2001-05-10 1 JOINT UTILIZATION COMMITTEE
2
3 MINUTES
4
5 May 10, 2001
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7 Joint Utilization Committee Members Present: Jerry Lawrence, Chair and CISD Board
8 of Trustees Representative; Patsy DuPre, Vice -Chair and City Council Representative;
9 Steve Harold, CISD Board of Trustees Representative; Greg Standerfer, City Council
10 Representative; and Wendi Carlucci, City Council Appointed Citizen.
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12 Committee Members Absent: John Rollins, CISD Appointed Citizen; and Jim Glover,
13 Parks and Recreation Board Representative.
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15 Guests: Brent Klein, Total Project Management, Inc.
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17 Staff Members Present: Steve Polasek, Deputy Director of Community Services; Steve
18 Johnson, Assistant Superintendent for the CISD.
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20 Agenda Item No. 1, Call to Order
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22 Mr. Lawrence called the meeting to order at 6:13 p.m.
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24 Agenda Item No. 2, Administrative Comments
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26 There were no administrative comments at this meeting.
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28 Agenda Item No. 3, Consider: Approval of the Minutes from the February 8, 2001
29 meeting
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31 Agenda Item No. 4, Consider: Approval of the Minutes from the March 8, 2001 meeting
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33 The March 8, 2001 minutes were corrected on page 7, line 16, to read, "Mr. Harold stated
34 that it was not a tremendous..."
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36 A motion was made to approve minutes from the February 8, 2001 and March 8, 2001
37 meetings as corrected.
38 Motion: Lawrence
39 Second: DuPre
40 Ayes: Carlucci, DuPre, Harold, and Lawrence
41 Nays: None
42 Abstention: Standerfer
43 Approved: 4 -0 -1
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45 Motion carried.
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1 Agenda Item No. 5, Discussion: Natatorium Operational Overview
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3 A final version of the Natatorium Operational Overview, as prepared by the District, was
4 distributed to JUC members by Assistant Superintendent Steve Johnson. Mr. Johnson
5 highlighted changes that were made to the document since the last JUC review.
6
7 The "Aquatics Center Director /Coach" position under Personnel section, page 13 and
8 page 26, was changed to "Aquatics Center Director." This change required the job
9 description of the Head Swim Coach position to be modified to include responsibilities
10 involving the direction of the swim teams, and other programs during the school day. In
11 the absence of the Aquatics Center director, the head swim coach will assume the
12 director's authority during the day.
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14 It was noted that some cities address oversight of evening activities at their aquatic center
15 by hiring a head lifeguard that assumes that role.
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17 Mr. Johnson briefed the committee about the interview process for the director position
18 Currently nine applications have been selected for review out of twenty -five received,
19 with there being two very strong candidates. Mr. Johnson said he plans to present their
20 recommendation to the CISD board in May, but would like to have a committee
21 consisting of city staff, parents and CISD staff meet both candidates, provide their
22 perception of each applicant, prior to making their final recommendation to the CISD
23 board.
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25 Scheduling, staffing, supervision and salary issues were discussed by JUC members.
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27 A suggestion was made to have the committee tour the aquatics center, stadium and the
28 intermediate /elementary school gyms and fields during their July meeting. The tentative
29 date of the tour will be Wednesday, July 11.
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31 Agenda Item No. 6, Discussion: Joint Use Agreement for CISD Natatorium
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33 City and District staff met on several occasions throughout the last year to develop and
34 review a proposed interlocal agreement for the CISD natatorium. The agreement was
35 developed by CISD and City staff approximately one year ago and has been reviewed and
36 discussed at the Joint Utilization Committee meetings on numerous occasions during that
37 time. A proposed draft interlocal agreement was approved by JUC at their March 8, 2001
38 meeting by a 5 -2 vote and the recommended changes have been addressed in the present
39 document.
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41 Mr. Lawrence summarized the changes made to the agreement as a result of JUC's last
42 discussion. Language was strengthened in the agreement to state that all the revenues
43 would stay in the facility, dispute resolution wording was added and the clause that talked
44 about repayment of SPDC money through grants and loans, was changed to say all grants
45 and sponsorships would stay with the facility.
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Page 2 of 8
1 CISD attorneys did not make any significant changes to the agreement.
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3 There were no additional questions about the agreement and it was noted the agreement
4 would be executed within the following week.
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6 Agenda Item No. 7, Discussion: Community Services Project Update
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8 Information about the City of Southlake Recreation Center was presented during this item
9 as a possible joint use facility. JUC members received a brief update on the Recreation
10 Center in their packets and Deputy Director Steve Polasek led the discussion.
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12 The proposed recreation center will be located on the 12.8 acre Timarron- Richards site
13 just southwest of FM 1709 and Byron Nelson Parkway. This site allows for the
14 development of a campus type environment to include the recreation center, senior center
15 and possibly the library at a future date. Improvements such as landscaping, trails,
16 pavilions, and irrigation are also planned for the site.
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18 Following the selection of a site for the recreation center in March, the City Council
19 approved entering into an agreement with Brinkley Sargent Architects for the facility
20 design and construction drawings.
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22 The proposed recreation center facility has a current construction budget of $5.7 million
23 and will be approximately 40,000 square feet in size. A $750,000 Texas Parks and
24 Wildlife grant will also be sought for the Recreation Center. Planned amenities might
25 include gymnasium(s), workout facility, indoor jogging /walking track,
26 meeting /classroom space, dance /exercise room, teen game room, locker rooms, and office
27 space. An enterprise plan for the facility will be developed to investigate operating
28 expenses and projected cost recovery. Citizen input will be sought throughout the
29 planning process and included in the final design. Construction is anticipated to begin in
30 late summer of 2002 and completed by the summer of 2003.
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32 Mr. Standerfer commented he would like to receive programming input from the YMCA
33 before a final design is decided. He also stated he was hopeful the recreation center does
34 get built and that funding would be through SPDC instead of the General Fund.
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36 Members talked about YMCA involvement issues.
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38 Mr. Standerfer informed members that the City had received an offer from the Texas
39 School of Baseball to acquire their property on Crooked Lane, next to Cambridge Place
40 subdivision. Negotiations are still being looked at and Council has not made a counter
41 offer at this point.
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45 Agenda Item No. 8, Discussion: City Project Update
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1 Agenda Item No. 8, Discussion: City Project Update
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3 A copy of the City Project Update report was included in each JUC member packet. The
4 report included information about various City roads and construction projects, such as
5 West Continental Boulevard reconstruction from Peytonville to White's Chapel,
6 intersection improvements along FM 1709 at Peytonville and White's Chapel, SH 114
7 reconstruction from Kirkwood to 0.6 miles east of Dove and 0.5 miles west of Kimball to
8 FM 1709, and construction of South Kimball, from FM 1709 to Crooked Lane.
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10 Of particular interest was the recently awarded construction improvements for Kimball
11 Road. The contractor has committed to completing the portion of construction in front of
12 the new Carroll Intermediate /Elementary School by mid - August 2001. Members had
13 concerns about the corner on Crooked Lane and Kimball, which will probably not be
14 completed in time for the new school year.
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16 Council member Patsy DuPre talked about ways the City Council was looking into
17 improving the speed at which projects are completed. One motivation incentive would be
18 to offer a bonus to the contractor if the job was completed under the timeline. The City
19 Council will consider this option at a council meeting in the near future. If the Council
20 approves this provision, the improvements project at Brumlow and SH 26 will be the first
21 test -case of this type of incentive offer.
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23 Members talked about some of the issues involved with the SH114 reconstruction from
24 Kirkwood Drive to 0.6 miles east of Dove Road.
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26 Ms. DuPre noted the improvements being constructed at Continental Boulevard and
27 Timarron, between Byron Nelson and Breezeway Drive, stating that the widening of the
28 bridge is being paid for by Timarron.
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30 Several members commented on the value of constructing sidewalks that connect with
31 other trails. The Master Pathway Plan (formerly the Master Trails Plan) was recently
32 approved by City Council for the entire city. The Plan addresses equestrian and
33 pedestrian, eight -foot trails. Members requested copies of the Master Pathway Plan at the
34 next JUC meeting.
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36 Agenda Item No. 9, Discussion: CISD Project Update
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38 Brent Klein, representative from Total Project Management (TPM), presented an
39 overview of the current CISD construction projects.
40
41 Regarding tree mitigation at Carroll High School, 195 trees have been planted and 200
42 trees have been planted at the middle school. Durham Elementary is now in compliance
43 with the tree ordinance. There have been some discrepancies between the Landscape
44 Administrator and TPM about the trees mitigated at the middle school site which will be
45 addressed with chief building manager Malcolm Jackson. It was stated that JUC had
46 previously approved a compromise due to drainage and grading at that site. Mr. Klein
Page 4 of 8
1 are included in the District's next bond election in order to cover the plans within the next
2 five years as agreed upon.
3
4 One project from the last bond election that could affect joint use issues is the
5 requirements to do ADA features at the Carroll Intermediate School at Highland and
6 North Carroll Avenue. Mr. Klein referred to a site layout drawing and explained the
7 different levels existing in the current school configuration. Mr. Klein shared a detailed
8 explanation of all the needed ADA requirements for the site and how those improvements
9 would be accomplished.
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11 An issue raised during the briefing, was that of lighting the soccer field. Currently,
12 because the field has been used for lacrosse and soccer during the winter, the lights were
13 kept in place over the winter; however, all the light stands will be demolished during the
14 improvements to the site, since they are in such poor condition. A representative group
15 from the Lacrosse Club, which has been using the field, approached the Parks and
16 Recreation Board and wanted the City to put up new light stands to preserve the field as a
17 lighted field. The concern is that if the old lights are removed and new ones installed,
18 would the new lighting fixtures be "grandfathered" into compliance of the lighting
19 ordinance or would it be necessary to go through the whole approval process again?
20 Lighting could become an issue with adjacent residents, so it is imperative that it be
21 resolved as quickly as possible. Staff will investigate the lighting issue and report back to
22 the committee.
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24 Mr. Polasek commented on the Lacrosse Club request and said that the Parks and
25 Recreation Board had indicated they would consider a matching funds grant, but that
26 currently funds from the SPDC CIP are exhausted. The Park Board has not received a
27 formal request from the Lacrosse Club for the matching funds estimated at $75,000.
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29 Another complicated issue related to lighting the field is that although the Lacrosse Club,
30 as a private entity, may invest matching funds for the lighting, they could not be given
31 exclusive rights to the field on school property. The problem would need to be worked
32 out with the city, the CISD and the Lacrosse Club. Mr. Lawrence and Mr. Johnson
33 indicated the District would be willing to keep the field lit if the funding could be
34 resolved.
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36 Ms. DuPre said she would like to meet with Kevin Hugman about the lighted field issue.
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38 Greg Standerfer left the meeting at this time.
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40 Mr. Klein commented he would like to hold a meeting with Landscape Administrator
41 Keith Martin, Planning Director Bruce Payne, Chief of Building Services Malcolm
42 Jackson, the Planning & Zoning Commission, Community Services and Public Works
43 staffs to gather their input on all projects that need to be incorporated into the next
44 submittal for a bond election.
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1 A major concern by the contractor was that of obtaining Certificate of Occupancy (CO)
2 certificates for the Intermediate /Middle School and the stadium/transportation facility
3 because they were operating under one permit and both buildings would not be
4 completed at the same time. Malcolm Jackson was contacted and assured the contractor
5 there would not be a problem.
6
7 Mr. Klein said the CO for the Intermediate/Middle School on Kimball Avenue should be
8 in place by the end of June, or first of July. TPM is anticipating an August 1 CO for the
9 elementary school on Continental Boulevard.
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11 If needed, TPM will address any remaining issues on these joint use projects at the July
12 JUC meeting to ensure that the temporary CO's are done, that the schools can hold their
13 staff orientations in the buildings prior to school opening date, and that the principal and
14 staff can have access to the buildings. It was recommended that Malcolm Jackson attend
15 the meeting if there are remaining issues to be addressed at that meeting.
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17 Mr. Klein commented on the stadium facility and noted that the road and drainage /storm
18 systems are about fifty percent complete and should be done by September. Some
19 parking lots are still being constructed; however, they should be ready in time to meet the
20 deadline.
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22 Members talked about the progress of the natatorium. Completion was expected in
23 October, but it could be ready three or four weeks earlier.
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25 Agenda Item No. 10, Discussion: Drug and Alcohol Committee Update
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27 JUC Vice -Chair and Councilmember Patsy DuPre gave a brief summary of the current
28 undertakings of the Joint Drug and Alcohol Committee.
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30 Several Joint Drug and Alcohol Committee members will be reviewing the direction of
31 the committee due to attendance problems and other factors. They are planning to review
32 the committee's bylaws to see how it can be opened up to more participation from the
33 community.
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35 Brad Bartholomew and Julie Thannum are in the process of constructing a website for the
36 Joint Drug and Alcohol Committee that will be accessed through the school district's
37 website. The website contains a slide show presentation arranged by DPS police chief
38 Marlin Price on alcohol and drug issues facing Southlake. A parent and student chat room
39 is also being explored with the District as well.
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41 Ms. DuPre commented the slide presentation is also available in a PowerPoint format and
42 may be presented to community organizations.
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44 Vickie Thompson, resource director for White's Chapel United Methodist Church, will
45 be holding a four -week program for the entire community about drug and alcohol issues;
46 times and dates to be determined.
Page 6 of 8
1
2 The annual Parent Network book has been released to the public; however, members will
3 review the feasibility of publishing the book prior to publication next year.
4
5 Ms. DuPre asked members for ideas or suggestions that could be implemented by the
6 Joint Drug and Alcohol Committee.
7
8 Doug McWhorter, the father of one of the four girls killed by a drunk driver in Brock,
9 Texas a few years ago, has a very powerful presentation that he would like to make to the
10 children in Southlake and suggested a good time would be prior to Prom Night. Dr.
11 Presley, with the CISD, has been given the information about Mr. McWhorter's program
12 to consider, but has responded that he has many excellent speaker programs to consider.
13
14 Ms. Carlucci suggested that Mr. McWhorter's program could be presented to the Parent -
15 Teacher Organization, middle and elementary age groups students.
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17 One incentive being used by other school districts to get more parents to attend these
18 programs is to offer Community Service hours to students that bring their parents to the
19 lectures.
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21 Ms. DuPre asked for help from the school board members of JUC to encourage the
22 presentation of Mr. McWhorter's program.
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24 Agenda Item No. 11, Discussion: "Year In Review" Accomplishments
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26 A summary of the "Year In Review" accomplishments was provided members in their
27 meeting packet. Chairman Jerry Lawrence reviewed the memo and highlighted a few of
28 the following items: the Interlocal Agreement for CISD Natatorium, selection of a
29 natatorium director, use of CISD gymnasiums for city basketball programs and the City
30 and CISD election process, the importance of the construction updates, saving the pond at
31 Noble Oaks Park and CISD Elementary School No. 5, landscaping accomplishments
32 through the development of a five -year plan, more opportunities for young adults to
33 participate in youth programs, erection of street lights on White's Chapel near Carroll
34 Junior High School, and the amendments to the Interlocal Agreement for Park,
35 Playground, and Other Recreational Facilities.
36
37 Mr. Lawence complimented Steve Polasek and Steve Johnson on the way the City and
38 school district have worked together throughout the year saying that he had never seen
39 two staffs work as well together as they had.
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41 Members were invited to attend a SYAC meeting on May 16, 2001 in Town Hall at 5:30
42 p.m. to hear from teens about activities they would like the City to offer.
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44 Committee members suggested addressing the City and CISD election process during the
45 July JUC meeting, perhaps by inviting election judges Karen Cienki, David Baltimore,
Page 7of8
1 City Secretary Sandy LeGrand and the CISD election coordinator to discuss the election
2 process and the sharing of space for early voting and election day voting.
3
4 Members would like to have a Title IX update at a future JUC meeting to look for ways
5 to increase girls participation in intramural programs.
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7 Agenda Item No. 12, Discussion: Future Joint Use Facilities, Projects and Goals
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9 This item was not discussed at this time.
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11 Agenda Item No. 13, Adjournment
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13 The committee unanimously voted to adjourn the meeting at 9:05 p.m.
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17 J e La e e, Chair
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20 Attest:
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22 l lc
23 teve Pol. sek, Deputy Director of Community Services
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