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Minutes TC 02/05/2001MINUTES OF WORKSHOP/PUBLIC HEARING/ REGULAR TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB FEBRUARY 5, 2001 STATE OF TEXAS COUNTY OF DENTON The Town Council of the Town of Trophy Club, Texas met in Workshop Session, Public Hearing and Regular Session on Monday, February 5, 2001. 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 STAFF AND GUEST(S) PRESENT: Donna Welsh Diane Cockrell Bill LeGrand Paul Rosenberger Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member Town Manager Town Secretary Acting Director of Public Works Asst. to Town/MUD Managers UTILITY FRANCHISE COMMITTEE MEMBERS PRESENT: Richard Hobday Chair Melinda Cline Vice Chair Margi Cantrell Committee Member Bob Downey Committee Member Nestor Karlis Committee Member CALL TO ORDER AND ANNOUNCE A QUORUM. Mayor Engelbeck called the Workshop session to order at 6:31 p.m. noting a quorum was present. TOWN COUNCIL TO OBSERVE A PRESENTATION BY THE UTILITY FRANCHISE COMMITTEE REGARDING THE FINDINGS OF THE CABLE SERVICES SURVEY. Council Member Matthai presented the survey. Dick Hobday, Chair, introduced Melinda Kline, Vice Chair, Margi Cantrell, Bob Downey and Nestor Karlis (liaison from the Public Works Committee). Bob Downey introduced focus groups, outages, complexity, cost/value and converter (set up) box. Melinda Kline gave the purpose of the study. Margi Cantrell introduced the findings and conclusions, 2012 persons were surveyed and 440 responded, 93% said they don't like the converter boxes, 76% expected a good value, 670/o said they were not getting good value. The committee reported that there is a high level of dissatisfaction with Charter Communications, the current cable provider. The specific areas receiving low grades were customer service, the requirement for set-top converters for most services, reliability, and overall value. The on-site office received high marks from the survey respondents. Page 2 WORKSHOP AND REGULAR SESSION February 5, 2001 The residents indicated that, in the future, they most want uninterrupted services with high quality signal, good value, various package options, and better communications between the provider and the customers. The features least wanted are the requirement for set-top receivers, the current tier of offerings, pay-per-view, and high-tech offerings such as cable modems (unless the reliability and quality issues are addressed). The Committee recommended that, as a "quality of life" issue, the Town should define more specifically the quality standards and service requirements that will be levied on future franchisees which could be expressed as Customer Service and Quality Assurances Ordinances. In addition, the Council should enact a Rights -of -Way Ordinance that requires appropriate activity in the Town rights-of-way and on citizen property easements, to the extent of the law. Also recommended was a quarterly review by the Council which would include reports submitted by the company providing the cable service, tracking data that the Town develops as indicators of satisfactory performance, measuring customer needs, interest and the cable provider's performance, exit surveys, customer activity follow-up appraisals and letters of complaint submitted to the Town and the cable companies. G]711ZID1.7�\5Y0 N:6ys(1]�y I[Y.Y(I]� Mayor Engelbeck adjourned the Workshop Session at 7:36 p.m. REGULAR SESSION — 7:30 P.M. 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 Morgas Jim Buxton Bill LeGrand Paul Rosenberger David Miller Greg Tucker Patricia Adams Gene Hill Kerin Fleck Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member Town Manager Town Secretary District Manager Arrived at 8:15 p.m. Finance Director Asst. Director of Public Works Asst. to Town/MUD Managers Director of DPS Deputy Director of DPS Town Attorney Planning and Zoning Chairman Planning and Zoning Coordinator CALL TO ORDER AND ANNOUNCE A QUORUM: Mayor Engelbeck called the Regular Meeting to order at 7:45 p.m. INVOCATION: Chief Miller gave the invocation. PLEDGE OF ALLEGIANCE TO THE AMERICAN AND TEXAS FLAG: Chief Tucker led the pledges. Page 3 WORKSHOP AND REGULAR SESSION February 5, 2001 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 AC'T'ION ON OR DISCUSS ANY PRESENTATIONS MADE TO THE COUNCIL AT THIS TIME CONCERNING AN ITEM NOT LISTED ON THE AGENDA. THE COUNCIL WILL HEAR PRESENTATIONS ON SPECIFIC AGENDA ITEMS PRIOR TO THE COUNCIL ADDRESSING THOSE ITEMS. Matt Bullard of 1 Cimarron Court and Eddie L. Price of 1 Cimarron Drive addressed the Council PUBLIC HEARING TOWN COUNCIL TO CONDUCT A PUBLIC HEARING RELATIVE TO THE FOLLOWING: Mayor Pro Tem Edstrom made a motion to open the Public Hearing at 7:53 p.m. Council Member Matthai seconded, motion carried unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING A SITE PLAN FOR A 6.000 ACRE TRACT OF LAND ZONED CR COMMERCIAL RECREATION, LOCATED TO THE NORTH OF THE LAKES OF TROPHY CLUB EAST OF PARKVIEW DRIVE AND SOUTH OF MARSHALL CREEK ROAD. Harry Dayton of 103 Fairway Village and Roger Williams of 215 Phoenix Drive addressed the Council. TOWN COUNCIL TO CLOSE PUBLIC HEARING. Council Member Edstrom made a motion to close the Public Hearing at 8:00 p.m. Council Member Matthai seconded, motion carried unanimously. TOWN COUNCIL TO RECONVENE INTO REGULAR SESSION. REGULAR SESSION Mayor Engelbeck moved the following agenda item forward, to be discussed next TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING A SITE PLAN FOR A 6.000 ACRE TRACT OF LAND ZONED CR COMMERCIAL RECREATION LOCATED TO THE NORTH OF THE LAKES OF TROPHY CLUB EAST OF PARKVIEW DRIVE AND SOUTH OF MARSHALL CREEK ROAD. Gene Hill introduced this agenda item and discussed the facility Planning and Zoning passed with unanimous vote. Recommended for approval. Council Member Smith has a problem with the basketball facilities and tennis courts being built by the Schools across the street and at the park. Town Attorney Patricia Adams explained that it meets the requirements of the Ordinance the Council must pass. Mayor Pro Tem Edstrom made a motion to approve the site plan for a 6.000 -acre tract of land zoned CR Commercial Recreation. Council Member Matthai seconded, motion carried unanimously. REPORTS FROM COMMITTEES (FIVE-MINUTE TIME LIMIT). A. ECONOMIC DEVELOPMENT CORPORATION — JAMES HICKS B. PUBLIC RELATIONS COMMITTEE — JODI ASHBY, CHAIRMAN C PUBLIC WORKS COMMITTEE— NESTOR KARLIS, CHAIRMAN D. PARKS & RECREATION — BILLY HUGHES, CHAIRMAN E. UTILITY FRANCHISE COMMITTEE —RICHARD HOBDAY, CHAIRMAN ECONOMIC DEVELOPMENT CORPORATION — JAMES HICKS Jim Buxton reported that the EDC would be meeting on the 12`s and would come back to the Council with recommendations for two vacancies. Page 4 WORKSHOP AND REGULAR SESSION February 5, 2001 PUBLIC RELATIONS COMMITTEE — JODI ASHBY, CHAIRMAN Mayor Pro Tem Edstrom reported that the Public Relations Committee is working on a send off for the Medlin Band for the State Championships. The send off is Thursday, February 8°' at 2:30 p.m. all residents are invited. PUBLIC WORKS COMMITTEE — NESTOR KARLIS, CHAIRMAN Nestor Karlis reported that the Committee has had recommendations from professionals at Teague, Nall & Perkins regarding the street repairs. PARKS & RECREATION — BILLY HUGHES, CHAIRMAN No report. UTILITY FRANCHISE COMMITTEE — RICHARD HOBDAY, CHAIRMAN Dick Hobday presented the cable report in tonight's Workshop. Adam Gerety, of the Information Technology Committee reported that the Committee is looking for information on committees. TOWN COUNCIL TO OBSERVE AND DISCUSS PRESENTATION BY COUNCIL MEMBER HUIZENGA REGARDING THE DETAILED FINANCING AND PLANS FOR THE BOND MONEY AND BUDGET FOR STREET REPAIRS. Council Member Huizenga introduced his proposal for bond spending. TOWN COUNCIL TO OBSERVE AND DISCUSS AN UPDATED PRESENTATION BY COUNCIL MEMBER SMITH EXPLAINING THE FINANCIAL MODEL PROVIDING STREET REPAIR FUNDING. Council Member Smith introduced projections and showed his recommendation of how much to spend on the street repairs. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING A PRESENTATION ON STREET REPAIR PLAN/BOND PROPOSAL IN THE AMOUNT OF THREE MILLION (53,000,000) FOR STREET REPAIRS THROUGHOUT THE TOWN. DONNA WELSH, BILL LEGRAND AND JIM BUXTON. Margaret M. Best of 27 West Hillside Place and Nestor Karlis of 259 Oak Hill Drive addressed the Council. Donna Welsh stated that this plan is based on employee and professional staff experience, we are applying GASB 34. Bill LeGrand reported that the summer 2000 Bond Election was given to Ways and Means and Finance Director after the presentation. Tom Rutledge of Teague, Nall & Perkins presented a three-year program for street repairs. Cathy Morgas stated that Dean Henry representing the Master District Board is working with the Public Works Committee. Jim Buxton explained that Council Member Smith, Council Member Huizenga and Bill LeGrand's approaches lead to the same place. In a government entity, match cost with people that use it. If pay in one year, that year's residents pay the full amount for projects to be used for 20 years in the future. If spread out over 20 years it is paid for by the residents that actually use that asset and what are the soft costs to spend bonds? Assumptions are: interest earned on invested funds will equal or exceed interest cost on the bonds. Arbitrage does not apply on issues less than $5,000. Bonding disciplines future Councils and staffs into spending funds for streets. Donna Welsh stated that Bill LeGrand has recommended permanent repairs and to discipline future spending. Mayor Pro Tem Edstrom made a motion to approve three million dollars for street repairs. Council Member Tweedie seconded; motion carried unanimously. Page 5 WORKSHOP AND REGULAR SESSION February 5, 2001 TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING A REQUEST FOR SPECIAL SIGN CONSIDERATION AT THE TROPHY CLUB PLAZA. PD -21, (APPLICANT: STACEY TREADWAY, MANAGER OF CENTER MARKETING, REGENCY REALTY). Gene Hill introduced Stacey Treadway of Regency Reality. Ms. Treadway explained the request for a banner program as a contest for students for artistic excellence. Council Member Smith made a motion to approve the special sign consideration request. Council Member Huizenga seconded: motion carried unanimously. TOWN COUNCIL TO CONSIDER AND ADOPT AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, ORDERING AND CALLING A GENERAL ELECTION OF TO THE TOWN COUNCIL: DESIGNATING A POLLING PLACE WITHIN THE TOWN; APPOINTING A PRESIDING ELECTION JUDGE AND AN ALTERNATE PRESIDING ELECTION JUDGE; ESTABLISHING OTHER PROCEDURES FOR THE CONDUCTION OF THE ELECTION; ESTABLISHING A DATE FOR CANVASSING RETURNS; PROVIDING FOR NECESSARY ACTIONS; PROVIDING A CUMULATIVE CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; PROVIDING FOR PUBLICATION; AND PROVIDING AN EFFECTIVE DATE. Council Member Tweedie made a motion to adopt the Ordinance as read. Council Member Smith seconded; motion carried unanimously. TOWN COUNCIL TO CONSIDER AND ADOPT A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, APPROVING AN AGREEMENT BETWEEN THE TOWN OF TROPHY CLUB, TEXAS, AND THE COUNTY OF DENTON, TEXAS, FOR THE RENTAL OF VOTING MACHINE EQUIPMENT; PROVIDING A SEVERABILITY CLAUSE: AND PROVIDING AN EFFECTIVE DATE. Council Member Tweedie made a motion to adopt the Resolution as read. Council Member Matthai 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 PARKS AND RECREATION COMMITTEE• AND PROVIDING AN EFFECTIVE DATE. A. JOHN DOUTHITT Mayor Pro Tem Edstrom made a motion to adopt the Resolution as read. Council Member Huizenga seconded; motion carried unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING AN INTERLOCAL AGREEMENT WITH DENTON COUNTY FOR MUTUAL AID EMERGENCY MEDICAL SERVICES. Council Member Huizenga made a motion to approve the Interlocal Agreement as read. Mayor Pro Tem Edstrom seconded, motion carried unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING AN INTERLOCAL AGREEMENT WITH DENTON COUNTY FOR MUTUAL AID FIRE PROTECTION. Council Member Huizenga made a motion to approve the Interlocal Agreement as read. Mayor Pro Tem Edstrom seconded; motion carried unanimously. Page 6 WORKSHOP AND REGULAR SESSION February 5, 2001 CONSENT AGENDA: 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. A. MINUTES DATED JANUARY 15, 2001 B. FINANCIALS ENDING OCTOBER 31, 2000 C. FINANCIALS ENDING NOVEMBER 30, 2000 D. FINANCIALS ENDING DECEMBER 31, 2000 Council Member Huizenga asked that item A be removed and Council Member Smith asked that item D be removed from the Consent Agenda. Mayor Pro Tem Edstrbm made a motion to approve Consent Agenda Items B and C as written. Council Member Tweedie seconded; motion carried unanimously. Minutes dated January 15, 2001 were changed to read: Page Five, Paragraph Two: Council Member Huizenga stated that four or five years ago the Public Works Committee said that we need to spend a half million dollars a year on our streets and we didn't do it. Council Member Huizenga also stated that: "We need to pull back the reins and we are behind the curve. Everybody in this room understands that but lets not do something imprudent and hasteful trying to get ahead of it — lets just get ahead of the darn thing and lets start doing prudently what we need to do." Page Five, Paragraph Five: Council Member Smith made a presentation regarding a financial model providing street repair funding. He began this year's budget and goes through the next eight years. This report assumed fifty new homes each year with a three percent increase in expenses and revenue each year. A copy of the document handed out at the meeting is attached to the Council Packet for this meeting. Council Member Huizenga made a motion to approve the January 15, 2001 minutes with changes. Council Member Matthai seconded; motion carried unanimously. After discussion, Council Member Smith made a motion to approve Consent Agenda Item D with no changes. Council Member Matthai seconded; motion carried unanimously. REPORTS AND COMMENTS. A. STAFF Bill LeGrand presented the contract for the curb and street repair. Cathy Morgas reported that the Master District Board will be meeting Wednesday night, CDM will be coming with a recommendation on the Waste Water Treatment Plant upgrades and Carter & Burgess will be coming with updates on the water study. Jim Buxton reported that software is almost complete. Diane Cockrell reported that candidates may start signing up for the May 5°i Election on Monday, February 19`x'. Canvassing will be Tuesday, May 8's at 8:00 a.m., following Monday night's Council meeting. Ms. Cockrell also reminded the Council and staff about the Chamber Luncheon tomorrow at 11:30 a.m. Page 7 WORKSHOP AND REGULAR SESSION February 5, 2001 B. COUNCIL MEMBERS Council Member Mattliai requested information on the closure of Eastbound State Highway 114 and asked about the work on the Park and the Conditional Use Permit from VoiceStream. We need Dan Boutwell to move on the Ordinance. Council Member Huizenga stated that the ball fields are looking great. Mayor Pro Tem Edstrom reminded the audience that the Medlin Band send off is Thursday and that Lakeview's Spring Gala is approaching, tickets are $30. Council Member Smith had questions regarding the traffic study at the school. ADJOURN. Mayor Pro Tem Edstrom made a motion to adjourn at 10:55 p.m. Council Member Smith seconded, motion carried unanimously. r -C e—,A�2— Mayokown of Trophy Club, Texas ATTEST: Town Secretary, T wn of Trophy Club, Texas