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09-18-2019 CCAB Agenda PacketJune 19, 2019 CCAB AGENDA Page 1 COMMITTEE OF COMMITTEES ADVISORY BOARD HAL BALDWIN MUNICIPAL COMPLEX CITY COUNCIL CHAMBERS CONFERENCE ROOM 1400 SCHERTZ PARKWAY, BUILDING #4 SCHERTZ, TEXAS 78154 September 18, 2019 Call to order (Richard Dziewit) Discussion and/or Action Items 1. Minutes – Consideration and/or action regarding the approval of the minutes of the regular meeting of June 19, 2019. Reports/Updates/Discussion and or Action 2. Introduction of the new Assistant City Manager Charles Kelm. (M. Browne) 3. Boards, Committee, Commission report/updates. (B. James) 4. City Manager reports/updates. (M. Browne) 5. The 2020 Census and the Committee's role update. (T. McFalls) 6. Unified Development Code Updates. (B. James/E. Delgado/B. Cox) 7. Final FY 2019/20 Budget and Tax Rate Summary Report. (M. Browne/B. James/J. Walters) 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. Adjournment June 19, 2019 CCAB AGENDA Page 2 CERTIFICATION I, BRENDA DENNIS, 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 THE13TH DAY OF SEPTEMBER 2019 AT 11:55 A.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. Brenda Dennis 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 , 2019. 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. June 19, 2019 CCAB AGENDA Page 1 D R A F T MINUTES Committee of Committee's Advisory Board REGULAR SESSION JUNE 19, 2019 HAL BALDWIN MUNICIPAL COMPLEX COUNCIL CHAMBERS CONFERENCE ROOM 1400 SCHERTZ PARKWAY BUILDING #4 SCHERTZ, TEXAS 78154 Present: Richard Dziewit Sue Boissonneault Earl Hartzog Glen Outlaw Patti Dilworth Absent: Chris Bryan Flo (Fae) Simmons Paul Macaluso City Staff: Dr. Mark Browne , City Manager Brian James , Assistant City Manager Gayle Wilkinson , Deputy City Secretary Tony McFalls , GIS Coordinator Attendees: Chris Bryan shares attendance with Patti Dilworth MINUTES June 19, 2019 at 3:00 p.m. June 19, 2019 CCAB AGENDA Page 2 Call to order Chair Richard Dziewit called the meeting to order at 3:02 p.m. Chair Richard Dziewit asked those in attendance to introduce themselves. Discussion and/or Action Items 1. The 2020 Census and the Committee's role in it. (T. McFalls) Chair Richard Dziewit introduced Tony McFalls GIS Coordinator who provided handouts and a PowerPoint giving an overview of the upcoming 2020 Census. He asked for the Committee's assistance in "getting the word out" about the 2020 Census and discussed methods of "getting the word out" and answered questions from the Committee. 2. Minutes - Consideration and/or action regarding the approval of the minutes of the regular meeting of March 20, 2019. Moved by Earl Hartzog, seconded by Sue Boissonneault to approve the minutes from March 20, 2019. AYE: Richard Dziewit, Sue Boissonneault, Earl Hartzog, Glen Outlaw, Patti Dilworth Passed Reports/Updates/Discussion and or Action 3. Introduction of the new Assistant City Manager Charles Kelm. (M. Browne) Assistant City Manager Charles Kelm was not able to attend the meeting. 4. Boards, Committee, Commission report/updates. (B. James) Assistant City Manager B. James gave an overview of the reports from Boards and Commissions along with Richard Dziewit on Transportation Safety Advisory Board (TSAC) and Patti Dilworth on the Library Board - since March 20, 2019, to June 19, 2019, and answered questions from Board Members. (Report Attached) 5. City Manager reports/updates. (M. Browne) Dr. Browne gave updates and answered questions on the following: 1. A wrap-up of Legislative updates relevant to our city. 2. Update on Street Preservation and Maintenance Program. (SPAM) 3. Update on TxDOT projects. June 19, 2019 CCAB AGENDA Page 3 4. Update on the Budget. 5. Update on the Northcliffe Golf Course. 6. Discussion and/or action on clarification where CCAB fits within Staff and Council. Requested by Fae Simmons. (M. Browne/B. James) Chair Richard Dziewit gave a summary of how he believes the Committee of Committees Advisory Board (CCAB) can work with the City to help on different projects/needs. City Manager Dr. Browne expressed his view on the purpose of the Committee of Committees Advisory Board and their role in helping the City. Chair Richard Dziewit opened the floor for other Board members to comment. Glen Outlaw gave his viewpoint on the role of the Committee of Committees usefulness/function for the City and also gave his appreciation for the reports provided by the Executive Team. Earl Hartzog commented on his appreciation for the reports provided by the Executive Team. Patti Dilworth expressed her appreciation to hear what is happening in other departments in the City. Sue Boissonneault expressed her appreciation for hearing from other departments and expressed her desire to work on projects for the City. 7. 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 further items requested. Adjournment Moved by Earl Hartzog, seconded by Patti Dilworth made a motion to adjourn the meeting. The meeting was adjourned at 4:07 p.m. AYE: Richard Dziewit, Sue Boissonneault, Earl Hartzog, Glen Outlaw, Patti Dilworth Passed June 19, 2019 CCAB AGENDA Page 4 ATTEST: Richard Dziewit, Chair Gayle Wilkinson, Deputy City Secretary Before June 19, 2019 Reports from Boards and Commissions – Since March 20, 2019 Animal Care Advisory Committee – March 20 and May 1 At their March 20 meeting staff presented intake procedures, a cleaning policy, rescue application/procedures and a draft animal care matrix. Additionally the Committee discussed the status of repairs to the shelter. At their May 1 meeting the Committee discussed a proposed update to the contract with Randolph AFB for some animal care services and again discussed and approved updated versions of the rescue application/procedures as well as the animal care matrix Board of Adjustment BOA has not met since the last CCAB update. Historical Preservation – April 25 The Historical Preservation Committee discussed the Spring 2019 Newsletter and Remembrances Special Edition Articles which are available on the City’s website. They also discussed some pending legislation that might impact Landmark Property and Heritage Neighborhood designations. Parks and Recreation Advisory Board – March 25 and May 20 At their March 25 meeting, the Board discussed the Spring/Summer Program Guide as well as the 2019 State of the City Video as part of efforts to market City parks and Parks Department programs. The Board also reviewed the most recent financial reports from BVYA, SYSA and the YMCA. The Board members also discussed their efforts to work with the Parks Department/GIS Department to map out park assets. Additionally, staff provided a status report on various park projects. At their May 20 meeting, the Board continued their discussion of efforts to map park assets, discussed events to occur during National Park & Recreation Month (July), discussed the recently awarded playground equipment grant and the data collection to occur as part of that grant. The Board also discussed the status of the approximately $1,000,000 trail grant/project and recommended requesting City Council budget $250,000 annually for trail construction. Planning and Zoning Commission – March 27, April 24, May 8 and June 12 At their March 27 meeting, the Commission approved subdivision plats for additional phases of the Crossvine and Homestead residential developments. They also discussed potential regulations of short term rentals and pit pads. At their May 8 meeting, the Commission approved a waiver for a septic system and the plat for the proposed Dollar General at the northwest corner of FM 1518 and Schaefer Road. The Commission continued their discussion regarding potential regulations of short term rentals and pit pads. At their June 12 meeting, the Commission approved a plat for an additional phase of the Parklands residential development. They also recommended approval of a Specific Use Permit for an automotive repair facility on FM 1103. They continued their discussion of potential regulations of short term rentals and pit pads and ultimately recommended to City Council not to impose any additional regulations but continue to current to enforce and apply existing related requirements/regulations and monitor the situation. TSAC – June 6 TSAC discussed speeding issues in the Northcliffe neighborhood (Cherry Tree, Chelsea, Meadowhead, Mayfair, etc.). Staff discussed various causes and possible course of action to mitigate the problem in light of how it seemed to be occurring on most streets in the neighborhood. Staff was going to ensure all appropriate signage and striping is in place prior to the next TSAC meeting where the issue will be discussed again. Library Board – April 1, May 6 and June 3 At all of the meetings, the Library Board received reports on the board’s finances, library usage and the bookstore. At their April 1 meeting, the Board discussed the Summer Reading Club and having the bookstore donate books as prizes and bringing food in for library staff on Staff appreciation day. At their May 6 meeting, the Board approved reallocating $2,500 in unused funds from the winter reading club and extreme nerd challenge to hire temporary staff the help with the summer reading club. They also discussed the Library Foundation mini golf event to be held on June 22 from 10 to 6. At their June 3 meeting, the Board discussed the Board’s FY 19-20 budget (the Board uses funds raised from the bookstore and book sales to support programs at the library) as well as the FY 19-20 library budget, including expanded program requests – an additional $37,000 for materials, $3,000 noise mitigation in the study rooms, $7,000 for on-call/substitute staffing, $7,000 for contracted security guard services and $26,000 to change an existing part time programming clerk to a full time position. Schertz Economic Development Corporation – March 28, April 25 and May 23 During the last quarter, the SEDC continued its forecast and planning exercise. As part of the process, the SEDC completed a visioning exercise and SWOT assessment. The final step of the forecast and planning exercise will involve discussion of specific projects that the SEDC will undertake. At the March meeting, the SEDC approved a resolution that would provide up to $2,500,000 for infrastructure improvements in the area that the SEDC is working with San Antonio to have annexed into the City of Schertz (the area north of the railroad tracks north of Lookout Road). In April, the SEDC approved a resolution that would provide up to $500,000 for infrastructure improvements along Main Street. The funds will be added to those already allocated by the City in effort stimulate new investment in the area. In May, the SEDC approved the SEDC FY 2019-20 Budget. The budget includes nearly $9 million in approved projects and will require the SEDC to withdraw $3.1 million from reserves to cover planned expenditures. Committee of Committees Advisory Board Summary CCAB Notes 3/20/19: Mark Browne gave the City Manager Report introducing Amber Briggs Beard, General Manager of the Schertz Seguin Local Government Corporation (SSLGC) who provided an overview of SSLGC’s operations including the status of the project to bring a second water feed from Seguin to Schertz. Mark Browne provided an overview of bills pending in the State Legislature that are of interest to the City – in particular bills that impact revenue, annexation authority and open meetings requirements. Brian James reviewed the Boards and Commission Report. City Manager Report for CCAB Street Preservation and Maintenance Report The 2019 Street maintenance program has been fully designed and is nearly ready for advertisement. We will be advertising for bids soon and expect to have the deadline for submittal in mid-July. Following that, the bids will be reviewed, and we are hoping to get the award decision at the first council meeting in August. There are a variety of streets that are being addressed in this year’s program (I have attached a link to the latest briefing here https://schertz.com/DocumentCenter/View/2754/SPAM-Workshop- 6_11_19?bidId=) including residential streets in the Northcliffe area, in the Randolph/Curtiss area and two projects on Schertz Parkway. We hope to have the project started in late August with completion date to be determined. The total value of the projects is around $3M and will come out of a combination of bond funds and general funds. Legislative Update The legislature approved several bills that will affect City operations. The most important is the property tax cap bill which will limit the increase in property tax rates from one year to the next at 3.5%. The bill has a provision that if a City exceeds this rate, there will be an automatic rollback election, no petition is required. This goes into effect on Jan 1, 2020 so it will not impact the City budget this year. It is not clear the future impact this bill might have, but it will likely reduce the flexibility the City has when contemplating new projects. Another bill of interest changed the way that residential permitting fees are calculated. In the past, the City used the dollar value of construction as the method of determining the permit fees. That has now been prohibited, and thus the City decided to move to a square foot basis for determining the fees. This will have a small impact on most residential customers as we have attempted to make the square footage fees like the cost of construction fees. So, we are not sure what good this bill accomplished for anyone. Finally, there was a bill on façade material for residential and commercial construction. The main idea of this bill is to remove requirements by the City for types of materials allowed in construction. In effect, the City can no longer dictate masonry type of finishes on the exterior of buildings. A developer could in theory build a metal building in the middle of the commercial district without restriction. We will have to see how this really plays out. Budget Update The budget outlook is positive for the City. We expect revenues to exceed expenditures at the end of the year. That means there will be excess funds in the General Fund reserve to fund needed projects, primarily infrastructure. At this point, we do not expect to raise taxes for the next fiscal year, however that could change depending on what needs come up during budget discussions this summer. The City will continue to fund needed maintenance projects in parks, facilities and streets that were started in this fiscal year. That also means we do not anticipate lowering taxes as we continue to address deferred maintenance in many areas of the City. The focus of discussion during the summer months regarding next year’s budget will be our list of “expanded programs” which are requests for new programs by the departments. Many of the expanded programs involve new personnel that are needed by our departments to meet the growing requirements of serving the City. Additionally, the City will be undertaking a Classification and Compensation and a Staffing Study to help the City better address the compensation needs of the employees and to ensure we have the right number of employees in the right positions. Golf Course The golf course announced their closure over the Memorial Day weekend. This came as a surprise, but we have been aware of problems with the course for many years. These problems include deferred maintenance, lack of watering capacity and the overall need to upgrade and renovate both the course and the clubhouse. A study was conducted in 2011 that highlighted many of these issues. At this time, we have recommended to the residents in the area of the course to explore the possibility of establishing a Public Improvement District (PID) that would require a petition signed by at least 50% plus 1 of the property owners. The petition would establish how much funding is needed to operate and maintain the course. The residents in the PID area would then be assessed a value that would cover the funding of the course. At this point we do not know exactly how much money will be required and the residents are doing research to help determine this. The petition for the PID must be presented to council and approved before the PID can be established. This process will probably take a few months to complete. The residents have taken on the responsibility of mowing and maintaining the course the best they can during this period. Here is a link to our website with lots of City information https://schertz.com/CivicAlerts.aspx?AID=246 Mark Browne City Manager