Member Floy `Fae' Simmons Board Member Barbara Hall Staff Present: Executive Director Brian James GIS Coordinator Tony McFalls Deputy City Secretary Donna Schmoekel Guests Present: William Bosch Call to Order Board Member Tim Brown Board Member Shonale Burke Board Member Michael Dahle City Manager John Kessel Assistant to the City Manager Sarah Gonzalez City Secretary Brenda Dennis Chair Richard Dziewit called the meeting to order at 3:00 p.m. Discussion and /or Action Items Minutes. Consideration and/or action regarding the approval of the minutes of the regular meeting of November 16, 2016. Chair Dziewit recognized Board Member Brown who moved, seconded by Board Member Burke to approve the November 16, 2016 minutes. The vote was 7 -0 -0. Motion passed. Reports/Updates/Discussion and /or Action 2. City Manager report/updates Chair Dziewit recognized City Manager John Kessel who said the recent council orientations being held at the regular Tuesday evening council meetings where city staff is sharing a lot of data with Council —these have been a big success. The GIS Department has prepared a map reflecting the various subdivisions in Schertz (north, central, south). This will be shared with the Strategic Plan retreat group meeting this week. It shows the different development units in the city as well as the updated moratorium area. He thought it would be great to also share the map with this committee —some helpful information for everyone. He spoke of new subdivisions like Hallies Cove and Homestead where there are some platted lots developing. The moratorium area has also now been expanded. 1 -18 -2017 Minutes Page - 1 - Last year the City approved 517 single family permits, which represents about 1,400 new residents. This projection would bring our 2020 population census number to about 45,000, which is our median. Doubling that number would be about 50,000. We continue to maintain a good relationship with Randolph AFB who also supported the amended moratorium. We are also continuing to see some development on IH 35. Chair Dziewit stated that one of the things we need to look at this year is what is our effect going to be to help out the committees we are working with. If we have things that are pertinent to some of this development maybe we can see how to adjust that as we move forward. 3. A. GIS Department Overview Chair Dziewit introduced GIS Coordinator Tony McFalls who said he heads the GIS Department along with GIS Specialist Bill Gardner and between the two of them they have about 40 years of experience doing this work. GIS stands for Geographic Information Systems which uses geography and partners with software that organizes information by location. They transform paper maps into digital data sets that are more accessible by different platforms. However, they do also make some paper maps as needed. Some uses are for pinpointing municipal boundaries and as- builts. They utilize it for facility maintenance, locating phone jacks, etc. They also create apps that staff can use for identifying city property vs. private property. They have also done a child safety zone map for the Schertz Police Department. Basically they take numbers from columns in spreadsheets and put it on a map which gives us the ability to visually recognize patterns and frequencies. They also partner with other entities such as the property appraisal district or the census bureau by sharing information. A large source of information/knowledge is our own staff. Putting information on `maps' allows us to see trends and allocate needed resources in a more efficient manner. It also gives our staff mobile access (i.e. Code Enforcement Officers). It helps us communicate with our customers easier and faster. These tools can help staff become more pro- active. As needed, our GIS Department coordinates with other close GIS equipped areas such as the City of New Braunfels, Bexar, Comal and Guadalupe Counties. Mr. McFalls answered questions and addressed comments from committee members. Boardmember Brown left at 3: 46 p. m. B. Hot Funds Overview Chair Dziewit recognized Executive Director Brian James who provided some background information on Hotel Occupancy Tax (HOT) Funds. When an individual stays in a hotel in the City, a 13% tax is collected; 7% goes to the City and 6% goes to the State. In September 2016, our HOT Fund balance was $1.1 million. We take in about $610,000 and we budgeted for about $300,000 in expenditures. 1 -18 -2017 Minutes Page - 2 - These funds are supposed to be spent directly or indirectly to drive tourist visits to the City where folks need to stay in hotels. You can't spend it on whatever you want. The state has a two part test which is: a) directly promote tourism/overnight stay in the City, and b) directly promote the hotel and convention industry. It must be a program that is likely to increase traffic and overnight stays at hotels. The second category is funding the establishment of a visitor's center, administration costs for convention registration, advertising to attract tourism (i.e., highway magazine ads), fund events that promote the arts, historic restoration /preservation, funding of sporting events, upgrading sports facilities, or a transportation system and signage for tourists. In the past, Schertz has used the funds for local festivals, BVYA, Main Street grants (historical preservation), and events hosted by the Parks and Recreation Foundation. At this time we really don't have a clear plan, vision, or program. Nor can we say we have a solid basis for doing something and the community wants us to do that. We probably need to do for Hot Funds what we did for the Pavement Philosophy. The idea is not to compete with another area city, but to have a philosophy going forward. Council seemed to like this idea. Potentially, we would like to do a summary of best practices from other communities (large and small). The idea is to develop that and reach out to the public as well as talk to the hotel folks and ask what they feel would benefit them. Our Parks and Recreation Department are trying to figure out `What is the point of the kind of festivals like Schertz Fest, 4th of July Jubilee, & Jazz Fest ?" Are we targeting our own residents for that? Our folks go to those but so do some others. They are not trying to attract a big crowd. We need to revisit these events and find out what our issues or goals are. We need a plan and we need to go through it and explore it. Most likely some of the boards and commissions will be brought into these discussions of what our role is and what are we trying to do with it and how do we implement it? Mr. James addressed questions and comments from committee members. C. Main Street Program Overview Chair Dziewit recognized Executive Director Brian James who said this also came up recently as a presentation at a City Council meeting. He provided some information on a couple of recent revitalization plans. Main Street is comprised of a mix of residential, service, retail, and office usage. The zoning also reflects this (general business, residential single family). What they have heard is a lot of residents in Schertz want to have a `gathering place, a central location that feels like the center of town'. There are a couple of things we have going for us. One is we have the $1.0 million in bond money for aesthetic improvements we are about to kick off for Main Street. We also have good visibility from Hwy 78. There is a real stable neighborhood surrounding it and some existing single family buildings that can be adapted for reuse. However, a big challenge /constraint is that the area is in a `flood plain'. This causes issues with adhering to flood plain regulations, getting affordable insurance, adhering to FEMA regulations, and state regulations. It is a huge impediment. This is why we do not have people going out and building new buildings in this area. The focus has become how can we encourage refurbishment of the existing ones? One way is to provide them as many viable 1 -18 -2017 Minutes Page - 3 - uses as possible. Adaptable reuses are the focus of the plan. Already, historians have done a mural on the side of the old hardware store and recognized historic recognitions, designations, landmark neighborhoods, and banners that recently went up, as well as their newsletter that goes out —all of which go to promote Schertz's history and heritage. While our current downtown may not exactly be our vision, it doesn't have a lot of vacancies. Part of the challenge is we don't want to push people out, because there is no one waiting to come back in. A few things to consider is to establish improvement guidelines (i.e., our grant program - matching funds), a mixed use zoning district, waive certain permit fees, and revise off - street parking standards. These and some other things are slowly chipping away at ways to promote it. The San Antonio River Authority is doing a study on the Cibolo Creek Water Shed —they had a meeting last week. Some staff members went to that to find out where that effort is at. The next step is the Main Street Bond which is the last of our old bond money we have to spend. We have been trying to finish off all our other bond money for road projects and take whatever money is left and add it to this pot of money. As it turned out there is no money left. So all we have is the $1.0 million. One of the parking challenges is the different interests of the property owners. The Historical Committee, TSAC, and The Chamber will all need to be involved to facilitate it. Hopefully, in February, we will get the contract from the engineering firm that will do the design. Mr. James addressed questions and comments from the committee members regarding concerns about grant applicants `flipping' buildings. 4. Boards, Committee, Commission report/updates. Executive Director Brian ,James passed out some handouts on various committee updates. Boardmember Reynolds stated they did not meet in either November or December of 2016. Boardmember Dable stated they modified the plan for Murphy Oil Co. and worked on the plan for the Comal ISD School No. 6 who are working on a compressed timeline. Chair Dziewit said TSAC looked at a number of items dealing with speed zones, lights, and parking, especially truck parking. Also, they have some ongoing studies regarding school zone parking. Boardmember Hall said they will have their first meeting in January. She was not at their last meeting. However, they are preparing their annual report to provide to Council January 7, 2017. Their goals are the same but they are enhancing what they have been doing. Boardmember Simmons said the other part of the bond issue that was finally completed —the Schertz Natatorium finally had its' grand opening. Executive Director Brian James added that they have a temporary certificate of occupancy while a few other things are being finished up. Mr. James stated that folks were really excited about this project. Ms. Simmons said it is a well run operation, in the heart of Schertz along with the Library, Veteran's Plaza and YMCA Recreation Center. 1 -18 -2017 Minutes Page - 4 - Boardmember Burke said they had a Christmas party in December and she understands at the last board gathering in January, 2017 they discussed partnering with SCUCISD in regard to author visits. Chair Dziewit stated as far as the EDC they have not met since the last CCAB meeting. 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. City Secretary Brenda Dennis reminded everyone that the next CCAB meeting is on February 15, 2017. Boardmember Dahle said he would like to know if there is any information available regarding the future use of the space in the building where WellMed was previously located by the Schertz Senior Center. Ms. Dennis said she could check with City Manager John Kessel but is unaware of any plans being submitted to Council yet for consideration. Boardmember Simmons stated in the beginning when they first met as a committee they had a free flowing discussion of ideas and she would like to see if they couldn't do that again just to float some ideas from different areas and from what they hear around the community. Executive Director Brian James said they could come up with something. Members concurred. Chair Dziewit suggested that if anything comes up from your committees, maybe we could take a look at it and see how we can benefit from all the rest. Maybe we could take a look at some pending issues and see if it might affect any of us (our individual Committees). Boardmember Simmons also suggested discussing issues that residents are talking about. Mr. James said they recently completed a citizen survey and suggested they do an overview of those results and use that information to spur a discussion. This would be a good start. 6. ADJOURNMENT: Chair Dziewit recognized Board Member Burke who moved, seconded by Board Member Simmons to adjourn the meeting. The vote was 7 -0 -0. Motion passed. As there was no further business, Chair Dziewit adjourned the meeting at 5:03 p.m. Richard Dz' it, Chair ATTEST:�� -r "V A Ailllkuli G Brenda Dennis, City Secretary 1 -18 -2017 Minutes Page - 5 - Nbrthern Schertz - 175 New Units Cypress Point -66 - - Fairway Ridge - 29 Riata - 80 fF ti 3(09 igio_n Central Schertz -13 New Units Kensington Ranch Estates - 13 Southern Schertz - 329 New Units Rhine Valley - 62 Schertz Forest -14 The Crossvine - 80 The. Reserve at Schertz - 67 Willow Grove- 106 Current City Limits ETJ " W4— E: S 0 Y x I 114 2 Miles January 18, 2017 CCAB reports from boards and commissions Last CCAB meeting October 19, 2016 BOA — November 28 and December 19,, 2016 The Board of Adjustment did not meet in either November or December. Planning and Zoning Commission — December 14, 2016 and January 11, 2017 The Commission considered a number of items including zoning amendments for Hallie's Cove, Homestead, and The Crossvine. The plat for the new Rose Garden. elementary school was approved as well as the plat for the next phase of Cypress Point. In January the Commission recommended approval of a rezoning for the CCMA property for the South Schertz Treatment Plant and for a property on Main Street to the Main Street Mixed Use District; Additionally the Capital Improvements Advisory Committee (CIAO) met to consider semiannual reports. TSAC — January 5, 2017 TSAC considered a number of items it has discussed in the past including truck parking issues on Mid Cities Parkway and speeding issues on Fairlawn. Staff from the SEDC is going to lead an effort to build consensus among tenants and property-owners on solutions to the parking issues around Mid Cities Parkway. Historic Preservation --December 14; 2016 The Committee held a special meeting to recommend approval of a Main Street Grant for 603 Main Street. Parks and Recreation Advisory Board — November 28, 2016 The Board received a presentation by SCUCISD on theirfacility use policies and discussed ways to partner to allow the public access to school facilities for recreation purposes. They received an update from the Marshal's office on basketball goals in the street. They considered the name of the City park in The Crossvine and discussed possible parks and recreation programs geared towards teenagers. Library Board — December 5, 2016 and January 9, 2017 The board held its annual December potluck social gathering on December 5 -. The Board discussed partnering with SCUCISD on author visits at the January meeting. Economic Development Corporation - October 27, 2016 The SEDC has not met since the last CCAB meeting.