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1997-08-06 Joint Utilization MeetingCity of Southlake, Texas Joint Utilization Committee Meeting Wednesday, August 6, 1997 Location: City of Southlake Administrative Offices Conference Room 1725 E. Southlake Boulevard Southlake, Texas Time: 6:00 p.m. Agenda: 1. Call to Order 2. Approval of MINUTES of the April 8, 1997 JUC meeting 3. Discussion: CISD Future Plans 4. Consider: Election of Officers 5. Consider: Joint Use Budget Items 6. Discussion: Presentation of Bob Jones and Bicentennial Park Master Plans 7. Discussion: Future Joint Use Facilities, Projects, and Goals 8. Adjournment I hereby certify that the above agenda was posted on the official bulletin boards at City Hall, 667 North Carroll Avenue, and 1725 E. Southlake Boulevard, Southlake, Texas, on Friday, August 1, 1997 at 5:00 p.m., pursuant to Ch,l of the Texas Government Code. i J� Tx *yy 6 Sandra L. LeGrand, City Secretary IIINIIIp If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at 481-5581, extension 704, and reasonable accommodations will be made to assist you. M. IWP-FJLESIJUCI4GE1VDASI97-08-06. WPD CITY OF SOUTHLAKE JOINT UTILIZATION COMMITTEE Wednesday, August 6, 1997 Members Present: Rick Wilhelm, Chair; Doug Strickland, Vice -Chair; Gary Fawks, Carol Lee Hamilton Others Present: Buddy Luce, Kim Lenoir, Parks and Recreation Director; Kevin Hugman, Community Services Manager; Kathy Schaeffer, Recreation Supervisor; Ted Gillum, CISD Superintendent; Derek Citty, CISD. Agenda Item No. 1, Call to Order Rick Wilhelm called the meeting to order at 6:10 p.m. Agenda No. 2 Approval of Minutes of the April 8, 1997 Meeting Doug Strickland moved to approve the minutes as presented; seconded by Gary Fawks. Minutes were approved as presented; Carol Lee Hamilton abstained. Agenda No. 3 CISD Future Plans Ted Gillum gave a presentation concerning CISD future plans. (Handouts attached) School Sites: He stated that the purchase of four school sites was included in the September 1996 bond package. The status of these are: (1) 16 acres purchased (Bailey piece) on Peytonville (this will be an elementary school scheduled to open in the year 2001); (2) 16 acres (Dickerson piece) at the corner of South Carroll and Continental; the City will assist by covering the drainage ditch (this will be an elementary in the year 2004, depending on the growth of Rockenbaugh); (3) 37 acres (Briscoe piece) at Kimball and South of 1709 (this will be a middle school); and, (4) 24 acres (Knight piece) on Highland Avenue (This will be an elementary in the year 2004, depending on the growth from Grapevine or from Maguire Partners. The land could also be traded for a tract owned by Westerra). 7-8-9 school will operate for four years and then probably convert to a 9-10 school. It is designed as a high school with facilities and the size, but the current plan is to convert to a junior high and keep CHS as a senior high (grades 11 and 12). Construction of the school is currently two months behind schedule. \\COS ADMIN\DATA\P\KI UGMAN\WP-FILES\JUC\MINUTES\97-08-06.DOC CHS Core Expansion - Expansion will allow up to 1800 students, current capacity is at 1450 students. The expansion will include the cafeteria, parking, and administrative facilities. Bus Storage - Dr. Gillum stated that there had been discussions with the City regarding a joint fueling facility/bus storage next to the Public Works facility on Continental. He said that he was told though, that the City will need the three acre piece next to the current facility. CISD has seven to twelve acres available of the 35 acre piece located on Kimball that could be used for the facility (NE corner of property). Bus storage will be needed in two years. Food Lion at Kimball - The vacant store on Kimball was purchased and will be remodeled for $650,000. It will include 11,000 square feet of storage, food services, office space and some administrative space. There will also be a "distance learning" facility for 200 people with room for technology people also. Rick Wilhelm wondered if the TIF boundaries could extend as a 50 foot strip down 1709 and envelope CHS. The TIF funds could be used to pay for core expansion projects at CHS. Gary Fawks said the first ordinance passed and that he thought the boundaries were determined. Kevin Hugman was not sure the legislation would allow this type of extension of boundaries. Ted Gillum discussed stadium options (handouts attached). The School Board asked CISD staff to consider options and make recommendations. Ted Gillum said he intends to make recommendations later in August. He stated that if he had to recommend now, he would opt for a stadium at CHS to serve the students better. However, if the district wanted a tennis facility and natatorium, etc., it would be better to work with the TIF. He also said that CISD needs facilities within the next three years, whereas, with the TIF, the project would probably be about five years out. District Improvement Plans - The number two prioritized goal is to develop the facilities for a "build out." Rick Wilhelm questioned whether the district intended to build a centrally located stadium if the district will have to go to two high schools. Ted Gillum said a 9-10/11-12 split would not cause a problem if the stadium is placed at Peytonville. If the district goes to two high schools (9-12 grades in each), a centrally located stadium would be better. Under the current state school financing legislation, if CISD reaches $280,000 assessed value per student, then we will become similar to GCISD ("Chapter 43"), but this is hard to predict with the growth in the number of students. CISD staff believes the district will reach the $280,000 level in three years (this has to be factored into the TIF). Any revenues generated over the amount generated by $280,000 AV per student, will be refunded to Austin. Ted Gillum thinks that if CISD were to go with the TIF, then they \\COS ADMIN\DATA\P\KHUGMAN\WP-FILES\JUC\MINUTES\97-08-06.DOC 2 would be putting $13-15 million back into the TIF, which could possibly end up going to Austin were CISD not to participate in the TIF. Ted then discussed some of the concerns of CISD of participation in the TIF. What is in it for CISD? Facilities and operating expenses of the facilities. The TIF board determines this. How is CISD represented on the board? What assurances would CISD have of getting the facilities they need (stadium, natatorium, tennis center). He was also concerned that the Mayor had said there would be a public vote for each facility prior to bonds being sold. What happens if they are turned down? Gary Fawks asked what time frame CISD had determined for their other options. Ted stated that if the stadium were built at Peytonville, (if the bond passed in November), then it could be built in 1 1/2 to 2 years; but with the TIF, it would be approximately 3-5 years according to Curtis Hawk. Ted Gillum said the CISD needs until mid -September to work through the scenarios on the TIF. It will not be ready by August 26th. Kim Lenoir asked if CISD had considered a leasing option for stadium space. Ted Gillum said there were too many issues relating to costs, scheduling and logistics. Gary Fawks asked if there would be any joint use at the 7-8-9 school. Doug Strickland said he didn't think the facility was going to be joint use. Gary Fawks said he thought the City would still would want to move forward with the recreation center, tennis complex and natatorium even if the stadium did not go through. Doug Strickland asked if Parks and Recreation could provide data on the number of kids involved in the recreation programs which would participate in joint use at a stadium/ MURC. Kim Lenoir said they could provide the numbers. Doug Strickland said he will determine what plans are for 7-8-9 gym and whether it could be used for joint use. Agenda Item No. 4 Nomination of Officers Gary Fawks made a motion that the existing officers continue in their positions. Carol Lee Hamilton seconded and the motion was approved unanimously. Agenda Item No. 5 Joint Use Budget Items Rick Wilhelm went through the "Potential Joint Use Project" list. He noted that many of the long term project items were currently underway or being studied, such as the joint COS/CISD administration building. Rick suggested that JUC come back with ideas and new projects next month. CHS library is being expanded now. Doug Strickland will look at where the plans are. Buddy Luce thinks discussion got off track when the tri-City library was discussed. Gary Fawks said he would like to see a library committee form again and do something at CHS as it's first step. \\COS ADMIN\DATA\P\KHUGMAN\WP-FILES\JUC\MINUTES\97-08-06.DOC ,%„ Carol Lee Hamilton asked if the technology training center at Food Lion could be used for joint use. Buddy Luce and Doug Strickland felt that it could be. Carol Lee Hamilton and Kim Lenoir then presented three potential joint use projects which might be considered for inclusion in the FY 97-98 City budget. (1) In -line hockey court at CIS. The bus facility at CIS (which is adjacent to the in -line hockey court) may be expanded, so it might not be a good idea to spend money on the court. Gary Fawks asked if there was another place to put a rink. Doug Strickland said Coppell used a parking lot as a portable court. Rick Wilhelm said we don't need to spend too much money to improve the current status then. Kim Lenoir said Parks and Recreation has money to improve the current court ($5,000). (2) Relighting Field #1 at Bicentennial Park ($40,000). This is the field used by the CHS girls' softball team. There are dark spots now and some spillover lighting into the neighborhoods. New lights would eliminate the dark spots and would be directed at more of a downward angle which would reduce spillover lighting into the adjacent neighborhoods. (3) A 24 passenger van for after -school care to transport the kids to after -school sites. Kids from Rockenbaugh and Carroll Elementaries are bussed to Durham Elementary. Rick Wilhelm asked if we couldn't rent a bus from CISD. Buddy Luce said that there are no busses available at this time. The JUC also questioned whether it would be more cost- effective to set up an after -school program at each site. Kim Lenoir said that at this time, it is better to have just the one site. Rick Wilhelm said he feels JUC would support lighting of a ball field and spend $5,000 for improvements to an in -line hockey court, but that we need to look at the alternatives for after -school care, whether other campuses could be opened, school bus use, etc. Doug Strickland made a motion to this effect and Gary Fawks seconded the above motion. The motion was approved unanimously. Agenda Item No. 6 Presentation of Bob Jones and Bicentennial Parks Master Plans Kim Lenoir gave a brief presentation on the master plans for Bob Jones and Bicentennial Parks and answered JUC members questions. (Handouts attached) The Meeting was adjourned at 8:40 p.m. Rick Wilhelm, Chairman ATTEST/X Kevin Hugman, Co nity Services Manager \\COS ADMIN\DATA\P\KI-UGMAN\WP-FILES\NC\MINUTES\97-08-06.DOC 3 A �oi MEMNON m momm '.4.�j tyyi11•t may' if`�,,�� �. , � ME � � As a i f i ce_ •I -jJ Ell �' 4� � ME 4W C7 Stadium Opinion of Probable Cost Option A Summary (Renovate Dragon Stadium) Carroll ISD Structure Development I New metal bleacher structure for 5,000 seats, including new restroom, $ 3,000,000 and concessions facilities. Also includes a double level press box. Demolition of the existing press box, and renovation of existing stands. $ 200,000 Subtotal of Structure Cost $ 3,200,000 Site Development - On Site Renovation of existing Parking spaces, addition of 800 new spaces, upgrade of site lighting, addition of retention pond, upgrade of storm $ 1,645,000 sewers, sanitary sewers, and utilities. Subtotal of above costs $ 4,845,000 Miscellaneous Items Miscellaneous items such as FF&E, Contingency, Testing, Technology, and Professional Fees. FF&E to include the equipment for concession $ 1,872,174 stands, etc. - Project Total $ 6,717,174 Pros Land has already been acquired Cost are reduced Cons Streets are insufficient to handle load Distance to major through fare is considerable. Site is confining Loss of Middle School practice facilities Parking would be less than efficient (not surrounding the Stadium) Location to neighborhoods Total Program Management Page 1 7/24/97 Stadium Opinion of Probable Cost Option B Summary Addition of Stadium at the High School Site Carroll ISD Structure Development New Structure for 9,000 seats, including enclosure of the space below for gymnastics, aerobics, dressing rooms, and concessions. Also $ 10,800,000 includes a double level press box. Site Development - On Site Addition of 650 new parking spaces, addition of lighting, storm sewer, $ 1,570,000 sanitary sewer extensions, and the addition of a retention pond. Subtotal of above costs $ 12,370,000 Miscellaneous Items Miscellaneous items such as FF&E, Contingency, Testing, Technology, and Professional Fees. FF&E to include the equipment for gymnastic, $ 4,079,189 locker rooms, concession stands, etc. Project Total $ 16,449,189 Pros Land has already been acquired Cost are reduced Multiple access points to adjacent streets Distance from Stadium to 1709 is minimal, thus reducing the traffic back up. Facility location next to High School Cons Site is small Parking would be less than efficient (not surrounding the Stadium) Location to neighborhoods Total Program Management Page 2 7/24/97 1A C Stadium Opinion of Probable Cost Option C Summary New Stadium in Community Complex Carroll ISD Structure Development New Structure for 10,000 seats, including enclosure of the space below for gymnastics, aerobics, dressing rooms, and concessions. Also includes $ 12,000,000 a double level press box. Site Development - On Site Development of Site including, but not limited to 2,000 new parking spaces, addition of lighting, storm sewer, sanitary sewer extensions, and $ 4,965,000 the addition of a retention pond. Subtotal of above costs $ 16,965,000 Miscellaneous Items Miscellaneous items such as Land, FF&E, Contingency, Testing, Technology, and Professional Fees. FF&E to include the equipment for $ 7,774,776 gymnastic, locker rooms, concession stands, etc. Project Total $ 24,739,776 Pros Potential for multiple large access points to adjacent streets Potential location next to Hwy. 114 Parking would be laid out in an efficient manner Use as a Community Center (a plus to voters) Not located as near to housing areas Cons Cost of property Total Program Management Page 4 7/24/97 'r I L W1 Stadium Opinion of Probable Cost Option C Summary Overall Summary of Community Complex Carroll ISD Stadium Is 24,739,776 Refer to attached summary for only the Stadium Natatorium $ 6,207,101 Refer to attached summary for only the Natatorium Tennis Center $ 2,476,535 li Refer to attached summary for only the Tennis Center Multipurpose Gymnasium Facilities $ 4,669,854 Refer to attached summary for only the Multipurpose Gymnasium Project Total $ 38,093,265 This estimate will need to be refined based on future information, such as a defined program, adjustments in the time frame for starting construction, and land costs. Total Program Management Page 3 7/24/97 A Stadium Opinion of Probable Cost Option D Summary New Stadium in Community Complex Carroll ISD Structure Development I New Structure for 6,000 seats, consisting of metal bleachers, restrooms, $ 4,200,000 dressing rooms, and concessions. Also includes a double level press box. Site Development - On Site Development of Site including, but not limited to 1,200 new parking spaces, addition of lighting, storm sewer, sanitary sewer extensions, and $ 3,260,000 the addition of a retention pond. Subtotal of above costs $ 7,460,000 Miscellaneous Items Miscellaneous items such as Land, FF&E, Contingency, Testing, Technology, and Professional Fees. FF&E to include the equipment for $ 4,401,841 gymnastic, locker rooms, concession stands, etc. Project Total $ 11,861,841 Pros Potential for multiple large access points to adjacent streets Potential location next to Hwy. 114 Parking would be laid out in an efficient manner Not located as near to housing areas Cons Cost of property Total Program Management Page 5 7/24/97 Z 4w 1VIIN3aIS32 l 0" 13dW-) 311HM H1bON J � 9 d f; < 4 4 J gw g2Q 00LU4 Li & bUb JUNtS FAKK