Minutes TC 11/04/2002NOTICE OF TOWN COUNCIL WORKSHOP AND
REGULAR TOWN COUNCIL MEETING
FOR THE
TOWN OF TROPHY CLUB
NOVEMBER 4, 2002
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
STATE OF TEXAS §
COUNTY OF DENTON §
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Monday, November 4, 2002.
The meeting was held within the boundaries of the Town and was open to the public.
WORKSHOP SESSION — 6:00 P.M.
TOWN COUNCIL MEMBERS PRESENT:
Scott Smith
Roger Williams
Beverly Foley
Bill Matthai
Scott Spence
Susan Edstrom
STAFF AND GUEST(S) PRESENT:
Donna Welsh
Diane Cockrell
Roger Unger
Bill LeGrand
Mayor
Mayor Pro Tem
Council Member
Council Member
Council Member
Council Member
Town Manager
Town Secretary
Finance Director
Public Works Director
CALL TO ORDER AND ANNOUNCE A QUORUM.
Mayor Smith called the workshop to order at 6:05 p.m.
GOWN COUNCIL TO DISCUSS THE FOLLOWING ITEMS:
a. CONSULTING AGREEMENT FOR CONCRETE INSPECTIONS.
oe Kurtz (former Public Works Committee member) addressed the Council regarding street construction. Tom
Zutledge with Teague, Nall and Perkins stated that they have the Town standards from 1990 showing the Town
specifications at 3000 pounds per square inch; street reconstruction has been upgraded from those specifications.
3ill LeGrand gave a background on the construction on Parkview Drive and the school districts deadline to
:omplete the construction of the street before school started in August. Mel Noak (Engineer, resident) and Jim
✓loss (resident) addressed the Council regarding the quality of street construction.
b. SECOND OPINION FOR STREET RECONSTRUCTION.
Jot discussed in workshop.
C. SPECIFICATIONS FOR STREET CONSTRUCTION.
lot discussed in workshop.
,DJOURN WORKSHOP SESSION.
✓layor Smith adjourned the workshop at 7:05 p.m.
REGULAR SESSION — 7:00 P.M.
Page 2 Regular Session November 4, 2002
TOWN COUNCIL MEMBERS PRESENT:
Scott Smith
Roger Williams
Beverly Foley
Bill Matthai
Scott Spence
Susan Edstrom
STAFF AND GUEST(S) PRESENT:
Donna Welsh
Diane Cockrell
Roger Unger
Bill LeGrand
Patricia Adams
Randy Briggs
Robert De Los Santos
Mayor
Mayor Pro Tem
Council Member
Council Member
Council Member
Council Member
Town Manager
Town Secretary
Finance Director
Public Works Director
Town Attorney
Community Development Manager
Chief
CALL TO ORDER AND ANNOUNCE A QUORUM.
Mayor Smith called the regular session to order at 7:19 p.m. noting a quorum was present.
INVOCATION.
Gary Tomlin gave the invocation.
PLEDGE OF ALLEGIANCE TO THE AMERICAN FLAG.
PLEDGE OF ALLEGIANCE TO THE TEXAS FLAG.
"Honor the Texas flag; I pledge allegiance to thee, Texas one and indivisible."
Council Member Spence 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 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.
No presentations.
TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING A
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS,
APPOINTING ONE (1) CITIZEN TO THE PUBLIC RELATIONS COMMITTEE FOR A ONE (1)
YEAR TERM; AND PROVIDING AN EFFECTIVE DATE.
a. Alice Walsh
Council Member Edstrom made a motion to approve the Resolution; Council Member Spence seconded; motion
carried unanimously.
TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING NOMINATION
OF ONE (1) CITIZEN TO THE DENTON CENTRAL APPRAISAL REVIEW BOARD FOR A TWO-
YEAR TERM.
a. F. Patrick Carr
Mayor Pro Tem Member Williams made a motion to approve the nomination; Council Member Matthai
seconded; motion carried unanimously.
Page 3 Regular Session November 4, 2002
TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING A
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS,
APPOINTING ONE (1) SEAT ON THE PUBLIC WORKS COMMITTEE FOR A ONE-YEAR TERM;
AND PROVIDING AN EFFECTIVE DATE.
a. Barry Huizenga
Council Member Edstrom made a motion to approve the Resolution as written; Council Member Matthai
seconded; motion carried unanimously.
TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING THE AWARD
OF THE CONTRACT FOR THE CONSTRUCTION MANAGER AT RISK TO STEELE & FREEMAN,
INC. FOR CONSTRUCTION OF A COMMUNITY POOL, BATH HOUSE AND CONCESSION STAND;
APPROVING A SUBSTANTIAL COPY OF THE CONTRACT; AND AUTHORIZING THE MAYOR
OR HIS DESIGNEE TO EXECUTE THE CONTRACT ALL NECESSARY DOCUMENTS.
The Manager -at -Risk contract submissions were ranked and the top four companies were sent a Request for
Proposal; fees varied from $132,000 to $160,000. The companies were interviewed and ranked. The company
with the highest ranking was Steele -Freeman. Patricia Adams supplied the contract for the Council's review.
Roger Unger described the contract in the amount of $140,000 with Steele -Freeman. Patricia Adams explained
her amendments to the contract and asked that the following changes be considered: 1) The Town Manager,
Donna Welsh, or her designee, will oversee the project. 2) There was a construction change order issued in the
amount of $5,000 to be utilized at the staffs' discretion. 3) Section 8.3.1 requires liquidated damages in the
amount of $1,000 a day. Council Member Edstrom made a motion to approve the contract with noted changes;
Council Member Matthai seconded; motion carried unanimously.
TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION RELATIVE TO AN
ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS, AMENDING ORDINANCE NO. 2002-15,
WHICH AMENDED ORDINANCE NO. 97-24, BY EXTENDING THE TERM OF THE CABLE
FRANCHISE AUTHORIZED BY ORDINANCE 87-11, WHICH INITIALLY GRANTED A CABLE
TELEVISION FRANCHISE WITHIN THE TOWN; PROVIDING FOR AN EXTENSION TO THE
TERM OF THE FRANCHISE AGREEMENT BETWEEN MARCUS CABLE ASSOCIATES, L.L.C.,
DB/A/ CHARTER COMMUNICATIONS, AND THE TOWN, PROVIDING FOR ACCEPTANCE OF
THE EXTENSION BY MARCUS CABLE ASSOCIATES, L.L.C., DB/A/ CHARTER
COMMUNICATIONS; PROVIDING A CUMULATIVE CLAUSE; PROVIDING FOR SAVINGS;
PROVIDING SEVERABILITY; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; AND
PROVIDING AN EFFECTIVE DATE.
Donna Welsh explained that the Utility Franchise Coimnittee has been negotiating with Charter Communications
and there should be an agreement to be reviewed by the Council at the December meeting. Council Member
Edstrom made a motion to approve the Ordinance as written; Mayor Pro Tem Williams seconded; motion carried
unanimously.
TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION DIRECTING THE STAFF TO
SEEK REQUEST FOR QUALIFICATIONS FOR THE FOLLOWING SERVICES:
a. CONSULTING AGREEMENT FOR CONCRETE INSPECTIONS.
b. SECOND OPINION FOR STREET RECONSTRUCTION.
C. SPECIFICATIONS FOR STREET CONSTRUCTION.
Teague, Nall and Perkins is working with Bill LeGrand to upgrade the specifications for new street construction.
Mayor Pro Tem Williams moved to direct staff to go out for Requests for Qualifications for inspection services on
road projects that exceed $200,000. In the interim the Town will contract with Teague, Nall and Perkins for
inspections. Council Member Edstrom seconded; motion carried unanimously.
Council Member Edstrom moved to direct Public Works to provide additional information to the detail given by
Teague, Nall and Perkins. The new information will include the number of inspections by the town and by
Teague, Nall and Perkins for recent repairs. Public Works will get back to the Council in January or February
Page 4 Regular Session November 4, 2002
with an updated street plan list for rehabilitation and justification for changes if something is moved up on the
priority list; Council Member Matthai seconded; motion carried unanimously.
TOWN COUNCIL TO DISCUSS AND TAKE THE APPROPRIATE ACTION REGARDING THE
ASSIGNMENT OF A CONTRACT FOR MOWING SERVICES BETWEEN THE TOWN OF TROPHY
CLUB, TEXAS AND JASPER HAYES COMPANY FROM JASPER HAYES COMPANY TO
GREENWORKS LANDSCAPING INC. FOR THE REMAINDER OF THE TERM OF THE
CONTRACT; AUTHORIZING THE TOWN ATTORNEY TO PREPARE DOCUMENTS NECESSARY
TO EFFECTUATE THE ASSIGNMENT AND AUTHORIZING THE MAYOR OR HIS DESIGNEE TO
EXECUTE SUCH DOCUMENTS.
Donna Welsh explained that Jasper Hayes is planning to retire in the near future. If Jasper terminates the contract,
Rusty Christian, owner of Greenworks Landscaping, would like to secure the remainder of the landscaping
contract. There is a 30 -day termination clause. Council Member Edstrom moved to approve the new contract;
Council Member Matthai seconded; motion carried unanimously.
TOWN COUNCIL TO CONSIDER AND TAKE APPROPRIATE ACTION REGARDING COUNCIL
ALLOCATING $881.94 FROM THE CONTINGENCY LINE FOR RENTAL OF A STORAGE
FACILITY.
Donna Welsh requested that this item be withdrawn from the agenda.
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. WORKSHOP/REGULAR SESSION MINUTES DATED OCTOBER 21, 2002.
B. FINANCIALS DATED SEPTEMBER 30, 2002
Council Member Foley moved to approve the Consent Agenda. Mayor Pro Tem Williams seconded the
motion; motion carried unanimously.
COUNCIL/STAFF REPORTS.
Reports given.
ADJOURN.
Council Member Williams moved to adjourn at 8:57 p.m. Council
unanimously.
ATTEST:
Town Secretary, Town Trophy Club, Texas
Member Edstrom seconded; motion carried
Mayor,--T-own/-4 Trophy Club, Texas