ERT  PLANNING AND ZONING COMMISSION SPECIAL MEETING February 2, 2024 at 12:30PM 2024 Planning and Zoning Commission Retreat- - Day 1 Holiday Inn Express (LBJ Room) 704 Corazon Drive Marble Falls, TX 78654  POWN.BIG Commissioners Present: Steve Messana, Chair Chad Cormack, Vice Chair, left at 5:01 PM Diane Williams, Secretary Bryan Rivera, joined at 1:12 PM Sarah Novo City Staff Present: McKenzi Hicks, Interim Planning Director Stephan Zaparolli, Planner 1) CALL TO ORDER  The Planning and Zoning Commission meeting was called to order by Chair Steve Messana at 1PM on Friday, February 2, 2024, at the Holiday Inn Express (LBJ Room), 704 Corazon Drive, Marble Falls, TX 78654. Quorum was established and all members were present, except Commissioner Bryan Chair Steve Messana led the invocation, and led the pledges of allegiance to US and Texas flags,  Rivera who joined at 1:12 PM.  respectively.  2) PUBLIC COMMENTS  Public Comments are welcome. You may submit Public Comments in person, or you may. submit to the City  Secretary at imponclboeronlicgor before 3:00. PM the day oft the meeting.  There were no citizen comments. 3) REGULAR AGENDA  a) Welcome and Opening Remarks. (Chair Messana)  Chair Messana shared that he appreciated the Commissioners: making time to do this session and stated that the intent was to work through the agenda items, but not rush. Chair Messana stated that Secretary Diane Williams has done an amazing. job organizing the event and will facilitate it. Chair Messana advised that the purpose of the meeting was to plan the work and identify the "rocks in the road, with recommended solutions. Chair Messana covered the housekeeping items which included information on location of the restrooms, refreshments and meals, silencing of cell phones,  and WIFI password. Chair Messana clarified when breaks would occur.  Planning & Zoning Commission Meeting minutes  February 2, 2024    b) Agenda Overview and Session Opening Activities. (Secretary Williams)  Secretary Williams reviewed the Agenda for Day 1, with anticipated timeframes; facilitated an icebreaker; and asked the expectations ofthe group for the session to ensure alignment with the agenda items. The key expectations of the group related to better clarity on the deliverables and a good  schedule of deliverables in order tol be more proactive versus reactive. c) Commission Big Picture Discussion. (Vice-Chair Cormack)  Vice-Chair Chad Cormack opened the session by advising that the Commission has new bylaw roles now but that he wanted to use this session to look down the road, about 5 or 10 years, and discuss if we were in charge of the City, and unable to fail, what would it look like. Vice-Chair Cormack encouraged the group not to limit theiri ideas, tol look big picture, and used Marble Falls as an example The Commissioners shared stories oftheir experiences of how things have improved, noting the tree ordinance, other key accomplishments of the Commission, how the Economic Development Commission (EDC) is coordinating now with the Commission, and how the Parks and Recreations Secretary Williams facilitated the brainstorming to capture the ideas of the members. Following the brainstorming, the Commission used the "dots" method ofvoting on their top "big picture" priorities,  ofhow someone 20 years ago may havei identified what they wanted.  Board wants tol be involved in the direction as well.  with the top five (5) being: Sports Complex Convention Center Lake Liberty Hill Train Station  Development "seat at the table"  The Commission reviewed and discussed each of the resulting priority items.  d) Review of City Vision/Mission, LHTX 2040 Comprehensive Plan Key Tenets, and 2024 Chair Messana went over the City Mission and' Vision and there was discussion on the challenges and improvements to-date regarding these. Chair Messana encouraged the Commission to keep an open mind and look for opportunities to jointly fix problems with other key partners, and achieve the Chair Messana discussed the LHTX 2040 Comprehensive Plan Key Tenets with key takeaways. Regarding walkability, there were discussions on the Trails Master Plan and how the Capital Improvement Plan (CIP) process works to support it. There was a discussion on the potential establishment of a road/street impact fee that will need further discussion, as well as the potential Chair Messana covered the 2024 Commission Goals and Secretary Williams highlighted that the Comprehensive Plan related goals are the ones identified for years 1-2 in the implementation plan,  Commission Goals. (Chair Messana)  community we all want.  increase in wastewater impact fees.  starting on page 12 of the Commission packet. Planning & Zoning Commission Meeting minutes  2  February 2, 2024    e) Discussion of Change and Communication Management Plan for successful implementation of the LHTX 2040 Comprehensive Plan. (Chair Messana, Secretary Williams, and M. Hicks) Secretary Williams asked the group what they were hearing regarding the Comprehensive Plan and stressed how a Communications Plan was essential in addressing these comments and concerns in order to successfully implement the plan. Secretary Williams shared with the Commissioners the five 2. Change Capability, addressing how the organization is capable ofl handling the change.  (5) key things for change communication, which included the following: 1. The need, explaining the rationale for the change. 3. Change Solution, why this solution is the best fit for the city. 4. Commitment, everyone needs to champion the plan. 5. Impact, how the plan will impact the various stakeholders.  There were discussions on the various aspects and the need to better communicate. The need for a potential Executive Session in an upcoming meeting was discussed to have time to plan where to go  next for implementation before preparing the messages to go out. f) Work Plan Development and Discussion (Part 1). (Chair Messana)  Chair Messana introduced the topic and advised that there would be discussions on each action item relative to who is responsible, what the target completion date is, and the status. The need to discuss who is responsible for all aspects ofthe Comprehensive Plan implementation and how to pursue this Based on discussions, page 1-10 of the Work Plan, which includes Goals and Action Items from the Comprehensive Plan, will be discussed in Planning since these are staffaction items; and these action items will be presented to the Commission at the February 20, 2024 meeting, noting that for targets,  with other groups was also highlighted.  Planning can just indicate quarter/year for now.  The review of the work plan was stopped on page 10 for Day 1. g) Discuss Day 1 Key Takeaways and Assessment. (Secretary Williams)  Secretary Williams facilitated the Commissioners in identifying the key takeaways for Day 1, and their +/- assessment oft the Day 1 session to aid in improvements in future sessions. The opportunities for improvement included not scheduling the retreat the weekend before a regular Commission Meeting given the workload; and ensuring sufficient budget next year to provide for more time and  potentially staying overnight.  Planning & Zoning Commission Meeting minutes  3  February 2, 2024    4) ADJOURNMENT  Given there were no: further agenda items and hearing no objections from the members, Chair Messana  adjourned the Commission meeting at 6:09 PM.  PASSED AND APPROVED by thel Planning and Zoning of the City ofLiberty Hill, Texas on. z0tk  vote of < ayes, Cnays, and Dabstentions.  Steve Messaha,PZ Chair  a  lcwllhm Commission or City Secretary  LBERTN  *  Planning & Zoning Commission Meeting minutes  February 2, 2024