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Minutes TC 09/10/2008 - Joint Regional MeetingMINUTES OF JOINT REGIONAL MEETING BETWEEN THE TOWN COUNCIL FOR THE TOWN OF TROPHY CLUB, CITY COUNCIL FOR THE CITY OF ROANOKE, BOARD OF ALDERMAN FOR THE TOWN OF WESTLAKE AND BOARD OF DIRECTORS FOR THE NORTHWEST INDEPENDENT SCHOOL DISTRICT LOCATION: 108 S. OAK STREET, ROANOKE, TEXAS WEDNESDAY, SEPTEMBER 10,2008 AT 6:30 P.M. TROPHY CLUB TOWN COUNCIL MEMBERS AND STAFF PRESENT: Nick Sanders Mayor Jim Moss Council Member Kathleen Wilson Council Member Brandon Emmons Town Manager Stephen Seidel Assistant Town Manager Lisa Ramsey Town Secretary Adam Adams Parks and Recreation Director ROANOKE CITY COUNCIL MEMBERS AND STAFF PRESENT: Scooter Gierisch Mayor Holly Gray-McPherson Mayor Pro Tem Brian Darby Council Member Kevin Stillwell Council Member Melvin Smith Council Member Jimmy Stathatos City Manager Debra Wallace Assistant City Manager Ronnie Angel Parks and Recreation Director Cody Petree Public Works Director Gary Johnson Police Chief Brad Goudie Dep. Fire Chief Kim Barnes City Secretary WESTLAKE TOWN BOARD OF ALDERMEN AND STAFF PRESENT: Laura Wheat Mayor Carol Langdon Alderman Rebecca Rollins Alderman Larry Corson Alderman Tim Britten Alderman Thomas Brymer Town Manager Kim Sutter Town Secretary NISD MEMBERS PRESENT: Dr. Karen Rue Superintendent Dennis McCreary Assistant Superintendent for Facilities, Planning, and Construction Devonna Holland Board Member A. CALL CITY COUNCIL TO ORDER Mayor Gierisch, City of Roanoke, called the meeting to order at 6:38 p.m. Mayor Sanders, Town of Trophy Club, stated Trophy Club did not have a quorum. Mayor Wheat, Town of Westlake, called the meeting to order at 6:40 p.m. Members of each Town/City and Board were introduced at this time. B. PRESENTATION Dennis McCreary, NISD Assistant Superintendent for Facilities, Planning, and Construction gave a presentation regarding the Northwest NISD district growth and development. There is a new proto-type design being used for the last six schools built that has saved the district $300,000 per school on design fees. Byron Nelson High School, which is 70% completed at this time, was discussed as well as new school locations. NISD is the 3 rd largest district with 324 square miles. As of 09/09/2008 the district had 13,026 students enrolled, which is an 11 % growth. It is projected that there could be 93,000 students enrolled in less than 20 years. Mr. McCreary notes that they appreciate the voters and would not be able to do it without them. Martha Llewellyn, a Trophy Club resident, asked if there will be another elementary school built in Trophy Club. Mr. McCreary stated there is not a need at this time due to other construction. Council Member Smith asked when the portable buildings will be removed from the Roanoke Elementary campus. Mr. McCreary stated that they will be removed when the new elementary school opens in 2010, which will be located in the Briarwyck Subdivision. Dr Rue stated you can go online to the NISD website to access information regarding new school locations. Mayor Pro Tem Gray-McPherson hopes that an Interlocal agreement can be worked out that a joint facility can be used by all without billing each other. All entities pay school taxes, why should we double bill each other. c. NEW BUSINESS 1. Discuss and receive input regarding Library. Mayor Sanders stated there was a task force formed between the school district and the residents of Trophy Club to explore joint use facilities more than just the library. Discussions were held on how the library can be isolated from the high school. If it was able to be workable, the library could be staffed outside of school hours and on weekends. Trophy Club does not currently have a library for residents' use. Details still need to be worked out. Summer months will require staffing that could possibly be funded though an Interlocal agreement of both Roanoke and Trophy Club. There are examples of other areas such as College Station and Bryan that have done the same. Mayor Pro Tem Gray-McPherson asked what the process to move forward is. Dr. Rue replied that the cities just need to pull together and say they want to start having conversations. Mayor Sanders stated that they already had some open conversations regarding joint uses. Mayor Gierisch mentioned that one challenge Roanoke would face is that there is already a public library. Mayor Wheat said The Town of Westlake is in a bit of a different situation; they are divided among three school districts but would love to be involved. City Manager Stathatos said that Roanoke is interested in using all of the schools facil·ities including the library even though Roanoke may expand their own. Martha Llewellyn does not believe that we need to have a joint library in a school setting. It would not meet all the needs of the residents in regards to material suitable for different age groups. Believes we need a separate facility. Dr. Rue commended those comments stating those are the details we need. But this can help and be like a starter situation until a building can be built. Council Member Wilson responded to a question asked earlier by Ms. Llewellyn by stating that "it's a stair step launching point" to get us going. Alderman Britton stated that the biggest detail to deal with is land, being centralized and the cost associated with the land. Mayor Sanders said we know it is not a long term solution but it is a partial solution. There are some challenges to overcome. Let's try to do away with the borders and not worry about where it's located but that it's a regional benefit to our citizens. The challenge will be funding. How can you build something, for example, in Trophy Club and tax residents in Roanoke? We need to explore funding mechanisms. Grants may be one way. City Manager Stathatos spoke about County money being allocated for public library. They give you a certain amount of money based on the capita you serve, however, if you charge a fee then you are not eligible for the funds. So about seven or eight years ago we tried to do this with Trophy Club and Westlake. The amount needed versus the Grant did not make sense. That is why Roanoke currently charges a fee. When multiple taxing entities are joined together, you can jump to the top of the list. 2. Discuss and receive input regarding park facilities: a) Each entity provide brief overview of current and future park plans Ronnie Angel, Roanoke, gave a status report of the Roanoke park facilities. He stated that the Recreation Center has been open for three years and has doubled in membership (6300 members). City Manager Stathatos mentioned the possibility of a land acquisition to expand the park area. It is approximately 120 acres. It may be able to offer things not currently offered. Mayor Sanders spoke of the types of fields that each City/Town offers. He asked if all areas should support multiple sports. As the area grows, the associations may split. He stated that Trophy Club submitted a master plan on "the Park" which he states was renamed, by Trophy Club, from Marshall Creek Park to Trophy Club Park at Lake Grapevine. Discussions took place on the correct name of the park. City Manager Stathatos said that other cities should have been consulted about the plans. Trophy Club, Roanoke, and Westlake cannot stand alone. Stathatos said Roanoke believes the p'ark was in Marshall Creek, and Trophy Club believes differently; the reality is that it doesn't matter and proposed naming it something else all together. Town Manager Emmons said that Trophy Club has the right to name it because they are supporting it right now. It is Corps of Engineers property not located in either city limits, questions are as to who's ETJ it resides in; boundaries are irrelevant. The facility is never going to be developed by either city as long as the Corps of Engineers controls it. It will always be a park; residents will always be able to use it. Adam Adams, Trophy Club, gave a status report of Trophy Club park facilities. RFQs were received last week for the Corps property. We will be working with other cities on that park. It will be a regional park, a federal park. \ Dr. Rue wanted to thank the Roanoke Recreation staff for providing the venue for Alliance Corporate Challenge .. i b) Discussion of Marshall Creek Park Council Member Wilson would like to have a regional joint task force. They can sit down and incorporate the dollars that have been put in or can be put in. Have this task force work out the details and name issue. Mayor Gierisch said we could schedule a meeting with the three (3) cities to start this process. Alderman Corson stated he had a document handed out earlier that can help with this. Mr. Walker, Roanoke resident, once heard a State Senator say that economic development is not city versus city and that is high school football. Economic development is about cities working together. That is what you are trying to do tonight, there is strength in numbers. Mayor Gierisch believes we are moving in a direction that is positive for each and every entity. We are neighbors, we are friends. Maybe we can vote on a task force committee at the next meeting. Ms. Llewellyn suggests a regional contest to name "the park." Council Member Wilson believes it can be healing to have a new name for this park. There are no historical memories there. c) Discussion of natatorium facility Dr. Rue announced that the NISD is doing a feasibility study for the time and placement of a natatorium. We currently rent, from the City of Keller, a facility for $15,000 a year. Mayor Pro Tem Gray-McPherson asked when the study will be started. Mr. McCreary stated in the spring. The cost is not justified currently per Dr. Rue. Mr. McCreary stated that they have a five (5) year deal with the City of Keller and that our immediate needs are being met. 3. Discuss and receive input regarding Highway 170 -Highway 114 Interchange. Mayor Gierisch asked Mayor Sanders to speak on this subject. Mayor Sanders commented that the design is the same as it was prior. The continuation of Highway 114 to side roads in Trophy Club, heading west, is estimated at $33.9 million dollars. Funds are allocated. The levy date is September 2011. He noticed that the access to Byron Nelson Parkway would be an overpass going over Highway 114. How do you provide access to the commercial property? He encourages all involved to stay on top of it. There are plans to continue 114 to the Wise County line. We are excited it is coming, but it will be quite and undertaking for all the overpasses to get from 170 to 114, to get from 114 main lanes to side roads and exits. Mayor Gierisch spoke of similar locations and said maybe we can get copies of those plans. 4. Discuss and receive input regarding inter-community development communication and development along Highways 114 and 170 of mutual interest to all communities. Alderman Corson worked with three (3) Colorado Counties in a similar situation and provided a document that was used in that case. They came together and produced this document, which has mutual agreement with all involved. He J, pointed out certain sections that outlined this agreement. Section 3 speaks to the methodology by which we came to an agreement on what should be the trigger points. Section 7 identified the goal, Section 10 started to define the process, Section 17 reminds everyone of the statutory authority. He believes this absolutely applies to 114 and other shared boundaries. Council Member Wilson said this was a great document, it shows good faith and that the Town should do this. Mayor Sanders suggested to Town Manager Emmons to get approval from Council to develop some kind of document to move forward and encourages all of us to take this action. Maybe we can have some kind of draft document at the next quarterly meeting that can be commented on. 5. Schedule future meetings. Next meeting tentatively scheduled to take place on Thursday, January 29, 2009 in Westlake. D. ADJOURNMENT 1. Motion made by Melvin Smith, seconded by Kevin Stillwell to adjourn the meeting at 8:40 p.m. Motion carried unanimously. Motion made by Rollins, seconded by Carol Langdon to adjourn the meeting at 8:40 p.m. Motion carried unanimously. ~o4anLLSaHennek, TOWnsecretary Nick Sanders, Mayor Town of Trophy Club, Texas Town of Trophy Club, Texas