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09-20-2017 Agenda with backupCOMMITTEE OF COMMITTEES ADVISORY BOARD HAL BALDWIN MUNICIPAL COMPLEX CITY COUNCIL CHAMBERS CONFERENCE ROOM 1400 SCHERTZ PARKWAY, BUILDING #4 SCHERTZ, TEXAS 78154 September 20, 2017 AT 3:00 P.M. Call to Order (Richard Dziewit) Discussion and /or Action Items I. Minutes - Consideration and/or action regarding the approval of the minutes of the regular meeting of August 16, 2017. Reports /Updates /Discussion and or Action 2. Boards, Committee, Commission report/updates. 3. City Manager report/updates. 4. Discussion regarding recycling. (D. Wait) 5. Discussion regarding contract processes. (D. Wait/J. Kurz /M. Ripley) 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. ADJOURNMENT CERTIFICATION I, DONNA SCHMOEKEL, DEPUTY CITY SECRETARY OF THE CITY OF SCHERTZ, TEXAS, DO HEREBY CERTIFY THAT THE ABOVE AGENDA WAS PREPARED AND POSTED ON THE OFFICIAL BULLETIN BOARDS ON THIS THE 12th DAY OF SEPTEMBER 2017 AT 12:00 P.M., WHICH IS A PLACE READILY ACCESSIBLE TO THE PUBLIC AT ALL TIMES AND THAT SAID NOTICE WAS POSTED IN ACCORDANCE WITH CHAPTER 551, TEXAS GOVERNMENT CODE. Donna Schmoekel onna Schmoekel, Deputy City Secretar I CERTIFY THAT THE ATTACHED NOTICE AND AGENDA OF ITEMS TO BE CONSIDERED BY THE CITY COUNCIL WAS REMOVED BY ME FROM THE OFFICIAL BULLETIN BOARD ON DAY OF 2017. Title: This facility is accessible in accordance with the Americans with Disabilities Act. Handicapped parking spaces are available. If you require special assistance or have a request for sign interpretative services or other services please call 210 - 619 -1030. MINUTES REGULAR MEETING August 16, 2017 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on August 16, 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 Tim Brown Sue Boissonneault Ctaff PrPCPnt. Executive Director Brian James EDC Director .Kyle Kinateder Environmental Health Manager Jesse Hamilton Board Member Shonale Burke Board Member Earl Hartzog Members Absent: Boardmember Floy `Fae' Simmons Call to Order Chair Richard Dziewit called the meeting themselves. 1. Minutes. regular m 2. Boards, of June m. and asked everyone to introduce approval of the minutes of the ewit recognized Board: Member Brown who made a motion to approve the minutes, by Board Member Hartzog.: The vote was 5 -0 -0. Motion passed. report/updates. CCAB members were all provided a summary document that contained the most recent updates /information for each board /commission /committee. CCAB members also touched on the highlights from their respective board/commission /committee. BOA had not met since the last CCAB meeting. The Library did not meet in July but did meet on August 7. They went over the revenue from their recent book sale and went over their upcoming budget which is basically maintaining their current level of service with no increase in things. 8 -16 -2017 Minutes Page - 1 - 3. TSAC is still looking at the parking issues over near the Autumn Winds Retirement Center to see what can be done. He should have better information coming forward in a month or so. Mr. James added they have also been looking at the parking issues with the Samuel Clemens School District where students have been parking at the Library, Playscape and Senior Center. With the renovation of the school now, we will probably have an even bigger problem this coming school year. Mr. James said the Historical Committee had their quarterly meeting in July and they will probably be putting up some more banners in Aviation Heights. 'they also had another request for a Main Street grant. Tim Brown stated EDC had two meetings. On June 22nd th+ They are including $500,000 that will be used for small bu to purchase the primary software for permitting fo the cit maintaining and operations going forward. The - Base price„ also plan on having a 20th anniversary celebration in 2018, for expenditures. At their July 27th meeting, they' ppro) Schertz Economic Development and Comal County; to services on behalf of the county. For ;clarification, the t/ i business grants are restricted to those companies that w companies that bring in new money to our cbratnunity so t1 businesses like doctor offices, new restaurants, etc* y approved their 2017 -18 budget. ness grants-They are also going the city will be responsible for s approximately, 1 $265,000. They ,or which they approved $20,000 ,d a service agreement between provide economic development zillion dollars set aside for small 1 create,, . primary jobs— meaning arc is more demand for additional Mr. James stated Parks and Recreation had a' couple of meetings and discussed what they need to focus on and possible future drone use at city parks. The general decision was not to allow them for safety xeasons —e are limited by state law. They also discussed how to name future parks in the city - ---the g neral consensus being to name a park after a person, and that person should have some type of cbmiection with it (i.e., Wendy Swan Park). Citizen Survey discussion. (S. Gonzalez /L. Klepper) Chair Dziewit introduced Assistant to the City Manager Sarah Gonzalez and Public Affairs Director Linda Klepper w t provided a summary of the Citizen Survey which was conducted last fall. It identified the:rteed for increased communication between the City and Schertz residents. Ms: "Oonzalez agave examples of two great communication tools; those being the Schertz Magazine and the city website, currently in the process of being updated. Ms. Klepper provided a PowerPoint presentation and highlighted several initiatives that are underway through the Public Affairs Department in an effort to allow staff to listen better to Schertz residents. Public Affairs is also focusing on specific tools to help send information out to Schertz residents. One example is the city's 311 incoming call center, which takes about 445,000 incoming calls per year. Other avenues of communication are through the various city boards, committees, and commission public meetings, annual budget meetings, City Council, or Council -on- the -go meetings. Staff listens to them and gets feedback at all these gatherings. Social media is another popular avenue (i.e., Instagram, Facebook, Twitter). 8 -16 -2017 Minutes Page - 2 - People can leave comments and we get feedback from that. The city also has group (departmental) e- mails. Surveys are another method we use to get public feedback. Some others are city surveys, HOA meetings and social media `community' pages and comment cards at our Council -on- the -Go Community Meetings. The area they are trying to focus on now is trying to improve on their outreach feedback loop through the new website, the Schertz Magazine, e -mail groups and more to engage more with the residents. They are striving to standardize all their communication processes towards more consistency. 4. Discussion on FY 2017/18 Budget (J. Kessel) City Manager, John Kessel, provided an overview Mr. Kessel emphasized that the proposed budget the citizen survey and other input received by, staff be created including 2 police officers, a code enfor, and public works staff members. The propos but storm water maintenance for drainage. Mr. Kessel current reserves while ensuring that the City maint next five years. Mr. Kessel addressed questions and 5. Future Agenda Items Requested request that items be placed on a may be taken at this time. the proposed FY 2017 -18 budget. °sses the main, items addressed in venty -two nevi staff positions will ent officer, inspections personnel, will allocate $1.3 million towards f that the proposed budget utilizes its 26% reserve threshold over the merits from the members. the Board members to of the merits of the item Chair Dzieit stated if there was nothing else, the meeting was adjourned (4:22 p.m.). Richard Dziewit, Chair ATTEST: Donna Schmoekel, Deputy City Secretary 8 -16 -2017 Minutes Page - 3 - August 16, 2017 reports from boards and commissions (Last CCAB meeting June 21, 2017) BOA Board of Adjustments has not had a meeting since the last CCAB meeting. Planning and Zoning Commission —June 28, 2017, July 26 and August 9, 2017 At their June 28 meeting the Commission approved two plats At their July 26 meeting the Commission approved a plat of the SCUCISD administrative property and preliminary plat for phase 3 of Hallie's Cove. At their August 9 meeting the Commission discussed requirements to post zoning notification signs on properties being considered for rezoning to better inform the public. TSAC — August 8, 2017 TSAC received an update on an effort by Engineering and GIS to create an online database of traffic counts and studies that the public can access. TSAC also discussed the Issue of parking along Ashley Oak Drive near FM 3009. This issue came up during a rezoning of the Autumn Winds facility. After reviewing the situation TSAC recommended taking no action at this time, as restricting parking near FM 3009 would likely cause those parking on the street to park further down Ashley Oak in front of residential homes. Additionally, the proposed expansion of Autumn Winds will add more parking as will the relocation of a high use medical office on the other side of Ashley Oak that is contributing to the parking problem. Finally, TSAC discussed problem of parking over drainage inlets in residential neighborhoods. Historic Preservation —July 17 and August 14 At their July 17 meeting the SHPC discussed newsletter articles, additional banners in Aviation Heights and a Main Street Grant request. At their August 14 special meeting the SHPC considered a Main Street Grant request. Parks and Recreation Advisory Board —June 26 and July 24 At their June 26 meeting the Board discussed the tour of Park facilities that was conducted on May 19 and 20. They also discussed not allowing drone operations in City Parks for safety reasons to the degree the City can regulate it. At their July 24 meeting the Board recommended that City Council name the small park on Schertz Parkway, between Ashley Park and Jonas Drive as "No Name Park" after discussing when it might be appropriate to name a park after a person — the thought being the person should have some connection to the park being considered. Library Board — August 7, 2017 The library Board reviewed the Treasurers', Librarian's, Bookstore and CCAB reports for the past month. The Board also discussed the proposed library budget for FY 2017 -18. Schertz Economic Development Corporation SEDC met on June 22 and July 27 On June 22 the SEDC Board of Directors approved the FY 2017 -18 budget which will now go to the City Council for final approval. The expenses for FY 2017 -18 are projected to increase by 7.2% from the FY 2016 -17 year -end estimate. The City Assistance fund was adjusted to account for the $500,000 Small Business Grants that may be used to attract companies that create primary jobs and help diversify the Schertz economy. The budget included a proposed expenditure of up to $265,000 for permit software. The software will help increase the efficiency of the City's development process which directly impacts commercial development. The FY 2017 -18 Service Agreement between the SEDC and City of Schertz increased 2.5% to $441,395. The Service Agreement creates a not -to- exceed amount for administrative services such as personnel, finance, accounting, insurance, human resources, IT, and fleet. The Service Agreement also allows the SEDC to utilize the City's pre- negotiated rate for services such as legal, telecom, and copying. The Operations Support fund increased by $43,500 to be to be used as part of the expansion of the SEDC's marketing strategy to promote the City of Schertz and the attraction of new Primary Jobs. The budget allocates funds to continue the SEDC's commitment to expand our local businesses through the implementation of the SEDC Business Retention and Expansion Plan. Lastly, $20,000 was proposed to be used for the SEDC's 20th anniversary celebration which will occur in the spring of 2018. On July 27 the SEDC Board of Directors received a report on the Schertz economy and local workforce. Going forward, staff will create a quarterly economic report which will provide economic, real estate, employment, and other indicators which will be used by the Board of Directors to monitor changes in the local and state economy as well as to adjust the current strategy and policy of the SEDC. Additionally, during the July meeting, the SEDC Board of Directors approved a service agreement between the SEDC and Comal County to provide economic development services on behalf of the County. This will allow SEDC Staff to facilitate projects that may qualify for economic development incentives through Coma[ County. Committee of Committees Advisory Board (CCAB) June 21, 2017 Citizen Survey This presentation focused on efforts bythe Cityto improve communication to the public, with staff noting that a future meeting would focus on how communication from the public to the City can be improved. City communication with the public is in the top half of City services that should receive the most emphasis over the next two years, but ranked last in satisfaction. In light of the responses received in the Citizen Survey, the City must work to improve in this area. Staff discussed the responses provided regarding citizens' primary sources of information and primary electronic sources. Staff also discussed the City's primary means of communication with the public — Schertz Magazine and City Website. Staff provided a short update on the website update and then discussed more recent changes in how the City communicates. This includes rethinking the Schertz Magazine to focus on a number of different types of stories, email blasts, Facebook, and water bill inserts. Much of the discussion centered on changing community expectations — timeliness of communication for example. Previously the City could issue a press release that might appear in the newspaper in a few days, now citizens want to know if a traffic accident will impact their commute home. Further discussion to follow with CCAB. Use of City Sports Fields for tournaments This item was included on the agenda after a question arose about use of the soccer and baseball complexes for tournaments. Chuck VanZandt, Parks Director, provided an overview of the management and operation of both complexes. He explained that the City has for a number of years entered into license agreements with the Buffalo Valley Youth Sports Association (BVYA) and the Schertz Youth Soccer Alliance (SYSA) to operate the City's sports fields. Both organizations focus primarily on providing opportunities for children from this community to participate in sports leagues regardless of their skill level. While both organizations may have teams /leagues for children who participate in a more competitive setting, it is not at the expense of providing an opportunity for as many children as possible to participate. As such, local league play is the community's top priority. Although league play takes up most of the available time year round, both organizations do host tournaments and will allow tournament play, but they make sure the fields have adequate time to recover and regrow. The need to maintain the quality of the fields by not overplaying them is something the City has stressed in light of the significant investment the City has made.