Loading...
Minutes TC 08/23/2010 - Special SessionMINUTES FROM BUDGET WORKSHOP/SPECIAL SESSION TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Monday, August 23,20106:00 P.M. Svore Municipal Building Boardroom STATE OF TEXAS § COUNTY OF DENTON § The Town Council of the Town of Trophy Club, Texas, met in a Budget Workshop/Regular Session on Monday, August 23, 2010. The meeting was held within the boundaries of the Town and was open to the public. TOWN COUNCIL MEMBERS PRESENT: Connie White Mayor Bill Rose Mayor Pro Tem Glenn Strother Council Member arrived at 6:18 pm JD Stotts Council Member Larry Hoover Council Member TOWN COUNCIL MEMBERS ABSENT: Margi Cantrell Council Member STAFF AND GUEST(S) PRESENT: Stephen Seidel Acting Town Manager Lisa Hennek Town Secretary Patricia Adams Town Attorney Kathy DuBose Finance Director Scott Kniffen Police Chief Danny Thomas Fire Chief Adam Adams Parks Director Carolyn Huggins Community Development Director Mike Pastor Information Systems Director Ed Helton Director of Street Services Mayor White announced the date August 23, 2010 call to order and announce a quorum at 6:04 p.m. The Invocation offered by Council member Stotts. The Pledges were lead by Council member Hoover. WORK SESSION Conducted in the SVORE Municipal Board Room 1. 2010-440-T Town Council Budget Discussion; discussion of the same. 1. Parks and Recreation Presentation is attached. Town Council Minutes dated August 23, 2010 Mayor White questioned if the pool staff had a schedule for cleaning at the pool. Parks and Recreation Director Adams explained guard rotations and breaks , The guards can perform quick clean ups but cannot perform major cleanups while on break , Adams said that Staff considering Assistant Managers opposed to Head Lifeguards next year , which will help with the regular cleaning , Adams agreed that clean up could be tightened up a bit at the pool. The Council discussed berms and who maintains the ones on the highway, Mayor White confirmed that Adams contacted the First United Methodist Church regarding Faith in Action as this would be a good project for this group, Community Development Director Huggins said that at the beginning of August , Staff asked TxDOT to consider mowing the berms at the same time the mow the highways , Obviously this is not a priority for TxDOT and TxDOT Denton County and Tarrant County are both involved in this section of the berm _ The Town owns the Park Trails and has paid 95 % of the cost. Acting Town Manager Seidel said that this is an ongoing issue and there are certain projects that they can not get a response from the Developer on , Seidel stated that there may be some grant dollars out there with the potential to regionalize the trails ; however need to continue to press the Developer to fulfill their end , The trail is not going to be the perfect trail and improvements will be incremental. Mayor White agreed ; however currently the trail is not accessible and is washing out underneath , Parks and Recreation Director Adams said that as the cul-de-sacs in this area build out they will tap into the trails _ Parking will need to be considered so that people do not park in front of the homes in front of the trail. Trophy Club Park , Byron Nelson High School and the Dog Park will run up to the trail. Mayor Pro Tem Rose confirmed that the property was deeded over to the Town but the property has not been officially accepted by the Town Council. The estimated cost of this project is $50 ,000 , Council questioned the status of the repairs to the trail. Acting Town Manager Seidel said that this is an ongoing issue that Staff has continually tried to address with the Developer , w ith no avail. The trail is still missing items , such as a fountain, a missing pier and there are also ADA issues, Seidel stated that is not a lack of effort on Staff's part -staff is pushing ; it is just a matter getting the Developer to respond , Mayor White stated that there needs to be some accountability on behalf of the Developer, Negotions regarding the takeover of the medians and common areas are ongoing , Mayor White stated that we need to do something about the medians , especially the median on Bobcat Blvd, Council member Stotts suggested that when working with the Developer on the Amenity Lakes , Staff may have to bundle a lot of the projects together. Parks and Recreation Director Adams said that he waiting for a cost estimate from the Developer to take over the medians and will forward it to Acting Town Manager Seidel as soon as he receives it. Mayor White commented that Staff's presentation focused on the various duties performed by the Parks Department relating the levels of service , however, the presentation did not address budget or outsourcing cost estimates , Acting Town Manager Seidel stated this type of presentation is better suited in a Council retreat and is helpful for Council to see what level of service is performed in each Park , This is an educational process and helps Council determine if they would like Staff to cut back in certain service areas, Town Council Minutes dated August 23 , 2010 2 Acting Town Manager Seidel suggested that the Council postpone the other two items until next week. 2. Compensation & Benefits 3. Capital Planning The Council convened into Regular Session Time at 7:38 p.m. REGULAR SESSION (Estimated Stan Time 7.30 p.m.) 2. 2010-441-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 2010-2011 school year. Mayor White introduced Northwest ISO Security Coordinator Mike Conklin who was in attendance to answer Council's questions. This agreement is essentially the same as the agreement from last year. The primary differences are in the amount the District has agreed to pay and the expectation from the District that the SRO will serve for 178 days on a campus as opposed to serving as the Juvenile Investigator (and being subject to call-outs) as required by the grant. Chief Kniffen stated that the SRO was also the Juvenile investigator and did not spend the entire time on the campus. Council member Stotts confirmed that the Town's portion is roughly 68.5%. Mike Conklin stated that NISD has set the standard with other communities and the School District believes paying for the officers' salary for the time that they are on campus Although hard to foresee long term and considering budget and economy issues, Mr. Conklin stated that the plan at this time is to continue with the standard. Motion made by Rose, seconded by Stotts to approve an Interlocal Agreement between the Town and Northwest Independent School District for School Resource Officer services for the 2010­ 2011 school year. Motion passed unanimously without any discussion. EXECUTIVE SESSION Conducted in the Public Services Conference Room 3. 2010-420-T Pursuant to the following designated sections of Texas Government Code, Annotated, Subchapter 551, the Council will enter into executive session to discuss the following item: (A) Texas Government Code Section 551.074(a)(1). To discuss or deliberate the appointment of a public officer or employee. (1) The Mercer Report regarding the Town Manager Search Activities. Dean Murray, 505 Glen Hurst Court -Spoke in favor of Council hiring Acting Town Manager Seidel. The Council convened into Executive Session Time at 7:52 p.m. Town Council Minutes dated August 23, 2010 3 Subsequent thereto , Police Chief Kniffen , Town Attorney Adams and Town Secretary Hennek were asked to leave the Executive Session Chamber. RECONVENE INTO REGULAR SESSION Conducted in the SVORE Municipal Board Room The Council reconvened into Regular Session Time at 10:25 p.m. 4. 2010-422-T Consider and take appropriate action regarding the Executive Session. The Council directed Mr. Holland from The Mercer Group to proceed as instructed in Executive Session with the next step of the process. ADJOURN Motion made by Hoover, seconded by Stotts to adjourn . Meeting adjourned at 10:27 p.m. /. \j Connie White , Mayor Town of Trophy Club , Texas Town of Trophy ;/f.l?'nn -J, T ~£aetary Town Council Minutes dated August 23, 2010 4 Ha r m o n y P a r k a. Be g i n o v e r s e e d i n g w i t h R y e t h i s y e a r b. Ov e r s e e d w i t h B e r m u d a c. Fi r e a n t / i n s e c t c o n t r o l d. Re g u l a r f e r t i l i z a t i o n e. Re g u l a r a e r a t i o n f. Re g u l a r h e r b i c i d e c o n t r o l g. Pr o - s w e e p p i c k u p g r a s s c l i p p i n g s o n s o c c e r f i e l d s h. Ba t h r o o m m a i n t e n a n c e ( t w i c e w e e k l y ) i. Da i l y t r a s h P i c k - u p j. Re c y c l i n g ( b e g i n n i n g S p r i n g 2 0 1 1 ) k. Re g u l a r F i b a r m a i n t e n a n c e a t P l a y g r o u n d s ( 2 ) l. Te n n i s w i n d - s c r e e n a n d n e t r e p l ac e m e n t ( a n n u a l l y a s n e e d e d ) m. Bl o w t e n n i s c o u r t s d a i l y n. Pl a y g r o u n d a n d e x e r c i s e s t a t i o n m a i n t e n a n c e a s n e e d e d o. Co n s i s t e n t i r r i g a t i o n m a i n t e n a n c e a n d r e p a i r p. St r i p e f i e l d s q. Re g u l a r s o d r e p l a c e m e n t d u r i n g s o c c e r s e a s o n r. Mo w e d 2 x p e r w e e k s. We e k e n d o p e r a t i o n s d u r i n g s p o r t s s e a s o n t. Sa n d p l a y b o x m a i n t e n a n c e u. Ma i n t a i n t w o d o g g i e s t a t i o n s a n d w a s t e r e m o v a l In d e p e n d e n c e E a s t a. B e g i n s m a i n t e n a n c e A u g u s t 2 0 1 1 b. S i m i l a r t o I n d e p e n d e n c e W e s t b u t l a r g e r a n d w i l l r e q u i r e a h i g h e r l e v e l o f ma i n t e n a n c e Aq u a t i c c o m p l e x a. Mu s t b e b a g g e d a n d m o w n o n T u e s d a y s b. Ad d i t i o n a l i r r i g a t i o n m a i n t e n a n c e c. Ad d i t i o n a l p l a n t m a t e r i a l m a i n t e n a n c e d. Ma i n t a i n s m a l l f l o w e r b e d e. Fi r e A n t / i n s e c t c o n t r o l f. Re g u l a r f e r t i l i z a t i o n g. Re g u l a r h e r b i c i d e c o n t r o l In d e p e n d e n c e W e s t a. Be g i n s m a i n t e n a n c e A u g u s t 2 0 1 1 b. Ov e r s e e d w i t h B e r m u d a a n n u a l l y c. Ir r i g a t e d d. Re g u l a r a e r a t i o n e. Re g u l a r f e r t i l i z a t i o n f. Fi r e a n t a n d i n s e c t c o n t r o l g. Pr o - s w e e p g r a s s c l i p p i n g s p i c k - u p h. Ba t h r o o m m a i n t e n a n c e ( t w i c e w e e k l y a n d o n w e e k e n d s d u r i n g a t h l e t i c se a s o n ) i. Da i l y t r a s h p i c k - u p j. Re g u l a r F i b a r m a i n t e n a n c e o n p l a y g r o u n d k. Pr e p a l l b a s e b a l l f i e l d s p r i o r t o g a m e s l. Mo w e d 2 x p e r w e e k m. Po w e r w a s h p a v i l i o n w e e k l y n. Ad j u s t w i n d s c r e e n s a n d b a t t i n g c a g e n e t t i n g w e e k l y o. Dr a g f i e l d s d a i l y La k e t r a i l s a. Mo w , w e e d e a t a n d b l o w w e e k l y b. Fi r e a n t / i n s e c t c o n t r o l c. He r b i c i d e c o n t r o l d. Fe r t i l i z a t i o n e. Li m i t e d i r r i g a t i o n f. Re p a i r f e n c i n g a s n e e d e d La k e v i e w s o c c e r p a r k a. Mo w a l l f i e l d s w e e k l y b. Re g u l a r f e r t i l i z a t i o n c. Re g u l a r a e r a t i o n d. Fi r e a n t / i n s e c t c o n t r o l e. Ov e r s e e d w i t h B e r m u d a f. In s t a l l a n d r e p l a c e g o a l n e t s a s n e e d e d g. Ir r i g a t i o n h. St r i p e a l l f i e l d s w e e k l y i. We e k e n d o p e r a t i o n s d u r i n g s p o r t s s e a s o n j. Da i l y t r a s h r e m o v a l k. Ma i n t a i n d o g g i e s t a t i o n l. Mo n i t o r p o r t a b l e t o i l e t s d a i l y La k e v i e w d i t c h a. Mo w a n d w e e d e a t d i t c h ( 1 0 x p e r y e a r ) b. Ph y s i c a l v e g e t a t i o n r e m o v a l c. Ch e m i c a l v e g e t a t i o n c o n t r o l Fr e e d o m D o g P a r k a. Be g i n s m a i n t e n a n c e A u g u s t 2 0 1 1 b. Or g a n i c , f e r t i l i z a t i o n , h e r b i c i d e a n d i n s e c t c o n t r o l c. Ir r i g a t e d d. Re g u l a r a e r a t i o n e. Re g u l a r t r a s h p i c k - u p f. Re g u l a r w a s t e p i c k - u p g. Ma i n t a i n u n d e r b r u s h s e a s o n a l l y Be r m s Mo w a n d w e e d e a t ( 8 x p e r y e a r ) Pa r k l a n d T r a i l a. We e k l y d e b r i s a n d d i r t r e m o v a l b. Ke e p a m a i n t e n a n c e s t r i p m o w e d 5 ’ o n e i t h e r s i d e o f t h e t r a i l Ir r i g a t i o n f o r E r o s i o n C o n t r o l a. Su r f a c e i r r i g a t i o n i n s t a l l e d a n d m a i n t a i n e d b. La n d s c a p e s l o p e s Op e n s p a c e d i t c h a. Ch e m i c a l v e g e t a t i o n c o n t r o l b. Mo w a n d w e e d e a t ( 1 0 x p e r y e a r ) c. Ph y s i c a l v e g e t a t i o n r e m o v a l a s n e e d e d Cu r r e n t t r a i l h e a d a. De v e l o p t r a i l e n t r a n c e b. Ke e p u n d e r b r u s h c l e a r e d c. Mo w e d a n d w e e d e a t e d a s n e e d e d Op e n s p a c e n e a r h o m e s a. Mo w a n d w e e d e a t ( 1 2 x p e r y e a r ) b. Fi r e a n t / i n s e c t c o n t r o l Ce m e t e r y a. La r g e s e a s o n a l c o l o r c h a n g e s b. Mo w , e d g e a n d w e e d e a t r e g u l a r l y c. Ir r i g a t e d d. Ov e r s e e d e d w i t h R y e Cu r r e n t m e d i a n s a n d c o m m o n a r e a s a. Mo w e d , w e e d e a t e d a n d e d g e d w e e k ly ( c l i p p i n g u s u a l l y b a g g e d ) b. Ov e r s e e d e d w i t h R y e a n n u a l l y ( e x c e p t 2 0 1 0 ) c. Ex t e n s i v e i r r i g a t i o n ( z o n i n g b y a r e a ) d. Re g u l a r h e r b i c i d e c o n t r o l e. Re g u l a r f e r t i l i z a t i o n f. Re g u l a r F i r e a n t / i n s e c t g. Se a s o n a l c o l o r c h a n g e s h. Re g u l a r w e e d i n g Cr e e k s a. Ma i n t a i n t h r e e c r e e k s b. De b r i s a n d v e g e t a t i o n r e m o v a l a s n e e d e d c. Ba n k m a i n t e n a n c e Ne w m e d i a n s a n d c o m m o n a r e a s a. Mo w e d w e e d e a t e d a n d e d g e d w e e k l y ( c l i p p i n g s u s u a l l y b a g g e d ) b. Ov e r s e e d e d w i t h R y e a n n u a l l y ( e x c e p t 2 0 1 0 ) c. Ir r i g a t e d d. Re g u l a r h e r b i c i d e c o n t r o l e. Re g u l a r f e r t i l i z a t i o n f. Re g u l a r F i r e a n t / i n s e c t c o n t r o l g. Se a s o n a l c o l o r c h a n g e s h. Re g u l a r w e e d i n g i. Ir r i g a t i o n z o n e i s s u e s j. Po n d w a t e r i s s u e s Mu n i c i p a l f a c i l i t i e s a. Mo w , e d g e a n d w e e d e a t w e e k l y b. Ov e r s e e d w i t h R y e c. Ir r i g a t i o n d. Se a s o n a l c o l o r c h a n g e e. Re g u l a r h e r b i c i d e c o n t r o l f. Re g u l a r f e r t i l i z a t i o n g. Re g u l a r F i r e a n t / i n s e c t c o n t r o l Am e n i t y L a k e s a. Aq u a t i c t r e a t m e n t f o r v e g e t a t i o n c o n t r o l a s n e e d e d b. Ph y s i c a l v e g e t a t i o n r e m o v a l c. Fi s h i n g p i e r c o m p l e t i o n d. Ba n k m a i n t e n a n c e e. Ma i n t a i n a n d m o n i t o r p u m p s a n d w e l l s Bo b c a t B l v d . m e d i a n s a. Xe r i s c a p e t w o m e d i a n s b y O c t o b e r b. Xe r i s c a p e t h e r e m a i n i n g t h r e e d u r i n g t h i s y e a r c. In s t a l l s c h o o l i r r i g a t i o n o n r i g h t - o f - w a y s Tr o p h y C l u b P a r k Re d a. As s i s t w i t h m a i n t e n a n c e o f m o t o r i z e d t r a i l s a n d s i g n a g e b. Re g u l a r t r a s h p i c k - u p a n d r e m o v a l c. As s i s t w i t h t r a i l d r a i n a g e d. Ma i n t a i n y o u t h a n d f a m i l y m o t o r i z e d a r e a Gr e e n a. Mo w c o m m o n a r e a s a n d r o a d s i d e s b i - w e e k l y b. Re g u l a r t r a s h p i c k - u p a n d r e m o v a l Ye l l o w a. Ma i n t a i n p i c n i c s t a t i o n a r e a s ( g r i l l s , t r a s h a n d s t r u c t u r e ) b. Ma i n t a i n a c c e s s Da r k b l u e a. Ma i n t a i n l o w v e g e t a t i o n b. Ex p a n d i n t e r n a l l y a c c o r d i n g t o c o n c e p t p l a n Tr o p h y C l u b P a r k Li g h t b l u e a. Em p t y a n d m a i n t a i n f i s h i n g s t a t i o n b. Re m o v e d e b r i s , s o i l a n d v e g e t a t i o n i m p e d i n g r a m p a c c e s s Br o w n a. In s t a l l t r a i l a d j o i n i n g c o n c r e t e t r a i l i n t o T C P b. Ma i n t a i n t h e n o r t h s i d e o f t h e h o r s e t r a i l c. Ma i n t a i n i n t e r p r e t i v e t r e e t r a i l d. Im p r o v e c o n n e c t i n g t r a i l s y s t e m Or a n g e a. Ma i n t a i n b a t h r o o m d u r i n g t h e w e e k b. Ma i n t a i n T C P e q u i p m e n t Tr o p h y C l u b P a r k Pu r p l e a. Mo w a n d w e e d e a t w e e k l y b. Re g u l a r h e r b i c i d e t r e a t m e n t c. Re g u l a r f e r t i l i z a t i o n d. Re g u l a r F i r e a n t / i n s e c t c o n t r o l e. Ma i n t a i n s t r u c t u r e s f. Ma i n t a i n g a r d e n b e d s g. Ir r i g a t e d h. Ov e r s e e d w i t h R y e i. Ma i n t a i n l a n d s c a p i n g a n d b r i c k d e d i c a t i o n a r e a Ad d i t i o n a l P a r k D u t i e s o r p o s s i b l e r e l a t e d i s s u e s a. Sp e c i a l e v e n t s b. In t e r n a l a n d e x t e r n a l C R M ’ s c. St o r m c l e a n - u p d. Bu i l d i n g m a i n t e n a n c e e. Wo r k w i t h l o c a l o r g a n i z a t i o n 1. 25 t h A n n i v e r s a r y 2. Wo m e n ’ s C l u b 3. Sc h o o l s ( L a k e v i e w o u t d o o r e d u c a t i o n a r e a ) 4. Ch u r c h e s 5. Ar m y C o r p o f E n g i n e e r s 6. Bo y S c o u t s f. Li c e n s e d c h e m i c a l a p p l i c a t i o n g. Tr e e t r i m m i n g 2 x a n n u a l l y h. No i l l e g a l l a b o r i s s u e s i. Ab i l i t y t o w o r k o n n e w p r o j e c t s s u c h a s T C P m a s t e r p l a n , x e r i s c a p i n g a n d f a c i l i t y an d p a r k e x p a n s i o n s