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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