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1993-07-13CITY OF SOUTHLARE Qe JOINT UTILIZATION COMMITTEE MEETING Tuesday, July 13, 1993 7:OOpm MINUTES Committee members present: Rick Wilhelm, Co -Chairperson and Buddy Luce, Co -Chairperson; Members: Bethann Scratchard, Stephen Apple, Janet Murphy; City Staff: Curtis Hawk, Shana Rice, Tina Harvey. Agenda Item #1, Call to Order Meeting called to order at 7:05pm by Rick Wilhelm. Agenda Item #2, Approval of Minutes for June 23, 1993 meeting Corrections made to minutes. Change Judy Wilson to Judy Brown, Item #9 and delete "is being mailed to all parents", Item 18. Agenda Item.#3, Administrative Comments Buddy Luce reported that the School Board moved the bond election to the Spring of 1994. Agenda Item #4, Presentation made to City Council during the July 6, 1993, Council meeting Rick Wilhelm notified the committee of results from the presentation made to City Council about joint utilization projects. Information presented is attached. Discussion by City Council was to make the basketball court larger for use as a multi -purpose court and to provide an alternative for roller bladers. Rick Wilhelm discovered prior to the council meeting that security fencing proposed for the middle school will require compliance with fire codes, therefore requiring further research and possibly higher cost. Rick Wilhelm reported that he felt the council response was positive. A concern that was raised by council was: payment for utilities and maintenance. The proposal was made to consider inclusion of the four proposed joint use projects in the 1993-94 budget. City Council requested from the Joint Utilization Committee that a cost analysis for five years and one year of usage be prepared. Buddy Luce suggested that Carroll ISD would need help to cover expenses resulting from property usage, because of critical financial situation of the ISD. Curtis Hawk reported that city budget constraints may prevent completion of all four projects, therefore, the committe should prioritize projects. Bethann Scratchard reminded the committe that the projects had previously been prioritized by the Park Board and approved by the committee. X Agenda Item #5, Possible presentation to be made to the C.I.S.D. School Board. Buddy Luce recommended that the committe present three combinations in the proposal to choose from ranging from least to most expensive. Stephen Apple recommended not using a low, medium, high approach to funding, but to advocate one proposal including the preferred construction recommendations. Rick Wilhelm questioned the significant use of the baseball field at the Intermediate School. Curtis Hawk reported that expansion to Bicentennial Park will be constructed in phases, for possible completion in three to four years. The Intermediate School field would be used until completion of the expansion. Rick Wilhelm recommended proposing a combination of baseball field and outdoor basketball court to the School Board. Stephen Apple and Bethann Scratchard advocated a recommendation for outdoor basketball court, security gates, and baseball field in order of priority to the School Board. Stephen Apple made a motion to make a formal recommendation to City Council and to School Board to provide funding for the joint use projects and to include maintenance costs and priority recommendations within the formal recommendation. Seconded: Bethann Scratchard. Vote: 4 ayes, 0 nays. Bethann Scratchard volunteered to assist Rick Wilhelm in making the presentation to school board on Tuesday, August 10. Agenda Item #6, Report from the High School Library Committee Stephen Apple reported that Judy Brown, High School librarian was on vacation and postponed the report. Agenda Item #7, Update on other Joint Utilization Projects Curtis Hawk reported that 1.)the school district is now using one water tower for locating a transmittor, 2.)the legal aspects of sharing facilities and supplies will not be a problem, 3.)he is talking to the City of Keller about some joint projects, and 4.)the ISD, along with the City of Southlake and the City of Keller, are talking about the possibility of a joint maintenance facility. Agenda Item #8, Adjournment Meeting was adjourned at 8:10pm. A meeting was not set for the month of August due to budget sessions held by the city and school district. 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DATE: DELVER TO: %!uk (;() I,("tP%) FAX NUMBER: % YS,3-- 1j(T Y MESSAGE: r .G�u 1rG� iL7 1 f� , SENT BY: number of pages including cover page CITY COUNCIL RETREAT JUNE 17 AND 18, 1993 JOINT UTILIZATION COMMENTS * Joint Land Purchase * City Owned sites: FM 1709 1.2 acres Florence/Johnson Road 5 acres * City/School Equipment yard (storage of buses, vehicles) * Include Keller I.S.D. and City of Keller in storage yard for buses, city equipment * Good location for storage yard for City/School is Brumlow Avenue * City/School Medical Insurance- large pool * City/School Joint Bond Issue (for land purchase, buildings) * Use of School Library- after hours for citizens * Any new buildings/ design for use by both City and School (use by all groups, rest rooms, meeting rooms, etc.) * Y.M.C.A. sponsored by both City and School (1st step is land, donations for building and staffing) * Joint Election * Use of Grapevine-Colleyville I.S.D. Print Shop for use by City and School (Southlake) * Joint%,purchases (office supplies, vehicles, parks equipment, etc.) CITY COUNCIL RETREAT JUNE 17 AND 18, 1993 JOINT UTILIZATION COMMENTS * Joint Land Purchase * City Owned sites: FM 1709 1.2 acres Florence/Johnson Road 5 acres * City/School Equipment yard (storage of buses, vehicles) * Include Keller I.S.D. and City of Keller in storage yard for buses, city equipment * Good location for storage yard for City/School is Brumlow Avenue * City/School Medical Insurance- large pool * City/School Joint Bond Issue (for land purchase, buildings) * Use of School Library- after hours for citizens * Any new buildings/ design for use by both City and School (use by all groups, rest rooms, meeting rooms, etc.) * Y.M.C.A. sponsored by both City and School (1st step is land, donations for building and staffing) * Joint Election * Use of Grapevine-Colleyville I.S.D. Print Shop for use by City and School (Southlake) * JointNpurchases (office supplies, vehicles, parks equipment, etc.)