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1996-03-13DRAFT CITY OF SOUTHLAKE JOINT UTILIZATION COMMITTEE Tuesday, March 13, 1996, 7:00 p.m. Minutes Members Present: Rick Wilhelm, Chairman; Warren Davis, School Board Representative; Bethann Scratchard, Park Board Representative; and Michael Richarme, City Council Representative. Others Present: Mike Murphy, Acting CISD Superintendent, Kim McAdams, Director of Parks and Recreation, and Kevin Hugman, Assistant to the City Manager. Guests: John Rollins, CISD Board Member; Allen McDaniels, CISD Technology Coordinator; and Alice Miller, CISD Director of Staff Development Chairman Wilhelm explained the concept of joint utilization to the audience. JUC has been in existence for several years and is a coalition between the City of Southlake and the Carroll Independent School District. The Committee is charged with producing ideas, thoughts, and projects that will work between the City and the District in a cooperative effort to save the citizens money. The endeavors bring the two entities together. One example of the cooperative effort is the gymnasium at the Carroll Middle School (paid through sales tax funds). Mr. Wilhelm explained the "short term" and "long term" potential joint use projects lists the Committee has developed. Most recently, the committee has been discussing communication, educational opportunities, adult learning classes and computer communication between not only the City but the school district. Agenda Item #1. Call to Order Chairman Rick Wilhelm called the meeting to order at 7:05 p.m. A quorum was present. Agenda Item #2. Approval of the January 9.1995 meeting Minutes A motion was made by Michael Richarme and seconded by Bethann Scratchard to approve the minutes as presented with corrections noted. Agenda Item #3, Discussion - "Distance" Learning Project Chairman Wilhelm said the point of discussion is to focus on future needs, perhaps five or more years into the future, and what issues the City and District need to consider to bring the school and technology together and blend it in with City uses. Some of the questions raised were: what can these entities offer the children and citizens of Southlake; how can the library be utilized for adult learning "after hours;" can classes be taken via the CISD's satellite connection; how is computerization going to be used; and, can the Internet be used. Joint Utilization Committee Meeting March 13, 1996 Page 2 The committee members and guests gave brief introductions. Mr. Murphy, interim District Superintendent, led the discussion and gave a brief description of the Professional Learning Center at the Durham Elementary School and how it fits into the joint use idea. When the Center was being designed, about two years ago, the District had a need for training rooms and central administrative development offices. The idea evolved and thus the training rooms and the professional resource library are housed in the Center. The Center has its own security system enabling it to be used after hours. The District's plan for the Center is that it will be used after regular school hours by teachers needing research, faculty development classes, and other community education programs offered to the citizens of Southlake. Alice Miller, Director of Staff Development for the CISD, presented information about a grant project the District participated in this year aimed at providing mentoring services online to five CISD teachers through the Texas Educational Network. The project was successful and will be utilized further next year. The District realized, as a result of the project, that technology can be an effective mentoring tool for the teachers. The District has now applied for a $250,000 TEA grant (Projects for Educational Technologies) which would be a good vehicle to expand the District's vision they have for staff, get funds for the kinds of technology the District wants and involve parents. Some of the uses will be activities using online E-mail, Texas Educational Network, news groups and a two-way interactive video, ability to tap into satellite programs and broadcast satellite programing as well as local programming out to two school sites in the district. The District wanted to include the City as well, but due to the limited grant funds, could not. They still envision collaborating on community education courses. The committee asked technical questions about the type of optics used and the cost of equipment, how the interactive video would work, etc. Mr. Wilhelm pointed out a potential joint use for this type of programming would be for overflow City Council meetings. Mr. Richarme asked at what point in time the District will run out of room on their fiber optic system. Does the JUC need to start thinking about running a fiber optic line over to the Community Center? [Note: At the last JUC meeting the committee discussed the possibility of running an optic line from Durham Elementary to the Community Center to take advantage of the District's educational courses] What%the timing issues? Timing is not an issue at this time -- but to get the City involved there needs to be planning done in order to get approval from Council. The average cost to run the line down an easement is about $10 per linear foot. Mr. Richarme presented information about the City Council's Mid -Year Budget Review in June. He said the Council would be discussing what to do with some of the funds coming in which were not anticipated. He said the City has a budget forecast of about $2,000,000 in sales tax. Through the first quarter, the City was running 60% over budget which works out to about $1.2 million over, if the trend continues through the year. Of that $1.2 million, about $400,000 is the half -cent sales tax which funnels in through the SPDC and joint use, etc. Richarme will take the information about Joint Utilization Committee Meeting March 13, 1996 Page 3 the shared fiber optic program and the suggestion to tie into the Community Center for educational programs offered to the public to the City Council in two weeks. Easements are still an issue. Kevin Hugman and Michael Richarme will investigate. Mike Murphy brought out information about the District's double computer lab located in the Durham Elementary School. He said the intent was that it would be used as an after -school training lab. Recently the lab was used for four "test" adult education classes -- the response was tremendous and the public requested more classes be offered. The District would like to explore a joint use with the City and perhaps charge a minimal fee to participants to pay for cost of the after-hours training aides. Bethann Scratchard brought out that the Parks & Recreation does not offer any classes "free;" all have some cost with the exception of the special events such as the "Holiday in the Park" programs. The City Parks & Recreation Department could help advertise classes, etc. Once the District's cable access is up and running, with direct inputting onto Channel 25, the courses could be advertised that way. It was mentioned that much of the technology in fiber optics is infrastructure -- it will serve the community for a long time. Some of the equipment may need to be changed periodically, but the lines will not need any attention. The District is making sure the fiber lines are available to any new school to interconnect with the rest of the District as will be the case with the new Rockenbaugh Elementary School. Now is the time for the City to look ahead and see if this could be a joint use project. The next step for the Joint Use Committee to consider is in regards to the "Distance" Learning Projects and the Projects for Educational Technologies Grant. They need to explore how the City would like to participate and what the City's needs are. Bethann Scratchard recommended incorporating the "distance" learning concept into the new Municipal Complex. The committee needs to consider how they can make that happen. Some areas where the "distance" learning project would be feasible is for the City to offer City -sponsored or City -run evening classes, out of the mainstream that the CISD offers. In preparation of having the capability to tie in to the District's system, the question was raised if the City should be putting into place regulations to require developers (via Subdivision Ordinance) to install the conduit lines to accommodate a "community - wide" fiber optic electronic network. Mike Murphy summarized by saying that there are two kinds of issues: 1) the City joins the CISD in some "short terra" kinds of plans -- what can be accessed or developed right now; 2) continue discussions of what some "long range" plans may be. Alice Miller will provide copies of the Grant proposal to members to help formulate what the "short term" needs of the City are. A suggestion was to have a City-wide "technology committee" or focus group or to have a joint City -District committee develop ideas. Joint Utilization Committee Meeting March 13, 1996 Page 4 The committee talked about administrative technology and how the City and District could share some administrative functions like payroll. Kevin Hugman commented that the City's MIS study [includes networking PC workstations] which is being developed does not include factors which would be involved in working with the District, but it would be easy to accomplish if the scope of services is expanded. The MIS consultant needs to be aware of the systems the District uses so that the City's could be compatible. There are security issues which need to be addressed. Michael Richarme said he would like the Committee to come up with a budget to lay the fiber optic line from Durham to the Community Center and take to City Council. Agenda Item #4, Discussion - Future Joint Use Facilities and Agenda Item #5, Discussion - JUC Role in Municipal Complex Planning Project Kevin Hugman led the discussion and explained the parts the various subcommittees would play in developing a municipal complex. He handed out a list of the Joint Use Subcommittee members. The City will hold a city-wide kick-off meeting on March 25. Mr. Hugman handed out a draft of the subcommittee's scope. The Joint Use Subcommittee will participate by bringing forward ideas for possible joint uses. The committee talked about time lines for construction of the new facility, the construction of the Rockenbaugh Elementary School, crowd conditions at the CISD Administrative Office, the need for meeting rooms by both the CISD and the City, and the need to involve citizens in the Joint Use committee. The next JUC meeting will be June 11 in the CISD board room. Being no further discussion, a motion was made to adjourn the meeting at --- p.m. ATTEST: Rick Wilhelm, Chairman Robert Glover, Vice Chairman Kevin Hugman, Assistant to the City Manager C A WPFILESUOINTIJUCMIN03.13 MUNICIPAL COMPLEX PLANNING COMMITTEE Joint Use Planning Subcommittee Presentation to Facility Planning Subcommittee RECONIMENDED JOINT USES ON SITE 1) Identify areas of potential joint use of property in terms of facility uses, outdoor uses, sharing of programs or personnel which may have an impact on facility structure. 2) Work with the City Hall Facility Planning Subcommittee to develop a program of intended uses on the property. 1) Potential partners and uses compatible with a City Hall complex were identified. 2) Potential joint use ideas were "clustered" into three categories based on perceived needs of City and potential partners, potential cost savings, and feasibility of proposed idea. The three categories were basically identified as "essential," "high priority," and "all others." 3) The essential and high priority project uses were further defined to better capture the intent and conceptual idea of the subcommittee in order to present their recommendations to the facility planning subcommittee. I I /I /7r, / ' / I /ll TXTr,, 1 /fn/IM/ I I // / *Essential' Uses: 1) City Hall Complex 2) CISD Administrative Offices 3) Joint Meeting Rooms/Board Rooms Conceptual idea of Facility. * Should be one building which would house City and CISD administrative functions, and include space for Chamber of Commerce; * auditorium style Council Chambers/Board of Trustees/Board meeting room in middle of building; * Building design and structure should allow for sharing of copier room/print shop, purchasing office, human resources functions, finance functions, reception area, computer mainframe, public information functions, facility maintenance, etc. * Convenience and access to citizens; * CISD Administrative function is a compatible use with City Hall; * CISD will have to buy land/build a facility to service the needs of 11,000 + students; * Proposed joint use will allow sharing of like functions between City and CISD, resulting in cost savings to both; * There is a critical shortage of meeting rooms now -- complex can be sized and designed to allow maximum flexibility at lower cost than constructing a separate CISD facility; * one complex will provide a central "drawing" feature to citizens; * Scheduling and coordination of facilities can be done easier. Wigh Priority' Uses: 1) Fine Arts Center * separate building but combine with an open air amphitheatre; * incorporate trails, "Heritage Center," pond into design; * performing arts center should be compatible with school facilities; * "End of the Runway" type theater -- small (200-450 seat) which would provide facilityfor: amateur/semi-professional productions, UIL 1 act plays, Lake Cities Community Band, Girl Scouts/Boy Scouts programs, Elementary/Middle School drama productions, etc.; 2) 3) Conference/Convention Center * facility uses would include banquets, adult education classes, staff development training, rental of facility to outside organizations, etc. * could include meeting rooms for organizations such as Keep Southlake Beautiful, Sister Cities, other community based organizations; * rooms designed for flexibility of use and size; * room rental could provide source of revenue; * include banquet facilities. Technology Center/Communications Center * Facility include library * Provide facilities for media room/audio-visual center, data center and computer labs, telecommuting capabilities, language labs. -Other -Potendd Uses Identified by Subcommittee Senior Center Heritage Center with log cabin Museum staff development center recreational facility Warehouse for bulk office items Nature Center Community Education Center Joint Data Center Justice of the Peace / Court and offices County Commissioner Offices State Representatives/Senator Offices Signature Feature/Plaza Arboretum Tower Clock Potential Joint Personnel/Programs * Public information/relations * Human resources / Insurance * Printing Department/Copy Center * Risk Management * Reception Area * Building Maintenance Draft May 21, 1996 Southlake Parks, Recreation and Open Space Master Plan Update PLAN RECOMMENDATIONS The needs enumerated in this section result from analysis of data, application of standards, citizen input and consultation of City staff, the Parks and Recreation Board and the Planning and Zoning Commission. The emphasis is on land and facilities needed to serve the City's population in the year 2001 and with the build -out population. Administrative Actions 1992 to 1996 The following administrative actions were outlined in the 1992 plan and the accomplished information will be carried forward in this plan for historical data. Accomplishments: 1992 January Adopted the first Southlake Parks, Recreation and Open Space Master Plan March First recreation staff hired & recreation programs offered 1993 February A City/ School Joint Utlization Committee was appointed by City Council and CISD School Board November Citizens approved a'/2 cent sales tax increase dedicated to park development 1994 January Citizens group formed that planned and raised funds to build the first community built playground June City acquired 24 acres of land to expand Bicentennial Park June Joint -Use Agreement approved for the CMS Gym/Recreation Center Facility July Developer donated and will construct a seven acre public neighborhood park in the Lonesome Dove Subdivision October City awarded construction contract to Ridgemont for $800,000 to build the first major joint -use facility at CMS, a Gymnasiun/ Recreation Center, office, activity room and restrooms October City awarded construction contract to Dean Construction for $1.8 million to build the phase I expansion of Bicentennial Park, four lighted baseball fields, five soccer fields, restrooms, concession stand, pavilion, maintenance building, and new entrance off of FM 1709 November Developer donated five acres for a neighborhood public park in the Country Walk Subdivision and next to the Carroll Elementary School, undeveloped, four practice backstops December City acquired 80 acres of land for a future City park on N. White Chapel and south of Bob Jones Road all Draft May 21, 1996 Southlake Parks, Recreation and Open Space Master Plan Update 1995 February Developer opened a public/private 18 hole golf course on Big Bear Creek in Southlake, Timarron Golf Course August Trail System Master Plan was adopted by City Council, including off -road hike and bike trails, on road bike routes, and equestrain trails Southlake Women's Club donated readerboard sign for the FM 1709 Bicentennial Park entrance. September Adventure Alley Community built playground was completed with $144,000 in cash donations, $66,000 of in -kind donations from 106 businesses and 16,640 hours of volunteer labor. October CMS Joint -use Gym / Recreation Center construction was completed and dedicated October City established a Parks and Recreation Department with a Director who is under the direct supervision of the City Manager 1996 March Bicentennial Park Expansion, Phase I was completed and dedicated April Council selects Bob Jones Park as name for new City Park on North White Chapel and Bob Jones Road 21 Draft May 21, 1996 Southlake Parks, Recreation and Open Space Master Plan Update D R A F T Administrative Actions 1996 to 2001 Land Acquisition Land acquisition of all future park land is the highest priority of this plan. Land costs continue to escalate and it must be the City's priority to assure adequate parks and open space is preserved in perpetuity for the future citizens of Southlake. Land is needed for the following: • Complete acquisition of Bob Jones Park and lease COE land for adjacent park use • Acquire additional land at Bicentennial Park • Acquire a community and special purpose park site in the south and southwestern area of Southlake • Work with developers to acquire land and right-of-way dedications for the Trail System Master Plan • Work with developers and the citizens to assure that every neighborhood has access to neighborhood park facilities • Acquire land to develop Joint -use School/ Parks at existing and future schools with CISD, KISD and NWISD to address community and neighborhood park needs. Linear Parks The Trail System Master Plan implementation is of the highest priority to the citizens of Southlake. Grant opportunities must be pursued to help develop the trail plan. The City must work with developers to acquire land and to develop the trails. The Thoroughfare Plan is now being updated and needs to include right -a -way to meet the Trail System Master Plan. All opportunities need to be aggressively pursued. Open Space Open space is defined in two ways. First, open space is land that could have been developed with houses or commercial buildings but was not and was set aside as open space, such as golf courses, ballfields, ponds, greenbelts, etc. The second definition is specific to a standard for Southlake Open Space. Open space was a high priority of the citizens and as Southlake develops more it is becoming a higher priority. This plan states that Southlake will commit 50% of all its public park land inventory to remain non -impacted open space. Open space in this definition will not include golf courses or organized athletic fields. It will include ponds, greenbelts, nature areas, open playing fields, woodlands, grasslands, etc and can only be impacted by a trail. 22 Draft May 21, 1996 Southlake Parks, Recreation and Open Space Master Plan Update City Parks Development of a City Park will take several phases as funding becomes available. The first phase needs to include lighted game fields for soccer and practice fields for all sports. Other facility needs for this park include nature areas, trails, local use amphitheatre and equestrian facilities. The citizens expressed a desire for an open air covered arena for horses and other livestock activities. Public/private partnerships need to be developed to provide additional equestrian related facilities at this site. The master planning process is now underway for this park and is projected to be completed in August 1996. Community Parks Phase II expansion of Bicentennial Park was planned for 1996 but due to limited funding will now be programmed for 1997. The facility needs include a ten foot wide hike and bike concrete trail, an outdoor basketball court, in -line hockey court, a realigned entrance at North White Chapel, a road extension through the park, additional practice fields, and special use issues that community groups will fund but need to be planned and designed for in the Bicentennial Park master plan. Community groups have expressed desire for batting cages and storage areas which they'will raise money to build. This master plan is now underway and is projected to be completed in August 1996. Special Purpose Parks Land needs to be acquired for a tennis center and aquatic/fitness center. The Southlake Tennis Association is the next largest user group behind the youth sport associations. The construction of the first phase of a tennis center is projected at $1.5 million, not including land. The second special purpose facility - the aquatic/fitness center - should be built following the tennis center. For shared parking and possible joint -use the aquatic/fitness center should be in conjunction with CISD and / or KISD. Joint Use Facilities The community is extremely favorable of getting full use of public school facilities and not spending the tax dollar "twice." Joint city/school facilities should continue to be aggressively pursued. The school/city facilities need to be designed, developed and managed for maximum public use during all hours of the day. In Southlake the large population of stay at home parents and flexible work schedules allows for much of the adult population the opportunity to recreate during school hours. Public recreational facilities need to be available during the typical school hours. This includes a range of facilities from tennis courts to gymnasiums to libraries where the public needs access during school hours. Options need to be explored on how faciliites can be available to the public during a wide range of hours. 23 Draft May 21, 1996 Southlake Parks, Recreation and Open Space Master Plan Update Recreation Programs The community recreation programs ranked as a high priority with the citizens in the focus groups. Continuous recreation programs began in March of 1995 and have continued to grow. Programs have expanded from Senior citizens to teens to preschoolers. Sport leagues are now available for indoor soccer and in -line hockey. Two program brochures are mailed to all residents annually, one in September for Fall/ Winter/Spring and one in April for Summer programs. A full time Recreation Supervisor is employed by the Parks and Recreation Department and as the programs continue to grow staff will need to be added. Southlake is partnering with the area City Parks and Recreation Departments of Colleyville, Keller and Grapevine to expand our services. A partnership with CISD is planned for the Fall 1996 to offer adult education classes to our residents. Teen programming needs to be a high priority for the Department. In keeping with the 1992 goal number two objective number three of the Parks, Recreation and Open Space Master Plan the City is continuing to expand its recreational programming options to the public. Library Access The focus groups were in favor of more access to library services. This plan recommends that the city consider a joint library with neighboring cities and/or consider joint -use of an existing school or future school library for evening research usage. The current use of the City of Grapevine Public Library for our citizens use is appreciated but it is overcrowded. The citizens of Southlake recognize the benefits of a shared facility with pooled resources so more money can be spent on books and technology and less on overhead, maintenance and personnel. Neighborhood Parks Continue to work with developers to provide neighborhood park facilities to their residents. Explore opportunities with developers and the homeowner associations to allow limited public access to neighborhoods without neighborhood park facilities. The, critical issue is that each of the ten neighborhood zones have access to neighborhood park facilities. Implementation of the Trail System Master Plan is necessary so that residents can access their neighborhood parks safely. 24 Draft May 21, 1996 Southlake Parks, Recreation and Open Space Master Plan Update IMPLEMENTATION PLAN IN PRIORITY ORDER 1996 - 1998 1. Implement the Trail System Master Plan as grants, money and land become available. 2. Acquire all future park land needed for the ultimate build -out 3. Maintain 50% open space of public park inventory 4. Expand and develop recreation programs for all ages 5. Build a full size outdoor In -Line Hockey Rink 6. Build outdoor basketball courts 7. Expand practice fields for soccer/ baseball and softball 1998-2001 1. Enter into a joint partnership to build a public tennis center 2. Enter into agreements with school districts to build an indoor swimming pool/ fitness center 3. Continue to meet the needs of youth and adult athletic organizations for competition and practice fields 4. Develop joint agreements to improve access to library services 5. Continue to expand on joint -use school/park facilities with emphasis on public access during school hours 6. Develop a local use outdoor amphitheater & / or bandshell 7. Build a joint -use multi -purpose arena that is available for 4-H, FFA, Rodeo Clubs and Equestrian Clubs. 8. Develop an outdoor swimming pool for families and teenagers. 2001 to 2011 The following were identified as future recreation facilities that are needed. Due to limited funds priority for these are noted as anticipated future needs that will need to be reevaluated in the year 2000 review and update of the Southlake Parks, Recreation and Open Space Master Plan. 1. Need for a public golf course 2. Need for an arts center 3. Need for a school/city multi -use athletic facility 4. Need for more neighborhood park facilities 25 Draft May 21, 1996 Southlake Parks, Recreation and Open Space Master Plan Update Priority List Comparison Citizen survey 1995 Focus Group 1/25/96 Focus Group1/29/96 Priority 2/26/96 City Trail City Trail Open Space Now to 2 years: City Trail'' Outdoor BB Court Library Access City Trail Open Space Rec/ Fitness Ctr Prog. Teens Ed. Nature Center Acquire Park Land Senior Ctr Prog. Seniors Prog. Teens Recreation Programs Tennis Courts Prog. Adults Prog. Children In -Line Hockey Rink Indoor Swimming Prog. Children Prog. Seniors Outdoor Basketball' Public Golf Course MU Athletic Fields Prog. Adults 2to 5 years:Tennis Center Amphitheater JU Gyms/Parks TL Tennis Ctr Indoor Pool/Fitness Ctr Equestrian Center Passive Rec Areas Library Access MU Athletic Fields Lg Family/SE Park MU Athletic Fields Library Access TL Tennis Ctr Public Golf Course JU Gyms/Parks MP Fitness Ctr Outdoor Amphit Amphitheater Open Space Passive Rec Areas MU Livestock Arena Neighborhood Park Arts Center Outdoor Swimming Pool Outdoor Pool Equestrian Ctr 5'to 10'years: Golf Course Outdoor Amphit MP Football Stadi Arts Center Public Golf Neighborhood Park MU Stadium Arts Center JU Gyms/parks Neighborhood Parks Ed Nature Ctr Lrg Family/SE Park Ice Rink Equestrian Ctr MP Fitness Ctr Family YMCA Ice Hockey Rink Outdoor Pool Ice Hockey Rink Family YMCA **Focus Group 1/29/96 added Acquire park land for future use #2 and In -line Hockey Court #9 . Focus Group 1/25/96 removed YMCA and MU Football Stadium from list stating it was not a function of the City. 26 Draft May 21, 1996 Southlake Parks, Recreation and Open Space Master Plan Update Facilities Summary Facilities Number Existing - 1996 Number needed for 2001 Standards by Build- out Recommended Facilities by Build -out Playgrounds 6 16-24 12 Picnic Tables 20 80 195 195 Shelters 2 5 10 10 Competitive Baseball/Softball Fields 9 11 12-20 17 Competitive Soccer/Football Fields 6 12 12-24 17 Tennis Courts 8 10 20-33 16 Multi -use courts 1 4 16-24 10 Tennis Center .5 1 1 Aquatic/Fitness Center 1 1 Recreation Center JU-2 1 1 Senior Center 1 1 Golf Course 1 1 Equine/livestock Arena .5 1 1 Fishing Peir I 1 1 Nature Center 1 1 Performing Arts Center 1 1 Swimming Beach 1 1 1 Trails Miles: Nature (unpaved) Hike & Bike (concrete 6' to 12') Equestrain On -road bike routes 27 g Q H 0 C U c o � rA ° c � on z �� ° 0 cqs 3 UCA U 'p, O U Cd cd ,, O r O U p G. p °' 0 U y C E a 6�9 yQ :oCd Cd by p b0 7. 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