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Minutes TC 02/25/1997 - Joint SessionNOTES OF JOINT SPECIAL SESSION TROPHY CLUB MUNICIPAL UTILITY DISTRICTS NO. 1 & NO.2 AND TOWN COUNCIL TOWN OF TROPHY CLUB FEBRUARY 25, 1997 THE STATE OF TEXAS COUNTY OF DENTON The Trophy Club MUD No. 1 and No. 2 Board of Directors met in a Joint Workshop with the Town Council of the Town of Trophy Club, Texas on Tuesday, February 25, 1997 at 7:00 p.m. in the Boardroom, Trophy Club Administrative Building, 100 Municipal Drive, Trophy Club, Texas 76262. TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO.1 DIRECTORS PRESENT: Connie White President T.A. Neidenberger Vice President R. Peter Reincke Secretary -Treasurer John V. Peters Director Wesley W. Obermeier Director TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO.2 DIRECTORS PRESENT: Mark Chambers Vice President James Budarf Secretary -Treasurer James Tracy Director Walter Fitzpatrick Director TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO.2 DIRECTORS ABSENT: James Thomas President COUNCIL MEMBERS PRESENT: Jim Carter Town Mayor Doug Glaspell Mayor Pro Tem Marshall Engelbeck Council Member Susan H. McCabe Council Member Page 2 Joint Session MUD's 1 &2 & Town Council February 25, 1997 COUNCIL MEMBERS ABSENT: Edwin "Cotton" Moore Council Member Edwin Decker Council Member STAFF AND GUEST(S) PRESENT: Donna Welsh Town Manager Karen Sadri Town Secretary David Miller Chief of Police, TCPD Roger Unger MUD District Manager Cathy Morgas MUD Asst. District Manager Gary Tomlin Resident/Reporter Barb Tweedie Resident President White called the workshop to order and announced a quorum at 7:04 p.m. for MUD No. 1. Vice President Mark Chambers called the workshop to order and announced a quorum at 7:04 p.m. for MUD No. 2. Mayor Carter called the workshop to order and announced a quorum at 7:04 p.m. for the Town Council. Mayor Carter delivered the invocation. Council Member Engelbeck was asked to lead both pledges. Council Member Glaspell opened the workshop to discussion. Director Obermeier asked for all verbiage to be in the present tense to maintain continuity. District Manager Unger addressed the Manager/Supervisor structure. He stated that his supervisors/managers were working individuals. The designation on the chart is only to establish a chain of command. District Manager Unger stated that the management structure was a framework for the future. Town Manager Welsh concurred with District Manager Unger that her departments were structured in the same fashion. Page 3 Joint Session MUD's 1&2 & Town Council February 25, 1997 MUD No. 1 President White asked if the management structure currently in place would suffice in the future. Based on the future needs at the present time, both the Town Manager and the District Manager along with the committee members agreed it works. Director Reincke reassured the elected officials this would be the case. Director Obermeier suggested to set up a forms control numbering system. President White suggested to also date pages of handbooks for control of revision on a per page basis. Resident/Reporter, Gary Tomlin, asked to be recognized and speak. Upon recognition, Mr. Tomlin asked that the committees also be included in the job description handbook. Mr. Tomlin feels that the volunteer ranks should have guidelines. Mr. Tomlin also feels that in the job descriptions the staff responsibilities to committees need to be outlined. Mayor Carter responded to Mr. Tomlin's comments by reiterating there will be no change in the form of government and that the committees are the backbone of the Town. Mayor Carter reminded Mr. Tomlin that the MUD's have no committees. What is happening is just a culmination of the past 18 months of work to provide more efficient staff organization. There has been no attempt to change the form of government or functions of the entities or operating procedures. President White stated that she agreed with Mayor Carter and that the goal is to become more cost effective for the residents. In results to prior discussion, the job descriptions will include the responsibilities as liaison to committees. The results of the discussion of the term of the Administrative Committee were the following changes: X The representatives' term would be changed to 1 year. X The entities would have to approve this change individually X The Administrative Committee would hold open session meetings with the ability to call/hold closed executive sessions. The changing requirements of the volunteer structure was addressed on a broad basis by the elected officials. The workshop was closed at 8:15 p.m. by Council Member Glaspell to allow the elected officials to address the action items on the agenda. Page 4 Joint Session MUD's 1 &2 & Town Council February 25, 1997 MUD NO.1 & NO.2/ TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING ACCEPTANCE OF THE NEEDS ASSESSMENT MATERIAL: Director Neidenberger moved to accept the Needs Assessment documents as written with the spirit of a living document and subject to revisions as needed and to legal review. Director Peters seconded; motion passed unanimously. (MUD No. 1) Director Tracy moved to accept the Needs Assessment documents as written with the spirit of a living document and subject to revisions as needed and to legal review. Director Fitzpatrick seconded; motion passed unanimously. (MUD No. 2) Council Member McCabe moved to accept the Needs Assessment documents as written with the spirit of a living document and subject to revisions as needed and to legal review. Council Member Engelbeck seconded; motion passed unanimously. (Town Council) MUD NO.1 & NO.2/ TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING THE APPROVAL AND CREATION OF AN ADMINISTRATIVE COMMITTEE TO TAKE THE PLACE OF THE NEEDS ASSESSMENT COMMITTEE: Director Obermeier moved to approve the creation of an administrative committee as set forth in the basic worksheet and to add additions as discussed in the workshop with amendment to the wording to read "Joint Administrative Committee." Director Peters seconded; motion passed unanimously. (MUD No. 1) Director Tracy moved to approve the creation of an administrative committee as set forth in the basic worksheet and to add additions as discussed in the workshop with amendment to the wording to read "Joint Administrative Committee." Director Fitzpatrick seconded. In the following discussion Director Chambers reiterated the Committee to be formed and operated under all applicable Texas Laws, the Open Records Act and the Open Meetings laws. The motion passed unanimously. (MUD No. 2) Council Member McCabe moved to approve the creation of an administrative committee as set forth in the basic worksheet and to add additions as discussed in the workshop with amendment to the wording to read "Joint Administrative Committee" and with the amendment of the term length to 1 year. Council Member Engelbeck seconded; motion passed unanimously. (Town Council) Page 5 Joint Session MUD's 1&2 & Town Council February 25, 1997 ADJOURN: Director Neidenberger moved to recess for MUD No. 1 at 8:25 p.m. Director Obermeier seconded; motion passed unanimously. Council Member Glaspell moved to adjourn the workshop at 8:26 p.m. for the Town Council. Council Member Engelbeck seconded; motion passed unanimously. Director Fitzpatrick moved to adjourn the workshop at 8:27 p.m. for MUD No. 2. Director Budarf seconded; motion passed unanimously. 14 dG�Z� President, MUD No. 1 A&XdL�/�7 V i Cf- President, MUD No. 2 a�R! !4@ggtYYB`��e d t lP dad 61 3/5/97 kl, Town Secretary Y° Recording'ISecretary, MUD No. f,' a. Recording ecretary, MUD No. 2 �����attaYY4tt � '� it ` °� "• i'' °'� �Y mak'° Ec