Minutes TC 06/24/2001 - WorkshopMINUTES OF
TOWN COUNCIL WORKSHOP
FOR THE
TOWN OF TROPHY CLUB
JUNE 24, 2001
STATE OF TEXAS
19111 i;Illkwel-I) &COW
The Town Council of the Town of Trophy Club, Texas met in Workshop Session on Sunday, June 24, 2001. The
meeting was held within the boundaries of the Town and was open to the public.
WORKSHOP SESSION
TOWN COUNCIL MEMBERS PRESENT:
Scott Smith
Susan Edstrom
Barry Huizenga
Bill Matthai
Scott Spence
Roger Williams
STAFF AND GUEST(S) PRESENT:
Donna Welsh
Diane Cockrell
Cathy Morgas
Jim Buxton
Bill LeGrand
Paul Rosenberger
Patricia Adams
Beth Ann Gregory
Renae Gonzales
Kelly Butler
Mayor
Mayor Pro Tem
Council Member
Council Member
Council Member
Council Member
Town Manager
Town Secretary
MUD Manager
Finance Director
Director of Public Works
Assistant to Town/MUD Managers
Town Attorney
Information Systems Administrator
Senior Accountant
Human Resources Director
CALL TO ORDER AND ANNOUNCE A QUORUM
Mayor Smith called the Workshop to order at 3:02 p.m., noting a quorum was present.
PARLIAMENTARY PROCEDURES (PATRICIA ADAMS, ATTORNEY)
Patricia Adams explained that most Councils have a problem with parliamentary procedures. She recommended
that the Council amend their procedures not to follow Roberts Rules of Order to vote to bring an agenda item to the
floor for discussion. She added that agenda items can be discussed simply by being on the agenda. A motion can be
made "not to discuss" an agenda item if the Council members desire.
STAFF REPORT ITEMS ON AGENDA (PATRICIA ADAMS, ATTORNEY)
Patricia Adams explained that during Staff and Council Reports, lie Council could end up in a discussion that
causes the Council to be in violation of the Open Meetings Act. The current Attorney General and Denton County
District Attorney prosecutes cities for discussing non -agenda items. The Attorney General's opinion is that
briefings should be posted.
Page 2 WORKSHOP SESSION June 24, 2001
"DISCUSS FISCAL YEAR 2001-2002 BUDGET
Jim Buxton explained that the updated Budget uses last year's tax rate and ad valorem tax. He added that lie has
ordered another report regarding sales tax revenues that may be going to Roanoke by mistake. Next year, each
house will be billed $8.05 for trash service. The Public Works Committee proposes recycling at each house and
each resident will pay $1.95 for curbside recycling.
Council Member Williams stated that he thought we should not have advertisements in the Around the Town
newspaper. Beth Ann Gregory explained that the actual cost of advertising versus paper without advertising is
essentially the same. Council Member Mattlrai stated that advertising gives us the opportunity to do other things
with the current procedure. Mayor Pro Tem Edstrom agrees and added that it provides local businesses added
exposure and lire new EDC project — "Shop Trophy Club" supports advertising in the Around the Town. Council
Member Huizenga added that we should investigate circulation numbers and raise rates: Council Member Huizenga
has no problem not competing. Council Member Spence added that there is a fine line, we need communication
with the residents. We are talking about hard costs, not employee costs, maybe we should ask the residents for
input. Gary Tomlin will give a rate sheet and circulation numbers to Beth Ann Gregory. Donna Welsh cautioned
the Council to be careful of the other programs that the Town has in effect to offset costs an example being EMS
billing. Council Member Williams asked for costs for the newspaper to be included in the budget packet and
include employee time. Council Member Huizenga shared that the EDC has asked the Town put July 4's
information into the budget as well.
UPDATE AND DISCUSSION OF:
• EAST ENTRANCE (DONNA WELSH, TOWN MANAGER)
This agenda item was not discussed. Donna Welsh will email this information to the Council.
WET/DRY ELECTION ISSUE (DONNA WELSH, TOWN MANAGER)
This agenda item was not discussed. Donna Welsh will email this information to the Council.
The next agenda item was moved forward:
• COUNCIL CALENDAR (JIM BUXTON, FINANCE DIRECTOR, DONNA WELSH, TOWN
MANAGER)
Jim Buxton warned the Council that it is very important for all Council Members to attend the August 20"i,
September 4`s and the September 9" Council meetings. We must have a quorum and not get behind on meetings
that move through the budget process.
• COMMITTEES' PURPOSE, MISSION STATEMENTS, VIABILITY AND SIZE (SCOTT SMITH,
MAYOR)
Mayor Smith asked the Council Liaisons to look at chairman responsibilities and visit with the chairs about monthly
Council meeting attendance or have a designated alternate attend to give the Committee report.
The Public Relations Committee has twelve members and will do a quarterly event, Team Trophy Club, Christmas
Tree Lighting, Spring Event and July 4's. The Committee will revisit and revise their mission statement in August.
The Utility Franchise Committee will request a reduction in the number of members to four.
Incumbents for the Planning and Zoning Commission will not be interviewed by the Council before reappointment.
The Ways and Means Committee will look at their mission statement being followed and budget responsibilities.
The Committee needs to have diversity, but not have tunnel vision.
The question was raised by Mayor Smith regarding a member of the Ways and Means Committee automatically
becoming a member of Economic Development Corporation A.
Page 3 WORKSHOP SESSION June 24, 2001
Council Member Matthai expressed a need for a Parks and Recreation Committee member to be a member of
Economic Development Corporation A.
The following agenda item was moved forward:
• STREET PROJECT TIME LINES
Bill LeGrand gave a hand out showing time lines that stagger projects for the bonding, engineering and design
periods. The actual cost for the Joint and Crack Seal totals $60,000, $925,000 for Marshall Creek, $1,041,00 for
Sumnut Cove and $1,530,000 for Indian Creek.
• COUNCIL COMMUNICATION BOOTH, FORMS, ETC.
Council Member Matthai shared the handouts and information he would like to have available to the residents who
visit the Council Members in the Council Communication Booth on the first and third Sundays at Tom Thumb.
ADJOURN WORKSHOP SESSION
The Workshop was adjourned at 8:22 p.m.
ATTEST:
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Town Secretary, T vn of Trophy Club, Texas