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09-20-2017 MinutesMINUTES REGULAR MEETING September 20, 2017 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on September 20, 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 Board Member Fae Simmons Staff Present: Executive Director Brian James HR Director Jessica Kurz Deputy City Secretary Donna Schmoekel Call to Order Board Member Shonale Burke Board Member Earl Hartzog Board Member Sue Boissonneault City Manager John Kessel Executive Director Dudley Wait Purchasing/Asset Manager Marc Ripley Chair Richard Dziewit called the meeting to order at 3:00 p.m. and asked everyone to introduce themselves. Discussion and /or Action Items 1. Minutes. Consideration and /or action regarding the approval of the minutes of the regular meeting of August 16, 2017. Chair Dziewit recognized Board Member Hartzog who made a motion to approve the minutes, seconded by Board Member Brown. The vote was 5 -0 -0. Motion passed. Board member Burke was absent. Chair Dziewit took a moment to mention the historic recent natural disasters -- Hurricane Harvey, Hurricane Irma, the 7.1 magnitude earthquake in Mexico, and now Hurricane Maria. The destruction left by these natural disasters and the loss of lives and property have afflicted hundreds of thousands of people in the United States and the surrounding island areas. Please keep all of them in your thoughts and prayers. Reports/Updates/Discussion and /or Action 2. Boards, Committee, Commission report/updates. CCAB members were all provided a summary document that contained the most recent updates /information from 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, again, but he thinks they will be meeting this month yet. 9 -20 -2017 Minutes Page - 1 - Executive Director Brian James added that the Historical Preservation Committee and the Parks Board had not met either. However, the Library Board did meet and the primary topic was the work of the Police Department to enforce the `no parking' restrictions at the Library, Senior Center and Recreation Center parking lots by teachers /staff /students from the high school. It is going well but there are still some issues with picking up students and driving through the parking lots recklessly. The Police Department has done a good job though. TSAC also addressed this issue, as well as parking along Savannah Drive by Paschal Elementary School. At Paschal, it is not so much a safety issue as a `frustration and inconvenience'. It is a problem a few times a year when the school has events and people are just parked all over the place. Basically, as long as they don't park too close to the intersection, we don't need to prohibit parking there. It will likely just shift the problem from one group being frustrated about it to another group. Boardmember Boissonneault said her group did not have a meeting but she stated on November 2, they are sponsoring an art contest at the public high schools and they are in need of people to read the essays. It is on November 2 at 9:00 a.m. at Cibolo. Let her or Richard know if you are interested in helping out. Mr. James stated that the Planning and Zoning Commission did have a meeting and approved a number of plats for both residential and commercial as well as a number of amendments to the Unified Development Code, one of which was the approval of the posting of zoning signs notifying people of a case coming up. Other changes were for clarification and easier reading and understanding of the ordinances. Mr. James spoke briefly about the JLUS update to Council recently. Randolph has made it clear that `flight paths' and a lot of `development' does not match up well together. Finding a balance between the two is difficult because imposing regulations has a real impact on those property owners. Boardmember Brown said EDC approved the relocation of Ace Mart which has already been announced publicly. 3. City Manager report/updates. (J. Kessel) City Manager John Kessel stated they are working on several things. They are hoping to close within 30 -45 days on the land for Fire Station #3. They have finished all the environmental testing, surveys, preparing all the documents, etc. Construction will most likely take 9 -12 months, but it probably won't begin until after the first of the year. Fire Station #2 needs some building repairs (interior and exterior). At the Senior Center they want to fix the driveways, exits, entryways, striping, etc. They have also started on the Schertz Parkway project —it is going to be concrete and include a turning lane for Live Oak Road and will be widened on both sides, a 4 -way traffic signal, and a hike and bike trail (asphalt) replacement for that segment next to the roadway. 9 -20 -2017 Minutes Page - 2 - Boardmember Burke arrived at 3:12 p.m. The Pavement Condition Index (PCI) program is up and going now. This year they are tracking all the crack sealing and potholes in terms of how much they can do, how much materials /time it takes. This information will help us with our budgeting next year. He just signed the contract for the seal coat and it will be for two roads—Curtiss Street and part of Live Oak Road. In response to Boardmember Hartzog's question (Are there any other roads in the budget or just Schertz Parkway ?), Mr. Kessel said they can get that information and provide an update at the next CCAB meeting. Mr. Kessel mentioned that the Lower Seguin Road (bridge replacement) is starting to move forward now. It should be done within the next three months. 4. Discussion regarding recycling. (D. Wait) Executive Director Dudley Wait handed out a study /report which was completed by students at the University of Incarnate Word in May of 2017. We had gone to them (MBA students) to ask them to research this topic for us. After numerous residents complained in regard to their trash pickup schedules, staff decided to look into what practices we should consider changing and what to keep the same. This included frequency of trash pickup each week, rural areas versus older city subdivisions, associated costs and future trash and recycling options. He provided some history of how business has been conducted since the beginning with Bexar Waste. The city has grown a lot through the years and recently a new company, Republic Services, has purchased the old Bexar Waste Company and become the new waste vendor for the city. Due to the cost of disposing of waste, it is now more cost effective to encourage residents to actively `recycle'. The report/study completed by the students of Incarnate Word is a great start for us to move forward with this concept and set some `goals' for what is called "landfill diversion.' Right now, our landfill diversion rate is very low (15 -20 %). We need to be closer to 40 -50 %. Recycling helps keep costs down and slows down the filling up our current landfills. The study basically recommended several things: 1) put everyone on a once /week trash pickup schedule and a once /week recycle pickup schedule, 2) implement a pay what you want to pay system; i.e., the resident chooses what size can(s) they want. The larger the can for trash, the larger your bill will be. The can would be supplied by the vendor. Staff has been meeting regularly with Republic Services since they took over from Bexar Waste. We will soon be sharing the study /report with them and ask for their input in how 9 -20 -2017 Minutes Page - 3 - they can assist us based on their experience of best practices to take this from being a research report to becoming an actual city plan to increase our resident recycling rate. Mr. Wait and Mr. James addressed questions from the board members. 5. Discussion regarding contract processes. (D. Wait/J. Kurz/M. Ripley) Ms. Kurz provided a powerpoint presentation and spoke about the philosophy ` of the procurement process. Contracts represent a significant portion of city expenditures. Therefore, factors such as economy, effectiveness, and efficiency all need to be considered in evaluating a vendor's services /products. Once a need has been identified, determining how to best meet that need is next. In order to determine if a service should be in- sourced, out - sourced, or multi- sourced, the following criteria should be considered: Expertise, Workload timing, Workload volume, Scalability, Mandates. Appropriate contract management involves: 1) auditing existing contracts 2) evaluating contracts to determine if they match the philosophy construct's ideals 3) reviewing and updating the procurement policy to ensure it is within current legal requirements and best practices —every three years 4) provide training to city staff on policy and use of procurement tools to ensure a successful policy 5) collaboration and coordination between Purchasing and Finance Departments 6) Present quarterly status reports on the effectiveness of the policy. Purchasing and Asset Manager Marc Ripley went into more detail about the process and timelines associated with state law, bidding, background checks, budget limits, etc. He addressed questions /comments from board members. 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. Mr. Kessel stated they would like to discuss the PCI roadway next month. Chair Dziewit said that in regard to next month, he would not be available and neither will Boardmember Boissneault as they have the Crime Stoppers Convention to attend in Seguin. Boardmember Burke also stated she would be absent for two weeks in October. Boardmember Simmons made a motion to cancel the October meeting and have the next meeting on November 15. Boardmember Burke seconded the motion. The vote was 6 -0 -0. Motion passed. Chair Dziewit asked board members to take a look at all the information provided today. Ms. Kurz supplied her business cards and said if anyone had any more questions to please give her or Marc Ripley a call. 9 -20 -2017 Minutes Page - 4 - Chair Dziewit ,recognized Boardmember Hartzog who asked if the committee could be kept informed on what progress will be made in regard to the recycling. Mr. Kessel said they would plan on coming back to this committee with updates /drafts prior to going to council. Mr. Hartzog also asked how he could be warned, as a citizen, if a train wreck occurred or a hurricane or flood was coming to the area. Several boardmembers suggested registering with BEAN. Mr. Kessel brought up the website on the computer to show him. You can sign up with either your cell and /or home phone. This would be a good place to start. We also have the CAD reverse 911 feature. Also, on October 10 we will be going live with our new city website. You will be able to create an account and sign up for local notifications and news. Also, 311 is another great option. During the workweek, call and ask your question and staff will get you an answer. ADJOURNMENT: Boardmember Burke made a motion to adjourn the meeting, seconded by Boardmember Hartzog. The vote was 6 -0 -0. Motion passed. The meeting was adjourned at 4:35 p.m. lb chard D zie it, Chair ATTEST: Donna Schmoekel, Deputy City Secretary 9 -20 -2017 Minutes Page - 5 - September 20, 2017 reports from boards and commissions (Last CCAB meeting August 16,2017) BOA Board of Adjustments has not met since the last CCAB meeting. Planning and Zoning Commission -- August 23, 2017 meeting cancelled and September 13, 2017 At their September 13 meeting the Commission approved a number of plats and replats. They also discussed a number of amendments to the Unified Development Code relating to vesting, boards and commissions, community facility agreements, and notice requirements (zoning signs). TSAC — September 7, 2017 TSAC discussed cars parking along Savannah across from Paschal Elementary School. At an earlier meeting a resident had complained thatthe cars posed a hazard and conflicted with the bike lane. Staff evaluated the situation and recommended that nothing be done at this time. The parking generally only occurs a limited number of times per year when Paschal has an event, the bike lanes will be evaluated as part of the MPO hike and bike trail grant implementation and road improvements, such as striping a deceleration (right turn lane) at Chapel Hill were not appropriate. Staff will continue to monitorthe situation to determine if signage is needed to help discourage parking too close to the intersections. Staff also updated the Commission on the Clemens parking situation and discussed having the police department work with the school district to determine if any adjustments to crossing guard times at some locations is needed. Historic Preservation The SHPC has not met since the last CCAB meeting. Parks and Recreation Advisory Board The Parks and Recreation Advisory Board has not meet since the last CCAB meeting. Library Board — September 11, 2017 The library Board received an update on the City's efforts to prevent students from parking in the library parking lot. It was generally agreed that the efforts to date; police officers in parking lots at key times, additional signage, message from the school to students and crossing guards at lighted crosswalks has helped quite a bit. Concerns were expressed about parents speeding through the parking lot in the afternoon when they were picking up kids who walked over from Clemens. Schertz Economic Development Corporation At the August 24th regular SEDC Board meeting an incentive agreement was approved for Ace Mart Restaurant Supply Company's (Ace Mart) warehouse and distribution operations. Ace Mart provides foodservice and equipment supplies throughout Texas for the restaurant industry. As part of the incentive agreement, Ace Mart will lease the 214,000 square foot facility located at 9850 Doerr Lane, create over $20 million in new taxable property, generate $720,000 in new sales taxes, and create at least 40 full -time jobs in Schertz. In return, Ace Mart will receive a grant for $225,000 plus annual grants worth a portion of personal property taxes paid to the City of Schertz. The SEDC Board approved the incentive agreement because Ace Mart helps create primary jobs. Primary jobs refer to those industries that produce goods and services that are exported outside the region. The creation of primary jobs help infuse new money and demand into the local economy helping to create a market for restaurants, retail and other industries that primarily serve our local community.