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Minutes TC 09/11/2006MINUTES OF WORK SESSlONlPUBLlC HEARING AND REGULAR TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MLlNlClPAL DRIVE, TROPHY CLUB, TEXAS Monday, September 1 1,2006 6:30 P.M. STATE OF TEXAS 5 COUNTY OF DENTON 5 The Town Council of the Town of Trophy Club, Texas, met in a Work SessionIPublic Hearing and Regular Session on Monday, September 11, 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 Lee Delk Danny Thomas Mike Pastor Kerin Fleck Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member Town Manager Finance DirectorlAssistant Town Manager Town Secretary Town Attorney Community Development Director Parks and Recreation Director Police Sergeant Fire Chief IS Manager Planning Coordinator A.l Mayor Sanders called the Regular Session to order at 6:30 p.m. noting a quorum was present. A.2 Work Session: Town Council discussed and reviewed items posted to the September 11, 2006 Agenda. Mayor Sanders explained the rules for the workshop. Brandon Emmons explained the request for a waiver as included under item D.4. Council discussed issuing a conditional waiver and temporary parking lots. A.3 Reverend Daniel Humbert, Senior Pastor of Fellowship United Methodist Church gave the invocation. Council member Lamont stated that September 11, 2002 a Monument to heroism was dedicated in Yankee Stadium's Monument Park for the fallen Heroes of 9-1 1, two of whom were the son and son-in-law of a friend of his and read the innovation that was delivered at this dedication. A.4 The Town Council observed a moment in silence to remember the events of September 11,2001 A.5 Council member Edstrom led the pledges. A.6 Citizen presentations. No citizens addressed the Council. All matters listed as Consent Aqenda 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 Cates, seconded by Williams to remove ltem B.2 from the Consent Agenda. Motion made by Williams, seconded by Lamont to approve the Consent Agenda, ltem B.1. Motion passed unanimously without further discussion B.l Consent Agenda: Discuss and take appropriate action regarding an lnterlocal Agreement for Participation in Fort Worth's Environmental Collection Center Household Hazardous Waste Program. B.2 Consent Agenda: Discuss and take appropriate action regarding an Ordinance approving the financing of a new police vehicle and 10 new computers. Motion made by Edstrom, seconded by Cates to approve an Ordinance approving the financing of a new police vehicle and 10 new computers. Council member Edstrom verified that this does not relate to SRO vehicle. Town Manager Emmons responded that this is the same Ordinance discussed at the previous meeting that was referred to due to being posted incorrectly. Council member Cates questioned how many police vehicles the Town currently had and how many were working. Police Sergeant Delk answered three for patrol, one for the Chief and two that are not working properly. Finance Director Unger provided that the computers would be bought outright, the old computers would be disposed. IS Manager Pastor added that a Dell computer, base box with no monitor costs approximately $91 0.00 Mayor Pro Tem Williams questioned the cost. Mayor Sanders advised that the cost is for the operating system and is currently the rate for home computers. Council member Cates believes that this is a fair price. Finance Director Unger added that this is a budgeted item, and has been discussed in the budget workshops. Motion to approve passed unanimously without further discussion. END OF CONSENT AGENDA TOWN COUNCIL CONVENED INTO PUBLIC HEARING AT 7:21 P.M. PUBLIC HEARING C.l Public Hearing: Town Council to conduct a public hearing regarding the Budget and proposed tax rate increase for fiscal year October 1, 2006 to September 30, 2007. Mayor Sanders announced the Town Council would be voting on the 2006-07 tax rate on September 18, 2006, during their Regular Session, which starts at 7:00 P.M. The meeting will be held here in the Council Chambers. No citizens addressed the Council. ' Council member Lamont questioned page 30 of the packet regarding the tax rate and if the number was correct. ,j Lamont stated that the Town and MUD tax rate together is a little high compared to other Towns. C.2 Public Hearing: Consider an Ordinance amending Chapter 13, Article V, Section 5.03 of the Town's Zoning Ordinance to allow hard top pool covers as an approved accessory structure use and to provide regulations for the same. P & Z Coordinator Fleck advised that this was brought before the Council on June 19, 2006 and Council had directed staff to draft provisions to allow for installation of hard top pool safety covers. Town Manager Emmons added that the P & Z Commission had recommended approval of an Ordinance listing hard top pool covers as an approved accessory structure use with regulations to their height. Applicant, Terry Hall, 101 lnverness - Stated that this pool cover also provides added protection from UV, it is only 4 feet high and cannot be seen from the golf course and is not permanently attached. Council member Cates questioned if the models shown in the packet were the only choices. Staff confirmed that the models were consistent with the request. .3 Public Hearing: Consider an amendment to Chapter 13, Article IV, Section 4.15 to provide regulations for the modification of masonry requirements for structures built in the CR-Commercial Recreation Zoning District. (Applicant: Scott Beck, Beck Properties). & Z Coordinator Fleck explained that on behalf of the Trophy Club Country Club, Beck Properties submitted a request to construct a metal maintenance facility for the Club. The P & Z Commission unanimously recommended amendments to the CR-Commercial Recreation Zoning District regulations to allow a modification to the masonry requirements. Public Hearing Closed TOWN COUNCIL TO RECONVENE INTO REGULAR SESSION *REGULAR SESSION D.l Discuss and take appropriate action relative to: An Ordinance amending Chapter 13, Article V, Section 5.03 of the Town's Zoning Ordinance to allow hard top pool covers as an approved accessory structure use and to provide regulations for the same. Motion made by Williams, seconded by Council member Sterling to approve an Ordinance amending Chapter 13, Article V, Section 5.03 of the Town's Zoning Ordinance to allow hard top pool covers as an approved accessory structure use and to provide regulations for the same. Mayor Pro Tem Williams stated that the cover will not be seen by people on the golf course due to the fence. Council member Edstrom requested language changes that would ensure proper screening along the golf course properties. P & Z Coordinator Fleck suggested language of shrubs not less than 4 feet in height would satisfy this request. Motion made by Williams, seconded by Cates to refer until the September 181h meeting, requesting that this modification be added to the Ordinance and placed on the consent agenda. Motion to refer passed unanimously without further discussion D.2 Discuss and take appropriate action relative to: Consider an amendment to Chapter 13, Article IV, Section 4.15 to provide regulations for the modification of masonry requirements for structures built in the CR-Commercial Recreation Zoning District. (Applicant: Scott Beck, Beck Properties). Town Manager Emmons stated that the request is for allowance of metal to the masonry requirements for structures built in the CR-Commercial Recreation Zoning District. Mayor Sanders advised the Item is asking Council to consider a waiver to the modification of masonry requirements for structures built in the CR-Commercial Recreation Zoning District. Motion made by Williams, seconded Edstrom to approve an amendment to Chapter 13, Article IV, Section 4.15 to provide regulations for the modification of masonry requirements for structures built in the CR- Commercial Recreation Zoning District. Council member Cates asked about specific sizes to mandate a metal building. P & Z Coordinator Fleck comments that the site plan will come before Council and an Ordinance amendment does not have a required size. Cates would like to see size requirements with maintenance restrictions. Mayor Sanders clarified that the Council should be considering a vote on the ability to allow for a waiver Mayor Pro Tem Williams questioned if the MUD had been subject to restrictions on their building. Finance Director Unger answered that the maintenance building is a metal building on a concrete foundation. Town Manager Emmons commented that the proper avenue to address maintenance issues is in the maintenance agreement. Town Attorney Adams added that the building standards address this issue. Council member Lamont and Mayor Sanders both thought the reference to unnecessary hardship under 2.01, 7.a.iii should be removed. Mayor Sanders suggested the following language change in paragraph 7, with the Council's ability to modify, recommendations should be presented to the Council, upon Council's referral. Town Attorney Adams suggested, upon either negative or positive recommendation from the P & Z Commission. Mayor Williams amended his motion to include upon either negative or positive recommendation from the P & Z Commission under paragraph 7 and to strike #3, iiii; the second agreed. Motion passed to approve passed unanimously without further discussion. D.3 Discuss and receive input relative to an Ordinance amending Article Vlll , "Schedule of Fees", Chapter 1 of the Code of Ordinances, entitled "Administration", by amending Sections 8.03 (L), "Health Permits" and (Y), "Storm Water Drainage Utility". Town Manager Emmons advised that the following changes to the Storm Sewer Fees were discussed in the Town's Budget Planning Sessions; raising the Storm Drain fees to a flat $3.00 fee for all single family residential and increasing the commercial fees at a similar rate. The additional fees will be used for needed maintenance and repairs of our storm drainage network. The change to the Health Permit Fees increases the permit fee for Childcare from $100.00 to $225.00 to cover our outside inspection costs. Mayor Sanders noted a typo on page 49, non-resenditial properties, 200,001 - 400,000 sf impervious area should be $45.00. Motion made by Edstrom, seconded by Cates to approve the ordinance. Mayor Pro Tem Williams clarified that Multi-Family Properties is $1.50 per apartment. Council member Sterling questioned the verbiage under 0 -10,000 sf impervious area. Council agreed that the language be changed to "The greater of a $15.00 flat fee or $0.18 per 100 sf." Edstrom modified the motion to include Community Development Director under Apartments- Limit to be set by the Director, to change verbiage under 0 -10,000 sf impervious area to "The greater of a $15.00 flat fee or $0.18 per 100 sf," the second agreed. Motion passed unanimously. Town Attorney advised that Council is not posted for action, but for input only. D.4 Discuss and take appropriate action relative to a request by Beck Properties for a waiver to the concrete parking lot requirement in the Town's Design Standards for the construction of a crushed gravel parking lot for the proposed golf maintenance fac~lity to be located to the east of the Wastewater Treatment Facility. Applicant: Scott Beck, Beck Properties. Town Manager Emmons explained that a request for a waiver to the Town's Design Standards for the construction of a gravel parking lot for the proposed Golf Course Maintenance Facility has been submitted by Beck Properties. Council member Lamont questioned 6.2 and if the Town had a Public Works Director. Emmons answered that Community Development will act as the Public Works Director and that Town Engineer has not yet reviewed the request as plans have not been received. Applicant, Scott Beck told the Council that he would like Council's direction prior to investing in a design and the waiver is to determine what the Council will approve Council member Edstrom clarified that if the waiver were granted, the waiver would then need to go back to the P & Z Commission for recommendation to the Town Council. Mayor Sanders asked if there was an alternative to allow this request to become part of a design standard rather than approving a waiver. Town Manager Emmons answered that the Design Standards could be amended. Council member Lamont asked how the construction of the parking lot would interfere with the design of the building. Mr. Beck replied that this is going to be a recurring problem with future development; this ordinance gives the applicant the right to make an exception. Mayor Pro Tem Williams feels that the Town's Engineer needs to consult with Community Development to determine the depth. Mayor Sanders questioned the requirements as listed on page 50, 6.2 of the packet, neither the Town Attorney nor P & Z Coordinator knew the requirements. Council member Cates requested that the MUDS provide the maintenance building plans prior to approving. Mr. Beck stated that he will use those plans as the minimum requirement, as this in holding up phase 2 of Hogan's Glen. Motion made by Edstrom, seconded by Cates to refer until the September ~8'~ meeting, Mayor Pro Tem Williams directed Town Manager Emmons to provide the MLlDs specifications at the September 18'h meeting. Motion to refer passed unanimously without further discussion. D.5 Discuss and take appropriate action to establish a holding account at Tex Pool for Parkland dedication funds and authorize the execution of necessary documents. Town Manager Emmons commented with the advent of Parkland funds having been received on the Eagles Ridge project and the need to segregate these funds an additional Tex Pool account will be opened specifically for Parkland Dedication funds. Motion made by Edstrom, seconded by Lamont to establish a holding account at Tex Pool for Parkland dedication funds and authorize the execution of necessary documents. Mayor Sanders questioned if this was necessary considering an accounting method has already been established with Tex Pool. Council member Cates said that the current account is a general fund and a separate account needs to be established. Mayor Pro Tem Williams and Council member Edstrom agreed. Motion passed unanimously without further discussion. D.6 Discuss and take appropriate action for utilization of Child Safety Funds. Town Manager Emmons explained the money for the SRO car is coming from the town's portion of the tax on Texas MVRs. Each townlcity gets a percentage of the fund based on the number of residents in each townlcity. The Town's portion for FY '06 was $5,439.00. The est. FY '07 & '08 fund is $8,000.00 and $10,000.00 respectively. This fund is earmarked for Child Safety programs in schools and after checking with the state, it can be used to purchase a vehicle for the SRO program. Staffs plan is to make a down payment with '06 funding and use '07 money as a payment and pay the vehicle off with '08 funds. Motion made by Edstrom, seconded by Cates to refer to a future date. Council member Edstrom would like to see all available options available for programs that would actually benefit the kids rather than purchase a vehicle for the SRO. Mayor Sanders asked if the SRO was receiving mileage reimbursement. Sergeant Delk answered that he is currently using a patrol car. Council member Lamont questioned how often the SRO is using the patrol car. Sergeant Delk responded to and from school, to the hospital and for juvenile investigations. Mayor Pro Tem Williams would like the staff to provide additional information; is the Chevy Cobalt the best use and the cost per year if mileage is reimbursed. Council member Cates added that it is not just $13,000.00 they would be approving but the cost of maintenance which is very high on these vehicles. D.7 Discuss and take appropriate action regarding an Ordinance approving the financing of a new parks truck and a commercial grade mower. Town Manager Emmons explained that the items were items budgeted and that per the Procurement Policy, Council needs to approve the financing in an Ordinance. Motion made by Edstrom, seconded by Cates to approve the financing of a new parks truck and a commercial grade mower Council member Edstrom commented that the funds were discussed in the budget process. Council member Cates questioned how many trucks belong to the P & R Department. P & R Director Adams responded this would be the last truck needed; the Ranger is too light to perform the labor duties. Motion passed unanimously without further discussion D.8 Discuss and take appropriate action regarding method of nominations and appointments to Boards and Commissions and concurrent membership on advisory groups and boards and commissions. Mayor Sanders asked for this item in order to discuss prior to making the appointments at the next meeting. Sanders provided that the in the past the Boards have interviewed the applicants and then made a recommendation to the Council. Sanders has surveyed how other cities organized their EDCs and explained that the bylaws state that a Council member may serve on the EDC Boards as a voting member. Council member Cates would like to see all of the applications, she would like to know the attendance records for the members wishing to be reappointed and how many different boardslcommittees each has served on in order to access their accountability. Cates believe that there are several people serving on multiple committees who are continually reappointed, therefore not giving the new residents the opportunity to serve. Council member Lamont would also like to see the applications and would prefer that Council member serve on the EDC Boards so that they can report back. Lamont has troubles with MUD Directors serving on Town Boards. Council member Sterling knows that it would be more work for the Council to conduct the interviews but feels it would provide unity to the groups. Council member Edstrom was on the Council when they served as liaisons and thinks it helped solidify the Council's direction to the Boards. Edstrom believes that the Boards need clear direction so that they can be proactive as opposed to reactive. Edstrom commented that in her seven years on the Council there is no perfect solution to the appointment process; Council went back to the recommendation process as it was too embarrassing and intimidating for the residents to go through a public interview. Mayor Pro Tem Williams agrees with Edstrom and asked that the Chair conduct the interview and provide information to the Council concluding there recommendations. Williams agrees with Lamont and thinks that a Council member should serve on each EDC Board; Williams prefers the nomination process. Mayor Sanders' intent is to use the nomination process; he clarified that only one Council member may serve on EDC A and EDC B can have two. Sanders has attended numerous EDC A meeting and witnessed how hard it is for the staff liaison to move the meetings forward due to money misconceptions. Sanders commented to the lack of applications and mentioned that several EDC members said that they will step down to allow others to serve. Council member Cates thinks the Ways and Means Advisory group needs to be more involved in the budget. Mayor Pro Tem Williams and Council member Sterling questioned if Ways and Means was still needed. Finance Director Unger responded that the group reviews RFPs and the audits; they provide a wealth of information and due to their detailed review of the financials allowed them to be presented on the Consent Agenda. Council ended discussion on this item. D.9 Items for Future Agenda. Discussion about storm water discharge from pools. Review of the Building Standards Ordinance (specifically maintenance of all buildings and the allowance of metal buildings.) E.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: Town Council is scheduled to make appointments to the Town's Boards and Commissions at the September 181h meeting. Mobility Plan 2030 Open House The NCTCOG will host an Open House Workshop on Tuesday, September 19, 2006 at 2:00 p.m. and 6:30 p.m., at the NCTCOG Transportation Board Room, 616 Six Flags Drive, Arlington, TX. The transportation staff would like to collaborate with interested individuals on various elements and components which will comprise the DFW region's future multimodal transportation system. Community Development: Lonq ~erm-street ~epairs A Town Hall Meeting regarding recommended street reconstruction projects will be held on Tuesday, September . - 19, 2006 at 7:00 pm-in the ~vore Municipal Building. Hi~hwav 1 14 Extension The Town continues to work with Metroport Communities Partnership, Denton County, TxDOT and the Regional Transportation Authority on several potential sources of funding for the extension of Highway 114. The response thus far from all of the involved parties has been very favorable, and we are encouraged about the potential to move this project forward. Finance: Public Hearing Town Council will vote to adopt and approve the Budget for the fiscal year beginning October 1, 2006, and ending September 30, 2007 at their September 18'~ meeting. Court Regional Multi-Jurisdiction Warrant Roundup Is Set for Week of September 16-24, 2006. Police officers and City Marshals throughout the North Texas area will be conducting a region-wide warrant round-up beginning Saturday September 16 and ending on Sunday September 24, 2006. During this period, law enforcement officers from the North Texas Region will fan out throughout the area to arrest individuals with outstanding warrants, a majority being traffic-related, before their respective Municipal Courts. Officers from over thirty-five (35) municipalities in Tarrant, Dallas, Collin, Rockwall and Denton Counties will participate. Persons with outstanding warrants or who are uncertain whether they have warrants issued in Trophy Club can avoid arrest by contacting the Trophy Club Municipal Court and making appropriate arrangements. A list of outstanding Trophy Club warrants will also be available on the Town's website. P&R: Fall Festival will again be held this year on the Community Pool grounds. This year's celebration will run Saturday, October 21st, from 3-6pm, and promises to be our best Festival yet. The general theme of course will be to help our local non-profit organizations raise funds for their worthy endeavors. The Town garage sale takes place earlier in the day, so we expect to see everyone after they have recovered. We will update Town Council, the residents, and our various media outlets on activities planned for the day later this month. Police and Fire Services: Police Services The Town welcomes Gerry Kniffen as the new Chief of Police. Mr. Kniffen's first day is Monday, September 18~~. Fire Services Congratulations to Danny Thomas who was promoted to Fire Chief. The new fire truck will be delivered in April 2007. Martin Apparatus of Denton Texas will furnish an Arrow-XT, 1500 GPM pumper made by Pierce Manufacturing of Appleton WI. lntermedix Medical billing and data service will be on line Octoberlst. Training will start September 19th. F.l Adjourn. Motion made by Edstrom seconded by Williams to adjourn Meeting adjourned at 10:OO p.m. M& ~a"msev. Town Secretarv' Nick Sanders. Mavor Town of ~r&h~ Club, Texas * Town of ~ro~h~ ~iub, Texas