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Town Council Minutes - 07/30/2020 Joint Session with MUD TOWN OF TROPHY CLUB JOINT SESSION OF THE TROPHY CLUB TOWN COUNCIL AND MUNICIPAL UTILITY DISTRICT WEDNESDAY,JULY 30,2020;6:30 P.M. The Trophy Club Town Council met with the Municipal Utility District(MUD)in a Joint Session on Thursday,July 30,2020 and was held through ZOOM Video Conference. The meeting was open to the Public through www.facebook.com/trophyclubKov). TOWN COUNCIL MEMBERS PRESENT: C.Nick Sanders Mayor Philip Shoffner Mayor Pro Tern Sean Bone Council Member,Place 3 Karl Monger Council Member,Place 4 Michael Geraci Council Member,Place 5 MUNICIPAL UTILITY DISTRICT MEMBERS PRESENT: Greg Wilson Director,Place 1 Bill Rose Director,Place 2 Kelly Castonguay Director,Place 3,Secretary/Treasurer Steve Flynn Director,Place 4,President Mark Chapman Director,Place 5,Vice President Alan Fourmentin General Manager Laurie Slaght District Secretary/RMO Steve Krolczyk Finance Manager/Human Resources Manager STAFF PRESENT: Steve Norwood Town Manager Wade Carroll Assistant Town Manager Leticia Vacek Town Secretary/RMO David Dodd Town Attorney Jack Taylor Fire Chief Mike Erwin Finance Manager Mike Pastor Information Services Manager President Flynn called the MUD Meeting to order at 6:33 PM and confirmed a quorum of the MUD. Mayor Sanders called the Town Council Meeting to order and noted a quorum present. 1. Take appropriate action regarding the Fire Protection Services Fiscal Year 2021 Budget(S.Norwood). Town Manager Norwood extended an apology for the lateness of the Budget being sent to Town Council and MUD Directors and stated that Chief Taylor and Fire Marshal Cochran's combined experience helped prepare the budget which reflects a 3%increase. Chief Taylor provided a detailed presentation of the Fire Department's Fiscal Year 2021 Budget. He shared that recently the American Heart Association awarded Trophy Club's Fire Department with the AHA Mission Lifeline Gold Plus Award,which is an extremely prestigious award. It reflects that all Firefighters are licensed paramedics,trained in cardiac prevention, identify STEMI cases,which in turn activates area hospital Cath Labs to prepare for the patient. He also shared that the ISO Assessment is performed every ten years with Fire Departments. In March, as COVID-19 was hitting, he was informed that Trophy Club was scheduled for their assessment in July and would not be able to delay this review process. He added that currently,Trophy Club has an ISO 3 Rating and that a rating of 90%and above equals to an ISO 1 Rating,being extremely prestigious. Chief Taylor shared the official rating would be received in the next 3 months. He reported the expense of maintaining vehicle apparatus and equipment and that Town Council approved an ILA with the City of Watauga to help save money and time for fleet service/repairs. Joint Session of Town Council&MUD July 30,2020 Page 1 of 3 He reported the proposed personnel increase of 4.7% includes$25,000 covered by the Town of Trophy Club and $25,000 covered by the MUD. He stated that to achieve and maintain the ISO 1 Rating,he recommends increasing the use of part-time firefighters,who are also paramedics. Chief Taylor reported the implementation of the COVID Squad,which includes 1 Fire/Medic at all times responding with the ambulance to all EMS Calls. The medic assesses and determines if an ambulance team is needed. This has helped reduce the amount of calls for the ambulance, minimizing the exposure/spreading of COVID-19. He recommended the Capital Replacement Funds for FY 2021-22 be considered from a MUD standpoint for the replacement of Fire Engine#681. Engine#681 is over 15 years old, with average repair costs of over$17,000 annually. He stated the engine will be replaced with a Fire Engine with a Ladder. The Fire Engine will assist with roof rescues and will be beneficial with the completion of PD 30. He said the average cost of a fire truck$1,000,000 with a deposit of 5%when ordered;the remaining balance due at delivery. A truck typically takes 12 months to build,but as of now it is 14-18 months. He wanted everyone to be aware of this large purchase that should be considered in Fiscal Year 2022. Director Rose asked for confirmation the budget sent out prior to the meeting was the current budget being presented. Director Wilson confirmed the budget represented the MUD portion only. MUD Motion: Director Rose moved to approve the Fire Department Budget for FY 2021. Director Castonguay seconded the motion. The motion made on behalf of the MUD carried unanimously. Town Council Motion: Council Member Bone moved to approve the Fire Department's Budget for FY 2021. Council Member Geraci seconded the motion. The motion carried as follows: AYE:Council Members Bone, Monger,Geraci and Mayor Sanders NAY:Council Member Shoffner Motion was approved 4-1-0. Mayor Sanders noted the importance of the Town Council and MUD Board increasing communication in the future regarding the Fire Department's Budget. 2. Take appropriate action regarding the Interlocal Agreement(ILA)Commercial Lease for Real Property Annex &Parks Maintenance Building from the Municipal Utility District(S.Norwood). Mayor Sanders asked for confirmation that the updated revisions from the Town Council were received by all MUD Directors, President Flynn confirmed all Board Members had the revised documents in hand. Mayor Sanders reported the MUD had made a change to Section 4.13 and MUD Director Wilson confirmed this was correct. Mayor Sanders confirmed the Town Council did not make any changes to that section. Mayor Pro Tern Shoff ner added the Council had made three changes relative to Section 4.09 and 4.10. MUD Director Rose stated that Section 4.09 revisions were received with no issues, but he did not agree with revisions made to Section 4.10,as he did not feel this was an equal cost. He added that after listening to the July 28,2020Town Council Meeting discussion of the Annex Building costing$20,000 per year,and after reviewing the Financials;the agreement superseded the October 16,2006 ILA. He added the Town is reimbursing the MUD for the cost of the construction equaling$583.33. He added that, under the current agreement this would give the Town a savings of$42,000 a year,which the MUD would have to incur. He mentioned the$20,000 a year cost(Annex Building)on a six year time period left on the lease,which is an additional cost of$120,000 for the MUD. He calculated the MUD would be in a deficit of$800,000. Therefore,Director Rose moved to remove Section 4.10. President Flynn confirmed Director Rose's motion to remove Section 4.10 from the current ILA Agreement. After a brief discussion,Director Chapman moved to revert to the original writing of the lease. Director Rose concurred. Joint Session of Town Council&MUD July 30,2020 Page 2 of 3 MUD Motion: President Flynn noted that Director Chapman made a motion to have Section 4.10 revert back to the original agreement that begins with "and terminates and shall survive the expiration termination of this agreement." Director Rose withdrew his motion and seconded Director Chapman's motion. Director Wilson questioned the$800,000 savings while reverting back to the original wording. The motion on the floor failed as follows: AYE:Directors Chapman and Rose NAY: President Flynn,and Directors Wilson and Castonguay Director Wilson noted that the Town Council and the MUD spent months negotiating this particular agreement and last minute debates with new ideas did not foster good relationships as well as trust. MUD Motion: Director Wilson made a motion to approve the ILA as presented at the July 28,2020 Town Council with the changes indicated for 100 Municipal Drive, 1501 Junction Way, and other Real Property owned by the District. Director Castonguay seconded the motion.It was noted Director Castonguay lost videoconference. At this time,Mayor Sanders entertained a motion by the Town Council. Town Council Motion: Council Member Bone made a motion to approve the ILA Agreement regarding the Real Property as presented to the MUD. Council Member Geraci seconded the motion. Mayor Pro Tern Shoff ner shared that both intentions were to waive the tree mitigation and noted that PD 30 has over$400,000 with their tree mitigation and the proposed document captures the Council's intention. Motion approved unanimously 5-0-0. ADJOURNMENT Mayor Sanders adjourned the Town Council Meeting at 7:24 p.m. ;tici,a,-,wcek,TRMC/CMC/IVXMC C. Nick Sanders,Mayor Town Secretary/RMO Town of Trophy Club,Texas Joint Session of Town Council&MUD July 30,2020 Page 3 of 3