1999-08-12 * * UNOFFICIAL MINUTES * *
NOT APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS
1 CITY OF SOUTHLAKE
2 JUC -JOINT UTILIZATION COMMITTEE MEETING
3
4 August 12, 1999
5
6 MINUTES
7
8
9 Committee Members Present: Gary Fawks, Chair and City Council Representative; James
10 Glover, Parks and Recreation Board Representative; Patsy DuPre, City Council
11 Representative; Steve Harold, CISD Representative.
12
13 Committee Members Absent: Wendi Carlucci, City Council Appointed Citizen; Jerry
14 Lawrence, Vice Chair and CISD Representative.
15
16 Staff Members Present: Billy Campbell, City Manager; Steve Polasek, Deputy Director of
17 Community Services for the City of Southlake; Dr. Derek Citty, Director of Administrative
18 and Auxiliary Services for CISD; John Eaglen, Administrative Assistant.
19
20
21 Agenda Item No. 1, Call to Order - The meeting was called to order by Vice Chair Gary
22 Fawks at 7:04 p.m.
23
24 Agenda Item No. 2, Administrative Comments - Mr. Polasek indicated that a letter of
25 appreciation was sent to Mr. Buddy Luce for his dedication to the Committee. A copy was
26 included in the agenda packet. Mr. Polasek advised the Committee that it would be
27 appropriate to do the same for Mr. Doug Strickland, who is no longer serving on the
28 Committee. Mr. Fawks stated that it is very appropriate to do so, and asked staff to work on
29 this item.
30
31 Consider:
32
33 Agenda Item No. 3, Approval of minutes of the June 10, 1999 Meeting - Motion was made to
34 approve the minutes of the June 10, 1999 meeting.
35
36 Motion: Glover
37 Second: Dupre
38 Ayes: Fawks, Glover, DuPre, Harold
39 Nayes: None
40 Approved: 4 -0
41
42 Discuss:
43
44 Agenda Item No. 4, Election of Chair and Vice Chair - Mr. Fawks announced that since
45 former Chair Doug Strickland is no longer on the Committee it is necessary to fill the position.
46
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1 Mr. Harold asked if the Committee wanted to switch the terms of Chair and Vice Chair
2 between the City Council and School Board representatives annually. Mr. Polasek indicated
3 that this could be done; however, there are no requirements or restraints on who holds which
4 offices. Mr. Fawks stated that the primary purpose of the Chair and Vice Chair positions is to
5 run the meetings, and any member wishing to place an item on the agenda need only to notify
6 staff.
7
8 Mr. Harold asked if it is necessary to add a School Board Citizen Representative to improve
9 balance on the Committee. Mr. Polasek stated that this addition was discussed at the last
10 Committee meeting in June when the number of representatives were expanded, but the
11 Committee decided against the addition at this time. Mr. Polasek stated that the Committee
12 could now, or at any time, decide to add an additional representative.
13
14 Mr. Harold stated that as a specific issue impacts one entity more than another does, this
15 addition would increase public input on the Committee. Mr. Fawks detailed how the
16 representatives are chosen for the Committee, and that if the School Board wants to appoint
17 another member it can do so at any time. Mr. Glover stated that at the last meeting it was
18 discussed that with each addition to the Committee, it raises the quorum requirements to hold
19 meetings. Mr. Harold stated that he sees the role of the Committee expanding, and that
20 participation should not be a problem in the future. Mr. Fawks stated that the Committee could
21 become more inclusive if it is deemed necessary. There was no further discussion on this
22 issue.
23
24 A motion was made by Mr. Jim Glover to elect Gary Fawks as Chair.
25
26 Motion: Glover
27 Second: DuPre
28 Ayes: Fawks, Glover, DuPre, Harold
29 Nayes: None
30 4 -0
31
32 A motion was made by Ms. Patsy DuPre to elect Jerry Lawrence as Vice Chair.
33
34 Motion: DuPre
35 Second: Glover
36 Ayes: Fawks, Glover, DuPre, Harold
37 Nayes: None
38 4 -0
39
40 Agenda Item No. 5, Community Services Project Update - Southlake Tennis Center - Mr.
41 Polasek stated the purpose of this item is to inform the Committee on projects in the
42 Department of Community Services. Mr. Polasek indicated that many of these projects either
43 impact the Committee, have potential joint utilization applications, or are of interest within the
44 community as a whole. Mr. Polasek said that the focus this month is the Southlake Tennis
45 Center, located in the southeast corner of Bicentennial Park. Mr. Polasek reviewed with the
46 Committee the location of various project components contained within the Phase II
47 construction of Bicentennial Park.
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1
2 Mr. Fawks stated that when the project began, the Committee asked staff to review the needs
3 of the School District in tennis facilities so that they could be incorporated into the plans for the
4 Tennis Center. Mr. Polasek briefed the Committee on the plans and features of the Southlake
5 Tennis Center and other projects in Bicentennial Park Phase II. Mr. Polasek stated that the
6 goal for opening the tennis courts is at the end of August or first part of September, with the
7 basketball and in -line hockey courts opening shortly thereafter. Mr. Harold asked what the
8 surface of the in -line hockey court would be. Mr. Polasek replied it would be a concrete
9 surface. Mr. Glover added that future plans call for the hockey court to be covered and also
10 include coating the concrete with a waterproof surface.
11
12 Mr. Polasek stated that regarding the covering for the in -line hockey court there are two
13 conceptual design alternatives currently being developed and that they will be presented to the
14 Park Board in the coming months. Ms. DuPre asked if the tennis registrations have begun, and
15 Mr. Polasek confirmed that registrations have begun. Mr. Polasek stated that the tennis
16 professional, Mr. Joe Snailum would begin working next week. Mr. Harold asked how the
17 facility was financed, and Mr. Polasek confirmed the financing source for the project is the
18 Southlake Parks Development Corporation's half -cent sales tax. Mr. Harold asked if there is a
19 user fee to access the courts. Mr. Polasek stated that there is a user fee of $2.50 per one and
20 one -half hour of usage, and a minimum of three (3) courts are accessible for non - organized
21 play at all times. Mr. Harold asked if the current two (2) courts are still going to be open. Mr.
22 Polasek stated they will remain open to the public. Furthermore, they will be resurfaced and
23 the fencing repaired in order to bring them up to the standards of the Tennis Center courts. Mr.
24 Polasek stated that there will be fifteen (15) public courts at Bicentennial Park, and that this is a
25 very good number for a community the size of Southlake.
26
27 Mr. Fawks asked if the basketball courts are big enough to utilize them for temporary in -line
28 hockey courts. Mr. Glover stated that the courts are big enough to use for hockey, but there is
29 no plan to expand the bus yard at Carroll Intermediate School that would necessitate removing
30 the court at the school. Ms. DuPre asked if the younger kids would play on the court at
31 Bicentennial Park. Mr. Glover stated that the goal is to have every participant play at least one
32 (1) game at the Bicentennial Park facility, but the ten and under kids will play primarily at
33 Keller's in -line facility which has a smaller court.
34
35 Mr. Fawks asked if the Tennis Pro Shop has a meeting room. Mr. Polasek confirmed this, and
36 briefed the Committee on the other features of the Tennis Pro Shop. Ms. DuPre asked if there
37 would be concessions in the facility, and Mr. Polasek stated that there would be concessions
38 available at the Pro Shop.
39
40 Mr. Fawks stated that the Dallas Stars hockey club had approached the City about the
41 possibility of placing a Star Center in Southlake, and explained that the hockey team constructs
42 the facility on donated City land. Mr. Fawks stated that he has asked Economic Development
43 Director Greg Last to discuss as alternatives with the hockey club the southwest corner of
44 Bicentennial Park and land adjacent to the proposed football stadium on Kimball Avenue. Mr.
45 Fawks stated that not counting parking, the project requires a land dedication of approximately
46 one (1) acre. Mr. Harold clarified that with a land dedication, the hockey team constructs and
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1 runs the facility. Mr. Fawks confirmed this, and added that the purpose of this type of facility
2 is to promote the sport of hockey.
3
4 Ms. DuPre asked if the proposed Teen Center is the equivalent of a Recreation Center. Mr.
5 Polasek stated that the Teen Center is a separate facility from the Recreation Center. Mr.
6 Glover briefed the Committee on the Parks Board's recommendation to the Southlake Parks
7 Development Corporation (SPDC) of Brinkley Sargent Architects to design and produce
8 construction documents for the Teen Center. Ms. DuPre asked if approval has been granted to
9 construct the Teen Center, and Mr. Polasek stated that right now staff is seeking approval for
10 the architectural firm to design and produce construction documents for the facility. Ms.
11 DuPre stated that she has been asked many times about why the City is not building a
12 Community/Recreation Center at this time. Mr. Glover explained that the Teen Center is being
13 constructed to address the lack of recreational and school programming for teenagers
14 highlighted by a study conducted by the Joint Drug and Alcohol Committee. Mr. Fawks stated
15 that this facility would be flexible enough to hold functions for other segments of the
16 community.
17
18 Mr. Harold asked about the difference between the Teen Center and a Recreation Center. Mr.
19 Polasek stated that the Teen Center is an attempt to expand recreational programming to a
20 segment of the community where there is currently a shortfall. The Recreation Center concept
21 identifies multiple user groups and attempts to address as many recreational activities as
22 feasible within the design constraints. Mr. Polasek stated, however, that due to a shortage of
23 available facilities multiple functions would be emphasized during the design stages of the
24 Teen Center. Mr. Harold asked if the building can be expanded in the future, and Mr. Polasek
25 stated that future expansion would be a consideration in the design process. Mr. Glover said
26 that the proposed location of the Teen Center next to the in -line hockey court allows for
27 coordination in programming between the Teen Center and the Phase II projects.
28
29 Agenda Item No. 6, Joint City /CISD Focus Group Meetings - Ms. DuPre mentioned that this
30 item was discussed at the Joint City Council and School Board meeting on July 27, 1999. Ms.
31 DuPre stated that City Council Member Rex Potter and Mr. Harold have been working on
32 developing this idea. Mr. Fawks said that it is beneficial to have a working group comprised of
33 City Council and School Board members that can listen to neighborhood concerns when
34 development impacts an area. Mr. Harold mentioned as an example the concerns expressed to
35 the School Board by residents of Stone Lakes regarding the impact of the natatorium. Mr.
36 Fawks stated that this idea allows for public input early in the project, and avoids conflicts that
37 may later slow the progress. Ms. DuPre suggested that the Committee should host a public
38 meeting on projects impacting an area to address resident concerns.
39
40 Mr. Fawks stated that the benefit of having joint meetings allows the City Council members to
41 share their experiences in mitigating impacted residents with members of the School Board.
42 Ms. DuPre stated that there are an increasing number of joint projects between the City and the
43 School District which in turn enhances the importance of such joint meetings facilitated through
44 the Committee. Mr. Glover asked what is meant by the term "focus group," which has a
45 different context from what is being discussed. Mr. Polasek stated that it may not be necessary
46 to come up with a name for these meetings, as it would be considered another task of the
47 Committee.
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1
2 Ms. DuPre stated that this concept is important because one message received from the last
3 election was to increase cooperation between the City and the School District. Mr. Glover
4 stated that if resident concerns are addressed early in the planning stages, it helps facilitate
5 acceptance of the development. Mr. Harold clarified that the first meetings before the
6 Committee would come after the party presenting the project is comfortable with the plans.
7
8 Mr. Fawks stated that in the implementation of this idea, it would be beneficial to include
9 SPIN. Mr. Harold suggested that the Committee might need to be renamed. Mr. Fawks
10 explained that the original charge for the Committee is to explore opportunities for joint usage
11 of facilities. Mr. Polasek stated that while this directional change is beneficial, it is a discussion
12 item at this meeting because the Committee reserves the right to reject this charge. Mr.
13 Polasek stated that it is important for the body presenting projects to provide staff support for
14 running subsequent meetings. Dr. Citty agreed with this, and suggested that while everyone
15 needs to be included, the primary responsibility for support needs to derive from the
16 appropriate body.
17
18 Based on the discussions of the Committee, Mr. Polasek summarized a working plan for
19 project reviews whereby the party involved (ie. School District or City) would present the
20 project to the Committee. Presentation support from City or CISD staff would also be present
21 to address ancillary issues related to the main project. Mr. Polasek indicated that following the
22 project presentation, review and feedback from the Committee, if necessary, the project could
23 then be scheduled for a public meeting. The main party involved would schedule and present
24 the project at the public meeting with the other party available to assist and answer questions
25 relevant to their areas of responsibility.
26
27 In summary, the intent of the review process being to identify and address potential areas of
28 public concern in hopes of avoiding future issues. Furthermore, a secondary benefit of this
29 forum would be for City Council input to occur in the early stages of the project, thus helping
30 to facilitate the approval process.
31
32 Mr. Fawks stated that the City needs to bring forth projects that impact school property. Mr.
33 Polasek provided as an example Noble Oaks Park, where the City will need to conduct joint
34 planning with the School District so the park coincides with the planned school facility adjacent
35 to the park. Mr. Fawks said that in the planning process for Koalaty Park, having School
36 Board member input during the process alleviated concerns early on.
37
38 Mr. Glover said that it is important to communicate to the public that the purpose of these
39 meetings is to gather input on the planning process, and that the plans are not established. Mr.
40 Harold stated that while he is in agreement, it is important to establish that there are some
41 things that are not negotiable. Mr. Polasek reiterated that the purpose of the Committee should
42 be to identify public concerns and allow the appropriate party an opportunity to address as
43 many of them as feasible while the project is still in the planning stages.
44
45 Ms. DuPre asked if the School District staff could check on the availability of the Carroll High
46 School Auditorium to hold a future meeting on the natatorium. Dr. Citty stated that Mr. Harold
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1 will report to the School Board on the activities of the Committee, and if he feels it necessary to
2 hold such a meeting he will request the Board to instruct staff to arrange the site.
3
4 Mr. Polasek asked if it is necessary to schedule Total Project Management and City Staff to
5 attend a future meeting to discuss the natatorium. Dr. Citty stated that this is appropriate, and
6 that it may be possible to address resident concerns regarding this facility without holding a
7 public meeting. Mr. Fawks said that there might be some experience from past projects that
8 can be shared to address the issues regarding the natatorium. Mr. Harold suggested that while
9 the concerns may be addressed in the Committee meeting, it is necessary to publicize the plans
10 in a public forum to gather input. Ms. DuPre agreed, and stated that a public meeting provides
11 information about the programming planned for the facility. Mr. Fawks stated that while
12 programming has been discussed in Committee meetings, final plans are far from complete.
13 Mr. Glover stated that the topic of neutral usage was discussed at the last meeting, and final
14 programming for the facility cannot really begin until this issue is resolved. Mr. Polasek
15 expanded on this by providing that when the programming plans are established, the City will
16 evaluate alternatives to provide financial support based upon City usage. Dr. Citty stated that
17 there would be a lot of overlapping usage between the City and the School District, and that
18 these two entities will have priority in scheduling.
19
20 Ms. DuPre asked if having a member of the Planning and Zoning Commission attend the
21 Committee meetings to address concerns about the project would be beneficial. Mr. Polasek
22 suggested that the concerns could be effectively addressed through the Committee and staff
23 initially. Mr. Fawks mentioned that something similar to "fast- track" could be implemented to
24 address projects on a timeline. Ms. DuPre mentioned that this concept is exciting, as it fosters
25 cooperation between the entities.
26
27 Mr. Harold asked if the City Council members provide a report on the Committee to the City
28 Council. Ms. DuPre stated that she would be happy to report on the activities of the
29 Committee to the City Council. Ms. DuPre suggested that it is beneficial to provide copies of
30 the Committee minutes to all members of the City Council and the School Board. Mr. Harold
31 stated he was concerned that the City Council was not briefed on the Tax Increment Financing
32 (TIF) project prior to the Joint Meeting in July. Ms. DuPre suggested that things have changed
33 since that time, and there will be opportunities to get updated on different projects. Mr.
34 Polasek stated that staff would continue to provide Joint Utilization Committee minutes to the
35 City Council in their packets. Mr. Polasek stated that at the September meeting he will provide
36 a recap of the process discussed tonight.
37
38 Ms. DuPre suggested that by the October meeting, it might be possible to have a timeline for
39 the natatorium and the stadium. Mr. Polasek stated that he would work with Dr. Citty to
40 arrange for these projects to be on the appropriate agenda for review with applicable staff. Mr.
41 Fawks stated the appropriate first step for this process is to add a standing agenda items titled
42 "CISD /City Projects" for monthly review. Mr. Polasek stated that this standing agenda item
43 would be placed on the next meeting agenda. Mr. Fawks asked the Committee members to
44 brainstorm on possible name changes for the Committee should everyone concur that the name
45 of the Committee should reflect this change in direction.
46
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1 Agenda Item No. 7, Future Joint Use Facilities, Projects, and Goals - Mr. Fawks explained
2 that this is a standing item to brainstorm and discuss potential joint utilization opportunities.
3 There were no other topics regarding this item.
4
5 Agenda Item No. 9, Adjournment - Chair Gary Fawks adjourned the meeting at 0 p.m.
6
7
8
9
10 Nrer F. -' , Chair
11 Attest:
113 2 ���
14 Steve P asek, Deputy Director of Community Services
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