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1998-11-121 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS CITY OF SOUTHLAKE JUC-JOINT UTILIZATION COMMITTEE MEETING November 12, 1998 MINUTES Board Members Present: Doug Strickland, Chair and CISD Board Representative; Gary Fawks, Vice Chair and City Council Representative; Buddy Luce, CISD Board Representative; James Glover, Parks and Recreation Board Representative; Wendi Carlucci, City Council Appointed Citizen. Board Members Absent: None. Park Board Members Present: Bobby Rawls, Chris Miltenberger Staff Members Present: Community Services. Curtis E. Hawk, City Manager; Kevin Hugman, Director of Agenda Item No. 1, Call to Order - The meeting was called to order by Chair Mr. Doug Strickland at 8:07pm Agenda Item No. 2, Administrative Comments - Mr. Strickland said that he would like to move Agenda Item No. 5, Participation in Joint Use Natatorium/Gymnasium Center up within the agenda. Agenda Item No. 5, Participation in Joint Use Natatorium/Gymnasium Center - Mr. Strickland said that he understood that there was a meeting on November 9, 1998 with the Park Board and school to discuss the idea of the city participating in some way, some commitment at some level at some time to assist with their Natatorium/Gymnasium Center. He said that he understands that the school district did not do a good job marketing this project. Mr. Strickland said that cost is always an issue, so they were hoping that somewhere down the road they could use the city's commitment as a selling point to the citizens. He said he was not at this meeting and asked if someone could update him. Mr. Hawk said that the Park Board appointed a committee consisting of Park Board members Bobby Rawls, Jim Glover, Cara White and Chris Miltenberger. These individuals are to work with those who are putting the plans together for the Natatorium/Gymnasium Center so they can review the plans and make a determination on the kinds of things the City could use the facility for, and once they talk to Grapevine and others, how it fits the community needs as well as the school needs. They will also determine if this facility should be considered for joint-use and if so, make a determination on how much use the city has, the percentage of funding and then work out an agreement. Mr. Strickland said that the important thing would be to determine what members of JUC would work with the Park Board representatives to investigate the Natatorium/Gymnastics Center along the guiidelines that Mr. Hawk recommended. Joint Utilization Committee Meeting, November 12, 1998 Page 1 of 5 II slksv00011 sharedl parkrecl comitees jucl minutesl98-11-12. doe City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 Ms. Carlucci said that she would like to be a part of this working group. Mr. Hawk said that there 2 needs to be a school board member and a City Council member. Mr. Strickland suggested Mr. 3 Fawks. Mr. Fawks said that he would be glad to help. Mr. Fawks asked if this group will 4 investigate how other communities utilize their facilities. Mr. Hugman said that the Park Board 5 and the staff have ideas of things that they would like to do for the community. He said that the 6 Park Board would like to review what items could be a reality in this Natatorium/Gymnastics 7 Center and if these ideas match the school districts ideas. Mr. Hugman also said that the level of 8 city programming participation is also an issue of concern. 9 10 Ms. Carlucci said that Ms. Kathy Allen did an extensive natatorium presentation. Mr. Luce said 11 that she never came to the board since he has been with the school board. Ms. Carlucci said that 12 she would call someone and try to find this presentation. 13 14 Mr. Luce said that he would like to do a facility tour with this committee. He said that this 15 committee should meet each week after this tour to get things moving. Mr. Luce said that with 16 regard to revenue, Grapevine generates $130,000 per year for non-school hour time. Mr. Fawks 17 said that it looks like the school leases out the Grapevine facility and the City of Grapevine is not 18 really involved in terms of programming. Mr. Luce said that Grapevine does it all since the city 19 did not want to be involved. He said that this would be a great opportunity to show the 20 community that the school, city and Park Board are all willing to work together and share sales 21 tax dollars if that is possible. Glover said that the City of Grapevine was concentrating on the 22 city recreation center and that is why they did not become involved with the natatorium. He said 23 that the school rents the recreation center. 24 25 The committee discussed various meeting times for the tour. Mr. Strickland said that theywill 26 meet Wednesday, November 18, 1998, 6:30pm at the City Administration Offices. Mr. 27 Strickland asked where Mr. Miltenberger and Ms. White were. Mr. Hugman said that they did 28 know about the meeting and Mr. Miltenberger had said he would be late. The tour will consist of 29 Grapevine's Natatorium and Pennington Field in Hurst. Mr. Strickland said that he has heard that 30 there is not enough seating in the Grapevine Natatorium. Mr. Fawks said that it is very important 31 that the school's athletic department become very serious about what they are going to do with 32 this facility as far as ongoing use. He said that the final element is going to be a coming together 33 on what the programs and availability is going to be and how the usage is going to be divided. 34 Mr. Fawks said that an idea of a joint-use schedule should be created. 35 36 Mr. Luce said that it is truly his belief that the Park Board is going to feel comfortable that the 37 facility is going to be available for virtually 50% or more of the time for city functions. He said 38 that if we are going to do joint-use, it was founded on a base of trust and cooperation with what 39 we knew at the time as to how costs should be allocated. Mr. Luce said that he believes that part 40 of the agreement be that usage be allocated out retroactively basis on what the use was the year 41 before because there could be changes down the road. He said that he doubts there will be an 42 agreement for twenty years that will not change in one way or another. Mr. Luce said that there 43 has to be a way that the usage is fair down the road because that is exactly what the joint-use 44 agreements says today. 45 46 Mr. Strickland said that they should identity the types of opportunities that Parks and Recreation 47 could use the facility for and then they make the decision if that is appropriate that they have use 48 during all of those opportunities. 49 Joint Utilization Committee Meeting, November 12, 1998 Page 2 of 5 Ilslksv00011sharedlparkreclcomitees juclminutesl98-11-12.doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 Mr. Hawk said that one thing that must be different in terms of non-school hours, it must be more 2 specific than that because as we've determined, non-school hours is different than when school is 3 out at 3:45pm. Mr. Luce said that within the design of the facility, there is going to be time all 4 throughout the day that the facility will be available. 5 6 Mr. Hugman asked if school staff would be available to discuss the district's uses and needs for 7 the facility. He said that the types of programs that the Parks has looked at would be in the 8 morning or evening, but they don't want to conflict with the school's use. He said that he would 9 like someone to work with them on the programs that the school will have, when and for 10 example, how many pools they will use. Mr. Luce said that the athletic department is working on 11 a schedule. 12 13 Mr. Fawks said that in reviewing Grapevine's schedule, there is a tremendous amount of time that 14 is not being used by the city or the school, but to other school's and private swim teams. He said 15 that "dead time" should be filled by outside groups. Mr. Hawk said that Southlake is actively 16 involved in starting joint-use programs with Keller and this may be something of interest due to 17 its location. He said that this extended use could assist with the funding too. 18 19 Mr. Luce said a lot of people thought that this project was a $7.5 million dollar natatorium and 20 it's really a $5.5 million natatorium and a $2 million gymnasium. He said that their plan now is 21 to have two different propositions. Mr. Luce said that they are looking at a total annual cost of 22 $400,000 or $450,000 for both facilities. He said that for only a natatorium, the cost could be 23 about $300,000 per year so the net impact for sales tax revenue if the city paid half would be 24 $150,000 which is a small amount in the big picture of sales tax and city revenue. 25 26 Mr. Hawk said that one of the things that the city must review is thepriorities for SPDC. He said 27 that he has some materials on what the city spent on joint-use from SPDC and from park 28 dedication funds and general revenue. He said that the Park Board did a survey about a year and 29 a half ago on park needs and the city conducted a survey in 1997. Mr. Hawk said that the indoor 30 swimming pool ranked 8 or 9 depending whether they were users of the facilities or not, but it 31 came out fairly low. He said those items that ranked high is where the Park Board has placed 32 emphasis in the 5-year parks CIP. 33 34 Mr. Strickland said that he would like to see Ms. Lou Ann Heath, Finance Director, or someone 35 from the city do a presentation on the sales tax revenue over the last two or three years. The 36 annual increases per year percentage wise, how the sales tax revenue is projected through this five 37 year budget and at what percentage rate, if it's higher or lower, etc. These facts could reveal how, 38 when and if funds are available. 39 40 Mr. Strickland said that he and Councilmember Ms. Debra Edmondson went to several meetings 41 to present the Drug and Alcohol Awareness Committee findings, and he feels that the Teen 42 Center and this Natatorium/Gymnastics Center are two great ideas that compliment each other. 43 44 Ms. Carlucci said that she heard some very positive things when people found out about the Park 45 Board and the Parks and Recreation involvement. She said that people feel that Parks can bring 46 in several new programs, such as teaching young children how to swim. She said that a program 47 such as this is invaluable. Mr. Glover said that as the committee looks at the two pools, one of 48 the things that he would like to recommend is a wading pool (2-feet deep) for the younger 49 children. Mr. Glover said that it is also important to design for the elderly. 50 Joint Utilization Committee Meeting, November 12, 1998 Page 3 of 5 IIslksv00011sharedlparkreclcomitees juclminutesl98-11-12.doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 Mr. Rawls said that when Mr. Luce came to the Park Board and one of the reasons that the Park 2 Board became interested in this joint-use project was the fact that we had funds for an aquatics 3 facility, but he believed that it was an outdoor swimming pool for $1.9 million. He said that from 4 mid-September to April not much revenue can be generated. The Natatorium/Gymnastics Center 5 as a joint-use facility would be a great asset to the community and for the school. 6 7 Agenda Item No. 4, Discussion: 5-Year Parks Capital Improvements Plan - Mr. Hugman said 8 that this 5-Year Parks Capital Improvements Plan was put together with Park Board input and 9 during a joint Park Board and SPDC meeting. He said that the Park Board prioritized the 10 different projects that had been discussed including an aquatics facility, Teen Center, 11 neighborhood parks which we have already acquired land for (Noble Oaks, Koalaty, Royal and 12 Annie Smith), inline hockey court and tennis courts. Mr. Hugman said that a number of these 13 things have been discussed and listed in the Park Board priority which was prioritized by using 14 the community survey that Mr. Hawk mentioned. He said that this plan has been approved by the 15 Park Board and SPDC. 16 17 Mr. Hugman discussed the new fiscal year priorities stating that land acquisition is a priority in 18 order to continue the city Land Acquisition Plan. He said that Bicentennial Park and Bob Jones 19 Park projects are underway. Mr. Hugman said that some of the park projects are funded by the 20 Texas Parks and Wildlife grant which places a time frame for completion on some of the park 21 projects in order to be reimbursed. 22 23 Mr. Hawk said that down the road, he hopes to build many joint-use facilities. He said that the 24 master plan of Bicentennial Park consisted of a natatorium, tennis center and discussion of a 25 football stadium. He said that the problem is that the community has grown too quickly in order 26 for the city to acquire the resources. 27 28 Park Board Member Chris Miltenberger arrived. 29 30 Agenda Item No. 6, Discussion: Scheduling of Joint Use Facilities - Mr. Hugman said that the 31 committee had asked for this item be brought back on this agenda. He said that the Winter/Spring 32 joint-use schedule is included in their packet for their review. Mr. Hugman reminded the 33 committee that this schedule includes gym use for the basketball season. He said that the 34 principals have verbally agreed to the schedule, except for CMS due to their closing for 35 remodeling. The CMS principal deferred approval to Bob Ledbetter, Athletic Director. Mr. 36 Strickland asked if the city use has increased. Mr. Hugman said that it will appear to have 37 increased when compared to Fall/Winter due to basketball season in the Winter/Spring. 38 39 Mr. Strickland said that he would like to see a tentative schedule for the city and school use with 40 regard to the Natatorium/Gymnastics Center. Mr. Fawks agreed and said that it would be a good 41 tool for the Park Board to review so they may see what time is available for Parks and Recreation. 42 43 Mr. Hawks said that Mr. Bob Ledbetter has been a very easy person to work with in dealing with 44 the issues that arise with new facilities and new principals who were not aware of joint-use. Mr. 45 Luce said that there was only one principal. 46 47 Agenda Item No. Discussion: Future Joint Use Facilities, Projects, and Goals - Ms. Carlucci 48 asked for more details with regard to the gymnastic center. Mr. Glover said that the facility is one 49 that the Parks and Recreation Board talked about having. He said that this facility could fill a part 50 of the need for more gym facilities and the need for community gymnastics programs for boys Joint Utilization Committee Meeting, November 12, 1998 Page 4 of 5 I1slksv00011sharedlparkreclcomitees juclminutesl98-11-12.doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 and girls. Mr. Hawk said that he recalls discussion of a gymnastics center in the stadium for 2 joint-use similar to Pennington Field, Hurst. He said that this center was part of the discussion 3 when the stadium was being planned for Town Square and may have never been included due to 4 the location change. Mr. Glover said that a gymnastics center would help to meet the need for 5 additional coed programs. Mr. Strickland said that there is a lot of interest in wrestling and this 6 center could be designed to meet that need as well. Mr. Miltenberger said that wrestling is 7 usually not a city-sponsored activity, but gymnastics may well be. Mr. Rawls said that the 8 "gymnastics center" gym should be a dual-purpose gym. He said that wrestling would be a great 9 addition which would include wrestling pits on the floor. Mr. Fawks said that indoor soccer 10 would be another topic for discussion at this center. Mr. Rawls said that indoor soccer would not 11 work with gymnastics and wrestling pits in the facility. 12 13 Mr. Fawks said that the city will soon be appointing a Library Board and he feels that it is 14 important to obtain input from the school on things that the city can do with this facility that will 15 benefit CISD. He said that he knows they have their own libraries, but he thinks it should be 16 considered as a joint-use facility. Mr. Luce suggested that the city speak with the CISD librarian. 17 Mr. Hawk asked if there is a library committee. Mr. Strickland said that there is a committee that 18 works close with others in the CISD in order to coordinate activities among all campuses. 19 20 Consider Item No. 3, Approval of the Minutes of the October 8, 1998 Meeting - Motion was 21 made to approve the minutes. 22 23 Mr. Luce asked that this item be tabled as he has many changes and issues that he would like 24 clarified. Mr. Hawk asked if Mr. Luce would like the minutes or a transcription. Mr. Luce said 25 that he isn't asking for a transcript. 26 27 Mr. Fawks made a motion to table the approval of the minutes until the December meeting. 28 29 Motion: Fawks 30 Second: Luce 31 Ayes: Strickland, Fawks, Luce, Glover, Carlucci 32 Nays: None 33 Approved: 5-0 34 35 Mr. Miltenberger said that his concern with regard to the Natatorium/Gymnastics Center is that 36 the Park Board may think that the facility is too nice, too expensive or more than what the city 37 needs. Mr. Glover said that the committee should first review other cities facilities and speak 38 with Mr. Hugman on the intended programs for the facility if they have this type of facility and 39 what outside groups may generate revenue for the school district and the city. He said that the 40 Park Board can indorse this type of facility if they do have adequate use of this facility. Mr. 41 Glover said that is where the Park Board should concentrate at this time. 42 43 Agenda Item No. 8, Adjournment - Being no further busine s^the meeting was adjourned at 44 9:45pm. 45 f~ 46 Doug Strickland, Chair 47 Attest: 48 49 50 Kevin Hugman, Director of Community Services Joint Utilization Committee Meeting, November 12, 1998 Page 5 of 5 IIslksv00011sharedlparkreclcomitees juclminutesl98-11-12.doc s vJ 7 m y c a ',r r r a a R YMr ~J r r 3 a r r j r rte r j i3 N .W a . w 4r Grl a • SD ?V ~0 # S". F O 0 ~ O ty • a 4 : O - W O ~ (D i f O (D ' r a aN N d~ y N 1 v i . J t.A t v $ x_ -a ~ ~a = s 6.. 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