1993-10-13CITY OF SOUTHLARE
JOINT UTILIZATION COMMITTEE MEETING
Wednesday, October 13, 1993, 7:00 p.m.
MINUTES
Committee members present: Rick Wilhelm, Co -Chairperson and Buddy
Luce, Co -Chairperson; Members: Steve Johnson, Jane Cousins, Janet
Murphy, Steve Apple, Bethann Scratchard; City Staff: Curtis Hawk
and Tom Elgin; Guest: Micky O'Brien and Dwayne Wink.
Agenda Item #1, Call to Order
Meeting called to order at 7:00 p.m. by Buddy Luce
Agenda Item #2, Approval of September 14 Meeting MINUTES
Motion was made to approve the MINUTES of the September 14 meeting
with no corrections/additions made.
Agenda Item #3, Administrative Comments
The Committee discussed the 30-acre site recently purchased by the
CISD off of Shady Oaks Drive and the possible utilization by the
City for athlethic practice fields. Bill Branum described the
tract as a large rectangle that runs basically north and south.
The first portion of the property to be developed by the school
district will be the southern section (12 acres), which is closest
to F.M. 1709. Land can be utilized by the City as soon as needed
with two factors to be considered prior to use; 1) 5-day notice to
property owner so he can move his cattle; 2) stock tank on northern
most end of the property may need to be dealt with in some manner
(liability stand point). The property is available from now until
the end of school year and perhaps until next November/December.
Some grading work will be needed as the terrain is not flat. Grade
runs down toward the center; Shady Oaks and back of property areas
are higher. The only trees are around the pond and along Shady
Oaks. There is no road so a gravel entrance and area for parking
may need to be addressed.
Dwayne Wink, Grapevine-Southlake Soccer Association Board member,
explained to the committee their immediate need is for practice
soccer fields (playing fields will be needed by next fall) and
their interest in the field. At this time there are 28 teams from
Southlake practicing and playing with more teams anticipated next
fall. Mr. Wink volunteered the Association's assistance in
developing the area off Shady Oaks.
Buddy Luce commented that per Ron Stacy, whatever the Baseball
Association could do in regard to the Intermediate School,
volunteer wise, they were willing to help. Also Freddy Cates
volunteered front-end loaders (equipment) to grade off tracts.
Curtis Hawk opened up the discussion of changing the meeting date
from Wednesday to second Tuesday each month due to conflicts with
other meetings. By-laws states meetings shall be held on second
Tuesday each month.
Rick Wilhelm told the members that if they knew of any community
groups meeting within the next few weeks, the Speaker's Bureau
would be available to talk to them about the sales tax in order to
get the word out with all the Associations (baseball, soccer,
softball, Homeowners Association, Women's Club, garden meeting,
senior citizens, Southlake Chamber, etc.). The City will mail its
CITY NEWSLETTER, which includes information about the election, to
residents the week prior to election.
Agenda Item #4, Joint Use Agreement Between COS and CISD for
Approved Projects
Buddy Luce handed out an "Interlocal Agreement for Parks Playground
and Recreational Facilities," which basically is minor
modifications to the original joint agreement. It contained
standard preambles and some basic items which need to be in any
agreement. Another hand-out was a Joint Utilization Agreement
which specifically pertains to the items the Committee was
considering and budgeted for in City's 1993-94 budget. The
following provisions were included in the hand-out.
✓ The school district will pay for the maintenance and
upkeep of the facilities.
✓ The District will have a priority over all basketball
courts, baseball fields, etc., from 7:40 a.m. until 4:00
p.m. during regular school times at the Intermediate
school.
✓ School district will be authorized to handle bidding
process, offer jobs for bid, perform all state
requirements, and would oversee the construction after
bids are let and accepted.
✓ The City will pay for improvements.
Other items discussed by the committee was that cost incurred in
the bidding process should be split between the City and the school
district. Items like basketball court construction may require
advise from engineer or architect which may cost more. Soft costs,
such as engineering and architectural should be included in
Agreement on a split cost basis. Maintenance of the facility
(cleanup, etc.) would be the responsibility of the school district.
The Agreement could include wording about "soft cost of
architectural and engineering" into the portion of the Agreement
where it was inserted that "major maintenance costing over $5,000
per repair, shall be the joint responsibility at a percentage to be
agreed upon."
Rick Wilhelm asked about the portion of the Agreement regarding
"Light Usage at Baseball Fields." Bill Branum said the school
would incur the cost of electricity for baseball field lighting.
Rick Wilhelm recommended that the associations (baseball and
softball) pay a fee to help off -set some of the costs of operation.
Branum asked if cost could be monitored first to determine if the
electrical costs warrant the need for the associations being
charged an operation fee. If the sales tax passes, funds may be
used for maintenance which would include the electrical cost.
Committee discussed installing lights on basketball courts and some
type of coin meter on tennis courts.
Luce also recommended a paragraph be inserted into the Agreement
regarding security at the facility. The organization utilizing the
facility would be responsible.
Language regarding a five-year term for the Agreement was
recommended. Agreements forwarded to City Attorney so that final
language may be drafted.
Agenda Item #5, Discussion: Status of CISD Efforts on Approved
Projects
Branum stated that once a formal agreement is signed by CISD and
COS, the school could pursue bids. Time lines were discussed to
determine how much time was needed for various projects.
Basketball courts - 6-7 week project
Baseball field - 2 month project (would like to start second
week in November)
Gate at middle school gymnasium (corridor leading to
cafeteria) - may have to be made, if standard does not
fit, 1-3 months
Committee discussed several factors which need to .be determined to
prepare the bid specs documents, such as, the dimensions of the
field, type of field, placement of fence, age group field will be
used by, pitchers mound distance.
Agenda Item #6, Discussion• Texas Park and Wildlife Grant
Application
Mr. Hawk told the committee that after consideration of the grant
regulations, it was not feasible to apply for grant money at this
time for this project due to leasing requirements and the lack of
available matching funds. The school has to sign a 25-year lease
joint -project agreement for grant funding. A 50/50 match for grant
funds is required, which means that $20,000 needs to be matched for
the construction of the jogging trail. Funding deadlines are
January and July. The City will contract with an outside
consultant to draw up a grant application if Committee decides to
apply later.
Agenda Item #8, Discussion: Half -cent Sales Tax Election
Janet Murphy announced that early voting started today and urged
those in city limits of Southlake to go vote. Committee has
started a Speaker's Bureau which is doing a fine job. Signs are
available for yards. Discussed possibility of flyer hand out at
next football game.
Janet asked Branum if the readerboard signs could be used to
advertise the Public Forum meeting October 18.
Co -Chair Luce asked everyone to outline some specific items they
want to move on for the next agenda. Urged everyone to continue
getting the word out to the public and press regarding the
committee. Mr. Hawk said a news release regarding the committee
meeting, their recommendation to execute the Agreement and
information about the improvements would go to the Star Telegram
tomorrow.
Agenda Item #7• Discussion: Use of New School Site, Carroll
Elementary Space for Practice Fields
The use of the new school site was discussed in the Administrative
Comments section.
Bill Branum commented that the Carroll Elementary school facility
is being used for soccer and baseball practice now. Once formal
plans for the use of the facilities are agreed upon between school
and City, a system needs to be in place to schedule all the fields.
The recommendation was made that the scheduling be done by Tina
Harvey. Branum proposed that the centralized scheduling procedures
begin in the Spring, not mid -stream during season. Committee needs
to inventory resources first, then scheduling can be done.
Next committee meeting will be held
Meeting was adjourned.
ATTEST:, -
Tom Elgin',
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Novemb 9.
Co -Chair, Ri k W'lhe1m
Co -Chair ddy Luce
er, Community Development