1995-12-12CITY OF SOUTHLAKE
JOINT UTILIZATION COMMITTEE
Tuesday, December 12, 1995, 7:00 p.m.
Minutes
Members Present: Rick Wilhelm, Chairman; Robert Glover, Vice Chairman; Warren Davis,
School Board Representative; Bethann Scratchard, Park Board
Representative; and Michael Richarme, City Council Representative.
Others Present: Jane Cousins, Principal, Johnson Elementary; Buddy Luce, Ex-Officio; and
Kevin Hugman, Assistant to the City Manager.
Guests: Karen House
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 November 15, 1995 meeting Minutes
A motion was made and seconded to approve the minutes as corrected. The vote was unanimous to
approve. The minutes will be corrected to show:
* that Karen House is not a CISD Board member,
* Page 5, Michael Richarme is the one who reported meeting with Maguire Thomas
in paragraph three,
* revise the third sentence in the first paragraph of page 5 regarding Jane Cousins'
statement about competing organizations to say, "Jane Cousins also said the Johnson
gym is not able to be isolated [in the sense that the gym can be separated from the
rest of the facility], but they are considering the possibility."
* The last paragraph on page 3 will have the spelling corrected to read "lose."
Agenda Item #3, Discussion - Cable Channel Policy
"Red -lined" and "clean" copies of the policy guidelines for use of the Local Government Cable
Channel were presented to the committee members. It was emphasized that the channel is not a
"public access channel." Changes have been made in response to the comments from the last XC
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December 12, 1995
Page 2
meeting and discussions with the City Attorneys.
Kevin Hugman reiterated the attorneys comments about the difference between a public access
channel and an educational and governmental access channel. Because it is a government access
channel it does not have to be opened up for use by organizations outside the city or CISD. If the
City does, it could be construed to be a public access channel. The attorneys said that as long as the
use may be considered as an affiliation with the City or a government activity or an affiliation with
the CISD or for educational purposes, everything should be okay. A contract would even make it
more defensible. Hugman commented that right now the city is requiring a signed service contract
with organizations such as KSB, G.R.A.C.E. and Metroport Meals on Wheels.
Chairman Wilhelm recommended making the sentence, "Channel 25 is a governmental and
educational access channel, not a public access channel" all caps and bold in paragraph C, General
Policies, Programming of the Policy. Hugman will check with the attorneys about deleting the word
"access."
Rob Glover recommended not using the term "municipal channel" on the sign-up form since the
policy's definitions do not include the term. The form should clearly state that it is not a public
access channel.
The committee complimented Kevin Hugman on the notices that have appeared on Channel 25 --
they look very good.
Michael Richarme expressed concern about ensuring the policy is applied evenly and not
capriciously. Hugman said that decisions would be based upon whether the use of the cable channel
would enhance the community's knowledge of the government and its activities as per the
"Statement of Purpose" paragraph (c)(3)..
Being no further discussion Bethann Scratchard made a motion to approve the policy and forward
to the CISD Board. Michael Richarme seconded the motion and the committee voted unanimously
to approve the policy as modified.
JUC members need a clean copy of the final cable policy. Copy also the Park Board and
organizations with a cover letter.
Agenda Item #4, Consider: Joint Use Facilities for Elections
A draft Interlocal Agreement for Joint Polling Location was presented to the committee. It is hoped
this agreement will be in place to take effect for the May election. It should be noted that the
Agreement pertains only to the May election and for any necessary runoff election. Instead of
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December 12, 1995
Page 3
drafting an agreement to cover all elections, it was decided to just cover the first one and then review
the outcome before drafting an all-inclusive election agreement. Richarme noted that this item will
come before Council at the next meeting as a discussion item. The Council is willing to look at the
CISD and City Secretary's recommendations and find a way to make it work.
Committee members recommended some changes to the Agreement.
1) At the second "whereas..." paragraph needs to be changed to "the City and the District
have scheduled elections for May 4th," rather than "ordered."
2) Regarding "run-off' elections -- The CISD does not have run-offs, but does theirs by
plurality. If the City has a run-off, will it be held in the same location as the original city
election [at Johnson Elementary] -- where would it be held?
3) Election Judge -- what happens if the City Election Judge and the CISD Election Judge
"territories" cross each other and there are disagreements -- who would resolve? It needs
to state clearly that each election judge runs their own election area. JUC members agreed
�w that Item I(d) already addresses this concern.
4) Item III (c). - regarding payment to poll workers - This paragraph should be deleted.
5) Cleanup costs / Security (police) - There is minimal maintenance cost which can be split
between the CISD and City. Would the City provide security? It was agreed that the costs
be kept track of for the next year as a test period and compare at the end of year [not
intending to bill each party]. Language is not needed in the Agreement to show that the
CISD will provide maintenance and the City will provide security services.
6) Location of the Office of the City Secretary - A lease is being finalized for additional lease
space for the Office of City Secretary, City Manager's Office and Director of Finance's
offices out of the current City Hall site to be effective by the first of the year. The committee
suggested modifying Section 2(a) to show "the Office of the City Secretary or such other
location which may be designated in the election order."
7) Days and Hours for Election -- Section I(d) -- Time and days are addressed in the Election
Order. Both agencies need to coordinate days and times. It could read, "Each party agrees
to provide a copy of said orders and notices to the other parry which shall be coordinated as
to time and voting days."
It would be good to have some media coverage to show this issue as a positive, non -recreational kind
of thing that JUC is responsible for bringing to the community. There will need to be press releases
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December 12, 1995
Page 4
and educational information [where citizens go to vote] once in place. Hugman said it could be
advertised on Channel 25.
Being no further discussion, Michael Richarme made a motion to approve the Interlocal Agreement
for Joint Elections with the changes noted. The motion was seconded by Warren Davis and
unanimously approved by a vote by the committee.
A final Agreement will be provided to Committee members as well as the CISD Board and City
Council.
Agenda Item #5, Future Joint Use Facilities
* City Administrative/Meeting Facility/Auditorium/Library site -- Council will form a citizens
committee to determine design of facility. SPIN will assist. The site is on the south side of
FM 1709, approximately across from the ReMax office -- about 300' south of the frontage
on FM 1709. Meeting space is crucial for both City and CISD.
* Parks will be using Focus Groups in January to give input on Park Master Plan. May also
want to use these groups in site design committee.
* Rob Glover said there is high interest in accessing the Carroll High School library after hours
by the community. Need to have the CHS librarian may make a presentation during the
Feb/Mar meeting -- Bethann will arrange.
* Tennis Courts at High School - Rob reported he had talked to Mike Murphy who would talk
to Linda Smiles and Bob Ledbetter. No information as of today but will follow up.
* Buddy Luce asked if it is possible for the City to provide a low cost umbrella injury liability
policy for Parks that can be shared by the user groups (basketball, baseball, etc) as opposed
to the individual groups having to provide their own policy to use a school facility? Kevin
Hugman said he will look into and get the attorney's opinion.
* Possibility of including another athletic facility in another bond issue. Would that be
something JUC should look at initiating an investigation of? Options for financing a facility,
donation of land and other issues. Put on the January JUC agenda as a discussion item.
Michael Richarme briefed the committee on the talks Council members have had with
Maguire Thomas, Mobil and STARS on such a possibility. Richarme suggested having
MTP or Mobil make a presentation to JUC in January.
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December 12, 1995
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Being no further discussion, a motion was made to adjourn the meeting at 9:03 p.m.
Rick helm, Chairman
obert Glover, Vice -Chairman
ATTEST -
Kevin Hugman, Assis to the City Manager
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