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Minutes TC 06/06/2005MINUTES OF REGULAR TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION:100 MUNICIPAL DRIVE,TROPHY CLUB,TEXAS Monday,June 6,2005 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,June 6, 2005.The meeting was held within the boundaries of the Town and was open to the public. TOWN COUNCIL MEMBERS PRESENT: Nick Sanders Pam Cates Susan Edstrom Roger Williams Beverly Foley Scott Spence Mayor Mayor Pro Tern Council Member Council Member Council Member 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 Tim Welsh 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 Welsh Engineer representative for Beck Properties A.l Call to order and announce a quorum. Mayor Nick Sanders called the Regular Session to order at 7:00 p.m.noting a quorum was present. A.2 Invocation. Mayor sanders offered 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." Mayor Pro Tern Cates led the pledges. A.4 Oath of Office to be administered by Municipal Court Judge,Mark Chambers and Presentation of Certificate of Election to Council Member,Scott Spence. Town Council incumbent,Scott Spence was sworn into office and presented with a Certificate of Election by Municipal Court,Judge Mark Chambers. 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. No citizen presentations. B.l B.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. Mayor Sanders called the Council's attention to item B.2 and introduced the Town Manager's report. This report will replace staff reports and will allow for more discussion between Council,staff and citizens. Departmental Updates: Administration:Administrative Advisory Committee meeting topics Purchasing Guidelines Meeting with D.R.Horton The Administrative Advisory Committee will meet on Wednesday,June 15th to discuss;personnel policies,contract vs.part-time employees as classified by the DOL and the IRS,and the possibility of combining Town/MUD staff in order to create more efficiencies. Mayor Pro Tern Cates and staff member Renae Gonzales working to develop an accounting procedures manual and review the purchasing polices. Mayor Sanders,Town Manager,Donna Welsh,Finance Director,Roger Unger and Town Attorney, Patricia Adams met with DR Horton for general discussion.They plan to meet again in the week following. Community Development:Update on street construction The road construction on Indian Creek from Pebble Beach to Heritage and Shields is under way.The utility construction is being completed on the south side,which is the eastbound lane.Starting the second week in June,construction will start on the southbound lane. Building Addition:opened RFP's on June 6thfor Construction Manager at Risk,which will be discussed under D.5. Finance:Next Budget Workshop Budget Workshop scheduled for June 20th between Town Council,staff and Ways and Means. RFP is being developed for auditing service for the Town. Information Services:Implementation of Courts Software -Status Scan of Contracts/Documents for Internal Records Management Implementing court software to integrate with financial accounting package for better oversight. Design and template complete Internal Records Management,pending Legal review. Legal:Status of Comptroller's Office Audit of Court Final Judgment in Brown Lawsuit in favor of Town Comptroller's Audit of Court estimated to be complete in 4 to 6 weeks. The Brown vs.the Town of Trophy Club lawsuit was dismissed. Parks and Recreation:Payment in lieu of parkland dedication for Eagle's Ridge subdivision P &R Director,Adam Adams and a representative form Starwood working on an agreement to present to Council in the next 30 days to give cash in lieu of parkland. Planning and Zoning:Status of Ordinance Codification Status of Preliminary and Final Plat Application from Starwood Homes for Eagles Ridge Ordinance for codification is complete and will be forward the Town Attorney for review. Preliminary and Final Plat Application from Starwood Homes for Eagles Ridge will go before Council on June 20th. Police and Fire Services:School Crossing Program Development of Crime District The Town is receiving seventy-eight cents per capita from the County,from vehicle registration that can be used for child safety programs or crossing guard programs.Chief Briggs is working on a plan to present to Council in the next couple of meetings,in respect to the School Crossing Program. Chief Briggs is also working on the Development of a Crime District,which is generated from sales tax. .Currently,Trophy Club is maxed out on the sales tax at eight and one quarter percent.If in the future, the EDC Tax structure changes,implementing a Crime District program or a street maintenance tax, may be a possibility. EDC Task Force:Mission Statement and Current Issues and Meeting Topics Mayor Pro Tern Cates is working with the EDC Task Force to develop a comprehensive package on ways to develop and promote commercial retail in the Town.The initial concept is expected to come before Council in the next couple of meetings. B.3 Discussion on Items for Future Agenda. There was no discussion for future agenda items. Council convened into Public Hearing at 7:15 p.m. TOWN COUNCIL TO CONVENE INTO PUBLIC HEARING PUBLIC HEARING C.l Public Hearing:An ordinance repealing Ordinance No.2005-09 P&Z in its entirety and adopting a new Ordinance amending Zoning Ordinance No.2000-06 P&Z by adopting a new Article 5,Section 35 entitled"Accessory Structures". No citizens addressed Council. Council reconvened into Regular Session at 7:16 p.m. TOWN COUNCIL TO RECONVENE INTO REGULAR SESSION *REGULAR SESSION D.l Discuss and take appropriate action regarding an ordinance repealing Ordinance No. 2005-09 P&Z in its entirety and adopting a new Ordinance amending Zoning Ordinance No.2000-06 P&Z by adopting a new Article 5,Section 35 entitled "Accessory Structures". Council member Edstrom made the motion to approve,Mayor Pro Tern Cates seconded.P &Z Coordinator, Kerin Fleck advised that the only changes made were to section AI,subsection A,from:Accessory structures less than 120 square feet and not exceeding 6 feet in height shall not require a building permit, to:Accessory structures less than one hundred twenty (120)square feet of floor area shall not require a building permit.And to subsection C.1,from:a minimum of forty jive feet (45')from the front property line,to 1.Behind the front building setback. Motion to approve an ordinance repealing Ordinance No.2005-09 P&Z in its entirety and adopting a new Ordinance amending Zoning Ordinance No.2000-06 P&Z by adopting a new Article 5,Section 35 entitled "Accessory Structures,"carried unanimously. D.2 Discuss and take appropriate action relative to Preliminary Plat for lots 1-40,block 4 of The Villas @ Waters Edge,located generally to the east of Katie Lane and Stephen's Court,to the west of Meadowbrook Lane and to the south of Harmony Park. CouncilmemberFolly made the motionto approve;CouncilmemberEdstromseconded.The Councilrecognized Tim Welsh from Welsh Engineeringas he presentedthe next phase of The Villas @ and Waters Edge.The developmentis approximatelyten acres,thirty-sevenlots,with two open spaces,one green belt,a zero lot line product and a lot size varyingfrom 7,200 to 14,919in size. Mayor Sanders requested that the following be indicated in the minutes: 1.Approaching HOA with potentially allowing access through the gate at the bottom of Caty Lane into Meadowbrook. 2.The previous drainage issue that affected the golf course and resident's yards was discussed.Planning and Zoning Coordinator,Kerin Fleck confirmed with Mr.Welsh that the civil,containing the drainage information will accompany the final plans when submitted to the Engineer. 3.Suggestion that in the future,the developer look at a slightly different design that does not break up green belt and zero lot line construction. Andy Hayes 25 W.Hillside,requested that some trees be planted along the north boundary of the development to maintain the integrity of the community. Motion to approve the preliminary plat,passed 4-1,with Town Council Member Spence opposing. Discussion /Disclosure of Substantial Interest Pursuant to Conflict of Interest Provisions Contained in Chapter 171 of the Texas Local Government Code Regarding Win Ocular, Records Management Software,donated by Mayor Sanders in 2003. Mayor Sanders disclosed that his company,Combined Computer Resources,Inc.sold computer software to the Town.His company Combined Computer Resources,Inc.receives approximately $1,900.00 in maintenance yearly.Mayor Sanders agreed to sign a Conflict of Interest form that will remove him from discussion or votes on any future agenda or budget item in reference to Combined Computer Resources, Inc. No action was taken. D.3 DA Item tabled at the 4/18/05 Council Meeting:Town Council to discuss and take appropriate action to award or reject the bids for the Svore Municipal Building addition.(Need motion to remove from table.) Council member Williams made the motion to remove from table;Council Edstrom seconded.Motion carried unanimously. Staff requested that Council reject all bids for the Svore Municipal Building as all came in too high and in access over $100,000 over budget Council member Williams made the motion to reject all bids for the Svore Municipal Building addition;Council Edstrom seconded.Motion carried unanimously. D.5 Discuss and take appropriate action regarding the award or rejection of the bids for the Svore Municipal Building addition and to provide further direction to staff regarding construction of a municipal building addition. Beth Ann Gregory,CD Director advised Council that after the cost for the new building came in higher than expected,staff began to look for a lower cost alternative to Council's objective that would increase the space,creating efficiencies with the centralization of facilities and reducing the overhead of maintaining the core of the building.An alternative floor plan was presented to Council.Due to the viable option of the new design,staff went out for RFQ's and RFP's for Construction Manager at Risk.The proposals came in at five to nine percent. The Council directed staff to confirm with the number one respondent of the RFQ for Construction Manager at Risk,that the Svore building additions can done with the remaining amount budgeted. Mayor Pro Tern Cates made the motion to direct Staff to confirm with the number one respondent of the RFQ for Construction Manager at Risk,that the Svore building additions can be done with the remaining amount budgeted;Council member Spence seconded Motion carried unanimously. D.6 Discuss and take appropriate action regarding the system of appointing citizens to advisory groups,boards and commissions;ethics and conduct of advisory group,board and commission members;and revisions to Committee Handbook. Andy Hayes,25 W.Hillside and Neil Twomey,203 Oakmont addressed the CounciL No action taken for this item.Council gave the following direction to the staff: The Board,Commission and Citizen Advisory Group Handbook will first by reviewed by Administrative Advisory Group.Once their revisions are complete the Handbook will go before Council for approval. Boards and Commission At the end of a term,members who have successfully served their Board and desire to continue to serve will be given first priority of reappointment to the Council. The Board will be responsible to interviewing for any other openings and will make their recommendation to Council for appointment. Advisory Groups The staff liaison for each Advisory Group will be responsible for the selection of members. Separation of Ways and Means and EDC 4A Ways and Means staff liaison,Roger Unger was advised that as vacancies occur more opportunity for resident to serve should be allowed.A seat of EDC 4 A does not guarantee automatic appointment to the Ways and Means Advisory Group. D.7 Consent agenda:Discuss and take appropriate action to approve a Resolution between Cedar Valley College and the Town of Trophy Club. D.S Consent agenda:Discuss and take appropriate action to approve Minutes dated May 16th and May 23rd,2005. Council member Edstrom made the motion to pass consent items D.7 and D.8;Council member Foley seconded. Motion carried unanimously. All matters listed as Consent A2enda 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. E.2 Adjourn. CouncilmemberFoley madethe motionto adjourn;CouncilmemberWilliamsseconded.Motioncarried unanimously. *The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act,LGC.551.071 c::os;~ 2i~a KO/ll!J7ftTownSecretary,Town of Tr phy Club Mayor,Town of Trophy Club