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1995-06-29 City of Southlake, Texas JOINT CITY COUNCIL AND CARROLL SCHOOL TRUSTEES MEETING ,TUNE 29. 1995 7:00 P.M. LOCATION: Solana Education Center 3 Village Circle, Westlake, Texas AGENDA 1. Call to order. 2. Discussion: Joint Utilization Endeavors and Future Possibilities. 3. Discussion: Common Voting Location. 4. Discussion: Projected Growth and Development in Carroll ISD. 5. Meeting Adjourned. CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at City Hall, 667 North Carroll Avenue, Southlake, Texas, on Monday, June 26, 1995 at 5:00 p.m., pursuant to the Texas Government Code, Chapter 551. AL At'AL, ,i4., andra L. LeGrand w P 1 City Secretary If you plan to attend this public meeting and have I inability that requires special needs, please advise the City Secretary 48 hours in advance at 481 -5581 extension 704, and reasonable accommodations will be made to assist you. JOINT CITY COUNCIL AND CARROLL ISD TRUSTEES MEETING SOLANA EDUCATION CENTER 23 VILLAGE CIRCLE, WESTLAKE JUNE 29, 1995 MINUTES COUNCILMEMBERS PRESENT: Pamela Muller, Deputy Mayor Pro Tem; Councilmembers: W. Ralph Evans, Ron Maness, and Michael Richarme. TRUSTEES PRESENT: President, Buddy Luce; School Trustees: Judy Gilmore, John Rollins, Bob Strickland, Rob Glover, Warren Davis. STAFF MEMBERS: City: Curtis Hawk, City Manager; Kevin Hugman, Assistant to the City Manager, and Sandra L. LeGrand, City Secretary. School: Superintendent, Bill Branum; Karen House, Director of Finance; Debbie Baum, Secretary to the superintendent. The meeting was called to order at 7:00 p.m. by Buddy Luce and Pamela Muller. Agenda Item #2, Discussion: Joint Utilization Endeavors and Future Possibilities President, Buddy Luce presented an outline regarding Joint Utilization Endeavors and gave a Joint Utilization prospective on current projects. Durham Elementary School was discussed. Kevin Hugman, Assistant to the City Manager, presented a proposed JU Projects Survey. Judy Gilmore, discussed joint maintenance of vehicles, and asked, what number of vehicles will it take before it becomes effective? Alterative fuels was discussed in city and school vehicles. President Luce commended both Bill Branum and Curtis Hawk for working so well together, this has helped the Council and School Board follow in the same steps toward joint utilization. Agenda Item #3, Discussion: Common Voting Location The idea of having a common voting area for City and School was discussed. A letter from Aloha Payne, City Election Judge was presented. After discussion, it was determined that this item should be addressed by the Joint Utilization Committee with both city and school election personal being present for the discussion. Agenda Item #4, Discussion: Projected Growth and Development in Carroll ISD Councilmember Richarme referenced the Resolution passed by the City Council whereby the number of zoning cases can be addressed at any one Council meeting. This action should better control the growth in Southlake, however noted, it will take a couple of years for it to kick -in and slow the growth, because of the inventory already platted. Curtis Hawk commented that the city expects to have fifty (50) building permits less in 1995. Joint Council and Trustees Meeting June 29, 1995 page two Agenda Item #4. Continued Curtis Hawk led a discussion regarding a "Joint Southlake, Colleyville, Grapevine Library". Under this concept, the high schools in each city could serve as branches of the main library. Agenda Item #5, Meeting Adjourned. The meeting was adjourned at 9:10 p.m. CI S! y A ► EST: - Al vt /`- In tit L A16_, ) 1r Sandra L. LeGrand �r City Secretary $ City of Southlake, Texas MEMORANDUM June 29, 1995 TO: Survey Participants FROM: Kevin Hugman, Assistant to the City Manager SUBJECT: Proposed Joint Use Projects Survey The Joint Utilization Committee (JUC) has developed a list of potential joint Carroll ISD /City of Southlake projects. The list ranges from joint use recreational programs and facilities, to CISD /City of Southlake joint operational and administrative programs. As always, the goal of these joint use projects is to reduce the overall tax burden on the citizens of Southlake by seeking the best and most efficient use of their tax dollars. In order to set its focus and goals for the upcoming year, the JUC would like you to assess the potential projects in terms of priority and need. The results will be tabulated and used to focus JUC and CISD and City staff on those projects which are of most benefit to the community. If possible, please return these surveys to me by July 18 in order to present the results to the JUC at their next regular meeting on July 25. Copies of the results will be available to anyone who desires them. If you have any questions, please feel free to call me at 481 -5581, extension 710. Thank you for your participation. 1 4 - KH • l � PROPOSED JOINT USE PROJECTS SURVEY The Joint Utilization Committee (JUC) has developed a list of potential joint use projects which could possibly be undertaken by the City of Southlake and the Carroll Independent School District. Please rate the following projects as to whether it: DOES NOT NEED TO BE DONE (1) LOW PRIORITY (Should be done, but does not need to be done soon) (2) MEDIUM PRIORITY (3) HIGH PRIORITY(Should be done as soon as possible) (5) 1. Use of Carroll High School Library 1 2 3 4 5 by residents after hours. 2. Joint purchasing of supplies. 1 2 3 4 5 3. Joint maintenance /maintenance 1 2 3 4 5 contracts. 4. Joint maintenance /storage facility. 1 2 3 4 5 5. Joint fueling facility. 1 2 3 4 5 6. Sharing a risk management 1 2 3 4 5 person/insurance /health. 7. Joint copying facility. 1 2 3 4 5 8. Joint bids on long distance service 1 2 3 4 5 (i.e., a consortium of users). 9. Joint computer network/tie -in to 1 2 3 4 5 INTERNET. 10. Project to collect used computers or 1 2 3 4 5 other donated items, and distribute to those who need them. 11. Joint sharing of Geographic 1 2 3 4 5 Information System (GIS) data. 12. Joint funding of a comprehensive 5- 1 2 3 4 5 year census of Southlake. (In between U.S. census) 13. • Outdoor theater near Lake .Grapevine. • 1 .;2 • .3 4 '5 • . ' • 14. Community access channel for 1 2 3 4 5 COS /CISD. 15. Adult education classes /university 1 2 3 4 5 satellite download. 16. Joint meeting facilities. 1 2 3 4 5 17. Sharing public relations person. 1 2 3 4 5 18. Sharing bond consultants. 1 2 3 4 5 19. Joint purchase /use of 15 passenger 1 2 3 4 5 van for tours, shuttle, etc. 20. City trail system. 1 2 3 4 5 21. Jogging trail at Johnson Elem. 1 2 3 4 5 22. Light Carroll Middle School baseball 1 2 3 4 5 field. 23. Joint multi - purpose sports complex. 1 2 3 4 5 24. Joint City Hall /CISD Administrative 1 2 3 4 5 complex (offices /meeting rooms /work rooms). 25. Joint library. • 1 2 3 4 5 '26. Joint performing arts /music center. 1 2 3 4 5 27. Joint swim center. 1 2 3 4 5 28. Other 1 2 3 4 5 29. Other 1 2 3 4 5 NAME (optional): Telephone Number: Please return form to: Kevin Hugman Assistant to the City Manager • City of Southlake 667 N. Carroll Avenue • - Southlake, TX 76092 • JOINT UTILIZATION PUBLIC RELATIONS Joint Utilization is a hot topic with school administrators and government officials. There is interest in hearing about the benefits of cooperation and sharing. Taxpayers like the double bang for their tax bucks. The most valuable benefit appears to be the POSITIVE ATTITUDE created. Proposal: Use a professional service to create an article about the success and benefits of Joint Utilization between Carroll ISD and City of Southlake. Submit the article for publication: AMERICAN CITY & COUNTY GOVERNMENT TECHNOLOGY SCHOOL & COLLEGE Publish and distribute an "article pre - print" for immediate use. Publish and distribute an "article re-print" after publication in a journal. Potentially develop into a presentation module for seminars and conferences. Eastman Kodak will fund as a social awareness project. Process: 1. Ask five or six board and council members familiar with Joint Utilization to participate in an interview session with writer. 2. Photographs taken of Joint Utilization projects or activities. 3. Article is written and submitted to interviewees for proofing. 4. Completed article submitted to Carroll ISD and City of Southlake for approval. 5. Submissions made to publications. Kodak Benefits: O Recognition for the social contribution as the communicating partner with education and government. © Association with a hot and current topic that draws its success from cooperation, working together and creating a positive community attitude. 0 Credibility for Kodak marketing to approach the top levels of school administration and local government. O Opportunity to establish valuable relationships that open doors for product sales. 0 Creation of an ongoing marketing campaign that involves article preprints, submission to publications, direct mail, executive calls, seminar and conference presentations. RECEDED 1213 Whispering Lane Southlake TX 76092 28 June 1995 CITYSECRETAR Mayor Fickis, City Council Members, City Manager Hawk, City Secretary: It has come to my attention that you will be conducting joint work sessions regarding the combination of the City and School District polling place. You most likely overlooked the fact that the Election Judges should have been invited to participate in these meetings. During the six years I have been Election Judge, I have heard the anger expressed by the voting public that our voting process is divided and inconvenient. I am aware that voting in the City of Southlake and Carroll ISD could probably be conducted in a more efficient manner by using the same building, and I am not opposed to such. Perhaps, we could suggest that the School Board use the fire hall on election day. The biggest concern I have is that the purity of our election not be compromised. The Election Clerks, the City Secretary and I try to conduct our Early Voting and Election Day voting in such a manner that there will be no question as to the integrity of each election. I do know from personal experience that this is not so of the School Board Elections, as they seem to follow their own set of rules. When I early voted in the last election at the tax annex, the ballots and machine were in one room and the election clerk in another. The ballots are never ever left alone. From the time we take them out of a locked cabinet in the morning until we close the polls in the evening they and the ballot box are always in our sight. When we need relief we call someone qualified to set at our table. There are a couple other points I could make, but my intention is not to anger CISD election officials only to make a point. I can even go further to say that at times the practices of the CISD are "highly irregular." A direct quote from an attorney with the Election Division of the Secretary of State, when I inquired as to the question of having a branch voting place open before the PTO meetings during the last bond election. Branch voting is fine as long as the location does not favor one side or the other. The point is the "yes" vote was favored and therefore the procedure questionable. Please remember, when deciding where the elections will be held that there are certain guidelines for conducting elections. The voting machine and ballots are usually delivered on the Wednesday before Election Day and must be tested and then kept in a secure area. We must have a telephone close -by for local and long distance calls. We must have an adjacent room that can be locked in which to count and secure early voter ballots. Only those voting a particular ballot are allowed in the voting area. A wide open space would not be controllable. It is my experience that our voters tend to talk with their friends and neighbors. We need to be able to channel "people traffic" conveniently out and away from the voting area without antagonizing voters. We need a place where the polls can be set up the day before the election. If we set up on the day of election it would mean the workers would have to be in place by 5:00 a.m. rather than 6:40 a.m. What a long day that would be. I guess, the key words here are security and purity, if you will keep them in mind when you consider the place I will be content. In conclusion, a little reminder to you to please remember those conducting the election. We may be paid for our efforts, however we give freely of our energies, some of our clerks have worked sixteen to seventeen hour days in order for you to be proud of the election process in the City of Southlake. Remember that we are City of Southlake voters as well. Please make our quarters meet our needs. In this, I am referring to both school and city clerks. I appreciate your taking the time to read this and hope the input will be helpful. Sincerely yours, Aloha Payne, E ction Judge City of Southlake, Texas