Minutes TC 09/21/2000 - Joint SessionMINUTES OF JOINT WORKSHOP SESSION
TOWN COUNCIL
AND
MUNICIPAL UTILITY DISTRICT NO.
AND
MUNICIPAL UTILITY DISTRICT NO. 2
FOR THE
TOWN OF TROPHY CLUB
SEPTEMBER 21, 2000
STATE OF TEXAS
COUNTY OF DENTON
The Town Council of the Town of Trophy Club, Texas met in a Joint Workshop Session on
Thursday, September 21, 2000. The meeting was open to the public.
JOINT WORKSHOP SESSION
TOWN COUNCIL MEMBERS PRESENT:
Marshall Engelbeck
Mayor
Susan Edstrom
Mayor Pro Tem
Barry Huizenga
Council Member
Bill Matthai
Council Member (left meeting at 9:35 a.m.)
Scott Smith
Council Member
Barb Tweedie
Council Member
STAFF AND GUEST(S) PRESENT:
Donna Welsh
Diane Cockrell
Cathy Morgas
Jim Buxton
Bill Chavez
Bill LeGrand
Paul Rosenberger
Town Manager
Town Secretary
MUD Manager
Finance Director
Director of Public Works
Asst. Director of Public Works
Assistant to Town Manager/MUD Manager
MUNICIPAL UTILITY DISTRICT NO. 1 MEMBERS PRESENT
Dean Henry President
Wesley W. Obermeier Vice President
Jim Base Sec/Tres
John "Dave" Robison Director
MUNICIPAL UTILITY DISTRICT NO.2 MEMBERS PRESENT
James P. Budarf Vice President
Carol Ann Borges Sec/Treas
Walter Fitzpatrick
Director (arrived at 9:10 a.m.)
CALL TO ORDER AND ANNOUNCE A QUORUM:
This meeting was called to order at 9:04 a.m. noting a quorum was present.
Page 2 JOINT WORKSHOP SESSION September 21, 2000
MUD 1 called to order by Dean Henry
MUD 2 did not have a quorum and will call to order when a quorum is present
Town Council called to order by Susan Edstrom
MUD 2 called to order at 9:10 by James Budarf
TOWN COUNCIL, MUD 1 AND MUD 2 TO HEAR PRESENTATIONS:
A. FIRE STATION MAPPING PROJECT (Greg Tucker, Fire Chief)
B. EMERGENCY MANAGEMENT PLAN (Greg Tucker)
C. PUBLIC WORKS/MUD PROGRAMS: INCLUDING STREET REPAIRS (Bill Chavez,
PW Director)
D. UPDATING FIVE YEAR PLAN FOR MUNICIPALITIES (Future Planning) (Donna
Welsh, Town Manager)
Cathy Morgas, District Manager opened the meeting and explained the timeframe for the day.
Ms. Morgas gave an overview of a Master Plan including Regionalization, Storm Water
Management (EPA), GASB 34 (Mandatory by 9/30/03), Growth issues;
Internal external factors
Effects on water/sewer
Facilities /infrastructure
DPS F.D. Future Station
Employee needs
Maintain/Improve on OSO Rating
Emergency Management
Creative Revenue Sources
Unity of governmental Entities
Same end result (consolidation)
Work together on the vision for our community
A. FIRE STATION MAPPING PROJECT PRESENTATION:
Chief Tucker explained the fire station mapping project. Homeowner's insurance rates are set
according to ISO ratings for Fire departments and response time has a great effect on this rating.
The locations shown in the mapping plan shows 1.5 -mile radius for coverage. There are many
factors that could change the needs for the coverage area. This plan is developed around current
building trends.
B. EMERGENCY MANAGEMENT PLAN
Chief Tucker shared that last week there was an Emergency Management meeting and a short
quazi-table top disaster drill. There are many shared employees that would be involved if there
were a disaster. Mitigation, preparedness, response and recovery are the four parts of a disaster.
C. PUBLIC WORKS/MUD PROGRAMS: INCLUDING STREET REPAIRS
Bill Chavez presented the Public Works Standard Operating Procedures, Department Policies,
and Monthly Safety Training, GASB 34 (Government Accounting Standards Board) requirement
for all public entities to report the condition of its infrastructures and to have ongoing
infrastructure maintenance and condition assessment programs. All capital assets will be required
to be reported and maintained. Attached is Bill Chavez's report:
Page 3 JOINT WORKSHOP SESSION September 21, 2000
Fiscal Year 2001 Public Works Programs and Initiatives
• Standard Operating Procedures
o Will direct consistent operations and responsibilities.
o Will provide standard details for various types of work, such as utility repairs in
streets, and under sidewalks.
o Will address safety procedures.
• Department Policies
o Will inform and educate personnel of department responsibilities.
o Will inform and educate personnel of individual responsibilities.
o Will delineate specific responsibilities of the department.
• Monthly Safety Training
o Each month a certified safety expert will show videos for training, and education.
Topics to be covered are handling and storage of chemicals, trench safety, ladder
safety, and First Aid. Documentation will be given by the instructor to each
person that receives the training. One copy will go in each employees personnel
file.
• GASB 34
o GASB 34 will require all public entities to report the condition of its
infrastructures and to have ongoing infrastructure maintenance and condition
assessment programs.
o Public Works has ordered material on GASB 34 and will be updating
management and planning for this mandate.
• Possible MUD Costs for Street Repairs
o Currently, the Town has allocated $222K for bond program street design, of this
cost the MUD share is estimated to be approximately $32K.
o For a $3 million street repair program the MUD'S costs is estimated to be
approximately $454K.
Currently, the Town has also allocated $150K for immediate street repairs. The
cost to the MUD is estimated to be $23K.
Mr. Chavez addressed street repair costs that would require the MUDs financial involvement. A
water distribution model to identify areas for loop construction and location of elevated storage is
being developed by Carter and Burgess.
The Wastewater Study scope -of -work is being developed by staff working with Camp Dresser &
McKee.
In response to the reconstruction of State Highway 114 and the restriction of eastbound traffic
from Trophy Club Drive a Emergency access road would be installed to aid in response time for
Westlake. The access road would be located between Indian Creek Drive and State Highway 114
at Troon Creek and will be for emergency vehicles use only.
D. UPDATING 5 YEAR PLAN FOR MUNICIPALITIES (FUTURE PLANNING)
Donna Welsh, Town Manager explained the Strategic Financial Planning:
➢ Long range mission statements
➢ Anticipated programs
➢ Personnel needs
"r Operational needs
➢ Capital expenses
We are currently at a population of 7,300 with 56 employees.
Page 4 JOINT WORKSHOP SESSION September 21, 2000
Ms. Welsh also gave an update on the Sprint Tower. In Trophy Club there are dead spots that are
a detriment to our emergency personnel. The MUDS will be reviewing this proposal. A fee of
$150,000 in lieu of a yearly lease rate for a twenty-five year time period was originally
negotiated.
TOWN COUNCIL, MUD 1 AND MUD 2 TO DISCUSS MASTER PLANNING:
A. LIAISONS FROM TOWN TO MUD AND MUD TO TOWN
B. THE POSSIBILITY OF FUTURE MUDS
C. NEW MASTER DISTRICT CONTRACT
D. FUTURE RESPONSIBILITIES REGARDING NEW AND REPLACEMENT
INFRASTRUCTURE
i. STORM DRAIN LINES
ii. WATER LINES
iii. SEWER LINES
iv. MAJOR WWTP PLANT RENOVATIONS AND/OR UPGRADES
v. BUILDING NEW WATER STORAGE TANKS
A. LIAISONS FROM TOWN TO MUD AND MUD TO TOWN
Cathy Morgas explained that there is a need for a MUD member to attend Council Meetings and
a Council member to attend the MUD meetings.
ADJOURN FOR LUNCH:
At 11:25 p.m. the three entities took a break for lunch and resumed the meeting at 12:35 p.m.
CALL TO ORDER:
Dean Henry resumed the meeting at 12:35 p.m.
B. THE POSSIBILITY OF FUTURE MUDS
The MUD Boards expressed concern to the Council that they do not want a new MUD to be
developed in the town. The MUD Board members asked if there could be a contractual agreement
between the town and MUDS prohibiting an additional MUD. Staff will research the records to
see if there is a record that states that no future MUDS will be developed.
C. NEW MASTER DISTRICT CONTRACT
Creates a board for the MUDS to work together like the Trophy Club Westlake DPS contract.
Robert West, MUD 1 Attorney gave a history of the MUDs. The Master District Contract was
signed in 1982, it is a developer agreement. The town was incorporated in 1985. The town could
at any time annex Mud 2 but it cannot do that with MUD I because Solana is in the town of
Westlake and also is in MUD 1, so the town cannot annex a part of another town unless that town
wants the area to be annexed. There would be a large difference in the tax base for MUD 1
residents if MUD 1 lost the Solona complex (their taxes would increase drastically). Mr. West hay
written a new Master District Contract at the direction of the Master District Committee. The old
Master District Contract was a contract with the developers. The new contract is written between
the MUDS and acknowledges the Town of Trophy Club and also the Town of Westlake because
of the joint DPS contract. The MUD Boards ask if a copy of the bankruptcy contract be given to
both MUD Boards.
Page 5 JOINT WORKSHOP SESSION September 21, 2000
D. FUTURE RESPONSIBILITIES REGARDING NEW AND REPLACEMENT
INFRASTRUCTURE:
Storm drain lines
Water lines
Sewer lines
Major WWTP plant renovations and /or upgrades
Building new water storage tanks
TOWN COUNCIL, MUD 1 AND MUD 2 TO DISCUSS POSSIBLE ALTERNATIVES TO
THE RENOVATION OF THE WWTP
Alternatives are being investigated regarding the two million dollar renovation. We have
investigated outsourcing. Connie White explained that TRA is a cooperative organization
between cities. There are two options: you can contract for services, or you can buy in to their
organization by paying an amount as if you joined originally.
TOWN COUNCIL, MUD 1 AND MUD 2 TO DISCUSS OTHER MATTERS:
A. SETTING POLICY FOR REQUESTED CONTRIBUTIONS TO CHARITIES AND
OTHER ORGANIZATIONS OUTSIDE OF THE MUDS
B. MUD BILLING RELATING TO TRASH BILLING; SPORTS ASSOCIATION
BILLING; CREDIT CARD BILLING (Jim Budarf)
A. SETTING POLICY FOR REQUESTED CONTRIBUTIONS TO CHARITIES AND
OTHER ORGANIZATIONS OUTSIDE OF THE MUDS.
Cathy Morgas explained that she had received several requests for donations. Robert West
explained that there are specific areas that MUDs are allowed to give contributions to.
Contributions are limited to land easements or recreations. Each request should be considered on
an individual basis. Robert West and Cathy Morgas will bring a proposal for this to the MUDS.
B. MUD BILLING RELATING TO TRASH BILLING, SPORTS ASSOCIATION
BILLING; CREDIT CARD BILLING:
Jim Budarf explained that he asked if we could keep credit card numbers for water customers on
file for the resident's convenience. Jim Buxton said that we are investigating draft possibilities.
There was also discussion of the volunteer contribution to be added to the water bill.
The directors asked that this meeting can be done quarterly in the future.
Dave Robison made a motion to adjourn Wayne Obermeier seconded, motion carried
unanimously. Walter Fitzpatrick made a motion to adjourn Carol Borges seconded, motion
carried unanimously.
ADJOURNMENT WORKSHOP SESSION:
The meeting adjourned at 2: 23 p.m.
Page 6 JOINT WORKSHOP SESSION September 21, 2000
Mayor, Town of Trophy Nub, Texas
ATTEST:
Town 9-ecretarqyown of Trophy Club, Texas