Minutes TC 08/20/2007 - Budget WorkshopMINUTES OF A BUDGET WORKSHOPIREGULAR TOWN COUNCIL MEETING FOR THE
TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, August 20,2007
5:00 P.M.
STATE OF TEXAS 5
COUNTY OF DENTON 5
The Town Council of the Town of Trophy Club, Texas, met in a Budget WorkshopIRegular
Session on Monday, August 20, 2007. The meeting was held within the boundaries of the Town
and was open to the public.
TOWN COUNCIL MEMBERS PRESENT:
Nick Sanders
Susan Edstrom
Pam Cates
Jim Moss
Philip Sterling
Kathleen Wilson
STAFF AND GUEST(S) PRESENT:
Brandon Emmons
Lisa Ramsey
Patricia Adarns
Sakura Moten-Dedrick
Danny Thomas
Carolyn Huggins
Scott Kniffen
Mayor
Mayor Pro Tem
Council Member
Council Member
Council Member
Council Member
Town Manager
Town Secretary
Town Attorney
Finance Director
Fire Chief
Planning Coordinator
Police Chief
A.1 Mayor Sanders called the Regular Session to order at 508 p.m. noting a quorum was
present.
A.2 Budget Workshop (500 - 7:00 P.M.)
A. Explanation of insurance costs by Rodney Dryden from Wellspring lnsurance Agency.
Mayor Sanders introduced lnsurance Broker, Rodney Dryden from Wellspring lnsurance Agency.
Finance Director Sakura Moten-Dedrick gave a brief history of the past years medical rates.
Rodney Dryden from Wellspring lnsurance Company explained HSA which Council requested be
researched for the next fiscal year. The consensus of the Council was to stay with Aetna and
reduce the dependent coverage to 25%.
Dedrick spoke to revenues and expenses and listed the items that staff felt could be cut. Mayor
Pro Tem Edstrom is not in favor of cutting back the pool hours. Council member Wilson asked if
the Town has ever asked the MUDS to share in Park operational expenses. Town Manager
Emrnons and Mayor Sanders said the MUDS were asked during the discussions regarding
affluent water for park and irrigation.
Mayor Pro Tern Edstrom and Council member Cates feel they need to meet next week in order to
have a comfortable understanding of the numbers. Council has mixed feelings about the cuts
suggested to the Parks and Recreation budget and questioned if the PID would reimburse the
costs.
Council directed staff to prepare the budget supporting no tax increase
A.3 Fire Chief Danny Thomas gave the Invocation
A.4 Council member Moss led the Pledges,
A.5 Citizen presentations:
No citizens addressed Council.
All matters listed as Consent Aqenda are considered to be routine by the Town Council and will
be enacted by one motion. There will not be a separate discussion of these items. If discussion is
desired, that item will be removed from the consent agenda and will be considered separately.
Motion made by Council member Sterling; seconded by Council member Moss to approve the
Consent Agenda, Item B.1.
Motion passed unanimously without any discussion
B.l Consent Agenda: Discuss and take appropriate action to approve Minutes dated, July 13,
2007.
End of Consent Agenda
TOWN COUNCIL CONVENED INTO PUBLIC HEARING
PUBLIC HEARING
C.l Public Hearing: Town Council to conduct a Public Hearing regarding the budget and
proposed tax rate increase for fiscal year October 1, 2007 to September 30, 2008.
Public Hearing Opened at 7:05 p.m
Roger Williams, 215 Phoenix Drive - Spoke in favor of the 1.6% tax increase, and requests the
Council take another look at the P & R budget. Suggested all dept take a 2 to 3% budget cut.
Mayor Sanders announced the Town Council will be voting on the 2007-08 tax rate on September
24, 2007, during their Regular Session, which starts at 7:00 P.M. The meeting will be held here
in the Council Chambers.
Public Hearing Closed at 7:10 p.m.
TOWN COUNCIL RECONVENED INTO REGULAR SESSION
'REGULAR SESSION
.1 Discuss and take appropriate action regarding a request from Carter & Burgess, Inc. on
behalf of 831 Trophy, L.P./Centurion Acquisitions, L.P. to approve a Preliminary Plat and
a Final Plat of Trophy Club Drive, Phase 1 Master lmprovements (2.341 acres). FP-07-
022 Final Plat Approval for Trophy Club Drive, Phase 1 Master Improvements.
A. Discuss and take appropriate action relative to a Subdivider's Agreement for Phase 1,
Master lmprovements
Representatives present were Jim Wiegert from Carter & Burgess and Robert Mikloes from
Hughes and Luce.
Planning and Zoning Chairman, Gene Hill reported the applicant has subsequently split this plat
out from the Master lmprovement plats because of concerns about the Public lmprovement
District bonds. In order to move ahead with develop,yent of the Highlands Neighborhoods 3 & 4,
the Commission considered a request on August 16 , by the developer to approve a Preliminary
Plat and a Final Plat of Trophy Club Drive, Phase 1 Master Improvement. Since the 2.341 acres
in the plat had been previously considered in detailed discussion by the Commission there was
little discussion or review at the August 16, 2007, meeting, prior to a unanimous favorable
recommendation.
Town Manager Emmons added the Town's engineer; Tom Rutledge reported no substantial
issues.
Motion made by Moss, seconded by Edstrom to approve
Main motion passed unanimously without further discussion
In reference to sub-section A,, Town Attorney Adams spoke to the changes listed in the handout.
Town Manager Emmons said depending on Robert Mikloes' comments, the form is acceptable for
approval. ~obert Mikleos requested this item be moved under D. 6
D.2 Discuss and take appropriate action regarding an Ordinance calling a Charter
Amendment Election for November 6, 2007 and approving the terms and conditions of a
Contract for Election Services with Denton County.
Council member Moss asked how Proposition 2, transferring the authority to appoint the
Town Secretary from the Town Council to the Town Manager with the Council being
required to approve the appointment by a majority vote originated. Town Manger
Ernmons responded this amendment was suggested by the previous Charter Review
Group and is consistent with other cities. Mayor Sanders added under the current
Charter, the Council would be responsible for interviewing for this position; this
amendment would give the Town Manager the authority to interview and review the Town
Secretary with Council approving the appointment.
Council agreed for the amendment to be placed on the ballot.
Motion made by Cates, seconded by Wilson to approve the Ordinance.
Mayor Pro Tern Edstrom requested the ballot language be included in the next water bill, sent on
listserv, posted on Channel 27 and the marquee.
Motion passed unanimously without further discussion.
D.3 Discuss and take appropriate action regarding an amendment to Section 5.04 (A)(?) of
Article V, Chapter 8 of the Code of Ordinances relating to providing liability insurance of
PODS units and Section 5.04 (D)(l) relating to the number of PODS unit that may be
placed upon any residential property at one time.
Town Manager Emmons said the amendments allow for two PODS to be placed upon any
residential property at one time and removes the insurance requirement from the permit
submittal.
Mayor Pro Tem Edstrom asked how many residents have expressed a concern. Town Manager
Ernmons said that he has heard from three personally and the permit department has taken
several calls.
The item was not considered for a lack of a motion
D.4 Discuss and take appropriate action regarding an lnterlocal Agreement between the
Town of Trophy Club and the Town of Flower Mound for the lease of two police vehicles
to Trophy Club.
Town Manager Emmons introduced the item and said maintenance and upkeep will be provided
by the Town. Police Chief Kniffen said two department vehicles will be taken out of service and
auctioned off.
Motion made by Moss; seconded by Edstrom to approve.
Council member Cates questioned the condition of these vehicles due to the financial condition of
the town of Marshall Creek. Police Chief Kniffen responded it appeared that the vehicles
probably needed tires and one of them had air conditioning problems and felt they were in better
condition than two of the vehicles we were currently using.
Mayor Pro Tem Edstrom asked what would happen to the vehicles the Town currently owned and
if they would they be placed on auction. Police Chief Kniffen responded they would be on auction
through the internet.
Motion passed unanimously without further discussion
D.5 Discuss and take appropriate action relative to the lnterlocal Agreements between the
Town and the Trophy Club MUDS to provide water supply and wastewater treatment and
operational services to the Town.
Mayor Sanders announced this item is to provide direction to Council members Wilson and Cates
for the Task Force meeting scheduled for tomorrow.
Motion made by Edstrom; seconded by Cates to go into Executive Session for legal advice
regarding these documents.
Town Council convened into Executive Session at 7:41 P.M.
Town Council reconvened into Regular Session at 8:14 P.M.
Mayor Sanders explained the two agreements. Mayor Pro Tem Edstrom feels based on
Counsel's advice the agreement should be with a recognizable public agency. Council member
Moss does not see a reason for the Master District to be a party to the payment agreement.
Council member Sterling agreed; adding that it is more appropriated from the Master District to be
party to the operational agreement.
No action taken
D.6 Discuss and take appropriate action regarding the Service and Assessment Plan for
Emergency Services for the Trophy Club Public Improvement District No. 1 (The
Highlands at Trophy Club).
Subsection A from D. I was addressed.
A. Discuss and take appropriate action relative to a Subdivider's Agreement for Phase 1, Master
Improvements
Robert Mikleos, Hughes and Luce said he has reviewed the Subdivider's Agreement and
requested the Council approve the agreement.
Motion made by Edstrom; seconded by Cates approving ltem D.I.A, changing the name to
Trophy L.P. 831, approving the revisions to section H, as provided in the handout and removing
the reference to sewer.
Council member Sterling pointed out a clerical error on page 4.
Motion passed unanimously without further discussion
On ltem D.6, Town Manager Emmons commented there have not been a lot of changes since the
last time this was presented to Council. This is the annual supplemental plan which will deal with
Emergency Services only and the intent is to have this adopted prior to October ls', in order to
have the assessment calculated in this year's property assessment.
Council member Cates questioned why the Emergency Service Rate is more than the Fire
assessment rate. Town Manager Emmons explained the existing emergency services are fully
funded by the ad valorem a#lue& taxes. This portion will be paid by the ad valorem taxes as the
cost increases with the PID.
No action taken, update only. The Public hearing is tentatively scheduled for September 24Ih,
2007 with target approval date scheduled for October 8Ih, 2007.
D.7 Discuss and take appropriate action regarding various revisions to the Handbook for
Elected and Appointed Officials:
A. Discuss and take appropriate action regarding Section 3, Conduct of Town Officials
Motion made by Edstrom, seconded by Moss to remove Section 3 in its entirety from handbook.
Council member Cates does not see the harm in leaving Section 3 as it is positively stated.
Council members Sterling and Wilson also agreed that it should stay in.
Greg Lamont, 15 Avalon Drive - Supports the Ethics Section of the Handbook,
Bob Radder, 1 Lee Court - Looks forward to the investigation by the Texas Ethics Commission
as initiated by Greg Lamont.
Council member Moss feels even stronger about his position. Mayor Pro Tem Edstrom wants to
be sure the Council protects the committee members so they still feel free to address the council.
Council member Sterling thinks the ethics pledge is a personal pledge and serves more as a
reminder of how one should conduct oneself.
Mayor Sander asked for a point of clarification on Section 3, Conduct of Town Officials, stating
this section is not in the existing handbook and is a proposed change. The motion was to
remove the proposed Section 3 in its entirety. If Council wishes to add Section 3, another motion
will need to be made.-PIBTSWBWHCKMSSTBCING€jil-6
Motion passed to remove the proposed Section 3 in its entirety, 3:2; with Council members
Wilson and Sterling opposing.
Motion made by Sterling; seconded by Cates to insert section 3, as on page 99 of the
packet, removing the word "Add and including the bullet of "I will keep my comments germane to
the issues before the Council.'' ~~w~~/~~M~s~&o-I~M&~wwF~~w~I-I~:
Motion passed 3:2; with Edstrom and Moss opposing,
B. Discuss and take appropriate action regarding Section 19, Compliance for
Enforcement.
Motion made by Edstrom; seconded by Cates to remove Section 19.
Mayor Pro Tem Edstrom does not feel this section is necessary as Council has the authority to
remove members of Boards. Council member Sterling agreed.
Motion passed unanimously without further discussion
C. Discuss and take appropriate action regarding Section 20, Procedures for
Enforcement.
Motion made by Edstrom; seconded by Cates to remove.
Council member Cates feels the process as written, in section 20 has already caused too many
problems and should be removed.
Motion passed unanimously without further discussion
D. Discuss and take appropriate action regarding any other sections of the Handbook for
Elected and Appointed Officials.
Motion made by Council member Moss; seconded by Wilson to accept the Handbook with the
previous revisions.
E. Discuss and take appropriate action regarding an effective date.
No action taken on an effective date. Staff will make the approved changes and bring back with
the Resolution at the September 10, 2007 meeting.
D.8 Discuss and receive input relative to potential amendments to Section 4.05(8)(2) of
Article IV, Chapter 5 of the Code of Ordinances relating to number, size and placement of
political signs.
Town Manager Emmons introduced the item requesting Council's input and direction in order to
formulate the changes.
Mayor Pro Tem Edstrom would like to limit the number of signs in any given yard to the number of
open seats or candidate positions. Council discussed the right of way and Town Manager
Emmons explained section 5 has an exemption for temporary signs.
No action taken only input.
D.9 Town Manager Emmons to designate an Acting Town Manager.
Town Manager Emmons said his past practice has been to rotate this designation. Emmons
designated Police Chief Scott Kniffen, advising his intent to designate Stephen Seidel once he
has settled into his position as Assistant Town Manager.
D.10 Items for Future Agenda.
Council member Sterling would like to reduce the time limit from six months to 30 days for trash
dumpsters to be kept at construction sites.
Council member Cates requested an Item to discuss the future of Beck Park.
D.11 Reports. There will be no action taken regarding any individual project posted under this
item and discussion will be limited. If extensive discussion is required, the item may be
placed on a future agenda.
a) EDC 4A Liaison, Council member Moss gave his report.
b) EDC 48 Liaison. Council member Sterling gave his report.
c) Town Manager Emmons gave his Report.
E.l Adjourn
Motion made by Sterling, seconded by Edstrom to adjourn
Meeting adjourned at 9:34 p.m
-, Town of ~roph~ Club, Texas