Minutes TC 06/16/2003MINUTES OF TOWN COUNCIL
REGULAR MEETING
FOR THE TOWN OF TROPHY CLUB
JUNE 16, 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 Regular Session on Monday, June 16, 2003.
The meeting was held within the boundaries of the Town and was open to the public.
TOWN COUNCIL MEMBERS PRESENT:
Scott Smith
Beverly Foley
Susan Edstrom
Bill Matthai
Scott Spence
Roger Williams
STAFF AND GUEST(S) PRESENT:
Donna Welsh
Diane Cockrell
Roger Unger
Patricia Adams
Robert De Los Santos
Randy Briggs
Jim Carter
Rick Gilliland
David Cunningham
Jay Marsh
Tom Rutledge
Neil Twomey
Gyna Bivens
Mayor
Mayor Pro Tem
Council Member
Council Member
Council Member
Council Member
Town Manager
Town Secretary
Finance Director
Attorney
Director of Police and Fire Services
Community Development Manager
Denton County Commissioner
Vice Chairman, Planning & Zoning Commission
Midwest Central Realty
Pate Engineering
Teague Nall & Perkins
Chairman, Ways & Means Committee
Oncor
*REGULAR SESSION — 7:00 P.M.
1. CALL TO ORDER AND ANNOUNCE A QUORUM.
Mayor Smith called the Regular session to order at 7:06 p.m. noting a quorum was present.
2. INVOCATION.
Commissioner Jim Carter gave the invocation.
3. 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."
Samantha Spence led the pledges.
4. 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 COUNCII, WILL HEAR PRESENTATIONS ON SPECIFIC
AGENDA ITEMS PRIOR TO T H E COUNCII, ADDRESSING T HOSE ITEMS.
Marvin Bonnier of 53 Panorama Circle, Neil Twomey of 203 Oakmont Drive and Richard Blake 18
Ridgewood Drive addressed the Council.
Page 2 Regular Session June 16, 2003
5. COUNCIL/STAFF REPORTS.
Council and Staff updated Council.
6. TOWN COUNCIL TO HEAR AN UPDATE FROM DENTON COUNTY COMMISSIONER .TIM
CARTER, REGARDING THE DENTON/TARRANT COUNTY BORDER DISPUTE AND TO
DISCUSS SAME.
Commissioner Jim Carter gave an update regarding the Denton/Tarrant border dispute. This is very
important to the residents that are affected. Commissioner Carter gave a history of the county line and
offered to be a resource for residents wanting to form a group to address this problem.
7. TOWN COUNCIL TO OBSERVE A PRESENTATION, DISCUSS AND TAKE APPROPRIATE
ACTION RELATIVE TO THE REQUEST FOR FINAL PLAT APPROVAL OF 22.417 ACRE
TRACT OF LAND KNOWN AS TROPHY WOOD BUSINESS CENTER, LOCATED
GENERALLY TO THE NORTH OF STATE HIGHWAY 114, WEST OF T.W. KING ROAD
AND SOUTH OF HANNA COURT AND JAMIE COURT.
The Town Engineer, Planning Consultant, Water Department and Fire Marshall have reviewed the plat
and have no further comments. The Planning & Zoning Commission unanimously approved the Final Plat
for Trophy Wood Center at their 5 June 2003 meeting. Jay Marsh was available for questions.
Mayor Pro Foley moved to approve the final plat known as Trophy Wood Business Center. Council
Member Williams seconded; motion carried unanimously.
8. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING
APPROVAL OF A CHANGE ORDER FOR THE ADDITION OF SIDEWALKS TO THE
CURRENT INDIAN CREEK DRIVE STREET RESTORATION PROJECT.
Mayor Pro Tem Foley suggested that this issue is taken to a vote or offer a petition to be signed by
residents before we move forward. Tom Rutledge explained the projected costs of sidewalks in
coordination with the current street reconstruction projects.
Marvin Bonner of 53 Panorama Circle, Rick Gilliland of 211 Phoenix, Dennis Sheridan of 1 Hillcrest
Court, Shawn Greiner of 314 Parkview, Mark Carr of 9 Stephens Court and Bob Radder of 1 Lee Court
addressed the Council.
Council Member Williams moved to table this item to the next Council meeting and ask staff to supply
cost figures for a sidewalk from Trophy Wood Drive to Harmony Park and the cost to stripe Indian Creek
Drive on both sides of the street and address safety issues. Council Member Edstrom seconded; motion
carried unanimously.
9. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING THE
ADOPTION OF PROCUREMENT POLICIES AND PROCEDURES FOR THE TOWN.
Patricia Adams, Town attorney, reviewed, amended, and approved the Procurement Policies and
Procedures.
Page 1
1.01 PURPOSE
The purpose of the Town's Procurement Policy is to provide the parameters for the expenditure
of funds in the procurement of goods and services for the Town of Trophy Club. The policies
and procedures outlined herein are intended to comply with the Town of Trophy Club's Mission
and legally mandated federal and state statutes.
1.02 POLICY
Prepares requests for proposals (RFPs), requests for qualifications (RFQs) and requests
for bids (RFBs); and
Page 4
3.02 DECLARATION OF CONFLICT OF INTEREST
providing current copies of contracts outside of Public Information Act process,
Page 3 Regular Session June 16, 2003
Page 11
5.07 PROFESSIONAL CONSULTING SERVICES CONTRACTS —RFQ/RFP PROCESS
c. Frequency. The RFQ/RFP process for professional services may be utilized bi-annually.
Council Member Edstrom moved to approve the change order for the adoption of procurement policies
and procedures for the Town with the noted changes above. Council Member Matthai seconded; motion
carried unanimously.
10. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION TO APPROVE ONE OF
THE FOLLOWING ITEMS RELATIVE TO THE STATEMENT OF INTENT FILED BY TXU
GAS DISTRIBUTION PROPOSING A 7.2% RESIDENTIAL RATE INCREASE FOR NATURAL
GAS.
A. A RESOLUTION OF THE TOWN OF TROPHY CLUB, TEXAS SUSPENDING THE
EFFECTIVE DATE OF TXU GAS DISTRIBUTION'S REQUESTED RATE CHANGES
TO PERMIT THE TOWN TIME TO STUDY THE REQUEST AND TO ESTABLISH
REASONABLE RATES; APPROVING COOPERATION WITH OTHER CITIES
WITHIN THE TXU GAS DISTRIBUTION SYSTEM TO CREATE A STEERING
COMMITTEE TO HIRE LEGAL AND CONSULTING SERVICES AND TO
NEGOTIATE WITH THE COMPANY AND DIRECT ANY NECESSARY LITIGATION;
REQUIRING REIMBURSEMENT OF CITIES' RATE CASE EXPENSES;
AUTHORIZING INTERVENTION IN THE PROCEEDING AT THE RAILROAD
COMMISSION; REQUIRING NOTICE OF THIS RESOLUTION TO THE COMPANY;
AND PROVIDING AN EFFECTIVE DATE.
B. AN ORDINANCE ELECTING TO HAVE THE RAILROAD COMMISSION OF TEXAS
EXERCISE ORIGINAL JURISDICTION OVER GAS UTILITY RATES, OPERATIONS,
AND SERVICES WITHIN THE INCORPORATED LIMITS OF THIS MUNICIPALITY
CONCERNING THE TXU GAS COMPANY STATEMENT OF INTENT FILED ON
MAY 23, 2003; PROVIDING FOR AN EFFECTIVE DATE; FINDING AND
DETERMINING THAT THE MEETING AT WHICH THIS ORDINANCE IS PASSED IS
OPEN TO THE PUBLIC AS REQUIRED BY LAW; PROVIDING FOR NOTICE OF
THIS ORDINANCE TO THE RAILROAD COMMISSION OF TEXAS; AND PRO
VIDING FOR NOTICE OF THIS ORDINANCE TO TXU GAS COMPANY.
C. AN ORDINANCE OF THE CITY OF TROPHY CLUB, TEXAS, DENYING TXU GAS
COMPANY'S REQUEST TO CHANGE RATES IN THIS MUNICIPALITY, AS A PART
OF THE COMPANY'S STATEWIDE GAS UTILITY SYSTEM; PROVIDING A
REQUIREMENT FOR A PROMPT REIMBURSEMENT OF COSTS INCURRED BY
THE CITY; PROVIDING AN EFFECTIVE DATE; FINDING THAT THE MEETING AT
WHICH THIS ORDINANCE IS PASSED IS OPEN TO THE PUBLIC AS REQUIRED BY
LAW; AND PROVIDING FOR NOTICE OF THIS ORDINANCE TO TXU GAS
COMPANY.
Council Member Williams moved to adopt the Resolution suspending the effective date of the TXU Gas
Distribution's requested rate changes to permit the Town time to study the request. Council Member
Edstrom seconded; motion carried unanimously.
11. 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. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING
APPROVAL OF JOINT BUDGET WORKSHOP SESSION MINUTES DATED MAY 31,
2003.
B. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING
APPROVAL OF AND THE REGULAR SESSION MINUTES DATED JUNE 2 2003.
C. FINANCIALS DATED MAY 31, 2003.
Page 4 Regular Session June 16, 2003
Council Member Matthal moved to approve the consent agenda as written. Council Member Williams
seconded; motion carried unanimously.
12. ADJOURN.
Council Member Edstrorn made a motion to adjourn at 10:06 p.m.
motion carried unanimously.
ATTEST:
Town Secretary, Town 4 Trophy Club, Texas
, Town
Spence seconded;
Club, Texas