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Minutes TC 05/21/2012MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Monday, May 21, 2012 at 6:00 P.M. Svore Municipal Building Boardroom The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Monday, May 21, 2012. 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 Larry Hoover Margi Cantrell Bill Rose Glenn Strother Jeannette Tiffany Danny Mayer Clint Schroeder Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member Council Member-Elect Council Member-Elect 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 Michael Aguilera Chief Budget Analyst arrived at 7:07 p.rn. Adam Adams Parks and Recreation Director Carolyn Huggins Community Development Director April Reiling PIO/Marketing Manager Mayor White announced the date of May 21, 2012, called the meeting to order and announced a quorum at 6:02 p.m. Council member Strother will be late. WORKSHOP SESSION 1. Review of Basic Municipal Finance Concepts; discussion of same. Town Manager Slye introduced Interim Finance Director Michael Aguilera. Mr. Aguilera presented the Council with Basic Financial Concepts and addressed questions from the Council. Presentation included in the minutes. 2. Discussion of agenda items posted for consideration on the Regular Session Council Agenda for May 21,2012. 3. Discussion of proposed agenda items for the June 4, 2012 Regular Session Agenda. Mayor White called a short break. CONVENE INTO REGULAR SESSION -7:00 P.M. The Invocation was offered by Council member Tiffany. The Pledges were led by Council member Rose. 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 topic(s) 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. 4. Consider and take appropriate action regarding the Minutes dated May 7, 2012. 5. Consider and take appropriate action regarding approval of Change Order #1 for the Trophy Club Drive and Trophy Lake Drive Roundabout Project. Motion made by Council member Rose, seconded by Mayor Pro Tem Hoover, to approve the consent agenda as presented. Motion carried unanimously. REGULAR SESSION 6. Consider and take appropriate action regarding a Final Plat for Neighborhood 6, Phase 38, 98 residential lots, 1 open space, 37.114 acres, located in The Highlands at Trophy Club. Applicant: Peloton Land Solutions on behalf of High Trophy Development, LLC (FP-11-045) A. Consider and take appropriate action regarding a Subdivider's Agreement between the Town and High Trophy Development, LLC for Neighborhood 6, Phase 38, and authorizing the Mayor or her designee to execute necessary documents. Motion made by Council member Rose, seconded by Council member Tiffany, to approve the Final Plat for Neighborhood 6, Phase 38, and the Subdivider's Agreement between the Town and High Trophy Development, LLC for Neighborhood 6, Phase 38, and authorizing the Mayor or her designee to execute necessary documents. Motion carried unanimously. 7. Consider and take appropriate action regarding a Resolution of the Town Council of the Town of Trophy Club, Texas, to recognize Larry Hoover for his service to the Town of Trophy Club; discussion of same. Motion made by Council member Rose, seconded by Council member Strother, to approve Resolution No. 2012-12 recognizing Larry Hoover for his service to the Town of Trophy Club. Motion carried 4-0-1 with Mayor Pro Tem Hoover abstaining. May 21,2012 Minutes Page 2 of7 8. Remarks to and from outgoing Council Member Hoover. Each Council member thanked Council member Hoover for his service to The Town of Trophy Club. Council member Hoover stated the following: Thank you to the citizens of Trophy Club for electing me to the town council two years ago. I am proud to have been able to serve you and serve on one of the most cohesive, forward-looking councils in the history of Trophy Club. We have worked together as a team preparing our town for the future. While we occasionally passionately disagreed on some things, we have always been respectful of each other and supported the final vote. I am proud of what we have accomplished in the last two years. We have accomplished several significant milestones over the past two years: 1. Hired a new professional, forward thinking and responsive Town Manager who has helped turn around our reputation for commercial development. He has improved our relationship with the MUD and significantly improved employee morale. 2. Established the first Reserve Fund Policy and Investment Policy in the Town's history. 3. Raised our Standard and Poor's bond rating to AA -only 65 cities in Texas have this high a rating and only 7 of less than 10,000 population have this high a bond rating. This significantly reduces our borrowing costs. 4. Received the Government Finance Officers Association -Distinguished Budget Award -2009 & 2010. 5. Received the Government Finance Officers Association Award for Excellence in FinanCing Report- 2010. 6. Received the Texas State Comptroller's Office Gold Leadership Circle Award for Financial Transparency-2010 & 2011. 7. Received the Fort Worth Builders Association Community Spotlight Award -2011 for our development in The Highlands. 8. Broke ground on the Hampton Inn & Suites. 9. Permitted 456 new homes growing the population to over 8,560. 10. Installed Safe Routes to School Federal Grant project and implemented street corner school crossing guards to ensure the safety of our children. 11. Constructed and opened Independence East Park, a world class youth baseball facility as part of the parks bond program. And it will host the World Little League Tournament this year. 12. Completed an additional 500,000 gallon water tank. 13. Opened the Splash Park in Independent Park East in 2010 as the required Public Improvement DistrictlThe Highlands water feature. 14. Opened Freedom Park's dog facility in September 2011 as part of the parks bond program. 15. Signed trail heads and widened trails in Trophy Club Park. 16. Completed the 18 hold disc golf course in Trophy Club Park. 17. Launched Trophy Club Facebook and Twitter pages to keep residents better informed. 18. Adopted the first phase of a comprehensive storm drainage study and are currently reaching out to our surrounding neighbors to address our flooding issues regionally. 19. Started construction on the PID-required intersection improvement at Trophy Club Drive and Trophy Lake Drive that will make the intersection much more efficient and safer. 20. Developed and initiated an action plan to update the Town's viSion for the next 20 years. 21. Created and appointed the Citizen Financial Advisory Board. 22. Created and adopted a rock solid ethics ordinance. 23. Rezoned the largest commercial block of land we have for a high class mixed use development. As a town, we cannot change zoning. Only the property owner can request it and we negotiated a very restrictive rezoning. Those that say we ignored the petition are just wrong. Thanks to everyone on the Town Staff for their service and commitment to our residents. Trophy Club could not function without you. Thanks to all the volunteers who serve on our committees and at our activities. You increase our sense of community and make Trophy Club truly a Great Place to Call Home. We are truly blessed to be located in the best part of the Metroplex in the best state of the country. This town's future has never been brighter. Thank you for aI/owing me to serve. Lastly, I remind the council May 21,2012 Minutes Page 30f7 that they are a board of directors -not micro managers, and you are in the people business. Every morning, look in the mirror and ask your self -Would I work for me? 9. Consider and take appropriate action regarding an Ordinance canvassing the returns and declaring the results of the General Election for the Town of Trophy Club held on May 12, 2012 for the purpose of electing one (1) Council member for Place #3 for a three (3) year term, and electing one (1) Council member for Place #4 for three (3) year term to the Town of Trophy Club Town Council; and providing an effective date. Motion made by Council member Tiffany, seconded by Council member Strother, to approve Ordinance No. 2012-11 canvassing the returns and declaring the results of the General Election for the Town of Trophy Club held on May 12, 2012 for the purpose of electing one (1) Council member for Place #3 for a three (3) year term, and electing one (1) Council member for Place #4 for three (3) year term to the Town of Trophy Club Town Council; and providing an effective date. Motion carried unanimously. 10. Oath of Office to be administered by Municipal Court Judge, Mark Chambers, and Presentation of Certificates of Election from Judge Chambers to incoming Council Members. Municipal Judge Mark Chambers administered the Oaths of Office to Clint Schroeder -Place 3 and Danny Mayer -Place 4. Council members Schroeder and Mayer stated their Statement of Elected Officer and Mayor White presented Certificates of Election to both newly elected Council members. Mayor White called a short break. 11. Remarks to and from incoming Council Members. Council members Schroeder and Mayer made remarks to the Council and residents in the audience. Council members welcomed the newly elected officials. 12. Consider and take appropriate action regarding an Ordinance amending Chapter 1 of the Code of Ordinances, entitled "Administration", article VIII, entitled "Schedule of Fees", by repealing Section 8.12 entitled "Parks and Recreation" in its entirety and adopting a new Section 8.12 entitled "Parks and Recreation" in order to add fees for new amenities and to add business group rates for use of pool amenities; providing for publication; and providing an effective date. Motion made by Council member Rose, seconded by Council member Tiffany, to approve Ordinance No. 2012-12 amending Chapter 1 of the Code of Ordinances, entitled "Administration", article VIII, entitled "Schedule of Fees", by repealing Section 8.12 entitled "Parks and Recreation" in its entirety and adopting a new Section 8.12 entitled "Parks and Recreation" in order to add fees for new amenities and to add business group rates for use of pool amenities; providing for publication; and providing an effective date as amended. Council member Rose withdrew his motion and Council member Tiffany withdrew her second. Motion made by Council member Rose, seconded by Council member Tiffany, to approve Ordinance No. 2012-12 amending Chapter 1 of the Code of Ordinances, entitled "Administration", article VIII, entitled "Schedule of Fees", by repealing Section 8.12 entitled "Parks and Recreation" in its entirety and adopting a new Section 8.12 entitled "Parks and Recreation" in order to add fees for new amenities and to add business group rates for use of pool amenities; providing for publication; and providing an effective date. Motion carried unanimously. May 21,2012 Minutes Page 4of7 13. Consider and take appropriate action regarding an Ordinance amending Article XIII, entitled "Open Records" of Chapter 1, entitled "Administration" by adding a new Subsection 13.02, entitled "Thirty-Six Hour Time Limit"; amending Article VIII entitled "Schedule Of Fees" of Chapter 1, entitled "Administration," to add a sUbsection "m" entitled "Personnel Charges in Excess of 36 Hours" to Section 8.14 entitled "Texas Administrative Code"; providing for publication; and providing an effective date. Motion made by Council member Strother, seconded by Council member Tiffany, to approve Ordinance No. 2012-13 amending Article XIII, entitled "Open Records" of Chapter 1, entitled "Administration" by adding a new Subsection 13.02, entitled "Thirty-Six Hour Time Limit"; amending Article VIII entitled "Schedule Of Fees" of Chapter 1, entitled "Administration," to add a subsection "m" entitled "Personnel Charges in Excess of 36 Hours" to Section 8.14 entitled "Texas Administrative Code"; providing for publication; and providing an effective date. Amended motion made by Council member Strother, seconded by Council member Tiffany, to approve Ordinance No. 2012-13 amending Article XIII, entitled "Open Records" of Chapter 1, entitled "Administration" by adding a new Subsection 13.02, entitled "Thirty-Six Hour Time Limit"; amending Article VIII entitled "Schedule Of Fees" of Chapter 1, entitled "Administration," to add a subsection "m" entitled "Personnel Charges in Excess of 36 Hours" to Section 8.14 entitled "Texas Administrative Code"; providing for publication; and providing an effective date. Motion carried 4-2-0 with Mayor White, Council members Rose, Tiffany and Strother voting for and Council members Schroeder and Mayer voting against. 14. Consider and take appropriate action regarding scheduling a Council Retreat. Motion made by Council member Tiffany, seconded by Council member Rose, to schedule a Council Retreat for Saturday, June 2, 2012 beginning at 8:00 a.m. at an unknown location yet to be determined. Motion carried unanimously. 15. Consider and take appropriate action regarding financial and variance reports dated March and April 2012. Motion made by Council member Strother, seconded by Council member Mayer, to approve the financial and variance reports dated March and April 2012. Motion carried unanimously. 16. Town Council Liaison Updates; discussion of same: -May 8, 2012 Parks and Recreation Board; Council member Tiffany -May 15,2012 TCMUD No.1; Council member Rose Council members Tiffany and Rose updated the Council regarding the respective meetings and addressed questions. No action taken, update only. 17. Town Manager Slye's update regarding the following; discussion of same: -Change Order -Drought Restrictions -Water Tower -ORR Hourly Report -Transportation Town Manager Slye updated the Council and addressed questions. No action taken, update only. May 21,2012 Minutes Page 50f7 18. Mayor and Council Updates regarding training opportunities, educational sessions, and regional meetings; discussion of same: -May 9, 2012 Northwest Communities Partnership Meeting -May 17, 2012 Metroport Cities Partnership The Mayor and Council members gave a brief update of the meetings they attended since the last Council meeting. No action taken, update only. 19. 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, 211/10) 2. Consider and take appropriate action regarding noise regulations for Oil and Gas Well Drilling and Production (Rose, 4/26/10) 3. Staff proposal regarding the amenity lakes, including associated costs to accept the amenity lakes from the developer. (Stotts, 10/4/10) 4. Consider and take appropriate action regarding the creation of a "Going Green" initiative throughout the Town. (White, 2124/2011) 5. Consider and take appropriate action regarding updates to the Sign Ordinance (retail windows and political signs) (White and Cantrell, 5/212011) 6. Consider and take appropriate action regarding ball park signage. (Cantrell, 6/6/2011) 7. Consider and take appropriate action regarding a Golf Cart Community. (Tiffany, 6/6/2011) 8. Consider and take appropriate action regarding splash pad options at Harmony Park, including input/direction from Council to Staff to start construction and have available next summer. (Strother, 8/1/2011) 9. Consider and take appropriate action regarding the possibility of erecting a marquee at the North entrance of the Town and asking the MUD and/or developers to help with the funding. (Cantrell, 11/14/2011) 10. Consider and take appropriate action regarding Food Prep Carts for sporting events and special events and to review/update Park Policies (Cantrell, 5/7/2012) No items were added to the list. Council convened into Executive Session at 9:00 p.m. EXECUTIVE SESSION 20. Council to convene into executive session to discuss or deliberate the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee pursuant to Section 551.074 (a) (1) of the Texas Open Meetings Act Personnel Matters (§551.074(a)(1»: (1) Appointment of Mayor Pro Tem. Council reconvened into Regular Session at 9:08 p.rn. May 21,2012 Minutes Page 6 of7 RECONVENE INTO REGULAR SESSION 21. Consider and take appropriate action regarding the Executive Session. Council member Tiffany nominated Council member Strother as Mayor Pro Tem for the next year. Council member Rose moved to close the nominations. Nomination approved unanimously. ADJOURN Motion made by Council member Rose, seconded by Council member Mayer to adjourn. Motion carried unanimously. Meeting adjourned at 9:10 p.m. donnie White, Mayor Town of Trophy Club, Texas May 21,2012 Minutes Page? of? BASIC MUNICIPAL FINANCIAL CONCEPTS A refresher for Council Members & Citizens Overview Why does government exist? What makes up our Tax Rate? What are the Effective & Rollback rates? What is the levy and how is it calculated? What is Fund Balance? Why Does Government Exist? Private sector vs. Government Tennis Shoes vs. National Defense (Lighthouse example) Tax Rate Two Components Maintenance & Operations (M&O) Debt Service (I&S) Relationship between the two Maintenance & Operations Family Finances Groceries, utilities, gasoline, clothing, car maintenance, etc. Government Personnel, supplies, maintenance, utilities, small equipment, etc. Debt Service (I&S) Family Finances Vehicles, Education, & Home Loans & Mortgages Government Infrastructure & Facilities Types of Debt General Obligation Voter Approved Certificates of Obligation (Council Approved) Revenue Bonds (not included in I&S Rate calc) Effective & Rollback Rates Truth in Taxation compliance (road markers for citizens) Calculated by Denton County Tax Assessor/Collector Provided in early August Effective Tax Rate What tax rate would produce the same amount of revenue? Apples to Apples (no new construction included in the calculation and must use supplemental values) How would an increase in existing values affect this rate? How would a decrease in existing values affect this rate? Effective Rate Examples Prior Year Supplemental Value = $100,000 Current Tax Rate = .53/$100 Last Year’s revenue = $530 Ex. 1 (Increase): Existing value = $120,000 What tax rate required for $530? $530/$120,000 = . 44/$100 Ex. 2 (Decrease): Existing value = $90,000 What tax rate required for $530? $530/$90,000 = . 59/$100 Rollback Rate Similar calculation as Effective Rate but accommodation made for subsequent year’s debt requirements (I&S) O&M portion of the rate is segregated and Rollback Rate = Effective O&M Rate + 8% (plus I&S portion) If Adopted Rate exceeds Rollback Rate, citizens may petition for a rollback election moving the rate back to the rollback rate. Levy Calculation Base (Certified values) X Tax Rate = Tax Levy What about Tax Ceilings/Freezes? Certified Taxable values –Freeze Values = Freeze Adjusted Freeze Adjusted Values X Tax Rate + Tax Ceilings = Total Tax LEVY Don’t Forget: Other revenues based on projections Fund Balance (Savings Account) Revenues –Expenditures = Surplus (Deficit) Need spouse’s permission (Budget Amendment) Questions?