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Minutes TC 01/21/1997 - Joint SessionMINUTES OF JOINT TOWN COUNCIL AND TROPHY CLUB MUNICIPAL UTILITY DISTRICTS NO. 1 & NO. 2 MEETING TOWN OF TROPHY CLUB JANUARY 21, 1997 THE STATE OF TEXAS COUNTY OF DENTON The Town Council of the Town of Trophy Club, Texas met in a Joint Meeting with the Trophy Club MUD No. 1 and No. 2 Board of Directors on January 21, 1997 at 7:00 p.m. in the Boardroom, Trophy Club Administrative Building, 100 Municipal Drive, Trophy Club, Texas 76262. COUNCIL MEMBERS PRESENT: Jim Carter Town Mayor Doug GlaspelI Mayor Pro Tem Edwin "Cotton" Moore Council Member Susan H. McCabe Council Member COUNCIL MEMBERS ABSENT: Marshall Engelbeck Council Member Edwin Decker Council Member 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 Walter Fitzpatrick Director James Tracy Director TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO.2 DIRECTORS ABSENT: James Thomas President Page 2 Joint Session Town Council & MUD's 1&2 January 21, 1997 STAFF AND GUEST(S) PRESENT: Donna Welsh Town Manager Karen Sadri Town Secretary Pauline Shaw Planning & Zoning Administrator Bill LeGrand Director of Public Works David Miller Chief of Police John Hill Town Attorney/M.U.D. No. 2 Attorney Roger Unger M.U.D District Manager Cathy Morgas M.U.D.Asst. District Manager Bob West M.U.D. No. I Attorney Danny Thomas TCFD James Thomas TCFD Robbie Daughtry TCMUD/WWTP Superintendent Jim Monahan TCMUD Field Superintendent Ron Butler Lt. TCFD Kristie Green Administrative Clerk (Trophy Club Entities) Scott Bradley Mayor of Westlake Miles Moffeit FTW Star Telegram Riley Mills Resident Karen Deal Resident Bill Rose Resident Brian Bartels Resident Marc Bartels Resident Mayor Jim Carter called the Town Council meeting to order and announced a quorum at 7:01 p.m. M.U.D No I President Constance White called the M.U.D No. I meeting to order and announced a quorum at 7:02 p.m. M.U.D. No. 2 Vice President Mark Chambers the M.U.D. No. 2 meeting to order and announced a quorum at 7:03 p.m. Mayor Carter asked Council Member E."Cotton" Moore to deliver the invocation. Mayor Carter asked Robert West, MUD No. 1 Attorney, to lead the pledge to the American flag and John Hill, Town and MUD No. 2 Attorney, to lead the pledge to the Texas flag. Page 3 Joint Session Town Council and MUD's 1&2 January 21. 1997 DISCUSSION AND APPROPRIATE ACTION REGARDING THE FUTURE INFRASTRUCTURE OF THE TOWN OF TROPHY CLUB: District Manager Unger discussed with both Boards and the Town Council various options for ensuring the present day infrastructure is sized to handle future growth. DISCUSSION AND APPROPRIATE ACTION REGARDING THE USE OF THE MUNICIPAL UTILITY DISTRICT'S BUILDING BY NON -MUNICIPAL ENTITIES: District Manager Unger turned the floor over to Asst. District Manager, Cathy Morgas. Asst. District Manager Morgas stated that procedures needed to be in place for the public use of the MUD building. Following discussion a list of potential procedures was suggested. They are as follows: 1. A formal deposit for the key and room access. 2. Formal paperwork that holds someone specifically responsible for any damages. 3. A hold harmless clause. 4. Include all buildings in theses guidelines/procedures. 5. Notify all community organizations of the necessity of the procedures and why they are being put in place and all the guidelines. 6. Either an insurance rider(on file) covering the governmental entity or the signature of whom to hold personally/financially responsible for any damages/injuries. MUD No. 1 Attorney, Robert West, was asked to review the documents to insure their legality. No action was taken. PRESENTATION OF NEEDS ASSESSMENT INFORMATION: MUD 1 Director, R. Peter Reincke, gave an opening statement and asked all Council Members and Board Directors to hold their questions until they had a chance to read over the information that would be given to them at the close of the session. Director Reincke then explained that the Policies and Procedures would just formalize what had been implemented and what has been practically applied over the last year. Director Reincke presented on the overhead an organizational chart that shows the management structure and supervision channels along with the funding responsibilities for the Municipality. Page 4 Joint Session Town Council and MUD's 1 &2 January 21. 1997 Director Reincke stated that the management team to the proposed Administrative Committee is Roger Unger and Donna Welsh, but the management team to the staff is Roger Unger, Donna Welsh, Cathy Morgas and Karen Sadri. He then explained that the colors for the payroll funding legend were; red for Town funded, blue for MUD funded and green for jointly funded. At this point he turned the floor over to Mayor Pro Tem Doug Glaspell for the next section of the explanation. B. ADMINISTRATIONPOLICIES/PROCEDURES: Mayor Pro Tem, Doug Glaspell, explained the major changes in procedures would be a change in benefits. Both entities would go to a standard 12 holidays and 10 sick days per year with no carryover for vacation time, beginning fiscal year 98-99. This would affect the MUD by decreasing their sick days per year by 2, but, increasing their holidays per year by 2. Mayor Pro Tem Glaspell then turned the floor over to Director Budarf for the last section of the explanation. C. DEPARTMENT OF PUBLIC SAFETY ORGANIZATIONAL STRUCTURE: MUD 2 Director, James P. Budarf, explained that the idea of the DPS policies and procedures would be to coordinate all three departments; Police, Fire and EMS to be able to work along side each other in any situation. It would bring the Fire Department volunteers under the DPS umbrella. The Fire Chief would still be appointed by the MUD Directors, the Police Chief and EMS Chief would still be appointed by the Town Council. Director Budarf asked all Council Members and Board Directors to look very closely at the state mandated policies. Director Budarf commended David Miller, Roger Unger and Lou Opipare on all their hard work. Director Budarf then turned the floor back over to Mayor Pro Tem Glaspell. In closing, Mayor Pro Tem Glaspell explained what the Administrative Committee ,if agreed upon, would be and what its terms and duties would included. Town Manager, Donna Welsh, at this time suggested that the entities schedule workshops amongst themselves during their meetings for the month of February and then schedule another joint session in March. TROPHY CLUB NIUNtCtPAL UTILITY DISTRICT NO. I TO ADJOURN JOINT f MUD No. 1 President White asked for motion to adjourn. Director Neidenberger moved to adjourn at 8:40 p.m. Director Peters seconded; motion passed unanimously. Page 5 Joint Session Town Council and MUD's 1 &2 January 21. 1997 MUNICIPAL UTILITY DISTRICT NO. 2 TO ADJOURN JOINT MEETING: MUD No. 2 Vice President Chambers asked for a motion to adjourn. Director Tracy moved to adjourn at 8:41 p.m. Director Fitzpatrick seconded; motion passed unanimously. TOWN COUNCIL TO RECONVENE INTO REGULAR MEETING: Town Council convened into regular session at 8:42 p.m. REGULAR MEETING AGENDA: PRESENTATIONS BY CITIZENS: Karen Deal, resident, 10 Meadowbrook Ln., spoke on item #7, usage of MUD building. She felt citizens should be allowed to use the building. She has used this building on numerous occasions for Scout functions and always paid her deposit, scheduled in advance and returned the key. She also wanted to ask the Council to go slow on the decision on the new park land in the northwest part of the Town. She is a part of the Parks & Recreation committee and is very concerned that the needs of the residents are met. Both the Mayor and the Town Manager reassured Mrs. Deal that nothing was "cast in stone" as of yet. STAFF AND COMMITTEE REPORTS: Karen Sadri, Town Secretary, explained that the Economic Development Corporation meeting was rescheduled from Monday, January 13, 1997 to Monday, January 27, 1997 due the threat of bad weather. There were no other staff reports. Riley Mills of the Public Works committee, reported that there was a special meeting scheduled to discuss the trash pick-up/recycling situation. Page 6 Joint Session Town Council and MUD'S 1&2 January 21. 1997 CONSENT AGENDA: All matters listed under agenda item 14 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. There was no discussion on item A. There was no discussion on item B. On item C, the Mayor asked to correct the typographical error illmess to illness( on page 35 of packet). Otherwise, there was no further discussion on this item. Mayor Pro Tem Glaspell moved to approve consent agenda with corrections. Council Member Moore seconded; motion passed unanimously. Consent Agenda items are as follows: A. TOWN COUNCIL TO CONSIDER AND ADOPT: A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS APPROVING AN AGREEMENT FOR EMERGENCY AMBULANCE SERVICES WITH THE TARRANT COUNTY EMERGENCY SERVICES DISTRICT NO.I; AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT ON BEHALF OF THE TOWN; PROVIDING AN EFFECTIVE DATE. B. TOWN COUNCIL TO CONSIDER AND ADOPT: A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS SUPPORTING AND APPROVING THE OPERATIONS SUBCOMMITTEE REPORT TO THE RACEWAY TRAFFIC COMMITTEE CONCERNING THE TEXAS INTERNATIONAL RACEWAY; PROVIDING AN EFFECTIVE DATE. C. MINUTES OF THE DECEMBER 17, 1997 MEETING. D. UNAUDITED/INCOMPLETE FINANCIALS ENDING DECEMBER 31, 1996. PRESENTATIONS BY COUNCIL: Council Member Moore confirmed that there would be two Council meetings in the month of February. February 4, 1997 for the Needs Assessment Workshop and any time sensitive items and then February 18, 1997 for a regular session with a heavy agenda. Page 7 Joint Session Town Council and MUD's 1 &2 January 21. 1997 ADJOURN: Council Member McCabe moved to adjourn at 8:55 p.m. Council Member Moore seconded; motion passed unanimously. r Town Secretary (SEAL)