1996-04-24JOINT USE PLANNING SUBCOMMITTEE
for the Municipal Complex Site
Wednesday, April 24, 1996, 7:00 p.m.
In the CISD Administration Board Room
Minutes
Attendance: Rich Driscoll, Chairman, Rick Wilhelm, Ted Gillum, Bethann Scratchard,
Frank Dorer, Phyllis Calton, Becci Rollins, Jane Cousins, and Warren
Davis.
Council Liaisons: Michael Richarme
Staff Liaisons: Kevin Hugman and Kim McAdams
Agenda Item #1, Call to Order
Chairman Rich Driscoll called the meeting to order at 7:00 p.m.
Agenda Item #2 Approval of the April 10 1996 meeting Minutes
A motion was made and carried by the committee to approve the minutes as presented.
Agenda Item #3, Consider: Recommendations to Facility Planning Subcommittee for Potential
Joint Uses
Kevin Hugman informed members of Facilities Site Planning Subcommittee developments. The
Facilities Site Planning Subcommittee has split into four separate subcommittees; 1) Site Study
Group - they will assist Carter & Burgess (architects/engineers) with site planning, 2) Architect
Study Group, 3) Administrative Building Design Study Group (both Architect Study and
Administrative Building Design Group will work with Allen & Buie (architect) on the actual
architectural design of the buildings), and 4) Critical Path Analysis Group. The Facilities Site
Planning Committee will meet with Timarron to discuss restrictions for the municipal site at their
next meeting on Monday, April 29. They will also conduct a site visit on Monday at 5:00 p.m. --
all municipal site planning subcommittees are invited.
Mr. Hugman continued to brief the members about the developments of the Facilities Site Planning
Subcommittee. He handed out matrixes indicating the building design considerations, the
committee's priority list, site design considerations, and proposed uses on the site. Some of the
Facility Planning Subcommittee's ideas overlap the Joint Use's recommendation. He noted that
CISD uses were omitted from the Facilities Planning Subcommittee's lists because members of the
committee were aware of the purchase of the 50 acres [Kasper property] adjacent to Durham
Elementary School and felt that the CISD would not want to participate in a joint use at the
municipal site. Members from the CISD are represented on the Joint Use Subcommittee. They are
Joint Use Planning Subcommittee Meeting
April 24, 1996
Page 2
Dr. Gillum, Buddy Luce and Warren Davis and these members report that is not what the CISD is
considering. This is an important issue to remember when presenting the Joint Use Committee's
recommendation to the Site Planning Subcommittee. The presentation should stress that the CISD
is committed to a joint facility with the city. Mr. Hugman pointed out that the Joint Use Committee
also needed to keep in mind that some members of the Site Planning Subcommittee may or may not
be favorable to a "joint use facility" solely with the CISD for several reasons. It will be important
during the committee's presentation to present the reasons why the Joint Use Subcommittee thinks
it is important to have their proposed uses on the site. After the Joint Use Subcommittee presents
their recommendation to the Site Planning Subcommittee, the committee will cease as a committee.
Rich Driscoll and David Yelton will remain on the Steering Committee and continue working on the
project throughout the planning process. The Steering Committee consists of the chairmen and co-
chairmen from each of the municipal complex planning subcommittees. Members were encouraged
to continue working on the planning of the site by becoming involved in the Site Planning
Subcommittee once the Joint Use Subcommittee ceases.
The committee briefly redefined the three "priority" uses they decided upon at -the last meeting and
will recommend to the Facility Planning Subcommittee for the municipal complex site. Those three
uses are: 1) Fine Arts Center, 2) Conference Center/Convention Center, and 3)
Technology/Telephone/Communications Center. Several suggestions were made as follows:
1) Fine Arts Center
* Include seating capacity numbers in "End of Runway" theater section --- 200-450
seats
* May want to add a concert hall to this item - could be combined with the theater
* The Fine Arts Center is an opportunity to host events outside of school uses - such
as dance performances, Boy Scouts/Girls Scout programs, amateur/semi-professional
productions. Some of the school performances could include UIL 1 act plays and
elementary/middle school productions. (Other school districts could use the facility
as well.)
2) Conference/Convention Center
Meeting rooms will be incorporated into the overall design of the administrative
building.
Convention Center uses would include banquets, adult education classes, senior
citizen programs, staff development training, meeting rooms for organizations such
as Keep Southlake Beautiful, Sister Cities and other community -based organizations,
rental of facility to outside organizations, etc.
Rooms designed for flexibility of use and size
Joint Use Planning Subcommittee Meeting
April 24, 1996
Page 3
3) Technology/Telenhone/Communications Center
* Facility would include a library
* Provide facilities for media room/audio-visual center, data/computer center and
computer labs, telecommuting capabilities, language labs.
The subcommittee discussed how they would market their recommendations to the Facilities Site
Planning Subcommittee. The presentation will focus on the scope of what the Joint Use
Subcommittee's task was and the committee's process for developing the three lists produced -- the
"essential" uses, "high priority" uses, and the "other" potential uses. Kevin Hugman will handle
production of presentation slides/ materials.
The subcommittee discussed the conceptual idea of the facilities. The following was mentioned:
* The facility should be one building, housing City and CISD administrative offices
and include space for the Chamber of Commerce.
* The facility should include an auditorium -style Council Chambers/Board of
Trustees/Board meeting room in the middle of the building.
* The design should allow for shared uses such as copier room/print shop, purchasing
office, human resources functions, finance functions, reception area, computer
mainframe, public information functions, facility maintenance.
The subcommittee cited reasons for their recommendations:
* Convenience and access to citizens.
* CISD Administrative function is a compatible use with City Hall functions.
* CISD will have to buy landibuild a facility to service the needs of 11,000+ students.
* Proposed joint use will allow sharing of like functions between City and CISD,
resulting in cost savings to both.
* There is a critical shortage of meeting rooms now -- the new complex can be
designed to allow maximum flexibility at lower cost than constructing a separate
CISD facility.
* One complex will provide a central "drawing" feature to citizens.
* Scheduling and coordination of facilities can be done easier.
The Joint Use Subcommittee will make their recommendation presentation to the Facilities Site
Planning Subcommittee the first of May.
Agenda Item #4, Adjournment
Being no further discussion, a motion was made to adjourn.
C AWPFILESVOINTI 96-4-24 NIN