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2003-09-11 ' ** *Official Minutes * ** Approved by Joint Utilization Committee 1/19/04 JOINT UTILIZATION COMMITTEE Minutes September 11, 2003 Joint Utilization Committee Members Present: Steve Lakin, CISD Board of Trustees Representative and JUC Chair; Emily Galpin, Parks and Recreation Board Representative; and; Darla Reed, CISD Board of Trustees Representative; Rex Potter, City Council Representative (arrived 7:00 p.m.); and Jeff Wang, City Council Citizen appointee Committee Members Absent: Tom Stephen, City Council Representative, and Donna Feuchter, CISD Board of Trustees Representative Guests: City Secretary Lori Farwell Staff Members Present: Malcolm Jackson, Director of Community Services, 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 6:08 p.m. A quorum of voting members was present. Agenda Item No. 2. Administrative Comments A. Oath of Office — Emily Galpin was administered the Oath of Office as the newly appointed Park Board representative to the Joint Utilization Committee. The oath was also administered to Rex Potter later during the meeting. B. CISD Board of Trustees use of City Council Chambers -- Deputy Director Polasek commented on the background issues involving the request from the CISD to hold its school board meetings in Town Hall Council Chambers. At the April 10, 2003 meeting, JUC Chairman Steve Lakin presented the request. The JUC recommended that the best course of action would be for Superintendent Dr. Gary Mathews and City Manager Billy Campbell to meet and discuss the issue in relation to the City's adopted Town Hall Use Policy. Deputy Director Polasek noted that any revisions to the current Policy would also require Tarrant County approval, as they are a minority owner of the building. The present Policy only allows use of the council chambers by the City Council and the City and/or County decision - making bodies. Chairman Lakin presented highlights of the CISD Board of Trustees meeting regarding the request. The CISD Board voted 7 -0 to pursue the request with the City Council. One reason given for the request is that all the administrative staffs from the football stadium and the administration building are being moved to the September 11, 2003 JUC Meeting Minutes Page 1 of 6 CISD annex building, which will undergo construction to accommodate the consolidation by January 2004. That being the case, the current administration building with the boardroom can be either sold or leased. Chairman Lakin said he would like to see the CISD Board use the Town Hall Council Chambers on Monday evenings when it is not being used and suggested the item be taken to the City Council for their consideration. Agenda Item No. 3. Consider: Approval of the Minutes from the April 10, 2003 meeting The JUC members agreed to postpone the approval of the April 10, 2003 meeting minutes until the next meeting. Agenda Item No. 4. Consider: Election of Officers for 2003 -04 A motion was made to postpone the election of officers until the following JUC meeting. Motion: Reed Second: Wang Ayes: Galpin, Lakin, Reed and Wang Nays: None Abstention: None Approved: 4 -0 Motion carried to postpone consideration of officers until the next meeting. Agenda Item No. 5. Discussion: Review of City Election Process — City Secretary Lori Farwell provided a brief overview of the City's experience with the City's contract with Tarrant County for the May elections and answered questions from JUC members about the procedures utilized in the election process. Ms. Farwell explained duties of the City Secretary's Office during Early Voting and Election Day process. She commented that the experience with Tarrant County election office was very satisfactory, efficient and the process worked very well. This election was the first time during early voting in which the ballot box actually calculated the number of votes, which offers a measure of confidence in the system for voters. Ms. Farwell responded to Chairman Lakin that it could be feasible for the school district and city to hold joint elections and enumerated the benefits to citizens as far as cost and convenience. The selection of certified election judges /alternate judges may be handled as the City and District desire. The City Council considered the selection with the resolution calling the election. JUC members received a copy of the contract with Tarrant County in their packets. The next step in consideration of contracting with Tarrant County election service for District elections would be to meet with Tarrant County Election Office and City staff and investigate the process further and meet with other cities that hold joint elections. Agenda Item No. 6. Discussion: Use of vacant CISD land for athletic fields Deputy Director Polasek explained this item was on the agenda at the request of JUC Chair and CISD Board member Steve Lakin. Mr. Lakin had previously indicated that there may be an opportunity for the use of vacant CISD property as interim practice facilities. Currently, the City and CISD provide practice facilities for all the youth sports associations (baseball, soccer, softball, and lacrosse). In addition, CISD also provides facilities for youth football. There is a need for additional practice and game fields due to the growth of these athletic associations. Three large vacant tracts of land owned by the CISD, each containing approximately 17 -25 acres have been identified for potential use. The properties are located off of North White Chapel, East Highland, and North Peytonville. Aerial photographs with general site locations and acreage information are attached to these minutes. No site reviews have been conducted to assess each of the properties in regards to access, topography, safety issues, improvement requirements and development costs. Chairman Lakin clarified that this item had not been presented to the CISD Board, but was merely being considered by JUC to determine if there was an interest in pursuing with the CISD. A site visit of the three locations may be arranged with Dr. Citty. Rex Potter arrived at this time. Mr. Polasek said there is a great opportunity to use these properties and that staff would appreciate the opportunity to look at the sites and discuss in greater detail with Dr. Citty and CISD staff, with the intension to take a proposal before the District to review. Chairman Lakin said he would enthusiastically endorse a proposal for the use of the vacant properties and address it to the CISD Board. The steps involved in a proposal are: A site visit with Dr. Citty of the three properties; presentation to Park Board and then to City Council and the CISD Board of Trustees. JUC will be kept updated on the progress. Agenda Item No. 7. Discussion: Joint Use of CISD unoccupied school facilities Deputy Director Polasek recalled that the Joint Utilization Committee had discussed at their April meeting the recommendations of the Task Force for Building Capacities, which included the District closing Carroll Intermediate School this year for renovations. Following the renovations and the reopening next year, Durham Intermediate School would then be closed down for modifications. The City continues to need additional classroom and gymnasium space for daytime activities geared toward pre - school age and adult citizens, and evening programs for citizens of all ages. Should some school facilities become available as a result of the changes in the District's future operations, joint use opportunities for City programs may be an option. A map of the various CISD and City facilities is attached to the minutes. Ms. Reed said she could see the City using Carroll Intermediate School and the CISD administration building this year, but felt that for security reasons Durham Intermediate School would not be viable. There are possible measures that could be used, such as gates in the hallways, to section off the portion used for City functions. Within the next few months the Task Force will be developing a configuration plan for the renovation of Durham Intermediate School into a K -6 facility and the potential use by the City of unused areas can be discussed. Chairman Lakin shared some long -range plans for the Carroll Intermediate and Durham Intermediate schools. Ms. Reed commented that the District's current plan is for the pre -K program to move into part of Durham along with the diagnosticians and director of special education. Mr. Polasek summarized the discussion saying that CISD is open to consider a proposal so long as the security issue can be addressed with Dr. Citty and CISD administration to ensure the safety of the children and the campus and that any City uses would not interfere with the current or future plans that the District has for that facility. City staff will pursue the possibilities of using vacant CISD land for athletic fields (agenda item 6) and use of CISD unoccupied school facilities and will report back to JUD at a later date. Agenda Item No. 8. Discussion: CISD Project Update Dr. Citty reported the District does not have a lot of activity at this time but is currently working through their capital outlay list. The general contractor for the District is currently investigating ways the district could cut electricity expenses. Dr. Citty commented the Carroll Middle School gym looks fantastic and the District is very proud of it. Deputy Director Polasek thanked Dr. Citty and others for the quick notification and the cooperative efforts in trying to accommodate the programs when the gym was destroyed. Agenda Item No. 9. 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. Deputy Director Polasek shared that construction is ahead of schedule for the SH 114 construction project with completion expected in December. Construction is due to start on the extension of South Kimball to the transportation facility on Continental Boulevard in January. Dr. Citty said the District appreciates the "heads up" they have received from the City during the past several years on the various construction projects. Agenda Item No. 10. Discussion: Future Joint Use Facilities, Projects and Goals Chairman Lakin presented the following: 1. There have been no complaints or problems related to joint use facilities since the beginning of the school year, which is great! He commended both the CISD and City staffs for their efforts in running the activities. Mr. Wang left the meeting at this time. 2. The City was invited to contact the District if they would like to use a bus for senior field trips. Mr. Lakin asked Dr. Citty to check with Steve Bonner, CISD transportation, to determine the feasibility, availability and cost for a bus to help the City with senior trips. 3. CISD Board recently approved allowing paid parking at Dragon Stadium and have hired Ace Parking of Dallas to manage the parking lots in an effort to keep citizens from parking on the streets. Signs will be posted. The parking fee will be $3.00 per vehicle. 4. Next year the CISD natatorium will host a major swim meet event at the CISD Natatorium. Any promotional literature from the City and Chamber of Commerce would be good to have for visitors to showcase Southlake and its recreational programs and special events. Perhaps a special event could even be arranged during the same time at Town Square to draw people. CISD will notify the City of the dates and will coordinate with the economic development staff to obtain promotional literature. 5. Natatorium Use — Dr. Citty extended an offer to Mr. Potter and other members to visit the natatorium, talk with John McGouge, and see the various programs and uses of the center. The City is very pleased with the events and programs from a parks and recreation position. Mr. Potter said he has heard many compliments on the facility. Ms. Reed said the only thing that would make the Aquatics Center better — is if it had a drive that went all the way around! Agenda Item No. 2. Administrative Comments Chairman Lakin returned the meeting to consideration of the administrative comments section to allow for the oath of office to Rex Potter and further discussion of the CISD use of City Council Chambers. Rex Potter was administered the Oath of Office as the City Council representative to the Joint Utilization Committee. Chairman Lakin briefed Mr. Potter on the request by the District to use the Council Chambers for Board of Trustee meetings twice a month. He asked how the District should proceed with their request to the City Council. Mr. Potter related that the Town Hall has meeting rooms available to the public; however, the Council Chambers have been reserved for specific use by City Council and the other decision - making boards. One consideration is the wear and tear of the facility and the issue of where to draw the line on its use. Mr. Lakin said he disagreed on the issue of wear and tear and related the District's tolerance of the wear and tear on CISD property. The District would probably be willing to pay the City for any additional costs incurred in the use, which would still be less than the costs of building and operating a stand -alone facility. Ms. Reed contended that if the City's concern was about opening the facility up for unlimited use, the problem could be managed with legal language allowing the City control on a individual basis. She said she sees using the Council Chambers as an efficient use of a taxpayer facility. A lengthy discussion continued with both sides presenting their ideas. Mr. Potter said the item could be placed on a Council agenda for further consideration; however, it was his personal opinion that the request was not feasible. Mr. Potter suggested that there be a City Council /CISD Board of Trustee work session on this issue, as well as other topics related to joint use. Agenda Item No. 9. Adjournment A motion was made to adjourn at 7:52 p.m. Motion: Potter Second: Reed Ayes: Lakin, Galpin, Potter and Reed Nays: None Abstention: None Approved: 4 -0 Motion carried. A_ Ste e Laki Chair Attest: / Z.! -�- Steve P. . sek, Deputy Director of Community Services Attachment: Agenda Item No. 6 — Unused CISD property for athletic fields Agenda Item No. 7 — Map of CISD /City facilities /parks o \ % A` 0'3 C� l� t_ -v...1 vill,aro. Joint Use Committee 00 September 2, 2003 Page 3 tiL Overview of Locations 0. North White Chapel location North Peytonville location *East Highland' _ location 1 , a WE 6 -3 , Joint Use Committee September 2, 2003 Page 4 sitivoi North White Chapel t t s 17.98 ac. m 0 D ove Road N 500 0 500 1000 1500 2000 2500 Feet w +, It 6 -4 Joint Use Committee September 2, 2003 Page 5 East Highland East Highland • 24.93 ac. e�eF P9. y r 800 0 800 1600 2400 3200 4000 Feet 6 -5 • Joint Use Committee September 2, 2003 Page 6 0 ville North Peyton y y � Approx. o. 24 acres c 0 • Mii e�P , * 500 0 500 1000 1500 2000 2500 Feet w" 6 -6 . .C..• ri . r tltia w ( At ' \03 Joint Utilization Members Wcr.O'�� September 2, 2003 Page 2 Grapevine Lake rig . . . 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