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Minutes TC 08/01/2005 - Budget WorkshopMINUTES OF A BUDGET WORKSHOP BETWEEN WAYS AND MEANS ADVISORY GROUP AND THE TOWN COUNCIL AND NOTICE OF REGULAR TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Monday, August 1,2005 6:00 P.M. STATE OF TEXAS 4 COUNTY OF DENTON 8 The Town Council of the Town of Trophy Club, Texas, met in Regular Session on Monday, July 18,2005. The meeting was held within the boundaries of the Town and was open to the public. TOWN COUNCIL MEMBERS PRESENT: Nick Sanders Mayor Pam Cates Mayor Pro Tem Susan Edstrom Council Member Roger Williams Council Member Scott Spence Council Member TOWN COUNCIL MEMBERS ABSENT: Beverly Foley Council Member STAFF AND GUEST(S) PRESENT: Donna Welsh Lisa Ramsey Roger Unger Beth Ann Gregory Patricia Adams Mike Pastor Adam Adams Randy Briggs Kerin Fleck Sakura Moten-Dedrick Neil Twomey J.D. Harvey T. Dwight Morrow Town Manager Interim Town Secretary Finance Director Community Development Manager Town Attorney IS Manager Parks and Recreation Director Police and Fire Services Director Planning and Zoning Coordinator Financial Analyst Ways and Means A. 1 Call to order and announce a quorum. Mayor Nick Sanders called the Regular Session to order at 6:06 p.m. noting a quorum was present. A.2 Invocation. Beth Ann Gregory gave the invocation. A.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." Roger Williams led the pledges. TOWN COUNCIL TO CONVENE INTO WORKSHOP SESSION *WORKSHOP SESSION A.4 Joint Budget Workshop: Town Council and Ways and Means Advisory Group to review preliminary 2005106 operating and capital budgets. Roger Unger, Finance Director provided an update from his meeting with Joe Rodgers, Chief Appraiser in Denton County concerning the appraisal districts failure to certify property values in Denton / Tarrant county that lie within the border dispute. Mr. Rodgers indicated that the Town's ultimate certified value should be greater than or equal to $607 million. TOWN COUNCIL TO RECONVENE INTO REGULAR SESSION AT 7:00 "REGULAR SESSION B.l 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. Margi Cantrell, 1105 Sunset Drive - Submitted a letter requesting Council reconsider the actions taken at the July 18", 2005 meeting, under item D.2 George Roberson, 306 Skyline Drive - spoke against the actions taken at July 18", 2005 meeting, under item D.2 and asked that Council reconsider. Mr. Roberson also spoke to a motion that passed, 3: 1, at the May 16" meeting regarding the second phase at Eagles Ridge. Mr. Roberson said that he felt that this motion was hurriedly passed just so that Starwood could begin development, however, they have not yet started the development. Kathleen Wilson, 34 Meadowbrook Lane - Spoke against the actions taken at July 18", 2005 meeting, under item D.2 and asked that Council reconsider. Bill Matthai, 500 Indian Creek Drive - Spoke for the actions taken at July 18", 2005 meeting, under item D.2 saying that he believes that there were individuals, previously overlooked who have the necessary expertise needed to serve on the P & Z Commission, especially with the pending development. James Moss, 33 Panorama Circle - spoke against the actions taken at July 18", 2005 meeting, under item D.2 and asked that Council reconsider. Sandra Sheridan, 1 Hillcrest Court - Spoke against the actions taken at July 18", 2005 meeting, under item D.2 and asked that Council reconsider. Linda Mills, 113 Seminole Drive - Spoke against the actions taken at July 18", 2005 meeting, under item D.2 and asked that Council reconsider. Jean Carter, 204 Fresh Meadow Drive - Spoke against the actions taken at the last meeting, please reconsider. .2 Town Manager Report and Discussion Regarding Project Updates as Listed Below: There will be no action taken regarding any individual project posted under this item and discussion will be limited. If extensive discussion is required, the item may be placed on a future agenda. Administration: 2005-06 Budget was presented to the Town Secretary on Friday, July 29". Update on Nextel Contract (At the point that the contract is placed on the Agenda, notices of the cellular tower will be sent to citizens.) Planning and Zoning: Regency Realty Corp. (PD21) Gas Well Fracing Trophy Club Plaza is interested in revising their signage along SH 114. Staff met with the Plaza's property management team 7/26/05 and discussed additional height for signage on the south side of the property, running along the highway. Staff will be working with Regency Centers to bring forward a signage proposal in the upcoming months. Gas Well Fracing has reached the end of the first phase. The next phase is anticipated to begin at the end of August or the beginning of September. Any changes to the schedule will be posted: http://www.ci.trophyclub.tx.us/news information.asp B.3 Items for Future Agenda. Council and/or Staff has requested the items listed be considered at a future Council meeting. Council and Staff will have the opportunity during this session to update this list. 1. Pilot project for street striping. (Scheduled for 8/15/05) 2. Long term capital project list, projected fiscal impact and surveys for resident input on potential projects. 3. Discussion and appropriate action regarding proceeding with electronic signs and contribution from developer. (Scheduled for 8/15/05) 4. Discussion and appropriate action regarding a Drought Ordinance. (Scheduled for 8/15/05) 5. Discussion and appropriate action in regard to an ordinance and policies regarding parkland dedication, parkland standards and money in lieu of dedication. (Scheduled for 8/15/05) 6. Discussion and appropriate action for Parks and Recreation future plans of Marshall Creek. Council member Williams would like to add reconsideration of the July 18Ih, P & Z appointments. Council member Spence asked that reconsideration of the ordinance on unlicensed vehicles or motorized scooters on the streets be looked at again. Donna Welsh, Town Manager would like to schedule a workshop with the Town Council to discuss long- term capital project lists, projected fiscal impact and surveys for resident input on potential projects per department. Dan King, 535 Indian Creek Drive - Spoke against street striping. Kristine Peterson, 1124 Trophy Club Drive - Spoke against street striping. Jeff Peterson, 1124 Trophy Club Drive - Spoke against street striping. Council member Spence requested to speak, stating that this issue has come back up due to safety issues and concern for the kids. Council member Spence advised that he is not a big fan of street striping but wants to provide an element of safety for the kids. Advised that he confirmed with Billy Hughes who said that walking and jogging is the biggest sport in Trophy Club. Bill Loney, 610 Indian Creek Drive - Spoke against street striping. Pat Carr, 11 16 Trophy Club Drive - Spoke against street striping. Jan Tomilson, 219 Indian Circle - Spoke against street striping. Linda Mills, 113 Seminole Drive - Spoke against street striping. Mark Carr, 9 Stephens - Spoke against street striping. Mayor Sanders advised that with respect to the citizens that have spoken against the street striping project and Council's debate that a decision could be made based on experience as opposed to a survey. The Mayor noted that an item to discuss and take appropriate action regarding a pilot street striping project has been scheduled for the August 15" meeting. D.l Discuss and take appropriate action regarding the EDC Task Force and their proposed mission statement and presentation made at the July 18,2005 meeting. Mayor Sanders advised that the EDC Task Force is currently at a stand still as there is only one of the three original members left on the task force. Council member Edstrom advised that we are not able to implement the ideas presented by the Task Force at the July 18" meeting, as we do not own the land. She suggested that EDC 4B prepare a packet for the Chamber, containing information on economic development ideas that the Town would like to see the developers go with. Council member Spence advised that the presentation was good, however, he thought that this Task Force was created to work with the Chamber on different ways to build economic development in the Town. Council member Edstrom advised that this was a good place to start and that the Task Force was never really given any clear instruction. Council member Williams commented that due to the amount of money involved in the infrastructure it was unfortunate that the land- owners were not present to represent themselves. Council member Edstrom made a motion to provide direction to EDC 4B to continue with the work that the Task Force has started, refine the mission statement, work with the developers and other various groups to find out their ideas and to come back in 90 days with a creative presentation to show developers; Council member Spence seconded the motion. Floor was open for discussion. Council member Spence suggested that we contact Beck for his ideas. Council member Edstrom advised that Beck would fall under the various groups. Mayor Sanders called for the vote. Vote was unanimous. D.2 Discuss and take appropriate action regarding the appointment of Chairman for the Planning & Zoning Commission. Council member Edstrom made a motion to appoint Gene Hill as chairman; Council Spence seconded the motion. Floor was opened for discussion. Mayor Pro Cates asked how we could consider a chairman without knowing the outcome on the next item. Council members Spence and Edstrom agreed that whether or not anything was done in reference to the next item, P & Z still needs a Chairman. Mayor Sanders called for the vote. Vote passed 3;1, with Council member Williams opposing. D.3 Discuss and take appropriate action regarding the method(s) to be used when selecting individuals for appointment to Town Advisory Groups, Boards and Commissions. Mayor Sanders advised that Council member Williams requested this item be placed on the agenda. Having already received citizen input under B. 1, the Mayor opened the floor for Council discussion. Council member Williams led the discussion by stating that he was not happy with what happened as the last meeting. He believes that a dangerous political precedent was set, by allowing nominations from the floor as it creates the ability to remove any candidate from the board and thus becomes political. His opinion is that appointments go back to the way it was. Current members requesting reappointment would be reappointed and the Chairman would be responsible to make recommendations to open seats. Council member Williams stated that we should honor the time contributed by current members seeking reappointment as having previous knowledge of the Town, rather than reconsidering their position with a candidate with better credentials and no Town experience. Mayor Pro Tem Cates disagreed with William's suggestion that tenure should bare relevance when considering a candidate for reappointment and stated that there might be attendance issues with some of the current members. Council member Williams countered that it should be the responsibility of the Chairman to make appropriate recommendations based on service and attendance. Council member Spence joined the discussion saying that in the seven years as an elected official he has never seen a vote reversed or someone kicked off a board. Council member Spence advised that he worked on the Home Rule Commission for two years and the one thing that all 16 members agreed on was how important volunteerism was to the Town. Council member Spence continued that while the resume is a good starting point when considering an appointment to serve, we need input from every type of person, housewives, people with experience and also people that have served the Town previously. Council member Spence ended by saying that he did not know how something that Council vote on could be overruled, however, he hopes that he never sees it again. Andy Hayes, 25 W. Hillside P1. Suggested to Council continued advertisement of openings on Channel 7 and the marquee is a good idea. Mr. Hayes advised that the boards and commissions should interview the candidates to determine the best recommendation for the Chairman to communicate to the Council. Mr. Hayes informed that the skill set needed to sit on these board and committee members is different than what it was a few years ago. He believes that Council should have the opportunity to review the applications and that the appointment should be decided on per Council vote. Don West, 212 Ridge View Ln Addressed Council saying that simply establishing a process for the appointments to a board or committee makes all kinds of common sense and then apply rigorously. Mr. West suggested that Council define the process and respect the volunteers. Council member Edstrom advised that her concern is with the Town's future growth. After reviewing the tape of this meeting, she questioned if the most experienced candidate was appointed as she did not hear Chairman Hill make a recommendation and there was approximately one minute of hesitation before a motion was made. She said that the accusation that her request was politically motivated was inaccurate as her concern is for the 900 acres of land yet to be developed and it is because of this that the Town needs that highest level of experience serving on this Commission. Council members Edstrom advised that like other citizens she was loolung for dialog from the Council members as to how they came to their decision at the June 201h meeting and she questioned Council members Williams and Foley's opposition to the July 18" vote as either could have nominated the candidates that was removed from his seat. Mayor Sanders took a point of personal privilege to comment that this methodology of taking nominations was not implemented or contrived to be political in any sense, as suggested by some, but rather in an attempt to establish an appointment process that is fair. Mayor Sanders explained that the methodology of taking nominations and then calling for a vote is a result of his personal observation of practices that were changed on the fly. He referenced that EDC 4A had been told to interview candidates and then make a recommendation to Council for appointment to an open seat. There was also discussion that current members may have to recommend themselves for reappointment, which also shows a lack of methodology. Mayor Sanders discussed these processes with a good friend who worked as the Town Manager in Garland for sixteen years and another eight as the Town Manager in Arlington. The Mayor also referenced the Charter that states that the Council makes the appointment rather than blindly accepting the chairman's recommendation and suggested that perhaps the Charter should have been more specific when outlining this process. Mayor Sanders stated that he might have misinterpreted the Council's intent with having the freedom to appoint, but never the less that was his interpretation. He has since learned from Council that they did not like having to make nominations and so the Mayor advised that they would change this process tonight and will try to find a process that works for everyone. There was no motion made and no action was taken. D.4 Discuss and take appropriate action regarding the appointment of members to serve on EDC4B: A. Discussion and receive recommendation andlor nominations for appointment to Economic Development Corporation 4B. B. Discuss and take appropriate action regarding a Resolution appointing citizens to five (5) seats on EDC 4B. Mayor Sanders informed the Council that four of the five openings were being sought after by current members requesting reappointment and asked if EDC 4B would like to make a recommendation for the last opened seat. Andy Hayes, 25 W. Hillside P1. Advised that he is a little confused with the process for appointments as had told some members of Council that he planned on resigning from EDC 4B after he was appointed to the P & Z Commission at the July 18' meeting. However, with the discussion that the P & Z appointments were going back on the agenda he wanted Council aware that he would not be resigned from EDC 4B because he wants to serve the Town whether if be on EDC 4B or on P & Z. Council member Edstrom questioned the process that was going to be used for appointments. The Mayor confirmed that Council would be using the old way. Council member Edstrom made a motion to approve 1.) Jim Hicks 2.) Andy Hayes 3.) Doyle Nicholson; 4.) Rebecca Shuman and 5.) Larry Crosser to EDC 4B; Mayor Pro Tem Cates, seconded the motion. Floor was opened for discussion. Council member Williams questioned that Mr. Claussen's application suggested that he is interested but does not have knowledge in this area. Council Member Williams confirmed with Mr. Crosser that he has 40 years business experience and that he was retired. Motion passed unanimously without further discussion. RES. 2005-19 D.5 Discuss and take appropriate action regarding a Resolution adopting Tax Abatement guidelines and criteria for the Town of Trophy Club. Mayor Sanders advised that the resolution included is a consolidation and extraction of various abatement policies used by other Towns that provide Council with some ideas of processes that could be used, and that the resolution without the redlines was submitted to Council previously for their review. Council member Williams made a motion to approve; Council member Edstrom seconded the motion. Floor was opened for discussion. Council member Spence likes that we have this resolution as a tool. Council member Edstrom likes the way the criterion is defined. Mayor Sander advised that this is a new area to the Town and that he appreciated Town Attorney, Patricia Adams putting it together. Motion passed unanimously. RES. 2005-20 D.6 Discuss and take appropriate action regarding a resolution authorizing the Town to enter into an Interlocal Agreement for the purpose of Cooperative Purchasing of Goods, Products and/or Services with those cities or entities that adopt the said agreement within Tarrant County, Texas. Council member Edstrom made a motion to approve; Council member Spence seconded the motion. Floor was opened for discussion. Motion passed unanimously without discussion. RES. 2005-21 Mayor Sanders asked the Council if there were any items they wished to remove from the Consent Agenda. Mayor Sander brought the July lgLh, 2005 Minutes to their attention advising that the minutes did not include the EDC Task Force mission statement in the minutes. D.7 Consent Agenda- Discuss and take appropriate action regarding a Resolution approving the 2005- 2006 Interlocal Agreement between the Town and Dallas County Community College on behalf of Cedar Valley College. RES. 2005-22 D.8 Consent Agenda: Discuss and take appropriate action regarding an Ordinance repealing Town Ordinance No. 2005-17 in its entirety, and adopting a new Ordinance relating to a new construction fee schedule for the Town. ORD. 2005-20 D.9 Consent Agenda: Discuss and take appropriate action to approve Minutes dated July 18,2005. Council member Edstrom made to motion to approve Consent Agenda items D.7 - D.9 with the addition of the following mission statement added to the July 18', 2005 minutes; Council member Spence seconded the motion. Motion passed unanimously. Mission Statement Businesses succeed in the Town of Trophy Club only when they meet and exceed the expectations of the residents and customers. People live in the Town of Trophy Club because they can come home to a way of life that creates a high quality of family experiences and lifelong memories. As the community continues to develop, it is essential that the existing character of the community be retained and enhanced wherever possible to preserve these important aspects. We strive to be a center for shopping, dining, the arts and entertainment. Our mix of new and existing retail provides year-round attractions, restaurants, and events that give a wide variety of daytime and evening activities. These activities include all ages, cultures, ethnicities, and family structures. Customers enjoy beauty and charm that entice them to be involved in the activities. In creating a village atmosphere, we celebrate the diversity and power of people, ideas, and cultures. By partnering and motivating profitable relationships between the business owners and the developers, we create an achievable successfil experience for all. All matters listed as Consent Agenda 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. Reconvened into the Budget workshop at 850 p.m. Town Council requested that Adam place an item on a future agenda to discuss and take appropriate action for charging fees for the use of the pool and other facilities to a future agenda. Mayor Sanders advised.that DR Horton has suggested possibly making a presentation to the Council the week of August 22"d, 2005 Advised that a Public Hearing for the Budget has been scheduled for August 15'~, historically Council has approved the budget in a special meeting following the Public Hearing, however the next meeting to fall would be on September 5h. Tentatively scheduled a special session for August 29h to approve the budget. Council member Williams made a motion to adjourn; Council member Edstrom seconded motion. Motion passed unanimously without discussion. F.l Adjourned at 9:4 1. Mayor, Town of Trophy Club - Town Secretary, Town of Trophy qub