1999-03-11 * * OFFICIAL MINUTES * *
APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS
1 CITY OF SOUTHLAKE
2 JUC -JOINT UTILIZATION COMMITTEE MEETING
3
4 March 11, 1999
5
6 MINUTES
7
8
9 Board Members Present: Doug Strickland, Chair and CISD Board Representative; Gary
10 Fawks, Vice Chair and City Council Representative; James Glover, Parks and Recreation
11 Board Representative.
12
13 Board Members Absent: Buddy Luce, CISD Board Representative; Wendi Carlucci, City
14 Council Appointed Citizen.
15
16 Staff Members Present: Kevin Hugman, Director of Community Services; John Eaglen,
17 Administrative Assistant.
18
19
20 Agenda Item No. 1, Call to order — The meeting was called to order by Doug Strickland at
21 7:25 p.m.
22
23 Agenda Item No. 2, Administrative Comments — Mr. Strickland asked if there were any
24 administrative comments, and there were none.
25
26 Consider:
27
28 Agenda Item No. 3, Approval of minutes of the February 11, 1999 meeting — Motion was
29 made to approve the minutes of the February 11, 1999 meeting.
30
31 Motion: Fawks
32 Second: Glover
33 Ayes: Fawks, Glover, Strickland
34 Nayes: None
35 Approved: 3 -0
36
37 Discuss:
38
39 Agenda Item No. 4, Potential Joint Use Gymnasium at Carroll Junior High School — Mr.
40 Strickland announced that he had spoken with representatives at Carroll ISD and with Brent
41 Kline at TPM about the seating capacity concerns at Carroll Junior High School raised at the
42 last meeting by Ms. Carlucci. He passed out a schematic diagram of the ground floor of
43 Carroll Junior High School to the meeting attendees. Mr. Strickland outlined the floorplan of
44 the facility and where the building lays out on the property. Mr. Fawks mentioned to Mr.
45 Strickland that CISD needs to look at the current striping in the parking lot area at CJHS.
46 The current striping pattern directs two lanes of traffic into a two -way road. Mr. Strickland
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APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS
1 clarified the current situation with Mr. Fawks and confirmed that CISD representatives will
2 evaluate the problem.
3
4 Mr. Strickland announced that in 2002 CISD will hold another bond election, including three
5 new schools and update projects, including Phase Two of Carroll Junior High School. Phase
6 Two projects will include the addition of an auditorium on the north side of the facility,
7 classroom expansions, the addition of the competition gymnasium discussed at the last
8 meeting, and the expansion of the cafeteria. Mr. Strickland stated that upon completion
9 these projects will elevate the capacity of CJHS from fourteen hundred students to two
10 thousand students. Mr. Strickland announced a projected student distribution of four
11 thousand students in grades nine through twelve in the year 2000, and that these expansions
12 will allow CJHS to handle the capacity.
13
14 Mr. Strickland stated that the current gymnasium facilities at CJHS have an estimated seating
15 capacity of seven hundred. Mr. Strickland responded to Ms. Carlucci's concerns about the
16 facility not having an adequate capacity to have assemblies where all students can sit
17 together by stating that CJHS has had assemblies where all students were in attendance. He
18 clarified that it is true the capacity of the current facilities do not allow everyone to sit down.
19
20 Mr. Strickland reiterated the logic behind the planning of the current gymnasiums at CJHS
21 discussed at the last meeting. He suggested that with the expected opening of a competition
22 gymnasium four or five years from now, it was not cost effective to construct seating
23 capacity in the current gymnasiums that will not be utilized in the future. Mr. Strickland
24 announced that he discussed taking out the wall between the gymnasiums, but that this
25 option may not be possible and would be very expensive.
26
27 Mr. Fawks asked if the competition gymnasium will have a seating capacity of two thousand.
28 Mr. Strickland responded that it would not, and that the Carroll High School gymnasium
29 does not have a seating capacity that large either. Mr. Fawks stated that one of Ms.
30 Carlucci's concerns was the ability of younger siblings to come and watch their older
31 brothers and sisters participate in extra curricular activities. Mr. Fawks commented that the
32 seating capacity seems adequate for this to occur. Mr. Strickland responded that Ms.
33 Carlucci's concerns couldn't be explained away.
34
35 Mr. Strickland stated that after speaking with Brent Kline, Bob Ledbetter, and Robin Ryan,
36 CISD intends for the two current gymnasiums at CJHS to be utilized as Joint Use Facilities.
37 Mr. Glover responded he was glad to hear the timeline of 2002, as there is no room in the
38 current Parks five year Capital Improvement Program for these facilities. Mr. Strickland
39 agreed that there are a lot of demands placed upon the Parks CIP. Mr. Glover suggested that
40 as there has been no demand to move this project up in priority, it would be quicker to get
41 the competition gymnasium built pursuing the current plan of action versus pursuing the
42 gymnasium being a Joint Use Facility. Mr. Glover further mentioned that as the natatorium
43 will be utilized as a Joint Use Facility, in his opinion he does not see the Park and Recreation
44 Board providing a recommendation to move the gymnasium into the current Parks CIP.
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1 Mr. Srickland followed that CISD will have no extra money until the next bond election due
2 to the current project calendar. He also stated that since CISD has not decided what the
3 gymnasium will look like, there are no cost estimates available. Mr. Strickland stated in his
4 discussions with CISD officials concerning the current gymnasiums at CJHS being utilized
5 as Joint Use Facilities, an area of concern is that the current floorplan does not completely
6 close off the school hallways. Mr. Strickland said that in the next school year once other
7 projects have been completed, CISD would install gates to close off school access. Mr.
8 Strickland said closed access to the school is necessary from a safety standpoint. Mr. Fawks
9 agreed that unsecured areas are not desirable. Mr. Glover agreed, suggesting that strangers
10 could lure children into these hallways. Mr. Glover stated that from the City's standpoint it
11 is hard enough to keep track of children during an event at a secured area, and having
12 exposed hallways present a safety problem. Mr. Fawks stated that until the gymnasiums are
13 secured joint use should not be pursued at these gymnasiums.
14
15 Mr. Strickland asked Mr. Hugman about the timeframe distinguishing short and long -range
16 projects. Mr. Hugman responded that it was a two -year timetable. Mr. Strickland suggested
17 that at the next planning update adapting the current gymnasiums for utilization as joint use
18 facilities should be included as a short-range project.
19
20 Mr. Glover stated that when this issue first came up it reminded him of when he was in high
21 school. Mr. Glover stated that back then they did not have a gymnasium capable of holding
22 all of the students at once, the school conducted two assemblies. Mr. Glover stated that
23 everyone must understand that a competition gymnasium and an auditorium are planned at
24 CJHS, and that there is no money available that will remedy the capacity problems of the
25 current facilities in the short run.
26
27 Mr. Fawks asked about the financial implications of securing the existing gymnasiums from
28 the school hallways. Mr. Strickland replied that he did not know the costs of securing the
29 gymnasiums, only that a retractable gate had been suggested. Mr. Strickland suggested that
30 it was not a great expense. Mr. Fawks asked if the City needed to look for money to
31 accommodate this. Mr. Hugman stated that money had been reserved for improvements at
32 Carroll Middle School in the past. Mr. Strickland stated that this could be addressed this
33 summer when the school looks at installing the gates. Mr. Fawks stated that he believed that
34 the City would be willing to help financially to retrofit the gymnasiums so they can be joint
35 use facilities. Mr. Glover agreed and stated that this was an area where priorities could be
36 reorganized to free resources for immediate funding. Mr. Hugman said that there is a yearly
37 amount dedicated to joint use facilities in the five year Parks Capital Improvement Program.
38 Mr. Strickland stated that he hoped there was adequate parking at CJHS to accommodate the
39 gymnasiums as joint use facilities. Mr. Fawks asked where the stadium is located. Mr.
40 Strickland said that the stadium is to the northwest of the building, and there is additional
41 parking available.
42
43 Mr. Fawks asked if at some point it was necessary to discuss freeing up some land on the
44 north side of current CISD property at Highland Road where the intersection will be aligned.
45 Mr. Strickland responded that on the far northeast corner where the proposed school road is
46 located CISD does have several acres of unutilized land, and that there are people who want
47 CISD to build a road away from the Ascot Drive Intersection. Mr. Fawks replied that he
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APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS
1 believed there is enough room once Highland is moved north to free up space away from the
2 Ascot Drive Intersection. Mr. Glover asked about the relocation plans for West Highland
3 Drive. Mr. Fawks answered that the Highland Drive Intersection at White Chapel will be
4 aligned. Mr. Fawks stated that city staff is also looking at the potential of a pedestrian signal
5 alongside a traffic signal at the Ascot Drive intersection. He said that one of the other
6 projects that city staff is looking at is the type of pedestrian signage to place at this
7 intersection.
8
9 Mr. Strickland asked if the committee could agree that the current gymnasiums could be
10 converted and utilized as joint use facilities beginning next fall. Mr. Glover responded that
11 the committeee agreed with the project.
12
13 Agenda Item No. 5, Future Joint Use Facilities, Projects, and Goals —
14
15 Mr. Strickland stated that in regards to the stadium and natatorium it was necessary to look at
16 several alternatives in the choice of materials. Mr. Strickland followed that the potential of
17 these facilities being joint use facilities may dictate material selections that can hold up to
18 extended use. Mr. Strickland added that CISD will begin searching for a staff expert to
19 manage the natatorium, and when this person is in place coordination with city staff needs to
20 occur to maximize the benefit for all parties. Mr. Fawks agreed that as this facility had been
21 advertised as a joint use facility, coordination must occur to make the facility work. Mr.
22 Hugman asked about the project timeline for the natatorium. Mr. Strickland replied that the
23 current timeline is twenty -four months and the project should begin soon. Mr. Strickland
24 said that the natatorium staff person hired would coordinate the project between the CISD
25 Athletic Department and city staff.
26
27 Mr. Glover stated that a discussion item at the Park Board meeting was the unsatisfactory
28 condition of the practice field behind Durham Elementary. Mr. Strickland asked about the
29 location of the field. Mr. Fawks described the location of the field to the committee. Mr.
30 Glover explained the field is very rocky and unsuitable for practices, and asked if CISD can
31 look at the condition of the field. Mr. Glover said the Park and Recreation Board needs to
32 continue to push for dedications of open space for practice fields, but will come back to the
33 committee with problems on the condition of current joint use fields. Mr. Strickland asked
34 Mr. Hugman if this could be an agenda item at the next meeting. Mr. Hugman stated that it
35 is necessary to discuss the field conditions with the maintenance crews to fix the problem, as
36 it is a joint use facility. Mr. Strickland asked if land was necessary to preserve land for a tree
37 farm. Mr. Hugman said that at this time it is not necessary, however it may be necessary to
38 discuss in the future.
39
40 Agenda Item No. 6, Adjournment — The meeting was adjourned by Chair Doug Strickland at
41 8:10 p.m.
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APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS
1
2
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5 Doug Strickland, Chair
6 Attest:
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11 Kevin Hug - Man, Director of C 6 munity Services
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