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1994-01-11CITY OF SOUTHLAKE JOINT UTILIZATION COMMITTEE MEETING Tuesday, January 11, 1994, 7:00 p.m. MINUTES Committee members present: Rick Wilhelm, Co -Chairperson; Members: Stephen Apple, Janet Murphy, Bethann Scratchard, Bill Branum and Ted Glowacki (CISD); City Staff. Curtis Hawk, Shana Rice and Tom Elgin. Agenda Item #1, Call to Order Meeting called to order at 7:00 p.m. by Rick Wilhelm. Agenda Item #2, Approval of December 14, 1993 Meeting MINUTES Motion was made to approve the MINUTES of the December 14, 1993 meeting with corrections/additions made as noted. Agenda Item #3, Administrative Comments 1.) Curtis Hawk informed the committee of Mobil Land Development's interest in leasing their property on North White Chapel (across from Mr. Chiver's property) to the City to be used for practice fields. A one-year lease would be accepted with a 30-day cancellation provision for Mobil should they need the land. The City would have to fence and make some other minor improvements, such as grading. City needs an agreement with Mobil to execute lease. 2.) Mr. Hawk informed the committee that at the Park Board meeting last night, the developers of Timber Lake and Country Walk indicated they are now ready to dedicate as park land the five acres they have been letting the City use for the last few years. Mr. Hawk said that there is not really any room for parking on the property so it is important to work with the school and find a solution; need to formalize an agreement with the school district for use of their parking. 3.) Janet Murphy discussed the Playground Initiative and informed the committee that the Park Board's recommendation as a suitable site for the community playground is at the Bicentennial Park at the area initially shown on the park expansion plan as Pinto Field. Construction is anticipated in November 1994. 24 Joint Utilization Committee Meeting January 11, 1994 Page 2 4.) Curtis Hawk briefed the JUC about park expansion timetable; 60-90 days before bond receipts come in; approximately $2.8 million sale. The SPDC (Southlake Parks Development Corporation) will prioritize funds and make recommendations to the Council about projects which will be funded by sales tax. Agenda Item #5, Report on Presentation to School Board, re: Joint Use of Gymnasium/Recreation Center Bethann Scratchard reported the presentation was made to the School Board that a gym be built and track improvements be made at the middle school, as a Joint Use project with the 1/2-cent revenue. She said the Board loved the idea. Shana Rice asked if someone from the JUC could present this idea at the SPDC work session on February 21. Mr. Hawk said that the City has the Concept Plan which was designed for the gymnasium, but will need to look again to incorporate the recreation center; need to look at what other rec centers/gymnasiums complexes have done. Bethann Scratchard briefed those who were not present at the last JUC meeting about the proposal to construct a gym/rec center and track improvements at the middle school. Estimated cost is $400,000. Mr. Hawk said the cost may go up when additional activity rooms are added to make it a rec center. Bill Branum said the current drawing fits the price range - which can be modified easily. Mr. Branum said the location of the gym/rec center will be on the east side of the Middle School. Agenda Item #4, Report on Joint Use Agreements Curtis Hawk briefed the committee on the status of the Joint Use Agreements. He said the attorneys have some questions, but substantive material still there. The committee discussed the structure of the agreement and concluded that one master agreement to cover legal issues would be necessary with projects specific added on as attachments. This type of agreement would eliminate confusion. Mr. Hawk will try to have agreement in place by next JUC to take to Council. Agenda Item #6, Update on Current Joint Utilization Projects Ted Glowacki informed the committee that projects are currently within budget and that within Joint Utilization Committee Meeting January 11, 1994 Page 3 the next two weeks everything should be received; lights, backstop repaired; basketball court may be delayed until March with concrete being laid the beginning of March. Mr. Glowacki requested input from committee on whether to sod or hydromulch baseball field. No advantages or disadvantages for either, although sod may be a little cheaper. Committee recommended sod. Mr. Glowacki presented updated budgets and timelines to the group. Anticipated completion of the baseball facilities is third week in February. Agenda Item #7, Athletic Fields at New School Site (north half of property available for practice fields) The committee discussed the progress on the development of the practice fields on the new school site on Shady Oaks Lane. Curtis Hawk told the group that the immediate need at the new school site was to fill the tank for safety reasons. Other considerations are technical issues such as if drainage may have an impact. Steve Apple suggested leaving some channel to allow natural drainage. Mr. Hawk said that if blade work was required on the field, then may have a problem with grass the first year but will be able to play on. Scheduling the practice fields for baseball and soccer will be handled through Tina Harvey. Stephen Apple told the committee about the possibility of using the piece of property at the corner of S. White Chapel and Continental Blvd. (Monticello) that was discussed at the last Council meeting as a possible City park. It is only about 1 1/2 acres so playground may be feasible. If there is a use for this, we should not let them forget what they said regarding dedicating it as park land. Could be deeded to City. Rick Wilhelm asked if there had been any thought in the process of the new school on Shady Oaks to incorporate a more formalized soccer program into the school curriculum such that any kind of practice fields that are done there, maybe should invest more money and make them good fields now so that they may me incorporated at a later date. Bill Branum said probably will have to build an intermediate school at the site; but CISD is looking at other sites. He said due to this fact, they are watching that too much money not be invested into this site. City will contact Micky O'Brien to get started on preparing field; also need to contact Randy Loftus at VLK (Arlington). Tom Elgin explore getting the surveying done to lay out the fields and stake parking. X X Joint Utilization Committee Meeting January 11, 1994 Page 4 Agenda Item #8, Potential Joint Utilization Projects Curtis Hawk noted that City budget process starts in April. He said some of the things the City will need to look at is maintenance facilities; good grasp of things needed in recreational area; need to look at other areas that may need to be looked at as Joint Use projects which may have budgetary impact. He said we need to keep the tax burden as low as possible. Rick Wilhelm recommended that at some point in time when appropriate, to get a chalk board and identify (brainstorm) non -recreational "joint -use projects" to pursue. Mr. Hawk discussed the Peer Mediation Program as an example of a way to work together to minimize conflicts. Bill Branum spoke to the group about Enterprise City project as a non -recreational project which may be looked at as a future JUC project. The concept is to have students work at jobs, immulate a real community setting. It is housed in a building about the size of the community building. Next committee meeting will be held February 8, 1994. Agenda Item #9: Adjournment. Meeting was adjourned. ATTEST: Tom Elgin, Planner, Community Development c: I wpfrlesUOIN7VUCM1N01.11 Co-ChaiV Rick Wilhelm Co -Chair, 1�hMdy Luce