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2004-12-09 ** *Official Minutes * ** Approved by Joint Utilization Committee 3/10/05 JOINT UTILIZATION COMMITTEE Minutes December 9, 2004 Joint Utilization Committee Members Present: Emily Galpin, Parks and Recreation Board Representative; Virginia Muzyka, City Council Representative; John Nussrallah, CISD Board of Trustees Representative; Craig Rothmeier, City Council Citizen Appointee; Erin Shoupp, CISD Board of Trustees Representative and JUC Vice - Chair, and John Terrell, City Council Representative JUC Chair. Committee Members Absent: Donna Feuchter, CISD Board of Trustees Citizen Representative Staff Members Present: Steve Polasek, Deputy Director of Community Services, and Dr. Derek Citty, CISD Chief Personnel Officer. Guest(s) Present: None Agenda Item No. 1. Call to Order JUC chair John Terrell called the meeting to order at 6:06 p.m. A quorum of voting members was present. Agenda Item No. 2. Administrative Comments: There were no administrative comments by City or CISD staff at this meeting. Agenda Item No. 3. Consider: Approval of the Minutes from the October 13, 2004 meetings. A motion was made to accept the meeting minutes of October 13 as presented. Motion: Galpin Second: Muzyka Ayes: Galpin, Muzyka, Nussralla, Rothmeier, Shoupp, and Terrell Nays: None Abstention: None Approved: 6 -0 Motion carried. Agenda Item No. 4. Consider: Interlocal Agreement for Park, Playground and Other Recreation Facilities At the September 9, 2004 JUC meeting, Option #3 for joint use funding was approved during consideration of the Joint Utilization Analysis Report and subsequently approved by City Council at their October 5, 2004 meeting. Therefore, it is appropriate for the JUC to evaluate the amended "Interlocal Agreement for Park, Playground and Other Recreation Facilities," which December 9, 2004 JUC Meeting Minutes Page 1 of 4 includes amendments to Section IV — Joint Use Cost Sharing, to reflect the approved Option #3 and other minor changes. There were no changes proposed to the Addenda to the Interlocal Agreement titled " Interlocal Agreement for Joint Use of Carroll Independent School District Carroll Intermediate School Playing Field." A copy of the amended Interlocal Agreement for Park, Playground and Other Recreation Facilities will be attached to the approved meeting minutes and kept on file in the Office of the City Secretary. A motion was made to make a recommendation to approve the amended Interlocal Agreement for Park, Playground, and Other Recreation Facilities as presented. Motion: Shoupp Second: Rothmeier Ayes: Galpin, Muzyka, Nussralla, Rothmeier, Shoupp, and Terrell Nays: None Abstention: None Approved: 6 -0 Motion carried. The Agreement will now be presented to the CISD Board of Trustees and the Southlake City Council for their consideration in January, 2005. Agenda Item No. 5. Discussion: Draft Carroll Intermediate School Analysis Report At the October 13, 2004 JUC meeting, members toured the Carroll Intermediate School (CIS) and briefly discussed the feasibility for expanded joint use opportunities at that campus. The draft Carroll Intermediate Analysis Report was developed based upon direction from that discussion and was presented for review and input. A copy of the Report will be attached to the approved minutes on file in the Office of the City Secretary. A presentation was made highlighting the four sections of the Report: 1) descriptions of existing facility and current conditions to include operational costs and present uses, 2) examples of proposed programming at the facility, 3) assumptions of the conditions for the expanded joint use of CIS such as term, uses, areas of responsibilities and cost and revenue, and 4) options for consideration. Discussion: Points from the Commission's discussion included: The District is currently in the preliminary stages of their strategic planning and is not prepared to commit to any long -term obligations at this time. It is undecided what the future use of the CIS building is and it is possible the property may be declared as a CISD 3 -2 surplus and put up for sale. The District will be in a better position to disclose the plans for the CIS building after their strategic planning in February. Should the facility be used `as is' for education classes on a short-term basis, there would be costs that would be necessary to accommodate adult seating, upgrade wiring for computers and other modifications to fit the use since the building was mainly geared toward 4th and 5 graders (ie. small chairs /tables). The District is currently not in a position to handle any capital expenditures of this nature. The District is open to short-term strategic discussions but cannot endorse a long -term joint use since there are many unknown issues at this time facing the district. The District may be amenable to consider some of the proposed programming uses specified in the Report for the summer of 2005 such as meeting rooms or summer and daytime recreation programs. The District is also conceptually interested in the day care proposal but will need more information before making any decisions. The District representatives expressed an interest in knowing what percentage of the CIS building could be occupied by City programming should it be determined that the building could be used for one year or three years. They also asked for an estimate of the number of programs that could be housed in the CIS building for one year versus three years and the approximate revenues per program based on assumptions. The CISD board of trustees will discuss the feasibility of the City using the CIS facility on a short-term basis for summer 2005 and bring their recommendations back at the January or February JUC meeting. Agenda Item No. 6. Discussion: CISD Project Update — No update at this meeting. Agenda Item No. 7. Discussion: City Project Update A copy of the December 2004 City Project Update was included in the JUC packets. The report contained status information about various City road construction projects. Contact Deputy Director of Public Works Charlie Thomas (817.481.2175) regarding projects or construction status. The City Council has approved the Grand Avenue phase of the Town Square development and it is projected that the hotel, theater and other retail uses will be open the first quarter of 2006. Agenda Item No. 8. Discussion: Future Joint Use Facilities, Projects and Goals — No separate discussion for this item; discussion of joint use possibilities for CIS building and tour held earlier in the meeting. 3 -3 Other Items: Urban Land Institute — The Urban Land Institute has offered the district an opportunity to have high school students participate in an intensive three -week session involving the processes for planning of a city. SYAC Youth of the Year — The Southlake Youth Action Committee is currently seeking Youth of the Year nominations for the annual February Chamber of Commerce banquet. Nominations should be submitted to Steve Polasek. Agenda Item No. 9. Adjournment The meeting was adjourned at 7:19 p.m. John Terre , JUC Ch. rman, City Council Representative Attest: eve olasek, Deputy Director of Community Services Attachments: 5. Copy of CIS draft analysis report 3 -4 Carroll Intermediate School Analysis of Joint Use Opportunities December 9, 2004 (DRAFT) 1 1 so Carroll Intermediate School Analysis of Joint Use Opportunities The City of Southlake and Carroll Independent School District share a unique relationship allowing for joint use of various buildings and facilities for the general benefit of the community. Joint use opportunities often present themselves through the cooperative interaction between City and CISD elected officials and staff members. One such potential opportunity is for the expanded joint use of Carroll Intermediate School (CIS) located at 1101 North Carroll Avenue. CIS is not presently utilized as a school facility and plans for its future use are still undetermined at this time. CISD use of the campus is limited at present time to include some office space, staff development, and storage. Current City use of CIS is for joint use programming such as basketball, martial arts, and Junior Jazzercise. A continuance of non -use of the entire CIS facility presents several challenges, namely the deterioration of the building and its operating systems and general maintenance expenses. Expanded joint use of CIS may assist in alleviating these concerns through a combined approach between the City and CISD for the shared use and maintenance of the building and surrounding campus area. Expanded use of the campus may also provide collective benefits to the CISD, City and citizens by offering a site capable of supporting a variety of programs and activities not presently available, while preserving CISD's option to reopen the school in the future if conditions necessitate such action. Following a brief presentation and tour of the CIS campus, the Joint Utilization Committee (JUC) at their October 13, 2004, meeting directed staff to provide further study of expanded joint use opportunities at the CIS building. A variety of uses for the facility were discussed to include a continuing education and training center for CISD and City employees, community arts center, and alternative meeting room site for community groups and non -profit organizations, to name a few. The JUC also concurred with the need to further consider proposed acceptable uses, terms of use, and areas of responsibility. 1 Page 2 r iii ii The following analysis is comprised of four distinct sections relating to expanded joint pi use of the CIS facility. The first section provides a brief description of the existing facility and current conditions to include operational costs and present uses. The second section offers examples of proposed programming at the facility and potential benefits as they relate to the CISD, City, and community. The third section discusses assumptions of ii the conditions for the expanded joint use of CIS such as term of use, acceptable uses, areas of responsibility, and cost and revenue. Section four provides various options for 1 consideration by both the City and CISD as it relates to expanded joint use of the CIS facility. 0 1 I. CIS Back ,iround Information The Carroll Intermediate School was acquired as several different parcels between 1953 and 1984. The total campus includes 26.74 acres of land and 63,851 square feet of i heated and cooled space. The facility was closed for regular school use in 2003 and currently provides space for CISD staff development, some administrative offices, storage space, and joint use programming. y ry „ 4 .it",a uthl I*1CT It; K r f , i} yam, gx, ry ., t 14,49 ■S1 l'''.7. ..' ' jj � ` j t d �•� Pr¢ 1.1 I ` r - ,7 6 ",u nnr y p 311.$ii Page 3 CIS contains a gymnasium, cafetorium with kitchen, band and choir rooms, art room, special education facilities (2), classrooms (42), library, office areas, storage, and outdoor recreational facilities (playground, basketball courts, open area). As mentioned, these facilities serve to provide current joint use opportunities to include martial arts classes, basketball, Junior Jazzercise, and the Summer Teen Scene. Total annual joint use hours 101 for these programs is approximately 1,140 and the majority of use takes place in the gymnasium and activity room. ri I CM Gym — ' J El all +`' — o � 7 rpm- 111 ,m D ©l © ©D D D D D D b1©"rrd D i0 A Rw'd 111111 - MI I � Qi amino E sdhnat Clawpoms 42 1 sm spa! © A SpEd - CLA1 -0 SL fi qr 14 Capec,ty �' 1 864. :t Carroll Intermediate Cap �, ad y Current annual utility costs for CIS are approximately $81,513.60 based on the average monthly expenditures from May 2004 through October 2004. A further breakdown suggests average monthly costs for utilities to be $4,553.12 for electricity, $695.17 for gas, and $1,544.51 for water. This results in an average monthly utility bill of $6,792.80. Due to its limited use, a full -time custodial staff is not currently assigned to CIS, rather custodial service is presently provided by the custodial crew from Johnson Elementary School. Grounds maintenance is incorporated within the CISD's regular maintenance r schedule and annual costs staff costs are estimated at $34,500. The annual maintenance costs for plumbing, mechanical, and building repairs is unknown at this time. 1 Page 4 1 1 II. Proposed Prozramming A variety of programming opportunities benefiting the community, CISD, and the City exists at the Carroll Intermediate School. For ease of review and consideration, each 1 proposed opportunity is listed and described separately. The proposed programming opportunities are not inclusive, rather they represent the current listing of initial 1 proposals. 1 Continuing education and training center — CIS classrooms, library, and meeting areas provide ideal locations for staging continuing education programs for CISD and City staff. Facilities could be developed to accommodate computer training,, testing gl labs, and general training rooms containing full presentation capabilities. Joint use of the training 1 center may also encourage cooperative City and CISD employee training programs, providing reduced training costs through economy of scale and enhancements in staff education. The prospect for cost recovery also exists through the potential to provide private sector training for local businesses separately or in conjunction with City and CISD training. �t I CN Day care facility — CISD is currently exploring the implementation of a day care facility within CIS for CISD staff. If implemented, the day care facility would be operated through CISD operations. Alternative meeting room site — Numerous classrooms of various sizes and other facilities ' such as the band room, cafetorium, and activity room lend themselves for use as alternative meeting room sites for community groups and non - profit organizations. These local organizations presently utilize facilities throughout the community and often are in search of a consistent meeting location. Public rental of meeting room facilities may also be an option to serve the needs of the business community and local citizens (ex. birthday party or recital in the cafetorium, homeowners association meetings). i Page 5 PI PI Community arts center — The cafetorium is a large room with stage and kitchen area capable of seating 300 plus people. Given its amenities this facility lends itself for use as a performing arts center for dance recitals, plays, stage shows, and musical performances. The cafetorium may provide a venue for performance groups such as the Southlake 1 Community Band, school bands and choirs, and local performing arts studios to entertain the community and build support of the arts within Southlake. The realization of additional programming for activities such as summer theater camps and classes may also result from the expanded use of CIS. „ _ , Single site for year -round recreational programming - Current joint use is spread throughout a variety of campuses. During the last several years, City and CISD staff have worked cooperatively to condense usage to as few locations as possible, particularly in the summer. Use of the CIS campus for recreational programming may serve to , 0 w further enhance these efforts. Classroom programmin , exercise classes, and all other' A____ '' activities, excluding basketball, volleyball, and Saturday Night,ould be held at CIS. This change would reduce the combined joint use impact on other CISD facilities such as Durham Intermediate/Elementary and Carroll Middle School by almost 2,000 L i m I. hours annually. Use of CIS facilities also provides an opportunity to increase daytime programming for stay at home parents, retirees, seniors, and pre - school age children. Current facility use limits the amount of programs and activities the City is able to offer N these segments of the population. MO Use as an emergency shelter site — Providing emergency shelters is an important part of +� Ili the City's emergency preparedness program. In the event of a natural or human induced disaster local citizens may lose access to their homes and general comforts. The City, in cooperation with the American Red Cross and other agencies, is responsible for locating III and providing shelter services for residents seeking assistance. Shelters typically provide Oil temporary lodging, meals, shower facilities, and access to health and human service \. providers. Given the amenities of the CIS campus (gym, cafetorium, kitchen, restrooms), � �ti and its central location within the City, CIS provides an ideal setting as an emergency shelter location for citizens who may on occasion be affected by local disasters. Page 6 N Alternative library materials processing area — The City presently utilizes approximately 10,000 square feet on the first floor of the Town Hall building for the provision of library services. An additional 1,250 square feet of space is available through mutual agreement with Tarrant County on the third floor for processing and repair of library materials. Should growth in Tarrant County services require the return of the third floor space from 6 the City, additional area for the processing of library materials becomes necessary. The CIS library or designated classroom may provide such a location, if even for a temporary period, while long term space is identified. Other uses - Given the size and number of available classrooms, meeting areas, and offices, additional opportunities for the expanded joint use of the CIS facility may develop during the course of review. III. Assumptions of the Conditions Assumed conditions for the expanded joint use of the CIS facility must account for a variety of factors to include the term of use, acceptable uses, areas of responsibility, and cost/revenue sharing. This section provides some general proposals for consideration and input. The CISD has indicated that the long -term use of Carroll Intermediate School is undetermined at this time. Future plans may call for re- opening the facility as a school or sale of the property. Timetables are not established for either scenario but the flexibility N to pursue a particular course of action in the future is assumed. As such, the term for expanded joint use of CIS may require a pre - determined length of time allowing CISD to pursue such future actions. It should also be long enough in duration to provide a benefit to the City and community. An initial limited year agreement with the opportunity for annual renewals may provide the flexibility necessary for the District while meeting the programming requirements of the City. Page 7 The term of use at CIS also influences what may be deemed as acceptable programming of the facility. Recognizing that long -term use of CIS may not be an option, programming and other activities must achieve a balance between the future provision of proposed services and obtaining the maximum benefit for the community, CISD, and City. As such, programs and activities requiring substantial capital expenditure are not suggested, rather utilization of existing CIS space and conditions should be encouraged. The realization must also exist that new programs and activities established through the expanded joint use of CIS may require reduction, re- location, or elimination in future years should the campus no longer be available to accommodate such events. Facility operations for CIS presently include interior custodial service, exterior grounds maintenance, mechanical and facility operations, and utility costs. Regular staffing of the facility may also be necessary should the City and CISD pursue expanded joint use. The CISD presently expends approximately $81,500 annually for utilities. Custodial service is provided through existing Johnson Elementary staff and grounds maintenance is performed utilizing District maintenance crews. Mechanical and facility operations may include such items as plumbing and roof repairs, HVAC maintenance, electrical system maintenance, and general repairs and upkeep. Costs for the grounds maintenance, custodial service, and mechanical and facility operations are unknown at this time and may vary based on actual usage of the campus, weather conditions, and unforeseen repairs. Additional staffing to provide facility oversight during programs, activities, and rentals may be required as determined by the proposed hours of operations and actual accepted uses. Expanded joint use of the CIS facility presents an opportunity to increase revenues through program and rental fees. These fees present an option for offsetting potential CISD and City direct operating costs to include utilities, custodial service, grounds maintenance and staffing costs. The allocation of revenues to either the City or CISD j would correlate to the distribution of responsibilities. Simply, the greater the financial responsibility of the entity, the larger the percentage of revenues allotted. j Page 8 , . N III IV. Options III A variety of options for expanding the joint use opportunities at Carroll Intermediate School exist. Staff reviewed the initial information and determined which options best represent a method for achieving the proposed goals for both the City and CISD. In determining which factors to present, several factors were considered to include the current costs for facility operations, flexibility as it relates to the long -term use of the campus, and community, CISD, and City benefits. Based on these views, the following options are presented for consideration. F 1 Option One:. t l,' • Term — three year agreement with optional three year renewals. • Responsibilities o City funds pro -rata share of utility and custodial cost based on facility allocation. o CISD funds pro -rata share of utility and custodial costs based on facility ' allocation. o City and CISD fund equal pro -rata share of fee based community meeting N space. o CISD responsible for mechanical and maintenance operations. li (Note: Should a CISD daycare facility be established, the daycare would retain space within CIS and be operated through CISD operations.) M • Revenues o City retains all City programming revenues as offset for staffing, supplies, I and instructor payments. 1v , � o CISD retains all CISD programming revenues as offset for staffing, +1,� and instructor payments. Illi tj � supplies, ' ,nv Nt � o Facility rental fees dispursed evenly between ISD and City. Id j,) id Option Two: • Term — three year agreement with optional three year renewals. 1111 Page 9 • Responsibilities. o Same as Option One. , iii 1 11 in City participation in mechanical and maintenance operations. A 2 ) a �` V pi • Revenues o Same as Option One. Ill Option Three: • Term — three year agreement with optional three year renewals. • Responsibilities o City funds pro -rata share of utility and custodial cost based on facility allocation. o CISD funds pro -rata share of utility and custodial costs based on facility allocation. o City participation in mechanical and maintenance operations. o City funds costs (utility and custodial) for fee based community meeting space. I o CISD does not fund their pro -rata share of fee based community meeting ✓%pi - _ (� A, p , �A GCSE space. i . '� `� • Revenues o City retains all City programming revenues as offset for staffing, supplies, r and instructor payments. o CISD retains all CISD programming revenues as offset f r staffing, d supplies, and instructor payments. „/� 1v� x , ' '6)0 o City retains all facility rental fees. ��, _______ % d . Option Four: A • Term - three year agreement with optional three year renewals. \ id • Direct annual lease of CIS, or portion thereof, to City. v \A \ ill Although not listed, other options may consist of any additional elements not considered or derivatives of the options presented that may result from Joint Use Committee i ll Page 10 d discussions. Depending upon the option selected, or derivatives thereof, amendments to one or more of the existing interlocal agreements may be required. All entities recognize that any agreement would be subject to the approval of the respective governing bodies prior to initiation. In conclusion, City and CISD staff members are grateful for having had the opportunity to explore the opportunities for expanded joint use of the Carroll Intermediate School and provide general information and options which may lead to the enhancement of the programs and services. Staff is ready and available to address any questions or comments regarding this report and is prepared to move forward with the process of developing an implementation plan based on the direction provided by City Council and the CISD Board of Trustees. 1.4 1 • . 1 Page 11 Please sign in ... Joint Utilization Committee Meeting Thursday, December 9, 2004 Name lease ,rint Address Phone or Email 0 Ionization 114 C cicr 5- -bt-WAhiccR,qt- - FASVAddaetiA‘ ` C-IZAt C .. , 5 4 v - c CA.-il- 1 C 0- 1 -t hiE ce (`' D eet ^ rict +'a 1 C. C fv1 EVA_AkAl CA 17 - 371 Ciel 4�1 e! MENNE ✓� •C Yl-).- 21.SC, ‘5 ta9 M: \WP- FILES\FORMS \Sign In Sheet.doc