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1995-05-09CITY OF SOUTHLAKE JOINT UTILIZATION COMMITTEE Tuesday, May 9, 1995, 7:00 p.m. MINUTES Joint Utilization Committee Members Present: Rick Wilhelm, Co -Chairman, Buddy Luce, Co - Chairman, Robert Glover, Bethann Scratchard and Jane Cousins. Staff Present: Kim McAdams, Park Project Manager; Jane Cousins and Ted Glowacki, CISD staff member. Agenda Item #1, Call to Order Rick Wilhelm called the meeting to order at 7:00 p.m. A quorum was present. Agenda Item #2, Approval of the April 11, 1995 Regular Meeting and April 24, 1995 Special Meeting MINUTES A motion was made by Robert Glover to approve the April 11, 1995 MINUTES as presented. The motion was seconded by Bethann Scratchard and carried unanimously by the committee. A motion was made by Bethann Scratchard to approve the MINUTES from the April 24, 1995 Special meeting as presented; seconded by Robert Glover and voted unanimously to approve. Agenda Item #3. Progress on Construction of Gymnasium at Middle School Kim McAdams, Park Project Manager, reported the construction of the gymnasium at the Middle School is progressing well. Cinder blocks are up and foundation is in. Rain day extensions have been granted to the contractor until about September 20; contractor feels he will complete by August though. Kim reported that two more volleyball inserts for half -court play were installed. All the goals are adjustable; two will go up into the ceiling to allow flexibility of play. Item #4. Suggested Joint Utilization Projects Rick Wilhelm spoke about a 'brainstorming' session which was held during the last regular meeting. During that session the committee came up with some suggested projects to present to the City and School Board for their consideration. The City and District can then give their suggested joint use projects. Kim McAdams asked about the priority of the listed projects. Some of the projects could be done easily, such as the joint purchasing of supplies; others would be long term projects (i.e., the performing arts center). The committee will ask the District and City Council to prioritize the list and will narrow the list down to about 3-4 items for the first year. Special Joint Utilization Committee Meeting April 24, 1995 Page 2 Jane Cousins asked if the initial plans for a 1/2-mile jogging trail at Johnson Elementary could be put back onto the suggested project list. It was stressed that the previously proposed projects, listed as an attachment to the April 11, 1995 MINUTES, be incorporated into this list. The things missing on the current list are: the joint fueling station and maintenance and storage facility. The proposed projects list that goes to the City and the District should include the projects that have been completed. Costs estimates also need to be presented on the list. The ball park costs need to be added. Bethann proposed the connecting of the trails [with the tracks at the schools] as a possible joint use project. This could possibly be included in the grant application which will be applied for later this year. The City trail system also needs to be added to the list. Rick Wilhelm suggested the list with costs be updated and submitted to the School Board and the City Council for them to prioritize over the next two years and then discuss the list at a joint School Board/City Council/JUC committee meeting. SPDC could be brought in to discuss costs issues. Kim McAdams suggested the list be presented during the City Council's June Retreat. She will work on the list and get it to the school board and the city council. Item #5, Joint Facilities Use Policy Rick Wilhelm opened up the discussion about the questions regarding the District's policies and the City's polices and how they will blend. He asked the committee what format they would like to do. Kim McAdams said the District and City staff could work with the Park Board to address these issues. We have a District policy and the City's policy -- does there need to be another policy? Mr. Branum would be responsible for working with the District on their policies. The committee discussed some of the policy questions on the memo from Kevin Hugman, dated May 8, 1995, Policy Questions Concerning Use of Joint -Use Facilities. * Will there be equipment available at the facility (basketballs, TV/VCR, etc)? No, private groups supply their own. If a joint use group, YES. * Is overnight use of the gym permitted? Up to the principals of the school. * Are facilities available for -profit or commercial users? YES However, the City does not allow business groups to take advantage of the $25 per year use fee arrangement; they can rent on a weekend (3-hour minimum lease) per Kim McAdams. * Are alcoholic beverages allowed? NO The committee agreed that the CISD principals and superintendent should address these questions. Robert Glover recommended letting the principals review the Parks & Recreation Special Joint Utilization Committee Meeting April 24, 1995 Page 3 Policy and coordinate with their policies, ensuring no conflicts between the school's policies and the Parks & Recs policies. Item #6. Adjournment A motion was made and seconded to adjourn at 7:48 p.m. All were 111.-2 ATTEST: Kevin Hugman, Aseant to the City Manager c: I wpfiles Ijoint I juaWn05. 09 in favor.