Minutes TC 05/31/2003MINUTES OF TOWN COUNCIL
WORKSHOP SESSION MEETING
FOR THE TOWN OF TROPHY CLUB
MAY 31, 2003
LOCATION: COMFORT SUITES, 801 W. HIGHWAY 114 BUSINESS, ROANOKE,
TEXAS
STATE OF TEXAS
COUNTY OF DENTON
The Town Council of the Town of Trophy Club, Texas, met in Workshop Session on Saturday, May
31, 2003. The meeting was held at COMFORT SUITES, 801 W. HIGHWAY 114 BUSINESS,
ROANOKE, TEXAS not within the boundaries of the Town and was open to the public.
TOWN COUNCIL MEMBERS PRESENT:
Scott Smith
Mayor
Beverly Foley
Mayor Pro Tem
Susan Edstrom
Council Member
Scott Spence
Council Member
Bill Matthai
Council Member
Roger Williams
Council Member
WAYS AND MEANS COMMITTEE MEMBERS PRESENT:
Neil Twomey Chairman
Gary Cantrell Committee Member
Pete Reincke Committee Member
WAYS AND MEANS COMMITTEE ABSENT:
J.D. Harvey Committee Member
Dwight Morrow
STAFF AND GUEST(S) PRESENT:
Donna Welsh
Roger Unger
Diane Cockrell
Jan Woodruff
Robert De Los Santos
Beth Ann Gregory
Randy Briggs
Committee Member
Town Manager
Finance Director
Town Secretary
Financial Analyst
Director of Police/Fire Services
US Manager
Community Development Manager
"WORKSHOP SESSION — 9:00 A.M.
1. CALL TO ORDER AND ANNOUNCE A QUORUM.
Mayor Smith called the Workshop session to order at 9:01 a.m. noting a quorum was present.
Ways and Means Committee Chairman Twomey called the Workshop session to order at 9:01 a.m.
noting a quorum was present.
Page 2 Workshop Session May 31, 2003
2. OPENING COMMENTS BY THE TOWN MANAGER AND THE FINANCE
DIRECTOR.
Donna Welsh explained that several workshop attendees would not be able to stay the entire session;
we will go through the budget beginning with revenues and observing the differences from the
previous year. If you have any questions, please direct your question to the department manager.
Roger Unger added that the budget process started roughly two and a half months ago. The Ways and
Means Committee examined the budget approximately six weeks ago. The budget has been through
multiple changes and will have many more changes before it is adopted in September.
3. REVENUE BUDGET.
Roger Unger advised that the revenue expectations include: Taxes, Permits, Licenses, Miscellaneous
Fees, Marshall Creek Park fees, Grant Revenue, intergovernmental transfers (Economic Development
Corporations A & B), and Court revenues and one cop -grant next year. Franchise fees are an
unknown factor.
4. ADMINISTRATION/LEGAL BUDGETS.
Donna Welsh gave an overview of salaries and wages. She reported the Town no longer employs a
Human Resources Director; the Administrative Assistant position that is being added to the staff will
combine human resources and support for in-house legal staff. She reported that there has been a
savings in legal fees since we have brought legal staff in-house.
Beth Ann Gregory explained the current demands on the Information Services Department and the
need for a Network Support Specialist.
Donna Welsh gave an update on the Town's various committees and the drain it sometimes creates on
the staff. She stated the Council and the Municipal Utility District members are making requests
from staff members for assistance. She believes that the Town's employees are not being utilized
effectively. She suggested a joint meeting with the Municipal Utility Districts to discuss specifics for
an interlocal agreement.
Public Relations Committee expenses were reduced a total of $7,000.
5. INFORMATION SERVICES BUDGET.
Beth Ann Gregory presented the Information Services budget and gave an overview of the increases.
At 11:50 a.m. the Council and Ways and Means Committee took a break and resumed at 12:02 p.m.
6. COURT BUDGET.
Moved to the Community Development Budget:
7. COMMUNITY DEVELOPMENT BUDGETS.
a) Community Development
b) Planning and Zoning
c) Marshall Creek
d) Pool
Roger Unger gave an overview of the Community Development budget explaining the combination
with the Public Works budget. Randy Briggs responded to questions and explained specifics. Donna
Welsh explained the need for the Parks Administrator with the addition of the 10 -acre park, Marshall
Creek, and the pool. The Maintenance barn facility was discussed.
Page 3 Workshop Session May 31, 2003
8. STORM SEWER BUDGET.
No storm sewer discussion. Moved to Police/EMS.
9. POLICE/EMS BUDGETS.
Chief De Los Santos gave an overview of the Police/EMS budget regarding staffing, School Resource
Officer (SRO), Grants, D.A.R.E., L.E.T.S. and a Public Safety Officer (PSO), Administration,
Emergency Management, and best use of facilities and vehicles.
11. INTEREST AND SINKING.
Roger Unger stated that there would be $100,000 in reserves. Next year, the reserves will be utilized
taking the Interest and Sinking balance to zero. He stated that this step should be fine because we
have reserves on the general fund side to cover the amount.
10. RECAP OF EXPENDITURES/REVENUES.
To be discussed at future workshop.
12. DISCUSSION OF FUNDING OPTIONS\TAX RATES:
To be discussed at future workshop.
13. OTHER BUSINESS.
There will be another budget workshop preceding the Council meeting on Monday, June 23`d
14. ADJOURN.
Mayor Smith adjourned the Council at 2:52 p.m. Chairman Twomey adj;cai iedlthe Ways and Means
Committee at 2:52 p.m.
Town,bf Trophy Club, Texas
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Town SecretaryTown of Trophy Club, Texas