Minutes TC 06/02/2008 - Joint SessionMINUTES OF JOINT WORKSHOP BETWEEN TOWN COUNCIL AND THE TROPHY CLUB MUNICIPAL
UTILITY DISTRICT NO.1
And TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO.2
dba TROPHY CLUB IIIIASTER DISTRICT AND REGULAR SESSION FOR THE TOWN COUNCIL
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, June 2, 2008 at 6:00 P.M.
STATE OF TEXAS §
COUNTY OF DENTON §
The Town Council of the Town of Trophy Club met in Joint Workshop Session with the Board of Directors of the
Trophy Club Master District and in Regular Session Monday, June 2, 2008, at 6:00 p.m. The meeting was held
within the boundaries of the Town and was open to the public.
MASTER DISTRICT DIRECTORS PRESENT:
Carol Borges Chair
Connie White Vice Chair
James Thomas SecretaryfTreasurer
Jim Hase Board Member
James Budarf Board Member
Kevin Carr Board Member
Andy Hayes Board Member
Dean Henry Board Member
Neil Twomey Board Member
MASTER DISTRICT DIRECTORS ABSENT:
Kevin Carr Board Member
Steven Kohs Board Member
TOWN COUNCIL MEMBERS PRESENT:
Nick Sanders Mayor
Susan Edstrom Mayor Pro Tem
Glenn Strother Council Member
Jim Moss Council Member
Philip Sterling Council Member
Kathleen Wilson Council Member
STAFF AND GUESTS PRESENT:
Brandon Emmons Town Manager
Stephen Seidel Assistant Town Manager
Walter Fitzpatrick District Manager
Patricia Adams Town Attorney
Lisa Ramsey Town Secretary
Scott Kniffen Police Chief
Danny Thomas Fire Chief
Sakura Dedrick Finance Director
Stephanie Gohlke Financial Analyst
Adam Adams Parks and Recreation Director
Mike Pastor Information Systems Director
A.1 Mayor Sanders called the Town Council to order at 6:00 p.m.
Chairperson Carol Borges called the Master District to order at 6:00 p.m.
*WORKSHOP SESSION
A.2 Joint Budget Workshop Session: Review and Discuss FY08-09 Shared Employees and
Preliminary Fire Budget. (6:00 -7:00 p.m.)
Chairperson Borges said the Master District is happy with the budget as it has not changed since last year.
Town Manager Emmons asked the Directors to consider one amendment. Currently, the Permit Clerk is funded
at 100% Town and the Permit Official 50% Town and 50% MUD. The Permit Clerk recently resigned, and staff
is evaluating the need to hire a replacement for this position immediately or wait until the department begins
receiving an increase in the permits as anticipated by the PID. Town Manager Emmons asked the Directors to
continue funding the Permit Official at 50% Town and 50% MUD. At the time a Permit Clerk is warranted, the
funding will go back as presented tonight, which is the Permit Official at 100% Town, and the Permit Clerk at
50% Town and 50% MUD. The Master District agreed to the amendment as presented by staff.
Town Manager Emmons said effective September 30, 2008; the Master District will assume the control of the
Fire Department and advised the MUD Directors the Town will begin moving the Fire Department out of the
Town accounts and into the MUD accounts. Mayor Sanders' opinion is that long-term, this move is not the
direction the Town wants to take. Chairperson Borges appreciates the Mayor's opinion and said that the Master
District has been approached with several options and is considering the options presented. The Master District
consented to begin the move.
The Council and Directors would like to schedule another bUdget workshop after both entities have had the
opportunity to discuss their budgets separately. Director Budarf commented that this meeting was a bit
premature as neither entity has had the opportunity to review. Mayor Sanders and Mayor Pro Tem Edstrom
clarified that this meeting was for the Fire Department only.
A.3 Master District to adjourn.
Master District adjourned at 6:30 p.m.
The Council recessed at 6:30 p.m. and reconvened into Regular Session at 7:00 p.m.
*REGULAR SESSION
A.4 Council member Strother offered the Invocation.
A.S Council member Sterling led the Pledges
A.6 Citizen Presentations:
There were no citizen presentations.
A.7 Discuss and take appropriate action regarding a Proclamation celebrating June 6, 2008, as the
day that the 100,000th meal will be prepared for Metroport Meals On Wheels by Marriott Solana.
Mayor Sanders introduced Mary King, Executive Director for Metroport Meals On Wheels. Mayor Pro Tem
Edstrom read the Proclamation.
Motion made by Moss; seconded by Wilson to approve the Proclamation.
Motion passed unanimously without any discussion.
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CONSENT AGENDA
Council member Wilson pulled Item B.2.
Motion made by Edstrom; seconded by Sterling to approve the Consent Agenda, Items B.1, B.3, B.4 and B.5.
Motion passed unanimously without any discussion.
B.1 Consent Agenda: Discuss and take appropriate action to ratify the funding and development
agreement between the Town and Centurion Acquisitions LP for the extension of Northwest
Parkway proposed connector road. (Funding Agreement)
B.2 Consent Agenda: Discuss and take appropriate action to ratify the Interlocal Agreement between
the Town of Trophy Club, the City of Roanoke, NISD and Denton County for the construction of
Northwest Parkway along NISD property to its intersection with Highway 377.
Council member Wilson clarified that the money amount listed on page 64, of the packet is funded as listed
under Exhibit B of the Service and Assessment Plan of the PID.
Town Manager Emmons said that both NISD and Roanoke considered and approved last week. Roanoke
asked that the Town reevaluate the name of the road (Northwest Parkway); this request will not have an effect
or impede the agreement.
Motion made by Sterling; seconded by Edstrom to approve the Consent Agenda, Items B.2.
Motion passed unanimously without any discussion
B.3 Consent Agenda: Discussion and take appropriate action to approve the Interlocal Cooperation
Agreement-Tax Collection between Denton County and the Trophy Club PID (I&S), and
designating Sakura Moten-Dedrick, Finance Director as the Liaison.
B.4 Consent Agenda: Discuss and take appropriate action to approve financials and variance report
dated:
a. April 2008
B.5 Consent Agenda: Discuss and take appropriate action to approve Minutes dated, May 19, 2008.
Mayor Sanders asked the Council to consider Item C.6 when Park and Recreation Board member McCollister
arrives.
End of Consent
C.1 Discuss and take appropriate action to award a contract for janitorial services for Trophy Club
and MUD offices and authorizing the Mayor or his designee to execute necessary contract
documents.
Town Manager Emmons informed the Council that the current janitorial services are provided by R&J
Enterprises. A total of $12,614 is budgeted in the current year by all entities ($4,002 Police, $4,306 Town,
$4,002 MUD). Due to quality, control and performance satisfaction issues, management recently tasked staff
with finding a new vendor. A Janitorial Selection Committee was formed by staff who submitted a RFP. A total
of seven (7) proposals were submitted, and the Janitorial Selection Committee narrowed down their selection to
one (1) primary and one (1) alternate. After careful consideration, clarification on several follow-up questions,
and the contacting of past and present references, the Janitorial Committee chose the alternate vendor,
Member's Building Maintenance, LTD. The Janitorial Committee has chosen to implement a monthly "all
supplies and materials supplied by bidder" cost option of $1,056, totaling $12,672. Upon approval by both the
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Town Council and Master District Board (June 12), the selected bidder will be formally notified and a contract
executed.
Motion made by Edstrom; seconded by Wilson awarding a contract to Member's Building Maintenance, LTD. for
janitorial services for Trophy Club and MUD offices and authorizing the Mayor or his designee to execute
necessary contract documents.
Motion passed unanimously without any discussion.
Council moved to Item C.6.
C.2 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.
Town Manager Emmons stated the Town's current Peddlers and Solicitors Ordinance was briefly discussed at
the April 21 and the May 19, 2008 Council meetings. Topics identified for further discussion at the previous
meetings included time/day restrictions, increased fees and permitting requirements, and an immediate
response complaint contact number for resident reporting of violations.
Town Attorney Adams spoke to the revisions noted on the draft forwarded to the Town Council on Saturday,
May 30, advising that both Chief Kniffen and the Public Safety Committee worked on the revisions as well.
Town Attorney Adams proVided the proposed revisions were made based upon staff's understanding of
Council's input at the last meeting and a bit of work is still needed to clean up the existing provisions that are
inconsistent and need better definitions.
Council member Wilson requested the hours of 9:00 a.m. to 4:00 p.m. be changed under Section 4.03,
Charitable Solicitations, H.a, to 9:00 a.m. to 5:00 p.m.
Mayor Sanders asked Town Attorney to research if magazines were excluded from Section 4.02 Exceptions, B.
Council member Sterling clarified that Section 4.02 I, does not exclude Schwan's delivery.
Deandra Pugh, 2 Chimney Rock Drive -Said she still has an issue with door hangers even though they are not
considered face to face solicitations.
Bob Radder, 1 Lee Court -Provided the definition of Itinerant and said the Public Safety Advisory Committee
discussed revisions that would require more than what the State required on photo ids.
Per the additional direction provided to staff, Town Attorney Adams will incorporate the suggestions into the
ordinance and present to the Council for final action.
C.3 Discuss and take appropriate action regarding the designation of MUD Liaison(s).
At their May 19, 2008 meeting, the Town Council discussed designating a MUD Liaison to attend the MUD
meetings considering the Master District discussed having a volunteer attend the Council meetings. Mayor
Sanders said this would be a good practice for the Council as well.
Council member Wilson volunteered and Council member Moss volunteered to be an alternate. The Council
agreed that attendance at the Master District meetings is sufficient.
C.4 Discuss and take appropriate action regarding a Resolution amending Resolution No. 2007-21 to
designate a Council member liaison to Parks and Recreation Board.
Council member Moss requested this item be placed on the agenda.
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Motion made Edstrom; seconded by Wilson designating Council member Moss as the primary Parks and
Recreation Board Liaison and Mayor Pro Tem Edstrom as back-up.
Motion passed unanimously without any discussion.
C.S Discuss and take appropriate action regarding KRLD's Drive to Vote promotion and Trophy Club
participation.
KRLD approached staff regarding the Town's participation and opportunity for the Town of Trophy Club to
receive positive exposure while providing a service to the residents of North Texas. This is an unbudgeted item
and staff is presenting to Council for their consideration.
Mayor Pro Tem Edstrom and Council member Wilson suggested staff discuss funding with EDC 4B. Town
Manager Emmons is pursuing Centurion for funding. Council member Sterling said this is a good publicity idea
and hits a mUltiple of media outlets. Council member Strother Liaison will discuss with the EDC 4B their next
meeting.
Council advised Town Manager Emmons to continue to pursue the Town's participation.
C.6 Discuss and take appropriate action regarding budget considerations and a future plan of action
for the Lakeview creekbed ditch.
Council member Wilson requested this item be placed on the agenda.
Town Manager Emmons provided a brief summary, explaining that some of the clean up could be handled
internally by staff. Emmons stated the report previously done by Teague, Nail and Perkins estimated potential
solutions to cost approximately 1.2 million dollars.
Mayor Pro Tem Edstrom said that the area behind Lakeview needs to be addressed (pages 179 and 180.)
Edstrom would like to know the costs associated with an interim solution in order to limit the erosion and if there
is any recourse for the home owners who have dumped water into this creekbed. Mayor Pro Tem Edstrom
asked staff to research the retaining wall Haltom City erected due to their flooding issues.
Town Manager Emmons deferred to Council member Strother to explain rock rip-rap as it relates to stabilization
of the channel bank.
Parks and Recreation Board member, Chris McCollister said the builder did not fulfill his obligation leaving a
menace to the home owners. McCollister referenced the overflow into the creekbed mentioned by Mayor Pro
Tem Edstrom, stating the french drains were installed by the home owners to prevent flooding.
Greg Lamont, 15 Avalon Drive -President of The Lakes of Trophy Club Home owners Association -Provided
the history of the property now known as "The Lakes" was sold, the creek was included and part of the
agreement was to maintain the creek by the HOA of TLOTC. Mayor Sanders asked Mr. Lamont to forward his
statement to the Town Secretary for the record.
Deandra Pugh, 2 Chimney Rock Drive -Asked Council to consider predators the children might encounter.
Mark Shegon, 201 Lake Shore Drive -Asked Council to consider a clean hard bottom.
Council member Wilson agreed with Greg Lamont's suggestion for a fence until improvements can be made and
said the cost to repair this creekbed is minimal compared to a lawsuit should someone be hurt.
Council directed Town Manager Emmons to research a contractor to maintain the drainage control.
C.7 Items for Future Agenda.
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Mayor Sanders asked Town Manager Emmons to contact the City of Watauga for a copy of their Property
Maintenance Ordinance.
Council member Moss requested number 3, Discuss and receive input regarding an Ordinance amending
Section 6.01(E)(4) of Article VI 'Town Council Rules of Procedure," Chapter 10f the Code of Ordinances relating
to Presentation by Citizens, be removed.
Town Manager Emmons will provide an update on number 5, Sound barrier issues on the east side and TXDOT
for Council to decide to keep on the list or remove.
Council member Sterling confirmed that the flooding issue behind Summit Cove has not yet been resolved.
C.8 Reports.
(a) Town Manager Emmons gave his Report.
(b) Town Manager Emmons reported on Highlands at Trophy Club Master Improvements Phase 2.
EXECUTIVE SESSION
D.1 Pursuant to Texas Government Code Annotated, Subchapter 551, Section 551.074(a)(1)
"Personnel Matters", the Council will enter into executive session to discuss the following:
Council convened into Executive Session at 8:40 p.m.
A. Personnel Matters (§551.074(a)(1»: The deliberation of the appointment of a public officer:
(1) Appointment of Mayor Pro Tern.
*REGlILAR SESSION
Council reconvened into Regular Session at 8:47 p.m.
D.2 Discuss and take appropriate action relative to Executive Session Item Number D1.
Council member Wilson nominated Council member Sterling for Mayor Pro Tem.
Motion appointing Sterling for Mayor Pro Tem passed unanimously without any discussion
E.1 Adjourn.
Motion made by Strother; seconded by Edstrom to adjourn.
Motion passed unanimously without any discussion.
Meeting adjourned at 8:50 p.m.
~Q dL" VJ (1,eL ?~~
iSaHennek, Town Secretary Nick Sanders, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
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