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Minutes TC 06/20/2000 - Joint SessionMINUTES OF TOWN COUNCIL / WAYS & MEANS COMMITTEE BUDGET WORKSHOP REGULAR TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB JUNE 20, 2000 STATE OF TEXAS COUNTY OF DENTON The Town Council of the Town of Trophy Club, Texas met in regular session on Tuesday, June 20, 2000. The meeting was held within the boundaries of the Town and was open to the public. TOWN COUNCIL MEMBERS PRESENT: Marshall Engelbeck Susan Edstrom Barry Huizenga Bill Matthai Scott Smith Barb Tweedie STAFF AND GUEST(S) PRESENT: Donna Welsh Diane Cockrell Cathy Mor. -as Jim Buxton Bill Chavez Bill LeGrand David Neal Billy Hughes Dick Hobday Gene Hill Chris Clark WORKSHOP SESSION Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member Town Manager Town Secretary MUD Manager Finance Director Director of Public Works Asst. Director of Public Works Chairman Ways & Means Parks & Recreation Chairman Utility Franchise Chairman Planning and Zoning Commissioner Utility Franchise Committee Member WORKSHOP SESSION CALL TO ORDER AND ANNOUNCE A QUORUM. Mayor Engelbeck called the workshop to order at 6:06 p.m., noting a quorum was present. BUDGET WORKSHOP WITH WAYS & MEANS COMMITTEE TO DISCUSS FISCAL YEAR 2000/2001.(To be continued if needed at Workshop Session following this Council Meeting) Jim Buxton, Finance Director explained that we hope to accomplish the following in this meeting: please remember that this is a first draft for discussion. We need to get an idea of the expected revenues and expenses and discuss how those expenses can and will be paid. Some of the items are tightly connected to. the Bond Issues. If the Bonds are approved by Trophy Club voters there will be items that will be pulled from the Budget and will go over and become part of the Bond Package. We need to remember that this is a rough draft and this is the first Workshop. The Budget has been drafted mostly by the Committees this year with the help of the staff. Page 2 Workshop/Regular Session June 20, 2000 Mayor Engelbeck expressed that in his opinion the number one priority we have in this Town is to maintain the infrastructure that we have. We have had reports for the last three years that the streets in Town need an extensive amount of repairs. We have had three streets to collapse in the last year— one of which we could not repair because of the $300,000 cost. The Council, Staff and Committee Members discussed the handouts. Mayor Pro Tem Edstrom asked for details on the Information Services budget regarding workstations, funds designated for Enpoint ,a breakdown in the amount of increases for cost of living and forjob transfer or reassignments and for Organizational Charts. Council Member Smith asked for the total dollar amount that the increased employee retirement will be. DISCUSSION OF APPOINTMENTS FOR BOARDS, COMMISSION AND COMMITTEE MEMBERS. ADJOURN WORKSHOP SESSION Workshop adjourned at 7: 27 p.m. TOWN COUNCIL MEMBERS PRESENT: Marshall Engelbeck Susan Edstrom Barry Huizenga Bill Martino Scott Smith Barb Tweedie STAFF AND GUEST(S) PRESENT: REGULAR MEETING Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member Donna Welsh Town Manager Diane Cockrell Town Secretary Cathy Morgas MUD Manager Jim Buxton Finance Director Bill Chavez Director of Public Works Bill LeGrand Asst. Director of Public Works CALL TO ORDER AND ANNOUNCE A QUORUM Mayor Engelbeck called the regular meeting to order at 7:37 p.m. noting a quorum was present. INVOCATION: David Miller, Director of Public Safety gave the invocation. PLEDGE OF ALLEGIANCE TO THE AMERICAN AND TEXAS FLAGS: Bill Lewis led the pledges. REPORTS FROM COMMITTEES (FIVE-MINUTE TIME LIMIT). Page 3 Workshop/Regular Session June 20, 2000 ECONOMIC DEVELOPMENT CORPORA TION—DAVID GARLITZ, PRESIDENT Taking applications for funding and working with Public Relations and are incorporating efforts with the Chamber of Commerce. PUBLIC RELATIONS COMMITTEE — JODI ASHBY, VICE CHAIRMAN Working with the Chamber and EDC, Trees 2000 there have been over 600 planted. Working on becoming a Tree City. July 4`s invitations have been received and having good feedback. Looking forward to a great day. Mayor Pro Tem Edstrom will be calling fellow Council Members for the dunking booth. A hat was shown that will be sold at the July 4°i festivities in addition to t -shirts. PUBLIC WORKS COMMITTEE — NESTOR KARLIS, CHAIRMAN Council Member Huizenga reported ongoing discussion of trash and recycling. Also discussing hazardous waste disposal coming to town once a year. PARKS & RECREATION— BILLY HUGHES, CHAIRMAN The Committee had a meeting last night. Talked about Skyline Park, need input from staff and Council regarding this oddly shaped parked. Mayor Engelbeck said we should check the dedication. Cathy Morgas added that this was to be used as a gateway to Corp property in the future. Discussed parkland dedication. UTILITY FRANCHISE COMMITTEE—RICHARD HOBDAY, CHAIRMAN Some time ago we talked to the Council about a survey regarding Charter Cable service. Yesterday we had a meeting of 25 people for three focus groups. Major kinds of things came out of the meetings. Everyone hates the cable boxes. COMMISSIONER'S COURT REPORT— BILL LEWIS Reported on the June 13`' meeting regarding the Realignment of Precinct 4 and 7. Bill Lewis asked if we had the realignment on our Town Council Agenda for discussion. The result of the meeting was that District 7 was resolved. Mr. Lewis feels that this will come before the Commissioners Court again. A RESOLUTION OF THE TOWN OF TROPHY CLUB, TEXAS, SUPPORTING IMPROVEMENTS TO FM 1938 INTERCHANGE AT SH 114 AND FM 938 ROAD WAY IMPROVEMENTS FROM SH 114 TO SH 1709; REQUESTING PARTICIPATION BY THE TEXAS DEPARTMENT OF TRANSPORTATION TO DEDICATE FUNDS AND EXPEDITE IMPROVEMENTS; PROVIDING A SAVINGS CLAUSE; AND PROVIDING AN EFFECTIVE DATE. Mayor Pro Tem Edstrom made a motion to pass the Resolution as written. Council Member Tweedie seconded. Motion carried, unanimously. Mayor suggested a task force headed by David Miller and Bill Chavez regarding the traffic Bow, impact and Town policies regarding the construction of Highway 114 closing the east bound traffic out of Trophy Club from Trophy Club Drive. Council Member Huizenga offered to be a part of the task force and expressed a concern for Westlake emergency services. A change order needs to be expedited by TXDOT. Page 4 Workshop/Regular Session June 20, 2000 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, APPOINTING CITIZENS TO THREE (3) SEATS ON THE PLANNING AND ZONING COMMISSION, FOUR (4) SEATS ON THE ZONING BOARD OF ADJUSTMENTS, TWELVE (12) SEATS ON THE PUBLIC RELATIONS COMMITTEE, TWO (2) SEATS ON THE WAYS & MEANS COMMITTEE, THREE (3) SEATS ON THE EDITORIAL REVIEW BOARD, SEVEN (7) SEATS ON THE INFORMATION SYSTEM/ INFORMATION TECHNOLOGY COMMITTEE, FIVE (5) SEATS ON THE PUBLIC WORKS COMMITTEE, TWO (2) SEATS ON THE UTILITY FRANCHISE COMMITTEE, AND SEVEN (7) SEATS ON THE PARKS AND RECREATION COMMITTEE; AND PROVIDING AN EFFECTIVE DATE. Mayor Englebeck asked that the Council table the Planning and Zoning appointments until July 18,2000. Appoint Gene Hill as Chairman of the Planning and Zoning Commission. Council Member Huizenga moved to appoint Gene Hill as Chairman of the Planning and Zoning Commission. Council Member Matthai seconded; motion carried unanimously. Mayor Pro Tem Edstrom moved to delay the other Planning and Zoning appointments until to July 18, 2000. Council Member Tweedie seconded; motion carried unanimously. Mayor Pro Tem Edstrom moved that the following appointments to the Zoning Board of Adjustments: David Bettis, Darin Davis, Bettye Dayton and Roger Unger. Council Member Matthai seconded; motion carried unanimously. Mayor Pro Tem Edstrom moved to appoint the following to the Public Relations Committee: Carol Brown, David Crompton, Darin Davis, Ronnie Engelbeck, Donna Krauss, Maryann Michaelson, Robert Petrach, Jennifer Winmill, Jodi Ashby and Kathleen Watson. Council Member Matthai seconded, motion carried unanimously. Mayor Pro Tem Edstrom moved that the following appointments to the Ways and Means for two seats for two year terms: David Neal and Neal Twomey. Council Member Matthai seconded; motion carried unanimously. Member Matthai moved that the following appointments to the Editorial Review Board: Robert Downey, Gene Hill and Cyndi Huizenga. Council Member Smith seconded; Council Members Tweedie, Matthai, Smith and Mayor Pro Tem Edstrom voting for the motion and Council Member Huizenga abstaining. The motion carried 4 for with 1 abstention. Council Member Matthai moved to appoint the following to the Information System/Information Technology Committee: Jim Best, Linn Brown, Adam Gerety, Connie Shaw and John Taber. Council Member Tweedie seconded, motion carried unanimously. Discussion regarding a committee member telling a staff member that he/she is gathering data and has a personal agenda as being a member of this Committee. Council Member Matthai has had a discussion with this person and thinks that there was a misunderstanding. Council Members Matthai and Smith voted for the motion with Mayor Pro Tem Edstrom and Council Members Tweedie and Huizenga abstaining. Motion carried 2 — 0 with three abstentions. Council Member Huizenga moved to appoint the following to the Public Works Committee: Steven Beebee, Riley Mills, Robert Tate, Nestor Karlis, Margaret Rodgers and John Fox. Council Member Smith seconded, motion carried unanimously. Council Member Smith moved to appoint the following to the Utility Franchise Committee after drawing straws: Richard Hobday and Melinda Cline to a two year term each — leaving Chris Clark to serve a one year term, Mayor Pro Tem Edstrom seconded, motion carried unanimously. Page 5 Workshop/Regular Session June 20, 2000 Council Member Tweedie moved to appoint the following to the Parks and Recreation Committee: Julie Chambers, Dan Gordon, Billy Hughes, Frank Melena, Sally Michalak, and Pauline Twomey Mayor Pro Tem Edstrom seconded, motion carried unanimously. CONSENTAGENDA: 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. MINUTES OF JUNE 6, 2000 REGULAR TOWN COUNCIL FINANCIAL REPORTS ENDING APRIL 30, 2000 Council Member Mayor Pro Tem Edstrom made a motion to approve the Consent Agenda items as written. Council Member Huizenga seconded. Motion carried, unanimously. REPORTS AND COMMENTS: STAFF Director of DPS Miller reported that the Officer on duty last night interrupted a burglary in process at Beck Intermediate and three suspects were apprehended. Monday June26th at 9am a "Reverse 911" demonstration will be made to the DPS Board.Council Members are welcome to observe. Jim Buxton, Finance Director informed the Council that installation of new software has began. Water billing will cut over July 50' and the change over is moving along. Code Enforcement is in and Permits are being installed next month. Cathy Morgas, MUD Manager added that Trophy Club MUD is a partner is a part of Netcrews (North East Tarrant County Water System the loop between Keller, Southlake and Trophy Club . A new water loop on the westside of Town. Diane Cockrell, Town Secretary reported that we are still trying to fill the position of Administrative Assistant and Ballots are in for bond issue. Bill Chavez, Director of Public Works, reported going to develop a plan for an engineer to study the waste water renovation plant project as far as capacity, permitting and ammonia level control. Donna Welsh, Town Manager, added that the staff is working on budget, hopefully the DPS Budget will be approved on Monday. The new ambulance is here and is out front for viewing. COUNCIL MEMBERS Council Members Matthai asked about the Walgreen project. The Utility Franchise Committee is working on the cable franchise agreement and they have completed the right of way project. Council Members Huizenga asked that it be made clear to Cody Pletz that the progress of the construction at the Tom Thumb work site is not working the hours allowed by Ordinance and are not taking advantage of the extended hours. Cathy Morgas added that there have been two major backups at the Tom Thumb site, one of the problems was that they did not have the manhole covered and we have had some construction issues at that construction site. Council Member Huizenga asked that a letter be sent to inform Mr. Pletz that the hold up on that construction site is not due to the building restrictions of Trophy Club. Page 6 Workshop/Regular Session June 20, 2000 Mayor Pro Tem Edstrom on public services wants to ensure that the lights were up before School Starts on August 7`h. Council Member Smith reported that the applications project process for EDC is new and hope it will work. Council Member Tweedie liked the employees name being on Bill Chavez's project report. Would like to know of problems like the one mentioned about the IS/IT Conmittee before the Council Meeting. ADJOURNMENT: At 9:01p.m. Mayor Pro Tem Edstrom made a motion to adjourn. Council Member Huizenga seconded; the motion carried unanimously. WORKSHOP SESSION No workshop was held session. V vV\C Mayor, Town of Trophy iClub, Texas ATTEST: zL 11",al Town Secretary, town of Trophy Club, Texas