Minutes TC 07/10/2006 - Joint SessionMINUTES OF JOINT BUDGET WORKSHOP BETWEEN THE TOWN COUNCIL, EDC 4A AND EDC
4BlREGULAR TOWN COUNCIL MEETING FOR THE
TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, July 10,2006
6:00 P.M.
STATE OF TEXAS 5
COUNTY OF DENTON 9
The Town Council of the Town of Trophy Club, Texas, met in Joint Budget Workshop between Town Council, EDC 4A and
EDC 4B / Regular Session on Monday, July 10, 2006. The meeting was held within the boundaries of the Town and was
open to the public.
TOWN COUNCIL MEMBERS PRESENT:
Nick Sanders
Roger Williams
Pam Cates
Susan Edstrom
Gregory Lamont
Philip Sterling
STAFF AND GUEST(S) PRESENT:
Brandon Emmons
Roger Unger
Lisa Ramsey
Patricia Adams
Beth Ann Gregory
Adam Adams
Danny Thomas
Mike Pastor
Dwight Morrow
Gary Cantrell
J.D. Harvey
Neil Twomey
Mathew Graham
Rebecca S human
James Hicks
Bill Devlin arrived at 6:30
Doyle Nicholson arrived at 6:41
Mayor
Mayor Pro Tem
Council Member
Council Member
Council Member
Council Member
Town Manager
Finance Director/Assistant Town Manager
Town Secretary
Town Attorney
Community Development Director
Parks and Recreation Director
Acting Fire Chief
IS Manager
EDC 4A
EDC 4A
EDC 4A
EDC 4A
EDC 4A
EDC 4B
EDC 4B
EDC 4B
EDC 4B
A.l , Mayor Sanders called the Regular Session to order at 6:07 p.m. noting a quorum was present.
Mayor Sanders advised that since EDC 4B did not have a quorum, Council would move into a Joint Budget
Workshop with Ways and Means.
A.2 Mayor Sanders gave the invocation.
A.3 Council member Lamont led the pledges.
TOWN COUNCIL TO CONVENE INTO WORKSHOP SESSION
WORKSHOP SESSION
A.4 Joint Budget Workshop - Town/EDCs/Ways (6:OO - 8:OO)
Brandon Emrnons commented that staff is presenting a balanced budget which includes the 2% COLA's and 2 - 4% Merit
increases. Emmons suggested restructuring the Merit increase and establishing an administration rate adjustment
fund of $25,000. Theses funds will be distributed based upon a true merit system, which will decrease the tax rate
from 7.10 to 4.10%. Emmons also explained that the Street and Sewer line items were separated into individual
departments.
Council member Edstrom questioned the status on the presentation of street repairs. Beth Ann Gregory responded that this is
scheduled for August 2 1,2006. Edstrom's preference is to move the presentation up to the August 7,2006 meeting.
Council directed staff to look at reducing the communications/mobiles/pagers line item through out the entire budget.
J.D. Harvey called EDC 4A to order at 652 p.m. noting a quorum was present.
Jim Hicks called EDC 4B to order at 652 p.m. noting a quorum was present.
Roger Unger presented the EDC 4A and 4B budgets and provided a general overview.
Adam Adams spoke to potential projects and advised that the Parks and Recreation Board previously listed the renovation of
Harmony Park as one of the top priorities. Adams also explained the Marshall Creek Grant that has been proposed
to EDC 4B and added that he would be showing a presentation of future Park development to the EDCs.
Council member Edstrom supports these projects and requested that Adam also show Council this presentation. Edstrom was
concerned about Marshall Creek's reimbursement to EDC 4B, she feels-that we are charging them to the point where
there is nothing left when we need to be building the revenues.
Council member Cates and Mayor Pro Tern Williams agreed and would like to see how EDC 4A plans to spend the money.
Mayor Sanders concurred with the idea of funding projects for Parks and Rec without expecting reimbursement. In addition
he encouraged EDC4B to find creative ways to entice businesses to Trophy Club.
A.5 EDC 4A and EDC 4B to Adjourn.
Motion made by Bill Devlin, seconded by Rebecca Shuman to adjourn. Motion passed unanimously.
Motion made by Gary Cantrell, seconded by Matthew Graham to adjourn. Motion passed unanimously.
EDC 4A and EDC 4B adjourned at 7:45 p.m.
Brandon Emmons advised that the current staffing of the Fire Department has recently been called into question and
proposed adding 1.5 fire fighters into the budget. A financial analysis was presented that presented the cost for this
proposal with the town paying 100% through a shared arrangement with the MUD'S to where the MUD'S funded the
positions 100%.
Mayor Pro Tem Williams asked about the cost savings of moving the COLA's from October to April 1 and delaying the
Police and Fire salary increase of $2,500, as he does not support a tax increase to the Town of Trophy Club.
Brandon Emmons responded that there would be approximately a $4,500 savings to push back the $2,500 salary increases
and approximately $2,220 by pushing back the COLA's.
Mayor Pro Tem Williams stated that delaying these two six months would balance the budget.
Workshop concluded at 8:00 P.M.
Mayor Sanders called a 5-10 minute recess.
TOWN COUNCIL TO RECONVENE INTO REGULAR SESSION AT 8:10 P.M.
*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.
No citizen presentations were made.
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.
Administration:
Want to be an involved Citizen?
The Town Council is seeking residents that are willing to spend a few hours a month to serve their community.
There are vacancies on several Boards and Commissions and we need your help.
Applications will be accepted through the month of July for Economic Development Corporation A, Economic
Development Corporation B, Planning and Zoning Commission, Tree Board and Zoning Board of Adjustment.
This is a wonderful way to get involved in your local government. Applications and required supplements can be
downloaded from our website at: www.ci.trophyclub.tx.us, obtained at the Municipal Utility District Building
located at 100 Municipal Drive, emailed, faxed or mailed to you. Inquiries or questions should be directed to Lisa
Ramsey, Town Secretary at 682-831-4601or lramsey@ci.trophyclub.tx.us.
Water 1 Wastewater Task Force with MUD's and DR Horton
We had our 2nd meeting to discus the various financing options for the infrastructure for the DR Horton
Subdivision. It was decided that the best option would be for the development to ask for annexation into MUD 2 and
to create a Public Improvement District (PID).
1. Horton would not have to pay an up front price to buy in to the excess capacity in WW Treatment
2. MUD's and citizens would benefit from their investment in capacity
3. MUD 2 citizens would receive lower tax rates as Houses were finished.
4. Bond debt could be paid off faster if houses came into MUD 2 and MUD 2 did not increase its debt
5. MUD's would be able to build the 2nd elevated water storage just by having increased tax base
6. PID would not include public buildings or elevated Water Storage.
7. PID would issue bonds for some of the infrastructure which might range from 13 to 18 million
8. PID assessments would only include infrastructure directly related to houses in PID
Town Rankings
The Town of Trophy Club was recently named the 7th best suburb in the DFW area. This ranking is up from #15
last year. The rankings were based on factors such as population growth, crime rates, academic performance, and
home values. The Town was also ranked as the #2 Best Deal in the Metroplex.
Community Development:
Streets & Infrastructure
Traffic Calming - We will begin pre-marking Indian Creek for striping the end of this week. The striping process
will take approximately two weeks to complete. Please use extra caution in the areas where workers are present.
Nextellsprint Flag Pole Tower
The construction of the building and flag pole are nearing completion. Construction of the 10 foot wall that will
surround the equipment building is scheduled to begin on July 17th. The concrete wall will have a cobblestone
finish similar in color to the marquees. A combination of perennial landscaping and seasonal color will then be
added around the wall.
Permitting
The Town has issued 19 new home permits since October 1st with a total value of 10 million dollars
Finance:
Budget Workshop
The next budget workshop with the Town Council will be July 25h prior to the start of the Town Council meeting.
Parks and Recreation:
4" of Julv
Thanks to all of the volunteers and workers who helped make the 4th of July Celebration a success.
Planning & Zoning:
Taco Bueno has submitted an application for PD amendment and Site Plan approval. The first set of staff review
comments have been forwarded to the applicant. These items are scheduled to go before the Planning & Zoning
Commission, 3 August 2006.
Value Place has submitted applications for the following: Amend the boundaries of PD-25 to incorporate 0.954
acres of unplatted property; Concept Plan Approval; and a Replat for Lots 4 and 5. The first set of staff review
comments have been forwarded to the applicant. These items are scheduled to go before the Planning & Zoning
Commission, 3 August 2006.
Police and Fire Services:
Police Services
The Police Department has just finalized the Communications Annex of the Town Emergency Plan. In addition,
the Department is reviewing a draft version of the Terrorism Annex and will have comments completed by the end
of the week. The Police and Fire Departments continue to work closely on the required revision of the overall plan
and will have the final copy submitted to the Texas Department of Emergency Management soon.
As a result of comments from Town Staff and citizens concerning law enforcement at Marshall Creek Park, the
Police Department has provided the Town Manager with cost options (un-funded) of providing off duty officers to
conduct limited patrols of Marshall Creek Park and the Grapevine Lake "beach" during the remaining warm weather
months (approx 15 wks) The report suggests that perhaps the funding could be provided from Marshall Creek Park
revenues. The eight cost options for the limited patrol range from $21,600.00 (OT12 officers13 days18 hrs per shift)
to $4,800.00 (2 reserves12 days14 hrs per shift).
Fire Services
Holt Power Systems set the Emergency generator Saturday and we will be on line by the end of the week.
The roof of the DPS building is well underway and should be finished by the end of next week. 4th of July was great
and no major fires, very few citations or warnings given out.
Spec work on a new fire truck is under way and a recommended purchase will be given to the Master district in
August.
D.l Discuss and take appropriate action regarding a Resolution providing criteria and policy guidelines for use in the
selection of a depository services provider.
Brandon Emmons introduced the proposed Resolution as policy guidelines for use by the Town's designated officer in the
consideration and recommendation for selection of one or more depository service providers. State law specifies
that specific criteria be set for banking guidelines and suggested that the Town look for service issues and liability in
our banking services.
Motion made by Council member Edstrom, seconded by Council member Cates to approve a Resolution providing criteria
and policy guidelines for use in the selection of a depository services provider and naming the Town Manager as the
designated officer.
Council member Lamont questioned if the banks in Trophy Club would receive special consideration.
Brandon Emmons advised that pursuant to Chapter 105 of the Texas Local Government Code the Resolution in Item D.2
would permit the consideration of applications from banking institutions that do not do business within the Town of
Trophy Club but have a qualified office or branch located within ten miles from Town's main office.
Council member Sterling would like to see a requirement that all applicants are members of the FDIC or NUCA, as the goal
is the preservation of the money that the Town puts in.
Cates commented that this is a rating requirement and listed in the Criteria for Evaluation Form.
Motion passed unanimously without further discussion.
D.2 Discuss and take appropriate action regarding a Resolution adopting a written policy authorizing the consideration
of an application to provide depository services to the Town from a qualified financial institution that is not doing
business within the Town.
Brandon Emmons explained that pursuant to Chapter 105 of the Texas Local Government Code, this Resolution allows
Council the option of considering outside financial institutions as a provider of depository services if those outside
entities have a qualified office or branch located within ten miles of the Town Hall.
Motion made by Mayor Pro Tem Williams, seconded by Council member Cates to approve a Resolution adopting a written
policy authorizing the consideration of an application to provide depository services to the Town from a qualified
financial institution that is not doing business within the Town.
Mayor Sanders added that the ten-mile radius covers several banks in our area.
Brandon Emmons commented that considering the current banking business the Town conducts, the ten-mile radius might be
a little excessive,
Council member Lamont hopes the Town looks favorable to the banks in Trophy Club.
Motion passed unanimously without further discussion.
D.3 Discuss and provide input on the implementation of traffic calming.
Brandon Emmons advised that this is an operational issue, but felt that it was appropriate to bring before Council for their
input. Emmons explained the plan for the traffic calming implementation on Indian Creek and the Diagram of the
overall project.
Mayor Pro Tern Williams suggested striping go all the way to Brook Hollow, as it is a two-lane road not a four-lane road.
Council member Cates agreed that this is a dangerous section. '
Patricia Adams answered Council member Edstrom's question that the specifications designating two and four lanes are
under the thoroughfare plan in the Traffic Ordinance.
Brandon Emmons added that based on the traffic count numbers, the best scenario for this intersection is a two-lane road
which allow easy entrances and exits off this road, with traffic calming starting at Woodlands Court. Emmons also
spoke to the traffic calming at Skyline explaining that since this road narrows, staff proposes keeping it two lanes on
one side of the road and reducing the width of the calming to 1 4i foot in the narrow section.
Mayor Pro Tem Williams confirmed the road width would be the same and only the calming width will be reduced.
Council member Sterling is in favor of striping all the way to Brook Hollow as it helps the traffic flow and stated that the
most dangerous intersection is at Trophy Wood Drive and Indian Creek, suggesting that the traffic calming be
extended and reducing the road to only one turning lane.
Beth Ann Gregory responded that based on the traffic counts at this intersection, reducing the road to one turning lane would
back up traffic well beyond the Woodlands.
Council member Cates feels the traffic calming marked in orange on the diagram would be best pursued as sidewalks.
Mayor Sanders clarified Council's consensus to extend traffic calming down to Brook Hollow.
Margi Cantrell 1105 Sunset Drive - Spoke in favor of the traffic calming.
JD Harvey, 5 Sunrise Court - Spoke to the issues on Indian Creek and Trophy Wood Drive requesting that Council educate
the residents about walker safety.
Mayor Sanders clarified that the traffic calming and striping of the streets is not for the purpose of creating a walking path.
Council member Cates requested staff include walker safety information in the newsletter.
No action taken.
D.4 Discuss and take appropriate action regarding awardtrejection of bids received for the Paving Rehabilitation, Joint
and Crack Sealing project.
Brandon Emmons explained that the Town recently went out for bid for the 2006 Pavement Rehabilitation - Joint & Crack
Sealing project and received only one bid. Emmons added that the lack of response is a reason to consider bringing
this service in house. Staff recommends awarding the bid to Concrete Penetrating Company.
Motion made by Council member Edstrom, seconded by Council member Cates to award the bid to Penetrating Company for
the Paving Rehabilitation, Joint and Crack Sealing project.
Motion passed unanimously without further discussion.
D.5 Discuss and take appropriate action to approve Minutes dated, May 8, 2006.
Motion made by Mayor Pro Tem Williams, seconded by Council member Cates to approve Minutes dated, May 8,2006.
Motion passed 3:0:2, with Mayor Pro Tem Williams and Council members Cates and Edstrom voting for and Council
members Lamont and Sterling abstaining.
D.6 Discuss and take appropriate action relative to an Ordinance amending Article VIII, "Tree Preservation and
Removal", Chapter 12 of the Code of Ordinances, entitled " Subdivision Rules & Regulations", by amending
Sections 8.03 and adding Section 8.12.
Brandon Emmons commented that the amendments are housekeeping in nature. The original language had a clause that
allowed for any development less than one acre be excluded from this ordinance, if the developer finds this too
burdensome the appeal process is still in effect and can be challenged. An exception clause to other taxing
authorities within Trophy Club has also been added. Emmons continued that when working with the school district
on the possibility for a new high school this need was recognized as the mitigation of the trees on this site is overly
cumbersome and this exception would help another agency within the community.
Motion made by Council member Edstrom, seconded by Council member Lamont to approve an Ordinance amending Article
VIII, "Tree Preservation and Removal", Chapter 12 of the Code of Ordinances, entitled " Subdivision Rules &
Regulations", by amending Sections 8.03 and adding Section 8.12.
Mayor Pro Tem Williams questioned what impact the school board would face doing this. Brandon Emmons responded that
the staff would work with the school Board to maintain the Town's status as a tree city.
Motion passed unanimously without further discussion.
D.7 Discuss and provide input regarding an amendment to Chapter 2, entitled "Public Safety" of the Trophy Club Code
of Ordinances, by amending Sections 2.05 to Article 11, entitled "Traffic & Vehicles" to prohibit parking within 20
feet of crosswalks.
Brandon Emmons advised that these additions to our traffic ordinance would allow clearer view for drivers and pedestrians
around crosswalks. This item is simply for discussion purposes. If staff is directed to proceed, the amended
Ordinance will be placed on the July 24,2006 Consent Agenda.
Motion made by Mayor Pro Tem Williams, seconded by Council member Edstrom directing staff to proceed with
amendment to Chapter 2, entitled "Public Safety" of the Trophy Club Code of Ordinances, by amending Sections
2.05 to Article 11, entitled "Traffic & Vehicles" to prohibit parking within 20 feet of crosswalks and bring back to
the July 24,2006 meeting.
Council member Cates feels that the Ordinance conflicts with people parking in front of their own homes and suggested
adding certain time frames for no parking in specified areas.
Beth Ann Gregory responded that crosswalks would not be installed in controlled areas that the intent is for uncontrolled
intersections.
Council member Sterling does not feel that this is that big of an issue. A typical lot front is 70 feet, people would only loose
one third of their parking.
Council member Cates believes the restrictions are unnecessary and are not fair to the residents.
Council member Edstrom explained that only a limited amount will be affected with this amendment and will create better
visibility.
Patria Adams advised that Council could designate by locations, however, as with stop signs, we would, be amending
constantly.
Mayor Sanders informed that this item is for discussion and Council input and asked that the motion made earlier be
removed.
Mayor Pro Tem Williams removed his motion, the second agreed. Motion was removed from consideration.
Mayor Pro Tem Williams suggested that staff come back with exact locations of the crosswalks.
Council member Cates questioned if the residents that would be impacted have a say.
Beth Ann Gregory reassured Council that staff would come back with an Ordinance that has minimal impact to the residents.
No action taken.
D.8 Discuss and provide input regarding an amendment to Chapter 2, entitled "Animal Control" of the Trophy Club
Code of Ordinances.
Brandon Emmons advised this is a general cleanup of the Town's Animal Ordinance and the recent change in State Law
regarding the vaccination schedule prompted the revisions. The vaccination schedule has been changed from one to
three years, additional definitions have been added and formatting has been changed throughout the Ordinance for
clarity.
Mayor Sanders confirmed that staff is seeking Council's input whether the definition for livestock should also include:
chickens, roosters, and other fowl.
Council member Cates thinks that establishing a maximum number of dogs and cats to four of each species or six of a
combination of both over six months of age per residence was a great idea.
Council directed staff is to find the correct wording of foul and livestock.
Mayor Sanders requested that staff make additional revisions and bring back before Council.
D.9 Items for Future Agenda.
Long term capital project list, projected fiscal impact and surveys for resident input on potential projects.
Discussion and appropriate action for Parks and Recreation future plans for Marshall Creek.
Status of street repairs and bonds, including recommendation.
Sale of Remaining Street bonds. (8121)
Discussion and appropriate action regarding a policy for accepting gifts.
Review of Advisory Groups Committees Policies.
Discussion of drainage ditch that runs between Village Trail and Lakeshore Drive and consideration of
improvements for area to create a linear park.
Discussion and appropriate action regarding approval of a Development Agreement for Eagles Ridge Phase 11.
Payment Agreements with Master District for municipal annex.
Recognition of the NISD, girl's golf and hockey teams.
Discuss and take appropriate action regarding the creation of a committee to review the Town Charter.
Discuss and take appropriate action to repeal Ordinance 1987-07 and approve an Ordinance establishing the Town's
Emergency Management System.
Council to discuss the procedures by which Council will move forward on Vision 2010. (8-7)
Discuss and provide input regarding an amendment to Chapter 8, entitled "Nuisances" of the Trophy Club Code of
Ordinances, by amending Sections 4.03 to Article IV, entitled "Abandon and Junk Vehicles" (8107)
Accepting a banking RFP on (8-21)
Consideration of enactment of HotelJMotel Tax
Consideration of request by the Lakes of Trophy Club HOA to extend traffic laws to the private streets located in the
gated community portion of the Lakes.
Discuss and take appropriate action regarding an Ordinance on Building Standards. (817)
Discuss and take appropriate action regarding an Ordinance appointing a Records Management Officer. (817)
Discuss and take appropriate action regarding an Electric Franchise Ordinance amendment to require quarterly
payment of franchise fees. (817)
Council member Cates mentioned the request received from the Children's Advocacy Center to make a presentation to
Council and agreed that it should not be included to the list.
Council member Edstrom spoke to the cumbersome nature of the Town Attorney' review having to review and prepare
Ordinances to present to Council twice before approval.
Council member Lamont suggested that the item to consider Lakes of Trophy Club HOA request extending traffic laws to the
private streets located in the gated community portion of the Lakes, come before Council prior to school starting.
Council and staff agreed to place on the July 24" meeting.
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.
Motion made by Council member Edstrom, seconded by Council member Cates approving Consent Agenda, Items D.10 -
D.14.
Motion passed unanimously without further discussion.
D.10 Consent Agenda: Discuss and take appropriate action regarding the transfer of funds from the Town GASB account
not to exceed the amount of $1,650.
D.ll Consent Agenda: Discuss and take appropriate action regarding a Resolution approving the Designation of Grant
Officials Change Form on the Grant for the School Resource Officer Program for the 2006-07 fiscal year.
D.12 Consent Agenda: Discuss and take appropriate action to approve Minutes dated, May 22, 2006.
D.13 Consent Agenda: Discuss and take appropriate action to approve Minutes dated, June 5,2006.
D.14 Consent Agenda: Discuss and take appropriate action regarding Minutes dated, June 19,2006.
F.l Adjourn.
Motion made by Mayor Pro Tem Williams and seconded by Council member Sterling to adjourn. Motion passed
unanimously without any discussion.
Meeting adjourned at 9:25 p.m.
* The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act,
LGC.551.071