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Minutes TC 02/04/2008MINUTES OF A REGULAR SESSION FOR THE TOWN OF TROPHY CLUB LOCATION:100 MUNICIPAL DRIVE,TROPHY CLUB,TEXAS Monday,February 4,2008 7:00 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,February 4,2008. 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 Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member STAFF AND GUEST(S)PRESENT: Brandon Emmons Stephen Seidel Lisa Ramsey Shannon De Prater Patricia Adams Sakura Moten-Dedrick Scott Kn ilfen Danny Thomas Mary Moore Jim Carter Town Manager Assistant Town Manager Town Secretary Deputy Town Secretary Town Attorney Finance Director Police Chief Fire Chief Environmental Coordinator A.1 Mayor Sanders called the Regular Session to order at 7:00 p.m.noting a quorum was present. A.2 Pastor Joel Quile from Lake Cities Church of Christ gave the Invocation. A.3 Sakura Moten-Dedrick led the Pledges. A.4 Discuss and take appropriate action regarding a Proclamation recognizing Founders'Day in Trophy Club. Council member Moss made a motion to approve the Proclamation recognizing Founders'Day in Trophy Club. Council member Cates seconded;motion passed unanimously without further discussion. A.5 Town Council to announce the "Citizen of the Year for 2007"and to present a certificate of recognition to the recipient. Mayor Sanders introduced the 2007 Sally Michalak Dan Gordon and Teensie Wellborn Bob Radder • • • Mayor Sanders provided a review of past Citizen of the Year Recipients. Nominees: •Larry Crosser •JoelOuile •Bill Rose Mayor Sanders summarized nominee procedure and then announced Bob Radder as Trophy Club Citizen of the Year 2007. A.6 Citizen 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 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. The folloWing addressed Council: Patti Stoltz,104 Forest Hill Drive thanked the Council for the Founders'Day Reception and gave a brief history of the proposed study of Solana.The Town needs to keep Solana for the tax base.Ms.Stoltz is against loosing Solana.History shows that we stay the way we are. J.D.Stalls,1 Narrow Creek Court,gave a handout to the Council with his list of concerns regarding the list of lakes being added in the Town.The lakes are in a bad location and so small they will reqUire a lot of work.Mr. Stalls asked who would benefit from these lakes given the size,shape and location.Mr.Stalls is concerned that the Town will be left holding the bag for park land.Where is the documentation and how much is this going to cost? All matters listed as Consent Agenda 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. B.1 Consent Agenda:Discuss and take appropriate action ratifying an Ordinance approving the financing of new police video equipment. B.2 Consent Agenda:Discuss and take appropriate action to approve an amendment to the Bank resolution naming authorized representatives on First Financial Bank and Texpool signature accounts. B.3 Consent Agenda:Discuss and take appropriate action to approve financials and variance report dated: (a.)December 2007 B.4 Consent Agenda:Discuss and take appropriate action to approve Minutes dated,November 12, 2007. Motion made by Mayor Pro Edstrom,seconded by Council member Sterling to approve consent agenda items B.1 through B.3. Mayor Pro Tern Edstrom moved to approve B.4,Council member Cates seconded;motion carried 4:0:1 with Council member Sterling abstaining. END OF CONSENT C.1 Discuss and take appropriate action regarding a Resolution appointing five to nine members to serve on a Charter Review Commission. Mayor Sanders asked Council to begin with determining how many members will reside on the commission before making nominations for the Charter Review Commission.Mayor Sanders listed the applicants: •Roger Williams •Neil Twomey •Larry Crosser •Richard Briggs •Bob Downey •Joel Quile •William (Bill)Rose •Bob Radder •Melissa Klauss •Richard Hobday and •Ben Brewster •Steven Kohs 2 Council member Sterling moved to make the commission nine members and have members serve until Council takes action to dissolve the commission.Council member Cates seconded. Council member Wilson moved to amend motion from nine to seven members.Council member Moss seconded. Council member Sterling stated that a larger number of members allow for more opportunity for a quorum.Mayor Pro Tem Edstrom agreed with Council member Sterling.Council member Cates shared her experience that a larger group does not pose an issue. Amendment failed 2:3,with Mayor Pro Tem Edstrom and Council members Cates and Sterling opposing. Main motion carried 3:2 with Council members Moss and Wilson opposing. The following nominations were made: Mayor Pro Tem Edstrom nominated Roger Williams,Larry Crosser,Bob Downey,Melissa Klauss,Richard Briggs, Joel Quile,Bob Radder and Richard Hobday. Council member Sterling nominated Roger Williams,Larry Crosser,Bob Radder and Steven Kohs. Council member Wilson nominated Bob Downey,William Rose,Melissa Klauss,Ben Brewster,Neil Twomey and Joel Quile. Council member Cates and Moss did not make nominations as all applicants were already nominated. The Charter Review Commission will consist of the following members: Roger Williams was appointed with four votes;Edstrom,Cates,Sterling and Moss. Larry Crosser was appointed with five votes;Edstrom,Cates,Steriing,Moss and Wilson. Richard Briggs was appointed with five votes;Edstrom,Cates,Sterling,Moss and Wilson. Joel Quile was appointed with five votes;Edstrom,Cates,Sterling,Moss and Wilson. Bob Downey was appointed with five votes;Edstrom,Cates,Sterling,Moss and Wilson. William Rose was appointed with five votes;Edstrom,Cates,Sterling,Moss and Wilson. Ben Brewster was appointed with four votes;Cates,Sterling,Moss and Wilson. Richard Hobday was appointed with three votes;Edstrom,Cates,and Wilson. Melissa Klauss was appointed with three votes;Edstrom,Moss and Wilson. Mayor Sanders stated the commission will appoint a Chairman and resources shall include Town Attorney Adams and Town Secretary Ramsey.Town Manager Emmons will act as staff administrator for the commission. C.2 Discuss and take appropriate action regarding an Ordinance calling a Joint/General Election for May 10,2008 for the purpose of electing three (3)Council Members for two (2)year terms each to the Town of Trophy Club Town Council,for electing two (2)Directors for four (4)year terms each to the Trophy Club Municipal Utility District No.1,and for electing three (3)Directors for four (4) year terms each to the Trophy Club Municipal Utility District No.2. (a.)Discuss and take action regarding the Joint Election Agreement between the Town Council and Municipal Utility District No.1 and Municipal Utility District No.2. Mayor Pro Tem Edstrom made a motion to approve the Joint Election Agreement.Council member Moss seconded;motion carried unanimously. (b.)Discuss and take action regarding the Denton County Contract for voting equipment rental. 3 Mayor Pro Tem Edstrom made a motion to approve the contract with Denton County for voting equipment rental. Council member Moss seconded;motion;motion carried unanimously. C.3 Discuss and take appropriate action regarding current issues surrounding access to and use of Beck Park and the parking lot adjacent to Harmony Park,including potential alternate sites and funding sources. Mayor Sanders asked Town Manager Emmons for an update.Emmons shared two main issues.First,the need to remove access at Beck Park,which is currentiy being used as practice fields and relocate the practice fields. Second,of the parking lot located at Harmony Park.Alternate locations include coming off Indian Creek Drive and a vacant piece of land,Lot J of Neighborhood 10.Mehrdad Moayedi,owner of Lot J of Neighborhood 10 stated the lot could be used for over parking when needed.Twenty-six additional parking spaces will be added to the existing parking lot.The Town is also reviewing an option that would increase the lot to include more than the additional 26 parking spaces.The Town is aware that soccer season starts on February 23.A lease agreement to park on Lot J of Neighborhood 10 has been drafted.Town Manager Emmons will meet with Mehrdad to work on the agreement. Several alternate locations have been identified for practice soccer fields:twelve acres across from Medlin Middle School,which may not be available prior February 23,and five acres next to the Lakes Cities Church of Christ. Mayor Sanders asked if an additional 26 spaces were enough.Dave Jahn,1 Gentry Court,asked if the 26 spaces were in addition to existing spaces.Council member Wilson asked if more than 26 spaces could be given.Town Manager Emmons stated more could possibly be given,but trees may need to be cut.Town Manager Emmons showed the parking lot plan. Soccer Association President Steven List,101 Lakeside Drive,shared the addition of 26 parking spaces is not enough,Lot J is a great temporary location,however it is not a solution when it rains.Lot J would need to be improved.Mr.List asked where the funding is coming from at least 50 to 60 spaces bigger and asked that it not come from the original EDC 4A funding.The parking lot needs to be bigger .. Mayor Sanders asked Town Manager Emmons for the cost allocation for the 26 parking lots,which has already been engineered and approved.Emmons shared he intended to have it bid last week,but a hold has been placed.It will be a few more weeks for engineer changes.The job would take three to four weeks to complete. Mayor Sanders asked the status of the restrooms.Emmons stated that the bids have gone out.Mr.List stated that you cannot begin the project until after soccer season due to timing. Council member Wilson asked if Emmons was able to work out a temporary solution with Mr.Beck.Emmons stated Mr.Beck's response to working on a solution was absolutely not;Mayor Sanders,Mayor Pro Tem Edstrom and Mr.List all received the same response. Mr.List shared soccer has outgrown Harmony Park and asked Council to work with the Parks and Recreation Board and develop a solution. Mayor Sanders stated that Jacobs,Carter and Burgess is working on the Master Park Plan.Mr.List stated that he has seen the plan and Council needs to move forward or kids will be playing in Roanoke and Harmony Park will be vacated.Mr.List stated that soccer cannot practice on the five acres at the Lake Cities Church because the land is not even.Mr.List went on to state soccer is okay for practice fields for this season,but football does not have equipment since soccer took back their goals. Terry Flickinger,24 Hillcrest,shared football used Beck Park primarily as practice fields and now Lakeview fields have been taken back by Soccer.Flickinger stated football has nowhere to practice and requested Council please develop a way to find additional lights.Football can go to Independence Park Field 4.Football had eleven teams last year and will probably have thirteen to fourteen teams this season.We need field space and we need Beck Park. 4 Mayor Sanders asked if football,soccer and baseball have sat down with the Park Board.Mayor Sanders directed Town Manager Emmons to schedule Parks Board to meet with soccer,basebali and football and work on creating solutions. Mayor Sanders stated he had discussions with Mr.Beck and Mr.Beck will not allow temporary use of Beck Park. Mr.Beck wants three billboard signs;one placed on the front 26 acres,one at the back of Beck Park,and one outside the wall where Highway 114 turns north.Mayor Sanders asked Mr.Beck,which sign would help recoup his million dollars,and Mr.Beck stated the location where Highway114 turns north.The entire process could take three to six months.Sanders shared that Council couid direct Town Manager Emmons to work on one biliboard site location.Mayor Sanders'opinion is to condemn the park. Council member Wilson does not think that we should work with Mr.Beck for the billboard outside the wall.The City of Roanoke has been a good neighbor and they are opposed to the sign as well. Town Manager Emmons explained the condemnation process and shared the land does not belong to the Town until all process steps have occurred.Mayor Pro Tem Edstrom confirmed that all seven acres of Beck Park are now in the flood plain. Council member Cates asked for an estimated legal cost for this process.Town Attorney Adams stated that she would try to do as much as she can in house,but will need to have an attorney on retainer for help,as needed. Dave Jahn,1 Gentry Court,expressed that eminent domain is not the answer and suggested the Council give Mr. Beck his swampland back and develop property we can use. Margee Best Rogers,27 West Hillside Place,stated the softball field is underutilized and asked if the Town could convert the softball fields?Ms.Rodgers also asked if the .963 grassy section of Eagles Ridge could be made into usable space. Steve List expressed the focus needs to be placed on obtaining new land and walk away from Becl<Park.He is discouraged that the associations were not made aware of this issue sooner and asked that parking be increased at Medlin and the new high school. Mayor Sanders expressed that the associations need to contact Town Manager Emmons when they hear things and to contact the Council if they do not receive a response from Emmons. Marshall Felker,202 Skyline Drive,reiterated that Council is elected to lead.Council has the ability to get things done and the associations expect leadership from Council.The associations expect Council to as act as leaders and lead on this issue. Mark Collins,13 Jaime Court,supports the work of the associations.Mr.Collins suggested creating a committee to help resolve these issues.A committee may be able to come up with solutions more quickly.Mr.Collins shared his appreciation of the Council's attempt to eliminate the biliboards. Grant Waldrop,8 Winstead Court,asked what are Council's plans to address the short-term needs?This season, baseball has gone from five baseball fields to two.Where are the kids going to go?Council needs to find more economical choices. Kevin Morgan 15 Meadowbrook Lane,stated Council needs to utilize both the community and sports associations to pool all community resources.Many volunteers would donate their time to help if they see a grand plan. Council member Cates was glad to hear from the sports associations and to hear they support not putting money into Beck Park.She added that it does make more sense to use the funds to develop more fields and pursuing Mr.Beck is pointless. 5 Council member Wilson would like to see the feasibility of directing funds into Trophy Club Park.The Town has a lease agreement until 2027.Wilson suggested working with Westlake and Roanoke to build a nice sports complex. Mayor Pro Tem Edstrom stated if the sports associations do not want to pursue Beck park,then Council should not spend any more time on this issue.Edstrom asked for a monthly update from the Parks and Recreation Director beginning with anything regarding to the status of the Park Master Plan with a list of what changes,if any, the Corps of Engineers will allow.Edstrom directed Town Manager Emmons to schedule a Parks and Recreation update for the next meeting. Council member Sterling would like to see a list of available park land and what options are available.The Town needs to pursue all schools,churches and vacant land. Council member Cates directed Town Manager Emmons to gather all possibilities and come back to Council next week. Council member Wilson asked Emmons to check Into all immediate needs for park facilities and the maximum number of parking spaces in addition to the original 26 increased spaces. Mayor Pro Tem Edstrom expressed that staff needs to do some due diligence and Council will meet next week, with maps. Council took a recess at 9:30 p.m.and reconvened at 9:45 p.m. C.4 Discuss and take appropriate action regarding the Stormwater Management Plan. Mayor Sanders updated the Council.The plan is the same form that Council previously reviewed.The pool discharge ordinance will be on the February 18 meeting agenda.The Stormwater Management Plan needs to be submitted to TCEO by February 11.TCEO will notify us of any inadequacies. Council member Moss made a motion to approve the Stormwater Management Plan as written.Mayor Pro Tem Edstrom seconded. Council member Wilson amended the motion to include all recommendations made by TCEO representatives. No second,motion dies. Mary Moore,Environmental Coordinator would like Council to approve the document as a living document and understand that the document will change. Council member Moss changed his motion from as written to approve as submitted and move forward with submittal to TCEO.Mayor Pro Tem Edstrom agreed with the change. Ryan Chitwood,10 Overhill Drive,addressed Council.He stated that this is a compliance issue and it needs to be addressed as a compliance issue.Mr.Chitwood asked Council to not sign the document until Council makes the petition to the truth:include pool drainage ordinance,and do not summit the plan with pools built prior to 2005. Go into this with good faith to make the permit and ordinance compliant.Mr.Chitwood went on to list items that he felt needed to be addressed. Motion to approve the Stormwater Management P and submittal with any modifications from TCEO carried unanimously. C.5 Discuss and take appropriate action regarding funding costs for brand identity and marketing support. Mayor Sanders gave an update on the proposal and notified Council that EDC B was in favor,but wanted direction from Council. 6 Mayor Pro Tem Edstrom would like to see what,if anything,Centurion American could provide the Town for their use as well.Edstrom provided a brief history of John Harbin who originally created our logo for Beck Properties to use.Mayor Pro Tem Edstrom would like to see the tag line,"A Great Place to Call Home"utilized more. Council member Sterling shared that the Town has branding and expressed the prospect of the current logo be changed.Sterling suggested the possibility of haVing a contest.He thinks the Town could benefit by looking into changing the logo. Council member Moss would like this item to go back to EDC B. Town Manager Emmons will contact Centurion American. No action taken. C.6 Discuss and take appropriate action regarding the placement of street lights on Trophy Club Drive. Town Manager Emmons would like to have consistency along Trophy Club Drive.The Street Bond has funds dedicated to streetlights and excess bond funds will help to fund new poies. Mayor Pro Tem Edstrom asked if there was a contingency plan to replace remaining lights. Mayor Pro Tem Edstrom moved to continue the meeting past 11 :00 p.m.Council member Sterling seconded; motion passed unanimously. Council member Sterling asked for the total cost to retrofit Trophy ClUb Drive.Town Manager Emmons shared the cost would be approximately $217,000.Council member Sterling is in favor of Emmons moving forward and trying to get a quantity discount. Council consensus is to move forward and not delay street light for citizens.The $4,000 can be spent now and this item can be revisited later. Council members Moss and Wilson are in favor of moving forward,if Council has a plan. Council directed Town Manager Emmons to bring a hard count and funding information to the next Council meeting. No action taken,direction only. C.7 Discuss and take appropriate action regarding amending Ordinance 2006-17,Chapter 11,entitled "Public Works",Article VIII,entitled "Lawn and Landscape Irrigation Conservation",Article VIII Sections 8.01,entitled "Restrictions"of the Code of Ordinances. Council member Sterling made a motion to approve the amendment to Ordinance 2006-17.Mayor Pro Tem Edstrom seconded;motion carried unanimously. C.8 Discuss and take appropriate action regarding an Ordinance approving the petition for ONCOR Electric Delivery Company,LLC.,to modify its lighting service tariff. Council member Moss made a motion to approve the Ordinance approving the petition for ONCOR Electric Delivery Company,LLC.Council member Wilson seconded;motion carried unanimously. C.9 Items for Future Agenda. 7 Mayor Pro Tem Edstrom asked for a standing reminder be placed on the list for a bi-annual Parks and Recreation Board update,and for a monthly Parks update from Town Manager Emmons and Parks and Recreation Director Adam Adams.Council member Cates expressed Council must give the Parks Board a more active role. Council member Cates asked that Citizen of the Year guidelines be placed on an agenda soon. Council member Wilson asked for a roundtable discussion with Roanoke and Westlake and to not limit the topics to library and park plans. Council member Sterling would like an update from Parks and Recreation Director Adam Adams on the progress of Trophy Club Park. C.10 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.)Town Council report from EDC 4A Liaison,Council member Moss. (b.)Town Manager's Report. Council member Moss and Town Manager Emmons gave their reports to Council. D.1 Adjourn. Council member Sterling made a motion to adjourn at 11 :30 p.m.Mayor Pro Tem Edstrom seconded;motion carried unanimously. Lisa Ramsey,Town Secretary Town of Trophy Club,Texas Nick Sanders,Mayor Town of Trophy Club,Texas 8 Charter Review Commission Appointments #of Applicants Nominated by Jim Pam Susan Philip Kathleen Mayor Votes Roger Williams PS SE I I I I 4 Larrv Crosser PS SE I I I I 5 Bob Downev KW SE I I I I I 5 William(BiII) Rose KW SE I I I I I 5 Melissa Klauss KW SE I I I 3 Ben Brewster KW I I I I 4 Neil Twomev KW I I 2 Richard Briggs SE I I I I I 5 Joel Quile KW SE I I I I I 5 Bob Hadder PS SE I I 2 Richard Hobday SE I I I 3 Steven Kohs PS I 1 9