Minutes TC 03/06/2006MINUTES OF BUDGET WORKSHOP BETWEEN THE TOWN
COUNCIL AND WAYS AND MEAN AND REGULAR TOWN
COUNCIL MEETING FOR THE
TOWN OF TROPHY CLUB
LOCA TION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, March 6,2006
6:00 P.M.
STATE OF TEXAS 8
COUNTY OF DENTON 4
The Town Council of the Town of Trophy Club, Texas, met in Regular Session on Monday, March 6,
2006. The meeting was held within the boundaries of the Town and was open to the public.
TOWN COUNCIL MEMBERS PRESENT:
Nick Sanders
Pam Cates
Roger Williams
Susan Edstrom
TOWN COUNCIL MEMBERS ABSENT:
Beverly Foley
STAFF AND GUEST(S) PRESENT:
Roger Unger
Lisa Ramsey
Patricia Adams
Beth Ann Gregory
Adam Adams
Jim Hurley
Danny Thomas
Mike Pastor
Kerin Fleck
Sakura Moten-Dedrick
Gary Cantrell
Neil Twomey
Dwight Morrow
Wendy Hill
Mayor
Mayor Pro Tem
Council Member
Council Member
Council Member
Interim Town Manager
Town Secretary
Town Attorney
Community Development Director
Parks and Recreation Director
Police Captain
Fire Captain
IS Manager
Planning Coordinator
Financial Analyst
Ways and Means Member
Ways and Means Member
Ways and Means Member
Ways and Means Member
A.l NOTICE OF WORKSHOP BETWEEN TOWN COUNCIL AND WAYS AND MEANS (6:OO -
7:OO)
Mayor Sanders called the Regular Session to order at 6: 18 p.m. noting a quorum was present.
The Workshop started at 6:21.
The Town Council, staff and Ways and Means Advisory Group discussed the 2006-07 Proposed Budget
assumptions as presented.
Interim Town Manager, Roger Unger asked for Council's preference for the date of the next workshop.
The Mayor suggested that separate meetings be scheduled departmentally.
Workshop concluded at 7:05.
A.2 Invocation.
Pastor Joel Quile of Lake Cities Church of Christ led 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."
Council member Williams led the pledges.
TOWN COUNCIL TO RECONVENE INTO REGULAR SESSION
*REGULAR SESSION
A.4 Town Council to Announce a "Citizen of the Year for 2004" and to present a certificate to
recognition to the recipient.
Mayor Sanders noted that the item should be Citizen of the Year 2005. Mayor Sanders advised of the
following nominations:
Jackie Stephens - Founder and Chairperson of HARM. Nominated by Neil Twomey, Bill Matthai, Steven
Kohs, Jerhea Nail and Dennis McCreary.
Robert Mastropeiro - Donates countless hours to the Explorer program serving as an advisor. Also serves
the Town as a Reserve Officer. Nominated by Donna Milks.
Steve Hawkins -Has served the Town as a Volunteer Fire Fighter for the past 12 years. Nominated by Fire
Captain, Danny Thomas.
Susan Edstrom - Serves as the President of Medlin Middle School PTO, Chairperson of the Woman's Club
Holiday, Tour of Homes in 2005 and has been an active participant in the Women of Government
Organization. Nominated by Mike Claussen, Anna Langley and Pauline Twomey.
Scott Voigt - Has served the Town as a commissioned Police Officer for six years and was promoted to a
Reserve Corporal in 2005, serves as an Advisor for the Town's Law Enforcement Explorer Post
953, assists the Police Academy as an instructor. Nominated by Police Captain Jim Hurley.
Neil Twomey - Has worked to make the Town a better and safer place to call home for different issues and
campaigns and has served on many committees and boards as an advisor. Nominated by Steven
Kohs.
Mayor Sanders awarded Jaclue Stephens as the Citizen of the Year 2005. Ms. Stephens thanked the people
who nominated her and advised that she does the work because she believes in the Town. Acknowledged
Neil Twomey for his help and dedication as well.
The Mayor pointed out that the Supreme Court has agreed to hear the case on the border dispute.
B.l 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
March 13" is the last day to apply for a seat on the ballot for the May 13" Election. Please schedule an
appointment to apply with Lisa Ramsey.
Community Development
Roads and Infrastructure
Repairs have been completed on several areas of Indian Creek using a polyurethane injection method to fill
voids under the concrete that were causing failure. This method is more cost affective than full concrete
removal and replacement and provides little interruption of traffic and is expected to last the life of the
pavement.
Building Addition:
The Svore Municipal Building addition is substantially complete. The Town received the final inspection
and certificate of occupancy on Friday, March 3rd four weeks ahead of schedule and under budget. The
portable buildings will be removed on March 15th.
The Permitting, Building Inspection, Community Development, Streets, Planning & Zoning, Parks &
Recreation, Water Billing as well as Water and Wastewater Services offices moved into the new building
this weekend. The contractor will finish a few remaining issues in the next couple of weeks, at which time
we will have a ribbon cutting ceremony.
Finance
Internal Review of Purchasing by the Finance Department is ongoing. All purchasing card transactions are
reviewed monthly by departmental Managers. This is the first time we have done a separate review by the
Finance Department.
Parks and Recreation
Arbor DayITree City
We have been recognized as a Tree City for the fourth year. The date for Arbor Day will be either March
25th or April 1st.
EDC4A
The Park Board has submitted a prioritized list of possible projects for EDC4A funding; with Harmony
Park improvements being identified as their number one concern.
Park Board
Upon submission of Park Board's list of possible projects EDC4A will evaluate the projects and with Town
Council approval will make their funding decisions for Fiscal 06/07.
Planning and Zoning
Zoning Submissions
DR Horton: The Planning & Zoning Commission met in a workshop session, February 23, and March 2nd.
The next workshop session is scheduled for March 22nd.
Country Club East Maintenance Facility: The Maintenance Facility rezone was on the Planning & Zoning
Commission's March 2nd agenda, where they unanimously recommended approval of the request. This
item will be forwarded to the Council March 20th.
Platting Submissions
Trophy Club Country Club: The Country Club preliminary plat was approved by the Planning & Zoning
Commission February 16th and will be forwarded to the Council March 20th.
Police and Fire Services
Given the departure of Director Randy Briggs the Trophy Club Police Services Division will be overseen
by Captain Jim Hurley and the Fire Services Division by Fire Captain Danny Thomas until such time that
the Town employees a Director of Police and Fire Services.
Police Services Bureau
The Lakes HOA and the Police Services have set up three additional neighborhood crime watch programs
for the Lakes HOA. The three additional groups will meet monthly to discuss various crime watch program
and techniques for monitoring crime within each neighborhood.
Fire Services Bureau
Lieutenant Gene Bates has been accepted to the National Fire Academy. The class will be in May and the
courses will be Training Program Management.
B.2 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.
Scott and Linda Atwater, 104 Rolling Rock Dr. Addressed the Council with a Linear Park Proposal.
Chris McAllister, 3 Greenbrook Street and Steven Kohs, 18 Overhill Drive, submitted their three minutes
to the Atwater's for additional time.
D.l Discuss and take appropriate action regarding the proposition to be included on the May 13, 2006
ballot for the referendum on traffic calming.
Council member Williams made a motion to approve the date as May 2008, and not to exceed a total
$10,000.00, $2,500.00 for the continuation of the traffic calming program on Trophy Club Drive
from the area of Oak Hill to Meadow Creek and $7,500.00 for the implementation of a traffic
calming program on Indian Creek Drive from Trophy Club Drive to the entrance of Harmony
Park; Mayor Pro Tem Cates seconded.
Council Williams commented that the date of two years gives us time to see how this works and that
pending future development these streets could turn into four lane roads.
Council member Edstrom stated that this was originally presented to be a model of NRH, which is a three-
step process and starts out with signage rather than striping. Edstrom also stated that she does not
believe that the elected officials should have to have an election to approve the spending of
$10.000.
Mayor Pro Tem Cates reminded that Council promised the residents that they would put this to an election
and that they should do what they say.
Margi Cantrell, 1105 Sunset Drive - Spoke in favor of Traffic Calming referendum.
Motion passed unanimously without further discussion.
D.2 Discuss and take appropriate action regarding an Ordinance calling a JointIGeneral for May 13,
2006 for the purpose of electing three (3) Council Members for two (2) year terms each to the
Town of Trophy Club Town Council, for electing three (3) Directors for four (4) year terms each
to the Trophy Club Municipal Utility District No. 1, and for electing two (2) Directors for four (4)
year terms each to the Trophy Club Municipal Utility District No. 2.
Council member Edstrom made a motion to approve the Ordinance, Mayor Pro Tem Cates seconded.
Council member Williams pointed out that the Alternate Judges name as listed in the Exhibit should read
Judy Williams.
Edstrom amended her motion to correct the judge's name on the Exhibit, the second agreed.
Motion passed unanimously without further discussion.
a. Discuss and take appropriate action regarding an Ordinance calling a Special Election for
the purpose of electing one (1) Council member to serve a one (1) year term in order to
complete the term of office created by a vacancy on the Council, a Special Election with
a combined ballot pursuant to Section 321.409 of the Texas Tax Code to determine
whether the citizens desire to reduce the amount of sales tax revenue allocated to the
Trophy Club EDC 4B, and levy a sales and use tax to provide revenue for maintenance
and repair of Municipal streets, a Special Election on a Measure to hold a binding
referendum as authorized by the Charter of the Town of Trophy to determine whether the
citizens desire to continue the existing traffic calming program on Trophy Club Drive,
Special Election on a Measure to hold a binding referendum as authorized by the Charter
of the Town of Trophy to determine whether the citizens desire to implement a traffic
calming program on Indian Creek Drive.
Council member Edstrom made a motion to approve with the language for Proposition 2 and 3 as approved
in D. 1; Council member Williams seconded.
Motion passed unanimously without further discussion.
D.3 Discuss and take appropriate action regarding a Joint Election agreement between Town and
Northwest ISD for two (2) Board of Directors each serving a three (3) year term.
Council member Williams made a motion to approve; Council member Edstrom seconded. Motion passed
unanimously with out further discussion.
D.4 Discuss and take appropriate action regarding a Resolution establishing a 90- day operating fund,
establishing a contingency fund, and adopting the calculations and methodology to establish those
funds.
Council member.Edstrom moved to approve with the contingency of 4%; Mayor Pro Tem Cates seconded.
Council member Edstrom questioned what adverse affects setting the contingency too low could have on
the Bond rating.
Interim Town Manger, Roger Unger advised that this was discussed with Ways and Mean and based on
experience with MUD Bonds, too low of reserve funds will impact the bond rating and the ability to get
insurance.
Council member Williams is of the understanding that in case of an emergency, the Town could attack a
line of credit from the bank.
Mayor Pro Tem Cates stated that she feels a contingency fund of $100,000 is too low and expressed her
discomfort with this amount, even if we can draw a credit line at the bank as suggested.
Motion passed unanimously, without further discussion.
D.5 .Discuss and take appropriate action regarding a repeal of Town Ordinance No. 2005-19 in its
entirety, and adopting a new Ordinance regulating the dedication of Park Land and Open Space.
Council member Williams made a motion to repeal Ordinance 2005-19 and adopt a new Ordinance
regulating the dedication of Park Land and Open Space; Council member Edstrom seconded.
Parks and Recreation Director, Adam Adams asked that Council consider the change to the Ordinance as
presented to Council in the packet and as approved by Town Attorney, Patricia Adams; to remove
Parks and Recreation Board from the first sentence and or Board from the second sentence of
Section 8.
Council member Williams amended his motion to include the change as suggested, the second agreed.
Motion passed unanimously without further discussion.
D.6 Discuss and take appropriate action regarding accepting and awarding the Engineer's
recommended bid for Storm Sewer maintenance on Inverness Drive.
Community Development Director, Beth Ann Gregory explained the Bids as presented in the Bid
Tabulation and further advised the Council that the due to limited funds, staff recommends
awarding the Base Bid and Alternate A in the total amount of $64,142 to Bil-Mik, Inc. Bil-Mik
was the low bidder and we have had positive experience with them on previous jobs. At Fiscal
Year End 2005-06 we had $64,055.88 plus interest available in our storm sewer GASB fund to
cover the cost of this project.
Council member Edstrom moved to accept the base bid and alternate A, awarding to the low bidder with
the funds to be taken out of GASB; Mayor Pro Tem Cates seconded.
Motion passed unanimously without further discussion.
D.7 Discuss and take appropriate action regarding the acceptance or rejection of an offer of donation
of a mini-van to the Explorer and SRO program.
Police Captain, Jim Hurley and Fire Captain, Danny Thomas both feel that the department has sufficient
vehicles and the cost of having insurance on this vehicle was greater than what would be required
to rent a vehicle if needed.
Council member Williams moved to decline this donation, Council member Edstrom seconded
Motion passed unanimously without further discussion.
D.8 Discuss and take appropriate action approving the final format of the Year In Review Publication.
The Council suggested the following changes:
Remove the holiday picture for the cover
Remove last bullet under police service and include legal service
Suggested that the Boards and Advisory Group members names be listed.
Mayor Sanders confirmed that the Year in Review would be saved in a PDF format to be downloaded to
the website and that 500 hard copies would be available for new citizens .
D.9 Items for Future Agenda.
Discuss and take appropriate action regarding amendments to the restrictions on the outdoor
storage ordinance. (March 20,2006)
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.
Notice of Town Council Joint Budget Workshop Session with Ways and Means. ( March 20",
2006)
(REMOVE)
Discussion and appropriate action for Personnel Policies. ( March 20", 2006)
Discussion and appropriate action for the Purchasing Policies (April 3rd, 2006)
Discussion and appropriate action regarding a policy for accepting gifts.
Review of Advisory Groups Committees Policies.
Discussion of possible annexation of Marshall Creek.
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.
D.10 Consent Agenda: Discuss and take appropriate action regarding the submission of the Grant
application for the School Resource Officer Program for the 2006-07 fiscal year.
D.ll Consent Agenda: Discuss and take appropriate approving a Resolution authorizing the use of at
least one DAU accessible voting system to assist voters with the physical disabilities as required
under the Help America Vote Act of 2001.
Council member Edstrom made a motion to approve Consent Items D.10 and D. 11; Council member
Williams seconded.
Motion passed unanimously without any discussion.
TOWN COUNCIL TO CONVENE INTO EXECUTIVE SESSION 8:37
EXECUTIVE SESSION
E.l Consultation with attorney on pending or contemplated litigation or on a matter in which the duty
of the attorney to the governmental body under the Texas disciplinary rules of professional
conduct of the State Bar of Texas clearly conflicts with the open meetings act ($551.071 [a] &
[bl):
To discuss or deliberate the appointment, employment, evaluation, reassignment, duties, discipline
or dismissal of a public officer or employee pursuant to Section 551.074 (a) (1) of the Texas Open
Meetings Act :
(1) Applications for Town Manager position, prescreening, processing of applications, and
interviews.
TOWN COUNCIL TO RECONVENE INTO REGULAR SESSION 9:10
"REGULAR SESSION
E.2 Discuss and take appropriate action relative to Executive Session Item Number El.
Council directed staff schedule interviews for Saturday, March 18".
F.l Adjourn.
Council member Williams made a motion to adjourn; Council member Edstrom seconded.
Meeting adjourned at 9:12 P.M.
Mayor, Town of Trophy club