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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