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Minutes TC 12/19/2000MINUTES OF TOWN COUNCIL REGULAR TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB DECEMBER 19, 2000 STATE OF TEXAS COUNTY OF DENTON The Town Council of the Town of Trophy Club, Texas met in Workshop Session and Regular Session on Tuesday, December 19, 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 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: Paul Rosenberger Asst. to Town/MUD Managers Shannon DePrater Administrative Assistant Gene Hill Planning & Zoning Chairman Mayor Engelbeck called the Workshop session to order at 6:30 p.m. noting a quorum was present. PLANNING AND ZONING APPLICANT INTERVIEW SESSION MARGARET BEST RODGERS DENNIS SHERIDAN PAUL F. WASKO ADJOURN INTERVIEW SESSION: Mayor Engelbeck adjourned the Workshop session at 7:16 p.m. 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 Page 2 WORKSHOP/REGULAR SESSION December 19, 2000 STAFF AND GUEST(S) PRESENT: Cathy Morgas Jim Buxton David Miller Bill LeGrand Paul Rosenberger Patricia Adams Shannon DePrater Gene Hill District Manager Finance Director Director of DPS Acting Director of Public Works Asst. to Town/MUD Managers Town Attorney Administrative Assistant Planning & Zoning Chairman CALL TO ORDER AND ANNOUNCE A QUORUM: Mayor Engelbeck called the Regular Meeting to order at 7:33 p.m. INVOCATION: Chief Miller gave the invocation. PLEDGE OF ALLEGIANCE TO THE AMERICAN AND TEXAS FLAG: Mr. Ben Brewster 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 ANITEMNOT LISTED ON THE AGENDA. THE COUNCIL WILL HEAR PRESENTATIONS ON SPECIFIC AGENDA ITEMS PRIOR TO THE COUNCIL ADDRESSING THOSE ITEMS: Eddie Price of 1 Cimarron Drive addressed the Council. REPORTS FROM COMMITTEES (FIVE-MINUTE TIME LIMIT): A. EDITORIAL REVIEW BOARD —GENE HILL B. PLANNING & ZONING COMMISSION- GENE HILL C. INFORMATION TECHNOLOGY— JIM BEST D. WAYS AND MEANS COMMITTEE —DAVID NEAL E. COMMISSIONER'S COURT REPORT— BILL LEWIS EDITORIAL REVIEW BOARD—GENE HILL Gene Hill reported that the Editorial Review Board has completed the preliminary editing for the January 1" issue and is now in the planning stage. The final review of articles is scheduled for Friday, December 22 and printing will be on December 29. Mayor Engelbeck thanked the Board for all their help. PLANNING & ZONING COMMISSION- GENE HILL Gene Hill reported that the next Planning & Zoning meeting is to be held on Thursday, December 21" and the platting of the CIA Pool is an agenda item. A discussion of the future platting of the Village @Trophy Club is also slated for this meeting. INFORMATION TECHNOLOGY — JIM BEST Council Member Matthai reported that the Information Technology Committee would be meeting on Thursday, December 21". The committee is continuing their work on the website, with the hope that it will be fully operational within a month or two. Mayor Pro Tem Edstrom also added that the Public Relations Committee would make an announcement once the website is completed. WAYS AND MEANS COMMITTEE — DAVID NEAL No report. Page 3 WORKSHOP/REGULAR SESSION December 19, 2000 COMMISSIONER'S COURT REPORT — BILL LEWIS Chief Miller reported that the Commissioner's Court has voted to approve the Interlocal Agreement for the construction of the emergency access road. Construction should start after the holidays and would take approximately ten days to complete. TOWN COUNCIL TO HEAR A PRESENTATION ON THE COMMUNITY IMPROVEMENT ASSOCIATION PLANS TO BUILD A NEW SWIMMING POOL. THIS PRESENTATION IS ONLY AN UPDATE TO THE COUNCIL REGARDING THE FINANCIAL CONSEQUENCES ASSOCIATED WITH THE POSSIBILITY OF THE TOWN TAKING OVER THE CIA: Neil Twomey reported that the CIA Board formally approved a plan for the construction of the new community pool and recreation area on December 7"i. The construction will include: • Swimming Pool with eight lanes for regulation competitive swimming • Wading Pool with shade structure • Full size lighted basketball court • Two regulation lighted tennis courts • A regulation in-line skating rink • Picnic area • Playground • Fencing • Storage, concession and restroom building • A walkway surrounding complex Beck Properties will transfer the land title to the CIA at completion of the platting, at the CIA's expense Mr. Twomey reported that a Transition Team was formed to evaluate what activities the Town could start overseeing until the CIA contract runs out in 2015. TOWN COUNCIL TO CONSIDER AND ADOPT A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, APPOINTING A CITIZEN TO ONE (1) SEAT ON THE PLANNING AND ZONING COMMISSION FOR THE REMAINDER OF A ONE-YEAR TERM; APPOINTING A CITIZEN TO ONE (1) SEAT ON THE PLANNING AND ZONING COMMISSION FOR THE REMAINDER OF A TWO-YEAR TERM; AND PROVIDING AN EFFECTIVE DATE: Gene Hill recommended all of the three applicants that were interviewed in the Workshop Session. Mayor Pro Tem Edstrom made a motion to discuss the Planning & Zoning appointments. Council Member Matthai seconded. Mayor Pro Tem Edstrom made a motion approving Margaret Best Rodgers to the one-year term and Dennis Sheridan to the two-year term on the Planning & Zoning Commission. Council Member Tweedie seconded: both motions carried unanimously. TOWN COUNCIL TO CONSIDER AND ADOPT A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, APPOINTING A CITIZEN TO ONE (1) SEAT ON THE PUBLIC RELATIONS COMMITTEE FOR A ONE-YEAR TERM; AND PROVIDING AN EFFECTIVE DATE: A. SHEILA PAPIN Mayor Pro Tem Edstrom made a motion to appoint Sheila Papin to the Public Relations Committee. Council Member Smith seconded; motion carried unanimously. Page 4 WORKSHOP/REGULAR SESSION December 19, 2000 TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING AWARD / REJECTION OF BIDS FOR ANNUAL STREET AND CURB REPAIR FOR FISCAL YEAR 2000-2001; CONDITIONAL ACCEPTANCE OF LOWEST RESPONSIBLE BID SUBMITTED BY RANDALL & BLAKE FOR AN AMOUNT NOT TO EXCEED $121,650.00, BASE BID ONLY; AND DESIGNATION OF ALTERNATE LOWEST RESPONSIBLE BID: Chris Clark of 11 Palmetto Court addressed the Council. Council Member Huizenga made a motion to accept Randall & Blake's bid for street and curb repair for the fiscal year 2000-2001. Mayor Pro Tent Edstrom seconded. After further discussion, Council Member Huizenga withdrew his motion and Mayor Pro Tem Edstrom withdrew her second. Council Member Huizenga restated his motion to recommend that the Town accept Randall & Blake's bid as a responsible and acceptable bidder as the lowest bid for street repairs and also in the event they could not execute a contract or perform the contract, the Town would like to approve Ed A. Wilson, Inc. as the second lowest bidder. Mayor Pro Tem Edstrom seconded; motion carried unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING THE APPOINTMENT OF A CHAIRMAN AND VICE CHAIRMAN FOR THE PARKS AND RECREATION COMMITTEE: Paul Rosenberger introduced this agenda item explaining that in the new Parks and Recreation Committee Ordinance, the Council must approve the Chairman and Vice Chairman positions. The Committee has selected the positions and the Council must approve. Council Member Matthai made a motion to approve Billy Hughes as Chairman and Dan Gordon as Vice Chairman. Council Member Huizenga seconded; motion carried unanimously. TOWN COUNCIL TO CONSIDER AND APPROVE MINUTES OF DECEMBER 5, 2000 WORKSHOP AND REGULAR TOWN COUNCIL MEETING: Mayor Pro Tem Edstrom made a motion to approve the December 5, 2000 minutes as written. Council Member Smith seconded; motion carried unanimously. REPORTS AND COMMENTS: A. STAFF Jim Buxton reported that the auditors are here through Friday, December 22"d Cathy Morgas reported: • The TNRCC draft of the Town's Waste Water Treatment Plant was received and all changes need to be returned by January 4`h, 2001. She is in the process of comparing the new one with the old one for any major changes. • There were two major repairs made today — one at 122 Carnoustie and the other at Trophy Club Drive and Camoustie. • The W WTP Study is deeply and heavily involved. The technical memorandum has been reviewed and hopes to have a presentation to the Master District in January as to what direction needs to be taken - maintain by MUDS, contract out or upgrade. • Water Study is going slowly. Study will make the determination of when in the near future we will need a new elevated tank or ground storage facility. • An inflow/infiltration analysis study is an internal study at this point in time. This study is looking at outsourcing or doing in-house and the costs of each. Page 5 WORKSHOP/REGULAR SESSION December 19, 2000 • A project timeline was developed and is available to everyone. Every staff/department needs to keep this updated to show what direction each project is taking when major steps are anticipated. Chief Miller publicly thanked the Mayor for speaking at the DARE graduation on December 15ih. He also wanted to thank Sheriff Lucas for loaning a DARE Officer to assist in program facilitated and getting the program finished in a timely manner. Officer Grassman will be attending the State Certification for DARE trainees on January 8", 2001. Chief Miller also reported that he had received the ruling from the Federal Magistrate today on the Jeffrey Dickson lawsuit, he has separated the city from the lawsuit with prejudice which means she's not allowed to re file, she has ten days to file an appeal to the lawsuit, but at this time the courts have found in favor of Trophy Club. Chief Miller also thanked Commissioner Carter for his instrumental help in the emergency access road construction. Shannon DePrater and Patricia Adams had no reports. Paul Rosenberger reported that Charter Communications contacted him last week and said they wanted to proceed with renegotiations for the cable franchise. Bill Matthai and Dick Hobday were notified and the three have sat down and discussed how they want to proceed with this issue. Mr. Rosenberger also stated that he had received a letter from Charter stating they were going to do away with the TV receivers, for many customers, and will be having a channel lineup change and there will be a fee increase associated with these changes. Mr. Rosenberger has asked Sherry Geamer to come to the January 2"d meeting to address these issues and she has agreed. Bill LeGrand announced that the Public Works Committee has met numerous times and the last Workshop Session was very productive. The Committee should have a report to the Council early January. Mr. LeGrand also reported that the Public Works Department has been getting inundated with telecommunications wanting permits to burying cable in Trophy Club, he is trying to get a clarification. Tree recycling will be held at McCombs fields from December 29 to January 10. Please remove the bases, tinsel, balls and wrapping paper. Mayor Pro Tem Edstrom suggested putting the tree recycling information in the Keller Citizen and the Ft. Worth Star Telegram. B. COUNCIL MEMBERS Council Member Tweedie reported that she had been asked to request the Department of Public Safety Reports be placed in the Around the Town newspaper. Chief Miller and Gene Hill stated that they would discuss this with Beth Ann Gregory. Council Member Smith relayed that he enjoys serving with the Council, Staff and Volunteers and that we have had a pretty good year and will have a better one next year. Mayor Pro Tem Edstrom reported that Mayor Engelbeck presented a sign to the 2000°i Tree planter on Creekside Drive. She also listed the Christmas Lighting Contest winners and reported that Chloe Burleson had suffered a heart attack while on her Make a Wish trip and was rushed to Denver and placed on the transplant list. Council Member Huizenga stated that it was a good idea to include a MUD liaison to the Public Works Committee. Council Member Huizenga wanted to make it clear that street repair discussions do not reflect that there is not a plan - there is a plan. He also thanked Neil Twomey for his CIA presentation. Council Member Matthai stated that an interesting year is to come. He thanked Paul Rosenberger for all his work on the Utility Franchise Committee. The committee is working on lots of activities in a relative short time. Cable survey to be completed in January. Council Member Matthai also reported on the cellular companies coming in, wanting to bury lines. Dan Boutwell, the Town Planner will be updating our Ordinances in reference to these requests. He also thanked Dick Hobday for all his work on the Utility Franchise Committee. Page 6 WORKSHOP/REGULAR SESSION December 19, 2000 Mayor Engelbeck reported that the P Monday in January would reflect the change of meetings dates. The Council's next meeting is scheduled for January 2"d and will be the Annual Founders' Day and all are welcome to attend. Mayor Engelbeck also relayed that we have had an interesting year. ADJOURN: Mayor Pro Tem made a motion to adjourn at 9:14 p.m. Council Member Huizenga seconded; motion carried unanimously. Mayor, Town of Trophy Club, Texas A Town Secretary,/I'own of Trophy Club, Texas