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Item 10HCity of Southlake, Texas MEMORANDUM September 20, 2004 TO: Billy Campbell, City Manager FROM: Malcolm Jackson, Director of Community Services SUBJECT: Consideration of Option #3 of the Joint Utilization Analysis Report Action Requested: City Council consideration of Option 93 of the Joint Utilization Analysis report as developed through the combined efforts of the City of Southlake and the Carroll Independent School District and recommended for approval by the Joint Utilization Committee. Background Information: At their January 8, 2004 meeting, the Joint Utilization Committee provided direction for CISD and City staff to jointly review and analyze the costs associated with providing school facilities for joint use for City programs and events. The goals included providing a document that detailed the findings of the analysis and to report such findings to the Committee at their March 11, 2004 meeting. The initial draft report was presented to the Committee at their April 1, 2004 meeting. Based on input provided at the meeting staff proceeded to further investigate and detail the costs associated with the annual joint use of CISD facilities. A draft spreadsheet of joint use costs was provided to the Committee at the July 8, 2004 meeting resulting in additional City and CISD staff exchanges of information, review, and development of the report. The intent of the Joint Utilization Analysis is to provide officials from both the City and CISD with background information, calculations and financial data, options, and recommendations from which suitable decisions can be made relating to the joint use of CISD and City facilities. The report is comprised of four distinct sections relating to joint use, in addition to the exhibits, to include: 1. Question and answer style information 2. Methods and assumptions utilized in the analysis 3. Options for conducting joint use 4. Review of those options and recommendations for consideration by both the City and CISD The report, developed within a relatively short time frame, uses existing resources and provides results that are based on sound financial and operational data. Following a thorough review, the Joint Utilization Committee recommended approval of Option 93 as detailed in the analysis. Option #3 suggests City payment of fees resulting from direct impact of joint use ($61,267). This lump sum payment is in lieu of current funding methods. Billy Campbell, City Manager September 20, 2004 Page 2 Option #3 also continues the pass through of fees collected for City managed aquatics (approx. $7,400) and CIS field use (approx. $1,100) and allows for consideration for minor and major maintenance cost sharing as stipulated in the existing interlocal agreement. Option #3 results in City expenditures and pass through of fees to CISD of approximately $69,767. Financial Considerations: Financial considerations vary for the available options as outlined in the report. Option 93, as recommend by the Joint Utilization Committee, would result in a direct payment of $61,267 from the City to the CISD for fiscal year 2004 -05. Funding for this cost is allocated in the approved fiscal year 2004- 05 City budget. The CISD would also continue to receive funding generated from City managed aquatic programs and CIS field use fees estimated at approximately $8,500 anually. Financial Impact: The current financial impact of joint use on the CISD and City is outlined within the report as presented. Future financial impacts may vary based on the available options outlined in the report, other options as may be discussed, and direction provided by the CISD Board of Trustees and City Council. Citizen Input/ Board Review: The Joint Utilization Committee recommended approval of Option #3 of the Joint Utilization Analysis (7 -0) at their September 9, 2004 meeting. The JUC reviewed the most recent draft of the report at the August 12, 2004 meeting. A review of the scope of the process and draft report was presented to the Committee at the July 8, 2004 meeting. A draft joint use cost spreadsheet was also presented and reviewed. A draft report was presented to the Committee at the April 1, 2004 meeting and general feedback provided to staff. The Joint Utilization Committee at their January 8, 2004 meeting provided direction to CISD and City staff to jointly review and analyze the costs associated with providing school facilities for joint use for City programs and events. Legal Review: Not Applicable. City and CISD shall review the existing interlocal agreement as it relates to the Joint Utilization Analysis and recommended Option #3 following direction as provided by the City Council and CISD Board. Alternatives: Alternatives may vary based on City Council review and discussion of the Joint Utilization Analysis report and Option #3 as recommended. Billy Campbell, City Manager September 20, 2004 Page 3 Supporting Documents: Supporting documents include: ■ Joint Utilization Analysis report previously provided Staff Recommendation: City Council consideration of Option #3 of the Joint Utilization Analysis report as recommended for approval by the Joint Utilization Committee.