Minutes TC 08/04/1998 - Budget WorkshopMINUTES OF
TOWN OF TROPHY CLUB, TEXAS
TOWN COUNCIL MEETING
JOINT BUDGET WORKSHOP WITH FINANCE COMMITTEE AND STAFF
TOWN OF TROPHY CLUB
August 4, 1998
The Town Council of the Town of Trophy Club, met at 7:00 p.m. in a regular session/workshop
with Finance Committee on Tuesday, August 4,1998. The Meeting was held within the
boundaries of the Town and was open to the public.
• I MLVj I Did I H 01 =31M
Jim Carter
Mayor
Marshall Engelbeck
Mayor Pro Tem
Ben Brewster
Council Member
Kevin Carr
Council Member
Susan H. McCabe
Council Member
Kay Pratt
Council Member
FINANCE COMMITTEE PRESENT:
John Dave" Robison
Committee Member
John Harbin
Committee Member
Richard Hobday
Committee Member
Gary Tomlin
Committee Member
Penny Wilson
Committee Member (Arrived 9:20 p.m.)
Todd Mayfield
Committee Member
David Neal
Committee Member
Scott Smith
Donna Welsh
Diane Cockrell
Roger Unger
Cathy Morgas
Chairperson
Town Manager
Town Secretary
MUD Manager
P & Z Administrator
Page 2
David Miller
Bill LeGrand
Greg Guillaume
Lou Opipare
Barbara Allen
Pam Liston
John Harbin
Mike Hamper
Town Council Meeting August 4, 1998
Director of Dept. of Public Safety
Director of Public Works
Senior Accountant
Fire Chief
Court Clerk (Arrived 7:50 p.m.)
Interim Town Attorney
Vice President of Development, Beck Prop. Inc.
P& Z Commission Chairman
Mayor Carter called the meeting to order at 7:04 p.m., noting a quorum was present.
INVOCATION:
Dr. John Brooks, NISD Superintendent gave the invocation.
PLEDGE OF ALLEGIANCE TO THE AMERICAN AND TEXAS FLAG:
The Pledge of Allegiance to the American and Texas Flags was led by Diane Cockrell, Town
Secretary.
TOWN COUNCIL TO CONSIDER APPROVAL OF AN AGREEMENT WITH THE
TROPHY CLUB MUNICIPAL UTILITY DISTRICT AND NORTHWEST
INDEPENDENT SCHOOL DISTRICT TO SOLVE THE EAST END DRAINAGE
PROBLEMS:
The following citizens made presentations:
Ronnie Naugle
NISD School Board
Davis Palmer
NISD School Board
Dr. Darrell Laney
NISD School Board
Dr. John Brooks
NISD Superintendent
Donna Welsh, Town Manager, shared two points that the Trophy Club MUD District Attorney,
Bob West, suggested to be changed:
® The MUD district is responsible for underground pipes, and the Town is responsible for
drainage above ground
® The interest on the $119,918. can be used for drainage
Page 3 Town Council Meeting August 4, 1998
Following discussion, Council Mayor Pro Tem Engelbeck moved for the Town Council to adopt
the interlocal agreement for drainage improvements as stated in fax copy dated July 21, 1998
with the suggested changes. Council Member Brewster seconded; motion passed unanimously.
TOWN OBSERVE i 1
CURBSIDE RECYCLING, BY ED BROCE, MARKETING MANAGER, TRINITY WASTE
Mr. Ed Brock, Marketing Manager, Trinity Waste Services, made a presentation on the annual
rate increase and curbside recycling. No action taken.
PAM LISTON, INTERIM TOWN ATTORNEY, EVALUATION OF MAXIMUM AND
MINIMUM FINE AMOUNTS WITH EXPLANATION OF PROGRESSIVE FINES FOR
ACTIVE TOWN ORDINANCES:
Interim Town Attorney, Pam Liston, explained some changes that could be made and
recommended that as soon as possible Ordinance 96-03 have the fine amounts changed from
$2000. to $500.To be addressed at September 1, 1998 meeting.
TOWN COUNCIL TO CONSIDER AN ORDINANCE OF THE TOWN COUNCIL OF
THE TOWN OF TROPHY CLUB, TEXAS INSTRUCTING AND DIRECTING
THE TOWN STAFF TO TAKE ALL NECESSARY LEGAL STEPS TO CALL A
JOINT PUBLIC HEARING OF THE TOWN PLANNING AND ZONING
COMMISSION AND TOWN COUNCIL FOR THE PURPOSE OF REZONING A
0.331 ACRE PARCEL KNOWN AS LOT 1674 CURRENTLY ZONED R-10,
AND A 0.0696 ACRE PARCEL CURRENTLY ZONED R-15; TO BE REZONED
TO A PLANNED DEVELOPMENT DISTRICT, SINGLE FAMILY RESIDENTIAL;
TO REZONE A.0221 ACRE TRACT ADJOINING EAGLE'S RIDGE FROM CR
TO R-12, SINGLE FAMILY RESIDENTIAL, AND A REPLAT OF LOT 26 OF
EAGLES RIDGE: PROVIDING AN EFFECTIVE DATE:
Mike Hamper, Planning and Zoning Commission Chairman, stated that this step is
necessary, Cathy Morgas, Planning and Zoning Administrator said that this is an administrative
step to allow her to call the public hearing and publish notices in the newspaper.
Mayor Pro Tem, Engelbeck made a motion to accept the Ordinance to call the Public hearing on
September 1, 1998. Council Member Pratt seconded; motion passed unanimously.
APPROVALTOT111 C04NCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING
THE PRELIMINARY
LOCATED AT THE NORTHEASTDRIVE
INDIAN• DRIVE:
Page 4 Town Council Meeting August 4, 1998
Mike Hamper, Planning and Zoning Commission Chairman, stated that this is the next phase of
Development for Hogan's Glen, the Planning and Zoning Commission has approved this
preliminary plat.
John Harbin, Vice President of Development, Beck Prop. Inc. was available for questions.
After discussion, Council Member McCabe made a motion to approve the preliminary plat for
the "Estates of Hogan's Glen". Council Member Carr seconded; motion passed unanimously.
TOWN COUNCIL TO ADOPT A RESOLUTION OF THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS ACCEPTING A BID FROM AND AWARDING A
BID TO PITTMAN CONSTRUCTION CO. FOR CONSTRUCTION AND
INSTALLATION OF PARK EQUIPMENT FOR HARMONY PARK IN THE AMOUNT
OF ONE HUNDRED AND SEVEN THOUSAND EIGHT HUNDRED AND FORTY-SIX
AND NO/100 DOLLARS ($107,846.00); AUTHORIZING AND DIRECTING THE
MAYOR TO EXECUTE A CONTRACT FOR THE SAID CONSTRUCTION AND
INSTALLATION OF PARK EQUIPMENT WITH PITTMAN CONSTRUCTION CO.;
PROVIDING AN EFFECTIVE DATE:
After discussion, Mayor Pro Tem Engelbeck made a motion to approve the contract with
Pittman Construction to purchase and install the playground equipment for Harmony Park for the
contract amount of $107,846 and authorization to use Town funds not to exceed a total of
$120,000. Council Member Carr seconded; motion passed unanimously.
TOWN COUNCIL TO ADOPT A RESOLUTION OF THE TOWN OF TROPHY CLUB,
TEXAS ESTABLISHING A TEMPORARY COMMITTEE FOR THE PURPOSE OF
DEVELOPING A TEN YEAR VISION FOR COMMUNITY DEVELOPMENT
OPTIONS. (COUNCIL MEMBER BREWSTER):
After discussion, Council Member Brewster made a motion to adopt a resolution to establish a
temporary committee for the purpose of developing a ten year vision for community
development options. Council Member Pratt seconded; motion passed with Mayor Pro Tem
Engelbeck, Council Members Pratt and Brewster voting for, and Council Members Carr and
McCabe voting against.
• : • : •
Page 5 Town Council Meeting August 4, 1998
After discussion, Council Member Brewster made a motion to adopt a resolution to establish a
six member committee to pursue the acquisition of the necessary Corps of Engineers property to
support future town recreational facilities. Mayor Pro Tem Engelbeck seconded; motion passed
with, Mayor Pro Tem Engelbeck, Council Members Pratt and Brewster voting for, and Council
Members Carr and McCabe voting against.
TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING
APPROVAL OF SIGN ORDINANCE WAIVER FOR DREES CUSTOM HOMES:
Todd Hoover, Senior Marketing Manager for Drees Custom Homes explained the specifications
of the sign requested. Mike Hamper, P& Z Commission Chairman stated that the Planning and
Zoning Commission has no objections to the waiver.
After discussion, Council Member McCabe made a motion to grant the waiver with the
specification that the sign to be removed by November 1, 1998 or when the first ten homes are
sold, whichever comes first. Council Member Brewster seconded the motion; motion carried
unanimously.
CITIZENS PRESENTATIONS: THIS IS AN OPPORTUNITY FOR CITIZENS TO
ADDRESS THE COUNCIL ON ANY MATTER WHETHER OR NOT IT IS POSTED
ON THE AGENDA. THE COUNCIL IS NOT PERMITTED TO TAKE ACTION ONANY
PRESENTATION MADE TO THE COUNCIL AT THIS TIME CONCERNING AN ITEM
NOT LISTED ON THE AGENDA. THE COUNCIL WILL HEAR PRESENTATION ON
SPECIFIC AGENDA ITEMS PRIOR TO THE COUNCIL ADDRESSING THOSE
ITEMS:
John Harbin asked that when swimming pools are being dug if there is a way to control where
the dump trucks unload their dirt from the pool dig site. Mayor Carter asked Bill LeGrand,
Public Works Director if this could be handled when the permit is issued. Mr. LeGrand said that
he would see that it was handled.
Lou Opipare, Fire Chief, echoed Dr. Brooks comments, the schools have been to be built to code
and there are no problems with fire codes and will be approved by August 15". The computer
system has had some delays due to power outages, first 10 users due to be online Friday.
Greg Guillaume, Senior Accountant, Economic Development Corporation meets August 10,
1998, and expressed his gratitude to the Town Council for the opportunity to be allowed to get
involved in municipal government.
Donna Welsh, Town Manager, reported that the "Requests For Proposal" have been sent to
several attorneys and several responses have been received.
Page 6 Town Council Meeting August 4, 1998
Cathy Morgas, Assistant District Manager for Trophy Club MUD, reported that mandatory water
rationing is in effect until tomorrow. The emergency water plan will be put in newsletter.
The Council took a recess at 8:50 p.m.
RECESS
TOWN COUNCIL TO CONVENE INTO A PRELIMINARY BUDGET WORKSHOP
FOR FISCAL YEAR OCTOBER 1, 1998 TO SEPTEMBER 30, 1999 WITH FINANCE
COMMITTEE AND STAFF:
The Council reconvened at 9:07 p.m. into a budget workshop for fiscal year October 1, 1998 to
September 30, 1999 with finance committee and staff.
TOWN COUNCIL TO DISCUSS ANNUAL RATE INCREASE BY TRINITY WASTE
SERVICES AND CURBSIDE RECYCLING.
No discussion.
TOWN COUNCIL TO OPEN PRELIMINARY BUDGET WORKSHOP WITH
FINANCE COMMITTEE AND STAFF:
TOWN COUNCIL, FINANCE COMMITTEE AND STAFF TO CONSIDER A
PRELIMINARY BUDGET FOR FISCAL YEAR OCTOBER 1, 1998 TO SEPTEMBER
30, 1999.
Donna Welsh, Town Manager gave a recap of the fund balance the year began with $411,000. A
rule of thumb is to have three months operating money. If this budget were adopted we would
end up with $296,000. excess funds to add to the $411, 000. Leaving $300,000. for the Council
to decide how to spend. This amount of money is available because most departments came in
under budget and because of adjustments in fees charged. Next years revenue is based on 150
housing starts. She explained that the salaries shown on the budget are pure numbers. (None will
be reimbursed by MUD) The raises reflect a 5% across the board increase for the employees to
compensate for participation in TMRS.
Cathy Morgas, Planning and Zoning Administrator, stated that most of the money in the
Planning and Zoning line items are pass through from developers.
Page 7 Town Council Meeting August 4, 1998
Barbara Allen, Court Clerk, stated revenues have already exceeded projections. At the municipal
level the court decides if jury fees are paid to the jurors or not. Jury fees have been removed.
David Miller, Director of Public Safety, explained the additional "cops" grants. Department is
starting third year with current two grant officers. Stated for the record: "We are not bringing this
motor officer in — in an attempt to increase any type of revenue or anything of that nature. That is
not our intent with this". Looking at bringing in a motorcycle officer for the following reasons:
1) Make department more versatile and adaptable 2)Texas Motor Speedway Events 3) Visibility
4) Cost factor patrol 3 days a week
• Reported additional motorcycle information — annual cost $9,545
• Reported as requested: Amount spent for training a new police officer
Newspaper ad, preliminary interview, 40 hours spent on background
investigation, oral review board, physical/drug screen, psychological
examination, post hiring, qualifications, field training, state mandated training
every 12-24 months, total cost for a full time officer $10,627, and for a reserve
officer $6,065.
• Reported reasons for losing employees — starting salaries, other benefits needed
TMRS is a good move, longevity pay ($4-$5), certification pay, tuition
reimbursement, education pay incentives, shift differential pay.
Donna Welsh, Town Manager, and David Miller, Director of Public Safety, asked to make a
recommendation for improved employee benefits to the finance committee and Council.
Public Works budget discussion included recycling, trash, regarding philosophical difference to
fund street repairs to be made from budget or out of debt. It is the consensus of the finance
committee it is not good stewardship to fund maintenance items with debts. The alternative is to
do less maintenance with what we can afford or borrow money or raise taxes.
Richard Hobday, Finance Committee, trying to fund on project basis versus a plan basis. I if your
going to do it on a plan basis you have to say what the depreciation on the roads in our town is
and how much money are you going to set aside to set up a fund to make that happen. Look at
budget for 1998 there was $455,000 that should be discretionary income if you are on budget.
Increases reserve. Finance Committee recommends not to spend the money this year, bank roll
money for a couple of years. Penny Wilson figured that we should have $766,000 left for street
repairs or whatever the Council decides.
Council Member McCabe stated for the record: "That if we are going to sit here and talk about
potential funds to fund other parks or Corp property, that we're going to have to look at
additional funds that we need, to take care of the street repair study. Salaries need to be looked at.
Page 8 Town Council Meeting August 4, 1998
In prior years I have seen a salary comparison from surrounding communities, and I have not
seen it this year. (the ones that we compete with) Possibly the only way the Finance Committee
will be able to get their arms around it, is when the Council comes to a draw and it is voted on.
Because our priorities are different; our areas of concern are different."
Mayor Pro Tem Engelbeck stated for the record: that "the Council has yet to receive any request
from the Parks Committee."
Council Member McCabe left meeting at 10:45 p.m.
Mayor Carter asked for a motion to continue the meeting past 11:00 p.m. Council Member
Brewster moved to allow the meeting to continue past 11:00 p.m. Council Member Carr
seconded; motion passed unanimously.
Mayor Pro Tem Engelbeck recommended in regard to parks that this elephant be taken care of
one bite at a time.
Greg Guillaume, Senior Accountant, explained that in the process of coordinating our policies so
that they all expire on October 1, we bought some policies that were an extension to the previous
policy and as a results we did not pay for a full years worth of insurance. $15,000 is the actual
charge and will allow us to go out for bids.
General Administration: $5,000 for Vision Committee, put all in next years budget (unless they
have any expenses this year) and handle any expenses from this years budget as a deduction from
the $5,000.
Computer systems repayment note to the MUD will be about $14,000.
ADJOURN PRELIMINARY BUDGETO', i
1'
Council Member Carr moved to adjourn at 11:08 p.m., Council Member Engelbeck seconded;
motion passed unanimously.
`qr (Seal)
Town Secretary
Ms/04/98 do