Minutes TC 09/14/2009MINUTES FROM PUBLIC HEARINGS/REGULAR TOWN COUNCIL MEETING FOR THE
TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, September 14,2009 6:00 PM
Svore Municipal Building Boardroom
STATE OF TEXAS §
COUNTY OF DENTON §
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Monday,
September 14, 2009. The meeting was held within the boundaries of the Town and was open
to the public.
TOWN COUNCIL MEMBERS PRESENT:
Connie White
Glenn Strother
Philip Sterling
Susan Edstrom
Kathleen Wilson
Bill Rose
Mayor
Mayor Pro Tem
Council Member
Council Member
Council Member
Council Member
STAFF AND GUEST(S) PRESENT:
Brandon Emmons Town Manager
Lisa Hennek Town Secretary
Patricia Adams Town Attorney
Kathy DuBose Finance Director
Scott Kniffen Police Chief
Adam Adams Parks Director
Mayor White announced the date of September 14, 2009 called to order and announced a
quorum at 6:03 p.m.
BUDGET WORKSHOP
1. 09-350-T Budget Discussion. (6:00 to 7:00 P.M.)
Town Manager Emmons said the departments left for review are the Parks and Recreation,
Planning and Zoning, Community Development and Financial Services.
Town Manager Emmons explained the format of the workshop and turned the presentation
over to Finance Director Kathy DuBose.
Finance Director Kathy DuBose explained the Effective, Rollback, Proposed and Sales Tax
Rate.
Finance Director DuBose also explained that the tax roll for the 2010-2011 fiscal year would
probably reflect the downturn in development and building activity experienced during the
current fiscal year.
September 14, 2009 Town Council Minutes 1
Council took a brief recess at 6:30 p.m. so that volunteer photographer/Jeff Robinson could
take a group picture. Council reconvened at 6:45 p.m.
Mayor White stated that Council was not going to be able to finish the Budget Workshop by
7:00 p.m. and asked if Council could recess the Budget Workshop at 7:00 p.m. and then
reconvene back into Workshop Session after Regular Session.
Council discussed the Parks and Recreation Budget.
Town Attorney Adams advised that the Budget Item was posted from 6:00 p.m. to 7:00 p.m.
and that she was not comfortable with Council discussing past the scheduled time.
Council member Edstrom and Wilson agreed that given the posted end time, Council should
end their budget discussion at 7:00 p.m. Mayor White said the Council will need another
workshop to finish discussing the budget.
Council took a brief recess and reconvened at 7:08 p.m.
Invocation offered by Parks Director Adam Adams.
Pledges led by Council member Rose.
CITIZEN PRESENTATIONS:
No citizen presentations were made.
2. 09-377-T Police Chief Kniffen to recognize and introduce the members of the
Citizens on Patrol.
Police Chief Kniffen recognized and introduced the following members of the Citizens on Patrol:
Bob Radder, Bill Armstrong, Deandra Pugh, Scott Johnson, Tim Chamberlin and Marie Frank
who was unable to attend the meeting
Police Chief Kniffen commended Officer Scott Voigt for a great job implementing and
overseeing this program.
Mayor White thanked the members for their volunteerism and dedication.
Bob Radder, 1 Lee Court -Congratulated the members of the Citizen on Patrol. Radder asked
the Council to consider a fee in the amount of $20.00, per household fee to help with the
expense this group incurs personally.
CONSENT AGENDA
Council member Rose pulled Item 4.
Motion made by Strother, seconded by Edstrom to approve the Consent Agenda Items 3, 5, 6
and 7 with the corrections noted to the Minutes dated August 3, 2009 (Item 5).
Motion passed unanimously without any discussion.
September 14, 2009 Town Council Minutes 2
3. 09-340-T Consider and take appropriate action regarding a request from Jacobs
Engineering on behalf of High T;ophy Development, LP to approve an Amended Plat
of 107 Residential Lots and 4 Open Space Lots for a total of 2B.144 acres known as
Neighborhood 1, Phase 1 C-2. (AP-09-016)
4. 09-359-T Consider and take appropriate action regarding an Ordinance amending
the Town Manager Department budget (Election Line) for fiscal year October 1, 200B
through September 30, 2009.
Mayor White stated that the Fiscal Year 2008-2009 General Fund Expenditure Budget Increase
of $11,427 for election expenses associated with a May 2009 Town election. In addition to the
General Election a Charter Election was called. The overage is a result of publication and
translation requirements for a Charter Election.
Original Budget 2008-09
Amendment
Amended Budget
$12,235
11,427
23,752
Council member Rose stated that the Charter allowed the Town Manager to transfer money
and just make a report to the Council. Rose suggested that the Ordinance specifically
reference where the funds are being taken from.
Town Manager Emmons clarified that the funds would be covered by the reserves.
Council member Edstrom explained that the expense line is being increased and the Charter
requires that the Council approve the increase.
Mayor Pro Tem Strother confirmed that staff is asking for Council to increase the Election line
by $11,427, which will be taken from reserves.
Council member Wilson added that this is house-keeping. Because of the overage, the
department needs Council's approval to increase this line of the budget and money is not being
moved between departments.
Motion made by Edstrom, seconded by Sterling to approve an Ordinance amending the Town
Manager Department budget (Election Line) for fiscal year October 1, 2008 through September
30,2009.
Motion passed 5: 1, with Rose opposing.
5. 09-34B-T Consider and take appropriate action regarding Minutes dated August 3,
2009.
6. 09-347-T Consider and take appropriate action regarding Minutes dated August 17,
2009.
7. 09-349-T Consider and take appropriate action regarding Minutes dated August 24,
2009.
PUBLIC HEARING
September 14, 2009 Town Council Minutes 3
The Public Hearing opened at 7:35 p.m.
8. 09·352·T Town Council to conduct 2nd Public Hearing regarding the budget and
proposed tax rate increase for fiscal year October 1, 2009 to September 30,2010 and
Mayor to announce the date, time and place of the vote on the tax rate.
Mayor White read the following for the record:
On September 28, 2009, the Town Council will hold a Public Meeting to adopt a 2009 tax rate
that will exceed the lower of the rollback rate or the effective tax rate. As required by law, the
first Public Hearing was held on August 24, 2009 and this is the second Public Hearing
regarding the budget and proposed tax increase.
No citizens addressed Council.
9. 09·353·T Town Council to conduct a Public Hearing on the proposed 2009·2010
Fiscal Year Budget pursuant to Section 9.05 of the Town Charter, "Council Action on
Budget".
Mayor White summarized the Charter Amendment, passed in the May 9, 2009 Election under
Section 9.05 Council Action on Budget which requires a Public Hearing.
No citizens addressed Council.
The Public Hearing closed at 7:37 p.m.
REGULAR SESSION
10.09-311·T Consider and take appropriate action to approve an Interlocal Agreement
between the Town and Northwest Independent School District for School Resource
Officer services for the 2009·2010 school year.
Mayor White questioned if Byron Nelson High School is included in the renewal.
Town Manager Emmons confirmed that this Agreement allows for the same officer and
program from previous years. The role of the School Resource Officer has been extended to
include the new high school.
Council member Rose questioned the costs listed in the agreement. Town Manager Emmons
explained that the costs listed are the school's allocation, the rest is Grant money.
Police Chief Kniffen advised this is the last year for this Grant, and that FY09/1 0 is actually an
extension.
Motion made by Edstrom, seconded by Wilson to approve an Interlocal Agreement between the
Town and Northwest Independent School District for School Resource Officer services for the
2009·2010 school year.
Motion passed unanimously without further discussion.
11. 09·333· T Consider and take appropriate action regarding a Contract for Election
Services with Denton County, for the November 3, 2009 Park Bond Election, and
September 14, 2009 Town Council Minutes 4
approving the terms and conditions of the Contract.
Mayor White stated that the voting information for both Denton and Tarrant County residents is
on the Town's website under the GovernmenUElections Tab. Mayor White explained that
residents may vote at any polling location within their County during Early Vote. On Election
Day, residents must vote at their precinct.
Election Day Voting for Trophy Club, Denton County residents will be held in the Council
Chambers at the Svore Building and Election Day Voting for Trophy Club Tarrant County
residents will vote at Cross Timbers Church in Keller.
The Town Council will consider Tarrant County's Contract at their October 5, 2009 meeting.
Town Manager Emmons stated that this is the standard election agreement with Denton
County. November is a Constitutional Election, and the Town is a joint party with the County
therefore the cost will be split 50/50. Tarrant County has estimated the Town's cost at
$3,900.00.
Motion made by Wilson, seconded by Edstrom to approve a Contract for Election Services with
Denton County, for the November 3, 2009 Park Bond Election, and approving the terms and
conditions of the Contract.
Motion passed unanimously without further discussion.
12. 09-351-T Consider and take appropriate action regarding a Resolution adopting
the National Incident Management System (NIMS).
Mayor White stated that this Resolution is part of the compliance for Government and State
Grant process for National Incident Management System (NIMS). Training for the Incident
Command System (ICS) will be held the last two weeks of September.
Town Manager Emmons explained this training is part of a residential directive for Homeland
Security. The training for ICS 300 and ICS 400 will be held the end of September; however a
person must first take the online training for ICS 100, 200, 700 and 800.
Council member Wilson appreciates staffs attendance at this training. Mayor Pro Tem Strother
requested Town Manager Emmons provide a summary of the training.
Motion made by Strother, seconded by Edstrom to approve a Resolution adopting the National
Incident Management System (NIMS).
Motion passed unanimously without further discussion.
13. 09-360-T Consider and take appropriate regarding the setting of a new date for the
Council's strategic planning workshop.
Mayor White explained that October 9 and 10 were tentative dates for Council's strategic
planning workshop. October 9 is a Friday and in Texas, Friday nights are reserved for high
school football and October 10 is the day of the Trophy Club semi-annual garage sale and
Roanoke Days. The Council may be better served to reschedule this planned retreat to a
better time.
Town Manager Emmons considers this workshop a precursor to the full blown planning session
that will occur in January as required by the Charter.
September 14, 2009 Town Council Minutes 5
The Town Council discussed the need for a facilitator. Town Manager Emmons said
depending on dates and the availability, one of three facilitators who understand the intricacies
of public sector will be scheduled.
Council discussed the details of the workshop, their availability and agreed that four hour
meeting on two different afternoons would result better effectiveness. Town Manager Emmons
confirmed that he would be the only staff member attending. Council agreed to Wednesday,
November 18 and Sunday, November 22 from 4:00 -8:00 p.m. and suggested that the meeting
be held at the Marriott in Solana.
14. 09-358-T Items for Future Agendas
Mayor White requested Town Manager Emmons provide an update on the elevated tank at the
first meeting in October.
Town Manager Emmons called a Budget Workshop for Monday, September 21,2009.
15. 09-354-T Mayor's Update regarding training opportunities, educational sessions,
and regional meetings.
Mayor White provided a brief update on her attendance at the following meetings and events:
~ August and September Chamber Luncheons
>-TML Newly Elected Training in Austin (August 6 and 7, 2009)
>-August and September Northwest Community Partnership meeting
>-North West Metroport Chamber of Commerce Mayor's roundtable (August 14, 2009)
>-Metroport Cities Partnership Meeting (August 20, 2009)
>-Breakfast to recap the 81 st Legislative Session -hosted by Northwest Metroport
Chamber of Commerce (August 26, 2009)
>-Judged the Taste of Northeast Event (August 20,2009)
>-35W Coalition Quarterly Meeting (September 9, 2009)
>-Tarrant Area Food Bank Lunch in Observance of National Hunger Action Month
(September 9, 2009)
Mayor White said that she would be unable attend the Metroport Cities Partnership on
Thursday, September 17 at 7:30 at Village Circle and asked if anyone from Council would like
to attend.
ADJOURN
Motion made by Sterling, seconded by Wilson to adjourn. The meeting adjourned at 8:40 p.m.
//
L sa Hennek, Town Secretary
Town of Trophy Club, Texas
September 14, 2009 Town Council Minutes
dinnie White, Mayor
Town of Trophy Club, Texas
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