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03-21-2018 MinutesMINUTES REGULAR MEETING March 21, 2018 A Regular Meeting was held by the Committee of Committees Advisory Board of the City of Schertz, Texas, on March 21, 2018, 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 Earl Hartzog Board Member Tim Brown Absent: Fae Simmons and Shonale Burke Staff Present: Acting City Manager Brian James Asst. to the City Mgr. Sarah Gonzalez Mktg. /Comm. Specialist Devan Flores Senior Planner Bryce Cox Guest: William (Bill) Bosch Call to Order Board Member Glen Outlaw Board Member Sue Boissoneault Communications Mgr. Melissa Geedman Deputy City Secretary Donna Schmoekel Planner I Emily Grobe Chair Richard Dziewit called the meeting to order at 3:00 p.m. Discussion and /or Action Items 1. Minutes. Consideration and /or action regarding the approval of the minutes of the regular meeting of February 21, 2018. Chair Dziewit recognized Board Member Hartzog who made a motion to approve the minutes, seconded by Board Member Outlaw. The vote was 5 -0 -0. Motion passed. Reports/Updates/Discussion and /or Action 2. Boards, Committee, Commission report/updates. BOA, P &Z, and the Parks and Recreation Boards did not meet in February. TSAC did not have a meeting in March. P &Z, at their March 14 meeting, approved a replat in the Verde Enterprises Business Park. Schertz Historical Preservation Committee approved a grant for 533 Main Street (the old Bexar Waste Building) and Council subsequently approved this action as well. 3 -21 -2018 Minutes Page - 1 - On March 1, the Library Advisory Board received reports on their finances regarding library usage and bookstore activities. Schertz Economic Development Corporation (SEDC) met on February 22. Staff provided an update on the Business Retention and Expansion Plan. Other items discussed were the purchasing of lots in the Freeway Manor Subdivision, working with the local school district in connection with the district's Career Technology Education efforts, and a proposal of a SEDC 20th anniversary celebration. The board approved the Auditor's Report for the year ended September 30, 2017. Staff also proposed improvements to help revitalize the Main street district. They want to seek more direction from Council on this item. Staff member Jennifer Kolbe has been meeting with local business owners, all of whom have a need for entry level and mid -level qualified employees. Parks and Recreation Board members approved action to install a trail and fitness equipment at the newly named Mary Whitfield Burkes Park. They are contemplating naming another parcel of land adjacent to FM 3009, Coy Simmons Park. Mr. Simmons was a developer who donated that property to the city. The Parks Board is also looking to eventually develop a Parks Program Guide reflecting the local Parks and their amenities. Lastly, they are looking to interact with surrounding cities, maybe on an annual basis, to talk about their parks and amenities and what they are working on next. 3. Acting City Manager report/updates. (B. James) Acting City Manager Brian James stated this Friday staff will meet with Council at the Pre - Budget Retreat meeting at the Civic Center. Subject matter will include where we are at currently, the facility master plan and recommendations on that updating our sewer and water master plan, building and park repairs, etc. These are things we will be dealing with for years to come. He spoke about the recent FedEx package explosion in our city earlier this week that also hit state and national news. Our Police, Fire, and EMS responders had to deal with that along with their normal calls as well as our Public Affairs staff dealing with the influx of media inquiries. He thinks all our staff members did a great job. Mr. James also mentioned that local former business man (Garden Ridge Pottery) Eric White passed away yesterday. 4. Presentation of the Employee Newsletter ` Schertz Short.' (M. Geedman/D. Flores). Public Affairs Communications Manager Melissa Geedman spoke about the employee newsletter which was launched recently to improve internal staff communication and engagement in a timelier manner. It is produced in -house by the Public Affairs team and comes out bi- weekly. It included upcoming events externally and internally, training opportunities available to staff, employee recognitions, and department news. 3 -21 -2018 Minutes Page - 2 - The newsletter launched on February 12th and they have received very positive feedback from city employees. Ms. Geedman explained some of the various sections of the newsletter and answered questions from board members. 5. Presentation regarding Planning and Community Development website `What's Developing in Schertz.' (E. Grobe) Planner I Emily Grobe explained that the Planning Department and GIS Department worked together to develop this enhancement to the Schertz website. One of the features is an interactive map reflecting new residential and commercial development projects so that when the permit is issued, information is already available to the public. Viewers will be able to see the site plan, where it is going to be located, what type of facility it is, parking availability, tree locations, elevation, and more. 6. Overview of the Community Development permitting software. (B. Cox) Senior Planner Bryce Cox provided an overview of the new Planning and Community Development software that Council recently approved. It has been three years in the making. Of the three vendors they looked at they selected CityView as the best fit for Schertz. He explained that our current processes are cumbersome, paperbound and not clearly defined. The data is not centrally located and there is very limited customer online help. Staff wanted a solution to provide everyone more convenience and clarification, so customers and staff members could track their item(s) quicker. With online applications, we will have improved customer service, faster timeliness, and error reduction. There will be a better flow of information both internally and externally. The software can be utilized by various departments such as Animal Services or Code Compliance, Public Works, and Fire - -- -any department that issues permits. Departments will have the capability to access each other's data to check the status level of a project without having to transfer calls to another staffer. Mr. James also added information regarding how heavy workloads affect our processes too but at least we will have a better tool that will help us keep track of where an item is, and it will assist staff and keep us honest as to where we are on it. It may also help us identify if a staff member needs more training or knowledge in a certain area. Generally speaking, the software will help us stay on top of our projects, get more organized and do a better job. Implementation will take about nine to twelve months — launching hopefully in Spring 2019. 7. Presentation of the status of the Roadway Impact Fee. (B. James) Mr. James stated they have had the first public meeting on this item a few weeks ago but it has not yet been finalized. The fundamental question is are we keeping up with new road construction. If yes, then there is no reason to impose another fee. Otherwise, you need to look at other revenue resources (i.e. developer fees, raise public taxes). His perception from Council's action is that they felt part of how we should pay for that is with an impact fee. Council ultimately went with the recommendation of the Capital Improvement Advisory 3 -21 -2018 Minutes Page - 3 - Committee (CIAC). The bulk of what this does it put the primary burden on residential. They don't want to charge too much on commercial because they are bringing services that people need, such as shopping, day care, home and services, etc. This charge is a price we will have to deal with and it will affect the price of property, so the cost to get in to aproject is higher. Part of it will come off the land and part of it the developer will have to pay. It will affect rent and new home purchases. While this fee will get us a pile of money, it won't be enough to pay for all of it, but it does give us a source to tap into. We can also try to apply for grants and other funding sources as they arise. We need to always weigh the pros and cons and see how it works out. The recommendation was to go with what CIAC had suggested. To be clear though, this is something that staff will be monitoring, come back in the future and try to do better. If this gets approved, he recommends that prices not go up for five years other than what the schedule allows for and staff can revisit it at that time. 8. 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. No requests were made by board members. Mr. James stated that they had previously asked for some information on the building repair maintenance construction costs and why we have had some of the issues we have experienced in the past. This is a topic being addressed with Council this Friday at the retreat so at the next CCAB meeting he will probably do a debrief on the retreat and cover that item of discussion as well. ADJOURNMENT: Boardmember Brown made a motion to adjourn the meeting, seconded by Boardmember Hartzog. The vote was 5 -0 -0. Motion passed. The meeting was adjourned at 4:45 p.m. Richard Dzi &it, Chair ATTEST: c Donna Schmoekel, Deputy City Secretary 3 -21 -2018 Minutes Page - 4 - March 21, 2018 reports from boards and commissions (Last CCAB meeting February 21, 2018) BOA— February 26, 2018 The Board of Adjustments did not meet in February as there were no items to consider. Planning and Zoning Commission — February 28, 2018 and March 14, 2018. The February 28 meeting was cancelled due to a lack of agenda items. At their March 14 meeting the Commission approved a replat in the Verde Enterprises Business Park. TSAC — March 7, 2018 The March TSAC meeting was cancelled due to a lack of agenda items. Historic Preservation — March 8, 2018 The SHPC recommended approval of a Historic Main Street grant for 533 Main which was subsequently approved by City Council. Parks and Recreation Advisory Board — February 26, 2018 The Parks Board did not have a quorum to allow their February meeting to be held. Library Board — March 1, 2018 At their February meeting, the Library Board received reports on the Board's finances, library usage and the bookstore. Schertz Economic Development Corporation — February 22, 2017 During the February 22, 2018 SEDC Board Meeting, staff provided an update on the Business Retention and Expansion Plan (BRE) and associated company visits and industry roundtables. Through these meetings, staff has been able to hear those issues that are most pressing to Schertz businesses. At the direction of the Schertz manufacturers, staff has been working with the Schertz- Cibolo- Universal City school district to connect the district's Career Technology Education (CTE) efforts with Schertz employers. Staff sought the Board's direction regarding the continued practice of purchasing lots in the Freeway Manor Subdivision pursuant to an authorized Project. The Board asked that the item be postponed, and that Staff take pictures of the property and bring the item back later. Staff provided an update regarding the proposal of a SEDC 20th year anniversary celebration as presented in the FY 2017- 18 SEDC Budget, The Board approved the Independent Auditor's Report for the SEDC Annual Financial Report for the Year Ended September 30, 2017. Staff presented information on the proposed improvements and efforts to help revitalize the Main Street district. The Board decided to wait until the City holds the upcoming Main Street Stakeholder Input Meeting to get more information.