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Minutes TC 04/18/2011MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Monday, April 1 S, 2011 at 6:00 P.M. Svore Municipal Building Boardroom The Town Council of the Town of Trophy Club, Texas, met in Regular Session on Monday, April 18, 2011. The meeting was held within the boundaries of the Town and was open to the public. STATE OF TEXAS § COUNTY OF DENTON § TOWN COUNCIL MEMBERS PRESENT: Connie White Mayor Bill Rose Mayor Pro Tem Larry Hoover Council Member JD Stotts Council Member Glenn Strother Council Member arrived at 6:55 p.m. TOWN COUNCfL MEMBERS ABSENT: Margi Cantrell Council Member STAFF AND GUEST(S) PRESENT: Mike Slye Town Manager Stephen Seidel Assistant Town Manager Shannon DePrater Town Secretary Patricia Adams Town Attorney Scott Kniffen Police Chief Danny Thomas Fire Chief Michael Aguilera Interim Finance Director Carolyn Huggins Community Development Director Adam Adams Parks & Recreation Director April Reiling PIO / Marketing Manager Mayor White announced the date of April 18, 2011, called the meeting to order and announced a quorum at 6:14 p.m. EXECUTIVE SESSION -6:00 P.M. 1. Pursuant to Texas Government Code, Annotated, Section 551.074(a)(1) "Personnel Matters," and Section 551.071 (1) & (2) "Consultation with Attorney", respectively, the Council will enter into Executive SeSSion to discuss the following: A. Personnel Matters. To deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee relating to the annual evaluation of Town Attorney Patricia Adams B. 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 conflict with the Texas Open Meetings Act: Legal advice relative to threatened litigation and claim by Scott and Julie Folley, Zoning and Recreation Area Council convened into Executive Session at 6: 15 p.m. April 18, 2011 Minutes 1 Council reconvened into Regular Session at7:19 p.m. Council took a short break and resumed at 7:24 p.m. RECONVENE INTO REGULAR SESSION The Invocation was offered by Fire Chief Danny Thomas. The Pledges were led by Assistant Town Manager Stephen Seidel. 2. Consider and take appropriate action regarding the Executive Session items. Motion made by Mayor Pro Tern Rose, seconded by Council member Hoover, to staff be directed to continue developing the landscape plan with respect to Neighborhood 9 and have Town Manager Slye communicate that plan to the residents. Motion carried unanimously without further discussion. PRESENTATIONS 3. Receive an update from Cathy Hernandez, President -Arts Council Northeast, on Arts Council projects within the area; discussion of same. Mayor White announced that Ms. Hernandez was unavailable to attend tonight's meeting. 4. Recognize the 2010 Citizen of the Year Nominees and Announce the recipients; discussion of same. Mayor White recognized each 2010 Citizen of the Year -Youth nominees: Youth Chase Berberich, Age 11 Honor Fusselman, Age 14 Kayla Harwell, Age 14 Lillian Johnson, Age 13 Kristin Marxer, Age 14 Austin Michaelis Megan Rodgers, Age 12 Ryan Rodgers, Age 13 Catharen Stuebe, Age 13 Mayor White announced the 2010 Citizen of the Year -Youth -Miss Lillian Johnson. Mayor White recognized each 2010 Citizen of the Year -Adult nominees: Adult Joel Quile Bob Radder Kathy Trotter Town of Trophy Club 251h Anniversary Committee Mayor White announced the 2010 Citizen of the Year -Mr. Joel Quile. 5. Presentation of a mid-year report for 2010-2011 fiscal year through March 2011; approval of financial and variance report dated March 2011; discussion of same. Interim Finance Director Michael Aguilera gave the mid-year report for 2010-2011 fiscal year through March 2011 and addressed questions from Council. April 18, 2011 Minutes 2 Motion made by Mayor Pro Tem Rose, seconded by council member Strother, to approve the financial and variance report dated March 2011 as presented. Motion carried unanimously without further discussion. Presentation is included in the minutes. 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. You may speak up to three (3) minutes or the time limit determined by the Mayor or presiding officer. To speak during this item you must complete the Speaker's form that includes the topic(s) of your statement. Topics of presentation should be limited to matters over which the Council has authority. No citizen presentations were made. PROCLAMATIONS 6. Consider and take appropriate action regarding a Proclamation declaring April 30, 2011 as Arbor Day. Motion made by Council member Strother, seconded by Council member Hoover, to approve the Proclamation 2011-03 as presented. Motion carried unanimously without further discussion. 7. Consider and take appropriate action regarding a Proclamation declaring May 5, 2011 as Day of Prayer in Trophy Club. Motion made by Mayor Pro Tem Rose, seconded by Council member Strother, to approve Proclamation 2011-04 as presented. Motion carried unanimously without further discussion. B. Consider and take appropriate action regarding a Proclamation declaring May 6 -12, 2011 as National Nurses Week 2011 -Nurses Trusted to Care. Motion made by Mayor Pro Tem Rose, seconded by Council member Hoover, to approve Proclamation 2011-05 as presented. Motion carried unanimously without further discussion. CONSENT AGENDA 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. Mayor Pro Tem Rose requested agenda item 9 be removed from the Consent Agenda. 10. Consider and take appropriate regarding an Ordinance amending Section 1.05(B) entitled "Basis for Establishing Areas of Special Flood Hazard" of Article One entitled "Flood Damage Prevention" of Chapter Four entitled "Flood Damage Prevention" of the Code of Ordinances to include Tarrant County's Flood Insurance Rate Maps (FIRM) dated September 25, 2009; and providing an effective date. April 18, 2011 Minutes 3 Motion made by Council member Strother, seconded by Council member Hoover, to approve the consent agenda item 10 as presented. Motion carried unanimously without further discussion. 9. Consider and take appropriate action regarding the Minutes dated March 11, 2011 (Town Council Retreat). Motion made by Mayor Pro Tem Rose, seconded by Council member Strother, to approve the March 11, 2011 Minutes as amended; staff to correct the mission. Motion carried 4-0-1 with Council member Stotts abstaining. REGULAR SESSION 11. Consider and take appropriate action regarding a Resolution of the Town Council of the Town of Trophy Club, Texas, amending Resolution No. 2010-22 appointing citizens to the Boards and Commissions; providing for the appointments of citizen volunteers to serve on the Citizens Financial Advisory Board and the Ethics Commission; designating terms of service; and providing an effective date. Mayor White asked to extend the deadline to Wednesday, April 27 to give additional time to accept more applications and begin processing the applications we already accepted. Motion made by Mayor Pro Tem Rose, seconded by Council member Stotts. Motion carried unanimously. Motion made by Mayor Pro Tem Rose, seconded by Council member Hoover, to create a subcommittee to make recommendations for appointments for both the Ethics Commission and the Citizen Financial Advisory Board and that the subcommittee to be comprised of Council members Hoover, Stotts and Cantrell with Mayor White as alternate and to include Town Manager Slye. Motion carried unanimously. 12. Consider and take appropriate action regarding a Resolution of the Town Council approving a Memorandum of Understanding by and between the Joint Regional Local Governments comprised of the Town of Trophy Club, the Town of Westlake, and the City of Roanoke in order to explore regional cooperative opportunities for the benefit of all residents of the region; and providing an effective date. Motion made by Council member Stotts, seconded by Council member Hoover to approve Resolution 2011-09 approving a Memorandum of Understanding by and between the Joint Regional Local Governments comprised of the Town of Trophy Club, the Town of Westlake, and the City of Roanoke in order to explore regional cooperative opportunities for the benefit of all residents of the region. Motion made by Mayor Pro Tem Rose, seconded by Council member Stotts to amend the third whereas clause in the Resolution to read " ... participating local government; and", and to give the Town Manager the latitude to work with the other Town Managers to rework the items needing corrected, including: fourth whereas clause of the MOU to read: " ... the JRLG and its three local government members ... ", to amend Section II to read: " ... continuously pursued and identified ... ", and to amend Section III to read " ... continuously pursued and identified ... " as well. Motion carried unanimously without further discussion. Original motion carried unanimously. 13. Consider and take appropriate action regarding a Resolution of the Town Council approving a Major Case Investigative Team Memorandum of Agreement pursuant to the Interlocal Cooperation Act to provide the Town with major case investigate law enforcement assistance April 18, 2011 Minutes 4 from various local law enforcement agencies; authorizing the Town Manager and Chief of Police to execute all necessary documents; and providing an effective date. The Tarrant County District Attorney's Office has initiated a project to provide multi-jurisdictional investigators to regional agencies for the purpose of investigating major crimes such as homicide or kidnapping. Participation in this team would enable TCPD to call on other agencies' investigators if needed or to assist other agencies in their investigations as our resources permit. Motion made by Council member Stotts, seconded by Mayor Pro Ten Rose, to approve the Major Case Investigative Team Memorandum of Agreement pursuant to the Interlocal Cooperation Act. Motion carried unanimously without further discussion. 14. Consider and take appropriate action regarding the acceptance or denial of the dedication of park land to satisfy the park land dedication requirement of the Town's Subdivision Regulations for the Waters Edge at Hogan's Glen Subdivision and the Canterbury Hills Subdivision and setting forth any and all terms or conditions of acceptance. Action is requested to determine if Council is willing to accept 3 lots (1.076 acres) as park land dedication for the Canterbury Hills and Waters Edge at Hogan's Glen subdivisions which require 5.25 acres of parkland. The Developer is providing a dedication deed for the park land and both temporary and permanent access easements to allow the Town to access the park land. Mayor Pro Tem Rose stated he would like to convene into Executive Session to receive legal advice from the Town Attorney. Mayor White stated at 8:57 p.m. Council will convene into executive session in order to receive legal advice relative to Posted Item No. 14 and the application of the park land dedication ordinance pursuant to Section 551.071 of the Texas Open Meetings Act, "Consultation with Attorney". Council reconvened into Regular Session at 9:56 p.m. Motion made by Council member Hoover, seconded by Council member Stotts, to table this agenda item. Motion carried unanimously. 15. Consider and take appropriate action regarding financial and variance report dated March 2011. No action taken, as this agenda item was covered under agenda item #5. 16. Town Manager Slye's update regarding the following; discussion of the same. -Oncor Rate Case Settlement Update -Finance Director Position Update -Highway 114/170 Project Update -Trophy Club Women's Club April 13, 2011 Meeting Update -TML IEBP Meeting, April 20-22, 2011 -TML Budgeting for Performance for Small Cities Seminar, April 29, 2011 Town Manager Slye updated the Council and addressed questions. No action taken, update only. 17. Town Council Liaison Updates; discussion of same: -April 12, 2011 Parks & Recreation Board -Council member Hoover April 18, 2011 Minutes 5 Council member Hoover gave a brief update of the April 12, 2011 Parks & Recreation meeting and addressed questions. No action taken, update only. 18. Mayor and Council Updates regarding training opportunities, educational sessions, and regional meetings; discussion of same. -April Chamber Luncheon -Medal of Honor Escort -Trek & Toss Trail Opening -Community Clean Up Event -Northeast Leadership -Congressman Burgess' Annual Emergency Preparedness Summit -Easter Eggstravaganza Mayor White and Council members gave a brief update of the meetings they attended since the last Council meeting. No action taken, update only. 19. Items for Future Agendas. 1. Consider and take appropriate action regarding an Ordinance amending Chapter 3 of the Code of Ordinances entitled "Buildings and Construction" of Article Xv, entitled "Swimming Pools. (Rose, 2Illto) 2. Consider and take appropriate action regarding procurement policies and their alignment with State statutes. (Rose, 211110) 3. Consider and take appropriate action regarding placing policies and procedures on the Town web site. (Rose, 211110) 4. Consider and take appropriate action regarding noise regulations for Oil and Gas Well Drilling and Production (Rose, 4126110) 5. Staff update regarding Marshall Branch Creek area located North of HWYI14; discussion and action of the same. (Stotts, 6121110) 6. Staff proposal regarding the amenity lakes, including associated costs to accept the amenity lakes from the developer. (Stotts, 1014110) 7. Consider and take appropriate action regarding Planning & Zoning readiness if Local Option Election Petition is successful. (Cantrell, 113111) 8. Explore the feasibility of combining the EDCs and improved ways of expending EDC funds. (Strother, 212412011) 9. Consider and take appropriate action regarding the creation of a "Going Green" initiative throughout the Town. (White, 212412011) Council member Stotts added an item to consider and take appropriate action regarding setting goals for the Town Manager. ADJOURN Motion made by Mayor Pro Tem Rose, seconded by Council member Hoover to Adjourn. Meeting adjourned at 10:39 p.m. \Shahnon DePrater,~Tdwn Secretary Town of Trophy Club, Texas April 18, 2011 Minutes Connie White, Mayor Town of Trophy Club, Texas 6 20 1 0 ‐20 1 1  Mi d ‐Ye a r  Bu d g e t  Report To w n   PI D  ‐   O v e r l a p p i n g   Ta x   Ra t e s   of   $2 . 2 7 3 1 5  per  $100   Ap p l i e d   to   av e r a g e   ho m e   va l u e   of   $2 6 7 , 2 1 5 NWISD, 60%$3.674 PI D ,  5% $2 9 2 De n t o n ,  12 % $7 3 2 To w n ,  23 % $1 , 3 7 6 Pr o p e r t y  Ta x  Ra t e  Re v i e w De n t o n  Co u n t y  ‐   Ov e r l a p p i n g   Ta x  Ra t e s  of  $2.3589  per   $1 0 0   Ap p l i e d   to  av e r a g e  ho m e   va l u e  of  $267,215 MU D ,  8% $5 2 1 To w n ,  22 % 1, 3 7 6 De n t o n ,  12 % $7 3 2 NWISD, 58%$3,674 Ta r r a n t   Co u n t y  ‐   Ov e r l a p p i n g  Ta x   Ra t e s  of  $2 . 7 1 4 5 3 7  per   $1 0 0  Ap p l i e d   to  av e r a g e  ho m e   va l u e  of  $267,215 Ta r r a n t ,  23 % $7 0 5 NWISD, 51%$3,674 MU D ,  7% $5 2 1 To w n ,  19 % $1 , 3 7 6 Ge n e r a l  Fu n d  Re v e n u e s  at  Mid ‐Year Am e n d e d A c t u a l Pr o p e r t y  Ta x e s 3 , 4 2 3 , 9 9 8 $           3, 3 5 4 , 2 8 2 $           98 % 9 6 % 5 5 % Sa l e s  Ta x e s 5 1 7 , 4 5 0 $                 15 3 , 3 3 7 $                 30 % 3 1 % 8 % Mi x e d  Be v e r a g e 1 2 , 0 0 0 $                       7, 2 5 3 $                             60 % 1 5 % 0 % Fr a n c h i s e  Fe e s 5 6 5 , 2 0 0 $                 78 , 0 5 5 $                     14 % 1 4 % 9 % Bu i l d i n g  P e r m i t s 5 0 4 , 0 0 0 $                   27 3 , 9 3 9 $                   54 % 7 7 % 8 % De v e l o p e r s  Fe e s 8 1 , 7 6 6 $                     13 8 , 7 5 7 $                 17 0 % 0 % 1 % EM S  & C o u r t 3 0 0 , 6 3 3 $                 15 4 , 2 5 0 $                 51 % 4 5 % 5 % Pa r k s  & Re c 1 8 8 , 8 0 0 $                   4, 7 5 6 $                             3% 3 % 3 % Tr a n s f e r s  & Ot h e r  Re v 5 9 3 , 0 1 8 $                 35 9 , 5 1 7 $                 61 % 3 8 % 1 0 % Ge n e r a l  Fu n d  Re v e n u e s Bu d g e t  to   Ac t u a l Percent  of  To tal  GF  Revenue Pr i o r  Year   Bu d g e t  to  Actual Am e n d e d A c t u a l Ma n a g e r ' s  Of f i c e 5 4 6 , 4 1 7 $                 25 8 , 5 0 8 $                 47% 5 7 % Hu m a n  Re s o u r c e s 81 , 7 5 2 $                     40 , 4 8 0 $                     50% 4 4 % In f o r m a t i o n  Se r v i c e s 2 9 6 , 3 3 7 $                   13 9 , 1 8 6 $                   47% 3 8 % Le g a l 1 5 4 , 8 1 8 $                 64 , 0 1 1 $                     41% 4 5 % Po l i c e 1 , 5 0 0 , 2 5 5 $           66 7 , 4 5 9 $                 44% 4 4 % EM S 6 7 6 , 8 9 1 $                 30 8 , 6 0 9 $                 46% 4 3 % St r e e t s 39 8 , 4 4 6 $                 18 9 , 4 3 4 $                 48% 4 3 % Pa r k s  & Re c 1 , 5 6 3 , 4 6 5 $             56 5 , 8 5 9 $                   36% 3 6 % Pl a n n i n g  & Zo n i n g 1 4 4 , 6 9 4 $                 60 , 8 6 3 $                     42% 3 5 % C o m m u n i t y  De v . 1 9 1 , 2 0 6 $                 78 , 7 2 6 $                     41% 4 2 % Fi n a n c e 3 9 0 , 9 1 5 $                 19 9 , 9 5 9 $                 51% 4 6 % Mu n i c i p a l  Co u r t 7 9 , 7 5 1 $                     35 , 8 7 0 $                     45% 4 4 % Fa c i l i t i e s  Mg m t . 7 7 , 5 8 0 $                       38 , 6 0 2 $                       50% 3 5 % Ge n e r a l  Fu n d   Ex p e n d i t u r e s Prior  Year  Budget  to  Actual Bu d g e t  to  Actual Ge n e r a l  Fu n d  Ex p e n d i t u r e s  at  Mid ‐Year Am e n d e d A c t u a l Co n t r a c t u a l  S e r v i c e s 4 6 0 , 8 6 1 $                 19 1 , 1 2 0 $                 41% Of f i c e   Su p p l i e s 3 8 , 6 7 4 $                     2, 3 6 6 $                           6% Fu e l 8 1 , 5 1 3 $                       34 , 2 7 3 $                       42% Su p p l i e s 2 0 2 , 9 6 6 $                 87 , 2 7 0 $                     43% C o u n c i l 2 3 , 4 7 2 $                     17 , 8 5 5 $                     76% U t i l i t i e s 3 6 1 , 4 0 0 $                 11 0 , 0 9 1 $                 30% S e r v i c e s 8 5 , 7 4 1 $                     25 , 4 3 5 $                     30% Pr o f e s s i o n a l   De v e l o p m e n t 1 0 3 , 3 8 2 $                   26 , 0 2 7 $                       25% In s u r a n c e 4 7 , 8 2 1 $                     22 , 2 7 7 $                     47% E v e n t s 2 8 , 6 5 0 $                     10 , 3 2 8 $                     36% Eq u i p m e n t 1 0 5 , 9 5 9 $                 48 , 0 7 8 $                     45% R e n t / L e a s e 5 0 , 8 8 4 $                     14 , 9 6 8 $                     29% S t r e e t   M a i n t e n a n c e 9 7 , 0 6 0 $                       22 , 2 4 6 $                       23% Ca p i t a l   P r o j e c t s 4 , 5 7 8 , 7 1 3 $           90 6 , 1 0 3 $                 20% Pe r s o n n e l  S e r v i c e s 4 , 4 0 4 , 4 6 9 $           1, 9 2 3 , 9 3 9 $           44% Ex p e n d i t u r e s  by  Ty p e Budget  to  Actual Ex p e n d i t u r e s  by  Ty p e  at  Mi d ‐Year Ad d i t i o n a l F u n d s a t M i d - Y e a r Am e n d e d A c t u a l Tr o p h y  Cl u b  Pa r k 1 2 6 , 0 0 0 $         41 , 4 0 3 $             33 % 3 5 % St r e e t  Ma i n t e n a n c e 3 8 , 6 7 4 $             2, 3 6 6 $                   6% 1 2 % ED C  4A 2 8 8 , 7 7 4 $           9, 0 9 4 $                     3% 2 % ED C   4B 1 2 4 , 5 9 5 $         29 , 2 7 6 $             23 % 4 2 % St o r m  Dr a i n a g e 2 4 8 , 0 0 0 $         14 , 3 3 8 $             6% 4 % Ca p i t a l  Pr o j e c t s  ‐   In f o  S r v c s 2 0 2 , 9 6 6 $         87 , 2 7 0 $             43 % 8 2 % Prior  Year  Budget  to  Actual Ex p e n d i t u r e s Bu d g e t  to   Ac t u a l Am e n d e d A c t u a l Tr o p h y  Cl u b  Pa r k 1 2 6 , 0 0 0 $         56 , 4 7 7 $             45 % 2 2 % St o r m  Dr a i n a g e 2 4 8 , 0 0 0 $         46 , 1 7 4 $             19 % 2 6 %Prior  Year  Budget  to  Actual Re v e n u e s Bu d g e t  to   Ac t u a l Su m m a r y • Ex c e l l e n t  co l l e c t i o n  ra t e  fo r  pr o p e r t y  ta x • Sa l e s  Ta x  sh o u l d  in c r e a s e   • De v e l o p e r s  Fe e s  ar e  ex c e e d i n g  bu d g e t e d  amount • An t i c i p a t e  sa l a r y  sa v i n g s  in  Fi n a n c e  De p a r t m e n t • Pa r k s  re l a t e d  re v e n u e s  an d  ex p e n d i t u r e s  expected  to   in c r e a s e • Co n t i n u e  to  mo n i t o r  so f t w a r e  ex p e n d i t u r e s  related   to  fi n a n c i a l  so f t w a r e • No  ma j o r  va r i a n c e s  wi t h  re g a r d s  to  re v e n u e s  or   ex p e n d i t u r e s