1995-07-25CITY OF SOUTHLAKE
JOINT UTILIZATION COMMITTEE
Tuesday, July 25, 1995, 7:00 p.m.
MINUTES
Joint Utilization Committee Voting Members Present: Rick Wilhelm, Co -Chairman, Bethann
Scratchard (Park Board Rep), Michael Richarme (City Council Rep) and Robert Glover (School
Board Rep).
Other Members Present: Kim McAdams, Park Project Manager, City of Southlake, Bill Branum,
CISD Superintendent, Jane Cousins, Principal of Johnson Elementary, Ted Glowacki and Mark
Terry, Principal of Durham Elem/Interim. School.
Agenda Item #1, Call to Order
Rick Wilhelm called the meeting to order at 7:10 p.m. A quorum was present.
Chairman Wilhelm asked the committee if Item #7, Agreement on Method of Payment for Durham
Intermediate School Joint Use Gymnasium, at the request of Bill Branum, could be discussed at
this point in the meeting.
Item #7, Agreement on Method of Payment for Durham Intermediate School Joint Use
Q mnasium
Mr. Branum explained that essentially the District will use bond money to do financing of the
entire school project. Two payments will be made. The District will have to pay $756,000 cash.
Mr. Wilhelm commented that the paper trail of the payment needs to document that the money
is re -payment for the joint use facility and not necessarily for the school as a whole because SPDC
money for sales tax can be used for only specific things and can not be used to pay the overall
debt service for the entire school. Kevin Hugman said that the City does not have the funds
available; the SPDC funds have been committed. Mr. Wilhelm raised a few questions? Where
expenditures based on certain calculated projections of sales tax figures? We are below the
projection; next year we will have to make up those projections? These questions need to be
answered by Lou Ann Heath, Finance Director. Kevin explained that what is used for
"revenues"is usually below what was projected to be. Sales tax revenues were running lower
than what was projected, but the "general revenue" funds are still okay. Maybe next year, if
there are collected excess funds, more than what is needed or budgeted to spend, those funds
could go to the school. This would be depending upon potential commercial growth. It may not
be $250,000 though. Kevin explained that according to a conversation he had with Curtis Hawk
and LouAnn Heath, if revenues are running above what has already been committed to debt
Joint Utilization Committee Meeting
July 25, 1995
Page 2
service, for the bonds that have already been sold, then the excess funds could be used to make
payments on the gym. The payments could not be done on a 3-year installment plan.
Bill Branum said his understanding was that after the District paid for the building, they would
begin to receive some funds. Bethann Scratchard explained what she understood about payments
for the gymnasium. She said, "Durham project was not discussed by the JU committee; only
soccer fields. SPDC did it. As far as where Durham falls in the chain of projects, the funds for
the park land have always been with bonds and have already been committed, so you are next in
line, but at this point, how much funds is the question." Kim McAdams mentioned the three
projects which were identified three years ago for the first SPDC election were: Carroll Middle
School gym, expansion of Bicentennial Park and West Beach. She said about a year and a half
ago there was mention of Durham. She said it was next in line --there hasn't been another priority.
Michael Richarme reiterated that the City was not walking away from its commitment. City staff
and Rick Wilhelm will look at the upcoming budget for excesses and bring that figure back to the
SPDC and the JUC. This is a very important issue that needs to be resolved because it will
impact the Joint Utilization projects survey which is on the agenda to be considered. Mr.
Richarme suggested that Kevin check with Lou Ann about allocating specific dollars to these
specific joint -use projects during the budget cycle.
Mr. Wilhelm asked some questions about the bonds; what amount of bonds has SPDC issued,
what kind of debt service is required for those, and what kind has been projected for the 1/2-cent
sales tax revenue? This will give the committee some idea of what money is available for any of
the projects. Also need to assess if they are park kinds of things or if they are not, and if they
are not, how do we fund those types issues because the 'h-cent sales tax is only park and
recreation oriented [ie., Internet bulletin board project]. Kevin said we are looking at including
the Internet and the cable projects in the General Fund budget. Bethann said another thing the
committee needs to talk about are the projects that have already funded, budget -wise.
The City Manager will make the first budget presentation to City Council the first week in August
and should have some figure to give to Bill Branum at that time. Lou Ann is still waiting for the
th-cent sales tax is to see how much Wal-mart will bring in over the next few months before
projections can be made.
No further discussion on this item.
Agenda Item #2, Approval of the June 13, 1995 Regular Meeting MINUTES
A motion was made by Bethann Scratchard and seconded by Rick Wilhelm to approve the June
13, 1995 MINUTES with the "header" corrected. Being no further discussion, the motion was
voted upon and was carried by the committee.
Joint Utilization Committee Meeting
July 25, 1995
Page 3
Agenda Item #3, Progress on Parks & Recreation / Joint Use Construction Projects
Kim McAdams reported that the construction of the gymnasium at Carroll Middle School was
getting back on schedule. The floor is getting climatized. Everything is suppose to be ready the
first week in September with a grand opening ribbon -cutting ceremony. It was suggested to have
the grand opening tied in with the Adventure Alley construction and the opening of Durham
Elementary/Intermediate school -- have one big celebration!
Kim also reported on the construction of the soccer fields at Durham Elem/Interm. school. We
are waiting until majority of building construction is over to work on the fields. There are some
funds available in the City's budget for the soccer fields. Originally, the soccer fields were going
to be just temporary practice fields with grading volunteered and maintenance done by parents;
now the plan is to have fields more like the ones at Carroll Intermediate School. Warren
Anderson is visiting with the schools about the plans. Kim said the Soccer Association knows that
the fields will not be available for play this fall -- earliest will be in the spring. The question of
who will pay for these plans was raised. Bethann said she would contact the soccer association
about the plans.
No further discussion on this item.
Agenda Item #4, Report on Progress on Joint Use Electronic Media Projects
Kevin Hugman reported on this item. He said a couple of the items on the proposed joint use
survey were two electronic media projects; one being a joint project between the District and the
City to use the community -access channel; the other project is an electronic bulletin board. Both
projects are being worked on with the School Board.
Community -access channel with Harron Cable: There have been discussions with Harron Cable
Company; they will provide pricing information. Costs include approximately $1,700 to the City
for a character generator to input text messages. Kevin explained the options Harron offers; a
broadcast video or a "live" broadcast. Kevin said the "live" boardcast cost is prohibitive -- $30-
40,000 for equipment and $120,000 for installation.
The committee is considering buying two of the character generators; one for the CISD to be
placed in the Administration Department and one for City Hall. The committee thinks it is a good
idea. Kevin is working with Allen McDaniel, CISD, on the project.
Electronic Bulletin Board: Allen McDaniel, Judge Brad Bradley and Kevin Hugman have been
working on a joint computer bulletin board project. This bulletin board will provide a CISD menu
Joint Utilization Committee Meeting
July 25, 1995
Page 4
and a City of Southlake menu. The City's menu could include ordinance, meeting agendas and
minutes, meeting notices, crime prevention information, general city information, directory of city
services and E-mail boxes for SPIN representatives, Council members and key City staff. The
cost is $6,464 for start-up (equipment) and approximately $4,800 for on -going cost (telephone
lines). Allen has formed a technical committee to start working on the software and developing
a Windows -based front end.
Could the Carroll High School computer science club, Dragon -net, have any tie-in to the bulletin
board?
One committee member suggested the City get the Boulder Community Network on the Internet.
Item #5, Nominations/Appointments of Officers
Rick Wilhelm told the committee he spoke with Buddy Luce and believes that the School Board
will make a re -appoint at the next meeting. He said Buddy requested and he concurred, this item
should be "tabled" until the next JUC meeting. Bethann Scratchard made a motion that we table
the nominations of officers until the next meeting; Rob Glover seconded and the motion was
carried unanimously by the committee.
Item #6, Durham Elementary/Intermediate Joint Use Facilities
The joint -use projects to be located at the Durham school are the gymnasium, cafetorium, and
soccer fields. The committee talked about the cafetorium -- if it would also need funding, and
scheduling of the facilities.
Kevin will send the JUC members, CISD and principals a copy of the signed agreement. Exhibit
A of the agreement lists Durham facilities. The Interlocal Agreement between the CISD and City
is a joint use umbrella agreement which specifies all the facilities and lays out issues such as
scheduling and maintenance.
It was brought out that the recreational area/playground at Durham may need to be included in
the umbrella agreement also so as to cover any damages, etc.
There was no further action required on this item, thus no motions were entertained and the
meeting continued.
(Item #7 was considered first on the agenda)
Joint Utilization Committee Meeting
July 25, 1995
Page 5
Item #8, Discussion of the Survey Results of Joint Utilization Projects
Kevin Hugman presented a chart of the tabulated survey results. He walked the committee
through the charts and called their attention to the fact that the rating of projects were basically
the same for both groups. He mentioned some of the projects on the chart are already being
worked on, such as the "joint computer network."
Rick Wilhelm asked if the community knows about the availability of meeting facilities at the
school.
Rob Glover offered a suggestion for the survey. He recommended adding a section to show
"near-term/long-term" for each project, which would help generate a 3-5 year plan of action.
Note: Next JUC meeting will be September 12.
Item #9, Adjournment
A motion was made to adjourn the meeting.
ATTEST:
Kevin Hugman, sistant to the City Manager
B:UUC.MIN
City of Southlake, Texas
MEMORANDUM
July 25, 1995
TO: Joint Utilization Committee
FROM: Kevin Hugman, Assistant to the City Manager
SUBJECT: Survey Results -- Proposed Joint Use Projects
Attached are the results of the joint use projects survey. The results have been tabulated based
upon respondent group. The groups, and the number of respondents in each, were:
City Council/CISD Board of Trustees -- 6
City of Southlake/CISD Staff -- 12 / 8
Park Board -- 8
(Some of the surveys from CISD only had
the first page returned.)
The responses were sorted by two groups: "City Council/Board of Trustees," and "Average."
In addition, those group ratings on a particular item that were significantly different from the
responses of the other two groups, was highlighted.
In general, it appears that the higher rated projects were consistent between groups.
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City of Southlake, Texas
ITI
MEMORANDUM
July
TO: Joint Utilization Committee
FROM: Kevin Hugman, Assistant to the City Manager
SUBJECT: Status of Electronic Media Projects
Public Access Channel on Harron Cable:
On Wednesday, June 21, Allen McDaniel of CISD, and I met with Mr. Don Pascarella, General
Manager of Harron Cablevision of Texas, to discuss a joint City of Southlake/Carroll ISD public
access channel. Currently, Harron Cablevision has reserved channel 25 in Southlake for local
option. The following points summarize our conversation:
• We can utilize the channel as a community bulletin board by purchasing a character
generator to input text messages.
Cost: 112 page character generator: $1,295
Remote port: 249
Modem: 159
Total Cost for Each Site: $1,703 (CISD Admin. and City Hall)
* Harron will pay for similar equipment at the "head end."
• Harron will broadcast video -- all we have to do is provide them with a tape. We can
videotape City Council and other meetings, events, and community service videos, and
then broadcast the tape the next day.
• To broadcast "live," we are looking at approximately $30-40,000 for the equipment, and
another $120,000 for installation. (Carroll High School does not have the equipment
either.)
CURRENT STATUS: Harron is also pricing other types of character generators and
determining their compatibility with the head end equipment.
Electronic Bulletin Board. -
Allen McDaniel, Judge Brad Bradley and I, have been working on a joint computer bulletin board
project. This bulletin board will provide a CISD menu and a City of Southlake menu. On the
City menu, we envision providing:
* Ordinances *Meeting agendas and minutes
Joint Utilization Committee
July 25, 1995
Page 2
* SPIN Neighborhood notices * General City announcements
*Crime Prevention information *Directory of City Services
* E-mail boxes for SPIN representatives, Council members, key City staff.
The potential uses are almost unlimited. Information can be updated as often as personnel time
requirements allow.
Cost: (1) Start-up costs (equipment) ... $6,464
(2) On -going costs (Telephone lines) ...$4,800 (approximately)
At this time, we are not planning to make the bulletin board part of the Internet system, although
we hope to eventually. The main reason for not pursuing Internet is that it would require the
caller (resident) to have a service provider such as Prodigy, America On -Line, etc. By purchasing
a stand-alone bulletin board software, the user needs only to have a modem. We will then
distribute the software to anyone who wants it.
This philosophy is still being evaluated. The North Central Texas Council of Governments
(NCTCOG) is offering a "Home Page" Internet service to area cities. We have been in
discussions with them and feel this is another excellent opportunity to make the City electronically
accessible. This could be done in addition to, or in place of, the previously discussed bulletin
board since Internet has the same capabilities (plus a lot more).
CURRENT STATUS: CISD has ordered equipment, expect to be operational around
October 1. Looking at a Windows -based front end.
I will provide more information to you as we progress and would be happy to answer any further
questions you may have.