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Minutes TC 11/03/2003MINUTES OF TOWN COUNCIL REGULAR TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB NOVEMBER 3, 2003 LOCATION: 1.00 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS REGULAR SESSION — 7:00 P.M. STATE OF TEXAS COUNTY OF DENTON The Town Council of the Town of Trophy Club, Texas, met in Regular Session on Monday, November 3, 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 Randy Briggs Beth Ann Gregory Adam Adams Mayor Mayor Pro Tem Council Member (arrived at 7: 22 p.m.) Council Member (arrived at 7:21. p.m.) Council Member Council Member Town Manager Town Secretary Finance Director Town Attorney Community Development Manager Information Systems Manager Parks and Recreation Administrator CALL TO ORDER AND ANNOUNCE A QUORUM. Mayor Smith called the Regular session to order at 7:01 p.m. noting a quorum was present. 2. INVOCATION. Roger Unger 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." Jon Seale 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 Page 2 Regular Session November 3, 2003 HEAR PRESENTATIONS ON SPECIFIC AGENDA ITEMS PRIOR TO THE COUNCIL ADDRESSING THOSE ITEMS. Jon Seale of 5 Greenbrook Court and Randy Shiflet, Trinity Waste, of 6100 Elliott Reeder, Fort Worth, addressed the Council. 5. COUNCIL/STAFF REPORTS. Council and Staff updated the Council and residents. 6. TOWN COUNCIL TO OBSERVE A PRESENTATION FROM THE COMMITTEE TASK FORCE REGARDING CHANGES TO THE CURRENT COMMITTEE SYSTEM. A. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING THE COMMITTEE TASK FORCE RECOMMENDATIONS. Scott Spence introduced the importance of the Committee system to the development of Trophy Club. The members of the task force devoted a great amount of time to this project and took input from committee members, staff and Council. Citizen Volunteer Task Force Report Task Force Members: Bob Downey, Nestor Karlis, Pearl Ford, Scott Spence Task Force Purpose: -Examine the Existing Citizen Volunteer Committee System and Recommend Improvements to the Town -Excludes Boards and Commissions Task Force Methodology: -Agreed on Task Force Purpose/Mission -Developed Conceptual Model/Framework -Conducted Information Exchange Sessions -2 Sessions for Current Committee Members -2 Sessions for Town Department Heads •Interviewed Former Committee Members, Former Council Members and Other Community Residents •hnterviewed Town Manager and Town Secretary •Interviewed Individually Mayor and Council Members -Reviewed Proposal with Town Attorney -Finalize Recommendations and Prepare Report to Council Objectives: •Improve Staff Efficiency and Effectiveness -Encourage Resident Participation in Town Government -Reduce Bureaucracy Under Which These Groups Operate -Minimize Politics in the Appointment Process and Group Operations -Utilize E -Government Functions Proposed Town of Trophy Club Citizens Advisory Groups were suggested as follows: Public Safety Advisory Group works with the Director of Police and Fire Services or designee Administration Advisory Group and Special Events Advisory Group works with the Town Manager or designee Ways and Means works with the Finance Director or designee Parks and Recreation works with the Parks and Recreation Administrator Public Works, Utility Franchise, Friends of Library works with Community Development Director or designee Information Systems works with Information Technology Manager or designee Staff Administrator Responsibilities: .Establishes a Citizens Advisory Group Not To Exceed Five (5) Core Members Page 3 Regular Session November 3, 2003 •Interviews, Selects and Replaces Individuals for the Citizens Advisory Group -Responsible for Planning, Scheduling and Conducting Meetings on a Consistent Basis -Prepares Citizens Advisory Group Meeting Agenda -Provides Appropriate Orientation for Advisory Group Members •Presents Items to the Town Council for Action -Town Council Reviews, Discusses and Votes to Approve or Disapprove Recommended Items -Communicates Citizens Advisory Group Activities to the Community -Schedules, Conducts and Participates in Semi -Annual Town Hall Meetings Members Responsibilities: -Review, Discuss, Analyze and Recommend Items to Staff Administrator for Town Council Consideration -Request Item(s) To Be Added to the Group Meeting Agenda -May Be Requested to Participate in Special Assignments and Projects -May Be Requested to Assist Other Citizens Advisory Groups -Participates in Presentations at Workshops, Town Council and Town Hall Meetings -Member May Be Appointed Acting Chairperson in the Absence of the Staff Administrator Suggestions: -Review the New Citizens Advisory Group Model After One Year -Use Current Application Process for Citizens Advisory Groups -Evaluate the Citizens Advisory Group Application and Selection Process After One Year •Include the Effective Utilization of Citizens Advisory Groups in Staff Administrators Performance Plans E -Government & Advisory Groups •E -government enables us to push information out to the residents at large via the ListServe and the website -Advisory Groups will likely communicate by e-mail, as well as in person and by phone. -Large groups such as event volunteers of larger numbers may benefit from the ListServe. -Website can be utilized to poll residents to get a larger sampling on important issues. The marquees, newsletter, ListServe and Channel 7 could be used to publicize online surveys. One Size Doesn't Fit All: -The use of these technologies may not work for all the Advisory Groups -Advisory Groups could decide which media of communication are best for them. -Staff and the Advisory Groups may recommend other means and utilization of communication that we have not yet considered. -Consider a printed survey to poll the residents on how they would like to be kept informed. Council Member Edstrom added suggestions and concerns for potential pitfalls: Sometimes additional members are needed for community activities like July 40' and Fall Festival because members are swept up in the planning process Review advisory groups after a year Evaluate the application and selection process after a year, including the application process for people on the advisory group Must, from an accountability standpoint; include in the staff administrators performance plan, an effective utilization requirement of the Citizen Advisory Group in order for this arrangement to work. Someone has to be accountable in a specific way. There needs to be a broad orientation that includes all members on the committee. They all need to be able to interact with each other so they all get the same story. It must be consistent, and should be done for everyone in the group at one time. There should be a formalized orientation and twice yearly review where you are. Page 4 Regular Session November 3, 2003 Council Member Williams moved to request staff to draft a resolution with an implementation schedule with Council Member Edstrom's suggestions. Mayor Pro Tem Foley seconded; motion carried unanimously. 7. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, ESTABLISHING AN AD VALOREM TAX LIMITATION, AS AUTHORIZED AND DEFINED BY THE TEXAS CONSTITUTION, ARTICLE VIII, SECTION I -B, AND TEXAS TAX CODE SECTION 11.261, ON RESIDENTIAL HOMESTEADS OF THE DISABLED AND PERSONS SIXTY-FIVE (65) YEARS OF AGE OR OLDER AND THEIR SPOUSES; PROVIDING FOR THE INCORPORATION OF PREMISES; PROVIDING DEFINITIONS PURSUANT TO ARTICLE VIII, SECTION 1-B, SUBSECTION (H) OF THE TEXAS CONSTITUTION; PROVIDING A RESIDENCE HOMESTEAD EXEMPTION LIMITATION; EXTENDING THE RESIDENCE HOMESTEAD LIMITATION TO SURVIVING SPOUSES; PROVIDING THAT THE LIMITATION IS IRREVOCABLE; PROVIDING A CUMULATIVE REPEALER CLAUSE, PROVIDING FOR SEVERABILITY; PROVIDING A SAVINGS CLAUSE; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; PROVIDING FOR PUBLICATION; AND PROVIDING AN EFFECTIVE DATE. The Mayor introduced and supported this agenda item urging the Council to support it as well, adding that Constitutional Proposition 13 was approved by 81% of the voters in the September Election. Roger Unger added that we currently have 276 accounts with the over 65 Homestead Exemptions, 15 Disabled accounts, and 39 Disabled Veterans accounts. The net effect on the tax revenue would be a decrease of .0009 percent, a very minimal effect on the tax revenue. The Mayor added that once this ordinance is put into effect, it could not be repealed. Council Member Edstrom moved to approve. Mayor Pro Tem Foley seconded; motion carried unanimously. 8. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, APPROVING A CONTRACT FOR THE TRANSFER OF STORM DRAINAGE FACILITIES FROM TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 TO THE TOWN OF TROPHY CLUB; AND PROVIDING AN EFFECTIVE DATE. Council Member Matthai moved to approve. Council Member Williams seconded; motion carried unanimously. 9. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, APPROVING A CONTRACT FOR THE TRANSFER OF STORM DRAINAGE FACILITIES FROM TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 2 TO THE TOWN OF TROPHY CLUB; AND PROVIDING AN EFFECTIVE DATE. Council Member Edstrom moved to approve. Council Member Matthai seconded; motion carried unanimously. 10. TOWN COUNCIL TO DISCUSS FUEL USAGE BY MUNICIPAL VEHICLES. Roger Unger provided a handout to show department utilization of fuel. The EPA required in fiscal year 00/01 the reconfiguration of gas and diesel tanks to provide environmental protection to the potable water supply given the close proximity of the fuel supply site to our water plant. At that time the Municipal Utility District's took the lead on the construction of a new fuel supply system and ultimately expended approximately $36,000 on the new system. The Town and joint Trophy Page 5 Regular Session November 3, 2003 Club/Westlake DPS agreed that they would fund their portion of the capital cost of the system through a per gallon surcharge on the proceeds of gas and diesel. After the breakup of the DPS the surcharge was allocated only to Town functions as shown above. Based on current year estimates, the Town would have accumulated enough additional funds to reimburse the Municipal Utility District for the Town's share of the capital asset this year. In order to reduce the amount of work required to track the different departments and different uses for the Town versus Municipal Utility District, the Municipal Utility District has been paid in full by the Town as of this October. From this point forward, all users will be charged the same amount for fuel. This budget line also includes the cost of oil changes and lube jobs, which are done as part of our preventative maintenance program. EPA requires accounting for each gallon of gas used and miles per gallon utilization. Next year's budget reflects reduced fuel budgeted funds, reflecting a savings from this year's and past year's budget. 11. TOWN COUNCIL TO HEAR A PRESENTATION FROM THE PUBLIC SAFETY COMMITTEE AND TAKE APPROPRIATE ACTION REGARDING THE ACQUISITION AND INSTALLATION OF "TRAFFIC SPEED DISPLAY SIGNS" IN SCHOOL ZONES LOCATED IN TROPHY CLUB. George Gearner presented a request for speed display signs in the school zones. The request is as follows: 1) Four speed display signs to be installed in school zones placing two signs at Lakeview, and two signs to be shared by Beck and Medlin. The estimated cost is $4,500 for each sign (and this is not a budgeted item for the town) 2) The Sign Ordinance 2003-14 Section F, No_2 permitting corporate sponsorship of signs, allowing them to be installed at no expense to the Town and a small sign would indicate recognition of the sponsor 3) Authorize Randy Briggs and George Gearner to prepare the various sign manufacturer products to select the one that we deem best; and 4) Allow me to undertake securing sponsors for each of these signs; approach each sponsor for a five year commitment; if willing sponsors want to participate but face budget constraints that would not allow them to issue one check.; allow me to work with them on financing. I would work with Roger Unger and Donna Welsh to see that any action taken would conform to town financial requirements. A consensus of the Council was to move forward with this project. 12. TOWN COUNCIL TO DISCUSS AND PROVIDE DIRECTION TO STAFF REGARDING THE LEASING OF TOWN MINERAL INTERESTS. Donna Welsh explained that the Town has been approached for a lease of mineral interests. Council Member Williams moved to direct staff to move forward with the leasing of the Town mineral interests. 13. 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 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, CASTING ALL OF ITS ALLOCATED VOTES FOR STEVE MOSSMAN TO SERVE AS A MEMBER OF THE DENTON CENTRAL APPRAISAL DISTRICT BOARD OF DIRECTORS; PROVIDING FOR SUBMITTAL OF SAME TO THE CHIEF APPRAISER; AND PROVIDING AN EFFECTIVE DATE. B. PROCLAMATION SUPPORTING DENTON COUNTY FRIENDS OF THE FAMILY PROMOTING RELATIONSHIP VIOLENCE AWARENESS AND AVOIDANCE BY OFFERING EDUCATIONAL PROGRAMS. C. REGULAR SESSION MINUTES DATED OCTOBER 20, 2003. Page 6 Regular Session November 3, 2003 Council Member Edstrom pulled C. the October 20, 2003 Minutes for discussion. Council Member Edstrom moved to approve the Consent Agenda Items A. a Resolution casting votes for Steve Mossman and B. a Proclamation promoting relationship violence awareness. Council Member Matthai seconded; motion carried unanimously. Council Member- Edstrom requested that agenda item #12 Minutes dated October 20, 2003 read as follows: Marvin Bonner of 53 Panorama Circle addressed the Council. Randy Briggs explained that the homeowner presented a landscape plan that will be completed this Friday. The brick veneer and landscaping were the only items lacking on final inspection. Council Member Edstrom recommended that a "bad builder" ordinance be brought forward to the Council. Council Member Williams moved to approve the minutes as amended. Council Member Matthai seconded; motion carried unanimously. 14. ADJOURN. Council Member Edstrom moved to adjourn at 9:16 p.m. Council Member Williams seconded; motion carried unanimously. ATT Town Secretary, own of Trophy Club, Texas Mayor, ToWU e k Trophy Club, Texas D" ■