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1999-10-14 * *OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 CITY OF SOUTHLAKE 2 JUC -JOINT UTILIZATION COMMITTEE MEETING 3 4 October 14, 1999 5 6 MINUTES 7 8 9 Committee Members Present: Gary Fawks, Chair and City Council Representative; Jerry 10 Lawrence, Vice Chair and CISD Representative; Wendi Carlucci, City Council Appointed 11 Citizen; Patsy DuPre, City Council Representative; Steve Harold, CISD Representative. 12 13 Committee Members Absent: James Glover, Parks and Recreation Board Representative. 14 15 Staff Members Present: Steve Polasek, Deputy Director of Community Services for the City 16 of Southlake; Steve Johnson, Assistant Superintendent for the Carroll Independent School 17 District; Shawn Poe, Senior Civil Engineer, City of Southlake; Brent Kline, Total Project 18 Management (CISD Capital Project Management Consultant); John Eaglen, Administrative 19 Assistant. 20 21 22 Agenda Item No. 1, Call to Order — The meeting was called to order by Chair Gary Fawks at 23 7:06 p.m. 24 25 Agenda Item No. 2, Administrative Comments — Mr. Polasek mentioned that he was aware 26 that the packets for the CISD representatives were delivered to the CISD Administration 27 Building, and that prior to future Committee meetings all packets would be delivered to the 28 Committee members residences. 29 30 Mr. Fawks asked that Vice Chair Jerry Lawrence also be provided a copy of the draft agenda 31 prior to the meeting for review in addition to himself. Mr. Lawrence asked if the agenda 32 could be sent via e -mail, and Mr. Polasek confirmed that it could. Mr. Harold asked if the 33 draft agenda could be forwarded to him via e -mail prior to the meeting, and Mr. Polasek 34 confirmed that staff would comply with the requests. Mr. Polasek confirmed the e -mail 35 addresses for Mr. Lawrence and Mr. Harold. 36 37 Consider: 38 39 Agenda Item No. 3, Approval of minutes of the August 12, 1999 Meeting — Motion was 40 made to approve the minutes of the August 12, 1999 meeting. 41 42 Motion: Lawrence 43 Second: Carlucci 44 Ayes: Fawks, Lawrence, Carlucci, DuPre, Harold 45 Nayes: None 46 Approved: 5 -0 47 Joint Utilization Committee Meeting, October 14, 1999. Page 1 of 12 IISLKSV20011LocallParks & RecreationlCOMITEESIJUCIMINUTES199 minutes110- 14- 99.doc * *OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 2 Agenda Item No. 4, Revisions to the Procedures of the Joint Utilization Committee, Article I, 3 General Powers, Section 1.03 and 1.03(b) - Mr. Polasek stated that this item was placed on 4 the agenda due to the discussion at the August 12, 1999 meeting, regarding the possibility of 5 the addition of another Committee member appointed by CISD. Mr. Polasek explained that 6 increasing the membership from it's current six (6) member structure to seven (7) members 7 does not alter the quorum requirement of four (4) members. Mr. Lawrence mentioned that 8 the CISD already had a candidate in mind for appointment should this item be approved. Mr. 9 Lawrence stated that CISD plans to appoint Mr. John Rollins to the Committee. Mr. 10 Lawrence said that Mr. Rollins would have been in attendance at the meeting if it were not 11 for a prior conflict. 12 13 Motion was made to approve the revisions to the Procedures of the Joint Utilization 14 Committee as proposed. 15 16 Motion: DuPre 17 Second: Harold 18 Ayes: Fawks, Lawrence, Carlucci, DuPre, Harold 19 Nayes: None 20 Approved: 5 -0 21 22 Discuss: 23 24 Agenda Item No. 5, Recap of Joint City /CISD Project Review Process - Mr. Polasek stated 25 that this item is on the agenda for the Committee members to review the process for project 26 review discussed at the August 12, 1999 meeting. Mr. Polasek briefed the Committee on the 27 summarized process for City and CISD Project Review. Mr. Johnson mentioned that with 28 several upcoming CISD capital projects, it would be important to coordinate interaction 29 between CISD and the City's Development Review Committee (DRC) to facilitate CISD 30 compliance with the construction process. The Committee concurred with the summary of 31 the project review process. 32 33 Agenda Item No. 6, Community Services Project Update - Mr. Polasek stated that in 34 anticipation of the length of the CISD project report, there would be no Community Services 35 Project Update this month. Mr. Polasek stated that due to the increasing number of members 36 and staff representatives attending meetings, he would research the availability of the 37 Community Center at Bicentennial Park to hold meetings. 38 39 Mr. Lawrence asked if the Committee would consider having meetings at alternate locations 40 between the City and CISD. Mr. Johnson suggested that the CISD annex off of Kimball 41 Avenue could be available to host committee meetings every other month. Mr. Poe asked if 42 there was a requirement to hold meetings within the Southlake city limits, as the CISD annex 43 lies within the borders of Grapevine. Ms. Carlucci suggested that hosting meetings at 44 different locations would be confusing and may impact the quorum requirements. Mr. 45 Polasek stated that the City can continue to host the monthly committee meetings, and would 46 check on the availability of the Community Center at Bicentennial Park. 47 Joint Utilization Committee Meeting, October 14, 1999. Page 2 of 12 IISLKSV20011LocallParks & Recreation \COMITEESIJUCIMINUTESI99 minutesl10- 14- 99.doc * *OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 Mr. Lawrence asked if it would be easier on staff to begin committee meetings at six o'clock 2 versus the regular seven o'clock time. Mr. Harold suggested that six o'clock would be the 3 earliest that he could arrive, but he did not have a problem starting at that time. The 4 committee decided to change the beginning time for future meetings to six o'clock. 5 6 Agenda Item No. 7, City Project Update - Mr. Polasek introduced Senior Civil Engineer 7 Shawn Poe, who provided an update on the impact of State Highway 114 (S.H. 114) 8 construction at the intersection of S.H. 114 and Dove Road. Mr. Lawrence asked if the City 9 staff have been in contact with Mr. Jackie Mayfield of CISD Transportation. Mr. Poe 10 confirmed that City has been in contact with Mr. Mayfield to keep him informed of the 11 projects and their impact on transportation. 12 13 Mr. Lawrence asked about the impact at intersections during peak traffic periods, citing 14 Peytonville and F.M 1709 as an example where school transportation has already been 15 impacted. Mr. Poe stated that the peak timings on the lights have started too early, allowing 16 more access to traffic on F.M. 1709 and restricting access to school traffic on Peytonville. 17 Mr. Poe stated that the City has submitted a request to the Texas Department of 18 Transportation (TxDOT) to push back the traffic light peak timing that will allow greater 19 school traffic access onto F.M. 1709. Ms. DuPre asked about the response timeline from the 20 state, and Mr. Poe replied that the state generally provides a prompt response. Mr. Poe stated 21 that with the closed loop lighting system already in place, once the state responds with 22 changes it would be easy to update the traffic light timings. 23 24 Mr. Fawks replied that there will be a permissive left turn at all lights along F.M. 1709. Mr. 25 Harold asked if the traffic light will be removed at the intersection of F.M.1709 and 26 Peytonville. Mr. Fawks stated that the impact of traffic is along F.M. 1709, as drivers cannot 27 turn left. Mr. Fawks followed that the changes in light timings will allow a left turn on a 28 green light, but right now most intersection lighting is off -timed anyway. Mr. Poe stated that 29 the intersection of Peytonville and F.M. 1709 is the one intersection that allows a permissive 30 left turn onto Peytonville. 31 32 Ms. DuPre asked if the school district has discussed limiting driving privileges to only upper - 33 class students. Mr. Johnson replied that this issue has been discussed internally. Mr. 34 Lawrence stated that this discussion arose from the lack of parking spaces at Carroll High 35 School, and this problem will increase in the second half of this school year. Mr. Harold 36 stated that there are additional parking spaces in the front of the school. Mr. Johnson 37 mentioned that he has visited Carroll High School at peak times and there is available 38 parking. Ms. DuPre stated that with the current traffic situation, the School District may 39 wish to consider limiting driving privileges for a period of time to help mitigate traffic. Ms. 40 Carlucci responded that there would be a lot of parental complaints over the implementation 41 of such a policy. 42 43 Agenda Item No. 8, CISD Project Update - Mr. Fawks introduced Mr. Brent Kline of Total 44 Project Management (TPM) to provide an update of Carroll I.S.D. projects to the Committee. 45 Mr. Johnson stated that it would be beneficial to brief the Committee on the scope and 46 timelines for all of the Carroll I.S.D. Capital Projects, and then provide an in -depth report on 47 the proposed intermediate middle school on Kimball Avenue. Joint Utilization Committee Meeting, October 14, 1999. Page 3 of 12 IISLKSV20011LocallParks & Recreation \COMITEESIJUCIMINUTESI99 minutes110- 14- 99.doc * *OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 2 Mr. Kline briefed the Committee on the scope and timelines of the Carroll LS.D. Capital 3 Projects approved in the 1999 bond election. 4 5 Ms. DuPre asked if the School District applies for permits on earthwork. Mr. Kline 6 confirmed that the School District applies for permits in this area as required, and will need 7 to discuss the necessary first steps to project construction on the upcoming projects with City 8 staff. Ms. DuPre mentioned that Mr. Kline might discuss the process with Interim Planning 9 Director Karen Gandy and Public Safety Administrative Operations Coordinator Malcolm 10 Jackson. Mr. Kline mentioned that School District staff has met with City Staff in the past 11 and that they will continue to coordinate with them so that necessary process requirements 12 are not excluded. Ms. DuPre mentioned circulating project information to City Staff for 13 feedback on who to include in the process. 14 15 Mr. Fawks mentioned that the necessary players meet in the Development Review 16 Committee (DRC), and asked if the School District staff can utilize this review process. Mr. 17 Kline stated that the original intention of School District staff was to hold monthly progress 18 meetings with necessary City Staff, and that a review meeting needs to occur at this time. 19 Mr. Johnson asked if CISD projects could be placed as an item on the DRC meeting agendas. 20 Mr. Poe replied that DRC reviews projects that have been submitted into the approval 21 process. Ms. DuPre suggested a separate meeting to discuss specific, upcoming CISD 22 projects. Mr. Polasek suggested that Mr. Kline consult Director of Public Works Ron 23 Harper, and that he could provide CISD representatives with necessary contacts to assist in 24 the approval and construction process. Mr. Lawrence asked if this would help reduce 25 duplication, and Mr. Polasek confirmed that speaking with Mr. Harper would. 26 27 Mr. Kline outlined the Carroll Middle School project. Mr. Kline stated that the guaranteed 28 maximum price (GPM) was approved by the School Board last night, and contracts are being 29 drafted. Mr. Kline stated that the landscaping and sidewalk design is planned to occur 30 outside of the scope of the general contractor. Mr. Johnson stated that construction on the 31 project is scheduled to begin in mid October. Ms. Carlucci asked if having a different 32 landscaping and sidewalk consultant design this portion of the project increases sensitivity to 33 removing trees and natural foliage. Mr. Kline explained that this process simply has another 34 consultant performing the design service for the landscaping and sidewalk portions. Ms. 35 DuPre asked if this item impacts the City approval process. Mr. Kline stated that it does only 36 in the context that when the School District applies for a permit, plans on this portion of the 37 project are forthcoming, and thus it requires a letter of assurance for compliance with 38 regulations and an implementation timeline. 39 40 Ms. DuPre asked if CISD understands that City Staff does not have the authority to grant 41 variances, that approval for variances must come through the City Council. Mr. Polasek 42 stated that as an example from Parks and Recreation (re: Trail System Master Plan issues), 43 Parks Planning and Construction Superintendent Ben Henry submits a letter that City Staff 44 has reviewed the proposed alternative and indication is made as to whether or not it meets 45 the necessary requirements. Mr. Polasek said that this information is then utilized by the 46 Planning and Zoning Commission and the City Council in their decision making process. 47 Joint Utilization Committee Meeting, October 14, 1999. Page 4 of 12 IISLKSV20011LocallParks & Recreation \COMITEESIJUCIMINUTES199 minutes110- 14- 99.doc * *OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 2 Mr. Lawrence stated that there have been discussions regarding seeking a variance for the 3 sidewalk requirements on the south sidewalk across from the driveway, and asked if CISD 4 could request a variance directly from the City Council. Mr. Fawks replied that CISD must 5 provide a revised site plan. Mr. Kline asked if CISD had the option to wait until deciding to 6 renovate the existing Dragon Stadium to request a variance. Ms. DuPre replied that the 7 option was valid for the east -side of the facility. Ms. DuPre mentioned that when Eckerd's 8 came forward with a variance request regarding changing a canopy, that they had to go 9 through the Planning and Zoning Commission with a revised Site Plan. 10 11 Mr. Harold asked why variances are not requested all at one time. Mr. Kline stated that they 12 try to think about issues during the course of the project and integrate requests. Mr. Harold 13 asked in the Middle School example, why was there not a request for a variance to all of the 14 sidewalk requirements for the project. Ms. DuPre replied that there may have been a general 15 request, but that the City Council did not grant the variance. Mr. Fawks stated that to his 16 recollection, the request for the project was not to include any sidewalks, and that the City 17 Council was not comfortable with that alternative. Mr. Fawks said that when the Site Plan 18 was approved it required that the project meet City requirements for sidewalks on certain 19 sections, but provided relief from the requirements in other sections. Mr. Fawks stated that if 20 this project's review process had gone through this Committee, maybe the issues could have 21 been ironed out prior to Site Plan approval. Mr. Harold confirmed that he understood the 22 issues involved concerning his question. 23 24 Mr. Kline briefed the Committee on the high school activity building, softball field, and 25 track. Mr. Kline stated that the landscaping construction will constitute tree mitigation, as 26 landscaping was broken into five (5) phases. Mr. Kline stated that last summer phases two 27 (2) and three (3) were completed. Mr. Kline stated that there was no buffer -yard requirement 28 on Peytonville, and that exterior trees would be relocated to the interior. Mr. Kline said that 29 he will need to review the approved requirements with Landscape Administrator Keith 30 Martin. Ms. DuPre mentioned that if changes were written down and documented during 31 approval of the Site Plan, there should not be problems. Mr. Harold asked if when something 32 is written down, is it in the format of a formal agreement capturing the intent of all parties. 33 Ms. DuPre explained that in the motion waivers to City requirements are stated and kept on 34 record, and that staff will review what was approved and work in that context. Mr. Kline 35 mentioned that there is a formal developer's agreement prior to construction. Mr. Harold 36 asked who signs these agreements, and Ms. DuPre stated that it is signed by the City and the 37 developer of a particular project (in this case CISD would qualify as the developer). 38 39 Ms. Carlucci asked about the softball field project. Mr. Kline reviewed aspects of the 40 project. Ms. Carlucci asked if the project is on schedule, and Mr. Kline confirmed that at this 41 time the project is on schedule. Mr. Lawrence stated that one item that will be brought 42 forward soon is a rendering of the activity building. Mr. Kline confirmed that one 43 requirement in the process is a rendering with elements such as elevations for a proposed 44 facility. Mr. Kline stated that in this case the height of the brick on the outside of the 45 building is different, and the purpose of a rendering is to compare what was approved and 46 what is proposed, therefore allowing City staff to measure compliance. 47 Joint Utilization Committee Meeting, October 14, 1999. Page 5 of 12 IISLKSV20011LocallParks & Recreation \COMITEESIJUCIMINUTES199 minutesl10- 14- 99.doc * *OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 Mr. Harold asked if this change was due to the use of the ten foot (10') versus the sixteen 2 foot (16') brick. Mr. Kline stated the purpose of this is mainly aesthetic, in that the sixteen 3 foot (16') brick makes the building look top - heavy. Mr. Lawrence added that this also helps 4 accommodate the aesthetics of fans placed on top of the building. Mr. Fawks stated that 5 CISD must always be cognizant of the fact that City Staff does not have the approval to grant 6 variances from what the City Council approves, and that this is done to protect both the 7 Council and Staff. 8 9 Mr. Polasek asked for clarification on the softball field, and that it was his understanding that 10 CISD had constructed a field last year. Mr. Johnson replied that there is a field at the Junior 11 High School constructed this spring, and that this was an additional field planned for Carroll 12 High School. Mr. Polasek asked if the field at the Junior High School was being planned for 13 use by the High School this season. Mr. Johnson referred Mr. Polasek to Athletic Director 14 Bob Ledbetter for the planned field scheduling this year. 15 16 Ms. DuPre asked if there is a softball league sponsored through the City, and Mr. Polasek 17 stated that the Southlake Girls Softball Association currently shares the three (3) fields at 18 Bicentennial Park with the High School. Ms. Carlucci asked about the timeline for the field. 19 Mr. Kline responded that the track and the field should be in by the end of February, but due 20 to field establishment the field would not be ready for play until the following season. 21 22 Ms. DuPre asked about the Traffic Management Bond (TMB) program impact on 23 Peytonville. Mr. Poe stated that the road will be expanded to it's ultimate width from F.M. 24 1709 to the last entrance in the Carroll High School parking lot, where it will back down into 25 two (2) lanes from a five (5) lane width at the intersection. Mr. Lawrence asked about the 26 timing, and Mr. Poe stated that the goal is to have this project done by the beginning of 2000- 27 2001 school year. 28 29 Mr. Polasek asked if practice for girls softball is scheduled to occur at Bicentennial Park. 30 Mr. Johnson replied that the team anticipates practicing and playing on the same field at the 31 high school. 32 33 Mr. Kline updated the group on the Johnson Elementary project, which is a four (4) 34 classroom addition with a breezeway connecting them. 35 36 Mr. Fawks stated that the reason they have pressed the issue of sidewalks with developers is 37 the City wanted to get sidewalks to the schools built, that if you get sidewalks to the school 38 and then they stop it does not complete the effort. Mr. Lawrence stated that the school isn't 39 disputing the City Council's logic in regards to new schools, but that it is problematic in the 40 cases of the older schools, where development has ceased and developers cannot be 41 compelled to install sidewalks. Mr. Lawrence cited Carroll Middle School as a primary 42 example. Mr. Polasek stated that they would be reviewing and updating the Trails Master 43 Plan this year. 44 45 Mr. Kline updated the committee on Durham Elementary/Intermediate school addition of the 46 gymnasium and expansion of the serving line. One item of concern to the School Board is 47 that there is a temporary Certificate of Occupancy (CO) on the building. Mr. Kline Joint Utilization Committee Meeting, October 14, 1999. Page 6 of 12 IISLKSV20011LocallParks & Recreation \COMITEESIJUCIMINUTES199 minutesl10- 14- 99.doc * *OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 mentioned that once the landscape is completed, a permanent Certificate of Occupancy (CO) 2 is possible. 3 4 Ms. DuPre said that SPDC is committed to making a loop sidewalk. Mr. Polasek said that it 5 would basically go from FM 1709 past Bicentennial Park to Highland, down Highland, and 6 then back down Shady Oaks forming a loop around Bicentennial Park, Carroll Junior High, 7 and Durham. This is part of the Trails Master Plan and the timeline for this project is to be 8 determined by SPDC later in the month. Mr. Polasek mentioned that funding is currently 9 allocated in the FY 2000 Parks Capital Improvement Budget, and pending SPDC approval 10 the project could be completed within the next two (2) to three (3) years. Mr. Polasek 11 described that the trail would be a six -foot (6') off -road trail. Mr. Polasek stated that there is 12 close to six million dollars ($6,000,000) tentatively programmed for trail development over 13 the next few years. 14 15 Mr. Fawks asked where the gymnasium would be placed and, asked about whether anything 16 could be done in the design of the new gym in order to accommodate indoor soccer. Ms. 17 Carlucci stated that she would like to insure that the proposed new gym would be big enough 18 to hold a basketball game. Mr. Kline stated it was an elementary sized gym. Ms. Carlucci 19 mentioned that she had reservations about using it for joint utilization with Parks and 20 Recreation. Mr. Fawks stated that this gym could be used for youth basketball. Mr. Polasek 21 stated that the greater concern of the City is that access to the current gymnasium will not be 22 impeded due to construction of the additional gym. Mr. Kline stated that access to the 23 current gym should not be restricted due to construction on this project. 24 25 Mr. Harold asked about whether or not the issues have been resolved with the Durham gym 26 and the money that the City was going to pay to the School District. 27 28 Mr. Fawks said that the last he heard on this issue was that the City presented the School 29 Board with payment options at a joint meeting. Mr. Fawks stated that the School District 30 responded that payment could occur in the future. Mr. Johnson mentioned that alternatives 31 for payment were discussed at the meeting, such as paying things off over time. Mr. Fawks 32 stated that there was never a formal agreement on this issue. Mr. Harold suggested that in 33 the future communication between the entities needs to occur, and not allow issues to fester 34 on one side or the other. 35 36 Mr. Lawrence mentioned the funding shortfall regarding the natatorium, and that this may be 37 an area where joint use is a viable option. Mr. Fawks stated that this committee has passed a 38 resolution supporting the natatorium and he understands that SPDC would support the 39 natatorium project as funds became available. Mr. Polasek mentioned that nothing official 40 had been developed, but one funding alternative discussed informally has been a lease 41 arrangement allowing for the City to receive usage proportional to the funding provided. Ms. 42 DuPre stated that her understanding was that there was the intent for the community to use 43 the facility more than other school districts. Mr. Johnson corraborated this, stating that the 44 bond package sold to the public was that the natatorium will be utilized as a joint use facility. 45 46 Ms. DuPre requested that this issue to be put on the agenda of the next meeting in order for 47 everyone to get all the information on the project. Mr. Fawks stated that it was vital to Joint Utilization Committee Meeting, October 14, 1999. Page 7 of 12 IISLKSV20011LocallParks & Recreation \COMITEESIJUCIMINUTESI99 minutes110- 14- 99.doc * *OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 involve the Parks Board and the Community Services staff in the design process rather than 2 coming to them with a finished design and then asking for help with funding. Mr. Harold 3 suggested that in the future any project that could be utilized as a joint use facility be brought 4 forward to the Committee. 5 6 Mr. Lawrence inquired about the availability of funding for the natatorium for Fiscal Year 7 2001. Mr. Polasek that currently there is no funding allocated for a natatorium in this period, 8 however SPDC is considering revisions to the Parks Five (5) Year Capital Improvement 9 Program (CIP) later this month. Mr. Polasek stated that SPDC could decide to shift project 10 priorities in considering the plan. 11 12 Mr. Harold suggested that the City should inquire about the possibility of the stadium being 13 joint use, as renderings are available for this project. Mr. Polasek stated that City are 14 reviewing the potential programming for the facility. Mr. Johnson stated that at the joint 15 meeting, the City did express that there may be some potential options for joint use of the 16 stadium. 17 18 Mr. Kline updated the committee on stadium transportation, and mentioned that plans call 19 for presentation to the City Council sometime in January. Mr. Fawks stated that it is very 20 important to have public input from residents regarding the project, and suggested having 21 meetings with the neighbors. Mr. Fawks cautioned Mr. Kline to allocate time in the project 22 schedule for having meetings with the citizens. 23 24 Mr. Kline said they had received a letter from the neighbors, and that the School District sent 25 them a letter addressing their concerns. Mr. Kline stated that they would go back and look at 26 the project schedules and review the possibility of having special meetings, and analyzing the 27 potential to combine projects in response to scheduling meetings around the holiday season. 28 29 Mr. Kline updated the committee on the Carroll Elementary kitchen expansion, which will 30 impact the existing facility with a sprinkler system that has to be integrated into the facility. 31 32 Mr. Kline updated the committee the Intermediate Middle School at Kimball. Mr. Kline 33 mentioned one issue with this project is road construction, and plans have centered around 34 reducing tree removal. Mr. Kline stated that road expansion will occur on the west side of 35 Kimball. Mr. Fawks asked how this impacts Kimball as a whole. Mr. Poe responded that 36 the City will have to narrow back down to a two (2) lane road, and that the Thoroughfare 37 Plan calls for a four (4) lane divided roadway. Mr. Fawks asked if the proposed layoff will 38 run into a four (4) lane stretch and jam back into a two (2) lane road when the school's right - 39 of -way runs out. Mr. Poe stated that the road will taper off into two (2) lanes. Mr. Poe stated 40 that the transition will be specified in the design phase, and that one (1) lane of the road will 41 be in the existing right -of -way. Mr. Poe said that right -of -way will have to be obtained all 42 along Kimball Avenue, and mentioned that there are funds available to design the Kimball 43 project in Fiscal Year 2000. Mr. Harold asked if the road was going to be divided, and Mr. 44 Poe replied that it would be. Ms. DuPre asked how many property owners along Kimball 45 will the City have to obtain right -of -way from. Mr. Poe responded that the project will 46 impact several property owners along Kimball, but several property owners have dedicated 47 right -of -way for the project. Joint Utilization Committee Meeting, October 14, 1999. Page 8 of 12 IISLKSV20011LocallParks & Recreation \COMITEESIJUCIMINUTES199 minutes110- 14- 99.doc * *OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 2 Mr. Fawks stated that his concern is that the right -of -way designated for the expansion of 3 Kimball required by the Thoroughfare Master Plan may not be sufficient, and that 4 additional right -of -way must be obtained. Mr. Kline asked if the City prefers having the road 5 aligned and centered, as it is currently. Mr. Fawks replied that he would like to know the 6 impact of the School District's planning on the City's future plans. Mr. Poe stated that the 7 City will be able to work with this plan and utilize the right -of -way currently available, and 8 additional needs will be identified once the design process begins. 9 10 Mr. Fawks asked if the current project plans will require a school zone on Kimball. Mr. 11 Kline responded that he believes that a school zone will be required. Mr. Fawks mentioned 12 that traffic flow will be heavy on Kimball, as it will run from State Highway 114 to State 13 Highway 26. Mr. Lawrence replied that the same debate occurred in regards to North White 14 Chapel, and in that case the school zone did not negatively impact traffic flow. Mr. 15 Lawrence stated that he believes that the same situation will occur in regards to Kimball 16 Avenue. Mr. Fawks replied that Kimball Avenue will differ because the road is adjacent to 17 industrial properties and will provide access to major thoroughfares. 18 19 Mr. Kline briefed the Committee on other features of the project. Mr. Kline mentioned that 20 the northern boundary road is planned to accommodate a potential future road providing 21 access to F.M. 1709. Mr. Kline stated that if this through road becomes a reality, it would be 22 beneficial to provide access for school bus traffic. 23 24 Ms. DuPre asked if the playing fields could be utilized for practice. Mr. Lawrence replied 25 that someone had approached him on the potential for donating backstops on the fields and 26 using them for practices. Mr. Polasek stated that the City has allocated funding in the Parks 27 Five (5) Year CIP for joint use ballfield development. Mr. Polasek inquired about the 28 proposed detention area. Mr. Kline mentioned that the area will be fenced off and will have 29 restricted access, and a pipe will be installed underground to allow for drainage. Mr. Fawks 30 asked where the water will be directed. Mr. Kline responded that the water will flow to the 31 north. 32 33 Ms. DuPre stated it would be nice if the detention area could be utilized as practice areas. 34 Mr. Harold replied that there may be a pond at that location. Mr. Kline stated that it is likely 35 that the area will not be suitable to be utilized for a practice area. Mr. Kline said that it is 36 important to remember that the area has a significant drop -off of fifty (50) feet, but that the 37 land will be balanced. 38 39 Mr. Fawks mentioned that one area of concern is the adjacent neighborhood behind the 40 school, as the neighborhood has drainage problems. Mr. Kline suggested that there have 41 been no discussions with the neighborhood to date. Mr. Fawks stated that the neighborhood 42 will need to hear the plans for addressing drainage. 43 44 Ms. DuPre asked if the fields are to be lighted, and Mr. Kline stated that they would. Mr. 45 Lawrence provided information on the lighting designated for the facility. Mr. Kline stated 46 that with the selected lighting, the impact of field lighting will be minimal to surrounding 47 areas. Mr. Kline stated that the lighting meets the lighting ordinance, except with the Joint Utilization Committee Meeting, October 14, 1999. Page 9 of 12 IISLKSV20011LocallParks & Recreation \COMITEESIJUCIMINUTESI99 minutes\ 1 0-14-99.doc * *OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 number of foot candles on the field. Mr. Kline stated that he reads that municipalities and 2 governmental entities are exempted from the ordinance, and asked if the school district 3 would qualify. Ms. DuPre stated that she understood that the exemption was removed, and 4 then corrected that by stating that the exemption was not removed due to safety issues 5 regarding Public Safety. Mr. Kline stated that the lighting has thirty (30) foot candles, and 6 understands the ordinance has a maximum of twenty (20). Ms. DuPre stated that this issue 7 should be discussed with Public Safety Administrative Operations Coordinator Malcolm 8 Jackson, and that this would be an item for the Planning and Zoning Commission. Mr. 9 Fawks stated that he hopes that the School District will take the time to gather public input 10 and provide information to the public on these issues. 11 12 Ms. DuPre inquired about impervious coverage. Mr. Kline stated that the school district 13 determined that two hundred and fifty (250) spaces will be required on a daily basis. Mr. 14 Kline stated that for special occasions, widening of certain areas increases the total number 15 of available parking to three hundred and eighty (380) spaces, and that would be right under 16 the impervious coverage requirements. Ms. DuPre stated that no one wants to have the 17 situation on Kimball that is present with Rockenbaugh Elementary, where parking for events 18 obstructs traffic on Byron Nelson. Mr. Kline stated that for events like curriculum night, the 19 event will be staggered between grades. Ms. DuPre suggested coordinating these events with 20 the sports associations as well to mitigate the impact on parking. 21 22 Mr. Fawks inquired about rooftop enhancements, and Mr. Kline stated that they are not far 23 along enough in the project to have that elevation information. Mr. Kline stated that the air 24 conditioning units will be on the rooftop, and that the facade will reduce exposure of the 25 units. Mr. Fawks replied that he hopes that the School District will reduce exposure to the 26 rooftop units. Mr. Kline stated that it will be more complicated to cover the units in the two 27 (2) story areas, and that a study will be done to cover items on the rooftop. 28 29 Mr. Fawks inquired about the trail on Kimball, and Mr. Kline outlined the trail plans. Mr. 30 Poe stated that the Kimball portion of the trail will be built by the City when the road is 31 constructed. 32 33 Ms. DuPre asked why the School District is not constructing the future gymnasium, and Mr. 34 Kline replied that this is due to budgetary issues. Mr. Lawrence mentioned that schools 35 would like to have two (2) gyms, and the current gymnasium will be partitioned to allow for 36 more use. Ms. Carlucci inquired about the dimensions, and Mr. Kline provided the 37 information. 38 39 Mr. Kline mentioned the plans for tree mitigation on the project, and stated that the current 40 calculations estimate around five- hundred (500) three inch (3 ") caliper trees will need to be 41 mitigated. Mr. Lawrence clarified how this estimate was calculated. 42 43 Mr. Lawrence stated that as the project progresses, the School District would like to bring 44 updated information to the Committee. 45 46 Mr. Fawks stated that the space allotted for the project mitigate the impact of the 47 development. Mr. Fawks stated that items for consideration by CISD are drainage, lighting, Joint Utilization Committee Meeting, October 14, 1999. Page 10 of 12 IISLKSV20011LocallParks & Recreation \COMITEESIJUCIMINUTES199 minutes110- 14- 99.doc * *OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 roof top units, and tree mitigation issues. Ms. Carlucci stated that she does not see a regular 2 playing field area on the plans. Mr. Kline stated that there is a green area on the south end of 3 the project that is a reserved for playing areas. 4 5 Mr. Fawks asked if a neighborhood SPIN meeting to cover these points would be beneficial 6 in the project planning process. Mr. Kline replied that he would prefer to hear from SPIN 7 prior to City review. Ms. DuPre suggested that this should be the goal for this process. 8 9 Mr. Harold asked if the Committee could get a listing of contact numbers for the members 10 and staff. Mr. Polasek stated that he will send out an initial listing, and asked the Committee 11 members to provide any revisions or additions to him, and he would have an updated list 12 available at the next meeting. 13 14 Agenda Item No. 9, Future Joint Use Facilities, Projects, and Goals - Mr. Fawks reminded 15 the Committee about the Joint Drug and Alcohol Awareness Committee meeting at 7:00 16 p.m. on Monday, October 18, 1999. Mr. Fawks mentioned that it would be beneficial to 17 have school principals present at future meetings to address Joint Use issues at their 18 school. Mr. Johnson agreed that this would be a beneficial exercise. Mr. Lawrence 19 mentioned that right now the facilities utilized for Joint Use are limited. Mr. Fawks 20 asked that this forum be made available to the principals at meetings where it is feasible 21 to have them on the agenda. 22 23 Ms. Carlucci asked that the City look at purchased property and evaluate if there is room 24 to donate to the community based organizations, including the Greater Southlake 25 Women's Club and the Women's Chamber of Commerce, to construct a building suitable 26 to host meetings. Ms. DuPre suggested the possibility of including these groups in 27 planning for the Community Center, and that they could contribute and construct a wing 28 of the facility. Mr. Fawks mentioned that he is not sure of the legal implications of such 29 a request. Mr. Polasek stated that the City Attorney would have to evaluate the feasibility 30 of potential actions on this proposal. 31 32 Mr. Fawks mentioned the potential for a Star Center ice hockey rink in Southlake, and 33 stated that if the City can donate land, the Stars hockey club will construct a facility and 34 run it. Mr. Johnson asked about the land requirements. Mr. Fawks stated that the land 35 needs are around an acre, and maybe two (2) acres if parking is required. Mr. Fawks 36 inquired about the possibility of using land adjacent to the stadium. Mr. Lawrence stated 37 that there could be a potential conflict on Friday nights during the football season. Ms. 38 Carlucci inquired about Town Square, and Mr. Fawks stated that this would be an 39 expensive donation. Mr. Lawrence stated that it is an intriguing idea to incorporate this 40 facility with the stadium. Mr. Kline stated that there would be issues to discuss, and the 41 facility would impact the parking planning. Mr. Fawks replied that he has asked City 42 staff to review several potential locations, including Bicentennial Park. 43 44 Mr. Harold asked who would own the property. Mr. Fawks stated that at this time he is not 45 aware of the answer to that question. Mr. Polasek stated that the Parks and Recreation Board 46 will need to provide input on this item also, especially if Bicentennial Park is a consideration. Joint Utilization Committee Meeting, October 14, 1999. Page 11 of 12 IISLKSV20011LocallParks & Recreation \COMITEESIJUCIMINUTES199 minutes110- 14- 99.doc * *OFFICIAL MINUTES * * APPROVED BY THE JOINT UTILIZATION COMMITTEE MEMBERS 1 Mr. Fawks stated that this item is for informational purposes only at this time, and more 2 information on the project is forthcoming. 3 4 5 Agenda Item No. 10, Adjournment — Chair Gary Fawks adjourned the meeting at 8:50 p.m. 6 7 8 10 ry Fa ks, Chair 11 ��R Y 1 4,JZ E-0 c:_ 12 Attest: 13 14 A271.Z.94...,Ge...— 15 _Ateve P ek, Deputy Director of Community Services Joint Utilization Committee Meeting, October 14, 1999. Page 12 of 12 IISLKSV20011LocallParks & Recreation \COMITEESIJUCIMINUTESI99 minutes110- 14- 99.doc PROCEDURES OF THE CITY OF SOUTHLAKE AND CARROLL I.S.D. JOINT UTILIZATION COMMITTEE ARTICLE I GENERAL POWERS 1.01. The powers of the Southlake Joint Utilization Committee shall be to develop and adopt for recommendation formal arrangements for the joint use of C.I.S.D. and City of Southlake facilities and /or special projects. 1.02. The affairs of the committee shall be managed by its established membership. Number, Tenure, and Qualifications 1.03. The number of Joint Utilization Committee members shall be seven (7) from the following community bodies. Each member shall serve a two (2) year term, from July 1 through June 30, except as noted below. (The initial term is deemed to have commenced on July 1, 1993.) Voting Committee Members a) Three (3) representatives appointed by the City Council of the City of Southlake. Two (2) of which shall be members of the City Council. b) Three (3) representatives appointed by the Carroll I.S.D. Board of Trustees. Any member appointed by the Board who is not a member of the Board shall be a resident of the City. c) One (1) representative from the Parks & Recreation Board as selected by the chairman of the Board. Ex- Officio Members a) One (1) ex- officio member from the Carroll I.S.D. staff shall be present at each meeting of the Joint Utilization Committee. b) One (1) ex- officio member from the City of Southlake staff shall be present at each meeting. 8 No ex- officio member shall exercise voting powers. The terms of the original members shall be staggered to achieve continuity on the committee. Initially, the non -City Council appointee and the non - member Board appointee from the School Board will have the one (1) year term, while the remaining committee members will serve a two (2) year term. ARTICLE II COMMITTEE PROCEDURES Regular Meetings 2.01. The committee shall hold regular meetings once per month as determined by the majority of the members, and such meetings shall be posted in accordance with the Open Meetings Act, Article 6252 -17 V.T.C.S. City of Southlake staff will be responsible for all meeting preparation and posting requirements. Special Meetings 2.02. Special meetings of the Joint Utilization Committee may be called by or at the request of either co -chair or any committee member. All special meetings agendas shall be properly posted in compliance with Open Meetings Act, Article 6252 -17 V.T.C.S. Notice 2.03. Notice of all meetings of the Joint Utilization Committee shall be given in writing at least three (3) days prior to the scheduled meeting to the Committee members. However, in an emergency situation, staff may exercise the right to wave posting of notice as defined in the Open Meetings Act. Quorum 2.04. A majority of the voting members, four (4), of the Joint Utilization Committee shall constitute a quorum for the transaction of business at any meeting of the Committee. Manner of Acting 2.05. The act of a majority of the voting committee members present at a meeting at which a quorum is present shall be an act of the Joint Utilization Committee. Vacancies 2.06. A vacancy on the Committee for any reason may be filled by either the City Council, the C.I.S.D. Board of Trustees, or the Parks and Recreation Board, as appropriate, for the unexpired portion of the term. Removal 2.07. The Committee may act to recommend, to the entity that appointed the member, whether it was the City Council, C.I.S.D. Board, or the Parks and Recreation Board, the removal of an individual from the Joint Utilization Committee when in the judgement of the Committee, the best interest of the Committee's charge would be served by such member's removal. Any member who misses two (2) consecutive meetings without a valid excuse may be subject to removal. A majority of voting members of the Committee who are present at a meeting shall determine the validity of such excuses. The Carroll I.S.D. Board, the Southlake City Council, and the Parks and Recreation Board will have ultimate removal power over their respective appointees. Minutes 2.08. C.I.S.D. or City staff members shall be responsible for keeping minutes of the meetings of the Committee. These minutes shall be kept on file for review in the office of the City Secretary of the City of Southlake and the administrative offices of C.I.S.D. ARTICLE III AMENDMENTS TO PROCEDURES 3.01. These procedures may be altered, amended, or replaced and new procedures adopted by a majority of the Joint Utilization Committee present at any regular or special meeting, if at least three (3) days written notice is given of an intention to alter, amend, or repeal these procedures at such meeting. APPROVED AND ADOPTED O THE 14th DAY OF OCTOBER, 1999. 40, AO" F r ks, Chair