2002-08-08 ** *Official Minutes * **
Approved by Joint Utilization Committee November 14, 2002
1 CITY OF SOUTHLAKE
2 JOINT UTILIZATION COMMITTEE MEETING
3
4 August 8, 2002
5
6 MINUTES
7
8 Board Members Present: Greg Standerfer, City Council Representative and JUC Chair;
9 Bobby Rawls, Parks and Recreation Board Representative; Steve Lakin, CISD Board of
10 Trustees Representative; Jeff Wang, City Council Citizen appointee; Tom Stephen, City
11 Council Representative
12
13 Committee Members Absent:
14
15 Staff Members Present: Steve Polasek, Deputy Director of Community Services; Dr.
16 Derek Citty, CISD Assistant Superintendent for Administrative Services.
17
18 Guests:
19
20 REGULAR SESSION:
21
22 Agenda Item No. 1. Call to Order
23
24 The meeting was called to order by Chairman Standerfer at 6:05 p.m.
25
26 REPORTS:
27
28 Agenda Item No. 2. Administrative Comments
29
30 Deputy Director of Community Services Steve Polasek welcomed new Joint Utilization
31 Committee members Steve Lakin and Darla Reed, CISD Board of Trustees appointees,
32 and Jeff Wang, the City Council citizen appointee, and said that he and Dr. Citty looked
33 forward to working with them and the other JUC members. CISD will be appointing one
34 additional member (citizen) in the upcoming weeks. Ms. Reed was not notified of her
35 appointment in time to attend the meeting this evening.
36
37 Agenda Item No. 3. Consider: Approval of the minutes from the April 11, 2002 meeting.
38
39 A motion was made to approve the minutes of the Joint Utilization Committee of
40 April 11, 2002 as presented.
41
42 Motion: Stephen
43 Second: Rawls
44 Ayes: Rawls, Standerfer, Stephen
45 Nays: None
46 Abstain: Wang and Lakin (not present at the April 11, 2002 meeting)
August 8, 2002 JUC Regular Meeting Page 1 of 8
** *Official Minutes * **
Approved by Joint Utilization Committee November 14, 2002
1 Vote: 3 -0 -2
2
3 Motion carried.
4
5 Agenda Item No. 4. Consider: Selection of Chair and Vice Chair
6
7 The Joint Utilization Committee (JUC) annually selects a chair and vice chair following
8 new appointments to the Committee. The general responsibilities of the chair position are
9 to provide direction in establishing the agendas and to lead the monthly meeting.
10
11 The chair and vice chair positions are regularly filled by one representative of the school
12 district and one representative from the City. During the 1999 appointment process it was
13 discussed that the chair position should rotate on an annual basis between the most
14 experienced JUC members representing the school district and the city.
15
16 Members decided to fill the chair and vice chair positions at the next JUC meeting to
17 allow Ms. Reed to be present for the vote.
18
19 A motion was made to TABLE selection of chairman and vice chairman until the
20 next JUC meeting.
21
22 Motion: Lakin
23 Second: Stephen
24 Ayes: Lakin, Rawls, Standerfer, Stephen, and Wang
25 Nays: None
26 Vote: 5 -0 to TABLE
27
28 Motion carried.
29
30 Agenda Item No. 5. Discussion: Natatorium Commission
31
32 Joint Utilization Committee (JUC) member Steve Lakin requested this item be placed on
33 the agenda for discussion. Members received a copy of the Natatorium Agreement in
34 their packet for reference.
35
36 Since the natatorium has been in operation for one year, Mr. Lakin suggested that now
37 would be a good time to review the first year's operations by conducting an internal
38 audit. He said the audit would determine if the CISD and City have what was bought and
39 paid for with bond money before the contractors are released from the job.
40
41 Aside note: Mr. Stephen reported that the black stripe in the middle lane in the
42 deep end of the pool is falling off and should be put on the contractor's punch list.
43
44 Mr. Lakin presented his thoughts and recommendation about appointing a committee to
45 conduct an audit of the natatorium, to review the policies in place, audit the programming
August 8, 2002 JUC Regular Meeting Page 2 of 8
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Approved by Joint Utilization Committee November 14, 2002
1 for improvements, and to examine the accounting and reporting procedures of its usage to
2 see what the revenues and expenses have been.
3
4 Mr. Standerfer asked Mr. Lakin about how the audit should be conducted - -- should it be
5 done by a taxpayer organization or as an internal audit by the CISD? Mr. Lakin said a
6 combination of both would be best. He said the Natatorium Committee has the
7 knowledge about the facility from its inception and could provide good information as to
8 whether the facility was built according to the expectations. The Natatorium Committee
9 also provided a lot of input into the programming and fee structures offered at the facility.
10
11 Dr. Citty said he believed two audits are needed — a financial audit and a separate internal
12 operational audit. Dr. Citty said the audit should be done by the CISD first. Dr. Citty said
13 he would be very interested in knowing the results.
14
15 Mr. Lakin reiterated he was referring to an audit of the operations of the natatorium,
16 revenue generation, the quality of coaches, programs, scheduling, fairness of scheduling,
17 making sure that the District is scheduling what they need for their swim and diving
18 teams, but not taking time away from the City programs and community programs. Mr.
19 Lakin said he believed a "state -of -the- natatorium report" should be done annually to
20 identify all aspects of the operations of the natatorium, its successes and deficiencies, and
21 then the report be signed by representatives of the City and the District, thus ensuring that
22 both entities are fully aware and satisfied with its status. Mr. Lakin said the annual audit
23 would be "preventive medicine" to assure a positive relationship between the City and
24 the CISD.
25
26 Chairman Standerfer made positive comments about having an audit done but favored the
27 audit being handled internally by the CISD staff and the City staff instead of appointing
28 an independent group. He said it was premature to appoint an independent committee to
29 come in and conduct an audit if the school district and the City were happy with the
30 natatorium operations. Mr. Standerfer said he would be very uncomfortable in
31 recommending to either the school board or the City that they appoint an outside
32 organization to do some type of audit of the school district's operations.
33
34 Mr. Lakin said he believed the City should be involved in the audit since the City has
35 joint use interest in the natatorium. He also said that the school district should look into
36 the City's programming as well, and asked if the City would feel the District was
37 overstepping their bounds to do so.
38
39 Mr. Polasek said he agreed with Mr. Lakin and Mr. Standerfer that an audit to look into
40 how programs were being offered and scheduling, etc. was necessary and would be
41 beneficial to both entities. He said he would like to go on record that the City has been
42 looking at a lot of issues through the meetings with the Aquatics Commission. Dr. Citty
43 said that there have been growing pains associated with this first year of operation,
44 making sure that space was available for summer programs, etc., but those conflicts were
45 handled on the most amicable of terms. Mr. Polasek said that if an audit is to be done, the
46 Aquatics Commission should be the agency to conduct it and then pool resources where
August 8, 2002 JUC Regular Meeting Page 3 of 8
** *Official Minutes * **
Approved by Joint Utilization Committee November 14, 2002
1 need be to attain the information requested in the audit. Mr. Polasek explained the make
2 up of the Aquatics Commission — established last year as part of the natatorium
3 agreement between the CISD school district and the City, with three City staff
4 representatives and four CISD school district representatives and a parent (Nancy
5 Hartzel) of a former swimmer. Their meetings are open to the public.
6
7 Dr. Citty commented that just as the District has periodic unannounced safety audits, to
8 provide constructive criticism for the safety of all users, he would welcome an audit to
9 aid them in running the natatorium and would be happy to do whatever the Board directs
10 the District to do.
11
12 The discussion moved from comments about a yearly audit to comments about some of
13 the intricate issues concerning the Natatorium Commission.
14
15 Mr. Lakin expressed his opinions about the make up and effectiveness of the Natatorium
16 Commission. He said he had concerns about the make up of the Natatorium Commission.
17 He suggested changing the name of the Natatorium Commission and to make the people
18 that are currently on the Commission and are voting members "advisors" to that
19 Commission. Mr. Lakin recommended that the Commission be changed to add citizens to
20 it or remove the titles and suggested that the City put three or four paid City staff people
21 on the Commission and the CISD put three or four school district staff members on it.
22 He objected to putting titles on the document saying that takes away citizens' voting
23 power.
24
25 Mr. Lakin had concerns that John McGough, natatorium director, was perhaps
26 influencing the Commission to encourage the programming that Mr. McGough wanted
27 for the natatorium since the other members were not as familiar with operations of a
28 natatorium. Mr. Lakin stated his concern that the community did not have input since the
29 Natatorium Commission was being presented with very narrow- focused ideas, which
30 were being related to the JUC and the school district. He said there are many ways to run
31 swimming programs and many ways that ideas could be received, but that the way the
32 Commission was set up, there was not an opportunity to give input to it. He cited the
33 Club Dive diving program as an example — only one diving coach is allowed to teach
34 because the Aquatics Director believes that only one coach should be allowed during that
35 time.
36
37 Mr. Standerfer responded that if there were specific programming problems, which he
38 had not heard there were, those problem could be addressed at either the school board
39 meetings because the school board controls the Commission, or the City Council. The
40 appeal process is through these entities.
41
42 Mr. Polasek disagreed with Mr. Lakin's comments about the Natatorium Commission
43 saying that he had been involved with aquatics for ten years. Mr. Polasek defended the
44 Commission saying that it does not have any hidden agendas or platforms; the
45 Commission is looking at the natatorium facility as a public facility to serve all the
August 8, 2002 JUC Regular Meeting Page 4 of 8
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Approved by Joint Utilization Committee November 14, 2002
1 citizens of Southlake and talked about similarities with the City's tennis center
2 operations.
3
4 Mr. Lakin addressed the Commission about some specific issues he had about the
5 Operational Overview and Rules and Regulations documents pertaining to the direct
6 operation of the natatorium and was instructed to approach the school district trustees
7 with those issues. If the trustees felt changes in the operations were needed, they could
8 either formally adopt a resolution making the changes or informally request that Dr. Citty
9 and Mr. Polasek work out a solution. Mr. Lakin said Dr. Forte, interim CISD
10 superintendent, had directed him to bring his issues before the Joint Utilization
11 Commission in order to make JUC aware of them, even though the document in question
12 was a CISD document.
13
14 The discussion returned to the proposed audit of the natatorium.
15
16 Mr. Wang commented he would like to see a progress report of the finances and
17 operations of the natatorium.
18
19 Mr. Stephen commented that JUC needs to be focused on how the City and CISD will
20 use facilities jointly. He said he agreed with Mr. Standerfer's opinion that there could be
21 problems with having an outside group do audits of various programs.
22
23 The JUC members agreed it would be good to have Mr. McGough present an overview of
24 this past year's operations.
25
26 Regarding fees, the CISD will present a fee schedule to the City once a year to ensure
27 agreement from both entities on the fees charged.
28
29 Mr. Standerfer said he did not have a problem with the District allowing a financial and
30 operational audit, and was comfortable with having city staff look at the costs and
31 revenues.
32
33 Mr. Polasek recommended the Aquatics Commission review last year's natatorium
34 programs and determine which programs were successful and not successful. He said it
35 would be good to look at the input /comments from citizens and suggested using comment
36 cards as an excellent way to gauge the success of events.
37
38 Mr. Lakin told the group about a possible matching grant opportunity with
39 The Diving Association to build a diving platform. The grant is for $15,000, with the
40 total construction cost of about $60,000. Mr. Lakin was directed to make the request to
41 SPDC and also the District. Mr. Lakin will contact Mr. Polasek about the SPDC
42 matching grant application form.
43
44 Mr. Lakin also suggested that the natatorium offer a "free swim" time periodically. Dr.
45 Citty and Mr. Polasek will meet to discuss this possibility and then get with Mr. Lakin.
46
August 8, 2002 JUC Regular Meeting Page 5 of 8
** *Official Minutes * **
Approved by Joint Utilization Committee November 14, 2002
1 Mr. McGough, natatorium director, will give a report on the natatorium's first year
2 operations at the next JUC meeting.
3
4 Agenda Item No. 6. Discussion: Joint Use Fees for CISD facilities
5
6 Joint Utilization Committee (JUC) member Steve Lakin requested this item be placed on
7 the agenda for discussion. Members received a copy of the Joint Use Agreement for
8 reference.
9
10 Mr. Lakin asked the Commission to consider increasing the fees at city athletic functions,
11 such as basketball games, to help generate revenue for the District to off -set facility costs.
12
13 Mr. Standerfer said a pass- through type fee had been previously suggested and that he did
14 not have a problem with an incremental cost associated with providing facilities such as
15 $5.00 fee, but had concerns if the fee would was set so high that it interfered with citizens
16 being able to afford a community program. He said $5.00 fee was fine, but he would not
17 recommend $10 or more.
18
19 Mr. Standerfer requested that the District propose an amount appropriate on a Board level
20 along with an explanation of how the funds would be used to support the cost of
21 providing a facility for these types of programs. He also asked if a portion of the fee be
22 set aside for a scholarship fund to provide financial assistance to those athletes in need.
23
24 Agenda Item No. 7. CISD E -Mail Database
25
26 This item was presented by JUC member Tom Stephen to discuss the possibility of CISD
27 allowing the City to share the email database currently compiled by the District. The
28 CISD database is larger and more accurate than what the City presently has. Sharing of
29 the database would allow the City to provide information to a greater number of citizens
30 on a more frequent basis.
31
32 It was suggested that the CISD add an additional page to their existing weekly newsletter,
33 dedicated to City news, until an agreement can be arranged for the transfer of email
34 addresses to the City.
35
36 Before the CISD can provide the City with a list of its email addresses, a notice or
37 authorization will need to be obtained from each citizen on the list.
38
39 Julie Thanum, CISD Public Information Officer, will contact Gary Gregg, the City's
40 Technical Services Manager, to share information about how to set up and execute a
41 mass email newsletter.
42
43 Both websites (City and CISD) should have links for each entity on their individual
44 newsletters.
45
August 8, 2002 JUC Regular Meeting Page 6 of 8
** *Official Minutes * **
Approved by Joint Utilization Committee November 14, 2002
1 Agenda Item No. 8. CISD Project Update \'
2
3 No update.
4
5 Agenda Item No. 9. Discussion: City Project Update
6
7 JUC members received a copy of the current City Project Update report prepared by the
8 City's Senior Civil Engineer Jason Bannister.
9
10 Mr. Standerfer asked if the Kimball Avenue intersection was going to be bus - compatible
11 by the start of the school year? Yes. In addition to the intersection, several locations will
12 be isolated, and the City will paint crosswalks. The City's Public Works Operations
13 Manager, Mike Patterson, will handle the City's portion of the improvements.
14
15 Mr. Wang was directed to talk to Charlie Thomas about the timing of the extension of
16 Continental Avenue and Kimball Avenue to Highway 26.
17
18 It was mentioned that the CISD had purchased property for elementary school number
19 six, which does not have access. The access would be a developer obligation, however,
20 the Council can work with staff and find ways to collectively come up with plans to
21 develop it. Mr. Standerfer said from the Council's perspective under the current
22 economic climate, the school district could not expect the City to build or improve
23 surrounding roads.
24
25 Agenda Item No. 10. Discussion Future Joint Use Facilities, Projects and Goals
26
27 Mr. Lakin presented a request from the school district to build a gymnasium at Dawson
28 Elementary School. Mr. Standefer stated the City would prefer to have a joint facility that
29 would include a couple of gyms for the schools and a couple of gyms for the City in a
30 recreation center location. That does not exclude the City's desire to work with the CISD
31 on another school - attached gym, although SPDC's current ability to issue new bonds is
32 very limited by the current climate on sales tax.
33
34 Members talked about other options for locations of gymnasiums and recreation centers
35 and opportunities for additional revenues, such as sales from swimwear and athletic
36 supplies, etc.
37
38 Agenda Item No. 11. Adjournment
39
40 A motion was made to ad jo n he meeting at 7:36 p.m. The vote was unanimous.
41 '
42 Ar_
43
44 - . ' STE VIE 41.th)
45 Chair
46
August 8, 2002 JUC Regular Meeting Page 7 of 8
** *Official Minutes * **
Approved by Joint Utilization Committee November 14, 2002
1
2
3
4 Steve Polase
5 Deputy Director of Community Services
6
7
8 Attachments: none
A ugust 8, 2002 JUC Regular Meeting Page 8 of 8