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Minutes TC 10/15/2001MINUTES OF REGULAR TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB OCTOBER 15, 2001 STATE OF TEXAS COUNTY OF DENTON The Town Council of the Town of Trophy Club, Texas met in Regular Session on Monday, October 15, 2001. The meeting was held within the boundaries of the Town and was open to the public. REGULAR SESSION TOWN COUNCIL MEMBERS PRESENT Scott Smith Mayor Susan Edstrom Mayor Pro Tem Barry Huizenga Council Member Bill Matthai Council Member Scott Spence Council Member Roger Williams Council Member STAFF AND GUEST(S) PRESENT: Donna Welsh Diane Cockrell Al Milligan Bill LeGrand David Miller Patricia Adams ABSENT Town Manager Town Secretary Finance Director Director of Public Works Director of DPS Town Attorney Paul Rosenberger Community Development Manager CALL TO ORDER AND ANNOUNCE A QUORUM: Mayor Smith called the Regular Session to order at 7:35 p.m., noting a quorum was present. INVOCATION: Chief Miller gave the invocation. PLEDGE OF ALLEGIANCE TO THE AMERICAN AND TEXAS FLAG: Mr. Don Cotton led the pledges. CITIZEN PRESENTATIONS: THIS IS AN OPPORTUNITY FOR CITIZENS TO ADDRESS THE COUNCIL ON ANY MATTER WHETHER OR NOT 1T IS POSTED ON THE AGENDA. THE COUNCIL IS NOT PERMITTED TO TAKE ACTION ON OR DISCUSS ANY PRESENTATIONS MADE TO THE COUNCIL AT THIS TIME CONCERNING AN ITEM NOT LISTED ON THE AGENDA. THE COUNCIL WILL HEAR PRESENTATIONS ON SPECIFIC AGENDA ITEMS PRIOR TO THE COUNCIL ADDRESSING THOSE ITEMS. Town Secretary, Diane Cockrell, read into the minutes a statement from Davis Palmer, 9 Panorama Trail: The CIA/Town of Trophy Club is a very convoluted issue. Mayor Smith has put himself in the center of this issue. Mayor Smith represents both the citizens of Trophy Club and is under contract with Club Corp (and is playing at the Speedway Club as the Mayor). This is a conflict of interest that should be addressed up front not after the fact if some conflict happens. Page 2 REGULAR SESSION October 15, 2001 Mr. Jim Moss of 979 Trophy Club Drive addressed the Council. REPORTS FROM COMMITTEES: (FIVE-MINUTE TIME LIMIT) A. ECONOMIC DEVELOPMENT CORPORATION B • Previous meeting discussion and action Mr. Jim Hicks reported that the Early Warning System was approved for $89,000. The RTCW Chamber Representative is Pam Cates and the Alternate is Carol Cotton. The Strategic Plan is to be completed in November. President is Jim Hicks; Vice -President is Jonathan Witherspoon; Secretary is Carol Cotton; and Treasurer is John Carter. B. EDITORIAL REVIEW BOARD • Previous meeting discussion and action Mr. Gene Hill reported that the Board is in the process of reviewing articles for the November issue. C. PARKS AND RECREATION COMMITTEE • Previous meeting discussion and action Council Member Matthai reported that the Parks and Recreation would be looking at creating an application form and making changes to the website. D. PLANNING AND ZONING COMMISSION • Previous meeting discussion and action Commissioner Gene Hill shared that Planning and Zoning is working on a number of items, including those on the agenda for this meeting. Additional projects are PD 16 — The Knoll, a special meeting is planned for Thursday, October 25°i at 6:30 p.m. and the Commission is revising the Sign Ordinance, Ord. 1999-13. E. PUBLIC WORKS COMMITTEE • Previous meeting discussion and action No report. (NOTE: Committee Reports have been rearranged to accommodate meeting schedules.) TOWN COUNCIL TO CONSIDER AND ADOPT A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, REPEALING RESOLUTION NO. 2001-26 APPROVING THE TAX ROLL OF THE DENTON CENTRAL APPRAISAL DISTRICT; AND ADOPTING NEW PROVISIONS APPROVING THE CERTIFIED TAX ROLL OF THE DENTON CENTRAL APPRAISAL DISTRICT; AND PROVIDING AN EFFECTIVE DATE. Mr. Al Milligan explained that the prior version had clerical and mathematical errors, and we are asking that this corrected version be adopted in its place. Council Member Huizenga made a motion to repeal Resolution No. 2001-26; and adopt the new provisions approving the Certified Tax Roll of the Denton Central Appraisal District. Council Member Spence seconded; motion carried unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING THE CONTINUATION OF THE MONTHLY TOWN COUNCIL COMMUNICATION BOOTH WHICH WAS PREVIOUSLY APPROVED ON A THREE-MONTH TRIAL BASIS BY THE PASSAGE OF RESOLUTION NO. 2001-14. Council Member Matthai reviewed the opportunities offered by this service to the residents over the last three months. Council Member Matthai made a motion that the Town Council hereby approves the creation of a Council Communication Booth at the Toni Thumb store in the Town of Trophy Club, Texas, which will be reviewed for continuation every six months, beginning October 15, 2001. Mayor Pro Tem Edstrom seconded; motion carried Page 3 REGULAR SESSION October 15, 2001 3-2-0, with Council Members Matthai, Edstrom, and Huizenaa voting for and Council Members Williams and Spence voting against. Resolution 2001-14 will be amended with the following changes and be brought before the Council on November 5, 2001, for approval. WHEREAS, providing a small booth (table and chairs) at the Tom Thumb store on the Sunday prior to regularly scheduled Council meetings each month from I:00 p.m. until 4:00 p.m. will provide an excellent and convenient time for Council interaction with residents; Section 2. That the Town Council hereby approves the creation of a Council Communication Booth at the Tom Thumb store in the Town of Trophy Club, Texas, which will be reviewed for continuation every six months, beginning October 15, 2001. Section 3. That the hours of operation of the Council Communication Booth will be from 1:00 p.m. to 4:00 p.m. on the Sunday prior to a regularly scheduled Council meeting each month. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING RECOMMENDED CHANGES TO THE COMMITTEE APPLICATION PROCESS FOR THE INFORMATION TECHNOLOGY COMMITTEE PARKS AND RECREATION COMMITTEE PLANNING AND ZONING COMMISSION AND UTILITY FRANCHISE COMMITTEE TO REMOVE THE REQUIREMENT FOR RESUMES AND REPLACE THE RESUMES WITH AN ADDITIONAL APPLICATION FORM FOR THE INFORMATION TECHNOLOGY COMMITTEE, PLANNING AND ZONING COMMISSION, AND UTILITY FRANCHISE COMMITTEE. THE COMMITTEES HAVE ALSO REQUESTED THAT THE PRIMARY COMMITTEE APPLICATION BE AMENDED TO NOTIFY APPLICANTS THAT INFORMATION PROVIDED TO THE TOWN BECOMES PUBLIC RECORD AND MUST BE RELEASED UPON REQUEST. Patricia Adams, Town Attorney, stated that because of Open Record Requests, committees had concerns and wanted to remove the requirement for resumes of applicants. Jon Seale, Representative from the Information Technology Committee, expressed there is need for knowing the current proficiencies of applicants. Jim Moss, Utility Franchise Committee, stated that resume was not of value and found the interviews are very beneficial. Gene Hill stated that in recent personnel interviews, the real criteria were for knowledge in several fields. We want to continue the interviews. Council's consensus was to direct the Ways and Means Committee and Public Works Committee to come back with their recommendation regarding the need for a customized questionnaire. Council Member Huizenga made a motion to approve the recommended changes as stated in the agenda item. Council Member Matthai seconded; motion carried unanimously. TOWN COUNCIL TO CONVENE INTO EXECUTIVE SESSION Council convened into Executive Session at 8:16 p.m. EXECUTIVE SESSION PURSUANT TO THE TEXAS GOVERNMENT CODE, SECTION 551.071, CONSULTATION WITH AN ATTORNEY, THE COUNCIL WILL ENTER INTO EXECUTIVE SESSION TO DISCUSS THE FOLLOWING: Page 4 REGULAR SESSION October 15, 2001 TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING THE CREATION OF A JOINT CIA/TOWN TASK FORCE TO REVIEW THE LEGAL FINANCIAL SHORT- AND LONG-TERM IMPLICATIONS OF MOVING THE CIA RESPONSIBILITIES UNDER THE AUSPICES OF THE TOWN. TOWN COUNCIL TO CLOSE EXECUTIVE SESSION Council ended Executive Session at 8:27 p.m. TOWN COUNCIL TO RECONVENE INTO REGULAR SESSION Council reconvened into Regular Session at 8:27 p.m. REGULAR SESSION TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING MATTERS DISCUSSED IN EXECUTIVE SESSION, PURSUANT TO THE TEXAS GOVERNMENT CODE SECTION 551.074. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING THE CREATION OF A JOINT CIA/TOWN TASK FORCE TO REVIEW THE LEGAL FINANCIAL SHORT- AND LONG-TERM IMPLICATIONS OF MOVING THE CIA RESPONSIBILITIES UNDER THE AUSPICES OF THE TOWN. Mayor Pro Tem Edstrom shared that she would like the Council `to move forward with this Task Force with no predisposition to its outcome. In the roll out, we anticipate that the Task Force will look at all the key options that address the needs of the community today and in the future, so that the best decision can be made." Jim Moss of 979 Trophy Club Drive addressed the Council. Council Member Williams input his concern that if the committee goes to a lot of work and neither group is committed, then $10,000 of the taxpayers' money is wasted. Citizens for Responsible Government should have a member on the transition task force. Council Member Matthai remarked that we have supported this for several years and owe this to our residents Mayor Pro Tem Edstrom addressed Council Member Williams' comments by saying there have been letters and statements put out with differing opinions. Council Member Huizenga stated that we do not want too many cooks in the pot, and envisions having a task - orientated philosophy. Council Member Spence stated this was a good idea. He is concerned about Donna and Al attending and having additional duties as a result of this. Town Manager Welsh encouraged a CIA/Town Task Force. A lot of the research has already been done in the past regarding CIA and can be pulled together. Mayor Smith stated that Council Member Williams brought up the idea that a Citizens for Responsible Government member needs to be added and then asked why a Parks and Recreation committee member was initially added. Mayor Pro Tem Edstrom explained that there are Parks and Recreation amenities required. She expressed concern regarding the size of the group and suggested we could ask previous CIA board members. Additional discussion ensued Page 5 REGULAR SESSION October 15, 2001 Mayor Pro Tem Edstrom made a motion to approve the creation of ajoint CIA/Town of Trophy Club Task Force to review the legal/financial short- and long-term implications of moving the CIA responsibilities under the auspices of the Town with the members being: CIA: Board Members, Town Council: Members Susan Edstrom and Barry Huizenga, Town Manager: Donna Welsh, Town Finance Director: At Milligan, Ways and Means Committee: Member to be selected by the Committee, Parks and Recreation Committee: Member to be selected by the Committee, Town and CIA Legal Counsel as required to respond to legal issues; and Resident Volunteers: Chairman Marshall Engelbeck, and Members Worth Blake, Roger Unger, and Terry Christlieb (in addition to one other resident to be recommended by Council Member Williams), and that the Town take out of its contingency fund up to $5,000 for fees. Council Member Huizenga seconded; motion carried unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING REGULAR SESSION MINUTES OF OCTOBER 1, 2001. Council Member Huizenga made a motion to approve the Regular Session minutes dated October 1, 2001 as written. Mayor Pro Tem Edstrom seconded; motion carried 4-0-1 with Council Members Matthai, Edstrom, Huizenga, and Spence voting for and Council Member Williams abstaining. COUNCIL AND STAFF REPORTS: • MAYOR PRO TEM EDSTROM o Emergency Management o Emergency Early Warning System Mayor Pro Tem Edstrom gave a report. • COUNCIL MEMBER MATTHAI o Council Communication Booth o Update on Trophy Club Drive Reconstruction of Entrance o Update on Marshall Creek Road Construction o Reconstruction of Old T.W. King Road to Access Highway 114 o Ethics Policy Council Member Matthai gave a report. • COUNCIL MEMBER HUIZENGA o Summit Cove Council Member Huizenga gave a report. • DONNA WELSH o Committee for local option election Council Member Welsh gave a report. • DAVID MILLER o Construction update State HWY 114 o Operation "Come Together" update o National Fire Prevention Week activities Director Miller gave a report. • BILL LEGRAND o Public Works Projects Mr. LeGrand gave a report. • PAUL ROSENBERGER 0 10 Acre Park No report. Page 6 REGULAR SESSION October 15, 2001 ADJOURN. Council Member Huizenga made a motion to adjourn at 9:40 p.m. Mayor Pro Tem Edstrom seconded, motion carried unanimously. ATTEST: IN Town Secretary, Town of Trophy Club, Texas i -Mayor, Town Trophy Club, Texas