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Minutes TC 06/02/2003MINUTES OF TOWN COUNCIL REGULAR MEETING FOR THE TOWN OF TROPHY CLUB JUNE 2, 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 2, 2003. The meeting was held within the boundaries of the Town and was open to the public. *REGULAR SESSION — 7:00 P.M. 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 Randy Briggs Gene Hill Seema Sharma Tom Rutledge Renata Pellino-Porter Jodi Ashby Wanda Brewster Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member Town Manager Town Secretary Finance Director Attorney Community Development Manager Chairman, Planning and Zoning Commission Applicant, Public Relations Committee Teague Nall & Perkins Public Relations Committee Member Public Relations Committee Member Public Relations Committee Member 1. CALL TO ORDER AND ANNOUNCE A QUORUM. Mayor Smith called the Regular session to order at 7:11 p.m. noting a quorum was present. 2. INVOCATION. Council Member Matthai 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." Bob Downey 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 COUNCIL WILL HEAR PRESENTATIONS ON SPECIFIC AGENDA ITEMS PRIOR TO THE COUNCIL ADDRESSING THOSE ITEMS. Page 2 Regular Session June 2, 2003 5. REPORTS FROM COMMITTEES: (FIVE-MINUTE TIME LIMIT) A. EDC B Jim Hicks updated the Council regarding the development of a fact sheet and a 2003/2004 budget projection. B. INFORMATION TECHNOLOGY Connie Shaw updated the Council stating that the IS Committee has not met the last two months due to member schedule conflicts. C. PUBLIC RELATIONS Wanda Brewster updated the Council regarding July 4`h and the budget for 2003/2004. The volunteer appreciation survey will be sent to the various committees. She also expressed a desire to partner with other committees for future projects. D. UTILITY FRANCHISE Bob Downey updated the Council regarding their last two meetings; the Charter Franchise agreement regarding customer service and burying cable drops. There is only one broadband service offered (Charter Cable). Linda Caram from SBC explained what direction they are taking to be able to offer additional service. E. WAYS AND MEANS/EDC A Neil Twomey updated the Council stating that the Ways and Means Committee has reviewed and approved the purchasing procedures to be presented to the Council on June 16. EDC A assisted with pool funding in the amount of $150,000 and budgeting. 6. COUNCIL/STAFF REPORTS. Roger Unger updated the Council regarding the pools closure on Wednesday, June 4"' for completion of the construction punch list. The automated chemical flow is working in the large pool and it should be working in the small pool on Thursday, June 5th. Cost figures will be submitted to the Council at the next meeting. Randy Briggs updated the Council regarding information on the addition of mats to prevent slipping, concession stand sales, and the necessity for an ATM machine. He further stated there were 3622 visitors in 9 days and the swim team had their first practice on Council day, June 2nd. The Indian Creek project will start again tomorrow, June 3rd. We are working with the residents regarding their driveways and there will be temporary "no parking" signs posted on Phoenix. Independence Park is winding down. Roger Williams said that the new color in the medians looks great. Bill Matthai asked about the trail system resolution with the homeowners association. Donna Welsh updated the Council regarding Northeast Leadership having a workshop with the different Economic Development Commissions. 7. TOWN COUNCIL TO HEAR AN UPDATE ON THE ACTIVITIES OF THE TROPHY CLUB ECONOMIC DEVELOPMENT SUPPORT GROUP AND THE STATUS OF HB 1199, LOCAL OPTION ELECTION BILL, AND TO DISCUSS SAME. No presentation given. S. TOWN COUNCIL TO OBSERVE A PRESENTATION BY A REPRESENTATIVE FROM DENTON COUNTY TRANSPORTATION AUTHORITY REGARDING THE COUNTY ELECTION ON SEPTEMBER 13, 2003 AND THE NEW DENTON COUNTY TRANSPORTATION PLAN AND TO DISCUSS SAME. No presentation given. Page 3 Regular Session June 2, 2003 9. TOWN COUNCIL TO INTERVIEW AN APPLICANT FOR THE PUBLIC RELATIONS COMMITTEE. Pages 13-16 Seema Sharma Town Council had a brief discussion with the candidate. 10. 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 A SEAT ON THE PUBLIC RELATIONS COMMITTEE FOR A ONE (1) YEAR TERM; AND PROVIDING AN EFFECTIVE DATE. Council Member Edstrom moved to appoint Seema Sharma to one seat on the Public Relations Committee. Council Member Spence seconded; motion carried unanimously. 11. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING REVIEW OF STREET SPECIFICATIONS WITH TEAGUE NALL AND PERKINS, WITH POSSIBLE REVISION OF SPECIFICATIONS, AS RECOMMENDED BY GENE MARTER, P.E. Tom Rutledge addressed the Council regarding Gene Marter's comments. He clarified that the Fourth Edition of the North Central Texas Council Of Government specifications (published February 2002) was specified at the pre -construction meeting. Regarding the references to testing, the current contract does not allow the contractor to take the samples for testing. The contract states that the laboratory actually collects the samples to be tested. Mayor Pro Tem Foley moved to approve the revised street specifications as recommended by Gene Marter, P.E. Council Member Williams seconded; Torn Rutledge will come back in four weeks with amendments; motion carried unanimously. 12. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING ENTERING INTO AN INTERLOCAL AGREEMENT FOR TAX COLLECTION WITH DENTON COUNTY FOR THE 2003 TAX YEAR. Council Member Edstrom moved to approve the Interlocal Agreement for Tax Collection as written with Roger Unger, Director of Finance, named on Page 33 as the contact person. Council Member Spence seconded; motion carried unanimously. 13. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION RELATIVE TO A 4TH OF JULY ENTERTAINMENT CONTRACT WITH BRAVO ENTERTAINMENT FOR SERVICES RENDERED AND TO DISCUSS FUNDING SOURCES, DONATIONS AND EDC PARTICIPATION. Jodi Ashby gave a presentation to the Council regarding entertainment for July 4`h. Jeff Beck will be the sponsor for the band. She explained the differences in services from last year's budget regarding stage, lighting, generator, sound person, and an air-conditioned trailer. Council Member Williams moved to approve the contract with Bravo Entertainment with suggested amendments written and authorize Roger Unger to sign the contract in Donna's absence. Council Member Edstrom seconded; motion carried 4-0-1 with Council Members Williams, Mattliai, Edstrom and Spence voted for and Mayor Pro Tem Foley voting against. Page 4 Regular Session June 2, 2003 1.4. 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 REMOVEI) FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. A. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING APPROVAL OF REGULAR SESSION MINUTES DATED MAY 19 2003. Council Member Foley moved to approve the consent agenda as written. Council Member Matthai seconded the motion; motion carried unanimously. 15. ADJOURN. Council Member Williams made a motion to adjourn at 9:34 p.r�a:-"C,ouncil Member seconded; motion carried unanimously. , Town of`T-rbphy Club, Texas ATTEST fOP � Town Secretary, Ton of Trophy Club, Texas ZG r�- �,�, Cam