Loading...
Minutes TC 08/01/2011MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Monday, August 1, 2011 at 5:30 P.M. Svore Municipal Building Boardroom The Town Council of the Town of Trophy Club, Texas, met in Regular Session on Monday, August 1, 2011. The meeting was held within the boundaries of the Town and was open to the public. STATE OF TEXAS § COUNTY OF DENTON § TOWN COUNCIL MEMBERS PRESENT: Connie White Mayor Larry Hoover Mayor Pro Tem Bill Rose Council Member Jeannette Tiffany Council Member Glenn Strother Council Member TOWN COUNCIL MEMBERS ABSENT: Margi Cantrell Council Member STAFF AND GUEST(S) PRESENT: Mike Slye Town Manager Stephen Seidel Assistant Town Manager Shannon DePrater Town Secretary Patricia Adams Town Attorney Scott Kniffen Police Chief Danny Thomas Fire Chief Eric Cannon Finance Director Carolyn Huggins Community Development Director April Refiling PIO / Marketing Manager Michael Aguilera Financial Analyst Garin Giacomarro Intern Mayor White announced the date of August 1, 2011, called the meeting to order and announced a quorum at 6:02 p.m. Mayor White stated Council member Cantrell would be absent. WORKSHOP SESSION - 6:00 P.M. 1. Presentation by Freese and Nichols of Phase 1 Drainage Study preliminary findings. Discussion of priorities and recommendations from the study, Including cost opinions, and broad concepts on methods to pay for recommended Improvements. Kelly Dillard from Freese and Nichols presented Council with an overview of the three phases of the Storm Water Master Plan and the Preliminary Findings for the five study locations in Phase 1: Trophy Club Drive at Marshall Branch Skyline Creek (Indian Creek) Channel Analysis The Knoll/Overhill Drive Drainage Analysis Fresh Meadows/Iverness Pond and Drainage System Cypress Court Channel Ms. Dillard discussed each location and addressed questions from Council. Presentation included in the minutes. 2. Discussion of agenda Items posted for consideration on the Regular Session Council Agenda for August 1, 2011. 3. Discussion of proposed agenda items for the August 15, 2011 Regular Session Agenda. Mayor White called a five minute break. CONVENE INTO REGULAR SESSION - ESTIMATED START TIME —7:03 P.M. The Invocation was offered by Police Chief Scott Kniffen. The Pledges were led by Finance Director Eric Cannon. 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. You may speak up to three (3) minutes or the time limit determined by the Mayor or presiding officer. To speak during this item you must complete the Speaker's form that includes the topics) of your statement. Topics of presentation should be limited to matters over which the Council has authority. No citizen presentations were made. CONSENT AGENDA 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. Council member Rose requested agenda items 4 and 6 be removed from the consent agenda. Motion made by Council member Strother, seconded by Mayor Pro Tem Hoover, to approve consent agenda items 5 and 7 as presented. Motion carried unanimously. 5. Consider and take appropriate action regarding the Minutes dated July 19, 2011 (Special Joint Workshop Session with Planning & Zoning). 7. Consider and take appropriate action regarding a Resolution approving an Interlocal Agreement between the Texas Department of Public Safety and the Town of Trophy Club for the purchase of alcohol blood test kits and other items; and authorizing the Town Manager or his designee to execute all necessary documents. 4. Consider and take appropriate action regarding the Minutes dated July 18, 2011. Motion made by Council member Rose, seconded by Council member Strother, to approve the July 18, 2011 meeting minutes as amended. Amendment includes: Larry Lentzner - 303 Ridge View Lane, addressed Council in reference to the Joint Council and TCMUD 1 meeting Splash Pad agenda item and to work together to come up with a viable solution. Motion carried unanimously. August 1, 2011 Minutes Page 2 of 6 6. Consider and take appropriate action regarding a Resolution appointing one member to the Board of Managers of the DENCO Area 9.1.1 District, and providing an effective date. Motion made by Council member Rose, seconded by Council member Strother, to approve Resolution 2011-16 appointing one member to the Board of Managers of the DENCO Area 9-1-1 District, and providing an effective date as amended. Amendment includes: A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, APPOINTING ONE MEMBER TO THE BOARD OF MANAGERS OF THE DENCO AREA 9-1-1 DISTRICT; PROVIDING ono SUBMITTAL OF SAME TO rue CHIEFAPPRAISER; AND PROVIDING AN EFFECTIVE DATE. Motion carried unanimously. REGULAR SESSION 8. Consider and take appropriate action regarding the First Modification of Agreement for Professional Services between the Town and Freese and Nichols (FNI) to include a cost of service evaluation and rate study In the scope of work currently being performed by FNI on the Trophy Club Storm Water Master Plan project; and authorizing the Town Manager or his designee to execute all necessary documents. Town Manager Slye reiterated the significant challenge to mediate the storm drainage issues stated in the previous presentation by Kelly Dillard. A rate study is needed to implement a fee schedule that is fair, equitable, and nondiscriminatory. Trey Shanks of Freese and Nichols, explained what a rate study would entail including what rates are needed, the correct rate for each account, and evaluating the existing fee schedule. Mr. Shanks addressed questions from Council. Motion made by Council member Strother, seconded by Mayor Pro Tem Hoover, to approve the First Modification of Agreement for Professional Services between the Town and Freese and Nichols (FNI) at a cost not to exceed $47,400. Motion carried unanimously. 9. Consider and take appropriate action regarding the purchasing of Tyler Technology Municipal Management Software from General Fund Reserves, In an amount not to exceed $168,854.00; and authorizing the Town Manager or his designee to execute all necessary documents. Town Manager Slye stated that the number listed in the agenda is the highest amount we would have to pay if the MUD Board does not purchase the Incode software. Staff is prepared to recommend Incode software and hopes the MUD is prepared to do the same. Mr. Eric Cate, Tyler Technology, is here tonight to address questions. Mr. Nick Sanders, 7 Hayes Court, addressed the Council. Mr. Sanders expressed that dollar figures have changed since the last MUD meeting. Almost $48,000 of the cost is implementation and conversion costs - professional services. The MUD Board commissioned him and Director Carr to make a recommendation to the Board. Both have concerns about the total dollar amount, with trying to reduce taxes and manage expenses. Sanders stated both he and Director Carr see the advantages utilizing one software program, but does not see the MUD Board paying $91,000. Mayor White read a letter from Council member Cantrell into the record: August 1, 2011 Minutes Page 3 of 6 Honorable Mayor, Fellow Council members, Staff and Citizens — Regrettably, I am not in attendance for tonight's Town of Trophy Club Council meeting. However, respectfully I submit the following: Regarding Agenda item #9, 374-T - Consider and take appropriate action regarding the purchasing of Tyler Technology Municipal Management Software from General Fund Reserves, in an amount not to exceed $188,854.00, and authorizing the Town Manager or his designee to execute all necessary documents. I am in support of our Town purchasing new software, as it has become apparent that we are in need of this and as we move forward, it is in the best interest of our citizens and staff to do so now. However, I strongly urge staff to reconsider the magnitude of the software modules listed for consideration and urge everyone involved in this decision process to be prudent by down scaling the `menu" to encompass necessities only at this time to help reduce immediate costs. It is my understanding that one of the strong values of the Tyler Technologies and their Incode Integrated Financial Management Solution systems is that we can add as we grow. I certainly support our exercising this option as we know revenues are increasing, as will needs, thereby providing more future flexibility with less upfront costs. Also, encourage full review as to whether the service portions of this agreement are competitive. There are instances in other business venues that suggest service agreement costs should not be included in the first or even the second year of a new contract agreement of this magnitude. Service charges and estimated travel expenses added to this current package appear to increase the cost of this investment during the 2011-2012 budget year to more than $239,000, if I am interpreting the informational packet correctly. And finally, it is my hope that the Municipal Utilities District will partner with the Town and support the purchase of the Incode Integrated Financial Management Solution software. 1 believe long term the benefit for complete, seamless interface between the two entities will over ride any potential short term savings of two systems by providing all users more flexibility and thereby serving our citizens better. Thank you for your time and consideration. And, I do want to express my sincere appreciation to everyone who has taken the time to get us to this point. These are never easy decisions, although they are very important for the future of our Town. And finally, I look forward to returning to Trophy Club on Friday, August 5 for the upcoming budget workshop. Sincerely, Margi Cantrell Council Member, Place 3 Motion made by Mayor Pro Tem Hoover, seconded by Council member Rose, to approve the purchasing of Tyler Technology Municipal Management Software from General Fund Reserves, in an amount not to exceed $188,854.00; and authorizing the Town Manager or his designee to execute all necessary documents. Motion carried unanimously. 10. Consider and take appropriate action regarding an Ordinance approving a negotiated resolution between the Atmos Cities Steering Committee and Atmos Energy Corp., Mid -Tex Division, as a result of the fourth annual rate review mechanism filing; finding existing rates for natural gas unreasonable; adopting new just and reasonable tariffs; and providing an effective date. August 1, 2011 Minutes Page 4 of 6 Motion made by Council member Rose, seconded by Mayor Pro Tem Hoover, to approve Ordinance 2011-28. Motion carried unanimously, 11. Consider and take appropriate action regarding a Cooperative Purchasing Agreement between the Town and Potter County relating to the purchase of patrol vehicles; and authorizing the Town Manager or his designee to execute all documents necessary for the Town's participation in a cooperative purchasing program with Potter County. Chief Kniffen clarified that approval of this agreement does not authorize the purchase of new Tahoes; this is merely authorizing an agreement to enter into a cooperative purchasing agreement with Potter County. Motion made by Council member Strother, seconded by Mayor Pro Tem Hoover, to approve a Cooperative Purchasing Agreement between the Town and Potter County relating to the purchase of patrol vehicles; and authorizing the Town Manager or his designee to execute all documents necessary for the Town's participation In a cooperative purchasing program with Potter County. Motion carried unanimously. 12. Consider and take appropriate action regarding an extension of the deadline for submission of applications to serve on Town boards and commissions. Town Manager Slye recommended extending the deadline through the end of August. Motion made by Council member Tiffany, seconded by Council member Strother, to extend the deadline for applications to serve on the Town's Boards and Commissions until August 31, 2011. Motion carried unanimously. 13. Consider and provide direction to Staff regarding the Elevated Storage Tank Logo(s). Town Manager Slye asked Council to consider dual logos on the Elevated Storage Tank not to exceed $4,000. Staff is proposing 'The Town of Trophy Club" facing State Highway 377 and the Bobcat logo facing Town. Presentation included in the minutes. 14. Town Council Liaison Updates; discussion of same: - July 20, 2011 TCMUD 1 Meeting - Council Member Tiffany Council member Tiffany updated the Council on the July 20, 2011 TCMUD 1 meeting and addressed questions. No action taken, update only. 15. Town Manager Slye's update regarding the following; discussion of the same. - Budget Workshop Update - Amenity Lakes Update - North Trail Connectivity Update Town Manager Slye updated the Council and addressed questions. No action taken, update only. August 1, 2011 Minutes Page 5 of 6 16. Mayor and Council Updates regarding training opportunities, educational sessions, and regional meetings; discussion of same. - July 21, 2011 Metroport Cities Partnership Meeting Mayor White and Council members gave a brief update of the meetings they attended since the last Council meeting. No action taken, update only. 17. Items for Future Agendas. This item allows Council to request the placement of items on upcoming agendas when the topic of discussion requires research and review that cannot be accomplished in the time frame between regular Council meetings. However, a Council Member may request that an item be placed on the next regularly scheduled meeting without first placing that item on the Future Agenda Items list. All requests for agenda items must comply with Charter requirements. 1. Consider and take appropriate action regarding procurement policies and their alignment with State statutes. (Rose, 211110) 2. Consider and take appropriate action regarding placing policies and procedures on the Town web site. (Rose, 211/10) 3. Consider and take appropriate action regarding noise regulations for Oil and Gas Well Drilling and Production (Rose, 4/26/10) 4. Staff update regarding Marshall Branch Creek area located North of HWY714; discussion and action of the same. (Stotts, 6/21/10) 5. Staff proposal regarding the amenity lakes, including associated costs to accept the amenity lakes from the developer. (Stotts, 10/4/10) 6. Explore the feasibility of combining the EDCs and improved ways of expending EDC funds. (Strother, 2124/2011) 7. Consider and take appropriate action regarding the creation of a "Going Green" initiative throughout the Town. (White, 2124/2011) 8. Consider and take appropriate action regarding Goals for the Town Manager. (Stotts, 4/18/2011) 9. Consider and take appropriate action regarding updates to the Sign Ordinance (retail windows and political signs) (White and Cantrell, 5/212011) 10. Consider and take appropriate action regarding ball park signage. (Cantrell, 6/6/2011) 11. Consider and take appropriate action regarding a Golf Can Community. (Tiffany, 61612011) 12. Consider and take appropriate action regarding allowing one board appointment at a time, no elected officials and possible term expirations (Cantrell, 7/18/2011) 13. Consider and take appropriate action regarding updating/revising Board, Commission and Committee Handbook (Rose, 7/18/2011) Council member Bill Rose requested an item to consider and take appropriate action concerning the Park Bond projects and fund allocation to include a comprehensive cost/status review of all projects included in the original park bond presentations. Rose asked that this item be placed on the September 12, 2011 Council agenda. Council member Strother requested an item regarding splash pad options at Harmony Park, including input/direction from Council to Staff to start construction and have available next summer; to be placed on the agenda after the budget has been approved. ADJOURN Motion made by Mayor Pro Tem Hoover, seconded by Council member Tiffany to adjourn. Motion carried unanimously. Meeting adjourned at 9:02 p.m. r' I nm � to \Sh annon DePrater, Town Secretary Town of Trophy Club, Texas ,Connie White, Mayor Town of Trophy Club, Texas August 1, 2011 Minutes Page 6 of 6 Trophy Club Storm Water Master Plan Preliminary Findings for Five Study Locations AUGUST 2011FREESE KELLY DILLARD, P.E., CFM �NICHOL ureNi �4-1i- U i p � I J- I rl r� i S 011 P T P S I - e C i -tfy\firle M-iJLe-r _PIa_ri -rrirl Ci r 0 a%,k,Ton of Trophy Club Drainage Master Plan Public Meeting #1 May 16, 2011 FREESE Public Comment Form NICHOLS Contact lnfonvarl.. Full Name: Phone/Email: Address: May we contact .you if we have questions regarding your comments? (YM): Best way to contact you (email, phone. etc.) Best Time The Town has been divided into four quadrants: please see the map We. and indicate which quadrant you live in: Questions What specific drainage or flooding problems has your property encountered and when? Please desenbe any other flooding that you've experienced (yard, streets. cars. ditches. etc.). Other Comments: I'uhlic Comment U Gene and Wilma 11 Cypress Court Yes Email and Phone : (817) 4313-4160; AnCreek between Cypress Court and MuirfiekE Drive eroding fewahill@ao-l.Co-m severely; affecting houses and utilities, trees, etc. ..-------- -'-------- ---- ----- -----;- ....-.. ;. _... ... _..- ------ .. _.. _..... .. _.._ -- ---- .-..:.. My back driveway has water almost constantly draining (I think) :I just bought this house in June of 2U1 G. lam una enrge, Rabble 116 Inverness tar Yes Phone (817) 494-11988 SS from the yards behind my house. Those yards are much higher previously f}o-ods, etc- - - -- - - - than my property. WA 123 Carnoust a No specific problems, concerned that future development may impact him. .._..... ..s..._.... _.. .----!. Brack, Richard 13 Cypress Ct _. .�----.. Yes Email rjtskl yaho-o.Com .......---.... ..... .i... .._....._...... -------- ........_........... ..__............ -- ......... .._- Anytime Heaviest rains can cause some visible erosion in drainage ravineIn heaviest rain, some street drainage and runoff _. _. -------- --------------------- ----.._- •---- ----- -------------------------- immediately behind property. my driveway toward drainage ravine behind prop --- _. _ _ _.. _. _ _ __. Doyle, John 14 Riviera Court =-- 2447 -First encountered flood since moving in 1953. Inlets surcharge and overtops mailbox in front. ------------- --------------------------- ------------------------------------------ - ---- ---------- --------- ---------- ------ .._.. . There was no impact study or elevation consider Erosion problems have become worse ager the mud came in to the impact on the homeowners. My complaints (817} d91-1151; and dumped tans of concrete into "Indian Creek Drainage Creek deaf ears and my backyard [ patio nearly unusabl er, Daryl Scott 18 Skyline Or Yes Email and Phone aftadudeCcharter.net and causing a stagnate mosquito infested ditch P pond in my the smell from the ditch and excessive mosquito i backyard to mention the'West Nile"threat. Water frequent, backyard as the creek can n longer handle the fl ... -------- -`---- .-------..-.--` ----- ------- ---- ------ --- ------------------ upstream with continued building in the Indian cre[ ---- ---- '--- ... --------- --- ...--- -- ------- -- -------- ---- ._..!.__- Drainage from the hill peaking near Indian Creek and Green Briar Intense rain will, in addition to above, flood front y .. Ct.regularlyflnod. Tiresouth.part ofour yard, about 6times per curbs to flood downstream neighbors homes. AL D1 Keefer, Patricia Jayne 216 Fresh Meadow dr Yes Email pjkeefergmail.com year. At times there is a 24' wide river (with multiple 8' wide south edge berm to flood downstream neighbors I tributaries) running west to east. 3 times it has reached our living sewer lid will geyser water during storm when th room thresh old. insufficient capacity. Trophy Club Study Areas: Phase I • Trophy Club Drive at Marshall Br Skyline Creek (Indian Cree Channel Analysis • The Knoll/Overhill Drive Drainage Analysis 9 • Fresh Meadows/Iverness Pond and Drainage System • Cypress Court Channel AUGUST 2 011 r � -Atm• -� � i iHL Trophy Club Drive at hal I Branch � • Improvement Alternatives • Full Solution: Downstream Grading + 425' Bridge — Opinion of Cost $4.8 M • Phased Solution: Multiple Box Culverts — Opinion of Cost $4.6 M. $2.2 M Phase I LMWI Trophy Club Drive + .w.� NHD Flowline r_r: City Limits 2ft Contours FEMA 1 DOW FP !■ 0 50 100 200 ti Feet �tiy f+ -' n�f I � r �%f �� �� a �,� � � � L •� l c OW VIM 1.4 'zr ,� �� K .:Extents of Grading ,"""'- � � :cam �el '+"I�' a�'i� •i' } �, tl� �'-�.�,_ /"���iib.r•?4r X11 �f / Exhibit 1�- Trophy Club Drive Q Proposed Excavation 1 DR Contour • lr ti� ° r9i•" Roadway Improvements 2tt Contour MUM—e y� _ o 100 an goo Multiple Box Culvert Section 18- 12'x10' Culverts Easier to Phase Construction Not as cost effective Bridge Section - 500 foot span Larger Hydraulic Opening Slightly Higher Cost MarshallBranch-stb Plan. Proposed Bridge 7!21!2011 B95 60d Trapby CIA Cave 605 L.pena 5B5 5� WS 2 -Yr Cd12-Yr .1 = ss9 GIT Id refl + 6anw 91a 585 56P 5]5 9 3Pp 4PP BPP @96 rPPP 1�PP lagd Station lftl Multiple Box Culvert Section 18- 12'x10' Culverts Easier to Phase Construction Not as cost effective Bridge Section - 500 foot span Larger Hydraulic Opening Slightly Higher Cost Marshall Branch-sfb Plan. Trophy CWb �dve B95 60d Legend I .eff aPnk 9la SBS 590 5B5 5� 5]5 0 iaP ig0 PPP 601 rPPP 1PP taPP atadvn lft) Skyline (Indian) Creek Channel Analysis -A � T /`- • Channel Reconstruction — T.W. King to Golf Course — 3500 Linear Feet W �Auw — Crossing Upgrades at Greenleaf, Indian Creek and T.W. King — Opinion of Cost $5.4 M — Doesn't include property acquisition or permitting ;Z-, • Y7 ' 1 - 35' Span Bridge ' 4 `' fi - T x fi' Box Culverts r — i e r All4W s.. . r� lv ���� s.l }r ` i♦ ; 1 'Ifs {' Of 4 - Tx 5" Box Culverts K.1 « { ^-Od% Exhibit 2 - Indian Creek (Skyline Creek) n ► _ Channel Grading Limits Cross .O ` - Sections ti — Q Culverts " _ City Limits _ ,u� 2u0 4uF.al _rz _ a _ f f �,"' fq . .-. At ti- s'T,ryo Sy e n v f 1� m 1. r} l f E 5 AIL r r A Ay ` M�opwomm a _ f f �,"' fq . .-. At ti- s'T,ryo Sy e n v f 1� m 1. r} l f Overhill/Timber Ridge Drainage System • Regrading of Existing Detention Pond on GC • Diversion along Skyline • Upsize Timber Ridge System • Opinion of Cost - $256,000 1 ', t �•i ,.�� - •i K` � - '�� y t _ ter-" • _ '� - w � aF Vell IN Exhibit 4 - Tirnb er Ridg a ar at OvoWH DP Proposed Ebbing Storm Grain '%'/Storm Drain Remove and Replace E*, Pond Contours 4- , _ i d o so inn soo Fresh Meadow/Inverness Pond and Drainage System • Revise pond outfall for additional storm storage • Regrade Downstream Channel • Upsize Existing Storm Sewer Sizes and Inlets • Opinion of Cost - $430,000 N t , 0 0 0 Cypress Court Tributary Preliminary Geomorphology Issues are related to erosion, not capacity Recommend Point Repairs Maintain Natural Channel and Aesthetic Condition Estimate of Construction Cost - $1.2M 4L N -.:/; *Xi�� � - „'�, Ftp► .,� �'r ..� ��1�... , c7� A' -40 ' 4 rAr- IN' �6 1 t Mk Projects Summary • Trophy Club Drive - $4.80 M • Cypress Court - $1.20 M • Inverness/Fresh Meadow - $0.43 M rffiEESE ?MRCS Funding Considerations Storm Water Utility — Current3 00 e. siden1 revenue — Option: Pay-as-you-go Option: CO bonds backed l Bond Election — Public vote 135,000It al utility revenues — Backed by ad valorem taxes or sales tax revenues • Federal Gr — Requires haza d mitigation action plan in advance — 75% federal particip AUGUST 2 011 5% local participon FEEE IrMEAKHOLS Possible Funding Approaches m Water Utility $7.50/month = $200,000/year on 20 -year CO bond (@6%) for capital projects • Bond Election with Grant Assistance — $500,000/year on 20 -year GO bond (@6%) for capital projects Grant (assume 75-25 match) — FEMA = $2.79M — Requires HMAP (2-3 year proc( in progress) FREESE Irsn 'MHL Contact Information FREESE AND NICHOLS, INC. STORM WATER MANAGEMENT 4055 INTERNATIONAL PLAZA, SUITE 200 FORT WORTH, TEXAS 76109 817-735-7300 KELLY DILLARD, P.E., CFM 817.735.7313 AUGUST 2 011 TREY SHANKS 214.217.2221 rffiEESE ?MRCS Elevated Water Storage Tank Branding. Survey Responses To Date: 142 Bobcat Logo: Town Of Trophy Club: BN Logo: 47,9%(68) 38%(54) 14,1%(20) Town of Trophy Club _.r: _._-'� sW .. . . A ..s .. ". ���-,.s .. ._- ,����- arc%� � .1 . - � �� �:kt..- .- r� Yy tk• 8.�. :aY�V�^..� � .�a - :A. -'! F -C-774