Minutes TC 08/15/2000MINUTES OF TOWN COUNCIL
BUDGET WORKSHOP/
REGULAR TOWN COUNCIL MEETING
FOR THE
TOWN OF TROPHY CLUB
AUGUST 15, 2000
STATE OF TEXAS
COUNTY OF DENTON
The Town Council of the Town of Trophy Club, Texas met in a regular session and budget.workshop on Tuesday,
August 15, 2000. The meeting was held within the boundaries of the Town and was open to the public.
WORKSHOP SESSION
TOWN COUNCIL MEMBERS PRESENT:
Marshall Engelbeck
Susan Edstrom
Barry Huizenga
Bill Matthai
Scott Smith
Barb Tweedie
Mayor
Mayor Pro Tem
Council Member
Council Member
Council Member
Council Member
WAYS AND MEANS COMMITTEE MEMBERS PRESENT:
David Neal Chairman
Neil Twomey Committee Member
STAFF AND GUEST(S) PRESENT:
Donna Welsh
Town Manager
Diane Cockrell
Town Secretary
Cathy Morgas
MUD Manager
Jim Buxton
Finance Director
Bill Chavez
Director of Public Works
David Miller
Director of DPS
CALL TO ORDER AND ANNOUNCE A QUORUM:
Mayor Engelbeck called the Workshop session to order at 6:05 p.m. noting a quorum was present.
BUDGET WORKSHOP WITH WAYS & MEANS COMMITTEE TO DISCUSS FISCAL YEAR 2000/2001:
Mayor Engelbeck explained that there would be no resident input at this time. There will be a Public Hearing on
August 29", 2000 and a Tax Rate Hearing on September 5"i, 2000.
Donna Welsh stated that most years, the Town of Trophy Club would have six to eight workshops without resident
input.
Donna Welsh gave an overview, stating that the Budget can change up until mid-September.
Next, Trophy Club MUD Water Bill was discussed, adding garbage pick up to the bill, thus equating to 5 cents in a tax
rate.
Total Revenue projection was lower than proposed. General Administration projections were higher than proposed.
Public Works projections were lower than proposed. Parks and Recreation projections were lower than proposed.
Planning and Zoning projection was lower than proposed. Utility Franchise Committee projections were lower than
proposed. Public Relations Committee projections were higher than proposed, with $3,000 Clock Tower. Volunteer
Page 2 Budget Workshop/Regular Town Council Meeting August 15, 2000
Appreciation Dinner and Tree City. Trophy Club — Westlake Department of Public Safety projections were higher
than proposed.
Town Council discussed the DPS Budget.
Mayor Engelbeck asked for questions concerning Public Works.
Town Council discussed the Public Works Budget.
Bill Chavez introduced, once again, his training request of $1,580. This consists of two components — $1120 and
$460. Council Member Sin ith challenged Bill Chavez to find the $1120 in his budget.
Council Member Tweedie thinks that we need three plantings instead of two, for a total of $6,000 and Council was in
agreement.
Town Council discussed Parks and Recreation Budget.
ADJOURN BUDGET WORKSHOP SESSION:
Mayor Engelbeck adjourned the Workshop at 7:33 p.m.
Mayor Engelbeck called a ten-minute break.
REGULAR SESSION
TOWN COUNCIL MEMBERS PRESENT:
Marshall Engelbeck
Mayor
Susan Edstrom
Mayor Pro Tem
Barry Huizenga
Council Member
Bill Matthai
Council Member
Scott Smith
Council Member
Barb Tweedie
Council Member
STAFF AND GUEST(S) PRESENT:
Donna Welsh
Town Manager
Diane Cockrell
Town Secretary
Cathy Morgas
MUD Manager
Jim Buxton
Finance Director
Bill Chavez
Director of Public Works
David Miller
Director of DPS
Tiffany Haertling
Town Attorney
Paul Rosenberger
Assistant to Town Manager/MUD Manager
CALL TO ORDER AND ANNOUNCE A QUORUM:
Mayor Engelbeck called the regular meeting to order at 7:46 p.m.
INVOCATION: Chief Miller gave the invocation.
PLEDGE OF ALLEGIANCE TO THE AMERICAN AND TEXAS FLAG: Paul Rosenberger let 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 PRESENTATIONS 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.
Page 3 Budget Workshop/Regular Town Council Meeting August 15, 2000
Rick Gilliland of 211 Phoenix Drive, Carol Cotton of 11 Overbill Drive, Chris Clark of I 1 Palmetto Court. Richard
Swetnam of 5 Palmetto Court, Bill Armstrong of 18 Avenue Twenty and Tom Ritz of 3 Cimarron Court addressed the
Council.
REPORTS FROM COMMITTEES (FIVE-MINUTE TIME LIMIT).
ECONOMIC DEVELOPMENT CORPORATION — DAVID GARLITZ, PRESIDENT- No report.
PUBLIC RELATIONS COMMITTEE — JODI ASHBY, VICE CHAIRMAN
Jodi Ashby reported that Trees 2000 has planted 1800 trees and that they are working on becoming a Tree City USA.
The committee is advertising in "Next Stop" and Pt. Worth Magazine and has been talking with EDC to decide on a
development magazine for restaurants. Working on video and brochure distribution to area businesses. Also working
on July 4`h Celebration for next year, asking for volunteers from the community to help with the celebration.
Committee will be working on the advertising for selling t -shirts, hats, video and license plates.
PUBLIC WORKS COMMITTEE — NESTOR KARLIS, CHAIRMAN - No report.
PARKS & RECREATION — BILLY HUGHES, CHAIRMAN - No report.
UTILITY FRANCHISE COMMITTEE —RICHARD HOBDAY, CHAIRMAN
Richard Hobday reported that the committee is working on the Customer Service Ordinance explaining the customer
service we expect from service providers. The Right of Way Ordinance is in review. Richard Ilobday also reported
that the committee is in need of additional members and that is on the agenda for tonight.
TOWN COUNCIL TO OBSERVE AND TAKE APPROPRIATE ACTION REGARDING A
PRESENTATION BY LAURA LAWRENCE, A STUDENT OF NORTHWEST HIGH SCHOOL, TEENS
FOR TRANSPLANTS.
Laura Lawrence introduced Diane Burleson and her daughter who moved here in November 1999 because of the
school system and is really pleased with the town. Diane Burleson introduced her daughter Chloe, who is three years
old.
Laura Lawrence has been president of the Northwest High School's Teens for Transplants for two years. She would
like to have a walk-a-thon donation box set up for the Burleson family. There will be free gifts, and donor cards at the
walk-a-thon, to help get organ awareness out.
Mayor Pro Tem Edstrom has offered "Around the Town", marquees, web site and channel 7 as vehicles for
advertising. She also offered the help of the Public Relations Committee. Mayor Pro Tem Edstrom also suggested
that she work with Chief Miller and Ken Myers to help with set-up of the walk-a-thon.
Donna Welsh suggested opening a bank account with Texas National Bank for donations.
TOWN COUNCIL TO OBSERVE AND TAKE APPROPRIATE ACTION REGARDING A
PRESENTATION_ BY BILL CHAVEZ AND TOM RUTLEDGE (TEAGUE NALL & PERKINS)
REGARDING PAVEMENT PERFORMANCE ANALYSIS/YEAR 2000 STREET REPAIR BOND
PROGRAM.
Chris Clark of 11 Palmetto Court addressed the Council.
Bill Chavez gave an overview of street repairs.
Tom Rutledge of Teague Nall & Perkins, gave the history of the streets built in 1974. The streets were repaired as
needed from the mid 1980's to the mid 1990's. The 1994 Bond Program provided for 1) preventive maintenance, 2)
reconstruction and 3) miscellaneous needed repairs. In the late 1990's an in-depth street study was completed. In
1997 the intersection of Indian Creek and Trophy Wood was reconstructed. In 1999 Skyline Drive reconstruction was
completed. The 2001 Street Bond Program was developed with the following considerations:
• Reflected on as needed repairs
• New street study
• Pavement Condition Index (PCI) — the higher the number the better
• Identified areas of defection
Page 4 Budget Workshop/Regular Town Council Meeting August 15, 2000
• Estimated remaining life
• Identification of areas of greatest concern
These were the planning tools and are not cast in stone. Study is done by traffic study verses street conditions. One
thing in the report BRE Engineering provided that cannot be figured into account is that no adjustment to pavement,
materials, or properties were made based upon environmental effects i.e., moisture related damage or construction
deficiencies. Priorities have changed due to environmental conditions or traffic pattern changes.
The thing to look at now is the impact of increased traffic. The focus has always been on the major roadways, and
with that they have tried to adopt a proactive approach and note where pattern repairs have been made. Project limits
to include known problem areas and consider the residential streets that are in the vicinity of major roadways.
Harry Dayton of 103 Fairway Village Drive, John Taber of 505 Indian Creek Drive, Kel li Hughes of 263 Oak Hill
Drive, Nick Sanders of 1 Michelle Court and Richard Hobday of 21 Troon addressed the Council.
Mayor Engelbeck asked for a preliminary design and to meet with the residents after January 1". The Council's
responsibility to the Town is to act and to expedite actions and to take care of the infrastructure. Laws are changing to
reflect infrastructure maintenance schedule.
Mayor Pro Tem Edstrom made a motion to take appropriate action to authorize the Public Works Committee to
research the renovation and rehabilitation of Trophy Club Drive, Indian Creek and Summit Cove and report back to
the council with the specific guidelines. Council Member Huizenga seconded. Mayor Pro Tem Edstrom amended the
motion to include all streets as necessary. Council Member Huizenga asked for input f om residents and promoted a
coalition. The next Public Works Meeting is second Tuesday of the month. Council Member Smith echoed the fact
that public opinion does not peak until after the fact. Council Member Smith also stated that when the Council does
meet in a Workshop with the Public Works Committee, he would like to have an open forum in conjunction with the
Workshop and advertise.
Again, Mayor Pro Tem Edstrom made a motion to take appropriate action to authorize the Public Works Committee to
research the renovation and rehabilitation of all streets and to have the Public Works Committee to bring back the
specific guidelines including costs and their recommendations. Council Member Huizenga seconded. motion carried
unanimously.
TOWN COUNCIL TO CONSIDER AND ADOPT A RESOLUTION OF THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS, APPOINTING ONE (1) SEAT ON THE UTILITY FRANCHISE
COMMITTEE FOR A ONE-YEAR TERM; APPOINTING ONE (1) SEAT ON THE UTILITY FRANCHISE
COMMITTEE FOR A TWO-YEAR TERM; AND PROVIDING AN EFFECTIVE DATE.
A. MARGI CANTRELL (TERM EXPIRES 6/2001)
B. JERRY SELZER (TERM EXPIRES 6/2002)
Council Member Tweedie made a motion to adopt the Resolution as read to appoint Margi Cantrell for a one-year
term and to appoint Jerry Selzer for a two-year term. Council Member Huizenga seconded, motion carried
unanimously.
TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING APPOINTMENT OF
RICK GILLILAND AS CO-CHAIRMAN FOR THE PLANNING AND ZONING COMMISSION.
Bill Chavez read a statement from Chairman Hill, "Commissioner Rick Gilliland joined the Planning and Zoning
Commission in November, 1996, since that time he has proven to be a valuable asset to not only the Planning and
Zoning Commission but to the Town of Trophy Club as well. Commissioner Gilliland has considerable knowledge
regarding the functions and activities of the Commission and his professional background as an architect has been
useful countless times. On behalf of the Planning and Zoning Commission, Chairman Hill strongly recommends the
appointment of Commissioner Gilliland to the position of Vice Chairman of the Planning and Zoning Commission."
Mayor Pro Tem Edstrom made a motion to appoint Rick Gilliland as co-chairman for the Planning and Zoning
Commission. Council Member Matthai seconded, motion carried unanimously.
TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING APPOINTMENT OF
JIM BEST AS CO-CHAIRMAN FOR THE IS/IT COMMITTEE.
Page 5 Budget Workshop/Regular Town Council Meeting August 15, 2000
Council Member Matthai made a motion to appoint Jim Best as co-chairman for the IS/IT Committee. Mayor Pro
Tem Edstrom seconded, motion carried unanimously.
TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING REQUEST FOR
EXPENDITURE OF FUNDS FROM THE MUNICIPAL COURT BUILDING SECURITY FUND AND THE
MUNCIPAL COURT TECHNOLOGY FUND.
Barbara Allen, Court Administrator explained this agenda item. Mayor Pro Tem Edstrom made a motion to approve
Request for Expenditure. Council Member Matthai seconded, motion carried unanimously.
MAYOR ENGELBECK TO FILE THE 2000-2001 BUDGET WITH THE TOWN SECRETARTY AND
ANNOUNCE AUGUST 29, 2000 FOR PUBLIC HEARING REGARDING FY 2000-2001 BUDGET.
Dave Robinson of 2 Crickett Court, Brad Glasco of 15 Creekside Drive, Rick Sanders of 1 Michelle Court and Rick
Gilliland of 211 Phoenix addressed the Council.
Council Member Smith made a presentation and challenged staff and committees to reduce the budget by $100,000.
Also made a commitment to the residents to have money in place to sell bonds. Council Member Smith also identified
$100,000 to use for street repairs.
Mayor Pro Tem Edstrom asked when $60,000 came from Parks & Recreation. Reported that on the Corp
Development, there was not Council consensus to take the money and move it to the street repairs. Also stated that
taking money out of the capital funds and using monies from the sales tax increase or from the voluntary contribution
fund, those were meant to be incremental to what was being spent on the budget to bring out Parks and Recreation
programs up to a standard. The increase nor the voluntary contribution were not meant to replace what we were doing
in our current budget, those monies were meant to be incremental to that process so that we could continue building
those park programs.
Council Member Matthai stated that we cannot give up Corp Properties.
Council Member Huizenga stated do not let go of Corp Properties.
Council Member Tweedie stated that the departments should stick to their budget.
Mayor Engelbeck asked the Town staff to take action to address at next workshop on August 29'x', 2000.
Mayor Engelbeek's recommendation to the Council is to accept as a preliminary budget, Donna Welsh's presentation
and bond payment for 2002.
Mayor Pro Tem Edstrom made a motion to file the preliminary budget with the Town Secretary and announce August
29"i, 2000 Public Hearing regarding the Budget for FY 2000-2001. Council Member Matthai seconded, motion
carried unanimously.
TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING THE COFFEE
WITH THE COUNCIL, MUD BOARDS AND STAFF MEETING HELD THE FIRST THURSDAY OF
EACH MONTH.
Council Member Tweedie made a motion to have the September coffee and discontinue in October. Council Member
Smith seconded, motion carried unanimously.
TOWN COUNCIL TO CONSIDER AND APPROVE MINUTES OF AUGUST 1, 2000 BUDGET
WORKSHOP AND REGULAR TOWN COUNCIL MEETING.
Council Member Smith made a motion to approve the minutes with the following changes:
• Mayor Engelbeck stated that the budget does not include any bonds for street repairs, $150,000 is already
allocated for street repairs and trash collections will be added to the street repair fund for a total of $222,000.
• Council Member Smith recommended that Corp Properties to be taken over by another entity. That would
allocate that $40,000, to be moved to street repairs.
Page 6 Budget Workshop/Regular Town Council Meeting August 15, 2000
Council Member Tweedie seconded the motion, motion carried, 4,0 with Council Member Matthai abstaining.
REPORTS AND COMMENTS:
A. STAFF
Bill Chavez stated that the contractor for State Highway 114 had not received the contract from Austin.
B. COUNCIL MEMBERS
Council Member Tweedie reported that Trophy Club night is September 14 and that VIP pictures are August 31" at
6:15.
Mayor Pro Tem Edstrom reported that residents have called her telling her that do not want large containers and that
new residents need to be aware of recycling. Also reported that Lakeview Elementary is looking for volunteer
crossing guards.
Council Member Huizenga reported that the 25' hole would be the first thing that they do when construction starts on
State Highway 114,
Council Member Matthai reported that he was looking forward to word on the Parks and Recreation grant.
Mayor Engelbeck reported that the School Board Election is to be held on Saturday, August 19°i from 7 a.m. to 7 p.m.
ADJOURNMENT.
Mayor Pro Edstrom made a motion to adjourn at 11:29 p.m. Council Member Smith seconded, motion carried
unanimously.
C—D
Alayor,'rown of Trophy Club, Texa
ATTEST:
Town Secretary own of Trophy Club, Texas