Agenda Packet TC 01/14/2011 - Joint SessionJoint Session of Town Council & MUD1
Trophy Club Entities
Meeting Agenda
100 Municipal Drive
Trophy Club, Texas 76262
Svore Municipal Building Boardroom3:00 PMFriday, January 14, 2011
Call To Order and announce a quorum.
Citizen Presentations
JOINT SESSION
1.2011-03-T Consider and take appropriate action regarding a potential lease of property to the MUD
to construct a ground storage tank and potentially a new water well on the same
property as the PID funded elevated storage tank.
2.2011-04-T Consider and take appropriate action regarding rebidding the construction of the
500,000 gallon elevated storage tank.
Developer Letter for Addl Tank.pdf
Elevated Storage Tank - Figure.pdf
Water Tower - Overall Site Plan.pdf
Bid Tab.pdf
Attachments:
3.2011-05-T Consider management responsibilities of the Fire/EMS operations (MUD or Town
managed).
4.2011-06-T Consider and take appropriate action regarding the December 7, 2010 Joint Session
minutes.
December 7 2010 Joint Session Minutes.pdfAttachments:
5.2011-07-T Consider and take appropriate action regarding the next scheduled joint meeting date
of February 10, 2011.
Adjourn
*THE BOARD MAY CONVENE INTO EXECUTIVE SESSION TO DISCUSS POSTED
ITEMS AS ALLOWED BY THE TEXAS OPEN MEETINGS ACT, TEXAS LOCAL
GOVERNMENT CODE 551.071.
Joint Session of Town Council & MUD1 1 of 21 Meeting Date: January 14, 2011
January 14, 2011Joint Session of Town Council &
MUD1
Meeting Agenda
CERTIFICATION
I certify that the above notice was posted on the front window of the Svore Municipal
Building, 100 Municipal Drive, Trophy Club, Texas, on Tuesday, January 11, 2011 by
3:00 P.M. in accordance with Chapter 551, Texas Government Code.
______________________________
Shannon DePrater, Town Secretary
If you plan to attend this public meeting and have a disability that requires special
needs, please contact the Town Secretary’s Office at 682-831-4600, 48 hours in
advance and reasonable accommodations will be made to assist you.
I certify that the attached notice and agenda of items to be considered by this Board
was removed by me from the front window of the Svore Municipal Building, 100
Municipal Drive, Trophy Club, Texas, on the __________ day of
______________________, 2011.
________________________________, Title: ___________________________
Joint Session of Town Council & MUD1 2 of 21 Meeting Date: January 14, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-03-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:1/5/2011 Joint Session of Town Council & MUD1
On agenda:Final action:1/13/2011
Title:Consider and take appropriate action regarding a potential lease of property to the MUD to construct a
ground storage tank and potentially a new water well on the same property as the PID funded
elevated storage tank.
Attachments:
Action ByDate Action ResultVer.
Title
Consider and take appropriate action regarding a potential lease of property to the MUD to construct a ground storage
tank and potentially a new water well on the same property as the PID funded elevated storage tank.
Joint Session of Town Council & MUD1 3 of 21 Meeting Date: January 14, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-04-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:1/5/2011 Joint Session of Town Council & MUD1
On agenda:Final action:1/13/2011
Title:Consider and take appropriate action regarding rebidding the construction of the 500,000 gallon
elevated storage tank.
Attachments:Developer Letter for Addl Tank.pdf
Elevated Storage Tank - Figure.pdf
Water Tower - Overall Site Plan.pdf
Bid Tab.pdf
Action ByDate Action ResultVer.
Title
Consider and take appropriate action regarding rebidding the construction of the 500,000 gallon elevated storage tank.
Joint Session of Town Council & MUD1 4 of 21 Meeting Date: January 14, 2011
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Joint Session of Town Council & MUD1 8 of 21 Meeting Date: January 14, 2011
Joint Session of Town Council & MUD1 9 of 21 Meeting Date: January 14, 2011
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Meeting Date: January 14, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-05-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:1/5/2011 Joint Session of Town Council & MUD1
On agenda:Final action:1/13/2011
Title:Consider management responsibilities of the Fire/EMS operations (MUD or Town managed).
Attachments:
Action ByDate Action ResultVer.
Title
Consider management responsibilities of the Fire/EMS operations (MUD or Town managed).
Joint Session of Town Council & MUD1 11 of 21 Meeting Date: January 14, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-06-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:1/5/2011 Joint Session of Town Council & MUD1
On agenda:Final action:1/13/2011
Title:Consider and take appropriate action regarding the December 7, 2010 Joint Session minutes.
Attachments:December 7 2010 Joint Session Minutes.pdf
Action ByDate Action ResultVer.
Title
Consider and take appropriate action regarding the December 7, 2010 Joint Session minutes.
Joint Session of Town Council & MUD1 12 of 21 Meeting Date: January 14, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Meeting Minutes
Joint Session of Town Council &
MUD1
6:00 PM Svore Municipal BoardroomTuesday, December 7, 2010
STATE OF TEXAS §
COUNTY OF DENTON §
COUNTY OF TARRANT §
The Town Council of the Town of Trophy Club, Texas, and the Board of
Directors of Trophy Club MUD 1, of Denton and Tarrant Counties, met in a
Joint Session on Tuesday, December 7th, 2010 at 6:00 p.m. The meeting
was held within the boundaries of the Town and the District, and was
open to the public.
Call To Order and announce a quorum.
Mayor White and President Thomas each called the meeting to order at 6:00 p.m.,
noting quorums present for each entity. Mayor White noted that Councilmember
Hoover was absent.
COUNCIL MEMBERS/MUD 1 BOARD MEMBERS:
Mayor Connie White, Council Member Glenn Strother, Mayor Pro Tem Bill
Rose, Council Member J.D. Stotts, Council Member Margi Cantrell,
President Jim Thomas, Vice President Jim Moss, Secretary Kevin Carr,
Director Bill Armstrong, and Director Nick Sanders
Present:10 -
Council Member Larry HooverAbsent:1 -
TOWN STAFF PRESENT:
Mike Slye, Town Manager
Stephen Seidel, Assistant Town Manager
Danny Thomas, Fire Chief
Kathy DuBose, Finance Director
Patricia Adams, Town Attorney
Scott Kniffen, Police Chief
Carolyn Huggins, Community Development Director
Adam Adams, Parks Director
MUD 1 STAFF PRESENT:
Robert Scott, District Manager
Mary Moore, MUD Secretary
Joint Session of Town Council & MUD1 13 of 21 Meeting Date: January 14, 2011
December 7, 2010Joint Session of Town Council &
MUD1
Meeting Minutes
Citizen Presentation
No citizens addressed the Board.
JOINT SESSION
2010-641-T1.Receive update regarding construction of New Fire Station; discussion of same.
Fire Chief Thomas advised that we are on schedule with construction of the new fire
station.
2010-642-T2.Receive update regarding drilling of a New Trinity Well; discussion of same.
District Manager Scott advised we are looking at a new site over by the current
elevated tank. Scott stated that after looking at the numbers it may not be beneficial
to drill a second Trinity Well, especially due to the uncertainty of the cost of the
groundwater association fees as well as the uncertainty as to what type of water we
will have after drilling.
President Thomas advised that currently with this Groundwater Association the fees
are revenue based versus tax based fees if TCEQ were over this program.
2010-643-T3.Receive update regarding the amended MUD 1 Fire Plan; discuss and take
appropriate action regarding direction for EMS operation, reporting structure,
budgeting and related matters.
District Manager Scott advised that he spoke with Craig Barnes at TCEQ, and he
anticipates approval of the Fire Plan around the middle of December. It was
confirmed that this new Fire Plan would need to be approved by the
residents/citizenry.
President Thomas asked for discussion on this item to see if both entities still want to
proceed with the idea of merging Fire and EMS. Thomas reminded there was an
anticipated two cent savings by having the MUDs take over the EMS along with Fire
due to MUD 1’s larger tax base.
Councilmember Cantrell added there was another benefit which was by merging Fire
and EMS, we would be in a better position to offer services to surrounding entities.
Cantrell suggested a committee of District Manager Scott, Town Manager Slye, and
Chief Thomas to investigate this further.
Town Manager Slye advised that typically a community is charged with providing for
the public’s health, safety and welfare. EMS issues, Fire, Police are all incorporated
in that charge of providing for the safety of our community. If EMS is reorganized
under the MUD, then Slye would assume the Chief would report to District Manager
Scott and then it would become more complicated than what it already is if we are
charged with public’s health, safety and welfare. However, Slye welcomes the
opportunity to work with Scott and Thomas and come up with viable opportunities and
solutions.
Mayor White understands the difficulties this scenario presents; however, she feels
that by having staff work together they can work through those issues.
Mayor Pro Tem Rose remembered previous discussions regarding this issue which
had the merged Fire and EMS eventually being run by the Town through a contract
with the MUDs.
Joint Session of Town Council & MUD1 14 of 21 Meeting Date: January 14, 2011
December 7, 2010Joint Session of Town Council &
MUD1
Meeting Minutes
Director Moss arrived during this agenda item (6:40 p.m.).
2010-644-T4.Receive Joint Ground Water Storage Committee Update; discuss and take
appropriate action regarding Joint Ground Water Storage.
Director Sanders provided an update regarding the Joint Ground Water Storage
Committee. There is a need to expand our ground and elevated storage; this was
especially evident this past summer where the MUD incurred peaking charges.
Options Considered:
1. Increase the Elevated Ground Storage from 500 million gallon (MG) capacity to 2
million gallon (MG) storage elevated tank with $1.3 - $1.4 million due from MUD 1 to
do this increase. Ownership of the Elevated Tank has not yet been discussed.
2 Increase the height of the two ground storage tanks by approximately 12 feet for
about the same cost (approximately $100,000 difference) as elevated tank. One
could be ready by Summer and the other one by Fall. Both options take about the
same period to complete. Four to six months for construction of each.
3. There is still some interest for Methodist Church land.
4. Acquire some land back of Medlin Cemetery.
5. Additional ground storage tank at site of elevated tank; however, this option was
not seriously considered.
General consensus of the committee was to increase storage capability of elevated
tank and to increase the height of the two ground storage tanks.
President Thomas asked if two elevated tanks would be more beneficial than
increasing the size of the elevated tank.
District Manager Scott stated the pressure comes from the height.
Attorney Adams advised that ownership of the increased elevated storage tank would
have to be run by the Bond and Tax Attorneys due to involvement of PID Bond
Funds.
Director Armstrong stated we need to move forward on this as soon as possible.
Director Sanders requested we give directions to legal regarding the possibility of
joint ownership of the 2 MG elevated tank. Without reliable information, we can’t
make any decisions. We don’t want to delay anymore. What are the laws that TCEQ
may impose upon us or regulations they may impose? Has this been done before?
District Manager Scott stated that a Joint Ground Storage was built between Keller
and Westlake by Freese and Nichols, and Scott believes this was done with Bond
Funds. Keller built the outside 1 MG storage tank and Westlake built an elevated
storage tank all in one spot.
Director Sanders’ recommendation is to increase the capacity of the Elevated
Storage Tank.
Director Carr stated that the Town needs to ensure that the developer has the funds
available in February.
Assistant Town Manager Seidel stated that engineering will need to be done to go to
2 MG, which will take approximately 3-4 months to complete.
Director Moss stated we need to get a consensus from both entities.
Director Sanders confirmed with Counsel that the Town needs to have funds in hand
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December 7, 2010Joint Session of Town Council &
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prior to letting the project to which Attorney Adams agreed.
Mayor White asked for a consensus. Councilmember Rose is for the 2MG elevated
tank. Councilmember Stotts would like a target date. Stotts commented that we
should have started on this; adding he supports a 2 MG elevated tank, but wants
some definite target dates.
Attorney Adams stated that she needs to know what to look at it. Adams needs
options and feedback from the committee/entities.
Councilmember Strother asked how do we go about building the 2 MG elevated tank,
and which option do you want to approach the attorneys with. If joint ownership is the
preferred piece, Strother suggests that as the initial option and see if that is doable. If
it’s too complicated, then go to Option B, which entity is it easier to have as the
owner? Strother is sure that you can have a contract/joint services agreement, even
with bond funds, and pay for the asset but not own it. Strother suggests one owner.
With the PID involved, what is the path of least resistance? Have the attorneys
investigate those options and report back to the Boards, and see where we stand and
make a decision.
Discussion held; no action taken.
2010-645-T5.Discuss and take appropriate action regarding establishing a Water Conservation
Program.
TCMUD No 1 Drought Contingency Plan.pdf
Town - Drought Contigency Measures.pdf
Attachments:
President Thomas is interested in making MUD 1 a Water Smart MUD via AWBD’s
Water Smart Program. Thomas attended a Water Conservation Symposium and
received a myriad of contacts and ideas. Two of the speakers stated that the most
effective programs are through the children.
Mayor White stated that we need to do water conservation together. White would
also like to see us help the residents reset their irrigation.
Director Sanders feels we need to go beyond the Drought Contingency Plan and he
feels it needs to be in place this summer to help alleviate “peaking” charges. District
Manager Scott is investigating if and how the new Fort Water Vault may help by
pumping direct as opposed to going through our ground storage tanks, which turn off
when the water level reaches a certain level.
Town Manager Slye advised the Drought Contingency Plan and a Water
Conservation Plan are separate; however, they need to dovetail. His prior employer,
City of Burkburnett, just went through this. Slye advised that a Water Conservation
Plan needs to be thought through and balanced against the Drought Contingency
Plan. The Water Conservation is more of a day-to-day issue.
Parks Director Adams offered to hold an Irrigation 101 class to teach any interested
Town residents about the best plants to plant, which plants not to plant, and how to
reset their irrigation systems.
Town Manager Slye and District Manager Scott will take the lead and check to see
what has been filed with Texas Water Development Board.
Councilmember Cantrell asked about offering a discount to those residents who show
a 10-15% reduction in their water usage.
Joint Session of Town Council & MUD1 16 of 21 Meeting Date: January 14, 2011
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Discussion held; no action taken.
2010-646-T6.Discuss and take appropriate action regarding MUD sponsorship of Town park(s).
WATER CODE.pdfAttachments:
District Manager Scott and Parks Director Adams have had discussions regarding
putting in a 3-inch line from our contact basin at the Wastewater Plant to Harmony
Park. Scott believes there are Town funds available for this with the MUD helping out
on the labor to install the line. Scott says that this can be done now; there’s no need
to wait.
Director Moss asked if we could agree to move forward on District Manager Scott’s
recommendation to run 1750’ feet of effluent water line to Harmony Park. Parks
Director Adams advises there are EDC funds in the amount of $60,000 to change the
lines over to effluent.
Councilmember Stotts confirmed it is $60,000 to put in the effluent line. Stotts stated
the Town has budgeted $17,000 a year for watering so in three and a half years it
could pay for itself and offset operations. The Town spends $45-46,000 a year
watering medians. Stotts made the suggestion that MUD 1 pick up part or all of the
water bill for watering medians and also to have MUD 1 be responsible for the cost of
xeriscaping the medians. In a few years, MUD 1 woud recoup its investment through
less water usage on medians due to the xeriscaping. Stotts also suggested that
MUD 1 help pay for the water for the new Spray Pad.
Parks Director Adams advised no sod was planted on the Bobcat Boulevard
medians.
Mayor White confirmed that Town Manager Slye and District Manager Scott will work
on implementing the new effluent line to Harmony Park, to which Town Manager Slye
agreed.
2010-647-T7.Discuss and take appropriate action regarding the creation of a Joint Strategic Plan
(long-range planning) and possible scheduling of Joint Strategic Planning Session.
Mayor White stated she would like an opportunity to develop a plan. White added that
she would like a better understanding how the new staffing works with the new
Interlocal Agreement for Employees Services Contract in place. The Town has a
Planning Session planned for January. White advised we could set a Joint Planning
Session after the Town’s January Planning Session.
Councilmember Strother added he would like to look at what does the Town and
MUD look like in 15 years? Our citizens “own” the parks and the water towers.
Town Manager Slye is meeting with the facilitator next week, and Slye will have a
discussion with the facilitator to see what benefits both MUD and Council.
Discussion held; no action taken.
2010-648-T8.Discuss and take appropriate action regarding funding options for replacement
and/or widening of Municipal Drive from Summit Cove to 100 Municipal Drive (Admin
Bldg.).
Sketch - Municipal Drive.pdfAttachments:
Mayor White advised there’s a section of Municipal Drive that needs to be widened
Joint Session of Town Council & MUD1 17 of 21 Meeting Date: January 14, 2011
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due to the construction of the Fire Station.
Chief Thomas advised that the road narrows approximately 3’6” from Summit Cove
up to the Municipal Building. Thomas advised that he would like to widen the street,
adding that the existing street is in really bad shape. Due to the condition of the
existing street, there is no way to tie a new street into the old street.
District Manager Scott advised there is another option, which is to put an expansion
joint in where the 3 foot comes out and put an expansion joint in there. Then later on,
the whole street would need to be replaced. The $40,000 is the approximate cost to
redo half the street now with the addition of widening the street 3'6". $40,000 is the
projected; however, it may come in less.
President Thomas advised that there is an issue with the current plat, which
incorrectly shows Municipal Drive as belonging to the MUDs. It needs to be
corrected to show ownership by the Town.
Town Manager Slye offered that he has verified that the request is have the Town
pay for half, which would be $20,000. Slye advised that he visited with Street Supt
Helton on this project, who advised there is money available in the existing street
maintenance fund to fund this request and from his perspective, we will never build
this street any cheaper, we have MUD assistance, and he recommends moving
forward and get this change order processed and paid for.
Councilmember Cantrell verified that the $40,000 is for construction of 150 feet of
Municipal Drive, beginning at Summit Cove up to edge of Municipal Building.
A motion was made by Mayor Pro Tem Rose, seconded by Council Member
Cantrell, to enter a fifty-fifty arrangement with the MUD for the widening of
Municipal Drive from Summit Cove to 100 Municipal Drive, for the purpose of
rebuilding and widening Municipal Drive, and Not To Exceed the total cost to
the Town of $20,000.
Floor opened for discussion. Councilmember Strother has concerns regarding
the cost amount for this repair/widening. Strother would like to see some hard
numbers and he would like to see the condition of the street.
The motion CARRIED unanimously.
Mayor White, Council Member Strother, Mayor Pro Tem Rose, Council
Member Stotts, and Council Member Cantrell
Aye:5 -
A motion was made by Secretary Carr, seconded by Vice President Moss, to
approve the replacement of half of Municipal Drive between Summit Cove,
going west approximately 150' in an amount Not To Exceed $20,000. The
motion CARRIED unanimously.
President Thomas, Vice President Moss, Secretary Carr, Director
Armstrong, and Director Sanders
Aye:5 -
2010-649-T9.Discuss and take appropriate action regarding cooperative and joint services
opportunities.
Councilmember Strother commented that he is interested in looking at the big picture
and how can we work together and look more global. Are there partnerships
available with other Towns? Is there a partnership possibility with the Town of
Westlake? Are there more opportunities out there for joint services? How do we work
together in our community, three small communities, Roanoke, Trophy Club and
Westlake, in that process?
Joint Session of Town Council & MUD1 18 of 21 Meeting Date: January 14, 2011
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Mayor White advised that we have had conversations with Westlake and currently,
we are waiting on Westlake.
Councilmember Carr asked what would it take to build a knockout library that would
serve all three cities.
Councilmember Cantrell stated that we need to concentrate on long-term vision for
the Town and the MUD.
Town Manager Slye added that it is frustrating that we’re spending significant money
on a drainage study with the other adjoining entities having such a dramatic impact
on the drainage. It would be beneficial to have regional joint meetings with our
surrounding cities.
Councilmember Strother asked how do we combine resources that benefit all three
cities.
Discussion held; no action taken.
2010-650-T10.Set next Joint Meeting date; action regarding same.
February and March 2011 Meeting Calendar.pdfAttachments:
Delayed until we hear from Attorney Adams regarding answers from Bond and Tax
Attorneys.
2010-651-T11.Discussion and addition of future agenda items.
No discussion.
Adjourn
Meeting adjourned at 9:11 p.m
A motion was made by Council Member Cantrell, seconded by Mayor Pro Tem
Rose, that this meeting be Adjourned. The motion CARRIED unanimously.
Mayor White, Council Member Strother, Mayor Pro Tem Rose, Council
Member Stotts, Council Member Cantrell, President Thomas, Vice
President Moss, Secretary Carr, Director Armstrong, and Director Sanders
Aye:10 -
Council Member HooverExcused:1 -
(Seal)
______________________
Connie White, Mayor
Town of Trophy Club, Texas
Joint Session of Town Council & MUD1 19 of 21 Meeting Date: January 14, 2011
December 7, 2010Joint Session of Town Council &
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___________________________
Connie White, Mayor (Seal)
Town of Trophy Club, Texas
___________________________
James C. Thomas,
MUD 1 President
____________________________
Kevin R. Carr, (Seal)
MUD 1 Secretary/Treasurer
____________________________
Mary Moore, MUD 1 Secretary
Town of Trophy Club Recording Secretary
Joint Session of Town Council & MUD1 20 of 21 Meeting Date: January 14, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-07-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:1/5/2011 Joint Session of Town Council & MUD1
On agenda:Final action:
Title:Consider and take appropriate action regarding the next scheduled joint meeting date of February 10,
2011.
Attachments:
Action ByDate Action ResultVer.
Title
Consider and take appropriate action regarding the next scheduled joint meeting date of February 10, 2011.
Joint Session of Town Council & MUD1 21 of 21 Meeting Date: January 14, 2011