1996-07-09CITY OF SOUTHLAKE
JOINT UTILIZATION COMMITTEE
Tuesday, July 9, 1996
Minutes
Members Present: Rick Wilhelm, Chairman; Bethann Scratchard,Judy Gilmore,
Gary Fawks, Doug Strickland,
Buddy Luce
Others Present: Curtis Hawk, City Manager; Jim Sabonis, First Southwest Company;
Steve Johnson, Assistant Superintendent of Facilities Construction;
Kim Lenoir, Director of Parks & Recreation; Kathy Schaeffer;
Recreation Supervisor.
Agenda Item #1, Call to Order
Chairman Rick Wilhelm called the meeting to order at 7:15 p.m. after the Board reviewed the
Videotape about Joint Utilization in Southlake, produced by the Government Services
Television Network. A quorum was present.
Agenda Item #2, Approval of the MINUTES of the June 11, 1996 JUC Meeting,
A motion was made by Bethann Scratchard to approve the minutes. It was seconded by Rick
Wilhelm and passed 2-0. The three new Board members abstained. (Note: the minutes were
passed at the end of the meeting)
Agenda Item #3, Consider: Election of Officers:
A motion was made by Bethann Scratchard to nominate Rick Wilhelm as Chairman for another
term. The motion passed unanimously 5 -0.
Nominations for Vice Chair were received. A motion was made by Judy Gilmore and
seconded by Bethann Scratchard to nominate Doug Strickland as Vice Chairman. The motion
passed unanimously, 5 - 0.
Agenda Item #4.Consider• Funding Alternatives for Joint Use Facilities:
Mr. Jim Sabonis, of First Southwest was introduced by Chairman Rick Wilhelm to discuss
alternatives for funding of Joint Use Facilities. Mr. Sabonis presented the following available
funding methods for the City of Southlake as: ad valorem taxes, sales taxes, user fees and
applying for grants for projects and the requirements and limitations for various methods of
funding. There was also discussion concerning the positive and negative aspects of lease
Joint Utilization Committee Meeting
July 9, 1996
Page 2
offers. Mr. Wilhelm brought up the issue of the City paying the schools from the SPDC
available funds. Mr. Sabonis gave input that it was his opinion that the City lacked the
legislative authority for such a transfer of funds, due to the narrow interpretation of the
legislation. Mr. Hawk recapped several community needs including the needed multi -use
facility which could be built with SPDC funds. The possibility of the City building the
facility on School leased land was also discussed. Mr. Sabonis assured the committee that it
was possible to pass the proper resolutions and ordinances that would ensure the legality and
documentation necessary for joint utilization projects. A long term outlook was encouraged,
as well as the need to secure the acreage necessary for multi -use sports facility that might
possibly generate some sales tax. Mr. Hawk challenged the committee to search for the land
necessary on which to build such a facility. A recommendation was made that the committee
form a small subcommittee charged with the task of trying to come up with some figures on
land sites that would accommodate future needs, especially those that would address lighting
and traffic issues. It was suggested by Mr. Hawk that a joint wish list of activities to be
incorporated into a multi -use recreational facility, be compiled from both the City of
Southlake and the C.I.S.D. coming from both members and those on various boards and
agencies, as well as City Council members to provide a broad base of ideas to form some type
of consensus. The initial benefit would be to have some idea of the land size that will be
needed.
A motion was made by Gary Fawks and seconded by Bethann Scratchard to hold off on
discussing funding alternatives for joint utilization facilities until the feasibility of a multi -use
sports facility complex is studied. Motion passed 5-0.
Agenda Item #5: Consider: Interlocal Agreement for Use and Pavment of Durham
Gvmnasium:
The Board felt that the agreement in place now should include the Durham Gymnasium. An
addendum should now be added to address the working procedure between the City and the
District for reporting maintenance needs, damages, repairs, and reimbursement of janitorial
supplies. It was discussed that there is a need for the City to assure the committee that there
is money in their budget for future maintenance/repair needs in the coming year.
A motion was made by Bethann Scratchard and seconded by Judy Gilmore to table the
Interlocal Agreement for Durham Gymnasium until the next meeting when it becomes part of
the regular joint -use agreement. Motion passed 5-0.
Agenda Item #6: Discussion of Scheduling Issues: The City Parks staff distributed the
proposed Exhibit A, Joint -Use Facilities for 1996-1997 and Exhibit B, the schedule for school
year 1996 -1997. Both will come back to the Joint Utilization Committee for consideration
next meeting. Schedules will be distributed to the principals, athletic director and
Joint Utilization Committee
July 9, 1996
Page 3
superintendent. The Board discussed the need for the District to have a clear line of
communication to address maintenance needs such as turning on the air conditioning and heat,
etc. It was noticed that the agreements do not mention who is to do the scheduling and a
procedure to define who is in charge. The Board also discussed the need for the City to
reimburse the school for the toilet paper and paper towels being used by the City programs. It
was noted that the Gym at Johnson has been removed from the list. The baseball field at the
Middle School is also removed due to expected renovations by the District
Agenda Item #7: Discussion of Multi -Use Athletic Complex: The board discussed that it
appears that money spent for a multi -use complex would be better utilized than spending for
the various school facilities with limited scheduling opportunities.
Agenda Item #8: Discussion of Future Joint Use Facilities: It was reported that Dick
Johnston made a report at the Joint City Council/C.I.S.D meeting about the facility. There are
still several unresolved issues. Mr. Johnson has asked the school to form a sub -committee to
help work on this issue. Bethann distributed the rewrite of the draft of the recommendations
of the Joint -Use projects for the update of the Parks, Recreation and Open Space Master Plan
with a request to send her comments about the draft.
Agenda Item #9: Adjournment
The meeting was adjourned at 9:52 p.m.
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Rick Wilhelm, Chairman
ATTEST:
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Kevin Hugman,A Assistant to the City Manager
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