2002-02-21 Official Minutes
Approved by Joint Utilization Committee
1 JOINT UTILIZATION COMMITTEE
2
3 Minutes
4
5 February 21, 2002
6
7 Joint Utilization Committee Members Present: Jerry Lawrence, Vice -Chair and CISD
8 Board of Trustees Representative; Bobby Rawls, Parks and Recreation Board
9 Representative; John Rollins, CISD Appointed Citizen; Greg Standerfer, City Council
10 Representative; Bill Eden, CISD Board of Trustees Representative; and Tom Stephen,
11 City Council Representative
12
13 Committee Members Absent: Wendi Carlucci, City Council Appointed Citizen
14
15 Guests: Brent Klein, representing CISD; Gary Radimaker, Micky Thomas, Cheatham
16 & Associates.
17
18 Staff Members Present: Steve Polasek, Deputy Director of Community Services; Dr.
19 Derek Citty, CISD Assistant Superintendent for Administrative Services
20
21 Agenda Item No. 1, Call to Order
22
23 JUC member Greg Standerfer called the meeting to order at 6:02 p.m. A quorum of
24 voting members was not present until Vice Chair Jerry Lawrence arrived a few minutes
25 later. The official meeting began.
26
27 Agenda Item No. 5, Cafeteria expansion at Carroll Elementary School, was the first item
28 considered this evening.
29
30 Agenda Item No. 5, Discussion: Carroll Elementary School cafeteria expansion project
31
32 Deputy Director Steve Polasek presented the item explaining that this item was placed on
33 the agenda so that greater administrative approval of site plan modifications could be
34 discussed. He told the JUC that the CISD is presently in the process of seeking site plan
35 approval for the expansion of the Carroll Elementary School cafeteria. The Carroll
36 Elementary cafeteria expansion project would result in an increase of six hundred (600)
37 square feet of gross floor area. The Planning and Zoning Commission will review this
38 item at their February 21, 2002 meeting.
39
40 The discussion revolved around the issue of granting administrative approval of site plan
41 modifications. Section 40.6 of the Zoning Ordinance (attached to the minutes) controls
42 the levels of administrative discretion with regard to site plan modifications. The CISD
43 discussed this issue with Director of Planning and was requesting that the City consider
44 revisions to Section 40.6 to allow for greater administrative approval for minor changes
45 to the site plan. The Director of Planning had indicated that he was in favor of some of
46 the changes in that they would make the processes smoother where there are minor
November 8, 2001 JUC Meeting Page 1 of 7
Official Minutes
Approved by Joint Utilization Committee
1 modifications to a site, but that in terms of administrative approval changes to the Zoning
2 Ordinance, the revisions would have to be voted on and approved by the City Council.
3
4 Brent Klein showed the Committee graphic depictions of the expansion of the existing
5 Carroll Elementary School cafeteria and explained the scope of the project.
6
7 Mr. Standerfer commented on the expansion stating that there might be some resistance
8 to "granting waiver authority to staff on existing site plans," but said he could not
9 imagine that it could be a problem for the School District if there were some parameters
10 inserted into the language (ie. 1,000 feet or less).
11
12 Mr. Klein recommended that when the City is reviewing revisions to ordinances that
13 affect the School District, such as the Lighting Ordinance, Landscaping Ordinance, they
14 would like to have a public discussion that would address what is and is not allowed by
15 the schools.
16
17 Mr. Lawrence said it was nice to have these issues identified at this time although the
18 district will not get into this until the next bond construction begins in about a year and a
19 half. He noted there would be some renovations at other facilities in the near future.
20
21 Mr. Standerfer asked that the district define the scope of the district's future construction
22 plans to ensure that if their expansions /modifications are acceptable by the Council, that
23 the revisions to the ordinance would include enough leeway to take care of the districts'
24 needs. Mr. Lawrence said City staff had already been briefed on what the next bond
25 election would include. Mr. Klein acknowledged that there had been meetings with the
26 City staff regarding the impact fees for all upcoming District projects (two high schools,
27 possible relocation of intermediate and elementary school No. 6 at Dove Avenue, off of
28 White Chapel Boulevard).
29
30 Mr. Standerfer commented on the district's projects saying that access issues may be a
31 significant point for the new intermediate school (off Pine Drive), and stressed the need
32 for the district to build into their budget access costs. Mr. Klein said they did have access
33 off of Highland and that this had been discussed with staff extensively.
34
35 Mr. Polasek said he would take the Committee's discussion points back to the Director of
36 Planning.
37
38 The construction of the expansion of the Carroll Elementary School cafeteria will began
39 in April.
40
41 Agenda Item No. 2, Administrative Comments
42
43 Deputy Director of Community Services Steve Polasek commented that Council member
44 Tom Stephen had been appointed to serve on the Joint Utilization Committee in place of
45 Ms. Patsy DuPre and that the committee looks forward to working with him.
46
November 8, 2001 JUCMeeting Page 2 of 7
Official Minutes
Approved by Joint Utilization Committee
1
2
3 Agenda Item No. 3, Consider: Approval of the Minutes from the November 8, 2001
4 meeting
5
6 JUC member Bill Eden arrived during consideration of this item.
7
8 A motion was made to approve the minutes from the November 8, 2002 meeting.
9 Motion: Rawls
10 Second: Standerfer
11 Ayes: Lawrence, Rawls, Rollins and Standerfer
12 Nays: None
13 Abstention: Eden (was not at November 8 meeting)
14 Approved: 4 -0 -1
15
16 Motion carried.
17
18 Agenda Item No. 4, Consider: Election of Chair to fill vacancy left by Patsy DuPre
19 resignation
20
21 Council member Patsy DuPre resigned her position on the City Council and JUC to move
22 to Virginia. This item was placed on the agenda to allow the JUC to fill the remaining
23 term of the Chair position.
24
25 It has been the practice of the Committee to fill the officer positions each year following
26 appointments or in the case of a resignation. The Chair and Vice Chair positions are
27 regularly filled by one representative of the District and one representative from the City.
28 The general responsibilities of the Chair position are to provide direction in establishing
29 the agendas and to lead the monthly meetings.
30
31 The Committee was in favor of having Mr. Standerfer act as Chair until after the May
32 elections, when the position will then revert back to a school district representative.
33
34 A motion was made to elect Greg Standerfer as Chair to fill the vacancy resulting
35 from the resignation of former Council member Patsy DuPre.
36 Motion: Rawls
37 Second: Rollins
38 Ayes: Eden, Rawls, Rollins and Lawrence
39 Nays: None
40 Abstention: Standerfer
41 Approved: 4 -0 -1
42
43 Motion carried.
44
45
46
November 8, 2001 JUC Meeting Page 3 of 7
Official Minutes
Approved by Joint Utilization Committee
1 Agenda Item No. 6, Discussion: March 14, 2002 JUC meeting (Spring Break week)
2
3 This item was placed on the agenda so that the JUC could consider an appropriate
4 meeting date for their March meeting. The next JUC meeting falls during CISD Spring
5 Break week.
6
7 Members agreed to postpone the March 14 meeting and to hold a JUC meeting on March
8 21, 2002, if one was needed.
9
10 Mr. Polasek said staff would bring an update on the Special Olympics to the April
11 meeting.
12
13 Agenda Item No. 7, Discussion: CISD Project Update
14
15 There were no items for discussion other than the projects mentioned during discussion
16 of the Carroll Elementary School expansion earlier in the meeting.
17
18 Agenda Item No. 8, Discussion: City Project Update
19
20 A copy of the City Project Update was included in the JUC packets. The report contained
21 information about various City road construction projects.
22
23 Mr. Polasek briefed the Committee about several community service projects: Bob Jones
24 Park has been turned over to the bonding company for a construction schedule with a
25 target completion in six months; lights are being installed on the three southern soccer
26 fields to be functional in about three weeks; and in cooperation with the CISD, lights at
27 the CIS have been installed and should be ready in 2 -3 weeks also.
28
29 Mr. Rollins mentioned that at a previous meeting members had talked about having the
30 radius of curvature at the southeast corner of the intersection of White's Chapel and Dove
31 Road increased. Mr. Polasek said that information had been given to City Engineer
32 Charlie Thomas at that time and that he would forward the Committee's concern again
33 and ask Public Works Director Pedram Faranek to contact Mr. Rollins. Mr. Rawls related
34 several hazardous traffic conditions he had observed at that intersection.
35
36 Mr. Tom Stephen arrived at 6:25 p.m.
37
38 Mr. Rollins asked about the City's sewer expansion plans and was told that information
39 would come from the Director of Public Works. Mr. Standerfer said that the biggest
40 problem north of SH 114 is that there are three drainage basins, none of which that have
41 lift stations. The City's perspective is that those facilities will be installed as new housing
42 developments are constructed. There have been voids left under the new freeway for lines
43 to extend across.
44
45 Mr. Standerfer and Mr. Rollins commented on the impact of future sewer expansion on
46 proposed school sites.
November 8, 2001 JUC Meeting Page 4 of 7
Official Minutes
Approved by Joint Utilization Committee
1
2 Agenda Item No. 9, Discussion: Future Joint Use Facilities, Projects and Goals
3
4 Use of stadium for summer concert hosted by SYAC — Community Services Coordinator
5 Emily Galpin approached Mr. Lawrence about the possibility of holding a "Battle of the
6 Bands" concert this summer in the stadium. Mr. Lawrence said he talked to Coach
7 Ledbetter about the request and said there were not any schedule conflicts since the
8 stadium was not being used between April and August. SYAC will meet next week to
9 identify a preferred site for the concert. If the stadium is selected by SYAC, Mr. Polasek
10 will bring their request to Dr. Citty and investigate the possibility of using the stadium.
11
12 Post Election Debriefing — Mr. Lawrence recommended that the JUC have a post -
13 elections review after the May elections to address any issues that the City or District
14 may have encountered and to work out a plan for future joint elections. An item will be
15 put on the May JUC agenda.
16
17 Proposal for a Joint Use Recreation Facility — Mr. Standerfer informed the Committee
18 about discussions that occurred between the CISD, the City and the United White Chapel
19 Methodist Church about the possibility of a joint use recreation facility. The Church has a
20 six -acre tract of land east of the Church's parking lot driveway off Southlake Boulevard,
21 to the east of the church and the cemetery that they are willing to donate to the City if the
22 City would like to build a recreation center at that location and utilize a shared parking lot
23 to be built by the City. The church has agreed to donate right -of -way for a road that
24 would connect White's Chapel Boulevard with Byron Nelson.
25
26 Mr. Polasek said four entities would be contributing — the City, CISD, United White's
27 Chapel Methodist Church and the State of Texas. By having the City, Church and School
28 District working together, it could mean that the project could be in a better position to
29 receive State grant funding in the amount of $750,000 to go toward the construction of
30 the facility. City Council had previously approved approximately $5.0 million dollars for
31 the facility.
32
33 The timeline for construction of the recreation facility depends upon what the School
34 District chooses to do. The Church is prepared to donate the land for the surface rights at
35 this time as the Church is eager to have a parking lot built now. As for the City's
36 perspective, Mr. Standerfer said they presently have resident support for building a rec
37 center. He said it makes sense to have twice the facility for half the cost. He added that
38 the District does not have to budget a significant amount for operating expenses since the
39 City will handle the operation of the facility.
40
41 Mr. Stephen said if the entities decided to pursue grant funding, that could slow the
42 project since they would have to operate within the grant parameters. He said the grant
43 funding is a very competitive situation. The deadline to submit the TPWD grant
44 application is July 31, 2002, but the award would not occur until the following January.
45
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Approved by Joint Utilization Committee
1 Mr. Stephen talked about the experience he has had in his accounting firm with
2 submitting applications to the State of Texas for low income housing and said the point
3 system used by the State in determining which projects will receive funding requires that
4 you do things that don't necessary make sense. He said people put into their grant
5 application things that they will do for the sole reason of getting points.
6
7 Mr. Polasek said the biggest problems the City has had in meeting the TPWD grant
8 criteria was in the area of joint participation with other public or private entities and in
9 the area of how the City is meeting the needs of low income minorities /at risk/afterschool
10 programs.
11
12 The Committee discussed some of the conceptual features that could be included in the
13 facility, such as the bleachers, restrooms /dressing rooms, exercise rooms, indoor walking
14 track, size of the facility, etc.
15
16 Mr. Lawrence talked about the need for a gymnastic facility for the District and how this
17 option could be an alternative to the District building either a stand -alone facility or using
18 one that was already established such as the Texas Star. He said he believed the
19 stumbling blocks were the time line for construction of the rec center and the logistics of
20 transporting gymnastic classes from the schools. He would like to have a dedicated
21 gymnastic area in the facility.
22
23 Mr. Standerfer said in part, "If there was some certainty of us receiving the grant, I would
24 say we should pursue the grant. However, if the City staff thought that we had a pretty
25 good application this time and we got blown out of the water, then if it came down to it
26 and we didn't expect to receive the full $750,000 anyway, and if it turned out to be a
27 $500,000 question ($250,000 per governmental entity), then I say build it anyway
28 without pursuing the grant."
29
30 Mr. Stephen added, "We are better off— the Church, the School and the City -- cutting a
31 deal and finding out something that works because the likelihood of getting a grant, at
32 best is 10 -20 %."
33
34 Mr. Standerfer felt that the Church is willing to do more than replace what the grant is
35 for, by the way of land donation.
36
37 Mr. Polasek suggested getting representatives from all the entities together and work
38 through the process to determine timelines and what needs to be done. He said if the
39 entities favor pursuing the grant, then that will be done. If they do not, then everyone will
40 know that it is not worth the effort and agree to move on.
41
42 Mr. Standerfer said the City staff and School District staff could meet and put together a
43 proposal of a "wish list." The Church has said they are happy to do it regardless, and are
44 happy to get parking for their members on Sunday morning. The parking lot would be
45 owned by the City, however, the City would have a reciprocal parking agreement with
46 the Church.
November 8, 2001 JUC Meeting Page 6 of 7
Official Minutes
Approved by Joint Utilization Committee
1
2 An Exploratory Committee, consisting of several Council members, City staff, Mr.
3 Lawrence, representative from the Church, will get together to work on their vision, the
4 time line and draft a proposal for the joint use recreation center.
5
6 Mr. Standerfer had to leave the meeting at this time to attend another meeting.
7
8 Agenda Item No. 10, Adjournment
9
10 A motion was made to adjourn the meeting at 6:55 p.m.
11
12 Motion: Rawls
13 Second: Lawrence
14 Ayes: Eden, Lawrence, Rawls, Rollins and Stephen
15 Nays: None
16 Abstention: None
17 Approved: 5 -0
18
19 Motion carried.
20
21 �, )
22 (` 23 �r
Greg Stan 1erfer
24 G eg , Chair
25
26 Attest:
27
28,
29 J o , Deputy Director of Community Services
30
31
32 Attachments: Item 5, Carroll Elm cafeteria expansion — Section 40.6, Zoning Ordinance
November 8, 2001 JUC Meeting Page 7 of 7
40.5 IMPROVEMENTS - All improvements to the land and all buildings and construction on the
land shall be in accordance with the development plan or site plan approved in compliance
with this section.
40.6 ADMINISTRATIVE ACTION - On approval of the development plan or site plan by the City
Council, or the Administrative Staff, as appropriate, all necessary permits or certificates
authorized thereby may be issued.
a. Subsequent to such approval, minor changes may be authorized by the Administrative
Official when such minor changes will not cause any of the following circumstances to
occur:
1. A change in the character of the development;
2. An increase in the ratio of the gross floor areas in structures to the area of any lot;
3. An increase in the intensity of use;
4. A reduction in the originally approved separations between buildings;
5. An increase in the problems of circulation, safety, and utilities;
6. An increase in the external effects on adjacent property;
7. A reduction in the originally approved setbacks from property lines;
8. An increase in ground coverage by structures;
9. A reduction in the ratio of off - street parking and loading space to gross floor area in
the structures.
10. A change in the subject, size, lighting, flashing animation or orientation of originally
approved signs.
b. Any proposed amendment to a development plan or site plan, previously approved by the
Planning and Zoning Commission and the City Council, which in the opinion of the
Administrative Official does not meet the criteria of sub - paragraph 40.6a above may only
be approved by the City Council after a recommendation by the Planning and Zoning
Commission in accordance with the same notice and hearing requirements for zoning
changes as set forth in Section 46 of this ordinance.
40.7 CONFLICT WITH OTHER REQUIREMENTS - If any conflict exists between the language
contained herein regarding site plan requirements and any development plan or site plan
ordinance of the City, the more specific requirements shall apply.
40 -5