2001-09-13 1 JOINT UTILIZATION COMMITTEE
2
3 MINUTES
4
5 September 13, 2001
6
7 Joint Utilization Committee Members Present: Patsy DuPre, Chair and City Council
8 Representative; Jerry Lawrence, Vice -Chair and CISD Board of Trustees
9 Representative; Greg Standerfer, City Council Representative (arrived at 6:16 p.m.);
10 Wendi Carlucci, City Council Appointed Citizen (arrived at 6:17 p.m.); John Rollins,
11 CISD Appointed Citizen; and Bobby Rawls, Parks and Recreation Board Representative
12
13 Committee Members Absent: Bill Eden, CISD Board of Trustees Representative
14
15 Staff Members Present: Steve Polasek, Deputy Director of Community Services; Dr.
16 Derek Citty, CISD Assistant Superintendent for Administrative Services; Brent Kline,
17 CISD Construction Director
18
19 Agenda Item No. 1, Call to Order
20 Chairman Patsy DuPre called the meeting to order at 6:09 p.m.
21
22 Agenda Item No. 2, Administrative Comments
23
24 Deputy Director of Community Services Steve Polasek presented the committee with
25 copies of the Parks Open Space Master Plan and the Trail System Master Plan.
26
27 Mr. Polasek announced that Dr. Derek Citty had replaced Steve Johnson as the Assistant
28 Superintendent for Administrative Services at the CISD, and would serve as the new
29 CISD representative on the Joint Utilization Committee.
30
31 Agenda Item No. 3, Consider: Approval of the Minutes from the July 11, 2001 meeting
32
33 A motion was made to approve minutes from the July 11, 2001 meeting as presented.
34 Motion: Rollins
35 Second: Standerfer
36 Ayes: DuPre, Lawrence, Rawls, Rollins, and Standerfer
37 Nays: None
38 Abstention: None
39 Approved: 5 -0
40
41 Motion carried.
42
43 Agenda Item No. 4, Consider: Selection of Vice Chair position
44
45 Chairman DuPre explained the historical rotation of the Chair and Vice -Chair positions
46 between CISD Board and the City Council representatives. Last year Ms. DuPre served
September 13, 2001 JUC Meeting Minutes Page 1 of 10
1 as Vice -Chair with Jerry Lawrence serving as Chair. Ms. DuPre commented that this
2 arrangement could be changed if JUC members desired. Members agreed to continue
3 with the rotation arrangement.
4
5 A motion was made to nominate Jerry Lawrence as Vice - Chair.
6 Motion: Standerfer
7 Second: Rollins
8 Ayes: Harold, Lawrence, Rollins, Rawls, and Standerfer
9 Nays: None
10 Abstention: None
11 Approved: 5 -0
12
13 Motion carried.
14
15 Ms. Carlucci arrived at this time.
16
17 Agenda Item No. 5, Discussion: Update on May election process
18
19 Chairman DuPre said this item would be postponed until the next meeting.
20
21 Dr. Derek Citty arrived at this time and was introduced to JUC members.
22
23 Agenda Item No. 6, Discussion: Presentation on sustainable schools
24
25 Brent Kline, CISD Construction Director, presented a video of the Roy Lee Walker
26 School in McKinney that utilizes the concept of "sustainability" in its building design and
27 features. Sustainability includes such features as the use of natural light, collection of
28 water off of the roof into cisterns and used for irrigation, planting of Buffalo grass, and
29 the use of active solar and geothermal energy.
30
31 Mr. Kline said that he received comments at previous JUC meetings that the District and
32 City might be interested in incorporating some of the sustainable features into future
33 projects and he noted that one of the architects currently working on the District's
34 projects, Gary Keith, senior president of SHW Architects, was one of the national leaders
35 in the field of sustainable building design.
36
37 This issue is important in that should the CISD or the City determine that future
38 construction projects incorporate sustainable techniques, additional up front construction
39 costs need to be considered in the planning stages.
40
41 The committee viewed the ten - minute video.
42 Ms. Carlucci commented that after this video was shown at a recent Keep Southlake
43 Beautiful meeting, which was attended by many teachers, teachers were so enthused
44 about the features in the school that they were asking where they could apply for a job at
45 that school. Ms. Carlucci suggested showing the video at SPIN meetings as well to
September 13, 2001 JUC Meeting Minutes Page 2 of 10
1 educate citizens on the features and to prepare them for the additional costs of those
2 features should the District decide to include them in future projects.
3
4 Mr. Kline pointed out that not all the concepts presented in the video or used in a fully
5 sustainable facility would be of interest to the City or District. He cited the Birdville ISD
6 and said geothermal energy was being used in their new school, whereby 140 wells were
7 drilled under the concrete, then water pumped out for use in the air conditioning system.
8 Although the initial construction of the geothermal feature added an additional million
9 dollars to the cost of the facility, it would pay for itself within four years by a savings in
10 their air conditioning costs.
11
12 Mr. Kline noted that some sustainable features could conflict with existing city
13 ordinances.
14
15 The District may be interested in incorporating some sustainable features into future
16 school "add -on" projects. When asked about specific cost savings, Mr. Kline said cost
17 estimates could not be determined until the exact features were known and a detailed
18 study was done for specific school sites.
19
20 During Mr. Kline's presentation, he explained how the geothermal system worked at the
21 new Birdville ISD school and talked about the theoretical need for minimal maintenance.
22
23 Ms. DuPre said information about the long -range cost savings for such features would be
24 vital during the decision - making phase. Mr. Kline said the architects are gathering
25 statistics on the various uses and could provide cost estimates at a later date.
26
27 Mr. Kline asked if JUC was interested in touring Roy Lee Walker School in McKinney?
28 It was suggested that Director of Planning Bruce Payne and Director of Community
29 Services Kevin Hugman join members of the City Council, CISD Board, Planning &
30 Zoning Commission for the tour, if one could be arranged.
31
32 Mr. Lawrence commented that the School Board would need to make serious decisions
33 about the inclusion of sustainable features during November through January.
34
35 Mr. Kline said that once the CISD school board makes a decision on November 12
36 regarding the two high school issue, a detailed project plan and impact information could
37 be produced which could provide data for dollar -wise decisions.
38
39 Ms. Carlucci wondered if a tour could not be arranged, if it would mean that the idea of
40 incorporating some of the sustainable features into future projects would be "shelved "?
41 Mr. Lawrence responded, "Not at all." He said that based on the video and the research
42 that will be provided, CISD could still consider the viability of including features in their
43 future projects.
44
45 JUC members discussed options for a tour, but could not decide on a definite date or
46 time. The School Board will identify possible tour dates at their upcoming school board
September 13, 2001 JUC Meeting Minutes Page 3 of 10
•
1 meeting and relay those to Steve Polasek to coordinate with City Council, P &Z, JUC and
2 staff.
3
4 Ms. DuPre thanked Mr. Kline for the presentation.
5
6 Agenda Item No. 7, Discussion: Update on selection process of one versus two high
7 schools
8
9 Vice Chair Jerry Lawrence reported that the CISD Board of Trustees would vote on the
10 issue at their November 12, 2001 meeting. The board will be asked to make a selection
11 from three options: 1) a ninth grade center; 2) 9 -10 -11 -12 grade split; or 3) 9 -12 grades
12 at two campuses.
13
14 Mr. Lawrence said a pamphlet would be mailed to the public containing basic operation
15 costs information, pros and cons of the options, questions and answers, and layouts of the
16 campus options. The pamphlet will be mailed to every family in about ten days.
17
18 On October 8 and October 15 the CISD will hold "town hall" meetings regarding the
19 issue. The exact format of the meetings will be worked out this week. Following the two
20 meetings, a survey will be mailed asking citizens to choose their preferred option. The
21 exact wording or to whom the surveys will be mailed to has not been worked out at this
22 time.
23
24 Once the "town hall" meetings have been held, and the survey responses received, the
25 CISD Board will evaluate the input and make a decision on November 12 regarding the
26 high school configuration. There will not be any formal election as it is illegal to hold a
27 referendum election. After a decision is made on the two high school issue, a decision
28 will need to be made about what will be done during the interim period.
29
30 Mr. Lawrence explained that if the bond election passes, all the improvements that are in
31 the bond will not be built until 2004, which may mean the new facilities would not be
32 opened until 2005. Mr. Lawrence continued saying, "The earliest this would be for is a
33 2004 opening and in some cases ... it may be 2005 before this facility comes on. We are
34 making a decision now in 2001 that will not occur until 2004, probably 2005." Plans
35 need to be in place to handle an interim period.
36
37 Mr. Lawrence talked about the current level of crowding at the high school and the junior
38 high schools and presented various options. Next year in 2002, 7 and 8 graders could
39 be moved over to the new middle school, which would relieve the junior high. That
40 creates a 9 grade center. If the ninth grade option is chosen, 10 -11 -12 grades would stay
41 in the high school. If the two high school option is chosen, it could go either way. He
42 said the District has to go with either a ninth grade center or the 9- 10 -11 -12 grades at the
43 junior high campus during the interim period.
44
September 13, 2001 JUC Meeting Minutes Page 4 of 10
1 A bond package will be put together in January, which will include the outcome from the
2 November 12 CISD Board decision, as well as improvements to the elementary school,
3 reconfiguration of the administration building, and intermediate school.
4
5 The CISD bond election is planned in March 2002.
6
7 Ms. DuPre asked Mr. Lawrence if any school board members would be present at the two
8 town hall meetings, which he responded there would be. The October 8th meeting will be
9 held in the junior high school with the October 15 meeting being held at Carroll High
10 School.
11
12 JUC members offered suggestions on the wording for the CISD survey.
13
14 Agenda Item No. 8, Discussion: Joint use of new school facilities
15
16 Ms. DuPre began the discussion with comments about the City's future plans to build a
17 recreation facility and ways to incorporate what the school district is doing and usage of
18 current school facilities as well as future school facilities.
19
20 Deputy Director Steve Polasek continued the discussion by saying, "As a community, we
21 certainly appreciate joint use of school facilities and it is a good opportunity to get more
22 `bang for the buck' that all the taxpayers are putting on the ground."
23
24 He explained that the facilities are looked at in two ways, one for the opportunities for
25 indoor recreational facilities such as gymnasiums, cafetoriums, classrooms - -- spaces that
26 can be utilized for recreation programs in conjunction with the school district. Secondly,
27 the City looks at the exterior facilities — the possibilities of providing practice space for
28 youth sports associations to include baseball, soccer, softball, lacrosse, etc., and groups
29 that the school works directly with, like peewee football, to provide space for them.
30
31 There have been some complaints about the condition of the practice fields at some of the
32 school sites in that the practice fields are not always kept in the same condition as the
33 game playing fields.
34
35 Mr. Polasek said this issue has been discussed with Dr. Citty and they believe that with
36 the new school facilities, with larger irrigated areas than some of the older facilities, the
37 complaints will be resolved. Mr. Polasek has also talked with Todd Thompson about the
38 City working with the school district to upgrade certain sites.
39
40 Mr. Polasek asked the committee to consider joint use at the Old Union Elementary
41 School and the Eubanks Intermediate and Dawson Middle schools at this time.
42
43 The CISD recently opened Old Union Elementary School, Eubanks Intermediate School
44 and the new Dragon Stadium. Other facilities such as the Natatorium and Dawson Middle
45 School are expected to open in the Fall of 2001 and 2002 respectively.
46
September 13, 2001 JUC Meeting Minutes Page 5 of 10
1 This item was placed on the agenda to discuss possibilities for joint use between the City
2 and the CISD of new school facilities such as gymnasiums, cafeterias, and outdoor open
3 space for recreational programming.
4
5 Old Union Elementary School:
6
7 Committee members reviewed the site plan of the Old Union Elementary School
8 contained in their packets. Mr. Polasek asked if the CISD would consider making the
9 play field area and the ball diamond play field areas shown on the map available for joint
10 use for practice facilities for the soccer and the baseball and/or softball associations in the
11 evenings after school is out?
12
13 CISD representatives expressed concerns about the condition of the fields being bare dirt.
14 Sodding should start within the week, but it would take about a year to get a good turf
15 root system established. City staff recognized the need to get the turf root established and
16 would not encourage use of the fields until the District tells them the fields are ready.
17
18 CISD representatives recommended having portable soccer goals for those fields.
19
20 Recreation Supervisor Steve Moore addressed the request concerning the use of the
21 inside gymnasium space for joint use recreation programs. Mr. Moore commented that
22 more gymnasium space was needed due to the expansion of the basketball program.
23
24 When Mr. Polasek asked CISD representatives if the City could incorporate the Old
25 Union School gymnasium into the joint use program, working the scheduling out with the
26 principals as had been done with other gymnasiums, Dr. Citty said that the CISD would
27 prefer that the new gymnasium not be used aside from the daily school curriculum, for
28 the first year of operation, but said they would be open for discussion.
29
30 Ms. DuPre responded to Dr. Citty's comments by stating that the facility is a taxpayer's
31 facility and that she would encourage the District to reconsider their position.
32
33 Ms. Carlucci recommended raising the basketball league costs to cover the refinishing of
34 the gymnasium floor if necessary.
35
36 Dr. Citty said he would like to hear the remainder of the items, gather the information and
37 requests and return with a response at the next meeting.
38
39 The two gyms at Durham Elementary School, the gym at Carroll Intermediate School,
40 and one gym at Carroll Middle School are currently being used for City recreation
41 programs. The other gym at Carroll Middle School can not be used since there is no way
42 to separate the gym from the rest of the school building. Ms. DuPre said in discussions
43 with the Director of Public Safety and the Fire Marshal, they are willing to meet with the
44 District and work to resolve the problem so that the gym may be used and at the same
45 time satisfy security and public safety issues. Ms. DuPre commented the City might be
September 13, 2001 JUC Meeting Minutes Page 6 of 10
•
1 interested in paying for whatever separation device, such as a pull down gate, which
2 would enable the gym to be used.
3
4 Ms. DuPre asked that Steve Polasek and Steve Moore meet with Dr. Citty, DPS Director
5 Rick Black, and Fire Marshal David Barnes to determine what modifications need to be
6 made, if any, to Carroll Middle School and Carroll Junior High School gymnasiums.
7 CISD representatives were in favor of Ms. DuPre's request.
8
9 Ms. Carlucci asked about the cost impact on the gymnasium floors. Mr. Polasek
10 responded that $20,000 is budgeted annually in the SPDC fund for maintenance of joint
11 use facilities. Last year the carpet and gym flooring was redone at Carroll Intermediate
12 and Carroll Middle schools. City staff coordinates maintenance issues with Todd
13 Thompson, CISD Director of Maintenance. Mr. Polasek estimated that re- flooring costs
14 about $10,000. SPDC can be approached if the amount funded for joint use maintenance
15 needs to be increased.
16
17 Mr. Polasek responded to Dr. Citty's question regarding which CISD facilities could be
18 used for external recreation programs, saying he would arrange a meeting with Todd
19 Thompson, John Craft, Dr. Citty, and Kevin Hugman to look at each school site, and
20 discuss areas that are not currently irrigated that the City could help fund. The fields
21 could then be used not only for recreation programs, but by the schools themselves.
22
23 Mr. Lawrence made a recommendation that Mr. Polasek provide projections of the
24 number of basketball courts that will be needed for the season along with a list of how
25 many the City is now using. He suggested a meeting with Dr. Citty to negotiate the uses,
26 and then to bring a proposal /recommendation back to the JUC at their next meeting.
27
28 Mr. Polasek said that once the CISD and City reach an agreement concerning the use of
29 new facilities, the current Joint Utilization Agreement may be amended to include the
30 new facilities. JUC, the School Board and City Council would be asked to approve the
31 amendments.
32
33 Mr. Standerfer agreed that the immediate urgency was for the use of the gymnasiums for
34 basketball, but suggested not waiting too long to work on an agreement for the outdoor
35 areas.
36
37 Ms. DuPre mentioned the pond adjacent to the Old Union Elementary School and said it
38 would make a great educational tool if there were some way a bridge with a gate could be
39 built to it.
40
41 Agenda Item No. 9, Discussion: Special Olympics
42
43 Ms. DuPre said this item was placed on the agenda at her request because she was
44 interested in Southlake hosting the Special Olympics at some time in the future. She
45 asked the committee for their comments and thoughts about pursuing this type of event.
46
September 13, 2001 JUC Meeting Minutes Page 7 of 10
1 Members talked about where the event could be held. Several members felt the old
2 Dragon Stadium would suit the event better than the new stadium since the old one has a
3 track and the new stadium does not. However, a major concern with using the old Dragon
4 Stadium was that it is not ADA compliant. Since it is not, the junior high stadium would
5 probably be the best location, however, it only holds about 1,000 seats. Portable
6 bleachers could be set up to accommodate spectators.
7
8 Ms. DuPre said that in addition to Southlake citizens participating in the events, it is a
9 great experience for citizens to help with the events. She would like to see the City host
10 such an event if it were feasible and asked to have someone from a Special Olympics
11 committee meet with CISD and City representatives to investigate the possibility. Ronnie
12 Kendall, Sharen Larken, and DeAnn Swenton would be good contacts since they have
13 participated with their children in area Special Olympics.
14
15 Mr. Moore said the City's recreation specialist, Missy Fisher, has been looking into
16 Special Olympics programs.
17
18 Staff will start investigating to find out what the facility requirements are to host such an
19 event and then determine if Southlake has a facility that could accommodate those needs.
20
21 Agenda Item No. 10, Discussion: CISD Project Update
22
23 Brent Klein presented an overview of the current CISD construction projects.
24
25 Aquatics Center — As of today, all of the shotcrete (premixed concrete mixed with
26 pee gravel) has been placed and will provide a double - strength pool wall. Cure
27 time is 28 days. The contractor is paying for all repairs. The completion target
28 date of November 5, 2001 is still expected.
29
30 Dawson Middle School — Is on track to complete as planned. Everything is
31 looking good.
32
33 Carroll, Rockenbaugh, and Johnson elementary schools — ADA playgrounds were
34 installed at each site during the summer. A bid is being sought for the same type
35 playground for the Old Union Elementary School.
36
37 Carroll Intermediate School — Ramps, etc., have been completely re -done over the
38 summer. It really looks good. Telephone poles are gone.
39
40 Carroll Elementary School — Next big project will be the remodeling of the
41 kitchen. The third re- design will be submitted to the City's Plans Examiner and
42 Fire Marshal for review.
43
44 Carroll Middle School — Work has begun near the tennis courts. The dip has been
45 removed that was just off of Carroll and the area on the north side that had
September 13, 2001 JUC Meeting Minutes Page 8 of 10
1 drainage problems will be drained and re- worked to alleviate the ponding
2 problem. The area out the back door near the cafeteria will be re -done.
3
4 Ms. Carlucci brought up the issue of citizens performing projects that may be interfering
5 with projects that the CISD already has in line. One example was at Rockenbaugh
6 Elementary where the PTO came before the City and got approved to put a covering over
7 the play structure, which happened to be the same place that the ADA playground was to
8 be placed. The playground had to be adjusted.
9
10 Mr. Standerfer asked to have a policy created in the City's Planning Department that
11 would require a letter from the District's superintendent office (John Craft), or the
12 superintendent's designee, approving any private improvements to schools done on
13 school property, aside from those projects the District is handling, prior to being
14 presented to the City for approval.
15
16 The CISD will also initiate a similar policy and disperse to all the school principals to
17 ensure that any private improvements being done by parents, etc. at any of the school
18 sites has been approved by the District.
19
20 CIS old hockey rink — Six new backboards have been added. This facility can be
21 added to the Joint Use Agreement.
22
23 Ms. DuPre presented two requests:
24
25 October 12, 2001 Carroll- Grapevine Football Game — Last year the cities of
26 Grapevine and Southlake held a `tug -of -war' to christen their new stadium. The
27 tug -of -war was held out on the grassy area, outside of the stadium. Ms. DuPre
28 asked if the school district would allow the City to challenge Grapevine to another
29 tug -of -war at the October 12 game? A tug -of -war would require that either the
30 school district or the City coordinate the event, find a location, make the
31 arrangements, recruit participants, and handle publicity, etc. It was recommended
32 that the PIOs from the City and CISD work together to arrange the event. A good
33 time for the event would be 7:20 p.m. Ms. DuPre offered to discuss it with the
34 City Manager and the City's PIO, James Kunke.
35
36 Terrorist Attack in New York and Washington — There is a banner in Town
37 Square that citizens can sign. Ms. DuPre said she did not know what would
38 eventually be done with the banner, but she was wondering if Carroll High School
39 could do something similar and send it to a high school in New York City?
40
41
42
43
44
45
September 13, 2001 JUC Meeting Minutes Page 9 of 10
1 Agenda Item No. 11, Discussion: City Project Update
2
3 A copy of the City Project Update was included in the JUC packets. The report contained
4 information about various City road construction projects.
5
6 Mr. Standerfer commended the school for an excellent job of traffic control at the
7 stadium last Friday night.
8
9 The second reading of the City budget will be on Tuesday night. This budget includes the
10 capital improvements projects. Anyone interested is invited.
11
12 Carroll Education Roast will be held Saturday evening. All are invited.
13
14 Ms. Carlucci noted there were no completion dates shown of the first three projects listed
15 on the City Project Update Report in their packets and asked if March 2002 was the date
16 for all of the projects listed above the "SH 114 Reconstruction from 0.5 miles west of
17 Kimball to FM 1709? Ms. DuPre said it was the completion date for the reconstruction
18 of SH 114 from 0.5 miles west of Kimball to FM 1709. There are tentative dates set for
19 each section and Ms. Carlucci may contact Public Works Deputy Director Charlie
20 Thomas for those dates.
21
22 Agenda Item No. 12, Discussion: Future Joint Use Facilities, Projects and Goals
23
24 The current Land Use Plan, Master Thoroughfare Plan, Master Trail Plan are being
25 combined and are being updated by the Planning Department.
26
27 Ms. Carlucci expressed concern about the curvature of the trails and was told to contact
28 the City's Park Project Superintendent Ben Henry for information about the design in
29 question.
30
31 Agenda Item No. 13, Adjournment
32
33 The com i tee unanimq'u• y voted to adjourn the meeting at 7:59 p.m.
34 ,
35 I
36 PatsyDu re, hay
37
38 Attest:
39
40 f
41 eve Pola 1 eputy Director of Community Services
42
43
44
September 13, 2001 JUC Meeting Minutes Page 10 of 10