1999-06-10 * * OFFICIAL MINUTES * *
APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS
1 CITY OF SOUTHLAKE
2 JUC -JOINT UTILIZATION COMMITTEE MEETING
3
4 June 10, 1999
5
6 MINUTES
7
8
9 Committee Members Present: Doug Strickland, Chair and CISD Board Representative;
10 James Glover, Parks and Recreation Board Representative; Wendi Carlucci, City Council
11 Appointed Citizen.
12
13 Committee Members Absent: Gary Fawks, Vice Chair and City Council Representative.
14
15 Staff Members Present: Steve Polasek, Deputy Director of Community Services for the City
16 of Southlake, Dr. Derek Citty, Director of Administrative and Auxiliary Services for CISD.
17
18
19 Agenda Item No. 1, Call to Order — The meeting was called to order by Doug Strickland at
20 7:07 p.m.
21
22 Agenda Item No. 2, Administrative Comments — There were no comments regarding this item.
23
24 Consider:
25
26 Agenda Item No. 3, Approval of minutes of the May 13, 1999 Meeting — Motion was made to
27 approve the minutes of the May 13, 1999 meeting.
28
29 Motion: Glover
30 Second: Carlucci
31 Ayes: Strickland, Glover, Carlucci
32 Nayes: None
33 Approved: 3 -0
34
35 Discuss:
36
37 Agenda Item No. 4, Joint Use of Proposed Stadium and Natatorium — Mr. Strickland stated
38 that it is a good time to start discussing how the City will finance their use of the natatorium.
39 Mr. Polasek replied that the City staff will begin investigating the details regarding facility
40 usage and associated costs with the CISD staff, and asked who the appropriate contact person
41 would be. Mr. Strickland indicated that CISD Athletic Director Bob Ledbetter would be the
42 initial CISD staff contact person. Mr. Strickland mentioned that it is necessary to begin
43 estimating the facility schedule due to the desire of other school districts to utilize the
44 natatorium. Mr. Glover mentioned that this type of usage is neutral, and stated that it is
45 necessary to establish now that this type of usage will not impact the proportionality between
46 City funding and usage.
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* * OFFICIAL MINUTES * *
APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS
1
2 Ms. Carlucci asked about funding for the Durham Elementary gymnasium. Mr. Strickland
3 answered that the City and CISD only share maintenance responsibilities for the facility. Ms.
4 Carlucci stated that this process should help avoid a similar situation with the natatorium. Mr.
5 Strickland suggested the possibility of a scale arrangement in the agreement that provides
6 flexibility for all parties as the usage of the facility escalates. Mr. Strickland said that he would
7 ask the school board to direct a staff contact to begin working on a proposed schedule of the
8 desired CISD programming in the first year. Mr. Polasek stated that City staff will review and
9 elaborate upon the existing proposed schedule for the facility.
10
11 Agenda Item No. 5, Community Services Project Update - Senior Tree Farms - Mr. Polasek
12 stated that right now there are two (2) phases to this project and that a third phase is in the
13 planning stages as an extension to Senior Tree Farm #2. Mr. Polasek briefed the Committee
14 on the program results. Mr. Polasek said that the City will expand this project annually and
15 suggested that the potential exists to expand the scope of the tree farms within the context of a
16 Joint Utilization project.
17
18 Mr. Strickland inquired about the use of the trees. Mr. Polasek replied that the trees will be
19 placed in City parks, public open spaces, and along right -of -ways for beautification purposes.
20 Mr. Glover stated that while the project is referred to as a senior citizens project, a beneficial
21 spillover is the amount of youth volunteer hours utilized.
22
23 Ms. Carlucci stated that Mr. Dick Johnston is in need of three (3) acres to continue future
24 phases, and inquired about the possibility of CISD donating land and volunteer hours towards
25 the project. Mr. Strickland asked about the timetable of a land commitment towards the
26 project. Ms. Carlucci replied that a five (5) year commitment is necessary. Mr. Strickland
27 stated that he has discussed the possibility of using property on the north side of town for the
28 project, but that a hypothesized maximum timeframe for usage of this area would be three (3)
29 years. Ms. Carlucci inquired about the possibility of using land around Durham Elementary,
30 and Mr. Strickland stated it is a possibility. Mr. Polasek said he would review the land needs
31 for the project with Mr. Johnston. Mr. Glover asked that the staff provide the Committee with
32 a timetable of the land needs for the project at the next meeting.
33
34 Agenda Item No. 6, Revisions to the Procedures of the Joint Utilization Committee, Article I,
35 General Powers, Section 1.03, 1.03 (2), and 2.04 - Mr. Strickland stated that this item reflects
36 the desire of the City Council to appoint two (2) City Council representatives to the Committee.
37 Mr. Strickland stated he did not object to the request, but mentioned the possibility of adding
38 another school board representative also. The increased number of voting members would
39 make it easier to conduct business on a regular basis. Mr. Polasek stated that increased
40 communication and effectiveness of the Committee is the goal of the request.
41
42 Ms. Carlucci suggested that the new appointment is a good idea, but that another school board
43 appointment should be included also. Mr. Glover outlined the current allotment of
44 appointments by the City and CISD. Mr. Glover asked Mr. Strickland if CISD wanted the
45 ability to appoint a Citizen Representative. Ms. Carlucci expressed concern that the Citizen
46 appointees would have a bias towards one entity. Mr. Polasek reiterated that the
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APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS
1 recommendations by the Committee are not binding and both entities have the right to review
2 and formally approve joint utilization projects through their boards and council. Mr. Strickland
3 stated that he did not have a problem with the revisions as presented.
4
5 Motion was made to accept the revisions as drawn.
6
7 Motion: Glover
8 Second: Carlucci
9 Ayes: Strickland, Glover, Carlucci
10 Nayes: None
11 Approved: 3 -0
12
13 Agenda Item No. 7, Cancellation of July Meeting - Mr. Strickland stated that as there are no
14 issues before the Committee that are pressing, and asked if any members had a problem with
15 canceling the July meeting. There was no dissent with this idea.
16
17 Motion was made to cancel the July meeting.
18
19 Motion: Carlucci
20 Second: Glover
21 Ayes: Strickland, Glover, Carlucci
22 Nayes: None
23 Approved: 3 -0
24
25 Agenda Item No. 8, Future Joint Use Facilities, Projects, and Goals - Ms. Carlucci stated that
26 in future discussions regarding joint utilization it is important to look at the proportionality of
27 facility usage between the City and CISD.
28
29 Ms. Carlucci requested that staff write a letter of appreciation to Mr. Buddy Luce for his
30 efforts in working with the Committee. Mr. Polasek stated he would copy the letter to all
31 members of the Committee.
32
33 Agenda Item No. 8, Adjournment - The meeting was adjourned by Doug Strickland at 7:50
34 p.m.
35
36 .
37
38 ` - _ _ . Chair
39 Attest: 6a� . o4S
40
41 / :� _ilr.'/ . ' ! .
42 teve ' asek, Deputy Director of Community Services
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