2001-11-08 1 JOINT UTILIZATION COMMITTEE
2
3 Minutes
4
5 November 8, 2001
6
7 Joint Utilization Committee Members Present: Patsy DuPre, Chair and City Council
8 Representative (arrived at 6:15 p.m.); Jerry Lawrence, Vice -Chair and CISD Board of
9 Trustees Representative; Bill Eden, CISD Board of Trustees Representative; Wendi
10 Carlucci, City Council Appointed Citizen; Bobby Rawls, Parks and Recreation Board
11 Representative; and Greg Standerfer, City Council Representative (arrived at 6:30 p.m.)
12
13 Committee Members Absent: John Rollins, CISD Appointed Citizen
14
15 Staff Members Present: Steve Polasek, Deputy Director of Community Services; Steve
16 Moore, Recreation Supervisor; and Dr. Derek Citty, CISD Assistant Superintendent for
17 Administrative Services
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19 Guests: John McGough, CISD Aquatics Director
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21 Agenda Item No. 1, Call to Order
22 Vice -Chair Jerry Lawrence called the meeting to order at 6:06 p.m.
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24 A quorum of voting members (Lawrence, Eden, Rawls and Carlucci) was present.
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26 Agenda Item No. 2, Administrative Comments
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28 Deputy Director of Community Services Steve Polasek announced that in addition to the
29 Aquatics Center opening on Saturday, November 10, 2001, this week was the Grand
30 Opening for the Southlake Public Library with many events scheduled throughout the
31 week. The Library will operate at its full 44 -hour per week schedule. He also announced
32 that a Holiday Celebration will be held November 17, at Town Square, from 6:00 -8:00
33 p.m.
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35 Ms. Carlucci commented that Keep Southlake Beautiful will hold Hazardous Waste
36 Collection Day on Saturday, November 17 at DPS facility, 8:00 a.m. — 12:00 p.m.
37
38 Agenda Item No. 3, Consider: Approval of the Minutes from the September 13, 2001
39 meeting
40
41 Ms. Carlucci mentioned the section of the previous meeting minutes regarding the
42 selection of the JUC chairman position being rotated between the city and the school
43 district JUC members. She said that although the selection of the chair has been rotated
44 between the two entities, that was not the way she recalled that the chair position was set
45 up — it just happened that way. Mr. Polasek responded that Ms. Carlucci was correct in
46 that the chair position was not originally set up to rotate as it has, but that three years ago
November 8, 2001 JUC Meeting Page 1 of 7
1 at a JUC meeting the process was verbally agreed upon and it has been done that way
2 every since. The position does not have to be rotated if members would rather not.
3
4 The members voted unanimously (4 -0) to approve the minutes from the September
5 13, 2001 meeting with Ms. Carlucci's comments noted.
6 Ayes: Carlucci, Eden, Lawrence, Rawls
7 Nays: None
8 Abstention: None
9 Approved: 4 -0
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11 Motion carried.
12
13 The JUC members agreed to proceed with Agenda Item No. 6, CISD Natatorium Report,
14 and Agenda Item No. 7, Special Olympics, before considering agenda items 4 and 5.
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16 Chairman Patsy DuPre arrived at this time.
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18 Agenda Item No. 6, Discussion: CISD Natatorium Report
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20 CISD Aquatics Director John McGough provided an update to the committee of the
21 progress of the natatorium. Mr. McGough discussed the construction, operations, and
22 planned programs. The Aquatics Commission has been working with Mr. McGough over
23 the last several months on many of these issues.
24
25 With the use of a slide presentation, Mr. McGough described the purpose, design,
26 concept and structure of some of the programs that will be offered at the aquatics Center
27 including: Swim America, USSA swimming programs (already in progress), United
28 States Diving (proposals have been turned in to the Natatorium Commission and program
29 will begin in January 2002), Summer League Programs (Southlake Stingrays), water polo
30 (play will be held August, September, and first week of October), Club Swimming,
31 Dallas Water Polo Club will lease the facility during "dead time" in January and will
32 participate through the Texas Interscholastic Swimming Coaches Association. The Center
33 will also offer fitness programs, water aerobics (high intensity), water wellness (low
34 intensity program geared more toward the arthritic and senior population), OB aerobics,
35 adaptive swimming (designed for special needs participants), senior citizen programs,
36 master swimming, recreational instructional programs (lifeguard, CPR, First Aid and re-
37 certification will be taught in March, April and May), scuba diving (starting in January to
38 run through May) and school curriculum ( "Second Grade -Learn to Swim," Guard Start,
39 Junior Guards, Lifeguard Instruction, scuba instruction, physical education and most
40 courses will be implemented next year) programs.
41
42 Mr. McGough touched on the competition for participants since Keller will also have an
43 aquatics center. He believes that the communities can support both programs, but said it
44 depends upon the programs not being in direct conflict and competition with each other.
45 He stressed that if CISD is working together with Keller and promoting and building
November 8, 2001 JUC Meeting Page 2 of 7
1 programs cooperatively, it presents a positive image in the community. He said the
2 cooperative effort creates some very unique opportunities for the participants.
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4 Mr. McGough said the facility is gradually becoming fully booked.
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6 A suggestion was made to involve the city's DPS in the Aquatics Center several times
7 during the year for various water and rescue training activities and DPS could be used for
8 the in- service courses that are required.
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10 Mr. McGough extended an invitation to the JUC members, city officials, city staff, etc. to
11 attend an "open swim" 1:00 — 5:00 p.m. on Sunday, November 11, 2001 at the Center.
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13 The ribbon - cutting ceremony for the CISD Aquatics Center will be held Saturday,
14 November 10, at 10:00 a.m.
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16 The timing system has been tested and is operational. Pace clocks are due in a few weeks.
17
18 Ms. DuPre asked about having an ID program for participants. Mr. McGough explained
19 the rate structure for the different participant categories.
20
21 Mr. Polasek complimented Mr. McGough for his hard work in putting all the aquatic
22 programs together and for the work with the Natatorium Commission. He said he was
23 very pleased with the direction the program was going and said the programs would only
24 grow and get better as time goes on and hopes the community feels the same.
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26 Ms. DuPre thanked Mr. McGough for his presentation.
27
28 Agenda Item No. 7, Discussion: Special Olympics
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30 Recreation Supervisor Steve Moore presented information he had gathered in response to
31 a previous request by JUC members to research the possibility of Southlake hosting a
32 Special Olympics or an event of the Special Olympics.
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34 Mr. Moore said that three activities — track and field, softball and cycling — could be a
35 future possibility if appropriate accommodations could be made through joint use
36 facilities resources. An event of this magnitude would require a great amount of planning
37 and cooperation. Mr. Moore mentioned the possibility of partnering with the CISD or a
38 surrounding city to co -host a Special Olympics competition.
39
40 Ms. DuPre asked whether the Joint Use Committee members and the representative of the
41 CISD were interested in pursuing this for a future event - -- possibly 2002 -03? Members
42 indicated their support for this project. Quarterly Special Olympics Reports will appear
43 on the JUC agenda as needed to pursue this project. Mr. Moore and Mr. Polasek will
44 meet with Dr. Citty, Coach Ledbetter and others that need to be involved to draw up a
45 game plan. Ms. DuPre said a press release would help recruit parents that may be
46 interested in helping.
November 8, 2001 JUC Meeting Page 3 of 7
•
1
2 The next step will be to determine what facilities, equipment, etc. would be needed and
3 how other cities could be involved. Further information will be brought back to the JUC
4 as well as to the Parks and Recreation Board at a later date.
5
6 Agenda Item No. 4, Consider: Recommendation to approve the Interlocal Agreement for
7 Park, Playground and Other Recreation Facilities as amended.
8
9 Mr. Polasek presented this item to the Joint Utilization Committee for their review to
10 make a recommendation to the City Council and CISD Board of Trustees to approve the
11 Interlocal Agreement for Park, Playground and Other Recreation Facilities as updated to
12 include the use of the new gym at Eubanks Intermediate School, the ability to secure and
13 use the Carroll Middle School competitive gym and open practice areas for youth sports
14 at Old Union Elementary (open play area and backstop practice area) and Eubanks
15 Intermediate/Dawson Middle Schools.
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17 Mr. Polasek noted that with the use of the new gym and the Carroll Middle School gym,
18 Steve Moore, City Recreation Supervisor, feels very comfortable in regards to the
19 upcoming basketball season. The City will work with the CISD to add additional gyms
20 should the program continue to expand and the need arises for additional space. The open
21 ball field areas will provide needed practice space for the local youth sports associations.
22
23 The amendments to the Interlocal Agreement are:
24
25 • Exhibit A — Joint Use Facilities (page 7)
26 Old Union Elementary (available Fall 2002) Location
27 Open play area (soccer fields) West- across channel
28 Backstop practice area South of visitors parking
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30 Carroll Intermediate Location
31 Six (6) outdoor basketball goals
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33 • Exhibit A — Joint Use Facilities (page 8)
34 Eubanks Intermediate/Dawson Middle School Location
35 Gymnasium Eubanks Intermediate School
36 Multi - purpose fields (available Fall 2002) Southwest corner of property
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38 Mr. Polasek reiterated that the multi - purpose fields located at the southwest corner of the
39 Eubanks Intermediate /Dawson Middle School will not be advertised for use until the City
40 receives a sign -off from the school that the turf has been established and is ready for play.
41
42 A motion was made to approve the Interlocal Agreement for Park, Playground and
43 Other Recreation Facilities as amended.
44 Motion: Lawrence
45 Second: Standerfer
46 Ayes: Carlucci, DuPre, Eden, Lawrence, Standerfer, Rawls
November 8, 2001 JUC Meeting Page 4 of 7
1 Nays: None
2 Abstention: None
3 Approved: 6 -0
4
5 Motion carried.
6
7 The CISD Board of Trustees and City Council will consider the amended Agreement at
8 their respective December meetings.
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10 Agenda Item No. 5, Consider: Recommendation to approve the Interlocal Agreement for
11 Joint Use of Carroll Independent School District Carroll Intermediate School playing
12 field.
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14 Mr. Polasek presented the proposed Agreement for the JUC to review and make a
15 recommendation to the City Council and CISD Board of Trustees. The proposed
16 agreement for Carroll Intermediate School playing field comes as a result of the proposed
17 lighting of the field and use by local youth sports associations The Southlake Parks
18 Development Corporation (SPDC) Capital Improvements Plan has allocated $150,000 for
19 the construction of lights at the playing field. The new lights will replace the lights that
20 were removed due to age and poor condition.
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22 Mr. Polasek highlighted the key points, which include:
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24 • The City shall allocate $150,000 towards the construction of the proposed lights
25 and oversee their construction while coordinating with the CISD.
26 • A field maintenance fee will be established in accordance with the field
27 maintenance fees already in place for youth sports associations. The City and the
28 CISD will split the fees collected with fifty percent going to each entity.
29 • The City shall remain the owner of the lights and associated equipment purchased
30 and installed by the City. The City agrees to maintain the lighting and equipment
31 for as long as it is in place.
32 • The City will install a separate meter for the lights and be responsible for all
33 electrical costs associated with them.
34 • The CISD agrees to establish turf and shall maintain the field through proper
35 mowing, aeration, irrigation and fertilization. The City will be responsible for any
36 marking or lining of the field.
37 • City use shall be from 4:00 p.m. until 10:00 p.m. on Monday through Friday, 8:00
38 a.m. until 10:00 p.m. on Saturdays, and 10:00 a.m. to 9:00 p.m. on Sundays.
39 • With the exception of pre - scheduled games, the CISD reserves the right to use the
40 field beyond 4:00 p.m. during the week, or anytime on Saturday and Sunday for
41 special school functions. CISD agrees to make every effort to provide appropriate
42 prior notification.
43 • Term of the agreement shall be for a period of no less than five years and shall be
44 automatically extended for additional five -year periods unless either party
45 provides ninety days prior written notice of their intent to terminate.
46
November 8, 2001 JUC Meeting Page 5 of 7
1 Mr. Polasek commented that the Southlake Carroll Lacrosse Association would primarily
2 use the lighted CIS field, however, CISD and the City could utilize the field for other
3 programs as well.
4
5 Members discussed several issues pertaining to the use by the Lacrosse Association, turf
6 maintenance and irrigation. Mr. Lawrence expressed concern about the 4:00 p.m.
7 timeframe since school is let out at 3:40 p.m. and if Lacrosse is allowed to begin practice
8 at 4:00 p.m. there could be some safety issues created by the traffic. Mr. Polasek said
9 although the agreement shows 4:00 p.m., practice would more than likely not begin at
10 4:00 p.m. since the Lacrosse members are the same students being dismissed at 3:40 p.m.
11 He said most of their practices would begin at 5:00 p.m. After discussion, members
12 requested that the Agreement be changed to show the City use time to begin 4:30 p.m.
13 instead of 4:00 p.m.
14
15 Mr. Lawrence pointed out that the Agreement did not address use of the field during the
16 summer season. Members talked about the possibility of the field being used by Select
17 teams. Mr. Polasek said his understanding of the priority for the fields was that the school
18 district came first, then city open recreation programs, with Select teams being given the
19 lowest priority. Mr. Polasek stated that the Select teams would not be given access to the
20 lights unless they paid a rental fee.
21
22 Mr. Lawrence suggested that the Agreement be reviewed by the District Athletic
23 Department to ensure there would not be any conflicts with special summertime
24 arrangements the Athletic Department may have with various groups.
25
26 A motion was made to recommend approval of the Interlocal Agreement for Joint
27 Use of Carroll Independent School District Carroll Intermediate School playing
28 field, subject to changing the time from 4:00 p.m. to 4:30 p.m.
29 Motion: Standerfer
30 Second: Rawls
31 Ayes: Carlucci, DuPre, Eden, Lawrence, Standerfer, Rawls
32 Nays: None
33 Abstention: None
34 Approved: 6 -0
35
36 Motion carried.
37
38 Agenda Item No. 8, Discussion: CISD Project Update
39
40 The committee was briefed about the following:
41
42 Natatorium sidewalk — The issue of who is responsible for building the sidewalk
43 has been worked out between the City and the District. The City has issued a
44 Certificate of Occupancy for the building.
45
46 Punch list for new campuses — A few items remain and are being completed.
November 8, 2001 JUC Meeting Page 6 of 7
1
2 Tour of sustainable school in McKinney — JUC members, city officials and staffs
3 will be notified as soon as a date can be determined either late November or
4 December.
5
6 Agenda Item No. 9, Discussion: City Project Update
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8 A copy of the City Project Update was included in the JUC packets. The report contained
9 information about various City road construction projects.
10
11 Ms. Carlucci expressed her concern about the dangerous traffic situation in the
12 on -ramp at the intersection of SH 114 and Peytonville Avenue. She has contacted
13 the Texas Department of Transportation about the matter and is awaiting their
14 response. Ms. DuPre advised Ms. Carlucci to contact Pedram Faranek, Public
15 Works Director, to bring the situation to TxDOT's attention.
16
17 The Land Use Plan will be reviewed soon; a committee will be appointed for that
18 project.
19
20 The City's quarterly budget will be reviewed for economic forecasting to ensure
21 that the City is on- track.
22
23 Dr. Citty asked for clarification about the relocation of the Walmart store. Mr.
24 Standerfer said Walmart has signed a contract for 23 acres at SH 114 and SH 26.
25 The City is working on several ways to make it economically feasible for
26 Walmart to stay in Southlake.
27
28 The tape recording was muffled at this point and comments could not be understood.
29
30 Agenda Item No. 10, Discussion: Future Joint Use Facilities, Projects and Goals
31
32 This item was not discussed.
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34 Agenda Item No. 11, Adjournment
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36 The group ended their discussions at 7:32 p.m.
37 �-
39 C�
40 rry wrh'nce, Vice -Chair
41 '
42 V Attest:
43
44 � 1
45 . Steve Pol ek, Deputy Director of Community Services
November 8, 2001 JUC Meeting Page 7 of 7