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1995-10-16CITY OF SOUTHLAKE JOINT MEETING OF THE JOINT UTILIZATION COMMITTEE (JUC), THE PARK AND RECREATION BOARD, AND THE SOUTHLAKE PARK DEVELOPMENT CORPORATION (SPDC) MONDAY, OCTOBER 16, 1995 MINUTES JUC MEMBERS PRESENT: Chairman Rick Wilhelm; Voting Members: Warren Davis (7:45), Bethann Scratchard, Michael Richarme; Other Members: Jane Cousins, Mark Terry, Ted Glowacki, Buddy Luce; Voting Member Absent: Robert Glover. PARK AND RECREATION BOARD MEMBERS PRESENT: Bethann Scratchard, Carol Lee Hamilton, Robin Jones, Janet Murphy (7:15). Members Absent: Rod Johnson, Vicki Johnson, Becci Rollins, Marjorie Zielke. SPDC MEMBERS PRESENT: President David Yelton; Members: Gary Fickes, Ralph Evans, Ron Maness, Sally Hall, Janet Murphy (7:15). Members Absent: Rod Johnson. Staff Present: City Manager Curtis E. Hawk (8:00), Finance Director Lou Ann Heath, Assistant to the City Manager Kevin Hugman, Park & Recreation Director Kim McAdams, and Acting City tw Secretary Kim Bush. The Joint Meeting was called to order at 7:00 p.m. David Yelton noted that the JUC and SPDC did have a quorum; the Park Board did not have a quorum at this time. Agenda Item No. 2. Approval of Minutes. Motion was made to approve the August 21, 1995 minutes of the SPDC regular meeting as corrected. Motion: Fickes Second: Evans Ayes: Yelton, Fickes, Evans, Maness, Hall Nays: none Approved: 5-0 (Correction includes typographical error --bottom of page 2) Motion was made to approve the September 12, 1995 minutes of the JUC regular meeting as corrected. Motion: Scratchard Second: Richarme Ayes: Wilhelm, Scratchard, Richarme Nays: none Approved: 3-0 (Correction: indicate that Buddy Luce was present at the meeting but not as a voting member; indicate that Warren Davis was present as a voting member.) Minutes of the Joint Meeting of the JUC, SPDC, and Park & Recreation Board October 16, 1995 Page 2 Agenda Item No. 3. Consider Approval of the 1995-96 SPDC Budget, Finance Director Lou Ann Heath commented that the City Council on September 5, 1995 approved the budget as presented to the SPDC at its last meeting in August. Included in the budget are the Capital Projects to be funded through the bond proceeds. Those projects include the gymnasium, the West Beach property, and the Bicentennial Park expansion. Ms. Heath explained that the final sales tax allocation report was received for the fiscal year ending September 1995. The figures reflect that the SPDC sales tax revenues total was $516,751 which reflects a slight increase over the revised estimate for the year. Ms. Heath commented that although sales tax revenues have been showing a steady increase, a conservative estimate collection of $670,500 is being projected for the SPDC in FY95-96. Motion was made to approve the FY95-96 SPDC budget as presented. Motion: Fickes Second: Maness Ayes: Evans, Fickes, Maness, Hall, Yelton Nays: none Approved: 5-0 Agenda Item No. 4. Discussion -Future Joint Projects/Recreation Facilities. David Yelton explained that SPDC hoped to receive input from this meeting on where we wanted to use funds in the future. Rick Wilhem commented that the JUC looks not only to parks, but to other types of uses in the community. The JUC came up with a list of ideas/projects as a result of a survey conducted between the City staff and School District members. The list was prioritized and divided into long term and short term projects. The next major project the JUC would like to see funded is the gym at Durham elementary. Assistant to the City Manager Kevin Hugman presented to the group the survey table showing project priorities and approximate costs. Mr. Hugman commented that the School District has not yet seen this list. Park Board Member Robin Jones commented on a tennis center presentation made at the Park and Recreation Board meeting. Ms. Jones explained the increased problems with trying to find a place for the various tennis clubs to meet and play. She noted that there was nothing on the list regarding tennis facilities, but felt that there was enough demand to warrant the consideration. Ms. Jones explained that there are approximately 2400 people in Southlake trying to play tennis on two courts that are provided at the park. Carol Lee Hamilton commented on the fact that the needs of Southlake are constantly changing. Gathering information is never current enough because of the changing desires of the community as new people move in. Minutes of the Joint Meeting of the JUC, SPDC, and Park & Recreation Board October 16, 1995 Page 3 Gary Fickes commented that land is available at the West Beach property; we need to include tennis facilities on the list of projects. Robin Jones suggested that in the meantime two more courts could be put at Bicentennial Park. Kim McAdams, Director of Parks and Recreation, commented that the City has reapplied for the West Beach grant, and we are trying to get a waiver of retroactivity so that the City can go ahead and acquire the land and let that be matchable for the grant. McAdams commented that the master plan for West Beach is programmed for January 1996. Michael Richarme suggested that all the groups, i.e., tennis, baseball, softball, soccer, etc. should be involved in the West Beach master planning process. Michael Richarme questioned the amenities provided for by PUD development. He understood that these facilities were opened to the public. Gary Fickes explained that these types of facilities were private, provided by individual developments, that were intended to help lessen the burden on City funded and maintained park facilities. A discussion was held regarding the possibility of a self-supporting public/private facility that could be rented for a number of uses including athletic facilities, bands, etc. --something similar to Pennington field in Hurst. The possibilities also exist that a private corporation may want to (46r, build a tennis facility (a tri-city facility for example) if the land were provided. Rick Wilhelm commented that there is no money to work with for the next few years; we need to scale down ideas until money is available. The gym at Durham needs to be added to the project list as the #1 long term project to be funded. Michael Richarme commented that a tennis facility should be added to the long term list of projects. Robin Jones commented that she felt too much was being given away on park fees to developers. Ron Maness agreed that it appeared, in a lot of cases, that we were giving park credit for swamp land. The Park Dedication ordinance was discussed briefly. Rick Wilhelm suggested that this issue be solved through the City Council and Park Board process through ordinance amendment -- the focus of this meeting should be the priority list. Sally Hall commented that the priority list can be used as an informational tool when the City starts its strategic plan. Ron Maness commented on the library being listed. He understood that the citizens really did not want to consider a joint library with Colleyville--that citizens were satisfied with using the Grapevine library. Curtis Hawk commented that he had heard the same thing, but the reasons were because of the proposed location on Hwy 26 and the traffic concerns with this location. Rick Wilhelm stated that the priority list we are working with is more of a narrow range survey among City staff, CISD staff, and the Park Board. It is not a current consensus of the citizens of Southlake. Mr. Hawk commented that a library was rated high among a survey conducted several years ago among the citizens. Ron Maness questioned what latitude the City would have in a joint public/private facility --can tax credits be given to entice the development of a sports facility for example. Curtis Hawk explained that the City needs to master plan the existing sites (West Beach and Bicentennial Park), Minutes of the Joint Meeting of the JUC, SPDC, and Park & Recreation Board October 16, 1995 Page 4 both for short term and long term, and then identify the other kinds of uses needed and where they should go. Mr. Hawk commented that the City has discussed public/private facilities before. There are some things that can be done, but they depend on financial issues in using our full pledge of taxes and credit. There are some limitations with this in that one Council cannot bind a future Council in these types of things. Rick Wilhelm stated, for the record, that there are two other short term projects that need to be added to the list (1) parking for the middle school gym and (2) the purchase of the Brunson property at Bicentennial Park. Curtis Hawk commented that the purchase of the Brunson property should be #1 on the list and the parking at the gym should be #2. Those members of the JUC present (Rick Wilhelm, Warren Davis, Bethann Scratchard) agreed that these two items should be high priority items added to the short term list. Rick Wilhelm requested that Kevin Hugman make these two changes plus add a tennis facility to the long term list and include the Durham gym funding as the #1 priority to the long term list. Curtis Hawk also suggested, and the group agreed, that an equestrian center should be added to the long term list --this type of facility could be used by the school for rodeo -sponsored type functions. Warren Davis questioned the possibility of a joint computer tie in with Internet. Curtis Hawk explained that the City is interested, but budget constraints and the need for the City to change computer systems made it impossible to consider for this budget year. Mr. Hawk added that this would be considered again next budget year. The group discussed the sharing of a public/community relations person. Some of the projects this person might be responsible for would be publishing a combined City/School newsletter and cable productions. Both of these items would be very effective in communicating to the public what the needs of the City and School are and what things are going on in the community --but both projects are very time consuming. David Yelton asked whether any action/vote needed to be made on the items discussed tonight. Curtis Hawk commented that both the JUC and SPDC needed to vote on what action to take on three top priority items: (1) the funding of the Durham gym; (2) the purchase of the Brunson property; and, (3) the parking lot for the Middle school gym. David Yelton asked that these items be placed on the next SPDC meeting scheduled for November 20, 1995, and Rick Wilhelm asked that these items be placed on the next JUC meeting scheduled for November 14. Mr. Wilhelm commented that the JUC will vote on recommending to the City and the School District that these three items be a top priority. There being no further action necessary the meeting was moved to be adjourned by both the JUC and the SPDC. Minutes of the Joint Meeting of the JUC, SPDC, and Park & Recreation Board October 16, 1995 Page 5 Rick Wilhelm, Chairman Joint Utilization Committee (JUC) Rod Jo on, airman Parks and Recreation Board ATTEST: MI; Bush, Acting City of Southlake C: \ W P51 \MIN-AGN\SPDC-1 UC. PIUkb A David Yelto resident Southlake PAYk Development Corp. (SPDC)