2003-04-10 ,
** *Official Minutes * **
Approved by Joint Utilization Committee 1/9/04
JOINT UTILIZATION COMMITTEE
Minutes
April 10, 2003
Joint Utilization Committee Members Present: Greg Standerfer, City Council Representative
and JUC Chair; Tom Stephen, City Council Representative; Steve Lakin, CISD Board of
Trustees Representative; Bobby Rawls, Parks and Recreation Board Representative; and Donna
Feuchter, CISD Board of Trustees Representative
Committee Members Absent: Darla Reed, CISD Board of Trustees Representative and Jeff
Wang, City Council Citizen appointee
Guests: None
Staff Members Present: Steve Polasek, Deputy Director of Community Services, and Dr. Derek
Citty, CISD Assistant Superintendent for Administrative Services
Agenda Item No. 1. Call to Order
Chairman Lakin called the meeting to order at 6:06 p.m.
A quorum of voting members was present.
Agenda Item No. 2. Administrative Comments
Deputy Director Polasek welcomed and introduced new CISD Board of Trustee appointment
Donna Feuchter to the Joint Utilization Committee. Ms. Feuchter will serve as the citizen
representative for the school district.
Deputy Director Polasek commented on the issue explained in the JUC packet regarding
contracted instructors and coaches that had recently contacted CISD staff directly about joint use
facilities. He said that all contracted instructors and coaches have been reminded of the proper
chain -of- command to follow if there are issues that need to be addressed at the facilities.
Recreation Supervisor Steve Moore serves as the single point of contact for all the instructors
and coaches and has the responsibility for communication with CISD staff on any joint use
facility issues that may arise. Should any further instances occur, please let City staff know
immediately.
Administrative comments continued with Mr. Polasek inviting the JUC members to attend the
annual Easter in the Park event on April 13, 11:00 a.m. - 3:00 p.m. at Bicentennial Park.
Agenda Item No. 3. Consider: Approval of the Minutes from the November 14, 2003 meeting
A motion was made to approve the November 14, 2003 meeting minutes as presented.
Motion: Rawls
April 10, 2003 JUC Meeting Minutes Page 1 of 5
Second: Standerfer
Ayes: Fuechter, Lakin, Rawls, and Standerfer
Nays: None
Abstention: None
Approved: 4 -0
Motion carried.
Agenda Item No. 4. Consider: Proposed Joint Use Summer Schedule
Deputy Director Polasek and Assistant Superintendent Dr. Citty explained why the CISD and
City were proposing a reduction of the number of open CISD facilities during the summer
recreation schedule. In an effort to cooperate in the reduction of CISD utility costs during the
summer months, City staff met with CISD Assistant Superintendent Derek Citty and Interim
Assistant Superintendent Jim Schiele. It is proposed that Eubanks Intermediate and Dawson
Middle School be closed during the summer as they represent one of the largest and most
expensive campuses to operate. The City and CISD will instead utilize Rockenbaugh
Elementary, as well as continue to use Durham Elementary /Intermediate, Carroll Middle School
new gym, and the Carroll Intermediate gymnasium and exercise room. The reduction in the
number of campuses open during the summer months will result in utility and maintenance cost
savings and allow for the consolidation of City and CISD programs. These changes result in the
City and school district consolidating summer program on only four campuses.
Mr. Stephen arrived at this time.
Ms. Feuchter stated she receives many calls from individuals requesting to use the soccer fields
at Durham Elementary /Intermediate School and asked who the contact was to schedule the use.
Citizens or groups wishing to use the fields that are members of the Grapevine - Southlake Soccer
Association (GSSA) may contact Steve Polasek at the City. If the individual or group is not
associated with the soccer association they may contact Jim Schiele at CISD. Mr. Polasek
explained the non - fenced, open areas of the fields are part of the joint use schedule and the City
as access to them during non - school hours and those fields are allocated to various sports
associations. Should a group such as a "select" soccer team want to use the fields, they will be
advised that if they want to become part of the soccer association, which is open to the general
population, they can schedule use of the fields via the GSSA. If the group does not wish to
participate through the GSSA, they may contact Interim Assistant Jim Schiele at CISD to
schedule the use of the field and pay a fee according to the adopted fee schedule policy.
A motion was made to approve the joint use summer facility schedule.
Motion: Standerfer
Second: Rawls
Ayes: Fuechter, Lakin, Rawls, Standerfer and Stephen
Nays: None
Abstention: None
Approved: 5 -0
1
Motion carried.
Agenda Item No. 5. Discussion: CISD Project Update — Task Force on Building Capacities
Chairman Lakin informed the Committee about the progress and findings of the Task Force. Mr.
Lakin said the formation of the Task Force was a result of the district's goal to provide
comprehensive assistance to students that are reading below their grade level by providing
individual tutoring by teachers. However, due to a shortage of teachers this year, the district was
only able to provide individual reading tutorial assistance to half of the students in need. With
that in mind, the district undertook a study by the Task Force of all the CISD facilities to
determine exactly what the student capacity was of each school facility.
The Task Force determined three options:
1) Leave the campuses as they are currently. Within a year or two, a new elementary
school will be needed to handle the low -to mid -range growth that is anticipated, which
will mean construction, staffing and maintenance costs to the District and probably a tax
increase;
2) Reconfigure the existing schools. Review attendance at the five elementary schools
and three intermediate schools and reduce the eight campuses down to seven campuses.
The reconfiguration would be to have K -6 grades on all seven campuses, and eliminate
the intermediate school; or
3) Have six, 1 -6 grade campuses and one kindergarten campus. By reducing the number
of campuses, the administrative costs would be eliminated for one school.
The CISD Board will vote on a formal proposal of these three options at their April 28 meeting.
The option approved by the Board will not go into effect until the 2004 -2005 school year.
Mr. Stephen offered a suggestion. He asked that the district look at expanding it's current
administration office located on Dove (in the old Food Lion building) and relocate the proposed
Aventerra Road (as shown on the Master Thoroughfare Plan to go through Carroll and Highland)
route so that the administration building property situated at Carroll Avenue and Highland could
be sold at retail prices ($10 -$12 per sq. foot). Then a school facility could be built with the funds
from the sale of the retail property.
Agenda Item No. 6. Discussion: City Project Update
Deputy Director Polasek noted the copy of the City Project Update included in the JUC packets.
The report contained status information about various City road construction projects. Members
were asked to contact Deputy Director of Public Works Charlie Thomas (817.481.2175)
regarding projects or construction status.
TxDOT is planning to have SH 114 open in May 2004 with the overpass at White Chapel
completed.
Agenda Item No. 7. Discussion: Community Services Project Update — Bob Jones Park
Deputy Director Polasek commented that he was very excited to be able to report to the JUC and
Park Board members about the construction progress at Bob Jones Park. Mr. Polasek
commended the contractor, InterCity Construction Company, for their work and cooperation.
The presentation illustrated various park components such as the Bob Jones entry sign, the pond,
concession/restroom building, pavilion and north pond, and the playground and trails. The
construction is nearing completion on all these features and planning is underway for the next
phase which will consist of a six game field softball complex with a concession/restroom
building, expanded parking, irrigation of the southern areas, additional shade canopies,
landscaping, a small playground on the south side, bench and picnic tables. The target
completion date for the next phase of construction is spring 2004. A copy of the PowerPoint
presentation is attached to the minutes.
Agenda Item No. 8. Discussion: Future Joint Use Facilities, Projects and Goals
Chairman Lakin presented the following two issues for discussion:
1. Possibility of CISD holding its school board meetings in the Town Hall Council
Chambers. Superintendent Dr. Gary Matthews and City Manager Billy Campbell
will need to meet and discuss this issue in relation to the City's adopted Town
Hall Use Policy.
2. Proposal that the City's Senior Activity Center use one of the CISD's unused
school buses for senior events. CISD offers to supply a bus driver at a nominal fee
as well. If this is something the City would like to pursue, this item will be
brought back to JUC for further action.
Dr. Citty announced that a Natatorium Commission meeting will be held in a couple of weeks to
discuss the summer schedule, operations manual and an update on programs.
Mr. Stephens requested that rubber mats be placed in the locker rooms at the natatorium.
Agenda Item No. 9. Adjournment
A motion was made to adjourn at 6:55 p.m.
Motion: Rawls
Second: Standerfer
Ayes: Fuechter, Lakin, Rawls, Standerfer and Stephen
Nays: None
Abstention: None
Approved: 5 -0
Motion carried.
Steve Lakin, Chair
Attest:
g /W 1 - ,
teve Polasek, 1 eputy Director of Community Services
Attachment: Agenda Item No. 7 — Bob Jones Park Construction Update
0 ones n r Sign
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What is still ahead...continued
tot Six game field softball complex
LI Additional concession /restroom building
ut Expanded parking
�} Expanded irrigation
Site amenities (shade canopies, landscaping,
playground, benches, picnic tables)
tig Design underway
• Planned completion - Spring of 2004
Sign -In
for
Joint Utilization Committee Meeting
Thursday, April 10, 2003
Name (please print) Address Phone or Email
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