Minutes TC 07/12/2007 - Joint SessionMINUTES OF JOINT WORKSHOP SESSION BETWEEN
TROPHY CLUB MUNICIPAL UTILITY DISTRICT 1,
TROPHY CLUB MUNICIPAL UTILITY DISTRICT 2, and
TROPHY CLUB TOWN COUNCIL and a
REGULAR SESSION of
TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 and
TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 2 dba
TROPHY CLUB MASTER DISTRICT
THURSDAY, JULY 12,2007
6:00 P.M.
The Board of Directors of the Trophy Club Master District and the Town Council of the Town of Trophy Club met
in Joint Workshop Session on Thursday, July 12, 2007, at 6:00 p.m. in the Boardroom of the Administration
Building, 100 Municipal Drive, Trophy Club, Texas 76262. The meeting was held within the boundaries of the
Town and was open to the public.
Master District Directors Present:
James Thomas
Jim Hase
Carol Borges
James Budarf
Kevin Carr
Andy Hayes
Dean Henry
Neil Twomey
Vice Chair
Secretaryrrreasurer
Board Member
Board Member
Board Member
Board Member (Left at 9:00 p.m.)
Board Member
Board Member
Master District Directors Absent:
Gary Cantrell Chairman
Connie White Board Member
Town Council Members Present:
Nick Sanders Mayor
Susan Edstrom Mayor Pro Tem
Pam Cates Council Member
Jim Moss Council Member
Kathleen Wilson Council Member
Town Council Members Absent:
Philip Sterling Council Member
Staff and Guests Present:
Walter Fitzpatrick
Brandon Emmons
Sakura Dedrick
Danny Thomas
Mary Moore
Robert Scott
Mike Pastor
Renae Gonzales
Jim Buxton
Bob West
Pam Liston
Steve Lenart
Betty Ann Henry
Tom Parker
Shirley Hase
District Manager
Town Manager
Finance Director
Fire Chief
Recording Secretary
Utility Superintendent
Information Systems Manager
Sr. Accountant
Financial Analyst
Attorney
Attorney
Lenart Development Company
(Oak Hill Drive)
BRW Architects
209 lnverness Drive
Roger Unger
Bob Rader
Consultant
1 Lee Court
A.l TCMUD 1 to call to order and announce a quorum.
President Henry announced a quorum and called the meeting to order at 6:00 p.m.
A.2 TCMUD 2 to call to order and announce a quorum.
President Budarf announced a quorum and called the meeting to order at 6:00 p.m.
Vice Chair Thomas offered to bring the Master District into Session to address agenda items C. 1, D.9 and C.2, to
allow time for the Council to achieve a quorum.
MASTER DISTRICT TO CONVENE INTO REGULAR SESSION - (6:05 p.m.)
*REGULAR SESSION
C.l Public Comments or Presentations
No public comments.
D.9 Discuss and take appropriate action concerning developer's agreement concerning the abandonment of
present Lift Station Four and replacing it with a new lift station.
District Manager Fitzpatrick explained that there is question as to whether the payment is for a flat amount
($90,000) or for a not-to-exceed andlor percentage amount.
Steve Lenart stated he is here representing the developer. Steve addressed the Board regarding the payment
options. His understanding after last month's meeting was it was for a set amount of $90,000, and that any
overages are the contractor's responsibility. He is willing to do this on a percentage basis; however, this project is
a small piece of a larger project and it is hard to figure out what amounts are attributable to the lift station.
Director Henry feels it is advantageous to accept the $90,000 payment versus going with a percentage amount,
as the costs for repair were estimated at $60,000 and the Board agreed to add another $30,000.
Director Budarf advised that the motion from the minutes states "not to exceed $90,000" not a fixed amount, as is
being proposed here.
Steve Lenart stated he is okay with doing it on a percentage basis; however, this creates issues. The agreement
they put forward does not apply if they go with a percentage basislpayment.
Vice Chair Thomas agreed that the $90,000 payment is beneficial, as the total cost of the new lift station is over
$200,000.
Director Henry moved to approve the payment of $90,000 towards the developer's agreement with for a new lift
station. Director Twomey seconded the motion. Floor was opened for discussion. Motion carried 5-1-0 with
Directors Henry, Hase, Twomey, Borges and Carr voting for and Director Hayes voting against.
Voting Directors: Borges, Carr, Hase, Hayes, Henry, and Twomey.
Directors not voting pursuant to Master District equal-voting procedure: Budarf and Thomas
Directors absent: Cantrell and White.
Council members Cates and Edstrom arrived - 6:20 p.m.
A.3 Town Council to call to order and announce a quorum.
Mayor Sanders announced a quorum and called the meeting to order at 6:20 p.m.
Board and Council agreed to hear Agenda Item C.2 next to accommodate BRWArchitects
C.2 Presentation by BRW Architects concerning proposed additions and renovations to the Fire Station.
Fire Chief Thomas advised that the fire station committee, made up of MUD 1 Directors Connie White and Jim
Hase; MUD 2 Directors Kevin Carr and Andy Hayes, three fire lieutenants and Lou Opipare, has awarded the
RFP for Additions and Renovations to Fire Station to BRW Architects.
Tom Parker of BRW Architects made a presentation to the Board regarding their proposed addition and
renovations to the Trophy Club Fire Station and addressed the Board's questions.
No action taken.
TROPHY CLUB MUD I(TCMUD I), TROPHY CLUB MUD 2 (TCMUD 2) AND TOWN COUNCIL
TO CONVENE INTO A JOINT WORKSHOP SESSION
JOINT WORKSHOP SESSION (7:25 p.m.)
B.l Joint workshop between Trophy Club Municipal Utility District No. 1, Trophy Club Municipal Utility District
No. 2, and the Town Council to receive information, have discussion and provide input regarding shared
employees.
Town Manager Emmons explained the need for a human resources coordinator.
Mayor Sanders advised that Lisa Ramsey has been performing two jobs, town secretary and human resources
manager, and it is time to separate the two positions.
District Manager Fitzpatrick recommends funding this position
Director Henry supports this position and questioned how the new development1PlD involvement affects needs for
more employees and their salaries.
Town Manager Emmons stated that the base salary for the Human Resources Coordinator is $38-44,000.
2" position is Financial Analyst
Town Manager Emmons explained that when Roger Unger was the Finance Director, Sakura Dedrick was a
financial analyst and paid 100% by the Town. Sakura's position has not been filled since she was promoted to
Finance Director with Roger Unger's resignation. He added that it is very hard to differentiate when Town work
ends and MUD'S work start.
District Manager Fitzpatrick stated he strongly recommends going with this position.
Town Manager Emmons stated that many of the Finance employees are working overtime as well as going over
and beyond their call to duty.
Finance Director Dedrick advised that the MUDs will save on overtime, as she has been having Renae Gonzales,
Senior Accountant, working overtime.
Council Member Cates added that the additional personnel will allow for more controls and review processes to
be realized that personnel simply do not have enough time now to complete.
Director Budarf asked how the PID will impact Finance personnel.
Mayor Sanders stated it is not possible to know those aspects at this time.
3rd position - Permit Clerk
Town Manager Emmons offered that in anticipation of new growth in the community, we are looking at hiring
another Permit Clerk. It was understood that the MUDs would contribute 50%, even though it is not budgeted.
We have not brought this position on, as we have been able to cover with current personnel.
District Manager Fitzpatrick strongly recommends against funding this position.
Vice Chair Thomas does not agree with paying half of this position, as the MUDs are already paying for half of a
person.
Town Manager Emmons stated they need to take in consideration that what the Town and MUD do as an entity
benefits the town as a whole. There is a need for this Permit Clerk and it will need to be funded.
District Manager Fitzpatrick added that we all impact one another.
Director Budarf suggested asking the MUDs for assistance in funding positions rather than trying to qualify the
permit clerk as performing MUD duties, requiring reimbursement from the MUDs.
Town Manager Emmons stated the total cost to the MUDs for all the positions is an increase of $45,000, which is
savings from not having to fund the Community Development DirectorIAssistant Town Manager position.
Director Hase does not see the current Permit Clerk as being anywhere close to 50%, and then to pay half the
salary of the a second Permit Clerk is not valid request.
Mayor Sanders encouraged this discussion to be held. In the past, discussions often occur in separate groups
and not typically together. We're not trying to do a cost accounting; we're just asking for more improved
communication between the two entities.
Director Carr suggested looking at what the total cost increase is to the MUDs administration line versus looking
at each individual position.
B.2 Joint workshop between Trophy Club Municipal Utility District No. 1, Trophy Club Municipal Utility District
No. 2, and the Town Council to receive information, have discussion and provide input regarding the FY07-08 Fire
Budget.
Mayor Sanders stated that the Town wants a balanced budget with no tax increase; everything else not included
in budget goes on a wish list. Mayor Sanders asked what the consensus of the MUDs was to find another way to
cut the budget or to raise taxes.
Fire Chief Thomas is requesting a Deputy Fire Chief, who would work as his operational assistant, which would
be a credentialed position, to replace his position prior to being promoted to Fire Chief at a cost of $69,000, split
49/51. Chief Thomas has been working on Emergency Management, code enforcement, coverage for overtime
and absences, as well as fire code review.
Finance Director Dedrick stated she needs the MUD'S help in prioritization of the requested positions. She
realizes not all may be funded now; however, she does seek the MUDs guidance with prioritization.
Mayor Sanders agreed with Sakura Dedrick. Adding that if the position is funded, they will need to adjust the
budget or possibly have to raise taxes.
Director Henry stated he has reviewed staffs request and agrees with funding the position.
Directors Budarf and Thomas both agreed to fund the position
Director Hase stated he was willing to fund the position; however, he is not sure if the MUDs would be able to
fund the position and fund a renovation of the fire station.
Fire Chief Thomas stated that currently we are under funded on firefighter salaries in comparison to all of the
surrounding cities. Proposes parity with police officers and bring firefighters up to what police officers make. The
firefighters are actually getting less in retirement under the current system.
There was a consensus between the Board and Council to bring the firefighters' salaries up to what the police
officers' salaries (parity).
B.2A Update regarding water supply and wastewater treatment contracts concerning the Centurion American
development. (Patricia Adams)
Mayor Sanders advised that the contracts were ready for distribution from the attorneys and this is not for
discussion at this time.
Attorney Adams provided the Board and Council with drafts of the two contracts. Attorney Adams went over the
changes, advising that some of the "whereas clauses" are now incorporated into the body of contract and
additional items have been addressed.
Mayor Sanders advised that Council Members Wilson and Cates are the Task Force committee members to
address these Contracts between the Town and the MUDS.
End of Workshop Session (8:50 p.m.)
B.3 Town Council to Adjourn
Motion made by Edstrom; seconded by Cates to adjourn.
Town Council adjourned at 8:50 p.m.
Nick Sanders, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas