Minutes TC 07/15/2014 - Joint SessionMINUTES FROM SPECIAL SESSION JOINT MEETING
TOWN OF TROPHY CLUB AND
TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Tuesday, July 15, 2014 at 7:00 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club, Texas, and the Board of Directors of Trophy Club Municipal Utility
District No. 1, of Denton & Tarrant Counties met in a Special Joint Session on Tuesday, July 15, 2014. The meeting
was held within the boundaries of the Town and was open to the public.
STATE OF TEXAS §
COUNTY OF DENTON §
COUNTY OF TARRANT §
TOWN COUNCIL MEMBERS PRESENT:
C. Nick Sanders
Mayor
Greg Lamont
Mayor Pro Tem, Place 5
Jim Parrow
Council Member, Place 1
Garrett Reed
Council Member, Place 2
Rhylan Rowe
Council Member, Place 3
Philip Shoffner
Council Member, Place 6
TOWN COUNCIL MEMBERS ABSENT:
Danny Mayer Council Member, Place 4
STAFF AND GUEST(S) PRESENT:
Mike Slye Town Manager
Patricia Adams Town Attorney
Cindy Kean Executive Secretary
TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD MEMBERS PRESENT:
Jim Moss
President
Jim Hase
Vice President
Kevin Carr
Secretary/Treasurer
Jim Thomas
Director
Neil Twomey
Director
TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 STAFF PRESENT:
Jennifer McKnight General Manager
Laurie Slaght District Secretary
Mayor Sanders announced the date of Tuesday, July 15, 2014 called the Town Council to order and announced a
quorum at 7:00 p.m.
CONVENE INTO JOINT SESSION - START TIME — 7:01 P.M.
1. Consider and take appropriate action regarding the following potential amendments to the Amended and
Restated Contract for Wholesale Water Supply and Wastewater Treatment Services and Water and
Wastewater Operational Services between the Town and the District:
A. An amendment to Section 7.4 (Utility Fees) of the Contract to strike the definition of utility fee;
July 15, 2014 Minutes Page 1 of 3
Motion made by Council Member Parrow and seconded by Mayor Pro Tem Lamont to strike the definition of
Utility fees stated in the water supply contract 7.4 be stricken from the section.
Motion carried unanimously
B. An amendment to various Sections of the Contract to provide that District personnel will perform all
administrative functions related to management and operation of the Town's Public Water System, or
alternatively, an amendment to the Interlocal Agreement for Contractual Personnel Services between
the Town and the District to designate additional administrative responsibilities to District personnel.
Motion to direct the Town Manager to work with the Trophy Club MUD No. 1 General Manager and bring back
to Council recommendations of amendments to the long-term contract regarding the district performing the
administrative functions (reporting services) for the PID Public Water System by October 31, 2014.
Motion passed unanimously.
Trophy Club MUD No. 1 made the same motion, which passed unanimously.
2. Consider and take appropriate action regarding a potential 99 -year lease of District property on land used
by the Town of Trophy Club for its annex building at 100 Municipal Drive.
The Town is currently undergoing the process of deciding on whether to build a Town Hall facility and police
station. An option for the Town is a remodel to the annex building to allow for additional space to house staff. The
Council is looking for indication from Trophy Club MUD No. 1 regarding allowable use of the land.
No action taken by Town Council
Action from Trophy Club MUD No. 1 - Motion that the Trophy Club MUD No.1 Board would look favorably on a
long-term lease and/or sale of the land where the annex building sits.
Motion passed unanimously.
3. Consider and take appropriate action regarding the continuation of joint District/Town Information
Technology Services, various system upgrades, and associated costs for FY 2014-2015.
The Town and Trophy Club MUD No. 1 are facing costs in the near future to improve IT security for the entities.
Currently, the Town and Trophy Club MUD No. 1 share IT services and cost, including equipment, software,
personnel, etc. Trophy Club MUD No. 1 has moved forward with engaging an outside IT firm to perform an
assessment on what the Trophy Club MUD No. 1 IT needs are and the cost to split the Trophy Club MUD No. 1 IT
services from the Town. In general, Trophy Club MUD No. 1 paid for 50% of the IT infrastructure and uses
approximately 30% of the infrastructure and IT services. The consultant and IT Director agreed that if Trophy Club
MUD No. 1 were to split from the Town, it would be most logical for the Town to buy out the District's 50%
ownership of equipment/software in the amount of $86 -$121k. Trophy Club MUD No. 1 requested more definitive
numbers regarding real costs in order to make a decision moving forward, as well as to provide the Council
adequate time to make budget adjustments if Trophy Club MUD No. 1 does decide to separate IT services away
from the Town.
No action taken by Town Council
4. Set future joint meeting dates.
Next proposed joint meeting date set for October 14, 2014.
July 15, 2014 Minutes Page 2 of 3
ADJOURN
Motion made by Council Member Shoffner seconded by Council Member Parrow to adjourn. Motion carried
unanimously. Meeting adjourned at 9:17 p.m.
July 15, 2014 Minutes Page 3 of 3
Cindy Kean, Executive Secretary
C. Nick Sanders, Mayor
Town of Trophy Club, Texas
Town of Trophy Club, Texas
July 15, 2014 Minutes Page 3 of 3