Minutes TC 08/04/2008 - Budget WorkshopMINUTES OF BUDGET WORKSHOP/REGULAR TOWN COUNCIL MEETING FOR THE
TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, August 4, 2008
5:30 P.M.
STATE OF TEXAS §
COUNTY OF DENTON §
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Monday, August 4, 2008.
The meeting was held within the boundaries of the Town and was open to the public.
TOWN COUNCIL MEMBERS PRESENT:
Nick Sanders' Mayor
Philip Sterling Mayor Pro Tem
Susan Edstrom Council Member
Jim Moss Council Member
Kathleen Wilson Council Member
Glenn Strother Council Member
STAFF AND GUEST(S) PRESENT:
Brandon Emmons Town Manager
Stephen Seidel Assistant Town Manager
Lisa Hennek Town Secretary
Patricia Adams T own Attorney
Danny Thomas Fire Chief
Scott Kniffen Police Chief
Adam Adams Parks & Recreation Director
Sakura Moten-Dedrick Finance Director
Stephanie Gohlke Financial Analyst
Mike Pastor Information Systems Director
Carolyn Huggins Planning and Zoning Coordinator
A.1 Mayor Sanders called the BUdget Workshop Session to order at 5:45 p.m. noting a quorum was
present.
A.2 Budget Workshop Session: Review and Discuss FY08-09 Preliminary BUdget.
Town Manager Emmons reported that the certified values came in significantly lower than expected. Staff had
projected values based on historical trends and built the bUdget based on these trends. The effective tax rate is"
higher than the current actual tax rate.
The Council would like to see the supplemental list from the departments and would like a better understanding of
the proposed operating deficit in the out years.
Finance Director, Sakura Moten-Dedrick explained the certified values and the resources summary by
department.
The Council discussed tax rates.
Council took a five minute recess.
A.3 Council member Strother gave the Invocation.
A.4 Council member Edstrom led the Pledges.
A.5 Citizen Presentations:
No citizens presented to the Council.
Council member Wilson pulled Item B.2, stating that detail for number 16) Budget Process Enhancement of the
July 17, 2008 Minutes was inaccurate. Staff will review the audio and bring back the July 17, 2008 at the next
meeting.
Motion made by Edstrom; seconded by Sterling to approve the Consent Agenda, Items B.1, B.3 and B.4.
Motion carried unanimously without any discussion.
B.1 Consent Agenda: Discuss and take appropriate action regarding an amendment to Article VI,
"Town Council Rules and Procedures" of Chapter 1, "Administration," of the Code of Ordinances,
Subsection C(1) requiring a vote to extend Council meetings past 11 :00 p.m.
B.2 Consent Agenda: Discuss and take appropriate action to approve Minutes dated, July 17, 200S.
B.3 Consent Agenda: Discuss and take appropriate action to approve Minutes dated, July 21, 200S.
B.4 Consent Agenda: Discuss and take appropriate action to approve financials and variance report
dated:
a. June 200S.
End of Consent
PUBLIC HEARING
Council convened into Public Hearing at 7:10 p.rn.
C.1 Public Hearing to Consider a Request for Replat of Lots 1-8, Block A, and Lots 1-27, Block B,
Churchill Downs Subdivision. Applicants: Todd Price, Southwest Down~, and Michelle Brown,
F&R Adams Luxury Homes, L.L.C., Owners. (RP-DS-D14)
No one addressed the Council.
*REGULAR SESSION
Council reconvened into Regular Session at 7:11 p.m.
D.1 Discuss and take appropriate action regarding a Request for Replat of Lots 1-8, Block A and Lots
1-27, Block B, Churchill Downs Subdivision. Applicants: Todd (George) Price, Southwest Downs,
and Michelle Brown, Owners. (RP-DS-014)
Todd Price, Owner, Southwest Downs, and Michelle Brown, Owner, F&R Adams Luxury Homes, were present for
Items C.1 and 01.
Planning and Zoning Commission, Vice Chairman Stephens advised that the Commission heard this replat
request on July 17, 2008, and recommended approval. Commissioner Sheridan made a motion recommending
. approval to the Town Council with two stipulations requested by the Commission: 1) add a boxed note stating the
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purpose of the replat and the replat voids any previous plat; 2) use the current date on the replat. The motion was
seconded by Commissioner Reed and approved unanimously by the five members present."
Motion made by Wilson; seconded by Edstrom to approve the Request for Replat of Lots 1-8, Block A and Lots 1
27, Block B, Churchill Downs Subdivision with recommendations noted by Commissioner Sheridan.
Motion carried unanimously without any discussion.
D.2 Present and discuss 2008 Certified Appraisal Records and Effective/Rollback Tax Rate
Calculations.
Town Manager Emmons stated that the effective tax rate is the rate necessary to generate the same amount of
revenue on property on the rolls the prior year. The appraised values have changed so little that the effective tax
rate is going to be at a higher rate than the current tax rate. The current rate is .43051/$100 valuation and the
effective rate is .46660/$100 valuation.
D.3 Discuss and take appropriate action regarding a Resolution to approve the placement of a
proposal to adopt a 2008 Tax Rate on the September 22, 2008 Town Council Public Meeting
Agenda as an action item, and announce a Public Hearing date regarding the adoption of the
FY08.Q9 Budget.
Motion made by Edstrom; seconded by Moss to approve the Resolution to approve the placement of a proposal
to adopt a 2008 Tax Rate on the September 22, 2008 Town Council Public Meeting Agenda as an action item,
and announce a Public Hearing date regarding the adoption of the FY08-09 BUdget.
This item is calling for the Public Hearing only, moving forward with the proposed rate and does not obligate the
Council.
Motion carried with Mayor Pro Tem Sterling and Council members Edstrom, Moss, Wilson and Strother voting in
favor.
D.4 Discuss and provide direction to staff and/or take appropriate action regarding Charter
Amendments for Election Ballot, Date for Charter Amendment Election, and the Charter Review
Commission.
Denton County Election Administrator, Don Alexander encouraged the Town Council to wait until May 2009 to
conduct the Charter Amendment Election. Mr. Alexander explained that the Proposed Amendments would push
the County's ballot over one page; therefore the Town would have to conduct a stand alone election. The stand
alone election would be costly as the ballot language will exceed one page therefore the election will have to be
paperless. To date, all of Denton County's electronic voting machines are 100% allocated which means the Town
would conduct the election without a DAU (Disabled Access Unit) machine and the election would be non-HAVA
compliant and subject to a Department of Justice lawsuit. Additional confusion may occur if the Town chooses to
conduct a stand alone election in November since the residents will have to vote for the General Election at a
separate location. Early voting is scheduled to take place in Roanoke and Election Day will occur at Lake Cities
Church of Christ. Trophy Clu,b residents would be required to vote for the proposed Charter Amendments at the
MUD Building.
Charter Review Commission (CRG) Chairman Rose, 219 Inverness Drive -addressed the Council and said that
the CRC, by unanimous vote, recommends the Council delay the election until May 2009. Rose stated that the
CRC would like to continue working with the Council and staff on amendments.
Motion made by Wilson; seconded by Moss to refer to a future agenda item. Jim Moss seconded.
Council member Wilson noted that the CRC requested to remain in business and feels the Council, CRC and staff
should continue working together for a May 2009 ~Iection. Wilson also suggested that the Council set a number
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of hours for the Town Attorney to work on the Proposed Charter Amendments. Mayor Sanders requested that
Town Manager Emmons meet with Town Attorney Adams to discuss her workload and report back to the Council.
Motion passed unanimously without further discussion.
a. Discuss and take appropriate action regarding Town Council communications with and
notification of residents regarding the Charter Amendments and Charter Amendment Election
Mayor Sanders suggested that the process and potential amendments stay in front of the residents.
D.5 Discuss and take appropriate action regarding an Ordinance repealing Article IV entitled
"Peddlers and Solicitors," in its entirety, of Chapter 10, entitled "Public Safety", of the Code of
Ordinances of the Town of Trophy Club, and adopting a new Ordinance prescribing regulations
for Peddlers and Solicitors operating within the Town, and discuss and provide direction to Staff
regarding the future addition of handbill regulations to the Ordinance.
Only the red-lined Ordinance was included in the packet and this is the same version that was present at the July
21, 2008 meeting. Council discussed the difference between time restrictions for charitable solicitations in
medians and the general time restrictions for soliciting within the Town. /
Motion made by Wilson to no solicitation and no handbill sign in the ordinance. Motion died for lack of a second.
Council requested that the application for a permit for charitable solicitations or a registration for religious
solicitations receive a permit or a registration card and requested that they receive a draft Ordinance to review
prior to the distribution of the next packet.
Motion made by Sterling to allow the no solicitation sign only for soliciting and not including handbills. Motion died
for a lack of a second.
Deandra Pugh, 2 Chimney Rock -Spoke in favor of the Ordinance including banning handbills.
This Ordinance will come back to the Council on August 18, 2008.
D.6 Discuss and take appropriate action regarding a Resolution casting the Town's vote for one
candidate to serve the DENCO Area 9-1-1 District, and providing an effective date.
Motion made by Edstrom; seconded by Strother to approve a Resolution casting the Town's vote for Harlan
Jefferson to serve the DENCO Area 9-1-1 District, and providing an effective date.
Mption carried unanimously without any discussion.
D.7 Discuss and take appropriate action regarding a Resolution authorizing the suspension of
proposed rates and the intervention in the Public Utility Commission proceeding involving the
request to increase electric rates of Oncor Electric Delivery Company.
Motion made by Edstrom; seconded by Moss to approve a Resolution authorizing the suspension of proposed
rates and the intervention in the Public Utility Commission proceeding involving the request to increase electric
rates of Oncor Electric Delivery Company.
Motion carried unanimously without any discussion.
D.8 Discuss and take appropriate action regarding the ratification of an Agreed Termination of the
agreement for janitorial services with Member's Building Maintenance, Ltd., authorizing the
approval of a new, short term agreement with Exquisite Interiors for those services, and
authorizing the Mayor or his designee to execute all necessary documents.
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Motion made by Edstrom; seconded by Sterling to approve the ratification of an Agreed Termination of the
agreement for janitorial services with Member's Building Maintenance, Ltd., authorizing the approval of a new,
short term agreement with Exquisite Interiors for those services, and authorizing the Mayor or his designee to
execute all necessary documents.
Motion carried unanimously without any discussion.
D.9 Discuss and take input/appropriate action regarding an Agreement for Professional Services
between Jacobs Engineering\ and the Town of Trophy Club for Construction Phase Services
related to the Northwest Parkway and Parkview Realignment and Medlin Middle School Drop-Off.
Motion made by Edstrom; seconded by Moss to approve Agreement for Professional Services between Jacobs
Engineering and the Town of Trophy Club for Construction Phase Services related to the Northwest Parkway and
Parkview Realignment and Medlin Middle School Drop-Off.
Town Manager Emmons stated that there are a couple of insignificant amendments to this Contract and
recommended that the Council approve as written, authorizing the Town lVIanager to enter into Contract and bring
back the changes for ratification. Emmons added that there is an urgency to have this Contract in place by the
first or second meeting of September. However, should Council feel more comfortable there are two more
meetings that this Contract could come back for approval.
Edstrom amended her motion to refer to future meeting; second agreed.
Motion carried unanimously without any discussion.
D.10 Items for Future Agenda.
The Town Council removed Town Council to provide direction the P & Z Commission regarding Mr. Kaler's
Ordinance ideas and requested that at least the signage for Skyline, Item 3 come back as soon as time permits.
D.11 Reports.
(a) Town lVIanager Emmons gave his Report.
TOWN COUNCIL TO CONVENE INTO EXECUTIVE SESSION
EXECUTIVE SESSION
Council convened into Executive Session at 8:50 p.rn.
E.1 Pursuant to Texas Government Code, Annotated, Subchapter 551, Section 551.072 Deliberation
Regarding Real Property and Section 551.071 (1) and (2) "Consultation with Attorney", the Council
will enter into executive session to discuss the following:
(1) Potential purchase of land at 300 Trophy Club Drive and/or additional locations within the
Town for future joint Police and Fire facility and legal advice related to potential future sites and
land acquisition.
(2) Legal advice relative to Charter Amendments and Charter Amendment Election.
Council reconvened into Regular Session at 9:26 p.m.
TOWN COUNCIL TO RECONVENE INTO REGULAR SESSION
*REGULAR SESSION
E.2 Discuss and take appropriate action relative to Executive Session Item Number E1.
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No action taken.
F.1 Adjourn.
Motion made by Sterling; seconded by Wilson to adjourn.
~djOUrned at 9:27 p.m..
(U 1Tbo/Jd
isa enne, Town Secretary Nick Sanders, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
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