HomeMy WebLinkAboutJan 25,2010 Special&Joint Session Agenda PacketTrophy Club Municipal Utility District No. 1
Trophy Club Entities
Meeting Agenda
100 Municipal Drive
Trophy Club, Texas 76262
Svore Municipal Building Boardroom5:00 PMMonday, January 25, 2010
AMENDED - SUPPLEMENTAL AGENDA
SPECIAL MEETING
The Board will meet in Special Session from 5:00 p.m. to 7:00, at which time, the Board
will convene into Special Joint Session with the Trophy Club Town Council. If the
Board has any remaining agenda items at 7:00 p.m, the Board will resume Special
Session upon adjournment of the Joint Session with the Town Council.
Call to order and announce a quorum.
SPECIAL SESSION
1.2010-26-M1 Discuss, review and take appropriate action to approve the 2009 annual audit
report for Trophy Club MUD 1 (Consolidated).
2.2010-07-M1 Discuss and take appropriate action to consider a proposal(s) to install a High
Speed Service Plant Pump.
Revised Bid.pdfAttachments:
3.2010-06-M1 Discuss and take appropriate action to approve or disapprove the drilling of a
new Trinity Well.
4.2010-05-M1 Discuss and take appropriate action regarding Order 2010-0125, assigning a
position number to each director’s office in accordance with Section 49.103(c)
of the Texas Water Code, so that directors shall hereafter be elected by
position and not at large, beginning with the May 2010 election.
5.2010-09-M1 Discuss and take appropriate action regarding a Joint Election Agreement with
Town of Trophy Club and/or Denton County Elections
Denton County Joint Election Contract-draft.pdfAttachments:
6.2010-02-M1 Discuss and take appropriate action to instruct the District staff and attorneys
to begin preparation of an amendment to TCMUD1’s Fire Plan, to update that
plan, and to broaden the plan to include Public Safety.
TCMUD No. 1 1 of 75 25 JAN 2010
January 25, 2010Trophy Club Municipal Utility
District No. 1
Meeting Agenda
7.2010-23-M1 Discuss and take appropriate action to begin the bond issuance process for
construction of the new Fire Station.
TCEQ Bond App.pdfAttachments:
8.2010-16-M1 Review and Approve Minutes
a. December 15, 2009 - Regular Session Minutes
M1 Minutes 121509.pdfAttachments:
9.2010-17-M1 Set Next Meeting Date
a. Regular Session: Wednesday, February 10, 2010, 6:00 p.m .
FEB 2010 CALENDAR.pdfAttachments:
Citizen Presentation
Citizens are allowed three (3) minutes to address the Board regarding an item over
which the Board has policy or oversight authority as provided by Texas law, the ethics
order, or other policy order.
SPECIAL JOINT SESSION - TROPHY CLUB TOWN COUNCIL - 7:00 P.M.
JS1 Town Council to call to Order and Announce a Quorum.
10.2010-01-M1 Receive report from the SEMO (Shared Employees MUD Organization)
Committee, Town Manager to provide information regarding Service Provider,
discussion regarding the same.
a. TCMUD 1 to take appropriate action regarding same.
b. Town Council to take appropriate action regarding same.
SEMO Analysis012210.pdfAttachments:
JS2 Set Next Joint Meeting Date for Saturday, February 6, 2010, 9:00 a.m. – 12:00 p.m. and
select the venue.
a. TCMUD 1 to take appropriate action regarding same.
b. Town Council to take appropriate action regarding same.
b. Town Council to take appropriate action regarding same.
JS3 Town Council to Adjourn
RECONVENE INTO SPECIAL SESSION
The Board will reconvene into Special Session to complete any agenda items which
may not have been covered and/or completed prior to 7:00 p.m.
Adjourn
TCMUD No. 1 2 of 75 25 JAN 2010
January 25, 2010Trophy Club Municipal Utility
District No. 1
Meeting Agenda
Notice is hereby given that a quorum of the Town Council may be in attendance at
this meeting.
* THE BOARD RESERVES THE RIGHT TO ADJOURN INTO A CLOSED SESSION AT
ANY TIME DURING THE MEETING FOR THE PURPOSE OF SEEKING THE ADVICE OF
ITS ATTORNEY ABOUT ANY ITEM ON THE AGENDA OR THAT ARISES AT THE
MEETING, PURSUANT TO SECTION 551.071 OF THE TEXAS GOVERNMENT CODE.
CERTIFICATION)
THE STATE OF TEXAS)
COUNTY OF DENTON)
COUNTY OF TARRANT)
THIS CERTIFIES THAT ON Friday, January 22, 2010, AT OR BEFORE 5:00 P.M., A
COPY OF THE ABOVE NOTICE OF A MEETING OF THE TROPHY CLUB MUNICIPAL
UTILITY DISTRICT NO. 1 TO BE HELD ON MONDAY, JANUARY 25, 2010, WAS
POSTED ON THE FRONT WINDOW OF THE TROPHY CLUB M.U.D. ADMINISTRATION
BUILDING, 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS, WHICH IS A PLACE
CONVENIENT TO THE PUBLIC WITHIN THE BOUNDARIES OF THE DISTRICT, AND A
COPY WAS ALSO PROVIDED TO THE COUNTY CLERKS OF DENTON AND TARRANT
COUNTIES, TO BE POSTED ON THEIR WEBSITE AND/OR A BULLETIN BOARD AT A
PLACE CONVENIENT TO THE PUBLIC IN SUCH COUNTY COURT HOUSES,
PURSUANT TO SECTION 49.063 OF THE WATER CODE AND SECTION 551.054 OF
THE OPEN MEETINGS ACT, CHAPTER 551 TEXAS GOVERNMENT CODE.
_______________________
Mary Moore
MUD Secretary
THIS FACILITY IS WHEELCHAIR ACCESSIBLE AND ACCESSIBLE PARKING SPACES
ARE AVAILABLE. REQUESTS FOR ACCOMMODATIONS OR INTERPRETATIVE
SERVICES MUST BE MADE 48 HOURS PRIOR TO THIS MEETING. PLEASE CONTACT
MARY MOORE AT (682) 831-4685 OR FAX YOUR REQUEST TO (817) 490-0705.
I certify that the attached notice and agenda of items to be considered by this Board
was removed by me from the front window of the Svore Municipal Building, 100
Municipal Drive, Trophy Club, Texas, on the __________ day of
______________________, 2010.
________________________________, Title: ___________________________
TCMUD No. 1 3 of 75 25 JAN 2010
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12010-26-M1 Name:
Status:Type:M1 Agenda Item Regular Session
File created:In control:1/22/2010 Trophy Club Municipal Utility District No. 1
On agenda:Final action:1/25/2010
Title:Discuss, review and take appropriate action to approve the 2009 annual audit report for Trophy Club
MUD 1 (Consolidated).
Attachments:
Action ByDate Action ResultVer.
TCMUD No. 1 4 of 75 25 JAN 2010
12010-26-M1 Version:File #:
Title
Discuss, review and take appropriate action to approve the 2009 annual audit report for Trophy Club MUD 1
(Consolidated).
Body
Trophy Club MUD's auditors, Weaver and Tidwell, have completed their audit of financial information
for fiscal year 2008-2009. Their review included the consolidation of MUD 1 and MUD 2 approved by
voters at the May 9, 2009 election. The consolidation also incorporated and dissolved the Trophy Club
Master District, which was a joint venture of the two municipal utility districts' water and wastewater
operations. While each of the three entities budgeted and reported financial information
independently previous to the election, state law required that the consolidation be completed within
90 days of the election. As of August 1, 2009, all budgets, fixed assets, and financial data of the three
entities were combined as Trophy Club Municipal Utility District Number 1 (consolidated). All
contracts, debt instruments, and official documents of the three entities were revised and/or
reauthorized to be that of the consolidated Trophy Club Municipal Utility District Number 1.
The auditors began their review of the consolidation of the budgets, fixed assets, and financial
information during their interim review in early October, 2009. They continued their review and
associated testing of information during November, December, and January. At the December 15,
2009 MUD1 Board meeting, the board took action to appoint Directors Carr, Hase, Cantrell, and
Thomas as members of the Audit Committee. On January 6, 2010, the Audit Committee, MUD Manager
Robert Scott, and Finance Director Kathy DuBose met with the Shawn Parker and John DeBarro,
auditors with Weaver and Tidwell to review and discuss the draft of the fiscal year 2008-2009
consolidated financial statements.
The Texas Commission on Environmental Quality (TCEQ) requires an independent auditor prepare an
audit report for the District. Subsection (a) of the Texas Water Code further requires that the annual
financial reports and associated audit report be filed with TCEQ no more than 135 days after the end of
the district's fiscal year (February 12, 2010).
TCMUD No. 1 5 of 75 25 JAN 2010
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12010-07-M1 Name:
Status:Type:M1 Agenda Item Regular Session
File created:In control:12/17/2009 Trophy Club Municipal Utility District No. 1
On agenda:Final action:1/25/2010
Title:Discuss and take appropriate action to consider a proposal(s) to install a High Speed Service Plant
Pump.
Attachments:Revised Bid.pdf
Action ByDate Action ResultVer.
TCMUD No. 1 6 of 75 25 JAN 2010
12010-07-M1 Version:File #:
Title
Discuss and take appropriate action to consider a proposal(s) to install a High Speed Service Plant Pump.
Body
Please see attached backup, which is a revised bid for the Pump.
TCMUD No. 1 7 of 75 25 JAN 2010
TCMUD No. 1 8 of 75 25 JAN 2010
TCMUD No. 1 9 of 75 25 JAN 2010
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12010-06-M1 Name:
Status:Type:M1 Agenda Item Regular Session
File created:In control:12/17/2009 Trophy Club Municipal Utility District No. 1
On agenda:Final action:1/25/2010
Title:Discuss and take appropriate action to approve or disapprove the drilling of a new Trinity Well.
Attachments:
Action ByDate Action ResultVer.
TCMUD No. 1 10 of 75 25 JAN 2010
12010-06-M1 Version:File #:
Title
Discuss and take appropriate action to approve or disapprove the drilling of a new Trinity Well.
Body
[Enter body here.]
TCMUD No. 1 11 of 75 25 JAN 2010
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12010-05-M1 Name:
Status:Type:M1 Agenda Item Regular Session
File created:In control:12/17/2009 Trophy Club Municipal Utility District No. 1
On agenda:Final action:1/25/2010
Title:Discuss and take appropriate action regarding Order 2010-0125, assigning a position number to each
director’s office in accordance with Section 49.103(c) of the Texas Water Code, so that directors shall
hereafter be elected by position and not at large, beginning with the May 2010 election.
Attachments:
Action ByDate Action ResultVer.
TCMUD No. 1 12 of 75 25 JAN 2010
12010-05-M1 Version:File #:
Title
Discuss and take appropriate action regarding Order 2010-0125, assigning a position number to each
director’s office in accordance with Section 49.103(c) of the Texas Water Code, so that directors shall
hereafter be elected by position and not at large, beginning with the May 2010 election.
Body
Order will be available at meeting.
TCMUD No. 1 13 of 75 25 JAN 2010
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12010-09-M1 Name:
Status:Type:M1 Agenda Item Regular Session
File created:In control:12/17/2009 Trophy Club Municipal Utility District No. 1
On agenda:Final action:1/25/2010
Title:Discuss and take appropriate action regarding a Joint Election Agreement with Town of Trophy Club
and/or Denton County Elections
Attachments:Denton County Joint Election Contract-draft.pdf
Action ByDate Action ResultVer.
TCMUD No. 1 14 of 75 25 JAN 2010
12010-09-M1 Version:File #:
Title
Discuss and take appropriate action regarding a Joint Election Agreement with Town of Trophy Club and/or
Denton County Elections
Body
On Friday, January 15, 2010, Denton County Elections advised us that beginning with the May 8, 2010
election, Denton County Elections’ Department will begin offering a joint election agreement (“full service
contract”) to the jurisdictions within Denton County. This should be a monetary and workload savings for both
the Town and the MUD. It is the Town's intent to contract with Denton County for a Joint Election. MUD 1 can
contract with the Town, as we have done in the past, and then there would be one contract with Denton
County for a Joint Election OR MUD 1 can contract with Denton County separate from the Town. There is a
cost savings to go with the Town. At this point, however, Denton County does not yet have any cost figures
available. Town Secretary Hennek has agreed to train MUD Secretary Moore on the Election Process.
A "full service" contract means Denton County will select and arrange for the use of all Election Day voting
locations, be responsible for the appointment, training and compensation of the presiding judge and alternate
judge for each polling locations and arrange for all election supplies and voting equipment including, but not
limited to, official ballots, voter registration lists, and all forms, signs, maps, and other materials used by the
election judges at the voting locations.
The preparation, adoption, and publication of all required election orders, resolutions, notices, and any other
pertinent documents required by the Texas Election Code and /or the participating authority’s governing body,
charter, or ordinances is still the responsibility of each participating authority, including translations to
languages other than English.
In light of Denton County’s decision to offer a full service contract, the Joint Election Agreement between the
Town/MUD, approved by the Town Council on November 16, 2009 will need to be amended at the February
meeting OR if the Board desires to contract directly with Denton, the Joint Election Agreement with the Town
will be mute.
Both MUD Secretary Moore and Town Secretary Hennek attended a Denton County Elections meeting on
Friday, January 22, 2010 at 9:30 a.m. to discuss concerns and/or questions regarding this Joint Election
Contract. The last day to contract with Denton County for a Joint Election is Tuesday, February 16, 2009. If
the Board does not take action tonight, we would need to meet no later the 15th of February, and Staff
suggests meeting the second week of February (10th) to take action.
Contrary to the attached draft Joint Election contract with Denton County, Denton County has agreed to
handle the Tarrant County voters, so we will NOT need to contract with Tarrant County Elections. Additionally,
Denton County residents will have the option to vote at any Denton County polling site during Early Voting and
may only vote at the Svore Builinding on Election Day. Tarrant County residents will only be able to vote at
the Svore Building during Early Voting and on Election Day.
Staff seeks direction from the Board regarding how they wish to proceed with their election.
TCMUD No. 1 15 of 75 25 JAN 2010
Page 1 of 11
THE STATE OF TEXAS
COUNTY OF DENTON
JOINT ELECTION AGREEMENT AND CONTRACT FOR ELECTION SERVICES
THIS CONTRACT for Election Services is made by and between the Denton County Elections Administrator
and the following political subdivisions that are located entirely or the have portiona portion that awithinre
located inside the boundaries of Denton County:
Town of Argyle Argyle Independent School District
City of Aubrey Aubrey Independent School District
Town of Bartonville Denton Independent School District
Town of Copper Canyon Frisco Independent School District
City of Corinth Krum Independent School District
Town of Cross Roads Lewisville Independent School District
City of Denton Little Elm Independent School District
Town of Dish Northwest Independent School District
Town of Double Oak Pilot Point Independent School District
Town of Flower Mound Ponder Independent School District
City of Frisco Sanger Independent School District
City of Highland Village Clear Creek Watershed Authority
City of Justin Denton County Fresh Water Supply District No. 1‐C
City of Krugerville Denton County Fresh Water Supply District No. 1‐D
City of Krum Denton County Fresh Water Supply District No. 1‐E
City of Lake Dallas Denton County Fresh Water Supply District No. 1‐F
City of Lakewood Village Denton County Fresh Water Supply District No. 1‐G
City of Lewisville Denton County Fresh Water Supply District No. 1‐H
Town of Little Elm Denton County Fresh Water Supply District No. 8‐C
Town of Northlake Denton County Fresh Water Supply District No. 9
City of Oak Point Denton County Fresh Water Supply District No. 10
City of Pilot Point Lake Cities Municipal Utility Authority
Town of Ponder Mustang Special Utility Authority
City of Sanger Trophy Club Municipal Utility District No. 1
Town of Shady Shores Trophy Club Municipal Utility District No. 2
City of Southlake
City of The Colony
Town of Trophy Club
This contract is made pursuant to Texas Election code Code Sections 31.092 and 271.002 and Texas
Education Code 11.0581 for a Joint May 8, 2010 Election to be administered by Frank Phillips, Denton County
Elections Administrator, hereinafter referred to as “Elections Administrator”.
RECITALS
Each Participating Authority listed about above plans to hold a general and/or special election on May 8,
2010.
The County owns an electronic voting system, the Hart InterCivic eSlate/eScan Voting System (Version
6.2.1), which has been duly approved by the Secretary of State pursuant to Texas Election Code Chapter 122 as
amended, and is compliant with the accessibility requirements for persons with disabilities set forth by Texas
Election Code Section 61.012. The Contracting Political Subdivisions desire to use the County’s electronic voting
system and to compensate the County for such use and to share in certain other expenses connected with Joint
Elections in accordance with the applicable provisions of Chapter 31 and 271 of the Texas Election Code, as
amended.
TCMUD No. 1 16 of 75 25 JAN 2010
Page 2 of 11
NOW, THEREFORE, in consideration of the mutual covenants, agreements, and benefits to the parties, IT
IS AGREED as follows:
I. ADMINISTRATION
The parties agree to hold a “Joint Election” with each other in accordance with Chapter 271 of the Texas
Election Code and this agreement. The Denton County Elections Administrator shall coordinate, supervise, and
handle all aspects of administering the Joint Election as provided in this agreement. Each participating authority
agrees to pay the Denton County Elections Administrator for equipment, supplies, services and administrative
costs as provided in this agreement. The Denton County Elections Administrator shall serve as the administrator
for the Joint Election; however, each participating authority shall remain responsible for the decisions and actions
of its officers necessary for the lawful conduct of its election. The Elections Administrator shall provide advisory
services in connection with decisions to be made and actions to be taken by the officers of each participating
authority as necessary.
At each polling location, Joint Participants shall share voting equipment and supplies to the extent
possible. The Participating Parties shall share a mutual ballot in those polling places where jurisdictions overlap.
However, in no instance shall a voter be permitted to receive a ballot containing an office or proposition stating a
measure on which the voter is ineligible to vote. Multiple ballot styles shall be available in those shared polling
places where jurisdictions do not overlap.
Denton County will perform a criminal background check on all employees, including temporary
employees, which may program, test, perform maintenance, transport equipment, or perform technical support
on the voting system equipment in accordance with Election Advisory No. 2009 and House Bill 2524.
II. LEGAL DOCMENTS
Each Participating Authority shall be responsible for the preparation, adoption, and publication of all
required election orders, resolutions, notices, and any other pertinent documents required by the Texas Election
Code and /or the Participating Authority’s governing body, charter, or ordinances.
Preparation of the necessary materials for notices and the official ballot shall be the responsibility of each
Participating Authority, including translations to languages other than English. Each Participating Authority shall
provide a copy of their respective election orders and notices to the Denton County Elections Administrator.
The Elections Administrator shall prepare a submission, on behalf of all Participating Authorities, to the
United States Department of Justice for preclearance of the joint election procedures and polling places, pursuant
to the Voting Rights Act of 1965, as amended. The Elections Administrator will provide to each Participating
Authority a photocopy of the joint submission and any correspondence from the Department of Justice.
The joint submission prepared by the Elections Administrator will not include submission of information
for any special elections held by the Participating Authorities. Participating Authorities are hereby notified and
encouraged to prepare their own submissions to the United States Department of Justice for special election
procedures or any changes that are specific to their own political subdivision.
By signing this agreement, each Participating Authority certifies that it has no unresolved preclearance
or voting rights issues known to it that would preclude or delay department of Justice Preclearance of the joint
election.
TCMUD No. 1 17 of 75 25 JAN 2010
Page 3 of 11
The Elections Administrator will file an amended submission to the United States Department of Justice in
the event that any polling places are changed after the original submission is filed, including changes resulting from
the withdrawal of one or more participating authorities pursuant to Section XII of this contract.
III. VOTING LOCATIONS
The Elections Administrator shall select and arrange for the use of and payment for all Election Day voting
locations. Voting locations will be, whenever possible, the usual voting location for each election precinct in
elections conducted by each participating city, and shall be compliant with the accessibility requirements
established by Election Code 43.034 and the Americans with Disabilities Act (ADA). The proposed voting locations
are listed in Attachment A of this agreement. In the event that a voting location is not available or appropriate, the
Elections Administrator will arrange for use of an alternate location with the approval of the affected Participating
Authorities. The Elections Administrator shall notify the Participating Authoritiesauthorizes of any changes from
the locations listed in Attachment A.
If polling places for the May 8, 2010 Joint Election are different from the polling place(s) used by a
Participating Authority in its most recent election, the Participating Authorityauthority agrees to post a notice no
later than May 7, 2010 at the entrance to any previous polling places in the jurisdiction stating that the polling
location has changed and stating the political subdivision’s polling place names and addresses in effect for the May
8, 2010 election. This notice shall be written in both the English and Spanish Languages.
IV. ELECTION JUDGES, CLERKS, AND OTHER ELECTION PERSONNEL
Denton County shall be responsible for the appointment of the Presiding Judge and Alternate Judge for
each polling location. The Elections Administrator shall make emergency appointments of election officials if
necessary.
Upon request by the Elections Administrator, each Participating Authority agrees to assist in recruiting
polling place officials who are bilingual (fluent in both English and Spanish). In compliance with the Federal Voting
Rights Act of 1965, as amended, each polling place containing more than 5% Hispanic population as determined by
the 2000 Census shall have one or more election officials who are fluent in both the English and Spanish languages.
If a Presiding Judge is not bilingual, and is unable to appoint a bilingual clerk, the Elections Administrator may
recommend a bilingual worker for the polling place. If the Elections Administrator is unable to recommend or
recruit a bilingual worker, the Participating Authority or Authorities served by that polling place shall be
responsible for recruiting a bilingual worker for translation services at that polling place.
The Elections Administrator shall notify all election judges of the eligibility requirements of Subchapter C
of Chapter 32 of the Texas Election Code, and will take the necessary steps to insure that all election judges
appointed for the Joint Election are eligible to serve.
The Elections Administrator shall arrange for the training and compensation of all election judges and
clerks. The Elections Administrator shall arrange for the date, time, and place for presiding election judges to pick
up their election supplies. Each presiding election judge will be sent a letter from the Elections Administrator
notifying him/her of his/her appointment, the time and location of training and distribution of election supplies,
and the number of election clerks that the presiding judge may appoint.
Each election judge and clerk will receive compensation at the hourly rate established by Denton County
pursuant to Texas Election Code Section 32.091. The election judge will receive an additional sum of $25.00 for
TCMUD No. 1 18 of 75 25 JAN 2010
Page 4 of 11
picking up the election supplies prior to Election Day and for returning the supplies and equipment to the central
counting station after the polls close.
Election Judges and Clerks who attend voting equipment training and /or procedures training shall be
compensated at the same hourly rate that they are to be paid on election dayElection Day.
The Elections Administrator may employ other personnel necessary for the proper administration of the
election, including such part‐time help as is necessary to prepare for the election, to ensure the timely delivery of
supplies during early voting and on Election Day, and for the efficient tabulation of ballots at the central counting
station. Part‐time personnel working as members of the Early Voting Ballot Board and/or central counting station
on election night will be compensated at the hourly rate set by Denton County in accordance with Election Code
Sections 87.005, 127.004, and 127.006.
V. PREPARATION OF SUPPLIES AND VOTING EQUIPMENT
The Elections Administrator shall arrange for all election supplies and voting equipment including, but not
limited to, official ballots, voter registration lists, and all forms, signs, maps, and other materials used by the
Election Judges at the voting locations. The Elections Administrator shall ensure availability of tables and chairs at
each polling place and shall procure rented tables and chairs for those polling places that do not have tables
and/or chairs.
At each polling location, Joint Participants shall share voting equipment and supplies to the extent
possible. The Participating Parties shall share a mutual ballot in those precincts where jurisdictions overlap.
However, in no instance shall a voter be permitted to receive a ballot containing an office or proposition stating a
measure on which the voter is ineligible to vote. Multiple ballot styles shall be available in those shared polling
places where jurisdictions do not overlap. The Elections Administrator shall provide the necessary voter
registration information, maps, instructions, and other information needed to enable the Election Judges in the
voting locations that have more than one ballot style to conduct a proper election.
Each participating Authority shall furnish the Election Administrator a list of candidates and/or
propositions showing the order the exact manner in which the candidate names and/or propositions(s) are to
appear on the official ballot (including titles and text in each language in which the Authority’s ball is to be
printed). Each Participating Authority shall be responsible for proofreading and approving the ballot insofar as it
pertains to that Authority’s candidates and/or propositions.
The Joint Election Ballots that contain ballot content for more than one Joint Participant because of
overlapping territory shall be arranged in the following order: Independent School District, City, Water District(s),
and other political subdivisions.
Early Voting by Personal Appearance shall be conducted exclusively on Denton County’s eSlate electronic
voting system. On Election Day, voters shall have a choice between voting on the eSlate electronic voting system
or by a paper ballot that is scanned at the polling place using Denton County’s eScan voting system. Provisional
Ballots cast on Election Day will be on the eSlate electronic voting system to prevent the possibility of paper
provisional ballots from being immediately counted via the eScan ballot scanner.
Due to current limitations of the County’s eScan ballot scanners, it is necessary that in the event ballot
content for a particular Participating Authority or joint election ballot style is too lengthy to fit on one page paper
TCMUD No. 1 19 of 75 25 JAN 2010
Page 5 of 11
ballot, all Election Day voting for that particular authority or ballot style must be held on the County’s eSlate voting
system.
The number of paper ballots printed for Election Day voting shall be, at a minimum, equal to the same
Election Day turnout as in the last comparable election plus 25 percent of that number, with the final number of
ballots ordered per polling place or precinct adjusted upward to end a number divisible by 50.
The Election Administrator shall be responsible for the preparation, testing, and delivery of the voting
equipment for the election as required by the Election Code.
VI. EARLY VOTING
The Participating Authorities agree to conduct Joint Early Voting and to appoint the Elections
Administrator as the Early Voting Clerk in accordance with Sections 31.097 and 271.006 of the Texas Election Code.
Each Participating Authority agrees to appoint the Elections Administrator’s permanent county employees as
deputy early voting clerks. The Participating Authorities further agree that the Elections Administrator may
appoint other Deputy Early Voting Clerks to assist in the conduct of early voting as necessary, and that these
additional Deputy Early Voting Clerks shall be compensated at an hourly rate set by Denton County pursuant to
Section 83.052 of the Texas Election Code. Deputy Early Voting Clerks who are permanent employees of the
Denton County Elections Administrator or any Participating Authority shall serve in that capacity without additional
compensation.
Early Voting by personal appearance will be held at the locations, dates and times listed in Attachment B
of this document. Any Qualified Voter of the Joint Election may vote early by personal appearance at any of the
Joint Early Voting locations.
As Early Voting Clerk, the Elections Administrator shall receive applications for early voting ballots to be
voted by mail in accordance with Chapter 31 and 86 of the Texas Election Code. Any requests for early voting
ballots to be voted by mail received by the Participating Authorities shall be forwarded immediately by fax or
courier to the Elections Administrator for processing.
The Elections Administrator shall provide each Participating Authority a copy of the early voting report on
a daily basis and a cumulative final early voting report following the election. In accordance with Section 87.121(g)
of the Election Code, the daily reports showing the previous day’s early voting activity will be distributed to each
Participating Authority no later than 8:00 AM each business day.
VII. EARLY VOTING BALLOT BOARD
Denton County shall appoint an Early Voting Ballot Board (EVBB) to process early voting results
from the Joint Election. The Presiding Judge, with the assistance of the Election Administrator, shall appoint two or
more additional members to constitute the EVBB. The Elections Administrator shall determine the number of
EVBB members required to efficiently process the Early Voting Ballots.
VIII. CENTRAL COUNTING STATION AND ELECTION RETURNS
The Elections Administrator shall be responsible for establishing and operating the Central Count
Room to receive and tabulate the voted ballots in accordance with provisions of the Texas Election Code and of
this Agreement.
TCMUD No. 1 20 of 75 25 JAN 2010
Page 6 of 11
The Participating Authorities hereby, in accordance with Section 127.002, 127.003, and 127.005 of the
Texas Election Code, appoint the following central county station officials:
Counting Station Manger: Frank Phillips, Denton County Elections Administrator
Tabulation Supervisor: Kesha Woods, Denton County Technical Operations Manager
Presiding Judge:
Alternate Judge:
The Counting Station Manager or his representative shall deliver timely cumulative reports of the election
results as precincts report to the central counting station and are tabulated. The manager shall be responsible for
releasing unofficial cumulative totals and precinct returns from the election to the joint participants, candidates,
press and general public by distribution of hard copies at the Central Counting Station and by posting to the
Denton County web site. To ensure the accuracy of reported election returns, results printed on the tapes
produced by Denton County’s voting equipment will not be released to the Participating Authorities by phone from
individual polling locations.
The Elections Administrator will prepare the unofficial canvass reports after all precincts have beenhave
been counted and will deliver a copy of the unofficial canvass to each Participating Authority as soon as possible
after all returns have been tabulated. Each Participating Authority shall be responsible for the official canvass of its
respective election(s).
The Elections Administrator will prepare the electronic precinct‐by‐ precinct results reports for uploading
to the Secretary of State as required by Section 67.017 of the Election Code. The Elections Administrator agrees to
upload these reports for each Participating Authority unless requested otherwise.
The Elections Administrator shall be responsible for conducting the post election manual recount required
by Section 127.201 of the Texas Election Code unless a waiver is granted by the Secretary of State. Notification
and copies of the recount, if waiver is denied, will be provided to each Participating Authority and the Secretary of
State’s Office.
IX. PARTICIPATING AUTHORITIES WITH TERRITORY OUTSIDE DENTON COUNTY
The Election Administrator agrees to administer only the Denton County portions of the City of Frisco.
The Election Administrator agrees to administer only the Denton County portions of Frisco Independent
School District.
The Election Administrator agrees to administer only the Denton County portions of Pilot Point
Independent School District.
The Election Administrator agrees to administer only the Denton County portions of the City of Southlake
The Election Administrator agrees to administer only the Denton County portions of the Northwest
Independent School District.
The Election Administrator agrees to administer only the Denton County portions of the City of Lewisville.
The Election Administrator agrees to administer only the Denton County portions of the Town of Trophy
Club.
TCMUD No. 1 21 of 75 25 JAN 2010
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The Election Administrator agrees to administer only the Denton County portions of the Town of Flower
Mound.
The Election Administrator agrees to administer only the Denton County portions of the Clear Creek
Watershed Authority.
The Election Administrator agrees to administer both the Denton County and Tarrant County portions of
the Trophy Club MUD 1.
X. RUNOFF ELECTIONS
Each Participating Authority shall have the option of extending the terms of this Agreement through its
runoff election, if applicable. In the event of such runoff election, the terms of this Agreement shall automatically
extend unless the Participating Authority notifies the Elections Administrator in writing within three (3) business
days of the original election.
Each Participating Authority shall reserve the right to reduce the number of Early Voting Locations and/or
Election Day voting locations in a runoff election. If necessary, any voting changes made by a Participating
Authority between the original election and the runoff election shall be submitted by the authority making the
change to the United States Department of Justice for the preclearance required by the Federal Voting Rights Act
of 1965, as amended.
Each Participating Authority agrees to order any runoff election(s) at its meeting for canvassing the votes from the
May 8, 2010 election and to conduct its drawing for ballot positions at or immediately following such meeting in
order to expedite preparations for its runoff election.
Each Participating Authority eligible to hold runoff elections agrees that the date of the runoff election, if
necessary, shall be Saturday, June 12, 2010.
X. ELECTION EXPENSES AND ALLOCATION OF COSTS
The Participating Authorities agree to share the costs of administering the Joint election. Allocation of
costs, unless specifically stated otherwise, is mutually agreed to be shared according to a formula which is based
on the average cost per Election Day polling place (unit cost) as determined by adding together the overall
expenses and dividing the expenses equally among the total number of polling places. Costs for polling places
shared by more than one Participating Authority shall be pro‐rated equally among the participants utilizing that
polling place.
The Participating Authorities agree that for billing purposes, each Election Day polling place will be
evaluated as to the number of full‐time –equivalent (FTE) poll workers employed. Polling places with more than
five (5) FTE poll workers will be considered as one or more additional polling places with each full or partial
multiple of 5 FTE poll workers constituting an additional polling place for purposes of determining the average cost
formula in the preceding paragraph.
If a Participating Authority’s election is conducted at more than one election day polling place, there shall
be no charges or fees allocated to the Participating Authority for the cost of election day polling places in which
the Authority has fewer than 50% of the total registered voters served by that polling place, except that if the
TCMUD No. 1 22 of 75 25 JAN 2010
Page 8 of 11
number of registered voters in all of the Authority’s polling places is less than the 50% threshold, the Participating
Authority shall pay a pro‐rata share of the costs associated with the polling place where it has the greatest number
of registered voters.
Costs for Early Voting by Personal Appearance shall be allocated based upon the actual costs associated
with each early voting site. Each Participating Authority shall be responsible for a pro‐rata portion of the actual
costs associated with the early voting sites located within their jurisdiction. Participating Authorities that do not
have a regular (non‐temporary) Early Voting Site within their jurisdiction shall pay a pro‐rata portion of the nearest
regular early voting site.
Costs for Early Voting by Mail shall be allocated according to the actual number of ballots mailed to each
Participating Authority’s voters.
Each Participating Authority agrees to pay the Denton County Elections Administrator an administrative
fee equal to 10 percent (10%) of its total billable costs in accordance with Section 31.100(d) of the Texas Election
Code.
The Denton County Elections Administrator shall deposit all funds payable under this contract into the
appropriate fund(s) within the county treasury in accordance with Election Code Section 31.100.
XI. WITHDRAWAL FROM CONTRACT DUE TO CANCELLATION OF ELECTION
Any Participating Authority may withdraw from this Agreement and the Joint Election should it cancel its
election in accordance with Sections 2.051 – 2.053 of the Texas Election Code. The withdrawing authority is fully
liable for any expenses incurred by the Denton County Elections Administrator on behalf of the authority plus an
administrative fee of ten percent (10%) of such expenses. Any monies deposited with the Elections Administrator
by the withdrawing authority shall be refunded, minus the aforementioned expenses and administrative fee if
applicable.
It is agreed that any of the joint election early voting sites that are not within the boundaries of one or
more of the remaining participating authorities, with the exception of the early voting site located at the Joseph A.
Carroll Administration Building, may be dropped from the joint election unless one or more of the remaining
Participating Authorities agree to fully fund such site(s). In the event that any early voting site is eliminated under
this section, an addendum to the contract shall be provided to the remaining participants within five (5) days after
notification of all intents to withdraw have be received by the Elections Administrator.
XII. RECORDS OF THE ELECTION
The Elections Administrator is hereby appointed general custodian of the voted ballots and all records of
the Joint Election as authorized by Section 271.010 of the Texas Election Code.
Access to the election records shall be available to each Participating Authority as well as to the public in
accordance with applicable provisions of the Texas Election Code and the Texas Public Information Act. The
election records shall be stored at the offices of the Elections Administrator or at an alternate facility used for
storage of county records. The Elections Administrator shall ensure that the records are maintained in an orderly
manner so that the records are clearly identifiable and retrievable.
Records of the election shall be retained and disposed of in accordance with the provisions of Section 66.058 of
The Texas Election Code. If records of the election are involved in any pending election contest, investigation,
TCMUD No. 1 23 of 75 25 JAN 2010
Page 9 of 11
litigation, or open records request, the Elections Administrator shall maintain the records until final resolution or
until final judgment, whichever is applicable. It is the responsibility of each Participating Authority to bring to the
attention of the Elections Administrator any notice of pending election contest, investigation, litigation or open
records request which may be filed with the participating authority.
XIII. RECOUNTS
A recount may be obtained as provided by Title 13 of the Texas Election Code. By signing this document,
the Presiding Officer of the contracting Participating Authority agrees that any recount shall take place at the
offices of the Elections Administrator, and that the Elections Administrator shall serve as Recount Supervisor and
the Participating Authority’s official or employee who performs the duties of a secretary under the Texas Election
Code shall serve as Recount Coordinator.
XIV. MISCELLANEOUS PROVISIONS
1. It is understood that to the extent space is available, other districts and political subdivisions may
wish to participate in the use of the County’s election equipment and voting places, and it is agreed
that the Elections Administrator may contract with such other districts or political subdivisions for
such purposes and that in such event there may be an adjustment of the pro‐rata share to be paid to
the County by the participating authorities.
2. The Elections Administrator shall file copies of this document with the Denton County Judge and the
Denton County Auditor in accordance with Section 31.099 of the Texas Election Code.
3. Nothing in this contract prevents any party from taking appropriate legal action against any other
party and/or other election personnel for a breach of this contract or a violation of the Texas Election
Code.
4. This agreement shall be construed under and in accord with the laws of the State of Texas, and all
obligations of the parties created hereunder are performable in Denton County, Texas.
5. In the event that one or more of the provisions contained in this Agreement shall for any reason be
held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or
unenforceability shall not affect any other provision hereof and this agreement shall be construed as
if such invalid, illegal, or unenforceable provision had never been contained herein.
6. All parties shall comply with all applicable laws, ordinances, and codes of the State of Texas, all local
governments, and any other entities with local jurisdiction.
7. The waiver by any party of a breach of any provision of this Agreement shall not operate as, or be
construed as, a waiver of any subsequent breach.
8. Any amendments of this Agreement shall be of no effect unless in writing and signed by all parties
hereto.
XV. COST ESTIMATES AND DEPOSIT OF FUNDS
The total estimated obligation for each Participating Authority under the terms of this agreement is listed
below. Each participating authority agrees to pay the Denton County Elections Administrator a deposit of
approximately 75% of this estimated obligation not later than fifteen (15) days after execution of this Agreement.
The exact amount of each Participating Authority’s obligation under the terms of this Agreement shall be
TCMUD No. 1 24 of 75 25 JAN 2010
Page 10 of 11
calculated after the May 8, 2010 election (or runoff election, if applicable), and if the amount of an Authority’s
total obligations exceeds the amount deposited, the Authority shall pay to the Elections Administrator the balance
due within thirty (30) days after the receipt of the final invoice from the Elections Administrator. However, if the
amount of the Authority’s total is less than the amount deposited, the Elections Administrator shall refund to the
Authority of the excess amount paid within thirty (30) days after the final costs are calculated.
The total estimated obligation and required deposit for each participating authority under the terms of
this Agreement shall be as follows:
Actual # Billed # Estimated Deposit
Political Subdivision Polls Polls Cost Due
Town of Argyle
City of Aubrey
Town of Bartonville
Town of Copper Canyon
City of Corinth
Town of Cross Roads
City of Denton
Town of Dish
Town of Double Oak
Town of Flower Mound
City of Frisco
Town of Hickory Creek
City of Highland Village
City of Justin
City of Krugerville
City of Krum
City of Lake Dallas
City of Lakewood Village
City of Lewisville
Town of Little Elm
Town of Northlake
City of Oak Point
City of Pilot Point
Town of Ponder
City of Sanger
Town of Shady Shores
City of Southlake
City of The Colony
Town of Trophy Club
Argyle ISD
Aubrey ISD
Denton ISD
Frisco ISD
Krum ISD
Lewisville ISD
Little Elm ISD
Northwest ISD
Pilot Point ISD
Ponder ISD
Sanger ISD
Clear Creek Watershed Authority
Denton County Fresh Water Supply District 1‐C
Denton County Fresh Water Supply District 1‐D
Denton County Fresh Water Supply District 1‐E
Denton County Fresh Water Supply District 1‐F
Denton County Fresh Water Supply District 1‐G
Denton County Fresh Water Supply District 1‐H
Denton County Fresh Water Supply District 8‐C
TCMUD No. 1 25 of 75 25 JAN 2010
Page 11 of 11
Actual # Billed # Estimated Deposit
Political Subdivision Polls Polls Cost Due
Denton County Fresh Water Supply District 9
Denton County Fresh Water Supply District 10
Lake Cities Municipal MUA
Mustang SUD
Trophy Club Municipal District 1
Trophy Club Municipal District 2
Totals
XVII. JOINT CONTRACT ACCEPTANCE AND APPROVAL
IN TESTIMONY HEREOF, this aAgreement has been executed on behalf of the parties hereto as follows, to‐wit:
(1) It has on the _____ day of ___________, 2010 been executed by the Denton County Elections
Administrator pursuant to the Texas Election Code so authorizing;
(2) It has on the ______ day of ___________, 2010 been executed on behalf of the REPLACE WITH
NAME OF POLITICAL SUBDIVISON HERE pursuant to an action of the REPLACE WITH NAME OF
POLITICAL SUBDIVISON’S GOVERNING AUTHORITY HERE so authorizing;
ACCEPTED AND AGREED TO BY DENTON COUNTY ELECTIONS ADMINISTRATOR:
APPROVED:
___________________________________________
FRANK PHILLIPS
ACCEPTED AND AGREED TO BY THE REPLACE WITH NAME OF POLICTICAL SUBDIVISION HERE:
APPROVED: ATTESTED:
_____________________________________________ _______________________________________
TITLE OF PRESIDING OFFICER TITLE OF PERSON ACTING AS SECRETARY
TCMUD No. 1 26 of 75 25 JAN 2010
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12010-02-M1 Name:
Status:Type:M1 Agenda Item Regular Session
File created:In control:1/4/2010 Trophy Club Municipal Utility District No. 1
On agenda:Final action:1/25/2010
Title:Discuss and take appropriate action to instruct the District staff and attorneys to begin preparation of
an amendment to TCMUD1’s Fire Plan, to update that plan, and to broaden the plan to include Public
Safety.
Attachments:
Action ByDate Action ResultVer.
TCMUD No. 1 27 of 75 25 JAN 2010
12010-02-M1 Version:File #:
Title
Discuss and take appropriate action to instruct the District staff and attorneys to begin preparation of an
amendment to TCMUD1’s Fire Plan, to update that plan, and to broaden the plan to include Public Safety.
Body
[Enter body here.]
TCMUD No. 1 28 of 75 25 JAN 2010
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12010-23-M1 Name:
Status:Type:M1 Agenda Item Regular Session
File created:In control:1/15/2010 Trophy Club Municipal Utility District No. 1
On agenda:Final action:1/25/2010
Title:Discuss and take appropriate action to begin the bond issuance process for construction of the new
Fire Station.
Attachments:TCEQ Bond App.pdf
Action ByDate Action ResultVer.
TCMUD No. 1 29 of 75 25 JAN 2010
12010-23-M1 Version:File #:
Title
Discuss and take appropriate action to begin the bond issuance process for construction of the new Fire
Station.
Body
More information may be forthcoming via electronic mail, after Staff has an opportunity to speak to Pete Tart's
Office regarding this agenda item.
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100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12010-16-M1 Name:
Status:Type:M1 Agenda Item Regular Session
File created:In control:1/13/2010 Trophy Club Municipal Utility District No. 1
On agenda:Final action:1/25/2010
Title:Review and Approve Minutes
a. December 15, 2009 - Regular Session Minutes
Attachments:M1 Minutes 121509.pdf
Action ByDate Action ResultVer.
TCMUD No. 1 41 of 75 25 JAN 2010
12010-16-M1 Version:File #:
Title
Review and Approve Minutes
a. December 15, 2009 - Regular Session Minutes
TCMUD No. 1 42 of 75 25 JAN 2010
MINUTES OF REGULAR SESSION
TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1
December 15, 2009
The Board of Directors of the Trophy Club Municipal Utility District No. 1 of Denton and Tarrant
Counties met in Regular Session on Tuesday, December 15, 2009, in the Boardroom of the
Administration Building, 100 Municipal Drive, Trophy Club, Texas 76262.
DIRECTORS PRESENT:
Dean Henry Joint President
Jim Budarf Joint President
Gary Cantrell Joint Vice President
Kevin Carr Joint Vice President
Jim Hase Joint Secretary/Treasurer
Jim Thomas Joint Secretary/Treasurer
Neil Twomey Director
Bob Fair Director
Joseph Boclair Director
Steven Kohs Director
STAFF AND GUESTS PRESENT:
Robert Scott District Manager
Mary Moore MUD Secretary
Bob West MUD Attorney
Kathy DuBose Finance Director
Danny Thomas Fire Chief
Kathleen Wilson Town Councilmember
Brandon Emmons Town Manager
Bill Rose Town Councilmember
Karen Passiak 18 Overhill Drive
Pauline Twomey 203 Oakmont
Greg Lamont 15 Avalon Drive
Ben Brewster 222 Fresh Meadow Drive
REGULAR SESSION
Call to Order and Announce a Quorum.
President Henry announced a quorum and called the meeting to order at 6:00 p.m.
1. Receive District Manager's Report - 09-53-MD
a. Water pumped vs. billed
b. Monthly Revenue for Wastewater Treatment Plant
c. Update on Water Plant Booster Pump (formerly VFD)
d. Update on Maintenance of West Water Storage Tank
e. Update on Bond for Fire Station
f. Update from Utility Service re: Elevated Tank
District Manager Scott updated the Board.
Action: Discussion only.
TCMUD No. 1 43 of 75 25 JAN 2010
TCMUD No. 1 Regular Session Meeting Minutes – December 15, 2009 2
2. Receive Finance Director's Update 09-78-M1
a. Monthly Update
Finance Director DuBose updated the Board, advising Finance is behind and if there are any
issues, they have occurred in the last two months. Auditors have completed their work and the
Audit should be on time. Auditors did their interim work in October and blessed the
consolidation. Finance has balanced the Fixed Assets for the first time since 2005 and the
Balance Sheets are correct since 1999-2000 fiscal year.
Director Cantrell asked if we would still be receiving bank balances and variance reports.
Finance Director DuBose advised this is a report she does on a monthly basis; however, she
was not able to provide it this month due to other constraints. If there is over a 10% variance,
she goes in and identifies the issues.
Action: Discussion only.
3. Review and Approve Disbursements & Variance Report 09-143-M1
a. August 2009 - MUD 1 Consolidated
b. September 2009 - MUD 1 Consolidated
c. October 2009 - Consolidated
Director Twomey moved to approve the August, September and October 2009 disbursements
and variance reports. Director Hase seconded the motion. Floor opened for discussion.
Motion carried unanimously (10-0) without further discussion.
4. Receive Fire Update from Fire Chief Thomas 09-46-MD
a. To provide Board with a monthly update and address the Board's questions.
Fire Chief Thomas updated the Board,
Action: Discussion only.
Board delayed this item until Council Liaison Wilson arrived.
5. Receive Report from Council Liaison Wilson 09-137-M1
a. Town Council meeting updates, notice(s) and relevant business.
Council Liaison Wilson provided the following:
At council meeting dated December 7, Mayor White requested that Wilson convey to the Board
that the Finance Department's new software search was an action directed by Council in the
recent budget workshops.
In addition, Council discussed approaching the Board about scheduling a joint workshop in
order to discuss future shared governmental direction, goals and objectives and other relevant
co-governmental issues. Mayor White will be working with the Presidents to make
arrangements.
Action: Discussion only.
6. Discuss and take the appropriate action to establish an Audit Committee. 09-151-M1
President Henry recommended the Board stay with the same audit committee members, and
those members are Directors Carr, Hase, Cantrell, and former MUD 1 Director Borges. Director
Thomas offered to take Borges’ place.
Director Twomey moved to nominate the Directors Carr, Hase, Cantrell, and Thomas to the
Audit Committee. Director Henry seconded the motion. Motion carried unanimously (10-0)
without further discussion.
TCMUD No. 1 44 of 75 25 JAN 2010
TCMUD No. 1 Regular Session Meeting Minutes – December 15, 2009 3
7. Discussion regarding implications of a MUD-operated EMS - (Emergency Medical
Services). (Thomas) 09-145-M1
Action: No discussion held.
8. Discuss and take appropriate action to establish Place Numbers to each Director’s
office, in accordance with Section 49.103(c) of the Texas Water Code, so that
directors will be elected by position and not at large, beginning with the election in
May 2010. (Budarf) 09-100-M1
Director Budarf advised that the MUD Board wants to go to places, as has been done with the
Town, in order to stay consistent and cause less confusion for the citizens/voters.
Attorney West recommended tabling this agenda item to the January meeting, as the U.S.
Department of Justice, Voting Rights Section office will want an official order as documentation
with the submission of the preclearance letter, which will be necessary due to the change in the
election process.
Action: Discussion held; tabled to January meeting; need an Order approving/establishing
Place Numbers.
9. Receive Two Presentations, one regarding Drilling for a new Trinity Well and second,
regarding a Revised Proposal for High Speed Service Plant Pump Installation, and
discussion of same. (Twomey) 09-124-M1
Director Twomey offered a PowerPoint Presentation explaining that the presentation is to
provide information to the Board to help the Board decide if we should initiate in two capital
projects; the first is to drill a second trinity aquifer well to supplement our internal water supply
and reduce our usage of Fort Worth Water, and, secondly, to install a new high speed service
pump to provide water volume to the new areas west of Town.
Director Twomey advised we could go for a three-year balloon note with Principal and Interest
payments for 10-year payments, and after three years the note would become due, and we
could re-finance for another 3-year note.
Director Twomey advised the High Speed Service Pump would service the area to the west of
Town. This is especially important in the summer months. It has been suggested we go with a
vertical turbine pump with a soft start. Construction costs are currently estimated at $216,230,
based on the proposal submitted. Twomey added it will take 33 weeks to design and construct,
which means we would miss the crucial summer months.
Director Hase surmised that the Trinity Well could be a 2009-10 project; and the Pump could be
a 2010-11 project to have the Pump up and running in time for the crucial summer months.
Director Thomas and President Henry thanked Director Twomey for his presentation.
Action: Discussion held; tabled to January meeting.
10. Receive Updated Information from SEMO (Shared Employees MUD Organization)
Committee, discussion of same, and take action, as necessary. 09-148-M1
Director Hase explained we have updated Chart No. 1 to make Column B an apples-to-apples
comparison with Columns D & E. Additionally, the IT Budget has been corrected to $197,000,
as the previous number for the total budget for IT was inflated. The SEMO Committee wants to
give the Town ample time, should the Board vote to separate from the Town.
TCMUD No. 1 45 of 75 25 JAN 2010
TCMUD No. 1 Regular Session Meeting Minutes – December 15, 2009 4
President Henry asked for the Board’s opinion and input regarding the options in the new
apples-to-apples comparison.
Director Boclair advised he prefers Column D (MUD performs all work in-house with exception
we contract out Finance).
Director Fair advised he prefers Column E (MUD performs all work in-house).
Director Twomey advised he prefers Column D.
Director Thomas advised he prefers Column D, and prefers the MUD run this as a business and
get away from shared employees.
Director Cantrell advised he prefers Column D.
Director Budarf stated we still need to do our due diligence and advised he prefers Column D.
President Henry is of the opinion that we need to run our own business and stated he prefers
Column D.
Director Hase, who is on committee, advised he prefers Column D.
Director Carr advised he prefers Column D.
Director Kohs advised we have had an issue with shared employees; however, he believes
there is more we can do to correct that or make it better for shared employees. Kohs would like
to hear more from the Town, and hear what the Town’s plan is. Kohs likes tax savings in
Column D, save taxpayers money; however, there’s room for improvement and some other
options discussed here tonight. Kohs stated he is more for Column B or C.
President Henry advised there would be no decision tonight, pending a possible joint meeting
with the Town Council.
Director Hase suggested we don’t want to wait too long in order to give the Town ample time to
work out a plan for any excess employees.
Action: Discussion only; continues on January agenda.
11. Review and Approve Minutes 09-150-M1
a. November 17, 2009 - Regular Session Minutes
Director Budarf moved to approve the November 17, 2009 Regular Session Minutes. Director
Twomey seconded the motion. Motion carried unanimously (10-0).
Action: Discussion only.
12. Review Monthly Tax Collection Report 09-58-M1
a. November 2009
Attorney West advised that he has been in contact with David Crawford, with Perdue Brandon
Fielder Collins & Mott, LLP, Delinquent Tax Collection Attorney for MUD 2. West advised that
he and Crawford have been working on a joint agreement, with Crawford’s firm taking the lead.
Crawford is strictly a delinquent tax collection attorney, and that is why his firm will be taking the
lead. The Joint Agreement will be available for Board’s approval at the January meeting.
Action: Discussion held with an agenda item in January meeting to approve joint agreement.
13. Set Next Meeting Date 09-32-M1
a. Tuesday, January 19, 2010, 6:00 p.m.
Board agreed to hold their next meeting on Tuesday, January 19, 2010, 6:00 p.m.
Action: Discussion only.
14. Items for Future Agendas 09-103-M1
a. MUD 1's water contract with City of Fort Worth
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TCMUD No. 1 Regular Session Meeting Minutes – December 15, 2009 5
b. Funding of Future Capital Projects; i.e., 2 MG Storage Tank
c. Water Study (Twomey)
d. Disaster Planning
e. Creation of TCMUD1 website (09-115-M1)
f. Agreement between TCMUD1 and the Trophy Club Country Club (TCCC) for the use
of a portion of TCCC's parking lot during construction of new Fire Station.
Action: Discussion only.
15. Discuss and take appropriate action on Formal Ethics Complaint filed by five
persons against four MUD directors. 09-153-M1
Attorney West explained the policy and procedure regarding the formal ethics complaint filed
with the MUD Secretary filed in response to Ethics Order 2009-0915 against four directors and
filed by five complainants. The hearing on the charges themselves will not happen tonight,
pursuant to the policy, it will happen at the next regular meeting in January. The scope of the
Board’s review tonight is limited to determination if the Complaint on its face meets certain
requirements and presents a violation of the code of conduct. Provided the Board agrees it is
the Board’s determination that the complaint on its face would be appropriate, then an item will
be placed on the next regular scheduled agenda, which is the next January meeting.
President Henry asked for a motion to put this on the January agenda.
Director Carr moved to put this on the next agenda for investigative purposes. Director Fair
seconded the motion. Floor opened for discussion. Director Cantrell asked if he could vote, as
he is listed as a Respondent. If he does not vote, there may be a problem with having a
majority. Attorney West advised that he believes the Respondents can vote in order for there to
be a majority vote. Director Thomas asked if the names of the complaining parties could be
named, and Attorney West read the names of the Complainants: Steven Kohs, 18 Overhill
Drive; Karen Passiak, 18 Overhill Drive; Ryan Chitwood, 10 Overhill Drive; Barbara Glaser, 15
Overhill Drive; and Rhonda Chitwood of 10 Overhill Drive. The Respondents are: Directors Carr,
Thomas, Budarf, and Cantrell. Director Carr asked if this complaint can be posted on the
website. MUD Secretary Moore advised that she would post if so directed. Director Twomey
asked if it was possible to request documentation be presented a week ahead of the January
meeting. Attorney West felt that it was a reasonable request. Director Thomas is very much in
favor of posting to website. Thomas asked for the proper procedure regarding dissemination of
the information. West recommended making it part of the motion. Carr amended his motion
that all documents for the Ethics Complaint be submitted seven (7) business days prior to the
January meeting date. Budarf seconded the motion. Twomey asked if we want to change the
meeting date. West advised that the policy states that the policy states that it should be on the
next regular scheduled meeting. Boclair asked if the complaint is frozen. West replied in the
affirmative, stating a new complaint would require the filing of another, separate complaint.
Director Twomey requested going into Closed Session to get advice from the attorney.
President Henry read the statutory provision to go into Closed Session.
Board took a brief break at 7:50 p.m., and then convened into Closed Session at 7:55 p.m.
CONVENE INTO CLOSED SESSION
PURSUANT TO SECTIONS 551.071 AND 551.074 OF THE TEXAS
GOVERNMENT CODE REGARDING CONSULTATIONS WITH ATTORNEY
AND PERSONNEL MATTERS: TO CONDUCT A PRIVATE CONSULTATION
WITH THE DISTRICT’S ATTORNEY(S) ON A MATTER IN WHICH THE DUTY
TCMUD No. 1 47 of 75 25 JAN 2010
TCMUD No. 1 Regular Session Meeting Minutes – December 15, 2009 6
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 AND/OR
TO HEAR A COMPLAINT OR CHARGE AGAINST A PUBLIC OFFICIAL(S).
RECONVENE INTO REGULAR SESSION
Board reconvened into Open Session at 8:43 p.m.
Board took a brief recess at 8:43 p.m., resuming Open/Regular Session at 8:46 p.m.
16. Discuss and take appropriate action relative to discussions held in Closed
Session. 09-152-M1
Director Carr asked that MUD Secretary Moore read the motion on the floor. Upon its reading,
mover and Seconder retracted their motions.
Director Boclair moved that the complaint on its face presents violations of the Code of Conduct
and in the interest of orderly governance, integrity, and public confidence in the District
government, the item should be placed on the next available regular district meeting agenda
with all supporting documentation from both sides to be provided to the MUD Secretary seven
(7) business days prior to said meeting and, furthermore, that the MUD attorney should work on
establishing a set of procedures for this investigation, agreeable to the two MUD presidents.
Motion seconded by Director Twomey. Floor opened for discussion. President Henry called for
the vote with all ten directors raising their hands in acceptance of the motion. Motion carried
unanimously (10-0) with no further discussion held.
Adjourn.
Meeting adjourned at 9:00 p.m.
___________________________ _____________________________
DEAN HENRY, Joint President JIM BUDARF, Joint President
TCMUD No. 1 TCMUD No. 1
ATTEST:
____________________________ ______________________________
JIM HASE, Joint Secretary JAMES C. THOMAS, Joint Secretary
TCMUD No. 1 TCMUD No. 1
____________________________
MARY MOORE (Seal)
MUD Secretary
TCMUD No. 1 48 of 75 25 JAN 2010
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12010-17-M1 Name:
Status:Type:M1 Agenda Item Regular Session
File created:In control:1/13/2010 Trophy Club Municipal Utility District No. 1
On agenda:Final action:1/19/2010
Title:Set Next Meeting Date
a. Regular Session: Wednesday, February 10, 2010, 6:00 p.m.
Attachments:FEB 2010 CALENDAR.pdf
Action ByDate Action ResultVer.
TCMUD No. 1 49 of 75 25 JAN 2010
12010-17-M1 Version:File #:
Title
Set Next Meeting Date
a. Regular Session: Wednesday, February 10, 2010, 6:00 p.m.
TCMUD No. 1 50 of 75 25 JAN 2010
11/22/2010 1:51 PMMary MooreSMTWT F S1234567 8 9 10 11 12 1314 15 16 17 18 19 2021 22 23 24 25 26 2728February 2010SMTWT F S1234567 8 9 10 11 12 1314 15 16 17 18 19 2021 22 23 24 25 26 2728 29 30 31March 2010February 2010MondayTuesdayWednesdayThursdayFridaySat/SunFebruary 17:00pmCouncil (MUD Bd Rm)29:00amStaff Meetings (SvoreMunicipal Building Board Room)10:00amPreconstruction meeting (Internal) (Svore Municipal Buildling Board Ro7:00pmParks & Recreation Board (Svore Municipal Building 310:00amChair Massage (PS Conference Room)47:00pmP&Z Commission (Council Chambers)56786:30pmEDC B (Svore Municipal Building Boardroom)92:00pmTrial (Svore MunicipalBuildling Board Room)2:00pmTrial (PS Conference Room)6:30pmTree Board (PS Conference Room)1011121314157:00pmCouncil (MUD Bd Rm)169:00amStaff Meetings (SvoreMunicipal Building Board Room)4:00pmZBA (Svore Municipal Buildling Board Room)6:00pmTCMUD No.1 Meeting(Svore Municipal Buil7:00pmTrophy Club Park SubCommittee (PS Confe1710:00amEAC (PS Conference Room)12:00pmCOURT (Svore Municipal Building Boardroom)187:00pmP&Z Commission (Council Chambers)192021227:00amMarch Primary Election (Denton County) (Svore Bldg)6:30pmEDC A (PS Conference Room)237:00amMarch Primary Election (Denton County) (Svore Bldg)7:00pmCitizens Police Academy Alumni (Internal) (Police Dept. Training Room)247:00amMarch Primary Election (Denton County) (Svore Bldk)257:00amMarch Primary Election (Denton County) (Svore Builiding)6:00pm Public Safety Advisory Committee (Internal) (Police Dept. Training Room)267:00amMarch Primary Elections (Denton County) (Svore Builiding)2728TCMUD No. 151 of 7525 JAN 2010
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12010-01-M1 Name:
Status:Type:M1 Agenda Item Regular Session
File created:In control:1/4/2010 Trophy Club Municipal Utility District No. 1
On agenda:Final action:1/25/2010
Title:Receive report from the SEMO (Shared Employees MUD Organization) Committee, Town Manager to
provide information regarding Service Provider, discussion regarding the same.
a. TCMUD 1 to take appropriate action regarding same.
b. Town Council to take appropriate action regarding same.
Attachments:SEMO Analysis012210.pdf
Action ByDate Action ResultVer.
TCMUD No. 1 52 of 75 25 JAN 2010
12010-01-M1 Version:File #:
Title
Receive report from the SEMO (Shared Employees MUD Organization) Committee, Town Manager to provide
information regarding Service Provider, discussion regarding the same.
a. TCMUD 1 to take appropriate action regarding same.
b. Town Council to take appropriate action regarding same.
Body
At the December 15, 2009 MUD 1 meeting, President Henry asked for the Board’s opinion and input regarding
the options in the new apples-to-apples comparison presented by the SEMO Committee.
Director Boclair advised he prefers Column D (MUD performs all work in-house with exception we contract out
Finance).
Director Fair advised he prefers Column E (MUD performs all work in-house).
Director Twomey advised he prefers Column D (MUD performs all work in-house with exception to contract out
Finance).
Director Thomas advised he prefers Column D (MUD performs all work in-house with exception to contract out
Finance), and prefers the MUD run this as a business and get away from shared employees.
Director Cantrell advised he prefers Column D.
Director Budarf advised we need to due our due diligence and he prefers Column D.
President Henry is of the opinion that we need to run our own business and he prefers Column D.
Director Hase, who is on committee, advised he prefers Column D.
Director Carr advised he prefers Column D (MUD performs all work in-house with exception we contract out
Finance).
Director Kohs advised we have had an issue with shared employees; however, he believes there is more we
can do to correct that or make it better for shared employees. Kohs would like to hear more from the Town,
and hear what the Town’s plan is. Kohs likes tax savings in Column D, save taxpayers money; however,
there’s room for improvement and some other options discussed here tonight. Kohs stated he is more for
Column B or C.
Updated information may be available at the meeting.
TCMUD No. 1 53 of 75 25 JAN 2010
To:MUD 1 Directors
From:Shared Employees and MUD Organization (SEMO) Committee
Subject: Committee Report
1
2
SEMO Committee:
Kevin Carr
Jim Hase
Dean Henry
Jim Thomas
Robert Scott
Mary Moore
Carol Borges
We look forward to walking you through the attached Charts and Attachments at the November
MUD 1 Meeting.
12‐Nov‐09
MUD 1 Financial Options for handling present day shared employees. (See attached
Chart No.1 and associate attachments.)
MUD 1 Financial Comparisons for reclassifying the 100% MUD employees from Town
Employees to MUD employees. (See Chart No. 2 and associated attachments.)
The SEMO Committee did not attempt to provide non‐financial considerations bearing on the two
propositions. Each MUD 1 Director has their own personal experiences to rely upon in the non‐
financial area.
The SEMO Committee was created by the MUD 1 Board of Directors to provide Financial Data on
the following two propositions:
TCMUD No. 1 54 of 75 25 JAN 2010
Page
#
Chart No. 1:1
Backup Details for Present-Day 50/50 Split (Scenario No. 1)2
Backup Details for Town Manager’s Bid for Services (Scenario No. 2)3
Backup Details for Bid by CPA Firm for Financial Services (Scenario No. 3)9
Backup Details for In-House MUD for HR and new Audit Contract (Scenario No.
3)13
Backup Details for In-House Finance and HR and New Audit Contract (Scenario
No. 4)14
Chart No. 2:15
Retirement System for 100% MUD employees -Texas County and District
Retirement System (TCDRS).16
Bid cost for Insurance Coverage (Property, Liability, Workers Comp)17
Recommendation for Health Insurance 19
Chart No. 3:20Options regarding Fire/EMS Employees
Attachment 1A:
Attachment 1B:
Attachment 1C:
Attachment 1D:
Attachment 1E:
Attachment 2A:
Attachment 2B:
Attachment 2C:
List of Charts and Attachments
MUD Financial Options for Shared Employees
Reclassifying 100% MUD Employees from Town Employees to MUD
Employees
TCMUD No. 1 55 of 75 25 JAN 2010
Column AColumn BColumn CColumn DColumn EColumn AService FunctionsScenario No. 1 Present Day 50/50 Split (Attach. "1A")Scenario No. 2 Bid by Town (Attach. "1B")Scenario No. 3 Bid by CPA Firm (Attach. "1C")Senario No. 4 All MUD Personnel Svcs In‐House (Attach. "D")Service FunctionsFinance Department$186,247 $188,383 $70,000$45,000Finance DirectorAccountant$43,000$45,000AccountantIT$197,000 $197,000 $197,000 $197,000ITHR$40,828 $90,258 $43,000$43,000HRTown Sec/HR/Elections$48,661$0$0$0Town Sec/HR/ElectionsPolice /Fire Admin Asst.$26,357 no bid$0$0Police /Fire Admin Asst.Permitting$31,872 $31,872$0$0PermittingUtility Billing$179,196 $179,196 $179,196 $179,196Utility BillingReprogram UB Softwaren/an/a$10,000$10,000Reprogram UB SoftwareOther CostsOther CostsCleaning$9,000$9,000$9,000CleaningPrinting/Copier Lease$9,182$9,182$9,182Printing/Copier LeaseBldg Maint. & Supplies$13,400$13,400$13,400Bldg Maint. & SuppliesProperty & Liability Ins.$34,379$34,379$34,379Property & Liability Ins.Electricity$20,000$20,000$20,000ElectricityWater$1,100$1,100$1,100WaterSub‐Total "Other" Costs:$87,061 $87,113 $87,061$87,061Sub‐Total "Other" CostsAuditing$40,000 $17,500 $17,500$17,500AuditingTelephone$8,400 no bid $8,400$8,400TelephoneTotals:$845,622 $791,322 $655,157 $632,157:TotalsPage 1 of 1cleaning services and supplies, insurance, & utilites, except communicationsCHART No. 1 ‐ MUD FINANCIAL OPTIONS FOR SHARED EMPLOYEESApples to Apples ComparisonIncluded in Finance Department number aboveTCMUD No. 156 of 7525 JAN 2010
# Title/Position How Paid
# # Title/Position How Paid
#
1 Town Manager 100%1 1 Town Manager 100%1
1 2 Asst. Town Manager 100%1
3 Dir. Parks & Rec*50%/50%1
# Title/Position How Paid
# 4 Recreation Supervisor 100%1
1 District Mgr 100%1 5 Aquatics/Outdoor Coord.60%/40%1
2 Utility Billing 100%1 6 Maintenance Workers - Parks 100%5
3 Ass't Water Supt 100%1 7 Crew Leader - Parks 100%1
4 Sys Tech 100%1 8 Parks Supv 100%1
5 WW Supt 100%1 9 Streets Supt.100%1
6 Asst WW Supt 100%1 10 Crew Leader - Streets 67%/33%1
7 Ass't WW Supt 100%1 11 Street Maint. Workers 100%3
8 WW Crew Chief 100%1 12 Building Inspector 100%1
9 Sys Tech 100%3 13 P&Z Coordinator 100%1
11 14 Court Clerk 100%1
15 Seasonal Asst Pool Mgr 100%1
1 Dir Finance shared 50/50 1 16 Assistant Swim Coaches 100%2
2 Bookkeeper shared 50/50 1 17 Seasonal Lifeguards-Swim Team 100%2
3 Bookkeeping Asst shared 50/50 1 18 Seasonal Lifeguards 100%17
4 HR shared 50/50 1 19 Seasonal Head Swim Coach 100%1
5 Network Administrator shared 50/50 1 20 Seasonal Couselor Aides 100%3
6 Town Secty shared 50/50 1 21 Seasonal Day Camp Director 100%1
7 PW Director shared 50/50 1 22 Seasonal Assist Camp Dir 100%1
8 Records Mgr shared 50/50 1 23 Seasonal Camp Counselor 100%5
9 Building Inspector shared 50/50 1 53
10 P&Z Coordinator shared 50/50 1
11 PW Admin Assist shared 50/50 1 # Title/Position How Paid
#
12 Permitting/Cust Svc shared 50/50 1 1 District Mgr 100%1
13 Code Enforcement shared 50/50 1 2 MUD Secretary 100%1
14 Laborer shared 50/50 1 3 Utility Billing Admin 100%1
15 General Maintenance shared 50/50 1 4 Utility Billing Assistant 100%1
15 5 Receptionist/AA 100%1
6 Crew Leader 100%3
1 Town Secretary/HR shared 50/50 1 7 Utility Field Worker 100%5
2 HR Coordinator shared 50/50 1 8 Asst Supt, WW 100%1
3 Finance Director shared 50/50 1 9 Asst Supt, Collections 100%1
4 Financial Analyst shared 50/50 1 15
5 Senior Accountant shared 50/50 1
6 Financial Analyst shared 50/50 1
7 IT Director shared 50/50 1
8 Network Support Specialist shared 50/50 1
9 Deputy Town Secty/RMO shared 50/50 1
10 Permit Official shared 50/50 1
11 Admin Assist/Police-Fire shared 50/50 1
12 PT Relief Recept Front shared 50/50 1
12
Attachment 1A-1
Total Number SHARED Employees:
Shared Employees 2009-2010
Total Number Employed 100% by MUD:
Town - 2000-2001 Town - 2009-2010
Total # Employed 100% by Town:
MUD 2000 - 2001
Total Number SHARED Employees:
Total # Employed 100% by MUD:
Shared Employees 2000-2001
Total Number Employed 100% by Town:
MUD 2009 - 2010
TCMUD No. 1 57 of 75 25 JAN 2010
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4
5
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15
16
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18
19
20
Assists with pre-employment/exit interviews, and pre-employment reference checks
Conducts new employee orientation programs
Perform payroll functions including complying with state and federal reporting requirements.
Prepare and update job descriptions
Maintain official personnel records
Maintain and updates personnel policies
Perform comparative analysis to ensure salaries and benefits consistent with market rates. Conduct
reclassifications, analyze questionnaires and compose job descriptions
Assist in design of performance appraisal procedures.
Schedule required employee physical examinations and testing.
Page 3
Provides confidential assistance in labor negotiation collects and compiles salary and other data from and
for other government resources as requested. Consults with Town Attorney as needed
Provide guidance to managers, supervisors and employees on various human resources issues such as career
development, corrective action, performance management, policy and procedures, contract interpretation
compliance requirements
Provide advice and policy interpretation to staff regarding personnel issues; develops, recommends and
implements approved procedures, policies, and methods to improve personnel services and management
practices and procedures
Maintain performance evaluation monitoring system; monitors accuracy of salary increase
Attachment 1B‐1
Human Resources - $90,258
Maintain employee database and employee rosters; prepares periodic and special reports as needed;
Administer various benefits programs, including health insurance and workers’ compensation. Coordinate
Quote from Town Manager for services by the Town of Trophy Club to Trophy Club Municipal Utility
District at the following rates, with an estimated begin date of October 1, 2010.
Performs recruitment functions, including advertising, pre-employment screenings, and schedules
interviews
Coordinate employees’ leaves under the Family Medical Leave Act (FMLA) program. Maintain proper
tracking of documents and accumulated hours used by employees.
Assist employees with information relative to benefits, insurance and other personnel issues; sign up new
employees for benefits; process benefits enrollment forms.
Coordinate any confidential information with appropriate department; file employment status changes and
Calendars employee evaluation dates and notifies supervisors to assure timely completion of employee
TCMUD No. 1 58 of 75 25 JAN 2010
21
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23
24
1
2
3
4
5
6
7
8
9
10
11
12
13
Attachment 1B-2
Quote from Town Manager for services provided by the Town of Trophy Club to Trophy Club
Municipal Utility District at the following rates, with an estimated begin date of October 1, 2010.
Human Resources - $90,258 (con't)
Maintain official personnel records and medical records in accordance with confidentiality requirements of
federal and state regulations
Prepare letters of hire, processes new employee paperwork within established time lines and maintains
accurate personnel records to assure compliance with mandated regulations and administrative procedures
Provide orientation, training and background materials for new employees; conducts employee orientation,
provides overview of benefit package; redesigns materials and makes recommendations to revise orientation
Assist active employees who have questions about their benefit packages and various insurance claims;
troubleshoots problems; serve as interface between employee and vendors when required
Finance - $228,383
Ensures bond payments are made in a timely manner
Maintain, monitor and reconcile all accounts, including bank statements, checkbooks and general ledger
Performs accounts payable and accounts receivable functions including preparing and reviewing check
requisitions and recording invoices and payments in ledger books
Assist in Annual Audit including preparation, working with auditors and posting of audit journal entries,
Handle all Texpool transfers, posting of entries, reconciling balances and coordination with destination
banks
Prepare bank deposits and reconciles cash
Page 4
Post property taxes received from Denton County Tax office and balance accounts receivable to Denton
County monthly reports
Prepare all required public notices related to the Property Tax rate and insure that notices are published in
newspaper of record and specified timelines are met
Prepare public notices for the annual budget public hearings
Process and email monthly financial statements and schedules
Assist SW Securities in Bond sales/refinancings
Prepare Annual 1099 tax forms and filings to IRS/Social Security
Prepare Annual W-2 forms for all employees and associated federal filings
TCMUD No. 1 59 of 75 25 JAN 2010
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
Provides confidential assistance in labor negotiation collects and compiles salary and other data from and
for other government resources as requested. Consults with Town Attorney as needed
Develop and enhance broad fiscal, fund balance, and investment policies
Attachment 1B-3
Quote from Town Manager for services by the Town of Trophy Club to Trophy Club Municipal Utility
District at the following rates, with an estimated begin date of October 1, 2010.
Finance - $228,383, con't
Monitor funds due between M.U.D, Town and individual departments
Process cash disbursements and receipts, cafeteria plan payments, and miscellaneous billings
Draw down grant funds, maintain, and file all necessary quarterly reports
Manage records retention and disposal activities for related areas of responsibility, in accordance to State
and Local laws, policies, and procedures
Work with MUD Manager and Board of Directors to determine tax rate associated with the PID
Work with MUD Manager and Board of Directors to determine the tax rate necessary for Fire Department
annual operations and maintenance
Perform comparative analysis to ensure salaries and benefits consistent with market rates. Conduct
Manage deposited funds to insure maximum return
Prepare financial reports and statements
Reconcile customer water deposits, court bond payments and other breakout
Payroll support and backup
Manage billing and transfers associated with the Town’s Public Improvement District (PID)
Research, monitor and report various departmental operations and administrative projects and recommend
solutions regarding various departmental and administrative functions and projects as they relate to
statistical analysis
Assist MUD Manager in the analysis of fees and charges for services
Page 5
Prepare various monthly reports detailing revenues, expenditures and operational transaction
Process and maintain Fixed Asset Inventory System
Maintain employment and wage verifications and child support garnishments and notifications
Maintain bi-weekly, monthly, quarterly and annual processing of payroll tax paperwork including 941
taxes, 940 taxes, and state withholding
Work with MUD Manager and Board of Directors in the preparation of annual budget
Manage interest and sinking funds to ensure that bonded debt payments are made in a timely manner
TCMUD No. 1 60 of 75 25 JAN 2010
36
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2
3
4
5
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7
8
9
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13
14
15
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17
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Attachment 1B-4
Quote from Town Manager for services by the Town of Trophy Club to Trophy Club Municipal Utility
District at the following rates, with an estimated begin date of October 1, 2010.
Finance - $228,383, con't
Prepares entries for payroll and fixed assets for annual audit
Provide TMRS and 125 Cafeteria reporting and reconciliation
Oversee Procurement card processes and expenditures
Information Technology - $234,346
Manage all services and activities of the Information Systems Department
Manage information systems including computer systems and related programming projects
Provide guidance, oversight, and direction on new systems, including identifying and resolving problems
Develops and administers annual budget for Information Services Department
Supervises Records Management and Retention
Coordinate system activities and to identify needs; manage major projects including software or hardware
improvements, development of complex systems, and replacement of existing systems relating to voice,
video, data, and security.
Oversee the maintenance of all computer hardware and software, including making recommendations for
improvements for enhanced system capabilities and features based on organizational growth and purchasing
and installing upgrades relating to Municipalities’ computer network
Manage the implementation, maintenance and operations of voice and data systems, including telephone
system, voice mail, long distance and wireless communications
Manage audio/video systems, including the recording and broadcast of meetings over the Town’s cable
access channel
Develop and maintain web pages by creating new web sites and updating existing web pages as needed
Page 6
Assist users in the proper use of computer equipment and software.
Assist users with evaluating and solving software and hardware problems.
Analyze and troubleshoot computer hardware and software problems and repair as necessary.
Assist with the daily operation of system-wide software applications.
Assist and train assigned personnel in computer operations, system design, programming, testing and
Oversee computer training for staff
Perform daily system wide network back-up
Analyze and resolve technical problems related to the computer needs of departments.
TCMUD No. 1 61 of 75 25 JAN 2010
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21
22
23
24
25
26
27
28
29
30
31
32
Attachment 1B-5
Quote from Town Manager for services by the Town of Trophy Club to Trophy Club Municipal Utility
District at the following rates, with an estimated begin date of October 1, 2010.
Maintain and administer the Microsoft Exchange email system
Set-up, configure and install system software products and peripherals, including printers, CRT terminals,
microcomputers, and other communications equipment.
Installs and tests network hardware and software, performs routine maintenance, and applies vendor
updates to software
Maintain and manage network and file security
Provide technical support for equipment installation, moves, adds and changes.
Maintain stability and reliability of the local area and/or wide area network.
Information Technology - $234,346, con't
Administer web servers by applying service packs, staying abreast of security bulletins as released by web
operating system vendor and monitoring number of hits to web server; handle daily problems regarding
web; and keep abreast of current internet capabilities and technology
Monitor and administer network back-ups and back-up software, checking status of daily back-ups to
make sure they are complete; research and resolve abnormal back-up problems
Assist in updating and maintaining documentation for disaster recovery package by providing current
information for each system on annual basis and file current information in disaster recovery manual
Page 7
Maintain and operate the security systems, including access control and employee badge creation
Assist departments in the writing and reviewing of purchase specifications for computer hardware and
Provide support for audio-visual presentation equipment
Assist with telephone system management, operation and maintenance
Provide telephone and on-site technical support
TCMUD No. 1 62 of 75 25 JAN 2010
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3
4
5
6
7
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2
3
$851,168
Attachment 1B-6
Quote from Town Manager for services by the Town of Trophy Club to Trophy Club Municipal Utility
District at the following rates, with an estimated begin date of October 1, 2010.
Utility Billing - $211,068
Manage utility billing functions for the Municipal Utility District
Maintain utility accounts including establishing new accounts, transferring accounts, disconnecting and
reconnecting customer utility access, assessing late payment penalties as needed, and adjusting accounts as
needed
Maintain up-to-date resident information
Provide telephone and in person customer service and problem solving regarding billing issues and other
customer related issues (See Item No. 9)
Perform various accounting functions including collection and posting utility payments, credit card
transactions, bank draft transactions, collection of delinquent payments, customer deposits, balancing totals
against weekly deposits, and preparing related reports
Generate and process utility work orders for field staff
Perform monthly billing functions including generating and processing water bills, generating and
processing late payment notices, and processing disconnect notices
Proof meter sheets for incorrect readings and generates re-read list as necessary including adjusting meter
readings on customer accounts
Respond to and resolves customer inquiries and problems regarding billing, high water consumption, water
pressure, meter readings, and/or water leaks (See Item No. 4)
Insure all inspections have been completed and deficiencies corrected prior to issuance of certificate of
completion or occupancy
Monitor and setup water tap and impact fees and meter releases
Building Maintenance - $87,113
Total Costs for all services excluding Manager’s Office, Fire, and Field Personnel:
Page 8
Provide cleaning services and supplies
Provide for all utilities, except communications
Provide insurance
TCMUD No. 1 63 of 75 25 JAN 2010
Page 9
Attachment 1C - 1 - Quote for Financial Services
Thank you for meeting with us to discuss Trophy Club MUD's accounting and financial needs. We
would like to ensure that we have a complete understanding of the services we would provide to
the district. Please review the attached cover letter (Attachments 1C‐1 & 2) and our proposed
engagement letter (Attachments 1C‐3‐4). We will contact you next week to discuss any missing
items.
TCMUD No. 1 64 of 75 25 JAN 2010
Page 10
Attachment 1C - 2 - Quote for Financial Services
TCMUD No. 1 65 of 75 25 JAN 2010
Page 11
Attachment 1C - 3 - Quote for Financial Services
TCMUD No. 1 66 of 75 25 JAN 2010
Page 12
Attachment 1C - 4 - Quote for Financial Services
TCMUD No. 1 67 of 75 25 JAN 2010
Salary:
Full‐time
Accountant:$82,741
Finance Director: $45,000
Other Expenses: Current Projected
$103.00 $50.00
$506.00 $506.00
$90.00 $90.00
$75.00 $75.00
$250.00 $250.00
$1,361.00 $835.00
$66.00 $66.00
$1,635.00 $1,040.00
$1,635.00 $1,467.00
$1,000.00 $1,000.00
Total:$6,721.00 $5,379.00
Attachment 1D
Current "total" salary for Town/MUD accountant LESS overtime and
longevity.
Publications/Books/Subscriptions
Current 50% salary for Finance Mgr with the other 50% salary coming from
Human Resources Coordinator.
Telephone
Mobile
Postage
Service Charges & Fees
Postage
In‐House Finance Department will consist of one full‐time Accountant and 50% of a Finance Manager, with the other
50% assuming Human Resources Manager duties.
Service Charges & Fees
Dues & Memberships
Meetings
Dues & Memberships
Meetings
Other Expenses:
Telephone
Mobile
Page 13
Schools & Training
Travel & Per Diem
Advertising
Travel & Per Diem
Advertising
The IT (Information Technology) Program to support Finance will be Quick Books.
In‐House Human Resources and Auditing will be the same as Attachment 1E.
Schools & Training
TCMUD No. 1 68 of 75 25 JAN 2010
1
$34,246.00
Projected Current
Telephone:$50.00 $26.00
Mobile
$210.00 $210.00
$102.00 $102.00
$440.00 $440.00
$1,008.00 $504.00
$0.00 $130.00
$534.00 $539.00
$50.00 $8.00
$960.00
$412.00 $412.00
Printing $110.00 $110.00
$2,916.00 $3,441.00
2 $17,500 $40,000.00
Attachment 1E
Total:
Estimated Annual Audit
Budget equals Salary:
Human Resources will be handled by adding 50% of the Human
Resources Coordinator's salary.
Physicals/Testing
Office Supplies
Postage
Page 14
Other Expenses:
Dues & Memberships
Schools &
Travel & Per Diem
Meetings
The quote from the Accounting Firm includes preparation of
Comprehensive Accounting Financial Reports; also known as a
“CAFRs.”
This excludes present‐day auditing costs, which requires our auditing
firm to prepare the Financial Statements.
TCMUD No. 1 69 of 75 25 JAN 2010
Column AColumn ABlue Cross‐Blue Shield Blue Cross‐Blue Shield HMOBlue Cross / Blue Shield PPOEmployee Only$444.78 / $0$553/$0$452 / $0Employee OnlyEmployee Spouse$1,033 / $441$1064 / $511 $871 / $419Employee SpouseEmployee Child(ren)$863 / $313$1142 / $589 $935 / $483Employee Child(ren)Employee Family$1,312 / $650$1654 / $$1101 $1353 / $901Employee Family Dental DentalVisionEmployee Only$25.82 / $0$28.05 / $0$6.00 / $0Employee OnlyEmployee Spouse$53.56 / $20.80$55.51 / $28.05 $10.20/$4.20Employee SpouseEmployee Child(ren)$66.98 / $30.88$65.92 / $39.94 $10.40/$4.40Employee Child(ren)Employee Family$94.71 / $51.66$94.00 / $66.00 $16.46/$10.46Employee FamilyLong‐Term Disability$0.34/$100/payroll$180/month Life Insurance$0.23/$1,000 $268/month As of August 2009$58,763TMRS 09-10 Budget$28,396Perry, Charles Ramirez, Jason McMahon, DanaTotal:$87,159Burchfield, GregQuile, Kim D'Andria, NicoleCHART NO. 2Reclassify 100% MUD Employees from Town Employees to MUD EmployeesRetirement System7% salary = Employee Cost14% of employees salary = Employer's cost/contributionFuture CostPresent Day CostsSame, more, or less, as Retirement Plan can be customized to suit our needs.Column BColumn CPAGE 15$14.86 / $7.42VisionDental / VisionDental / Vision$9.96 / $3.74$9.46 / $3.36Future CostOne‐time cost to move six (6) non‐vested MUD employees' money over to TCDRS = $87,159Retirement SystemUn-Vested EmployeesPresent Day Costs$4.98 / $0(A) Health InsuranceFuture CostPresent Day CostsBlue Cross‐Blue Shield (A) ‐ Recommend purchasing Health Insurance as "Trophy Club Entities", i.e., MUD & Town, with each entity handling its own claims.$1,111.39 / $551Present Day Costs ‐ Insurance:A. Property & Liability ‐ $34,379 B. Workers Comp. ‐ $16,226 A. Property & Liability ‐ $34.379 B. Workers Comp. ‐ $15,379 Future Costs ‐ Insurance:$376.61 /$0$874.72 /$374$731.08 /$266(A) Health InsuranceTCMUD No. 170 of 7525 JAN 2010
1
2
3
4
Perry, Charles Ramirez, Jason McMahon, Dana
Burchfield, Greg Quile, Kim D'Andria, Nicole
Page 16
All remainging 100% MUD employees are fully vested for employee
and employer contributions.
Attachment 2A
One‐time cost to refinance employer's contribution for the six (6)
employees who are NOT vested (have less than five (5) years'
seniority) is approximately $87,500 (max).
Retirement System for all MUD Employees
100% MUD employees will be covered by Texas County and District
Retirement System (TCDRS).
TCDRS provides the same coverage as Texas Municipal Retirement
System (TMRS) and is customizable.
Un‐Vested Employees
TCMUD No. 1 71 of 75 25 JAN 2010
Office Robert Scott 1
7 employees Mary Moore 2
$112/per person/year Kim Quile 3
Dana McMahon 4
Nicole D'Andria 5
Accountant (new)6
Finance Dir/HR (new)7
Annual Cost: $784
Water Mike McMahon 1
3 employees Charles Perry 2
$1,800/pp/per year Bert Cooper 3
Annual Cost: $5,400
Wastewater Rodney Greenwood 1
4 Employees Jeff Richey 2
$1,497/pp/per year Orlando Valadez 3
Greg Burchfield 4
Annual Cost: $5,988
Collections Adrian Womack 1
3 employees DeWayne Roberts 2
$1,049/pp/per year Jason Ramirez 3
Annual Cost: $3,147
Board of Directors $60 5 Directors
GRAND TOTAL:$15,379
Attachment 2B
Workers Comp Cost for Insurance Coverage
Workers Comp Cost Calculations based on current costs for Scenarios D or
E
PAGE 17
TCMUD No. 1 72 of 75 25 JAN 2010
Attachment 2B‐1
Page 18
Cost for Insurance Coverage (Property and Liability)
TCMUD No. 1 73 of 75 25 JAN 2010
PAGE 19
Attachment 2C
Recommendation for Health Insurance
Health Insurance costs are generally less expensive for larger pools of
employees. We recommend that the Town and the MUDs consolidate
their purchase of Health Insurance as "Trophy Club Entities" with each
entity hadling their own cliams.
1
TCMUD No. 1 74 of 75 25 JAN 2010
PAGE 20
Chart No. 3
Options regarding Fire/EMS Employees
The Committee's recommendation is to review options regarding the Fire / EMS
employees after MUD Board decides upon future direction of support services.
TCMUD No. 1 75 of 75 25 JAN 2010