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Minutes TC 08/17/1999MINUTES OF THE BUDGET WORKSHOP/ REGULAR TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB AUGUST 17, 1999 STATE OF TEXAS § COUNTY OF DENTON § The Town Council of the Town of Trophy Club met in regular session on Tuesday, August 17, 1999. The meeting was held within the Town and was open to the public. COUNCIL MEMBERS PRESENT: Marshall Engelbeck Ben Brewster Susan Edstrom Scott Smith Barb Tweedie COUNCIL AND GUESTS PRESENT: Donna Welsh Diane Cockrell Roger Unger Jim Buxton Renae Gonzales Jerri 1-I111 David Miller Mayor Mayor Pro Tem Council Member Council Member Council Member Town Manager (arrived at 6:05 p.m.) Town Secretary MUD Director (arrived at 6:05 p.m.) Finance Director Bookkeeper Administrative Assistant Director of Public Safety FINANCE COMMITTEE MEMBERS PRESENT: John Harbin Dave Robison Penny Wilson (arrived at 6:12 p.m.) Gary Tomlin (arrived at 6:04 p.m.) Richard Hobday WORKSHOP SESSION CALL TO ORDER AND ANNOUNCE A QUORUM: Mayor Engelbeck called the workshop to order at 6:00 p.m., noting that a quorum was present. No quorum was present for the Finance Committee until 6:04 p.m. Page 2 Budget Workshop/Regular Session August 17, 1999 BUDGET WORKSHOP WITH FINANCE COMMITTEE TO DISCUSS FISCAL YEAR 1999- 2000 PRELIMINARY BUDGET: Jim Buxton, Finance Director, gave an overview of the budget. Mr. Buxton discussed funds that were available for special projects. Discussions were held on the grant for the ball fields, EDC budget and the Parks Fund. David Neal and Penny Wilson provided an alternative budget overview. Their major reduction was not hiring the new employees, a reduction in the contingency fund, and special events. A discussion was held on hiring of new employees and the consequences of not hiring. Mayor Engelbeck recommended that Staffs recommendation be approved Donna Welsh, suggested filing the budget with the current tax rate and changes can still be made during the public hearing. Council Member Smith concurred with Ms. Welsh. DISCUSSION OF REGULAR AGENDA ITEMS: No discussion of regular agenda items was held ITEMS OF INTEREST TO THE COUNCIL: No items presented at this time. ADJOURN WORKSHOP SESSION: Mayor Engelbeck adjourned the workshop session at 7:22 p.m. C:�l�/JI1I�iC�X COUNCIL MEMBERS PRESENT: Marshall Engelbeck Ben Brewster Susan Edstrom Scott Smith Barb Tweedie COUNCIL AND GUESTS PRESENT: Donna Welsh Diane Cockrell Cathy Morgas Roger Unger Bill LeGrand Jerri Hill David Miller Tiffany Haertling Mayor Mayor Pro Tem Council Member Council Member Council Member Town Manager Town Secretary Planning Director MUD Manager Public Works Director Administrative Assistant Director of Public Safety Town Attorney Page 3 Budget Workshop/Regular Session August 17, 1999 CALL TO ORDER AND ANNOUNCE A QUORUM: Mayor Enbelbeck called the meeting to order at 7:33 p.m., noting a quorum was present: INVOCATION: Gary Tomlin gave the invocation. PLEDGE OF ALLEGIANCE TO THE AMERICAN AND TEXAS FLAG: Dave Robison led the pledges. 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 ANY PRESENTATION MADE TO THE COUNCIL AT THIS TIME CONCERNING AN ITEM NOT LISTED ON THE AGENDA. THE COUNCIL WILL HEAR PRESENTATION ON SPECIFIC AGENDA ITEMS PRIOR TO THE COUNCIL ADDRESSING THOSE ITEMS: No citizen presentations as this time. TOWN COUNCIL TO CONSIDER AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS CANVASSING THE RETURNS, INCLUDING THE RETURNS OF THE EARLY VOTING BALLOTS CAST IN CONNECTION THEREWITH, AND DECLARING THE RESULTS OF THE ELECTION FOR THE PURPOSE OF CONSIDERING WHETHER TO APPROVE A CHARTER, WHICH WOULD GIVE HOME RULES STATUS TO THE TOWN; AUTHORIZING ISSUANCE OF CANVASS OF THE HOME RULE CHARTER ELECTION; AND PROVIDING AN EFFECTIVE DATE: Mayor Engelbeck canvassed the election. Mayor Pro Tem Brewster moved to approve the ordinance. Council Member Edstrom seconded; motion passed unanimously. Mayor Engelbeck thanked the Charter Commission for their hard work. TOWN COUNCIL TO CONSIDER AND TAKE APPROPRIATE ACTION REGARDING AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS ORDERING AND CALLING A SPECIAL ELECTION FOR NOVEMBER 2, 1999 FOR THE PURPOSE OF ELECTING ONE (1) COUNCIL MEMBER TO SERVE A ONE (1) YEAR TERM IN ORDER TO COMPLETE THE TERM OF OFFICE CREATED BY A VACANCY ON THE COUNCIL; DESIGNATING A POLLING PLACE WITHIN THE TOWN; APPOINTING A PRESIDING ELECTION JUDGE AND AN ALTERNATE PRESIDING ELECTION JUDGE; ESTABLISHING OTHER PROCEDURES FOR THE CONDUCTION OF THE ELECTION; ESTABLISHING A DATE FOR CANVASSING RETURNS; PROVIDING FOR NECESSARY ACTIONS; PROVIDING A CUMULATIVE CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR ENGROSSMENT AND ENROLLMENT PROVIDING FOR PUBLICATION; AND PROVIDING AN EFFECTIVE DATE. ((MAYOR PRO TEM BEN BREWSTER): Pres—hcd by Secretary,( State Section 65.0i,l. V-T_C.A., Flection Code RETURNSIIEET (PAGINADEDATOSSORRE EL RESULTADO DE LA ELECCION) Pct. No. -- (Num, de Pct.) Authorityconductingeitttion (Autoridad adrninisrrando laelection) C Date of Election (Fecha de la F_leccion) %5�� Type of lectin (Tip, de Eleccion) Name of candidate (or "For" and "Against") (Nmnhre del randidato) (a "A favor de"}• "En contra de" Office Sought or Proposition (Puesto nfeial solicitodo a Proposition) No. of votes received (Num. de yarns rerihidos) ire. Yes v.z� / Tom/ 3r�3 Q1 i1 5/ O/Y!e- U �e U� /C/o ZqS 0 YS .7 1 9 3•S Totual number of voters who voted as indicated by poll list. 7� (Nmero total de votanter que votaron .segun to lista de roianfes.6 J 1, the undersigned, the presiding judge for the above described election held at the above designated election precinct, do hereby certify that the above return is a true and correct return for said election- ( Yo, el abajo ftrmado juez presidente de la election senalado arriha que .se !levo a cabo en el precinto electoral designado arriba, por to presente certifico que los dams de arriha son las re,sultados verdaderos y correctors de dicha election.) DA'iED this the day of , 19 (FECI (ADA este dia Prestdmg judge (Juez Presideme) Page 4 Budget Workshop/Regular Session August 17, 1999 Mayor Pro Tem Brewster moved to approve the Ordinance. Council Member Smith seconded; motion passed unanimously. Clarification was made that this term would only be for six months instead of a full year. This Council position would be up for re-election in May, 2000. TOWN COUNCIL TO CONSIDER AND TAKE APPROPRIATE ACTION REGARDING AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS WHEREBY THE TOWN OF TROPHY CLUB, TEXAS AND METRICOM, INC., AGREE THAT, FOR THE PURPOSE OF INSTALLING AND MAINTAINING METRICOM'S WIRELESS DIGITAL DATA COMMUNICATIONS NETWORK KNOWN AS RICHOCHET R, 1VMETRICOM MAY LOCATE, PLACE, ATTACH, INSTALL, OPERATE AND MAINTAIN RADIOS ON FACILITIES OWNED BY THE TOWN OF TROPHY CLUB, AS WELL AS FACILITIES OWNED BY THIRD PARTIES, LOCATED IN MUNICIPAL RIGHTS-OF-WAY; PROVIDING AN INDEMNITY CLAUSE, SPECIFYING GOVERNING LAWS; PROVIDING FOR A RELEASE OF ALL CLAIMS UNDER PRIOR ORDINANCES; PROVIDING FOR FUTURE CONTINGENCIES; PROVIDING FOR WRITTEN ACCEPTANCE OF THIS ORDINANCE BY METRICOM, INC.; AND PROVIDING FOR A TERM AND EFFECTIVE DATE: Mr. Richard Hobday, Chairman of the Utility Task Force, introduced this item. The Task Force has worked with Metricom, Inc. Cathy Morgas presented the Council with an updated ordinance and explained the changes. This proposal will enable users to access the internet and email without using a phone line. Mr. Blake Cummings, Metricom, Inc. explained Metricom and RichochetR . After discussion, Mayor Pro Tem Brewster moved to approve the ordinance with the addition of Section. 3.07 to tighten control. Council Member Tweedie seconded; motion passed unanimously. TOWN COUNCIL TO CONSIDER AND TAKE APPROPRIATE ACTION REGARDING A RESOLUTION ACCEPTING THE DEDICATION OF DRAINAGE EASEMENTS FROM THE DEVELOPER OF THE ESTATES OF HOGAN'S GLEN, THE ESTATES OF HOGAN'S GLEN PHASE II AND THE ENCLAVE AS MEETING THE REQUIREMENTS OF ORDINANCES 94-01; AND PROVIDING AN EFFECTIVE DATE: Bill Matthai, Parks and Recreation Committee, reported on the meeting held last and the Committee voted unanimously to accept the dedication of this land as park land. Council Member Tweedie moved to accept the resolution as presented. Council Member Smith seconded; motion passed unanimously. TOWN COUNCIL TO CONSIDER AND TAKE APPROPRIATE ACTION REGARDING A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, AUTHORIZING THE RENEWAL OF A CONTRACT BETWEEN THE TOWN OF TROPHY CLUB AND THE JASPER HAYES COMPANY FOR THE PURPOSE OF PROVIDING LANDSCAPE MAINTENANCE SERVICE; AND PROVIDING AN EFFECTIVE DATE: Page 5 Budget Workshop/Regular Session August 17, 1999 This item was tabled to this agenda in order to receive clarification on the termination clause. Council Member Smith was concerned that this was not let for bids. Bill LeGrand, Public Works Director explained why this method was chosen. All prices will be the same and this contract can be cancelled should maintenance have to be brought in house. This contract is the same as previously approved and is J ust extended to a five year contract. Mayor Pro Tem moved to approve the contract with Jasper Hayes Company. Council Member Edstrom seconded; motion passed unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING A REQUEST FROM BRISCO CLARK CO., INC., FOR AN EXTENSION TO ITS CURRENT SIGN PERMITS FOR AN ADDITIONAL TWELVE (12) MONTHS INCLUDING THE OVERSIZE SIGN ON HIGHWAY 114: Mr. Jim Brisco, from Brisco Clark, explained that the existing signs have been extremely helpful in marketing their project and the Town. Pearl Ford, 2 Spring Creek, spoke on this subject. Mayor Pro Tem Brewster moved to approve this resolution. Council Member Smith seconded. Council Member Edstrom expressed concern over items in the PD that have not been accomplished, and wished to see a letter of good faith from the builder that these items would be addressed. Mr. Brisco explained current projects that have been completed and are under way. Mr. Brisco explained the ditch and their acceptance plan with the Corps of Engineers. The bottom of the creek is a wetland and the Corps had J urisdiction over it. Brisco Clark is attempting to satisfactory maintain the ditch and is currently seeking a solution to maintenance at the bottom of the ditch. A memo from Brisco Clark will be forthcoming on direction from the Corps on the maintenance of the ditch. Mayor Pro Tem Brewster moved to withdraw this motion. Council Member Smith seconded. Council Member Brewster moved to postpone to the September 7`" Council meeting and for Council Member Tweedie to work with the Pam Irwin, Chairman of the Public Relations Committee on the signs in regard to Kaleidoscope. Council Member Tweedie seconded; motion passed unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING ANNUAL STREET AND CURB REPAIR BIDS FOR THE FISCAL YEAR 1999-2000: Bill LeGrand, Public Works Director, explained this item. Bids were received from RBI, Ed Wilson and Westill Construction Inc. The Public Works Committee met and recommended that the bid be awarded to Westhill Construction, Inc. Mayor Pro Tem Brewster made the motion to award the bid to Westhill Construction, Inc. for the total amount of $81,105.00 which includes the base bid of $56,725 and the Alternate Bid of $24,380 for street and curb repair. Council Member Edstrom seconded. After further discussion, motion passed unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING ENTERING INTO AN INTERLOCAL AGREEMENT FOR TAX COLLECTION WITH DENTON COUNTY FOR THE 1999 TAX YEAR: Page 6 Budget Workshop/Regular Session August 17, 1999 Cathy Morgas, Tax Assessor Collector, explained that this agreement is the same one we have had over the past 4 years. Council Member Smith moved to approve the Interlocal Agreement. Council Member Tweedie seconded. Council Member Smith amended the motion to include Cathy Morgas, RTA, as the Town Liaison with Denton County. Council Member Tweedie seconded; motion passed unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION ON THE REAPPOINTMENT OF THE FOLLOWING INDIVIDUAL TO THE PARKS AND RECREATION COMMITTEE: A. DAN GORDON, 1 TIMBERLINE DRIVE Council Member Tweedie moved to appoint Dan Gordon to the Parks and Recreation Committee. Council Member Smith seconded; motion passed unanimously. TOWN COUNCIL TO DISCUSS INCREASING THE SIZE OF THE PUBLIC RELATIONS COMMITTEE FROM 10 MEMBERS TO 12 MEMBERS AND TAKE APPROPRIATE ACTION: Pam Irwin, Public Relations Committee Chairman, explained that the Public Relation Committee has received requests from two individuals interested in serving on this committee. The Committee asked that this Committee be increased to 12. Council Member Edstrom moved to approve increasing the size of the Committee. Mayor Pro Tem Brewster seconded; motion passed. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION ON THE APPOINTMENT OF THE FOLLOWING INDIVIDUALS TO THE PUBLIC RELATIONS COMMITTEE: A. DEBERAH HOLSWORTH B. RONNIE ENGELBECK Council Member Edstrom moved to appoint Deberah Holsworth and Ronnie Engelbeck to this Committee. Council Member Tweedie seconded; motion passed unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING THE APPOINTMENT OF COUNCIL MEMBER BARB TWEEDIE TO THE PUBLIC WORKS COMMITTEE AS COUNCIL LIAISON: Mayor Pro Tem moved to approve Barb Tweedie as Council Liaison to this Committee. Council Member Edstrom seconded; motion passed by a vote of three to zero with Council Member Tweedie abstaining. TOWN COUNCIL. TO REVIEW THE DIRECTORS OF THE ECONOMIC DEVELOPMENT CORPORATION AND TAKE APPROPRIATE ACTION ON THE APPOINTMENT OR RE- APPOINTMENT TO BE IN COMPLIANCE WITH THE ARTICLES OF INCORPORATION: A. APPOINTMENT OF JAMES HICKS B. ADDRESS VACANCY (JON LIVERS) Page 7 Budget Workshop/Regular Session August 17, 1999 Terry Christlieb, EDC, explained that a letter of resignation was received from Mr. Jon Livers and Mr. John Hicks has never been officially appointed to this Board. Council Member Smith moved to extend Mr. Hicks service to continue until May, 2000. Mayor Pro Tem Brewster seconded; motion passed unanimously. CONSENT AGENDA: ALL MATTERS LISTED UNDER CONSENT AGENDA ITEM 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: A. MINUTES OF AUGUST 3, 1999, JOINT WORKSHOP/ COUNCIL MEETING Mayor Pro Tem Brewster moved to remove the item from the consent agenda; Council Member Tweedie, seconded. Mayor Pro Tem Brewster made the motion to approved with the correction of changing the title of Diane Cockrell to Town Secretary. Council Member Tweedie seconded; motion passed unanimously. REPORTS AND COMMENTS: A. STAFF David Miller, Director of Public Safety, introduced Randy Briggs, new Lieutenant to the Council and staff. Jim Buxton, Finance Director, reported on the increase of sales tax revenue. Roger Unger, MUD District Manager, reported the Fire and EMS have experienced an increase in runs as compared to last year. Additionally, a lot of false alarm calls are made to the schools. We have already surpassed a record month in water sales and we have a couple of weeks left to go in this month. Diane Cockrell, Town Secretary, introduced Jerri Hill, Administrative Assistant, who will be attending future Council meetings. Tiffany Heartling reported on her three week old daughter. Bill LeGrand reported that we are moving into the final stages of construction on Skyline Drive. A meeting was held with the Contractor to determine the final completion date. A change order has been requested at our request. The end date is Sunday, and if the change order is approved, the Contractor will work 2 or three extra days without penalty. Cathy Morgas received a phone call on the Oakmont property. We are still in preliminary stages with the 16 acres. Donna Welsh reported that John Carter was in an accident and is at home. Staff has e-mail now and addresses will be provided to the Council. Page 8 Budget Workshop/Regular Session August 17, 1999 B. COMMITTEES Mr. Christlieb, President, EDC, reported on a meeting between the EDC and the Public Relations Committee. Ms. Pearl Ford reported that the Board of Adjustment is going to have a workshop and will get back to the Council. C. TOWN COUNCIL Mayor Pro Tem Brewster reported on the budget workshop and would like for a couple of members of Finance, MUD and staff to take the cash flow model and extend it out to five years. The second thing is an agenda item on the September 7 agenda to take something out of the proposed charter and replace the Finance Committee with the Ways and Means Committee and load in a mission statement and operational means. Council Member Smith asked if the request would replace the Finance Committee. Brewster stated that the Ways and Means Committee would be the model and make appropriate staffing recommendations. Council Member Smith reported on a letter received from Mr. Gary Tomlin stating that he would like to donate a secure case for notices. Council Member Edstrom reported on a Beautification meeting on the treatment on Trophy Club Drive entrance. Discussion was held on the clock tower and time capsule to be included. Ms. Edstrom asked Council Members to volunteer for the Crossing guard positions in support of the schools. She has also had a lot of complaints on code enforcement and will get specifics to Staff in the future. Council Member Tweedie stated that she attended Teen Court and is highly recommended staying involved with this program. ADJOURN: Mayor Pro Tem Brewster moved to adjourn at 9:21 p.m. Council Member Tweedie seconded; motion passed unanimously. (/ Mayor, Town of Trophy Club, Texas Town Secretary,/rown of Trophy Club, Texas