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Item 4D AudioSOUTHLAKE Mayor and members of the City Council, Item 4D is the first reading of ordinance no. 1029, reaffirming City Council's support for a joint utilization partnership with CISD and setting forth the purpose and governance structure of the program; and abolishing the previously appointed seven member joint utilization committee, and creating a new committee. Requested Action • Approve Resolution No. 12 -047 —Reaffirming support for joint use program —Sun Setting the 7 member committee — Giving program oversight to City Manager and Superintendent (or their designee) City Council is being asked to approve the first reading of ordinance no. 1029, which notes that a joint use partnership with Carroll Independent School District: brings value to community, But that the Program has evolved since 1993, And therefore it is time to repurpose the committee to include the entire governing bodies, etc. 2 Background • Formed in 1993 • Provide more efficient use of: — Existing facilities — Equipment — Parkland • Program governed by several agreements Joint utilization is a cooperative effort between the City of Southlake and the Carroll Independent School District to share existing facilities, equipment and park land for events, activities, or programs, recognizing that the joint use of facilities can benefit both entities and provide more efficient use of public funds. 3 Joint Use Responsibilities The citizens of Southlake benefit from joint utilization due in great part to the interlocal cooperative efforts of the CISD and City. As a result citizens enjoy numerous opportunities to participate in educational, recreational, and athletic activities. These opportunities may include basketball, volleyball, swimming, classroom programs, special events, and youth sports activities. Since 2005, the City has served on average 10,000 participants in its programs that use joint use facilities. From this program the City develops, advertises, promotes, and operates the majority of programs offered through joint use. This includes providing clerical and administrative oversight, developing and marketing programs, locating instructors, accepting registrations, overseeing the use of CISD facilities, and providing follow -up to ensure the activities met the expectations of the patron. CISD provides facilities to include gymnasiums, classrooms, and open space areas for joint use programs. The CISD is responsible for general maintenance and operations of these facilities. 21 10,000 participants Background A City of Southlake Project Briefing J— rll. ion Project Briefing • Project Briefing in 2011 • Council action in March 2012 — CISD tabled • CISD counterproposal • Proposed resolution wlnew provision In 2011 as the joint utilization concept was entering its eighteenth year, both the City Council and School Board started to assess the program and its governance structure to see if it is still relevant. City staff authored a project briefing on the joint use program and made a presentation to City Council at their summer retreat regarding the future of joint use. In January of this year during a work session City Council gave staff direction that the joint use program was in need to be repurposed. You may recall that at your March 14, 2012 meeting City Council approved Ordinance No. 1029 as presented on first reading. That ordinance repurposed the joint utilization committee by making the oversight committee membership consist of the members for the City Council and School Board, instead of the seven member appointed committee. After the City Council approved this ordinance the school district reconsidered their position and did not take action on the new proposal. Instead they proposed that the joint use partnership not have an oversight committee at all. 5 Proposed Resolution • Reaffirm support with CISD • Review agreements for shared facilities, operations, and programs • Sun set current 7 member oversight committee • Give program oversight to City Manager and Superintendent (or their designee) • City Council and School Board may meet to discuss joint — — • use as they deem appropriate • Mayor & School Board President jointly chair meeting This resolution is intended to do that by proposing the following: Reaffirms both governing body's support for a joint utilization program; Abolishes the former joint use committee and gives oversight of the program, including joint use agreements, to the City Manager and Superintendent or their designees; And it states that if the City Council and School Board deem it necessary to meet together regarding the joint use partnership then both the Mayor & School Board President will serve as co- chairs of that meeting; 0 Board Review • Current JUC is informed • School Board approved resolution - 9124112 The current Joint Utilization Committee has been kept informed of this possible change. The School Board is in agreement with the provisions of this resolution and approved it at their board meeting on September XX, 2012. 7 PW M , City of Southlake Strategy Map \ter♦ The City of Southlake provides municipal services that support the highest quality of life^ for our residents and businesses_ We do this by delivering outstanding value and unrivaled quality in everything we do. 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N . CITY 01 SOUTHLAKE if you have any questions about this proposed ordinance please contact Ben Thatcher at 817 - 748 -8005.