1993-06-23CITY OF SOUTHLARE
(44� JOINT UTILIZATION COMMITTEE MEETING
Wednesday, June 23, 1993 7:OOpm
MINUTES
Committee members present: Rick Wilhelm, Co -Chairperson; Members:
Bill Branum, Bethann Scratchard, Cathy Bryce, Stephen Apple, Mike
Thompson, Tina Harvey, Richard Wilkinson.
Agenda Item #1, Call to Order
Meeting called to order at 7:05pm by Rick Wilhelm.
Agenda Item #2, Approval of Minutes for May 25, 1993 meeting
Ammendment made to minutes - add Stephen Apple to Purchasing
Committee.
Minutes approved with ammendment.
Agenda Item #3, Administrative Comments
An overview of the last meeting was shared with Rick Wilhelm due to
his absence. Bill Branum reported and submitted a list of items
discussed at the City Council's retreat, at which school district
representatives presented ideas for joint utilization. See
attached. Mr. Branum also informed the committee that
councilmembers and school representatives discussed possibly
holding a school district bond election in conjunction with the
city 1/2 cent sales tax referendum.
Agenda Item #4, Report on improvements to athletic fields at CISD
Intermediate School
Mike Thompson, Park Board member, reported his findings from
research on making improvements to the baseball field at the
Intermediate School. Mr. Thompson submitted an estimated cost
analysis. See attached. Mr. Thompson reported an estimate of
$3,800 for repaving the existing outdoor basketball court with
asphalt. The committee suggested researching the capability of
city crews completing asphalt surface. Other needs at the site
were discussed such as: moving light poles, adding goals, possibly
using concrete surface, and lighting. Tina Harvey will pursue
obtaining estimates for this project.
m$sed• Aueust 11. 1"3
Agenda Item #5, Report on fitness trailJcourse at CISD Johnson
Elementary School
Tina Harvey, Parks and Recreation Coordinator, reported that
drawings for the trail are incomplete. Initial drawings were made
by the school staff and are to be drafted to scale by the city
planner. Fundraising for the project has been initiated by Johnson
Elementary Physical Education teachers and staff.
Agenda Item #6, Report on security gates at CISD Middle School
Research was not completed. Tina Harvey will pursue. Stephen Apple
suggested that recommendations and prices for improvements to the
athletic fields at the Intermediate School, constructing a fitness
trail at Johnson Elementary, and placing security gates in the
Middle School gymnasium be taken before City Council for
consideration as an immediate need. Recommendation to council
would be to pursue improvements to athletic fields within current
budget, and place the fitness trail and security gates within the
93-94 budget. Rick Wilhelm agreed with approach and suggested
request to be placed on upcoming City Council meeting agenda. Bill
Branum stated that if projects receive approval by the city
council, then they should be taken before the school board.
Stephen Apple suggested that a proposal to light the fields be
postponed until next budget. A motion was made by Stephen Apple
that Tina Harvey complete cost analysis and take before City
Council. Seconded: Bethann Scratchard. Vote: 4 ayes.
Suggestion was made that Park Board be advised of the motion and
Curtis Hawk be consulted about funding possibilities.
Agenda Item #9, Joint Utilization of library facilities
For the convenience of the guest, Item #9 was moved ahead in the
agenda. Judy Brown, high school librarian made a presentation on
the possibilities of utilizing the library afterhours and summers
for use by citizens as well as students. See attached outline.
Rick Wilhelm informed the committee of some history behind
Southlake Library funds including the role of Friends of Southlake
Library and the budgeted monies used to purchase books stored in
the Grapevine Library. Stephen Apple suggested that the Friends of
Southlake Library would be willing to donate the 2,000-3,000 books
the organization has in storage and proceeds from the upcoming book
sale. Committee agreed that library access for longer hours become
a first priority of the library joint utilization project.
Concerns stated were: quality staffing, processing of materials,
and security problems. A suggestion was made to form a sub-
committee to formulate a plan for utilization and organization of
library joint -use. Sub -committee volunteers were:• Bethann
Scratchard, Judy Brown, and Stephen Apple. The sub -committee will
also recruit other qualified personnel to assist in determining
revised: Aueust 11, 1993
methods and organization of utilizing the high school library
facilities. A completed sub -committee report will be submitted to
the joint utilization committee for approval, then be taken before
City Council and School Board.
Agenda Item #7, Report on joint purchasing of supplies,
maintenance, etc.
Bill Branum reported that the legal aspects and feasibility of
joint maintenance and purchasing are being explored by the school
district and city manager's office.
Agenda Item #8, Report on possible computer offerings
Bill Branum reported that computer classes have been organized and
will be advertised in the area newspapers. Also, a school
newsletter, which includes the computer class information.
Agenda Item #10, Adjournment
Meeting was adjourned at 8:45pm.
Tuesday, July 13, 1993 at 7:00pm.
Building in Bicentennial Park, 300
ATTEST:
Next meeting is scheduled for
To be held at the Community
N. White chapel.
7/
Co-chair, Rick Wilhelm
i arvey, Parks nd Recreation Coordinator
rcvbed• August 11, 1993