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Minutes TC 04/04/2000MINUTES OF TOWN COUNCIL WORKSHOP/ REGULAR TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB APRIL 4, 2000 STATE OF TEXAS COUNTY OF DENTON The Town Council of the Town of Trophy Club, Texas met in workshop/regular session on Tuesday, April 4, 2000. The meeting was held within the boundaries of the Town and was open to the public. WORKSHOP SESSION -6:30 P.M. TOWN COUNCIL MEMBERS PRESENT: Marshall Engelbeck Mayor Ben Brewster Mayor Pro Tem Susan Edstrom Council Member Bill Matthai Council Member (arrived 6:36 p.m.) Scott Smith Council Member Barb Tweedie Council Member WAYS AND MEANS COMMITTEE PRESENT: David Neil Pete Reincke TOWN STAFF AND GUEST(S) PRESENT: Donna Welsh Jim Buxton Jerri Hill Cathy Morgas Bill LeGrand Billy Hughes Chairman Committee Member Town Manager Finance Director Administrative Assistant Planning Director Public Works Director (arrived 6:51 p.m.) Chairman, parks & Recreation Committee CALL TO ORDER AND ANNOUNCE A QUORUM. Mayor Engelbeck called the meeting to order at 6:34 p.m., noting a quorum was present. Council Member Matthai was not in the room but will be in attendance shortly. Page 2 Workshop/Regular Meeting April 4, 2000 BOND UPDATE — DEFINE BOND COMPONENTS David Neil, Chairman of the Ways and Means Committee, presented the bond update. Many of the items discussed came out of the Vision 2008 and are what the citizens wanted. Street repairs were taken from the Public Works Committee and the Town Engineers and is a very critical issue. Bond issue package shows a total of $17,100,000. Mr. Neal stated that in order to float street repairs, we must have a bond issue to include the loop road. Mayor Pro Tem Brewster stated that it should be noted that Nestor Karlis, Public Works Chairman, agreed that we need to move ahead with this and a bond was the way to go. Mr. Neal explained the Means Committee concluded that if Trophy Club is going to bring its full realization, additional taxes will be needed. Building a bridge and building a two- lane loop road can be done for approximately $4,000,000. The Town will see additional development and taxes. However, the loop road will not be built until development warrants it and an ad valorem tax increase in place. Brewster feels that the Ways and Means Committee has come up with a very viable solution to fund the road repairs, etc. Billy Hughes, Chairman of the Parks and Recreation Committee, presented the estimates of the recreation center. The center would be 3,750 square feet, no pool is included and the total cost would be $5,456,972. The maintenance building is will be built 50/50 with MUD for storage and other uses that the Town will have to have in the future. ADJOURN WORKSHOP SESSION: Mayor Engelbeck adjourned the workshop at 7:35 p.m. REGULAR SESSION- 7:30 P.M. TOWN COUNCIL MEMBERS PRESENT: Marshall Engelbeck Ben Brewster Susan Edstrom Bill Matthai Scott Smith Barb Tweedie Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member Page 3 Workshop/Regular Meeting April 4, 2000 TOWN STAFF AND GUEST(S) PRESENT: Donna Welsh Town Manager Diane Cockrell Town Secretary Jerri Hill Administrative Assistant Jim Buxton Finance Director David Miller Chief, Department of Public Safety Cathy Morgas Planning Director Bill LeGrand Asst. Director of Public Works Tiffany Haertling Town Attorney CALL TO ORDER AND ANNOUNCE A QUORUM: Mayor Engelbeck called the meeting to order at 7:42 p.m., noting a quorum was present. INVOCATION: Pearl Ford gave the invocation. PLEDGE OF ALLEGIANCE TO THE AMERICAN AND TEXAS FLAGS: Council Member Edstrom 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 OR DISCUSS 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: None at this time. REPORTS FROM COMMITTEES (FIVE MINUTE TIME LIMIT). A. EDITORIAL REVIEW BOARD — GENE HILL Mr. Gene Hill was attending the Southlake Town Council meeting at the request of the Mayor; therefore no report was given. B. PLANNING & ZONING COMMISSION — MIKE HAMPER Mr. Hamper was not present, therefore no report given. C. ZONING BOARD OF ADJUSTMENTS - ROGER UNGER Roger Unger was not present, therefore a report was not given. Page 4 Workshop/Regular Meeting April 4, 2000 D. INFORMATION SYSTEMS/INFORMATION TECHNOLOGY- LINN BROWN Mr. Linn Brown, Chairman, reported that three applicants will be presented to the Council at the next Council meeting for appointment to the Committee. Feedback on the new web page as been very positive. The IS/IT Committee will be presenting to the Council an updated mission statement at their next meeting. E. WAYS AND MEANS COMMITTEE — DAVID NEAL David Neal had about an hour of discussion in the Workshop; and will follow-up on Agenda Item No. 8. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING APPROVAL OF AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS, AMENDING ORDINANCE NO. 1999-25, THE 1999-2000 BUDGET; DECLARING A GRAVE PUBLIC NECESSITY TO AMEND THE BUDGET; PROVIDING FOR A SEVERABILITY CLAUSE; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; AND PROVIDING AN EFFECTIVE DATE: Jim Buxton, Finance Director, gave the background for this agenda item. Mr. Buxton is recommending that staff be authorized to initialize a contract with IBM to take the money out of surplus. Council Member Matthai moved to accept the proposal. Council Member Tweedie seconded. After further discussion, motion passed unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING APPROVAL OF THE DEPARTMENT OF PUBLIC SAFETY CONTRACT WITH WESTLAKE (REDEFINE THE RELATIONSHIP OF COURT AND DPS): Donna Welsh, Town Manager, introduced the contract to the Council and noted that it would provide separation of power for the Court and the DPS Board. The DPS Board will provide oversight for Court. Mayor Pro Tem Brewster moved to approve the DPS contract with Westlake. Council Member Edstrom seconded; motion passed unanimously. TOWN COUNCIL TO DISCUSS AND TAKE ACTION IN REGARD TO THE BOND COMPONENTS AND TO GIVE DIRECTION TO THE STAFF: Mayor Engelbeck introduced this item. Jim Carter 204 Fresh Meadow, addressed the Council. Council Member Smith made the comment that the initial proposal was for $15.6 million and now we have a proposal of $17.1. Council Member Smith is more comfortable with the $3.5 million cost for the recreation center and would like it to reflect that cost. The only way he will support this going to the voters for a vote would be for the voters to vote individually on each item. Council Member Edstrom added that she supported the proposal as presented with the Community Center. Page 5 Workshop/Regular Meeting April 4, 2000 Mayor Pro Tem Brewster would like to resolve the County Development Districts possibility and is requesting the chairman of the Ways and Means address this issue. Mr. David Neal spoke on the bond rating and the credit quality of Trophy Club. Mayor Pro Tem Brewster would like to see this bond issue items voted on individually. Council Member Tweedie requested the loop road issue be stated as loop road/bridge. Staff agrees that Council has given them direction, and will come back at the next Council meeting with recommendations. TOWN COUNCIL TO HEAR PRESENTATION ON THE PARKS AND RECREATION VOLUNTARY CONTRIBUTION FUND AND TAKE APPROPRIATE ACTION, IF NECESSARY: Council Member Smith explained this agenda item. It was unanimous decision from the Parks and Recreation to bring this to the Council. This would be done on a volunteer basis. The following individuals addressed the Council. Pain Irwin, 543 Indian Creek Billy Hughes, 216 Inverness Council Member Tweedie made the motion to send this item to the MUDS first and then Staff to come back to the Council on May 2. Council Member Smith seconded. After further discussion, motion passed unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING INDIVIDUAL BILLING FOR TRASH PICK-UP TO BE INCLUDED ON THE MONTHLY WATER BILL STARTING IN APRIL. (SCOTT SMITH AND BARB TWEEDIE): The following individuals addressed the Council. Robert Tate, 6 Pin Oak Ct. Nestor Karlis, 259 Oak Hill Drive Wayne Obermeier, 207 Oakmont Drive Pearl O. Ford, 2 Spring Creek Court Jim Carter, 204 Fresh Meadow Council Member Smith explained this item. Council Member Smith made the motion that we take appropriate action in presenting this concept to the MUD boards to see if they would agree to placing this on the MUD bills. Council Member Tweedie seconded for discussion only. Donna Welsh wanted to clarify that it has gone to the MUDS and that the concern was that an administrative fee needed to be added. Mayor Pro Tem Brewster moved to refer to staff with the following instructions: 1) review with the MUDS the implementation plan so that we are clear on what administrative support issues exists and how we go about implementing this procedure and whether it is filled with terminal implementation stuff; 2) staff to review with the Ways & Means and the Parks and Recreation Page 6 Workshop/Regular Meering April 4, 2000 Committees the viability of this action; and 3) the finance director review the need for the $80,000 to provide the stop gap funding for the ball field keeping in mind that this was done for the purpose of filling this gap. Council should be advised if that gap still exists. Council Member Smith called a point of order and requested an explanation from the Town Attorney as to why Mayor Pro Tem Brewster's motion took precedence over his motion. Mr. Brewster's motion was a higher order of precedent. After further discussion, 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 MARCH 7, 2000 WORKSHOP/JOINT PUBLIC HEARING/JOINT PUBLIC SESSION/REGULAR MEETING B. MINUTES OF MARCH 21, 2000 WORKSHOP/MEETING C. FINANCIALS DATED JANUARY, 2000 D. PROCLAMATION PROCLAIMING NATIONAL NURSE APPRECIATION WEEK Council Member Edstrom moved to approve the consent agenda. Council Member Matthai seconded; motion passed unanimously. REPORTS AND COMMENTS: A. STAFF Chief Miller stated search for the Fire Chief is going well. He also thanked the staff for taking care of the race traffic. Chief Miller will also report back to Council on the helicopters flying over the Town. Chief Miller has spoke to Roanoke regarding the stop signals at the Roanoke bypass and highway 114. Mayor Engelbeck mentioned that this was Jerri Hill's last council meeting she will be attending. Ms. Hill is leaving the Town will be going to the City of Watauga. Mayor Engelbeck stated the Town is sorry to have Ms. Hill leave and thanked her for her contribution to the Town. Donna Welsh, stated that Darrin Davis has agreed to video tape the council meetings and deliver the tapes to the Council. No council reports at this time. Page 7 Workshop/Regular Meeting April 4, 2000 EXECUTIVE SESSION: PURSUANT TO THE TEXAS GOVERNMENT CODE, ANNOTATED, SUBCHAPTER 551, SECTIONS 551.071 TO 551.075 A. SECTION 551.071: DISCUSSION WITH ATTORNEY RELATIVE TO PENDING OR CONTEMPLATED LITIGATION. CLOSING OF KIRKWOOD BOULEVARD BY CITY OF SOUTHLAKE 2. CAUSE NO. 99-40938-362 TIM GALLAGHER VS. THE TOWN OF TROPHY CLUB Convened into Executive Session at 9:17 p.m. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING EXECUTIVE SESSION: A. SECTION 551.071: DISCUSSION WITH ATTORNEY RELATIVE TO PENDING OR CONTEMPLATED LITIGATION. CLOSING OF KIRKWOOD BOULEVARD BY CITY OF SOUTHLAKE 2. CAUSE NO. 99-40938-362 TIM GALLAGHER VS. THE TOWN OF TROPHY CLUB Reconvened into Regular Session at 9:31 p.m. No action taken. nRLoin IR Council Member Smith moved to adjourn at 9:32 p.m. Council Member Edstrom seconded; motion passed unanimously. l" �2 -L L"( Mayor, Town of Trophy Club, Texas Town Secretary, TO" of Trophy Club, TX