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1996-02-13CITY OF SOUTHLAKE JOINT UTILIZATION COMMITTEE Tuesday, February 13, 1996, 7:00 p.m. Minutes Members Present: Rick Wilhelm, Chairman; Robert Glover, Vice Chairman; Bethann Scratchard, Park Board Representative; and Michael Richarme, City Council Representative. Others Present: Mike Murphy, Acting CISD Superintendent and Kevin Hugman, Assistant to the City Manager. Agenda Item #1. Call to Order Chairman Rick Wilhelm called the meeting to order at 7:10 p.m. A quorum was present. Agenda Item #2, Approval of the January 9. 1995 meeting Minutes A motion was made by Bethann Scratchard and seconded by Michael Richarme to approve the minutes as presented. Robert Glover abstained from the vote. Chairman Wilhelm noted that Michael Richarme would need to leave early to attend a special council work session -- items will be addressed briefly. Agenda Item #3, Discussion - Joint Utilization Program and Projects and Item #4, Discussion - Future Joint Use Facilities or Tennis Courts at Carroll High School - Mike Murphy presented an update to committee members on the possibility of City and/or other groups using the courts. There have been discussions between Scott Dorin (Tennis Coach at High School and also board member of Tennis Association) and Laura Suarez of Southlake Tennis Association and they already have an arrangement worked out to allow the Association to use the courts. The courts are no longer locked and are available to anyone on the weekends. Mr. Dorin will meet with Kim McAdams to determine what the City's needs might be. The District is looking into changing the existing lighting system on the courts from coin -operated to automatic as they have experienced numerous malfunctions. Mr. Murphy assured members that Bob Ledbetter and Scott Dorin (coaches at Carroll High School) are very much in favor of continuing the relationship with both the Tennis Association and the City of Southlake and expanding the possibilities for use of the courts. There are some repair issues [expenses] that have come Joint Utilization Committee Meeting February 13, 1996 Page 2 up; net and net straps have been torn or stolen. The CISD may have to assess the Tennis Association a small fee to cover those expenses. The courts are available on a "show up" basis -- reservations are not required. All uses should be channeled through Bob Ledbetter. In the future, as the need for courts increase, reservations will be required to eliminate overlapping of times. Michael Richarme suggested that when the light fixtures are replaced, they could be re -used at another facility such as a City Park. Mike Murphy asked how much pressure there is for an additional tennis facility. Bethann Scratchard responded that the current arrangement is a "stop gap" fix, which means there is still an urgent need for court space. Mr. Wilhelm added that tennis courts will be a "high priority" item for any of the City's parks. or Use of CISD Libraries After -School Hours by Citizens- Mike Murphy reported that there has not been much progress on this issue. Mr. Murphy said it was discussed at a CISD Board meeting and the response was very positive. Richard Wilkinson met with the librarians; the reaction was positive -- they would like to pursue the idea. Mr. Murphy said the Board was thinking that the best usage would be the Carroll High School library; it has a separate entrance and the most possibilities. Mr. Wilhelm asked what the citizens would be using the library for -- as a gathering place for meetings, accessing Internet and computers, or a place to read magazines? Mr. Murphy said those were the uses the Board anticipates and even expanding the uses to include the computer lab. He stated that the main issue will always be security when dealing with any of the school facilities. Murphy said he feels like the District's committee will not pursue this for a while, but will eventually. Michael Richarme told the committee about discussions the City has had regarding two options for long-term solutions to library needs. Mike Murphy and the school were involved in the discussions. The two options are: 1) construct a new library at the new municipal site on property just purchased south of F.M. 1709, and 2) the possibility of a "shared" library with the cities of Grapevine and Colleyville located in the city of Grapevine. Mr. Murphy pointed out one advantage to having the library at the municipal building site would be the access to the fiber -optics connecting the different school campuses. Grapevine hired a consultant [City of Southlake helped fund] who is doing cost evaluations, feasibility studies and meeting with Colleyville and Grapevine to determine each city's needs. The consultant's report should be back within 30-60 days. Bethann Scratchard, who participated in the Focus Groups earlier this year, made the comment that the subject of a library was part of the Focus Group's discussion and that access to library facilities was stressed. She said the Group's general comments were, 1) the City of Southlake does not need a "stand alone" library building; 2) Grapevine's library is too small -- need more resources; 3) need to access the high school's library; 4) a joint library Joint Utilization Committee Meeting February 13, 1996 Page 3 with the three cities is a good idea; 5) Grapevine is easily accessed, but too crowded; and 5) Southlake does not need a library -- citizens can go to Barnes & Noble to buy books. Mr. Richarme added, "That if the concept of a library is expanded into the idea of a fine arts cultural center, where there is a theater, amplitheathre, and drama, then we have what a library really becomes, which is a knowledge center." The City of Southlake contributes to the Grapevine library in the amount of $10,000 annually to purchase books for the City and Southlake residents can use the Grapevine Library at no charge. ow Potential Joint Use Projects List - Chairman Wilhelm suggested that the committee focus on one or two "short-term" projects and one "long-term" project from the list since there are so many. The idea is to concentrate on the selected project and finalize it (whether it is produced or not) and at least work down the list. Long -Term Project: Joint Municipal/CISD Administration Complex - One item mentioned, now that the land for the municipal complex has been purchased, is that of a joint administration facility. Mr. Richarme mentioned that the City has had some preliminary discussions with the CISD regarding a shared auditorium and joint administration [long-term project] facilities. He said this is a good time to get back with the School Board and firm up those discussions. There has not been a formal meeting with the District regarding the specifics of the purchased property, such as how much land is available and general shape of the property. In 1990, Allen & Buie [architect consultants], conducted a department -by - department space requirements assessment for the City and identified space needs and relationship departments. Their report is still feasible. The City is now putting together a group of interested citizens to participate in the design of the municipal campus and the bond election process. There will be four sub -committees; a site planning sub -committee, a joint use sub -committee, a finance sub -committee, and a bond sub -committee. Kevin Hugman pointed out that the City's preliminary recommendation was to use the Joint Use Committee as the joint use sub -committee with Kim McAdams and himself as the assigned staff members. Mike Murphy said the District has also done some preliminary administrative needs assessment studies and shared their findings with the City last year. At that time they talked about sharing some of their common needs, such as courtroom area, meeting rooms, and some services (like a copy center, budget and finance staff, computer equipment/software). Mr. Murphy said he did not think the preliminary discussion the District had with the City regarding their needs went any further. Rob Glover added, that even if the District does not co -locate their administrative facilities immediately with the City's new municipal facility, it would be good to give the City a comprehensive plan of the District's needs so that those needs could be factored into the plan for the property. The City Council will begin holding regular fourth -Tuesday work sessions to consider these kinds of Joint Utilization Committee Meeting February 13, 1996 Page 4 issues. Mr. Richarme will ask Council to add this item to a fourth -Tuesday agenda, probably next month. Mike Murphy will discuss with the School Board. Mr. Wilhelm mentioned recruiting the same people who were involved in the %2-cent sales tax bond program for the complex bond campaign. Short -Term Project: Chairman Wilhelm asked the committee to consider some "short-term" projects to get started on. Community access channel was mentioned. Kevin Hugman said he is still working on expansion of the access channel programming, such as, video taping council and SPIN meetings and the Northeast Tarrant Arts County Masterworks Series. This project is not finished. Other projects mentioned were: Land Acquisition at Bicentennial Park - still working on. Construction ofparking lotfor Carroll Middle School gym - no money available [50 parking spaces x $1,000 per space cost]. School library uses - still on the list - (committee discussed on Page 2 of Minutes) - probably address this spring. Joint bid on telephone long distance services - not a viable savings at only $3.00 per month - remove from projects list. GIS baseline - at a stand still since the City's GIS technician moved - hiring another. Internet- Kevin Hugman met with Bob Catino (same person who designed CISD's unit) - City is not at the point to do this right now - keep on the list. Adult education courses offered through CISD - these are available to any adult in the community - currently offering computer classes which have been very successful. The committee discussed this item further. Mr. Richarme asked if these courses could be offered or run through the City's Park Department or does the District already have procedures in place. The Parks Department has processes in place to set up classes, bring in vendors, all of which charge the City fees and the City turns around and charges the participants. The CISD does not have the processes in place, but could. Mr. Murphy said some considerations would be security and budgeting considerations. The schools are under a lot of constraints regarding funds they may charge and what they do with the funds. He said Alice Miller (Director of CISD Staff Development) believes she could run the Staff Development Department, which offers training and education classes, based on some of the fees that could be assessed, creating a turn -key, self -funding operation. The committee talked about augmenting the staff at the Park to handle scheduling, registration, administration paper work. Right now, the District is testing the waters to see what they can handle Joint Utilization Committee Meeting February 13, 1996 Page 5 with the current staff and funds. Perhaps the Parks Department could have a roll in the adult education programs. Using the computer class as an example, if the District could find a teacher and facility to hold it in, then the course could be advertised in the Parks & Recreation brochure. Registration and paperwork could be handled by the Parks & Recreation Department. This could be a short-term project to look at. It was mentioned to have Alice Miller meet with the JUC to discuss this further. Satellite Down -Loading - taking advantage of classes already offered - Rob Glover talked about this item. Said he spoke to someone last year at the University of Texas, Engineering Studies Department, about the possibility of down -loading some of their courses and making available for a fee. The person he spoke with indicated it could probably be done for close to cost. Mr. Richarme mentioned that KTVN - Channel 2 (Denton station) does a lot of programs like this. They could be a source for some programming. The committee discussed pursuing this as a "short-term" project. Need to involve Allen McDaniel, Technology Coordinator, CISD. The current system at Durham is funded through TEA funding to allow schools to access information and training from TEA. In relation to the idea of satellite down -loading courses, Mr. Murphy briefed the committee on the new Professional Learning Center located in the Intermediate side of the Durham school, which could be used for the classes and where a satellite is now situated. The Center will contain a training room, a professional library and all - instructional support staff from the CISD will be officed there. The Center can be used for after-hours training, etc. -- it has its own security system and entrance. There is also a computer lab next to it that can be used after hours. Mr. Wilhelm asked if the District could run an underground line from the satellite location behind Durham over to the Park? Mr. Murphy responded he thought so - utility easements would be needed. This item will be explored further at the next JUC meeting. Mr. Murphy will ask Alice Miller and Allen McDaniel to meet with the JUC next month to discuss. University Satellite Down -Loading and adult education courses offered through CISD will be combined as one project. The next JUC meeting will be March 13 at the Durham Professional Learning Center. Being no further discussion, a motion was made to adjourn the meeting at 7:54 p.m. Joint Utilization Committee Meeting February 13, 1996 Page 6 Rick Wilhelm, Chairman Robert Glover, Vice -Chairman ATTEST: Kevin Hugman, Assi t to the City Manager CAWPFILESVOINTVUCMIN02. OR N