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Minutes TC 01/20/2003MINUTES OF REGULAR TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB JANUARY 20, 2003 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, January 20, 2003. The meeting was held within the boundaries of the Town and was open to the public. REGULAR SESSION — 7:00 P.M. Scott Smith Mayor Roger Williams Mayor Pro Tem Bill Matthai Council Member Scott Spence Council Member Susan Edstrom Council Member Beverly Foley Council Member STAFF AND GUEST(S) PRESENT: Donna Welsh Diane Cockrell Roger Unger Randy Briggs Robert De Los Santos Patricia Adams Michael Jones Jon Seale and Connie Shaw Beth Ann Gregory Town Manager Town Secretary Finance Director Community Development Manager Director of Police and Fire Services Attorney Applicant for the IT Committee Co -Chairs, I T Committee IT Manager CALL TO ORDER AND ANNOUNCE A QUORUM. Mayor Smith called the Regular Session to order at 7:05 p.m., noting a quorum was present. INVOCATION. Roger Unger 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." 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 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. Wayne Obermeier of 207 Oakmont Drive addressed the Council. Page 2 Regular Session January 20, 2003 REPORTS FROM COMMITTEES: (FIVE-MINUTE TIME LIMIT) LOCAL OPTION ELECTIONS Neil Twomey reported that the Committee had a problem getting a quorum. Neil Twomey and Margi Cantrell visited state officials in Austin on January 14"'. The Committee will request that residents contact state representatives and legislators asking support for a right to vote. PARKS AND RECREATION Randy Briggs reported that the committee meets on Thursday, January 23. PLANNING AND ZONING Gene Hill reported that the Planning and Zoning Committee considered and will not support amending the Fence Ordinance to include vinyl fencing as a permitted material. The 2003 Kaleidoscope of Homes will return to Trophy Club in "The Knolls". PUBLIC RELATIONS Wanda Brewster reported that the committee has member seats vacant. The committee is in the process of planning the following events; 4 1 July, Arbor Days, Volunteer Appreciation. There are note cards being sold for the beautification fund. The "how far have you traveled" content was won by Claudia Malewski. She will be taking her husband to Macaroni Grill. PUBLIC SAFETY Chief De Los Santos reported that the next meeting is scheduled for Tuesday, January 28. PUBLIC WORKS Bill LeGrand reported that trash haulers were invited to address the committee. They are taking an aggressive look at street maintenance and will be requesting a workshop with the Council. TOWN COUNCIL TO INTERVIEW AN APPLICANT FOR THE INFORMATION TECHNOLOGY COMMITTEE. Michael (Mike) S. Jones The Council had a brief discussion with the candidate, Michael Jones. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB TEXAS APPOINTING A CITIZEN TO ONE (1) SEAT ON THE INFORMATION TECHNOLOGY COMMITTEE FOR A ONE (1) YEAR TERM; AND PROVIDING AN EFFECTIVE DATE. Council Member Matthai moved to appoint Michael Jones to the Information Technology Committee. Council Member Edstrom seconded; motion carried unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING ACCEPTANCE OF GUARANTEED MAXIMUM PRICE AND CONSTRUCTION AUTHORIZATION OF TROPHY CLUB COMMUNITY POOL. Roger Unger explained that the bids were opened as late as 2:00 pm. today. The recommended number of $1,301,664 would be the "guaranteed maximum price" for the pool construction. The total price of the pool would be approximately $1,600,000. Matt Freeman, John Vadari, and Matt Roy from Stelle Freeman were present for questions from the Council. Council Member Edstrom moved to approve the guaranteed maximum price of $1,301,664; Mayor Pro Tem Williams seconded; motion carried unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB TEXAS AND THE TROPHY CLUB ECONOMIC DEVELOPMENT CORPORATION 4B, AUTHORIZING AN ECONOMIC DEVELOPMENT AGREEMENT WITH MIDWEST COMMERCIAL REALTY; DESIGNATING TERMS OF THE AGREEMENT AND PROVIDING AN EFFECTIVE DATE. Page 3 Regular Session January 20, 2003 Roger Unger explained the EDC B had reviewed the Resolution. Jim Hicks of the EDC B further stated that the committee is ready to sign the agreement. Patricia Adams stated that there were amendments to the Exhibit clarifying that the taxes to be used are those collected by EDC B. Council Member Spence moved to approve the Resolution; Council Member Edstrom seconded; motion carried unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB TEXAS REPEALING RESOLUTION NO. 2000-37 RELATING TO TOWN COUNCIL MEETING DATE AND TIMES; SPECIFYING NEW TOWN COUNCIL MEETING DATES AND TIMES; PROVIDING FOR THE CALLING OF SPECIAL MEETINGS; PROVIDING MEETING LOCATION CRITERIA; AND PROVIDING AN EFFECTIVE DATE. Mayor Smith explained that the Local Government Code allows for a Council Member to request a leave of absence. Council Member Matthai explained that his employer set a schedule in stone without his knowledge. Council Member Matthai stated that he had a conflict with Wednesdays. He explained, in terms of a leave of absence, he would not be able to attend and participate in the meetings with specific contingencies. Patricia Adams explained in order to write specific contingencies, it would have to be approved by the governing body through a Resolution or Council minutes. Mayor Smith requested the Town attorney to compose a letter for Council Member Matthai to sign requesting a leave of absence and to have it available for Council approval at the next meeting. Council Member Spence stated that due to his children's activities, and their young ages, an adult has to be with each child during the other parent's absence. Changing the meeting date to Tuesday would be tough with Thursday's even tougher. Council Member Edstrom stated she had no issues with changing the meeting date to any other night during the week. Mayor Pro Tem Williams stated that he had a business conflict every Thursday from 7:30pm to 10:00pm and he knew the Mayor had a conflict on Tuesdays. Council Member Foley stated when she was told originally that the meeting option day would be Tuesday and she might be able to rearrange her weekly schedule, but as time passed, she discovered that she would not be able to do so. She further stated that there is a conflict on Thursdays. Mayor Smith stated that due to a business conflict he is unable to change the meeting to Tuesday evenings. Gene Hill of 1 1 Cypress Court and Pauline Twomey of 203 Oakmont Drive addressed the Council. Council Member Matthai expressed a hope to write an agreement that would allow him to participate in the meetings. No action taken. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING AN AGREEMENT WITH GOVERNMENT ACQUISITIONS, INC. TO PURCHASE POIICE DEPARTMENT VEHICLES THROUGH SPONSORSHIP ENDORSEMENTS. Chief Robert De Los Santos explained that the Government Acquisition grant program is to purchase five police vehicles that display corporate advertising. Sergeant Tony Simmons added that this program has succeeded in other cities with regard to this sponsorship. Chief De Los Santos added, before an advertisement would be placed on the vehicles, the Council would be consulted to consider and approve the advertisement. Patricia Adams expressed a concern regarding a desire to have discussions with a representative of GAVPD and investigating the ability to indemnify and the venue should be in Texas. Page 4 Regular Session January 20, 2003 Council Member Edstrom moved to approve the agreement with Government Acquisition, Inc. to purchase police department vehicles through sponsorship endorsements subject to Patricia Adams discussing concerns regarding the agreement and to designate Chief De Los Santos as the agent of record. Council Member Spence seconded; motion carried unanimously. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING SPENDING ALTERNATIVES FOR ADDITIONAL FUNDS NEEDED FOR CONSTRUCTION OF THE POOL COMPLEX. Roger Unger furnished a hand out regarding the short fall for funding of the pool complex. The handout consisted of portions of the pool construction project being purchased in-house and potential sources for funding from EDC A and EDC B. This is one possible methodology for funding the shortfall. No action taken. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION TO SET TIME DATE LOCATION AND TOPIC FOR THE FIRST QUARTERLY TOWN COUNCIL FORUM. Mayor Pro Tem Williams moved to table the date of February 17`h for the first quarterly Town Council Forum; Council Member Edstrom seconded; motion carried unanimously. 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. THE FOUNDERS DAY RECEPTION/REGULAR SESSION MINUTES DATED JANUARY 6 2003 Council Member Edstrom moved to approve the minutes as written. Council Member Spence seconded; motion carried unanimously. FINANCIALS DATED DECEMBER 31 2002. Roger Unger requested that the Financials be removed for discussion due to an error in coding. Mayor Pro Tem Williams moved to approve the financials with suggested amendments to the pool operation fund on Page 69. Council Member Matthai seconded; motion carried unanimously. COUNCIL/STAFF REPORTS. Council and Staff reports were given. ADJOURN. Council Member Edstrom moved to adjourn at 10:21 p.m. Council Member Matthai seconded; motion carried unanimously. 9 �# 47 ATTEST: R" �~�saxsan.. Town Secretary, Tow of Trophy Club, Texas :as