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1995-03-14CITY OF SOUTHLAKE JOINT UTILIZATION COMMITTEE Tuesday, March 14, 1995, 7:00 p.m. MINUTES Joint Utilization Committee Members Present: Rick. Wilhelm, Co -Chairman, Robert Glover, and Bethann Scratchard. Staff Present: Kim McAdams, Park Project I- Tanager; Kevin Hugman, Assistant to the City Manager; Ted Glowacki, CISD Maintenance. Agenda Item #1. Call to Order Rick Wilhelm called the meeting to order at 7:15 p.m. A quorum was present. �w Agenda Item #2, Approval of Minutes for January 10, 1995 Meeting A motion was made by Bethann Scratchart. 'o . * ove the January 10, 1995 MINUTES. The motion was seconded by Robert Glover and ipp'o,,,,d by the committee. Agenda Item #3. Progress on Groundbreaking and Construction of Gymnasium at Middle School Rick Wilhelm said the groundbreaking went well. Kim McAdams reported the construction crews are within inches of filling to grade the beams. Robert Glover had a question about the foundation; Kim McAdams said that footings were used instead of piers and mentioned the report in last month's JUC packet. Kim McAdams agreed to forward a copy of the engineer's report to Robert Glover. Rick Wilhelm raised questions about rain delays. The contractor has been given a rain -delay extension until Aug,-st. Item #4. Revised Joint Use Facilities Usage Agi Bement Draft Rick Wilhelm talked about the status of his meeting with Buddy Luce, Bill Branum, Curtis Hawk and himself regarding maintenance sharing. It was suggested to tract the minor expenses (less than $5,000) for a designated period of tinie (i.e., 3-6 months or a year) and that the District would be responsible for the District's property and the City responsible for its property. Rick Wilhelm and Robert Glover said this would pertain to all facilities, not just the gym at the Middle School. Major expenses (over $5,000 and approved by the Maintenance Committee - City Manager and District Superintendent) will be the joint responsibility of the District and City. Robert Glover had a question about the indemnification section in the Interlocal Agreement dealing with insurance. He said he believed the District had some specific requirements when third parties use District facilities and that there is a clause where the District is named as an additional insured on the policy that should be included in the Interlocal Agreement. This indemnification information should be included in the written contracts that the third parties (associations) will sign when using City facilh—s. The indemnification information is included in the District's forms. Kevin Hugman reported he had discussed the need for additional insureds being included on each entities' insurance policies and was informed it was not necessary due to the degrees of liability are different between the City and the District. The City will look at insurance policies to ensure the City is covered while using District's property. Rick Wilhelm requested that staff look into (discuss with Curtis Hawk, Bill Branum, or City Attorneys) having the District and City placed as additional insureds on each other's policies and what the benefits and disadvantages would be. It was also suggested another way to handle the indemnification would be to require a contractual liability coverage under the liability policy because then it would pick up the indemnity that the individual or group has because it is a contractual indemnity and therefore the it would be covered under the liability policy. Kevin Hugman will meet with Bill Branum and Curtis Hawk to work out policy on maintenance issues and indemnification. There was a brief discussion about the scheduling of the facilities. Next, the committee discussed "EXHIBIT A" JOINT USE FACILITIES of the Interlocal Agreement. It was noted that Don T. Durham Elementary and Intermediate School Gymnasium was not on the District Property list because the list was to reflect facilities available until August. Kim McAdams said the list will be updated in August with all the new facilities shown. A motion was made to "table" this item until the April 11, 1995 JUC meeting to enable more review by the members and then to finalize and vote on it at that time. The vote was unanimous to table Item 4. Item #5. Addendum #1 (Carroll Middle &4:9. of Gym) to Joint Use Facilities Agreement Kevin Hugman pointed out that this is the first time this Agreement has come before the committee. Rick Wilhelm suggested this item run in tandem with the Joint Use Facilities Usage Agreement. There were no comments. A motion was made to "table" Addendum #1, Carroll Middle School Gym, Use Agreement until April 11, 1995. The motion was seconded and carried unanimously. Item #6. Sig nage - Joint -Use Multi -Purpose Court The committee discussed various items stated on the sign at the multi -purpose court. Rick Wilhelm pointed out that Buddy Luce had one comment with respect to the roller blade facilities, specifically, the use of wrist guards and/or gloves; could wrist guards be required and included in the signage. Kim McAdams will check the terminology for the requirement of wrist guards and the enforcement thereof. Kim McAdams pointed out that the sign is .basically for the 'general public' and that 'league' requirements could be Aanc• u' separately with each league. The hockey league will start April 16, 1995. During the next couple of weeks, the walls will be erected. Rick Wilhelm suggested the wording say, "To turn on lights, flip switch on utility pole north of court. " Kim McAdams will make sure the warning is proper regarding the smoke -free statement before we print the sign -- Kim McAdams will have the City Attorney check. The 'not responsible for accidents --skate and play at your own risks' will be in bold and all -caps letters and dropped down a line to set it off from the rest of the list. A motion was made to adopt this sign with the recommended changes made as mentioned above. The motion was seconded. The safety gear requirements were discussed. Safety gear will be required once the ordinance is passed. Bethann Scratchard pointed out that this requirement makes it cost -prohibited for everyone in Southlake to skate on this court. She questioned whether wrist guards should be required if gloves are worn; she wants the 'wrist guard' requirement to be on the sign only if it is a competitive league requirement [recreational use and non -recreational use should be addressed] . The wording may need to be changed to reflect "wrist guards and/or gloves" and this was the intent of the motion. Kim McAdams will check into the wording to allow the distinction between the requirements needed for plain recreational use and the requirements for non -recreational use. Kim McAdams stated the sign needs to be up prior to the next meeting, when the walls are erected. After discussion by the members the committee voted unanimously to adopt the sign with the changes made. Item #7, Recommending School Board and City to Enforce Rules on Joint Use Facilities The City Attorneys recommended this be adopted in the form of an ordinance. It will be presented to the Park Board at their next meeting for their approval and then to City Council. A motion was made to recommend that the School Board adopt a resolution requesting that the rules for joint use facilities be incorporated into the Park Ordinance. The motion was seconded and unanimously approved. Item #6. Adjournment A motion was moved to adjourned. Co -Chair, JUC, Rick Wilhelm C air, JUC, Buddy Luce ATTEST: "- 4, Kevin Hugman, Ass' ant to the City Manager c.•Iwpfelesljointljucmin03.95