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1995-11-15CITY OF SOUTHLAKE JOINT UTILIZATION COMMITTEE Tuesday, November 15, 1995, 7:00 p.m. Minutes Members Present: Rick Wilhelm, Chairman; Robert Glover, Vice Chairman; Warren Davis, School Board Representative; and Michael Richarme, City Council Representative. Other Present: Jane Cousins, Principal, Johnson Elementary; Kim McAdam, Director of Parks & Recreation, and Kevin Hugman, Assistant to the City Manager. Guests: Sandy LeGrand, City Secretary and Karen House, CISD. Agenda Item #1, Call to Order Chairman Rick Wilhelm called the meeting to order at 7:00 p.m. A quorum was present. Agenda Item #2 Approval of the October 16, 1995 joint JUC/SPDC/Park Board meeting Minutes A motion was made b Michael Richarme and seconded b Rick Wilhelm Y y e m to approve the minutes as corrected. Robert Glover abstained from the vote. Mr. Wilhelm requested the minutes be corrected to read on page 2, Agenda Item #4, second paragraph, fourth sentence, "The next major project the JUC would like to see funded is the gym at Durham elementary." Mr. Wilhelm requested that Item #4 be considered next before Item #3. Agenda Item #4, Discussion - Site Location for Elections At a joint session between the Carroll School Board of Trustees and the City Council, there was discussion of a joint polling location for the City and School District elections. This item is brought forward tonight to further discuss the feasibility of the proposal. City Secretary Sandy LeGrand presented a letter from the City of Southlake's Election Judge, Aloha Payne, stating some of her concerns and comments. LeGrand gave a brief history of the separate election procedures held by the CISD and the City. She commented that many of the new citizens in Southlake have commented on the need to have one central election location. LeGrand explained that Early Voting for the City is handled by the City Secretary and that many times it is held in the Fire Bay area at City Hall. She expressed concern for AN Joint Utilization Committee November 14, 1995 Page 2 having it away from her office and said the City would like to continue to hold the voting at the City Hall site. She said other cities that do have joint City and School elections, hold it at the City Hall site. She said often the city will conduct the election for the school district by having two separate sets of registration books, two ballots and two ballot boxes. After the election is closed, the school district picks up the ballots and conducts their own tallying procedures. LeGrand stated that State Law allows for joint elections. Michael Richarme asked what the lead time is for State approval of polling location. LeGrand responded it was right after the first of the year for the May elections. Karen House, CISD Boar r, commented that Early Voting for the CISD is of concern since the location is not very good; it is held in the Business Office. LeGrand mentioned the need to have the same voting hours as the CISD. Robert Glover suggested one polling location for early voting as well as for the election day voting. The CISD is amenable to sharing an early voting and election day voting location with the City and sharing the cost. The logistics need to be worked out. Committee members pointed out some of the issues involved in this joint project; Earl p � y Voting location, Election Day voting location, cost, access to the public, convenience, coordinated hours, parking, ballot machines, paper ballots, separate registration books and ballots, number of personnel needed to man the tables, access to telephones and security. The City and the CISD agreed to having joint Early Voting if it can be conducted at City Hall to allow Sandy LeGrand to be present to comply with the Election Code. Karen House commented that the CISD appoints their Election Judge and Deputy Election Judge and could appoint Sandy LeGrand to be the CISD's Election Judge. There have been approximately 300-400 early voters for the City of Southlake and the CISD. Early Voting for the CISD could be shifted over to the City Hall site. Various site locations were discussed for the joint elections, namely, Bicentennial Park, City Hall, and Durham Elementary School cafetorium and gymnasium. It was suggested to have Early Voting held at City Hall and Election Day voting done at Johnson Elementary School. The Committee agreed to have the two staffs research all aspects of the elections and present their recommendations and an Interlocal Agreement (or Resolution) draft for consideration at the JUC meeting on December 12. The Agreement (or Resolution) could be presented to the School Board at the December 14 meeting and to City Council at the December 19 meeting. Timing is critical to meet the January deadline to notify the State of election location. [Kevin Hugman will fax draft Joint Utilization Committee November 1.1, 1995 Page 3 to members before the next JUC meeting for their review.] Agenda Item #3, Discussion: Cable Channel Policy A proposed policy for guidelines for use of Cable Channel 25 was presented to the committee. The policy was drafted in anticipation of requests from various organizations to broadcast announcements or other information, and the necessity to develop a policy to regulate usage of the channel. Kevin Hugman explained the policy was modeled after the City of Keller's policy. The City of Arlington was also contacted. Hugman stressed there is a difference between a "public access channel" and a "local government channel." Channel 25 is not a public access channel, thus, access does not have to be granted to anyone requesting it. Chairman Wilhelm asked Mr. Hugman if the City of Keller or City of Arlington had discussed the constitutional issues involved in having the City Manager or School District Superintendent having "veto" powers. The City's and School District's right to control the usage needs to be defined. Mr. Hugman said he had not discussed that issue with either city. The difference in our policy and the City of Keller's policy is, our policy gives a measure of control to the School District, whereas Keller's is controlled exclusively through the City Manager's Office. Our policy does contain language to the effect that, "a request is not a guarantee," which is not included in the Keller policy. The Channel 25 policy limits access to only organizations sponsored by the school district or the city, where other cities open it up to all "non -profits." Some of those city -sponsored organizations are KSB, Chamber of Commerce, Sister Cities, G.R.A.C.E., and Metroport. School District - represented [not necessarily District -sponsored] organizations are the band boosters, P.T.O. and such. [modify policy language to include district -sanctioned organizations] The committee heard information from Rick Wilhelm on the difference between a non-profit organization and a tax-exempt organization. Cost issues were questioned and the actual page generation steps were described. The School District inputs their own messages on their own equipment and are allocated a certain number of pages. Wilhelm raised the question of organizations paying for the channel page; i.e. KSB has a budget for advertisement of events and wishes to advertise on Channel 25 -- do they Eat orti of the cost for the page? Michael Richarme suggested an alternative - have each oored or affiliated organizations have a certain number of pages and either use them r lom (i.e. Band Boosters gets 2 page, KSB gets 2 pages). Hugman said he would rather not uation Joint Utilization Committee November 14, 1995 Page 4 due to administrative problems it would create. Hugman explained pages have been allocated for certain things, such as, Council agenda, Parks & Recreation, Economic Development, and other pages available for flexibility. Several scenarios were discussed. Hugman told the committee staff is working toward being able to broadcast City Council meetings, School Board and SPIN meetings. Some programming -type things are being looked at. Hugman has talked with Linda Rose, Carroll High School Journalism teacher, about utilizing some of the students to video some of the meetings. Hugman announced the December 5th' City Council meeting is to be video-taped as a test. Wilhelm asked Hugman to find out how many subscribers Harron Cable has in the Southlake area. What percentage of households in the CISD and in Southlake have cable? The City Attorney is reviewing the policy. Richarme complimented Hugman on the work done on the policy and stated he thought it was well written. He requested a listing of both city and school organizations that would be permitted to use Channel 25, and if possible, a list of those that might be excluded and discuss these at the next meeting. This item will be brought back to the December meeting as a consideration item. Agenda Item #5, Consider: Additional Joint Use Facilities The committee received in their packet a memo dated November 10, 1995 from Kim McAdams, Parks and Recreation Director, regarding joint use of the Johnson Elementary gym for a K-2 grade basketball league and for the high school tennis courts. Johnson Elementary Gym It was noted at the last City Council meeting, the Council had approved a joint use agreement for the Johnson Elementary gym, however, it was never voted on by the JUC. The committee agreed to vote on adding Johnson Elementary to the Joint Use Agreement. Wilhelm reminded the group that when the City takes in facilities under the Joint Use Agreement, there are civic responsibilities from a monetary position, such as major damages, that the City would not have The video recording of the December 5th City Council meeting has been cancelled. It has been rescheduled for the December 19th meeting. Joint Utilization Committee November 14, 1995 Page 5 if the facility was not on the Agreement. There is not any "down side" of adding Johnson Elementary to the Agreement, as any damages will be the responsibility of the organization using the facility. LAsso One issue at e addressed in the near future is that of competing organizations, such as the B sketbion and the Y.M.C.A. Will they compete for the same facilities? Jane Cousins said thble to be isolated now but they are considering the possibility. City and School works out how a facility is managed, scheduled, etc., the JUC's responsibility is to determine whether a facility should be a joint -use facility. Warren Davis made a motion to add Johnson Elementary to the Joint Use Agreement. The motion was seconded by Michael Richarme and the committee voted 4-0 for approval. Carroll High School Tennis Courts Kim McAdams explained this request and mentioned that the City could schedule the tennis courts and give keys/access to a group. Wilhelm raised a question about a private citizens ability to use the tennis courts. McAdams explained you do not have to be an association to use the facility, but may be a member of the association. There was some discussion about lights, vandalism, availability of courts, maintenance. McAdams mentioned the School District is checking into the feasibility of installing light timers. The committee agreed to delay action on the tennis facilities until more discussion can be had with the school system (Linda Smiles and Mr. Ledbetter). la'djidiscussions then reported that after the last meeting when tennis courts were presented to the JUC he with Maguire Thomas Partners (MTP) regarding several facilities on their property. The tennis courts were input into that discussions and MTP was favorable. Chairman Wilhelm requested that Items #6, #7, #8, and #9 be combined. Agenda Item #6 Consider: Funding for Parking at Carroll Middle School Agenda Item #7 Consider: Funding for Durham Elm/Intermediate School Gymnasium Agenda Item #8 Consider: Acquisition of Additional Property for Park Land Agenda Item #9 Consider: Future Joint Projects/Recreational Facilities Priority List Each of these items were discussed at the joint JUC/SPDC/Parks and Recreation Board meeting on October 16, 1995. During that discussion, issues were brought up. They were: Joint Utilization Committee November 14, 1995 Page 6 1. Formally identify the priority long-term funding project is the funding of the Durham Elementary School gymnasium. (#1 priority "long-term," funded by sales tax and a commitment from the City to allocate any excess toward this project) 2. Acquisition of land (Brunson Tract) by Bicentennial Park in order to even out the southern boundary of the park. (# 1 priority "short term," funded by bond money which is already allocated) 3. Construction of parking at the Carroll Middle School for the new gymnasium. This was in the plans but was never funded. Approximately 50 spaces will be added. Wilhelm said he would like to find out from the architect, taking into consideration the additional space that will be added to the Middle School in the next two years, how many spaces he would suggest be added. The committee talked about the cost of property to be acquired and the funding. It will cost approximately $600,000 ($40,000 per acre x 15 acres). Hugman will follow up and confirm cost and funding. McAdams will provide a layout of the area. Michael Richarme made a motion to add the three items (#6, #7, #8) to the "short-term" and "long- term" priority list respectively as shown on the November 9 project list. The motion was seconded. Wilhelm commented the discussion he would like to have is a better idea of the cost and the scope of those changes; how many acres, how many parking places. The item was voted upon by the committee and was approved by a 4-0 vote. Richarme mentioned to the group that there were a couple of items on the "long-term" list that the City is continuing to discuss, specifically, the CISD and City of Southlake administrative complex. Hopefully by the next JUC meeting, he can report on some actions taken toward that project. Combined with that is the possibility for the purchase of land for a library facility. He also indicated he had meetings regarding Potential Joint Use Projects items number 7 and 12 and those long term discussions are continuing to take place. A status report will be given at the next meeting. Wilhelm handed out the final Kodak article. It was suggested that the article be duplicated and available to realtors, voters, prospective citizens and current citizens to educate them and pave the way for future bond elections. Could Kodak provide extra copies? Being no further discussion, a motion was made to adjourn the meeting at 9:03 p.m. Joint Utilization Committee November 14, 1995 Page 7 Rick Wilhelm, Chairman Robert Glover, Vice -Chairman ATTEST: Kevin Hugman, As tant to the City Manager CAWPFILES\JOINTVUCMIN 11.14 N