Minutes TC 05/03/2004NOTICE OF PUBLIC HEARING/REGULAR
TOWN COUNCIL MEETING FOR THE
TOWN OF TROPHY CLUB
MAY 3, 2004
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, May
3, 2004. The meeting was held 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
Bill Matthai
Council Member
Roger Williams
Council Member
Scott Spence
Council Member
STAFF AND GUEST(S) PRESENT:
Donna Welsh
Town Manager
Diane Cockrell
Town Secretary
Roger Unger
Finance Director
Randy Briggs
Community Development Administrator/Interim Director of DPS
Pam Cates
Council Candidate
7:00 P.M. *REGULAR SESSION
CALL TO ORDER AND ANNOUNCE A QUORUM.
Mayor Smith called the Regular Session to order at 7.09 p.m. noting a quorum was present.
1. INVOCATION.
Roger Reach gave the invocation.
2. 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:'
Mayor Pro Tem Foley led the pledges to the flags.
3. 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 Workshop/Public Hearing/Regular Session May 3, 2004
HEAR PRESENTATIONS ON SPECIFIC AGENDA ITEMS PRIOR TO THE COUNCIL
ADDRESSING THOSE ITEMS.
There were no citizen presentations.
4. COUNCILISTAFF REPORTS: THIS IS AN OPPORTUNITY FOR COUNCIL AND
STAFF TO PROVIDE BRIEF UPDATES ON PROJECTS AND TO PROVIDE PUBLIC
SERVICE ANNOUNCEMENTS. IT IS NOT A TIME FOR THE EXPRESSION OF
OPINIONS, QUESTIONS AND ANSWERS, OR DISCUSSION AMONG STAFF AND
COUNCIL. DISCUSSION IS LIMITED TO WHETHER COUNCIL DESIRES TO HAVE
A TOPIC PLACED ON A FUTURE AGENDA FOR FUTURE CONSIDERATION.
Council and Staff reports were given.
5. TOWN COUNCIL TO VIEW A PRESENTATION BY THE VOLUNTEER IN PATROL
(VIP) AUXILIARY CHAPTER REGARDING THE (VIP) PROGRAM AND DISCUSS
SAME.
Roger Reach shared the Mission Statement of the Auxiliary:
In support of the Trophy Club Police and Fire Departments accomplishing their
missions, the mission of the Trophy Club Department of .Public Safety Auxiliary is to
augment the officers of the TCDPS by providing crowd control, traffic control and to aid
in the visual deterrence of crime. The group patrols public properties such as schools,
parks, and recreational fields as well as the town of Trophy Club. The unit also responds
to calls or service as directed by proper authority. These services are provided through
commitment to the TCDPS Auxiliary, TCDPS, and the community with integrity and
professionalism.
Mr. Reach also shared the Auxiliary's Service Goals:
First, to be additional sets of eyes and ears for the Police Department.
Second, to free the Police Department from tasks the Auxiliary is trained to
perform, enabling them to do those tasks we cannot do.
Third, public education and community awareness.
Fourth, sponsor and participate in community service projects.
Mr. Reach also shared a description of the organization; highlights of the many services,
future plans, equipment needed, time volunteered, personal vehicle use and expenses to
the members, and requested donations/contributions.
6. TOWN COUNCIL TO OBSERVE A PRESENTATION BY COUNTY COMMISSIONER
JIM CARTER REGARDING THE MAY 15, 2004 DENTON COUNTY BOND
ELECTION AND DISCUSS SAME.
Commissioner Carter shared that the May 15, 2004 Mobility for the Next Century County Bond
Election was planned to have a good voice from the voters. This is the largest bond election that
Denton County has ever put together in the amount of $207,000,000. The main segment is
$187,000,000 for approximately 40 road improvements projects, $17,000,000 for County facility
improvements, approximately $2,000,000 for the unfunded Help America Vote Act mandating a
voting method to allow handicapped voters to vote without aid.
This road project will include some cement streets. Too much money is spent on maintenance and
not enough money on design and construction. The proposed roadway projects include both State
and local roadway. Each project had to meet one or more of the following criteria: Regionally
Significant/Multi-Jurisdictional, Congestion Mitigation/Air Quality, Safety, or Economic
Development.
Page 3 Workshop/Public Hearing/Regular Session May 3, 2004
Commissioner Carter shared projects of interest to Trophy Club residents are: State Highway 114
From Harriet Creek to Interstate Highway 35W (length 2.5 miles), State Highway 114 at. Farm to
Market 156 Interchange (length 0.5 miles), State Highway 114 from Wise County Line to 0.4
miles West of Farm to Market 156 (length 5.0 miles), Marshall Creek Road from US377 to
current terminus in Marshall Creek Park.(length 3 miles), and US 377 at Northwest Independent
School District High School entrance (length 0.5 miles).
TOWN COUNCIL TO CONVENE INTO PUBLIC HEARING.
Council convened into Public Hearing at 8:07 p.m.
PUBLIC HEARING
7. TOWN COUNCIL TO CONDUCT A PUBLIC HEARING REGARDING AN ORDINANCE
OF THE TOWN OF TROPHY CLUB, TEXAS, APPROVING THE SUBSURFACE USE
OR TAKING OF HARMONY PARK THROUGH A OIL, GAS, AND MINERAL LEASE
NON -DRILL SITE/POOLING AGREEMENT BY AND BETWEEN THE TOWN OF
TROPHY CLUB, TEXAS AND STAR OF TEXAS ENERGY SERVICES, INC.,
DETERMINING NO FEASIBLE AND PRUDENT ALTERNATIVE TO THE PROPOSED
SUBSURFACE USE OR TAKING OF THE PARK LAND EXISTS; FINDING THE
PROPOSED PROJECT INCLUDES ALL REASONABLE PLANNING TO MINIMIZE
THE HARM RESULTING FROM THE USE TO BOTH THE LAND AND THE PARK
AND RECREATION AREA; PROVIDING FOR ENGROSSMENT AND
ENROLLMENT; AND PROVIDING AN EFFECTIVE DATE.
Patricia Adams shared that in February the Council expressed an interest in exploring the mineral
interest in Harmony Park. A bid packet was sent out. There was one response, as expected. Texas
Parks and Wildlife requires a public hearing in regard to subsurface use, in the best interest of the
town.
Pam Cates 213 Lakeshore Drive, addressed the Council.
8. TOWN COUNCIL TO CONDUCT A PUBLIC HEARING TO CONSIDER BIDS
SUBMITTED FOR THE LEASE OF THE TOWN'S MINERAL INTEREST IN
HARMONY PARK IN ACCORDANCE WITH AN OIL, GAS, AND MINERAL LEASE
NON -DRILL SITE POOLING AGREEMENT.
Patricia Adams shared that Star of Texas was the only bid submitted requiring a 25% royalty (the
going rate in Denton County) and a bonus amount that will net the town about $2,000.
TOWN COUNCIL TO CLOSE PUBLIC HEARING
Town Council closed the Public Hearing at 8:12 p.m.
*REGULAR SESSION
TOWN COUNCIL TO RECONVENE INTO REGULAR SESSION
9. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING
AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS, APPROVING THE
SUBSURFACE USE OR TAKING OF HARMONY PARK THROUGH_A OIL, GAS, AND
MINERAL LEASE NON -DRILL SITEJPOOLING AGREEMENT BY AND BETWEEN
THE TOWN OF TROPHY CLUB, TEXAS AND STAR OF TEXAS ENERGY SERVICES,
INC.; DETERMINING NO FEASIBLE AND PRUDENT ALTERNATIVE TO THE
PROPOSED SUBSURFACE USE OR TAKING OF THE PARK LAND EXISTS;
Page 4 Workshop/Public Hearing/Regular Session May 3, 2004
FINDING THE PROPOSED PROJECT INCLUDES ALL REASONABLE PLANNING
TO MINIMIZE THE HARM RESULTING FROM THE USE TO BOTH THE LAND
AND THE PARK AND RECREATION AREA; PROVIDING FOR ENGROSSMENT
AND ENROLLMENT; AND PROVIDING AN EFFECTIVE DATE.
Nick Sanders of 1 Michelle Court addressed the Council.
Council Member Williams moved to approve the ordinance. Council Member Matthai seconded;
motion carried unanimously.
10. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION REGARDING
THE AWARDIREJECTION OF BIDS SUBMITTED FOR THE LEASE OF THE
TOWN'S MINERAL INTEREST IN HARMONY PARK AND TO APPROVE OR
REJECT A PROPOSED OIL, GAS, AND MINERAL LEASE -NON -DRILL SITE
POOLING AGREEMENT FOR THE DEVELOPMENT OF THE TOWN'S INTEREST IN
HARMONY PARK.
Nick Sanders of 1 Michelle Court addressed the Council.
Robert Durbin, Star of Texas, stated that Star of Texas has agreed to the royalty amount of 25%.
There are some minor changes to the lease agreement that Star of Texas would like to discuss
with Patricia Adams. Patricia Adams shared that the bid could be accepted and the lease will
come back to Council for review.
Council Member Williams made a motion to approve the bid from Star of Texas including a 25%
royalty fee. Council Member Edstrom seconded; motion carried unanimously.
11. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE REGARDING A ROAD
REPAIR AGREEMENT BETWEEN THE TOWN OF TROPHY CLUB AND STAR OF
TEXAS ENERGY SERVICES; AND AUTHORIZING THE TOWN MANAGER TO
EXECUTE ALL NECESSARY DOCUMENTS.
Patricia Adams shared a redline copy of the road agreement. The Council approved the Specific
Use Permit (SUP) at the last Council meeting. This is a requirement of the SUP. Teague, Nall
and Perkins is evaluating the roads to be used for determining the fee amount. The fee is to be
paid upfront.
Nick Sanders of 1 Michelle Court addressed the Council.
Council Member Williams made a motion to approve the revised road repair agreement as
presented. Council Member Edstrom seconded; motion carried unanimously.
12. TOWN COUNCIL TO DISCUSS TOWN GOALS AND OBJECTIVES FOR FUTURE
PLANNING.
Gwyn Garner stated that the initial goal for tonight is to identify and agree on the top five goals.
Then we will actually work through an action plan, so the group is familiar with the process and
how it and each of the sections work. There was an "objectives" list from staff supplied as a
handout.
The group agreed to the top five goals:
• Attract balanced development, bolster economic growth and increase tax base by 12%
annually
• Improve efficiency and effectiveness of Municipal operations by overall cost savings per
resident (measurement to be determined by Roger Unger).
• Preserve or increase current level of funding for the operation and maintenance of existing
Town infrastructure (specific measurement attached to tasks)
• Ensure that current planning and budgeting anticipates future service requirements and
facility needs at annual budget review; and three year plan.
Page 5 Workshop/Public Hearing/Regular Session May 3, 2004
• Improved relationships with surrounding cities, joint partnerships, cost sharing — could reduce
taxes. Present potential partnering opportunities with surrounding public and private entities
for cost effective services.
GOALS AND OBJECTIVES
Goal: Attract balanced (residential and commercial) development, bolster economic
growth and increase tax base by 12 i% annually
Objective: Create an attractive, healthy community with a diverse tax structure
Tasks: a) Market Trophy Club to potential
developers/builders/businesses
b) Work with local press and chambers to enhance the Town's
Image
c) Work with EDC's to investigate future developer incentives
d) Develop cooperative agreements with other public/private
agencies
Goal: Improve efficiency and effectiveness of Municipal operations, to be measured
by decreased cost per resident
Objective: Incorporate all municipal operations under the Town to improve efficiency
and lower cost to residents
Tasks: a) Consolidate Municipal workforce totally under Town
jurisdiction
b) Joint use of all municipal equipment and facilities
c) Cross -train MUD crews to additionally perform street
repair/maintenance functions
d) Perform cost -benefit analysis of outsourcing versus in-house
landscape maintenance
Goal: Preserve or increase current level of funding for the operation & maintenance
of existing Town infrastructure (to be measured by specific tasks)
Objective: Town Council to ensure appropriate funding is budgeted to maintain
infrastructure
Tasks: a) Complete voter approved street bond projects
b) Implement a pavement inventory & management system
c) Ensure funding is available for GASB related issues
d) Ensure appropriate annual funding is maintained for existing
facilities & infrastructure
Goal: Ensure that current planning and budgeting anticipates future service
requirements and facility needs through annual budget review and three year
plan)
Objective: Evaluate current and long range serviceslstafflfacilities needs of organization
Tasks: a) Survey residents to determine desired services and amenities
b) Build permanent facility to alleviate need for portable rental
buildings
c) Assure Town is providing the resources needed by staff for
maximum efficiency
Page 6 Workshop/Public Hearing/Regular Session May 3, 2004
d) Determine staffing levels needed to provide desired services
and amenities
Goal: Present potential partnering opportunities with public and private entities for
cost effective services. The issue becomes that the idea is investigated.
Objective and Tasks to be developed.
There may be more than one objective. Now that the goals are set, you need to fine-tune
and work out the nuts and bolts. This will get you where you need to go for budgeting.
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
REGARDING AN OMNI BASE REPORTING CONTRACT. (COURT)
B. APPROVAL OF THE REGULAR SESSION MINUTES DATED APRIL 19, 2004.
C. TOWN COUNCIL TO DISCUSS AND TAKE APPROPRIATE ACTION
REGARDING A RESOLUTION OF THE TOWN OF TROPHY CLUB, TEXAS,
OPPOSING ANY SCHOOL FINANCE OR TAX SYSTEM REFORMS THAT
WOULD NEGATIVELY AFFECT CITY REVENUES AND ECONOMIC
DEVELOPMENT EFFORTS.
Diane Cockrell requested that item B. April 19, 2004 minutes be pulled for discussion.
Mayor Pro Tem Foley moved to approve items A & C. Council Member Edstrom seconded;
motion carried unanimously.
Mayor Pro Tem Foley moved to approve item B with the amendment as recommended Council
"Council Member Williams resubmitted his choice as Dick Hobday (on April 29"' after receiving
notification that Elaine Roberson will not be able to serve)." Council Member Williams
seconded; motion carried unanimously.
14. ADJOURN.
Council Member Matthai moved to adiourn at 10:14 p.m. Council Member Williams seconded;
motion carried unanimously.
THE TOWN COUNCIL MAY CONVENE INTO EXECUTIVE S 10N To SCUS/SpdSTED rrE 5 AS ALLOWED BY
THE TEXAS OPEN MEETINGS ACT, LGC 551.071.
, ToAn of Trophy Club
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Town Secretary, T�wn of Trophy Club, Texas