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HomeMy WebLinkAboutFebruary 15, 2011 Regular Session Agenda PacketTrophy Club Municipal Utility District No. 1 Trophy Club Entities Meeting Agenda 100 Municipal Drive Trophy Club, Texas 76262 Svore Municipal Building Boardroom7:00 PMTuesday, February 15, 2011 Call to order and announce a quorum. 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. REGULAR SESSION Reports & Updates 1.Receive District Manager's Report a. Monthly Update - Water pumped vs. billed b. December 2010 Wastewater Report c. AWDB Summer Conference - Fort Worth - Omni Hotel d. Update - Screen Rake Installation e. Update - Fire Plan f. Update on New Brush Truck - Fire h. Update - Effects of recent inclement weather i. Construction costs - New Fire Station Water Pumped Vs Billed-Jan 2011.pdf WWTP Discharge Report Dec 2010.pdf TCEQ-approveFirePlan012011.pdf Fire Station Construction Fund.pdf Attachments: 2.Receive Finance Update a. To provide the Board with a monthly update and address the Board's questions. 3.Receive Fire Update from Fire Chief Thomas a. To provide Board with a monthly update and address the Board's questions. b. Update on construction of new Fire Station Jan 2011 Fire Report.pdf Fire Station Building Schedule.pdf Attachments: 4.2011-19-M1 Receive AWBD Update and Discussion of Same - Neil Twomey a. Former MUD 1 Director and AWBD Trustee Neil Twomey to provide the Board with updates from the recent AWBD Conference. TCMUD No. 1 1 of 120 15 Feb 2011 February 15, 2011Trophy Club Municipal Utility District No. 1 Meeting Agenda 5.Receive Town Council Update a. Councilmember Rose to provide the Board with an update of Council meetings, notices and relevant business. Action Items: 6.2011-05-M1 Review and Approve Monthly Financial Report(s) a. December 2010 Dec 2010 Summary Financial Statements.pdfAttachments: 7.2011-06-M1 Discuss and take appropriate action regarding Resolution 2011-0215, Budget Amendment No. 1, authorizing the transfer of $75,000 from Reserves (Operations & Maintenance) to Water - Engineering Fees - to cover the engineering costs to elevate two (2) ground storage tanks twelve feet (12'). (Scott) M1-R-2011-0215-BudgetAmndmnt-No1w-Exhibit.pdfAttachments: 8.2011-15-M1 Discuss and take appropriate action regarding financing for elevation of two (2) ground storage tanks. (Thomas) 9.2011-07-M1 Discuss and take appropriate action to approve payoff amount of $16,101 from the Fire - Capital Projects account - to pay off a 20-year note for airpacks. (Carr) 10.2011-13-M1 Discuss and take appropriate action concerning Communications Contract for Trophy Club Fire Department. (Chief Thomas) Fire Communication Contract 02-11.pdfAttachments: 11.2011-14-M1 Discuss and take appropriate action regarding signage for New Fire Station. (Thomas) 2011-02-09 - Bldg Signage Options Revised.pdfAttachments: 12.2011-18-M1 Discussion regarding providing ongoing MUD Updates to Citizenry. (Thomas) 13.2011-16-M1 Discussion regarding revamp of MUD website. (Thomas) 14.2011-17-M1 Discuss and take appropriate action concerning approval of and/or application to become a Water Smart entity. (Thomas) 2011_water_smart_application.pdfAttachments: 15.2011-08-M1 Discussion regarding establishing a Water Conservation Program; and possible action regarding establishing a Water Conservation Committee/Program. (Thomas) 2011_water_smart_application.pdfAttachments: TCMUD No. 1 2 of 120 15 Feb 2011 February 15, 2011Trophy Club Municipal Utility District No. 1 Meeting Agenda 16.2010-91-M1 Discuss and take appropriate action regarding approval of RFP (Request For Proposals) 2011-0215 for Professional Auditing Services for Fiscal Year 2011/2012. (Staff) Audit RFP 2011-0215.pdfAttachments: 17.2011-20-M1 Discuss and take appropriate action regarding a Joint Election Agreement with Denton County Elections. Denton County Joint Contract-Draft-May 2011(021111).pdf Signature pg Denton County Joint Contract.pdf Email re Joint Contract Documents.pdf Attachments: 18.2011-11-M1 Review and Approve Minutes: a. January 18, 2011 - Regular Session minutes M1 Minutes-Jan 18 2011.pdfAttachments: Review & Discuss 19.2011-09-M1 Items for Future Agendas a. Funding of Future Capital Projects; i.e., 2 MG Storage Tank b. Municipal Water Rate for Town Parks (Sanders) c. Establish an entry statute or monument for the future fire station with funding for said item. (Sanders) 20.2011-10-M1 Set Next Meeting Date: a. Thursday, March 10, 2011 at 7:00 p.m. March 2011 Calendar.pdfAttachments: 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. TCMUD No. 1 3 of 120 15 Feb 2011 February 15, 2011Trophy Club Municipal Utility District No. 1 Meeting Agenda CERTIFICATION) THE STATE OF TEXAS) COUNTY OF DENTON) COUNTY OF TARRANT) THIS CERTIFIES THAT ON FRIDAY, FEBRUARY 11, 2011 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 TUESDAY, FEBRUARY 15, 2011, 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 ______________________, 2011. ________________________________, Title: ___________________________ TCMUD No. 1 4 of 120 15 Feb 2011 October November December January February March April May June July August September Total for year 2006 74,441 56,296 41,272 54,171 37,626 35,714 55,429 60,800 88,899 113,904 122,820 81,806 823,178 2007 73,757 44,297 35,905 31,695 25,671 40,516 43,121 31,204 42,191 43,717 72,462 76,138 560,674 2008 63,250 47,082 33,371 37,194 31,472 30,766 40,313 48,829 78,091 91,664 115,042 75,494 692,568 2009 63,730 48,170 35,215 35,759 32,240 39,331 46,151 37,382 56,370 125,089 91,724 79,137 690,298 2010 39,794 39,713 29,547 30,305 25,328 23,279 41,646 53,439 102,921 89,760 128,687 82,331 686,750 2011 70,502 50,909 44,365 35,983 201,759 Totals 385,474 286,467 219,675 225,107 152,337 169,606 226,660 231,654 368,472 464,134 530,735 394,906 3,655,227 October November December January February March April May June July August 79,297 48,609 36,966 32,915 26,974 25,771 31,755 46,747 70,315 69,134 92,539 84,849 51,836 38,869 32,850 24,742 25,111 32,240 47,364 75,755 68,715 82,007 90,400 55,063 40,772 32,785 22,510 24,451 32,726 47,980 81,195 68,296 71,476 95,952 58,290 42,675 32,721 20,278 23,791 33,211 48,597 86,636 67,878 350,497 213,799 159,281 131,271 94,504 99,122 129,932 190,688 313,900 274,022 246,022 Oct.Nov.Dec.Jan Feb.March April May June July August Sept.Total for year 2006 74,585 55,405 42,852 52,100 33,247 39,250 64,455 73,048 93,187 118,353 127,450 76,301 850,233 2007 72,460 49,249 34,203 28,257 31,492 43,900 41,770 37,340 41,215 43,136 75,480 72,087 570,589 2008 64,370 50,090 35,320 36,610 34,630 34,750 42,900 63,116 78,399 114,256 98,670 72,551 725,662 2009 65,110 48,570 36,411 36,587 36,385 44,120 48,881 38,250 66,450 116,823 94,525 81,500 713,612 2010 40,803 41,600 32,700 31,400 30,145 27,240 43,400 62,646 113,049 94,950 131,650 76,159 725,742 2011 70,502 50,993 44,220 33,789 199,504 Totals 387,830 295,907 225,706 218,743 165,899 189,260 241,406 274,400 392,300 487,518 527,775 378,598 3,785,342 Water Billed 0 20,000 40,000 60,000 80,000 100,000 120,000 140,000 OctoberNovemberDecemberJanuaryFebruaryMarchAprilMayJune July AugustSeptemberMonthsGallons 2006 2007 2008 2009 2010 2011 Water Pumped 0 20,000 40,000 60,000 80,000 100,000 120,000 140,000 123456789101112 MonthsGallons 2006 2007 2008 2009 2010 2011 Q:\Water Dept\Water\combined graphs (version 2).xls TCMUD No. 1 5 of 120 15 Feb 2011 Discharge Number:001-A Avg Max Units Min Avg Max Units Oxygen, dissolved (DO) Sample Measurement ******************7.1 ************(19) 0 Twice / Week Grab 00300 1 0 Effluent Gross Value Permit Requirement ****************** 6.0 Mo Min ************MG/L Twice / Week Grab pH Sample Measurement ******************7.5 ******7.8 (12) 0 Weekly Grab 00400 1 0 Effluent Gross Value Permit Requirement ****************** 6.0 Mo Min ****** 9.0 Min SU Weekly Grab Solids, total suspended Sample Measurement 2 ************0.4 2.3 (19) 0 Twice / Week Compos 00530 1 0 Effluent Gross Permit Requirement 175 Daily Avg ************ 12 Daily Avg 40 Daily Max MG/L Twice/ Week Compos Nitrogen, ammonia total (as N) Sample Measurement 0.76 ************0.19 0.68 (19) 0 Twice / Week Compos 00610 1 0 Effluent Gross Permit Requirement 44 Daily Avg ************ 3.0 Daily Avg 10 Daily Max MG/L Twice/ Week Compos Nitrogen, Nitrate Total (As N) Sample Measurement 81.71 ************22 24 (19) 0 Weekly Compos 00620 1 0 Effluent Gross Value Permit Requirement 350 Daily Avg ************ 24 Daily Avg 51 7 Day Avg MG/L Weekly Compos Flow, in conduit or thru treatment plant Sample Measurement 0.5724 1.278 ************************0 Continu- ous Total Z 50050 P 0 0 Effluent Gross Permit Requirement ****** 2431 2hr Peak ************************ Continu- ous Total Z Flow, in conduit or thru treatment plant Sample Measurement ******2197 ************************0 Continu- ous Total Z 50050 Y 0 0 Annual Average Permit Requirement 1.75 Annl Avg ****************************** Continu- ous Total Z Flow, in conduit or thru treatment plant Sample Measurement 0.6858 ******************************0 Continu- ous Total Z 50050 1 0 0 Effluent Gross Value Permit Requirement Report Daily Avg Report Daily Avg ************************ Continu- ous Total Z Coliform, Fecal General Sample Measurement ************************ 12.022 41.686 (13)0 Daily Grab 74055 1 0 Effluent Gross Value Permit Requirement ************************ 200 DA OEOAV 400 7DAV QEO 100 ML Daily Grab BOD, Carbonaceious 05 Day, 20C Sample Measurement 16.7 ************4.1 5.7 (19) 0 Twice/ Week Compos 80082 1 0 0 Effluent Gross Value Permit Requirement 73 Daily Avg ************ 5 Daily Avg 20 Daily Mx MG/L Twice/ Week Compos Discharge Monitoring Report Monitoring Period: Parameter Quantity or Loading Quantity or Concentration No. Ex Frequency of Analysis Sample Type Dec-10 1 2 3 (26) LBS / DY 4 (26) LBS / DY 5 (26) LBS / DY 6 1.278 7 (03) MGD 8 (03) MGD 9 10 (26) LBS / DY TCMUD No. 1 6 of 120 15 Feb 2011 TCMUD No. 1 7 of 120 15 Feb 2011 TCMUD No. 1 8 of 120 15 Feb 2011 TCMUD No. 1 9 of 120 15 Feb 2011 Apr-10May-10 Jun-10 Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 TotalRevenue Bond Proceeds 2,000,000.002,000,000.00 Interest Income137.69 305.98 315.19 337.04 325.71 283.55 265.91 210.97 171.11 2,353.152,000,137.69 305.98 315.19 337.04 325.71 283.55 265.91 210.97 171.11 2,002,353.15Expenses Construction 72,920.51 63,997.42 80,754.15 99,411.89 221,160.27 202,700.16 7,898.10 748,842.50 Engineering33,508.75 11,204.000.00 4,998.78 11,042.35 5,682.20 7,064.55 4,444.00 77,944.63 Legal1,158.00 1,706.25 2,864.25 Temporary Housing26,688.50 2,968.16 49,444.53 1,750.02 2,251.58 1,134.05 1,134.05 1,133.47 1,133.72 87,638.08 Bond Issuance Cost79,875.821,033.00 80,908.82107,722.32 38,183.16 133,569.04 66,780.44 88,004.51 111,588.29 227,976.52 210,898.18 13,475.82 998,198.28Remaining Balance1,004,154.87Trophy Club MUD No. 1Fire Station $2M Bond FundProject to Date31-Dec-10TCMUD No. 110 of 12015 Feb 2011 TCMUD No. 1 11 of 120 15 Feb 2011 TCMUD No. 1 12 of 120 15 Feb 2011 TCMUD No. 1 13 of 120 15 Feb 2011 TCMUD No. 1 14 of 120 15 Feb 2011 TCMUD No. 1 15 of 120 15 Feb 2011 TCMUD No. 1 16 of 120 15 Feb 2011 TCMUD No. 117 of 12015 Feb 2011 TCMUD No. 118 of 12015 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-19-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:10/11/2010 Trophy Club Municipal Utility District No. 1 On agenda:Final action:11/16/2010 Title:Receive AWBD Update and Discussion of Same - Neil Twomey a. Former MUD 1 Director and AWBD Trustee Neil Twomey to provide the Board with updates from the recent AWBD Conference. Attachments: Action ByDate Action ResultVer. Title Receive AWBD Update and Discussion of Same - Neil Twomey a. Former MUD 1 Director and AWBD Trustee Neil Twomey to provide the Board with updates from the recent AWBD Conference. Body See "Supplementals" for Legislative Updates. TCMUD No. 1 19 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-05-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:1/19/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Review and Approve Monthly Financial Report(s) a. December 2010 Attachments:Dec 2010 Summary Financial Statements.pdf Action ByDate Action ResultVer. Title Review and Approve Monthly Financial Report(s) a. December 2010 TCMUD No. 1 20 of 120 15 Feb 2011 TCMUD No. 1 21 of 120 15 Feb 2011 TCMUD No. 1 22 of 120 15 Feb 2011 TCMUD No. 1 23 of 120 15 Feb 2011 TCMUD No. 1 24 of 120 15 Feb 2011 TCMUD No. 1 25 of 120 15 Feb 2011 TCMUD No. 1 26 of 120 15 Feb 2011 TCMUD No. 1 27 of 120 15 Feb 2011 TCMUD No. 1 28 of 120 15 Feb 2011 TCMUD No. 1 29 of 120 15 Feb 2011 TCMUD No. 1 30 of 120 15 Feb 2011 TCMUD No. 1 31 of 120 15 Feb 2011 TCMUD No. 1 32 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-06-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:1/26/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Discuss and take appropriate action regarding Resolution 2011-0215, Budget Amendment No. 1, authorizing the transfer of $75,000 from Reserves (Operations & Maintenance) to Water - Engineering Fees - to cover the engineering costs to elevate two (2) ground storage tanks twelve feet (12'). (Scott) Attachments:M1-R-2011-0215-BudgetAmndmnt-No1w-Exhibit.pdf Action ByDate Action ResultVer. Title Discuss and take appropriate action regarding Resolution 2011-0215, Budget Amendment No. 1, authorizing the transfer of $75,000 from Reserves (Operations & Maintenance) to Water - Engineering Fees - to cover the engineering costs to elevate two (2) ground storage tanks twelve feet (12'). (Scott) Body The Board took the action at its January meeting to approve the elevation of the two ground storage tanks by 12 feet. Discussion was held regarding how to fund the engineering costs. District Manager Scott advised that we would need to do a budget amendment to move funds from Reserves over to Water/Engineering Fees. Action taken on this item in January: A motion was made by Vice President Moss, seconded by Director Armstrong, to explore options and enter into negotiotions for the purpose of adding two million gallons of additional water storage to existing tanks by raising each twelve feet in height and commence immediately with engineering, with costs to be determined at a future time. Vice President Moss amended the motion to include that the costs for engineering come out of reserves; Director Armstrong agreed to the amended motion. The motion CARRIED unanimously. TCMUD No. 1 33 of 120 15 Feb 2011 TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 RESOLUTION NO. 2011-0215 A RESOLUTION TO APPROVE BUDGET AMENDMENT NO. 1 FOR FY2010-2011 FOR TROPHY CLUB MUD NO. 1 A RESOLUTION OF TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 (TCMUD No. 1), OF DENTON AND TARRANT COUNTIES, TEXAS; AMENDING THE BUDGET FOR FISCAL YEAR OCTOBER 1, 2010 THROUGH SEPTEMBER 30, 2011; PROVIDING FOR AN AMENDMENT; PROVIDING A SEVERABILITY CLAUSE, AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the TCMUD No. 1 annual budget for the fiscal year beginning October 1, 2010 and ending September 30, 2011, was approved and adopted within the time and in accordance with Section 49.057(b) of the Texas Water Code; and WHEREAS, TCMUD No. 1 hereby finds and determines that it is prudent to amend certain line item(s) due to unforeseen situations that have occurred in the District; and WHEREAS, TCMUD No. 1 further finds that this amendment will serve in the public interest and is necessary to support District operations; and WHEREAS, TCMUD No. 1 finds and determines that the change in the Budget for the stated district purpose serves the best interests of the taxpayers, is necessary and warrants action at this time. NOW THEREFORE BE IT RESOLVED BY THE BOARD OF DIRECTORS OF TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1: Section 1. That the Budget for Fiscal Year 2010-2011 is hereby amended to fund the line item(s) as stated in Exhibit “A.” This Amendment No. 1 to the Original Budget of the Trophy Club Municipal Utility District No. 1, for the Fiscal Year 2010-2011, shall be attached to and made part of the Original Budget and said Budget Amendment shall be on file for public inspection in the office of the District. Furthermore, this Amendment No. 1 (Exhibit “A”) is attached, incorporated into and made a permanent portion of this Resolution. This Resolution is hereby approved and shall constitute the first Budget Amendment that has occurred since the October 1, 2010 effective date of the Trophy Club Municipal Utility District No.1 Budget. 1 TCMUD No. 1 34 of 120 15 Feb 2011 TCMUD 1 Resolution No. 2011-0215 2 Section 2. That if any word, sentence, section, subsection, subdivision, paragraph, clause, phrase or provision of this Resolution shall be adjudged invalid or held unconstitutional, the same shall not affect the validity of this resolution as a whole or any part of the provision hereof other than the part so decided to be invalid or unconstitutional. Section 3. That all provisions of the resolutions of the District’s Board of Directors in conflict with the provisions of this resolution shall be and the same are hereby repealed and all other provisions of the resolutions of the TCMUD No. 1 Board not in conflict with the provisions of this resolution shall remain in full force and effect. Section 4. That this Resolution shall become effective immediately upon its passage. PASSED AND APPROVED by the Board of Directors of Trophy Club Municipal Utility District No. 1, this the 15th day of February, 2011. ___________________________ James C. Thomas, President Trophy Club MUD No. 1 (SEAL) ATTEST: _____________________________ Kevin R. Carr, Secretary Trophy Club MUD No. 1 ____________________________ Mary Moore, MUD Secretary Trophy Club MUD No. 1 2 TCMUD No. 1 35 of 120 15 Feb 2011 CERTIFICATE OF RESOLUTION (2011-0215) THE STATE OF TEXAS } COUNTY OF DENTON } COUNTY OF TARRANT} I, the undersigned member of the Board of Directors of the Trophy Club Municipal Utility District No. 1 of Denton and Tarrant Counties, Texas (the "District"), hereby certify as follows: 1. That I am the duly qualified and acting Secretary of the Board of Directors of the District, and that, as such, I have custody of the minutes and records of the District. 2. That the Board of Directors of the District convened in Open Session at a Regular Meeting on February 15, 2011, at the regular meeting place thereof, and the roll was called of the duly constituted officers and members of the Board of Directors, to wit: James C. Thomas President Jim Moss Vice President Kevin R. Carr Secretary-Treasurer Bill Armstrong Director Nick Sanders Director and Directors Thomas, Moss, Carr, Armstrong and Sanders were present, thus constituting a quorum, whereupon, among other business, the following was transacted at such meeting: a written RESOLUTION (2011-0215) APPROVING BUDGET AMENDMENT No. 1 FOR FY2010-2011 FOR TROPHY CLUB MUD NO. 1 was duly introduced for the consideration of the Board of Directors of the District. It was then duly moved and seconded that such Resolution be adopted and, after due discussion, such motion, carrying with it the adoption of such Resolution, prevailed and carried by the following vote: AYES: NOES: TCMUD No. 1 36 of 120 15 Feb 2011 TCMUD 1 Certificate of Resolution No. 2011-0215 3. That a true, full and correct copy of such Resolution adopted at such meeting is attached to and follows this certificate; that such resolution has been duly recorded in the minutes of the Board of Directors for such meeting; that the persons named in the above and foregoing Paragraph 2 were the duly chosen, qualified and acting officers and members of the Board of Directors as indicated therein, that each was duly and sufficiently notified officially and personally, in advance, of the time, place and purpose of such meeting, and that such Resolution would be introduced and considered for adoption at such meeting, and that each consented, in advance, to the holding of such meeting for such purpose; that the canvassing of the officers and members of the Board of Directors present at and absent from such meeting and of the votes of each on such motion, as set forth in the above and foregoing Paragraph 2, is true and correct; and that sufficient and timely notice of the hour, date, place and subject of such meeting was given and posted as required by Chapter 551, Texas Government Code, as amended. SIGNED AND SEALED the 15th day of February 2011. _________________________________ Kevin R. Carr Secretary, Board of Directors (SEAL) 2 TCMUD No. 1 37 of 120 15 Feb 2011 EXHIBIT A      Trophy Club Municipal Utility District No.1   Budget Amendment No. 1  FY 2010‐2011      Budget Amendment No. 1 for Fiscal Year 2010‐2011 to Transfer $75,000 from  Reserves – Operations and Maintenance (O and M) to Water – Engineering to  cover the Engineering Fees associated with elevating both 2 MG Water  Ground Storage Tanks twelve feet (12’).                                                      Original Budget    Amendment     Amended Budget     Reserves – O & M   $        ($    75,000)                 $         Water –   Engineering Fees  $1,500.00  $75,000  $76,500  TCMUD No. 1 38 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-15-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:2/10/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Discuss and take appropriate action regarding financing for elevation of two (2) ground storage tanks. (Thomas) Attachments: Action ByDate Action ResultVer. Title Discuss and take appropriate action regarding financing for elevation of two (2) ground storage tanks. (Thomas) Body [Enter body here.] TCMUD No. 1 39 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-07-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:1/28/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Discuss and take appropriate action to approve payoff amount of $16,101 from the Fire - Capital Projects account - to pay off a 20-year note for airpacks. (Carr) Attachments: Action ByDate Action ResultVer. Title Discuss and take appropriate action to approve payoff amount of $16,101 from the Fire - Capital Projects account - to pay off a 20-year note for airpacks. (Carr) Body During discussions to approve the FY2009-2010 audit at the January 18th, 2011 MUD 1 meeting, Secretary Carr requested an agenda item to pay off the 20-year loan for airpacks. Currently, there is only $2,245 in the Air Packs line with payment due September 1, 2011. The Pay Off Amount is $16,101, leaving a difference of $13,856. Staff recommends payment of this year's payment of $2,245 in September of 2011, and recommends budgeting the remaining $13,856 for payoff in the 2011/2012 budget year. TCMUD No. 1 40 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-13-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:2/10/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Discuss and take appropriate action concerning Communications Contract for Trophy Club Fire Department. (Chief Thomas) Attachments:Fire Communication Contract 02-11.pdf Action ByDate Action ResultVer. Title Discuss and take appropriate action concerning Communications Contract for Trophy Club Fire Department. (Chief Thomas) Body This Communication Contract for Trophy Club Fire Department is for the Fire only and is for one year March 1 - Sept. 30, 2011. The Town approved the EMS Communication Contract and the contract for Police Communication at their Council Meeting on Monday, February 7th. Our cost is $2,539, which has not been budgeted. Staff recommends Approval of the Fire Portion of the Communications Contract for the Trophy Club Fire Department in the amount of $2,539. TCMUD No. 1 41 of 120 15 Feb 2011 Please wait... TCMUD No. 1 42 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-14-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:2/10/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Discuss and take appropriate action regarding signage for New Fire Station. (Thomas) Attachments:2011-02-09 - Bldg Signage Options Revised.pdf Action ByDate Action ResultVer. Title Discuss and take appropriate action regarding signage for New Fire Station. (Thomas) Body Per Matthew Faulkner, Project Coordinator, he does not recommend Option 3 in anyway. In his opinion, "Municipal Utility District" is too long to fit well in the arched format. His recommendation is to go with Option 2a on the Municipal Drive elevation and Option 2b on the Trophy Club Drive elevation. TCMUD No. 1 43 of 120 15 Feb 2011 TCMUD No. 144 of 12015 Feb 2011 TCMUD No. 145 of 12015 Feb 2011 TCMUD No. 146 of 12015 Feb 2011 TCMUD No. 147 of 12015 Feb 2011 TCMUD No. 148 of 12015 Feb 2011 TCMUD No. 149 of 12015 Feb 2011 TCMUD No. 150 of 12015 Feb 2011 TCMUD No. 151 of 12015 Feb 2011 TCMUD No. 152 of 12015 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-18-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:2/10/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Discussion regarding providing ongoing MUD Updates to Citizenry. (Thomas) Attachments: Action ByDate Action ResultVer. Title Discussion regarding providing ongoing MUD Updates to Citizenry. (Thomas) Body [Enter body here.] TCMUD No. 1 53 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-16-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:2/10/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Discussion regarding revamp of MUD website. (Thomas) Attachments: Action ByDate Action ResultVer. Title Discussion regarding revamp of MUD website. (Thomas) Body [Enter body here.] TCMUD No. 1 54 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-17-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:2/10/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Discuss and take appropriate action concerning approval of and/or application to become a Water Smart entity. (Thomas) Attachments:2011_water_smart_application.pdf Action ByDate Action ResultVer. Title Discuss and take appropriate action concerning approval of and/or application to become a Water Smart entity. (Thomas) Body Add in again Water Smart information TCMUD No. 1 55 of 120 15 Feb 2011 Association of Water Board Directors – Texas 2011 Water Smart Application January 1, 2010 – December 31, 2010 TCMUD No. 1 56 of 120 15 Feb 2011 GOALS OF THE WATER SMART PROGRAM MOTIVATE, EDUCATE, COMMUNICATE & ENCOURAGE WATER CONSERVATION IN YOUR COMMUNITY  Increase awareness of the need for water conservation during a drought and year round.  Avoid or postpone the need for mandatory water rationing when possible in dry areas of the state.  Enable the public to participate in water conservation efforts both inside and outside the home.  Leverage existing local water conservation efforts. WATER SMART APPLICATION CHECK LIST The following documentation must be included with your application. 1. District Information  Copy of goals.  Operations report showing an average of 90% accountability annually.  District Registration/Information form.  Copy of District’s minutes reflecting Board’s discussion and approval of the Water Smart Application. 2. District Rate Structure  Copy of Rate Order. 3. Copy of Drought Contingency Plan 4. Water Smart in your Community  Must provide pictures.  Must provide written descriptions. 5. Communications with Consumers  Sample brochures must be provided.  Articles must be provided.  Bills with conservation message must be provided. 6. Communications with Water Smart Logo  Must provide pictures of signs and bumper stickers. Applications that do not include these items are incomplete and will not be considered. TCMUD No. 1 57 of 120 15 Feb 2011 AWBD WATER SMART APPLICATION AWBD has created the Water Smart Partners Program to acknowledge our members that have instituted water smart practices in their Districts. The spirit of this program is designed to assist District Directors in taking concrete steps to help their customers learn to value the water they use and to conserve water year-round, not just in times of droughts, and to encourage the Districts’ involvement in their communities. AWBD Water Smart Partners will receive a Water Smart Partners plaque and be recognized by AWBD both at the summer conference and in the AWBD Journal. Applications for the current year (1/01/10 – 12/31/10) must be submitted to the Water Smart Steering Committee at AWBD no later than April 4, 2011. 1. The District’s Name: ________________________________________________________________________________ (each item must be checked indicating compliance) [ ] The District is a member of AWBD. [ ] The District has set water conservation goals and has a plan for achieving them (include a copy). [ ] The facilities are in good condition or plans have been made to do the necessary repairs/replacements. [ ] The District maintains a 90% annual average accountability or better. (Attach a recent Operations Report providing 12 months of accountability history). [ ] Include District Registration/Information Form. [ ] Provide copy of the District’s minutes, reflecting the Board’s discussion and approval of the Water Smart Application. (Note: The Board discussion and approval may take place after December 31, 2010, but before April 1, 2011) 2. The District’s Rate Structure (Each item must be checked indicating compliance) [ ] The District has established an increasing rate block structure that encourages water conservation. [ ] Attach District’s Rate Order. 3. Drought Contingency Plan (Must be checked and attached to qualify) [ ] The District has adopted a drought contingency plan that encourages water conservation when water supplies are low. The next three categories are about community involvement by Directors. The number of required checked-off items in each of the six categories below must have been done between January 1, 2010, and December 31, 2010 to qualify as an AWBD Water Smart Partner. Please attach additional information, brochures and/or photos to this form. No material will be returned and many items may be used in future Water Smart seminars, events and on the web. We would like to share good ideas with other AWBD members. (Applications for future years may change.) 4. Water Smart in your Community (Must be able to check at least TWO (2) separate items. If your District has been involved with the community in a way that is not listed and you feel it qualifies in this category, please list and describe. All items will be reviewed. To qualify in this category, your community involvement must include “how to” conserve and use water wisely.) Must provide documentation [ ] Participated in (had a booth) in a school carnival (describe and include photos). [ ] Participated in other school activity (describe and include photos). [ ] Sponsored one or more schools in the Water Wise Program (name school(s): _________________________________________. [ ] Participated in a civic association function; HOA, POA, or other (describe and include photos). [ ] One or more Directors spoke to an organization about water conservation issues. Must provide documentation [ ] Director actively served on the Water Smart Steering Committee during the year (1/01/10 – 12/31/10) Director’s name ___________________________________________ [ ] Other water conservation efforts (i.e. purple pipes, provide rain sensors, provide leak detection dye kits) [ ] Other community events: ___________________________________________________________________________________. TCMUD No. 1 58 of 120 15 Feb 2011 5. Water Smart Communications with your Consumers (Must be able to check TWO (2) items) To qualify in this category, your District’s communications must include “how to” conserve and use water wisely. Merely stating residents are now restricted in using water during some periods of time will not qualify. If your District has communicated with your consumers in a way that is not listed and you feel it qualifies in this category, please list and describe. All items will be reviewed. [ ] Water conservation articles in local communities’ (civic) or District newsletters Number of times _____ Attach copies of articles. [ ] New move-ins receive current rates and conservation materials. Attach copies of material. [ ] District includes bill stuffers - # of times _____. Attach sample brochures and state month(s) mailed. [ ] Conservation messages appear on bills - # of times _____. Attach sample or photo copy. [ ] Conservation information has been sent to high end water users. Attach sample. [ ] District’s website has support for Water Smart activities and water conservation issues. (Include screen prints of relevant items and the District’s website address.) 6. Communication using the Water Smart Logo (Must be able to check at least TWO (2) separate items and include pictures). Signs and bumper stickers can be purchased from AWBD. The purpose of both is to make the Water Smart logo visible to all Texans and help make Water Smart a part of everyone’s daily life. [ ] Water Smart signs are located on District facilities. [ ] Water Smart signs are located on District’s TCEQ signs. [ ] Water Smart bumper stickers are on the operator’s vehicles. [ ] Water Smart bumper stickers have been given to residents. [ ] Water Smart Logo on bill District Name: Address: City/Zip: Contact person (Director): ____________________________________________________________________ Contact’s phone #: ___________________________________________________________________________ E-mail: _____________________________________________________________________________________ District’s website address (if applicable): _________________________________________________________ Operator Firm Name: _________________________________________________________________________ Operator phone #: ____________________________________________________________________________ Operator’s representative for District: ___________________________________________________________ Operator may be contacted to verify information. All directors must sign. Please explain if fewer than five directors sign. ________________________________________________________ ________________________________________________________ ________________________________________________________ ________________________________________________________ ________________________________________________________ ***It is the District’s responsibility to confirm their Water Smart Application has been received by the Association of Water Board Directors – Texas’ office. *** TCMUD No. 1 59 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-08-M1 Name: Status:Type:M1 Agenda Item Pending File created:In control:11/16/2010 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Discussion regarding establishing a Water Conservation Program; and possible action regarding establishing a Water Conservation Committee/Program. (Thomas) Attachments:2011_water_smart_application.pdf Action ByDate Action ResultVer. Title Discussion regarding establishing a Water Conservation Program; and possible action regarding establishing a Water Conservation Committee/Program. (Thomas) Body [Enter body here.] TCMUD No. 1 60 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12010-91-M1 Name: Status:Type:M1 Bids Regular Session File created:In control:6/14/2010 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Discuss and take appropriate action regarding approval of RFP (Request For Proposals) 2011-0215 for Professional Auditing Services for Fiscal Year 2011/2012. (Staff) Attachments:Audit RFP 2011-0215.pdf Action ByDate Action ResultVer. Trophy Club Municipal Utility District No. 1 7/20/2010 1 Title Discuss and take appropriate action regarding approval of RFP (Request For Proposals) 2011-0215 for Professional Auditing Services for Fiscal Year 2011/2012. (Staff) Body Staff recommends going out for RFP for Audit Services to see if we may receive a better/lower cost on our audits. Staff recommends review of the RFP and if considered appropriate, then move to Approve RFP 2011-0215 for Professional Auditing Services. TCMUD No. 1 61 of 120 15 Feb 2011                       TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1   (TCMUD 1)      REQUEST FOR PROPOSAL (RFP)  FOR  PROFESSIONAL AUDITING SERVICES  RFP No.:  2011‐0215            February 15, 2011            100 MUNICIPAL DRIVE  TROPHY CLUB, TEXAS 76262  TCMUD No. 1 62 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 NOTICE TO AUDITORS    Competitive sealed proposals for the furnishing of Professional Auditing Services for TROPHY CLUB  MUNICIPAL UTILITY DISTRICT No. 1 will be received at the TCMUD 1, 100 Municipal Drive, Trophy  Club, Texas from 8 A.M. until 5:00 P.M from Wednesday, February 23, 2011 to Tuesday, March 22, 2011  and from 8:00 A.M. until 3:00 P.M. on Thursday, March 23, 2011.  All proposals will be publicly opened  and read aloud at 3:05 P.M. on Thursday, March 23, 2011 in the Boardroom of the Svore Municipal  Building.      All proposals submitted for consideration by TROPHY CLUB MUNICIPAL UTILITY DISTRICT No. 1 must  clearly marked on the outside of the sealed envelope with the words:    PROFESSIONAL AUDITING SERVICES PROPOSAL  ATTENTION: MARY MOORE, MUD SECRETARY       TCMUD 1 reserves the right to reject any or all proposals and waive any or all irregularities.  Proposals  shall be valid for a period of ninety (90) days from the date the proposals are opened.    Late proposal submissions will be returned unopened, and unsigned proposals will be rejected as  non‐responsive.      Packets will be available online at www.ci.trophyclub.tx.us and/or www.demandstar.com or may be  picked up at 100 Municipal Drive, Trophy Club, Texas, 76262.  Telephone requests may be executed  by calling (682) 831‐4685.     It is the policy of TCMUD 1 to afford all people an equal opportunity to bid on any contract being let  by the TCMUD 1.  TCMUD 1 has a policy that prohibits discrimination against any person because of  race, color, sex, or national origin, in the award of performance of any contract.    2 OF 32 TCMUD No. 1 63 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 I. INTRODUCTION     A) Purpose   B) Term of Engagement    II. NATURE OF SERVICES REQUIRED     A) Scope of Work to be performed   B) Auditing Standards to be followed   C) Reports to be issued   D) Special Considerations  E) Working Paper Retention and Access to Working Papers  F) Conferences    III. DESCRIPTION OF THE GOVERNMENT     A) Entity Description   B) Fund Structure   C) Budget   D) Accounting Process ‐ Related Systems   E) Computer Systems   F) Organizational Responsibility for the Accounting Function     IV. GENERAL PROPOSAL REQUIREMENTS    A) Required Information  B) Instructions  C) Knowledge of Conditions  D) Exceptions  E) Late Proposals  F) Altering Proposals  G) Withdrawal of Proposals  H) Sales Tax  I) Pricing  J) Preparation Costs  K) Duration  L) Proposal Opening  M) Rejection of Proposals  N) Contract Award  O) Addenda  P) Minor Defects  Q) Funding  R) Insurance  S) Subcontracting  T) Conflicts of Interest  U) Ethics  V) Indemnification  W) Ownership  3 OF 32 TCMUD No. 1 64 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 X) Proprietary Information  Y) References    V. SPECIFIC PROPOSAL REQUIREMENTS     A) Deadline and Distribution   B) Inquiries   C) Submission of Proposal   D) Technical Proposal    1) Independence    2) License to Practice in Texas    3) Auditor Qualifications and Experience    4) Partner, Supervisory and Staff Qualifications and Experience    5) Assignment of Auditing Staff and Changes in Assigned Staff    6) Prior Engagements with TCMUD 1    7) Similar Engagements with Other Government Entities    8) Specific Audit Approach    9) Identification of Anticipated Potential Audit Problems    10) Additional Information   E) Compensation Proposal    1) Total All‐Inclusive Maximum Price    2) Rates by Partner, Supervisory, Staff Level, and Time Hours Anticipated for  Each    3) Rates for Additional Professional Services    4) Manner of Payment    5) Subsequent Year Fees    VI. ASSISTANCE TO BE PROVIDED TO THE AUDITOR AND REPORT PREPARATION     A) Finance Department and Clerical Assistance   B) Electronic Data Processing (EDP) Assistance   C) Prior Audit   D) Work Area, Telephones, Photocopying and Facsimile Machines   E) Report Preparation    VII. EVALUATION PROCESS     A) Audit Committee   B) Schedule   C) Pre‐Proposal Conference   D) Evaluation Criteria   E) Oral Presentations   F) Final Selection   G) Engagement Letter    4 OF 32 TCMUD No. 1 65 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 VIII. APPENDICES     A) Organizational Chart: Trophy Club Municipal Utility District No. 1   B) Organizational Chart: Fire   C) List of Key Personnel and Phone Numbers  D) List of Elected Officials  E) Sample Format: Schedule of Professional Fees and Expenses  F) Sample Format: Current and Previous References  G) Insurance & Indemnity   H) Insurance Requirements Affidavit  I) Auditor Checklist  J) Basic Financial Statements: Trophy Club Municipal Utility District No. 1      5 OF 32 TCMUD No. 1 66 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 I. INTRODUCTION    A. Purpose  Trophy Club Municipal Utility District No. 1 (TCMUD 1) is requesting proposals from  qualified firms of certified public accountants to perform financial audits for the fiscal  year ending September 30, 2011, with the option of auditing its financial statements  for each of the four (4) subsequent fiscal years.    These audits are to be performed in accordance with Generally Accepted Auditing  Standards (GAAS) as defined by the American Institute of Certified Public  Accountants (AICPA), the standards set forth for financial audits in the General  Accounting Office’s (GAO) Government Auditing Standards (2007), and the Texas  Commission on Environmental Quality’s (TCEQ) Water District Financial Management  Guide (2004).    B. Term of Engagement    A five (5) year contract is contemplated, subject to the following:    1) An annual review and recommendation by the Audit Committee.  2) The satisfactory negotiation of contract terms (including a price acceptable to  both the TCMUD 1 and the selected auditor).  3) The annual availability of an appropriation approved by TCMUD 1 Board.      II. NATURE OF SERVICES REQUIRED    A. Scope of Work to be Performed  TCMUD 1 desires the auditor to express an opinion on the fair presentation of its  financial statements in conformity with Generally Accepted Accounting Principals  (GAAP).    The auditor is not required to audit the supporting schedules.  However, the auditor  is to provide an “in‐relation‐to” report on the supporting schedules based on the  auditing procedures applied during the audit of the general purpose financial  statements and the combining and individual fund financial statements and  schedules.    The auditor is not required to audit the statistical section of the report nor is it  required to audit a schedule of expenditures of federal awards.    B. Auditing Standards to be Followed  To meet the requirements of this Request for Proposal (RFP), this audit shall be  performed in accordance with GAAS as defined by AICPA, the standards set forth for  financial audits in the GAO’s Government Auditing Standards (2007), and the TCEQ’s  Water District Financial Management Guide (2004).        6 OF 32 TCMUD No. 1 67 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 C. Reports to be Issued  Following the completion of the audit of the fiscal year’s financial statements, the  auditor shall issue the following:    1) Reports as shown in the most recent audits (Appendix K ‐ N).  2) Management Letter  a) The auditor shall provide written communication of any reportable conditions  found during the audit to management and the TCMUD 1 Board.  A reportable  condition shall be defined as a significant deficiency in the design or  operation of the internal control structure, which could adversely affect the  organization's ability to record, process, summarize and report financial data  consistent with the assertions of management in the financial statements.  b) Reportable conditions that are also material weaknesses shall be identified as  such in the letter.  c) The letter on compliance shall include all instances of noncompliance.  d) Non‐reportable conditions discovered by the auditors shall be reported in a  separate letter to management, as well as the TCMUD 1 Board.   e) The auditor shall be required to make an immediate, written report of all  material irregularities and illegal acts or indications of illegal acts of which it  becomes aware to the following parties:  TCMUD Manager aka District Manager  TCMUD 1 Attorney  TCMUD 1 Board  3) Reporting to TCMUD 1 Board.  Auditors shall assure themselves that the  aforementioned are informed of each of the following:  a) The auditor's responsibility under GAAP.  b) Significant accounting policies.  c) Management judgments and accounting estimates.  d) Significant audit adjustments.  e) Other information in documents containing audited financial statements.  f) Disagreements with management.  g) Management consultation with other accountants.  h) Major issues discussed with management prior to retention.  i) Difficulties encountered in performing the audit.    D. Special Considerations  TCMUD 1 anticipates that during the course of the engagement, one or more official  statements will be prepared in connection with the sale of debt securities, which will  contain the basic financial statements and the auditor's report thereon.  The auditor  may be required, if requested by the TCMUD 1 financial advisor and/or the  underwriters, to issue a “consent and citation of expertise,” as well as any necessary  “comfort letters".    E. Work Paper Retention and Access to Work Papers  All work papers and reports must be retained, at the auditor's expense, for a  minimum of five (5) years, unless the auditor is notified in writing by TCMUD 1 of the  need to extend the retention period.  The auditor will be required to make the work  papers available, upon request, to representatives of federal and state agencies and  7 OF 32 TCMUD No. 1 68 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 TCMUD 1.     In addition, the auditor shall respond to the reasonable inquiries of successor  auditors and allow successor auditors to review work papers relating to matters of  continuing accounting significance.    F. Conferences  The following conferences are to be conducted with the District Manger/Finance  Personnel and/or other TCMUD 1 personnel, as needed:  1) Entrance conference prior to interim work.  2) Exit conference at conclusion of interim work.  3) Entrance conference at beginning of fieldwork.  4) Progress conferences during fieldwork.  5) Exit conference at end of fieldwork.  6) Conference when draft copy of management letter is prepared.  7) Presentation to Town Council and the respective Board.    III. DESCRIPTION OF THE GOVERNMENT    A. Entity Description    TCMUD 1 is in both Denton and Tarrant County, and is located most generally in the  Dallas Fort Worth Metroplex in an area commonly referred to as the Alliance  Corridor.    Trophy Club Municipal Utility District No.1 is governed by a five member Board,  whose members are elected to 4‐year terms.  The day‐to‐day operations of the  District are handled by a District Manager hired by the Board.  MUD 1 provides water,  wastewater treatment, and fire protection to the area within its boundaries.  MUD  No. 1 is approximately 75 to 80% developed, with the exception of the undeveloped  land in the Solana complex and has an evaluation in excess of $520 million.  The  Solana complex, located south of 114, was annexed into the District in the 1980's and  provides a significant portion of the valuation.  There are approximately 1,000 acres  of land within the Town of Trophy Club that is being developed that is not within  MUD 1’s district.  The operational costs, with the exception of the Fire Department, are paid entirely by  water and sewer revenues.  The fiscal 10/11 operational budget is $5.968 million  dollars including $1,208,184 dollars for the Fire Department.  The capital facilities of  the District includes a wastewater treatment plant, seven sewage lift stations, four  water wells, 2 ground storage tanks (5 million gallons each), an elevated water  storage tank, a water plant, numerous miles of underground piping, and a $2.5 million  Fire Station (currently under construction);  all paid for with bonded indebtedness.   This indebtedness is being paid off with taxes.  MUD1's annual bond payments total  $14,494,560.    8 OF 32 TCMUD No. 1 69 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 Fire protection is fully tax supported with 12 paid firefighter/paramedics, a paid Fire  Chief and an administrative assistant.  The Fire Department has a minimum of four  people on duty 24 hours a day with additional staffing during the day shift.    Trophy Club Municipal Utility District No. 1 provides the following services:    Administration Wastewater  Water  Fire  Wastewater Collections  Utility Billing  Information Technology  Debt Service    Operations & Maintenance       B. Fund Structure  TCMUD 1’s accounting records are maintained in accordance with GAAP as  promulgated by the Governmental Accounting Standards Board (GASB).   Accordingly, the TCMUD 1 has maintained general, debt service, and capital projects  governmental fund types; general fixed assets and general long‐term debt account  groups.      C. Budget  For the MUD Board, the District Manager submits to the MUD Board a proposed  operating budget for the fiscal year beginning on October 1.    The adopted operating  budgets are then legally enacted through the passage of an ordinance, and represent  the proposed fund appropriations.  With the exception of GASB funds,  unencumbered appropriations lapse at the end of the year.  The MUD Manager may  transfer budgeted amounts between accounts or departments on a limited basis.   The budget, as well as all revenues, appropriations, and encumbrances are recorded  in the accounting records.    Adopted 2010‐11 budget for TCMUD 1’s major funds are as follows:    180: Trophy Club MUD No. 1 Fund (O&M)    $4,759,499  680: Trophy Club MUD No. 1 Fund (Debt Service)  $1,498,059  491: Trophy Club MUD No. 1 Fund (Construction)  $1,454,152  190:  Trophy Club MUD 1 Fund (Fire Dept Operations)  $1,208,184    TCMUD 1 participates in the Texas Municipal Retirement System (TMRS) for its  employees through an Interlocal Agreement for Employee and Services Contract  with the Town of Trophy Club.    D. Accounting Process – Related Systems  TCMUD 1’s accounting records for general governmental operations are maintained  on a modified accrual basis, and revenues are recorded when available and  measurable and expenditures are recorded when the services or goods are received  and the liabilities are incurred.     E. Computer Systems  The general ledger accounting system is operated and maintained on a  9 OF 32 TCMUD No. 1 70 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 comprehensive financial enterprise system developed by INNOPRISE. The system  supports full reporting and inquiry functions.    F. Organizational Responsibility for the Accounting Function  The Accounting Function falls under the general supervision of the Senior Accountant  who reports to the District Manager.    IV. GENERAL PROPOSAL REQUIREMENTS    A. Required Information  The TCMUD 1 proposal packet contains various sections requiring completion.  All  forms herein must be completed prior to the date and time set for proposal opening  and included with the proposal or the auditor may be found non‐responsive.   Responding auditors may be required to complete and supply all information  contained in a "supplemental information" packet at a date after proposal opening.   Failure to complete "supplemental information" requirements in a timely manner,  prior to award, may be used by TCMUD 1 in determining a respondent’s  responsibility.    B. Instructions  These instructions apply to all proposals and become a part of terms and conditions  of any proposal packet submitted.    C. Knowledge of Conditions  Auditors submitting proposals should carefully examine all terms, conditions,  specifications and related documents.  Should discrepancies in or omission from the  specifications or related documents, or should there be doubt as to their meaning,  the principal contact should be notified immediately for clarification prior to  submitting the proposal.  In the event of any conflict between the terms and  provisions of these requirements and the specifications, the specifications shall  govern.  In the event of any conflict of interpretation of any part of this overall  document, TCMUD 1’s interpretation shall govern.    D. Exceptions  All proposals must clearly and specifically detail all exceptions to the exact  requirements imposed by this document.  Such exceptions must be explained in the  auditor's proposal.  Otherwise, TCMUD 1 shall consider the subject proposal as being  made in strict compliance with this document.     E. Late Proposals  Proposals received after the submission deadline will be returned unopened, and  unsigned proposals will be rejected as non‐responsive.  TCMUD 1 is not responsible  for lateness or non‐delivery of mail, carrier, etc., and the date/time stamp at the  designated location shall be the official time receipt.        10 OF 32 TCMUD No. 1 71 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 F. Altering Proposals  Proposals cannot be altered or amended after submission deadline.  Any alterations  or erasures made before the opening time must be initialed by the signer of the  proposal, thus guaranteeing authenticity.     G. Withdrawal of Proposals  Any proposals may be withdrawn prior to the scheduling time for the opening.   Notice to withdraw the proposal must be in writing and submitted to TCMUD 1 prior  to the scheduled time for opening proposals.  Any proposal withdrawal notice, which  is received after the deadline for receiving proposals, shall not be considered.     H. Sales Tax  TCMUD 1 is exempt by law from payment of Texas Sales Tax and Federal Excise Tax.   Do not include tax in the proposal.     I. Pricing  Prices for all goods and/or services shall be firm for the duration of this contract.   Prices shall be all inclusive.  Additional charges not shown in the proposal will not be  honored.    J. Preparation Costs  TCMUD 1 will not be liable for any costs associated with the preparation, transmittal,  or presentation of any proposals or material submitted in response to this RFP.    K. Duration  The auditor must agree, in writing, that all information contained in the submitted  proposal is valid for at least ninety (90) days from the date of submittal or until a final  contract is approved, whichever occurs first.    L. Proposal Opening  All proposals submitted will be read at TCMUD 1’s scheduled proposal opening for  the designated project.  However, the reading of a proposal at such opening should  not be construed as a comment on the responsiveness of proposal bid or as any  indication that TCMUD 1 accepts such proposal as responsive.    M. Rejection of Proposals  TCMUD 1 may choose to reject all proposals and not award any contract.  If the  aforementioned does not award a contract within ninety (90) days following the date  specified for the opening of proposals, all proposals are deemed to be rejected by  TCMUD 1.     11 OF 32 TCMUD No. 1 72 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 N. Contract Award  If a contract is awarded, the auditor will be selected on a rational basis using the  proposal evaluation criteria and results of subsequent negotiations.  TCMUD 1 has a  right to award a contract upon the conditions, terms and specifications contained in  a proposal submitted to TCMUD 1 for a period of up to ninety (90) days following the  date specified for the opening of proposals.  TCMUD 1’s contract form shall be used in  the negotiation process.    O. Addenda  Any interpretations, corrections or changes to this proposal packet will be made by  addenda.  Addenda will be sent to all who are known to have received a copy of this  proposal packet.  Auditors shall acknowledge receipt of all addenda or they may be  declared non‐responsive.    P. Minor Defects  TCMUD 1 reserves the right to waive any minor defect, irregularity, or informality in  any bid.      Q. Funding  TCMUD 1 is a governmental entity, operated and funded on an October 1 to  September 30 basis; accordingly, TCMUD 1 reserves the right to terminate, without  liability to them, any contract for which funding is not available.    R. Insurance  The auditor shall comply with all insurance requirements as specified in the contract  and proposal documents.  Failure to meet such requirements shall disqualify the  auditor from award.  The auditor shall submit an Insurance Requirements Affidavit  (Appendix I) certifying that the insurance requirements have been reviewed and that  auditor is able to provide the insurance as required.      S. Subcontracting  No subcontracting will be allowed without the express prior written consent of  TCMUD 1.    T. Conflicts of Interest  No officer or employee of TCMUD 1 shall have a financial interest, direct or indirect, in  any contract with TCMUD 1.    U. Ethics  The auditor shall not offer or accept gifts or anything of value or enter into any  business arrangement with any employee, official or agent of TCMUD 1.  More than  one proposal on any one contract from a firm or auditor under different names shall  be grounds for rejection of all proposals in which the firm or auditor has an interest.   One or all proposals will be rejected if there is any reason to believe that collusion  exists between auditors.    12 OF 32 TCMUD No. 1 73 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 V. Indemnification  The auditor shall indemnify, defend, and hold TCMUD 1, its officers, agents and  employees harmless from any liability, claims, suits, actions, causes of action, costs,  expenses, charges or fees, including attorney’s fees, for injury to any person (including  death) or damage to or destruction of any property; and, any act of omission of  auditor, its contractors, subcontractors, suppliers, or agents, in connection with or  arising out of, whether directly or indirectly, this agreement.    W. Ownership  All responses and accompanying documentation become the property of TCMUD 1.    X. Proprietary Information  Information construed as proprietary by a submitting auditor must be marked as  such and will be so regarded by TCMUD 1. Subject to Texas Open Records Act, Texas  Government Code, Chapter 552, TCMUD 1 will treat such information as confidential  to the extent permitted by law and TCMUD 1 agrees to withhold any such  information and request an opinion from the Attorney General should another party  request such data. TCMUD 1 shall abide by the decision of the Attorney General.   Such information should be submitted in a separate folder attached to the proposal  and referred to appropriately in the proposal. For a proposal to be valid, however, all  information must be available for review by approval bodies as required by TCMUD 1.  Viewing of information designated as proprietary by such bodies will not be  construed to violate the constraints of proprietary information.    Y. References  Auditors submitting proposals shall submit the names, addresses, contact persons,  phone numbers, and dates of a minimum of three (3) current and three (3) previous  governments in which the auditor has provided similar services (Appendix G).  V. SPECIFIC PROPOSAL REQUIREMENTS    A. Deadline and Distribution  All proposals must be received by TCMUD 1 prior to 3:00 p.m. on Wednesday, March  23, 2011.      Proposals may be delivered or mailed to:     TCMUD 1    Attn:  MUD Secretary   100 Municipal Drive,    Trophy Club, Texas 76262    Proposals must be signed by the auditor, with his or her signature in full. When an  auditor is a partnership, the proposal shall be signed in the name of the partnership  by one or more of the partners.  When an auditor is a corporation, the officer signing  shall sign his name and give the title of his office.  The proposal shall also bear the  seal of the corporation.  13 OF 32 TCMUD No. 1 74 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 Auditors will submit one (1) original and five (5) copies of all proposals and associated  documentation.  Price quotes must be signed by a duly authorized official of the  auditor organization and notarized.    Upon selection, the successful auditor shall submit, within seven (7) days after notice  of award of contract, a corporate resolution, certificate of partnership, partnership  agreement or joint venture agreement, which identifies the person(s) authorized to  execute a contract on behalf of the corporation, partnership or joint venture.    B. Inquiries  All inquiries regarding this RFP should be directed to the Principal Contact:        TCMUD 1    100 Municipal Drive    Trophy Club, TX 76262    Attn:  Mary Moore, MUD Secretary    (682) 831‐4685 Phone ‐  (817) 491‐9312 Fax    Email: mmoore@ci.trophyclub.tx.us     C. Submission of Proposal  To simplify the review process and obtain the maximum degree of comparison, the  proposal should be organized in the following manner:    1) Title Page    a) Show the RFP subject, the name of the auditor's firm, address, telephone  number, name of contact person, and the date.  2) Table of Contents     a) Include a clear identification of the material by section and by page number.  3) Letter of Intent  a) A signed letter of intent briefly stating the auditor's understanding of the  work to be performed and a positive commitment to perform the work  within the time period required should be included.  Such letter of intent  should also state why the auditor believes itself to be best qualified to  perform the engagement and that the proposal is a firm and irrevocable offer  for at least ninety (90) days from the date of submittal or until a final contract  is approved, whichever occurs first.  4) Detailed Proposal  a) The detailed proposal should follow the order set forth in Section V: Specific  Proposal Requirements.    D. Technical Proposal   The purpose of the proposal is to demonstrate the qualifications, competence, and  capacity of the auditors seeking to undertake an independent audit of TCMUD 1 in  conformity with the requirements of the RFP. As such, the substance of proposals  will carry more weight than their form or manner of presentation. The proposal  should demonstrate the qualifications of the auditor and of the particular staff to be  assigned to this engagement.  It should also specify an audit approach that will meet  the RFP requirements.  14 OF 32 TCMUD No. 1 75 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 Interested auditors are encouraged to use their own preferred style and format in  preparing a proposal.  However, it is suggested that the proposal include at least the  following arranged accordingly. There should be no dollar units or total costs included  in the Technical Proposal document.    The Technical Proposal should address all the points outlined in the RFP, excluding  any cost information, which should only be included in the Compensation Proposal  document.  The proposal should be prepared simply and economically, providing a  straightforward and concise description of the auditor’s capabilities to satisfy the  requirements of the RFP.  While additional data may be presented, the following  subjects, item No. 1 through 10, must be included. They represent the criteria against  which the proposal will be evaluated.  The Technical Proposal document should be no  more than twenty (20) pages in its entirety.    1)   Independence  a) The audit must be made by an independent auditor or auditors.  An  “independent auditor” means a public auditor who meets the independence  standards specified by the GAO and AICPA.  b) The auditor should provide an affirmative statement that it is independent of  TCMUD 1 as to relationships between TCMUD 1 and its management and  members of your firm, and with regard to any other work performed by the  firm for TCMUD 1 that might impair the firm's independence and objectivity.  c) The auditor should also list and describe its professional relationships  involving TCMUD 1 or any of its agencies for the past five (5) years, together  with a statement explaining why such relationships do not constitute a  conflict of interest relative to performing the proposed audit.  2) License to Practice in Texas  a) An affirmative statement should be included indicating that the auditor and  all assigned key professional staff are properly licensed to practice in Texas.  3) Auditor Qualifications and Experience  a) The proposal should state the size of the firm, the size of the firm's  governmental audit staff, the location of the office from which the work on  this engagement is to be performed and the number and nature of the  professional staff to be employed in this engagement on a full‐time and a  part‐time basis.  State whether your firm is local, regional, national, or  international.  State the number of partners, managers, supervisors, seniors,  and other professional staff employed at the local office.  Describe the range  of activities performed by the local office, such as auditing, accounting, tax  service, or management advisory services. Describe the local office's  capability to audit computerized systems, including the number and  classification of personnel skilled in computer science who will work on the  audit.  b) The auditor should demonstrate a commitment to governments by  participation in Special Review Committees of the GFOA Certificate of  Achievement program and active participation in the governmental  accounting standards process.  c) If the auditor is a joint venture or consortium, the qualifications of each firm  comprising the joint venture or consortium should be separately identified  15 OF 32 TCMUD No. 1 76 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 and the firm that is to serve as the principal auditor should be noted, if  applicable.  d) The auditor is also required to submit a copy of the report on its most recent  external quality control review, with a statement as to whether that quality  control review included a review of specific government engagements.  e) The auditor shall also provide information on the results of any federal or  state desk reviews or field reviews of its audits during the past three (3)  years. In addition, the auditor shall provide information on the circumstances  and status of any disciplinary action taken or pending against the auditor  during the past three (3) years with state regulatory bodies or professional  organizations.  Please identify any litigation involving the local office.  f) Indicate the strengths of your firm in general, and more specifically, your local  office.  Being specific, indicate how your audit philosophy differs from that of  other firms.  Indicate the strategy for the future of your local office and in  what areas you will be investing resources.  g) Describe the rate of audit staff turnover in the local office due to resignations  or terminations in the past twenty‐four (24) months.  h) Describe why TCMUD 1 would be important to your firm and to the local  office as a client.  Discuss your policies regarding staff education and  development.  Indicate which universities are the major sources of new staff  for the local office.  4) Partner, Supervisory and Staff Qualifications and Experience  a) The auditor should identify the principal supervisory and management staff,  including engagement partners, managers, other supervisors, and specialists  who would be assigned to the engagement and indicate whether each such  person is licensed to practice as a CPA in Texas.  Indicate areas of specialty:  audit, tax, management advisory services, etc.  Indicate the ratio of audit  managers and other staff to audit partners in the local office.  Specific  auditing experience dealing with Texas MUDS is mandatory.  b) The auditor should provide information on the governmental auditing  experience of each person, including information on relevant continuing  professional education for the past three (3) years and membership in  professional organizations relevant to the performance of this audit.  Include  resumes as an appendix. Clearly indicate what specific responsibility each  individual will have.  Provide information as to what time commitment or  workload is presently assigned to each person who will be working on this  engagement.  The auditor should also indicate how the quality of staff over  the term of the agreement would be assured.  c) Indicate your firm's policy in rotating partners and managers.  Indicate what  commitments your firm will make to TCMUD 1 management and financial  employees with respect to accessibility of the partners and managers  assigned to this engagement.  5) Assignment of Auditing Staff and Changes in Assigned Staff  a) It is understood by TCMUD 1 that the individuals specified in the auditor's  proposal are the individuals who will actually perform the work associated  with TCMUD 1’s audit.  TCMUD 1 reserves the right to approve or deny any  change to the assigned staff named in the proposal, whether such change  occurs prior to or during the engagement.  TCMUD 1 shall be provided with a  16 OF 32 TCMUD No. 1 77 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 resume of any proposed substitute and shall be given the opportunity to  interview that person prior to its decision to approve or disapprove.  6) Prior Engagements with TCMUD 1  a) The auditor should list separately any and all engagements performed for  TCMUD 1 within the last five (5) years. For each engagement, the auditor  should indicate the scope of work, date, engagement, partners, total hours,  and the location of the firm's office from which the engagement was  performed.  7) Similar Engagements with Other Governmental Entities  a) The auditors must list the most significant engagements (maximum of 5)  performed in the last five (5) years that are similar to the engagement  described in the RFP.  Previous engagements shall include a Texas MUD.     These engagements should be ranked on the basis of total staff hours.   Indicate the scope of work, date of engagement, partners, total hours, and  the name and telephone number of the principal client contact.  Auditors  desiring to keep this list confidential or that do not want these past or  present clients contacted should so state next to each engagement listed.   TCMUD 1 will comply with confidentiality requests to the full extent allowed  by federal and State of Texas freedom of information statues.  Auditors  should be advised that failure to provide evidence satisfactory to the TCMUD  1 of any listed engagement may result in that engagement being disallowed  for bid evaluation purposes.  8) Specific Audit Approach  The proposal should set forth a work plan, including an explanation of the audit  methodology to be followed to perform the services required in Section II of the  RFP.  In developing the work plan, reference should be made to such sources of  information as TCMUD 1 budgets and related materials, organizational charts,  manuals and programs, and financial and other management information  systems.    Auditors will be required to provide the following information on their audit  approach:  a) Proposed segmentation of the engagement.  b) Level of staff and number of hours to be assigned to each proposed segment  of the engagement.  c) Sample sizes and the extent to which statistical sampling is to be used in the  engagement.  d) Extent of use of EDP software in the engagement.  e) Type and extent of analytical procedures to be used in the   engagement.  f) Approach to be taken to gain and document an understanding of the TCMUD  1’s internal control structure.  g) Approach to be taken in determining laws and regulations that will be subject  to audit test work.  h) Approach to be taken in drawing audit samples for purposes of tests of  compliance.  i) List of standard schedules required to be prepared by client.  17 OF 32 TCMUD No. 1 78 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 9) Identification of Anticipated Potential Audit Problems   a) The proposal should identify and describe any anticipated potential audit  problems, the auditor’s approach to resolving these problems, and any  special assistance that will be requested from TCMUD 1.  10) Additional Information   a) Any additional information the auditor considers essential to the proposal  should be included in this section.  If there is no additional information to  present, state, "There is no additional information we wish to present."    E. Compensation Proposal    1) Total All‐Inclusive Maximum Price  a) The proposal should contain all pricing information relative to performing the  audit engagement as described in the RFP.  The Total All‐Inclusive Maximum  Price to be bid is to contain all direct and indirect costs, including all out‐of‐ pocket expenses.    2) Rates by Partner, Supervisory, Staff Level, and Time Hours Anticipated for Each  a) Include a schedule of professional fees and expenses that support the Total  All‐Inclusive Maximum Price. The cost of special services described in the RFP  should be disclosed as separate components of the Total All‐Inclusive  Maximum Price.  3) Rates for Additional Professional Services  a) If it should become necessary for TCMUD 1 to request the auditor to render  any additional services to either supplement the services requested in the  RFP or to perform additional work as a result of the specific  recommendations included in any report issued during this engagement, then  such additional work shall be performed only if set forth in an addendum to  the contract between TCMUD 1 and the auditor.  Any such additional work  agreed to between TCMUD 1 and the auditor shall be performed at the same  rates set forth in the schedule of fees and expenses.  4) Manner of Payment  a) An initial payment of twenty‐five percent (25%) of the total contract price will  be made upon completion of the interim fieldwork.  A second payment of  fifty percent (50%) of the total contract price will be made at the end of the  fieldwork.  The final twenty‐five percent (25%) of the total contract price will  paid upon issuance of the final reports.  5) Subsequent Year Fees  a) A proposed fee adjustment method for future contract years should be  submitted.  18 OF 32 TCMUD No. 1 79 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 VI. ASSISTANCE PROVIDED TO THE AUDITOR AND REPORT PREPARATION     A. Finance Department and Clerical Assistance   The Finance Department staff and responsible management personnel will be  available during the audit to assist the auditor by providing information,  documentation, and explanations.  The preparation of confirmations will be the  responsibility of TCMUD 1.  Clerical support will be made available to the auditor for  the preparation of routine letters, confirmations and memoranda.    B. Electronic Data Processing (EDP) Assistance  Any requirements for computer time and/or system documentation will be  coordinated through the District Manager/Finance Director.    C. Prior Audit  Weaver & Tidwell, located at 12221 Merit Drive, Suite 1400, Dallas, Texas conducted  the audit of the financial records for the fiscal years ended September 30, 2006  through 2010. Weaver & Tidwell have agreed to make their work papers available to  the successor auditor at their offices. Requests concerning inspection of previous  work papers should be submitted to Mr. Weaver at (972) 490‐1970.    D. Work Area, Telephones, Photocopying and Facsimile Machines   TCMUD 1 shall provide the space and facilities necessary for the auditor to conduct  the examination.  In addition; all information, data, reports, and records necessary for  carrying out the work shall be furnished to the auditor.  TCMUD 1 shall cooperate  with the auditor in every reasonable way to ensure timely completion of the audit.   The auditor will also be provided with access to one telephone line, photocopying  facilities, and a facsimile machine.    E. Report Preparation    1)  Management Letter  The auditor will prepare and print the management letter, twenty (20) copies of  which will be furnished to TCMUD 1.    VII. EVALUATION PROCESS     A. Audit Committee  Submitted proposals will be evaluated by a four (4) member Audit Committee  consisting of the following individuals:    1) Robert Scott, District Manager  2) Renae Gonzales, Senior Accountant  3) Kevin Carr, MUD 1 Secretary/Treasurer  4)    Bill Armstrong, MUD 1 Director or alternate  19 OF 32 TCMUD No. 1 80 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 B. Schedule    RFP Released     February 23, 2011    Pre‐Proposal Conference (10:00 A.M)  March 7, 2011    Proposal Submission Deadline (3:00 P.M.) March 23, 2011    Proposal Opening (3:05 P.M.)    March 23, 2011    Oral Presentations    March 30, 2011    Recommendation to MUD 1 Board  April 2011*    Selected Auditor Notified    April 2011*    Contract Execution    Late Sep 2011*    Final Reports     Late Jan 2011*    *Indicates tentative dates.    TCMUD 1 will expect the delivery of the written reports at a date that will allow  delivery of the reports to the TCEQ one hundred thirty‐five (135) days after the close  of the fiscal year.  The auditor shall be required to present the findings of the audit to  MUD Board at their January meeting.  TCMUD 1 Board meetings are held on the third  Tuesday of the month.     C. Pre‐Proposal Conference  A pre‐proposal conference will be conducted in the MUD Boardroom room at 10:00  am Monday, March 7th, 2011.  The Boardroom is located at 100 Municipal Drive,  Trophy Club, Texas 76262.  The purpose of the conference is to answer any questions  prospective auditors may have relating to the RFP.  Attendance at the conference is  recommended but not mandatory for submitting proposals.    D. Evaluation Criteria    Proposals will be evaluated using the following weighted criteria:    Audit Approach       50%       Experience and Quality of Personnel     30%    Compensation Proposal      20%       TOTAL         100%    20 OF 32 TCMUD No. 1 81 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 E. Oral Presentations    During the evaluation process, the Audit Committee may, at its discretion, request  any one or all auditors to make oral presentations.  Such presentations will provide  auditors an opportunity to elaborate on their written proposals and answer  questions posed by the Audit Committee.    F. Final Selection  TCMUD 1 will select an auditor based upon the recommendations of the Audit  Committee and upon the approval of the MUD Board.  Following notification of the  auditor selected, it is expected a contract will be executed between both parties  within thirty (30) days of approval.    G. Engagement Letter  The auditor shall prepare a written and dated engagement letter, which will identify  the specific responsibilities of TCMUD 1 and the auditor, along with a list of client  prepared documents and delivery dates, established within ten (10) days of final  selection.   21 OF 32 TCMUD No. 1 82 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 APPENDIX A:  TCMUD 1 ORGANIZATIONAL CHART            APPENDIX B:  FIRE DEPARTMENT ORGANIZATIONAL CHART 22 OF 32 TCMUD No. 1 83 of 120 15 Feb 2011 Residents/Customers/Rate PayersMUD 1 BoardDistrict ManagerMUD SecretarySenior AccountantFire Chief Jointly funded employeeAssistant Utility SuperintendentReceptionistUtility Billing Administrator Utility Billing Assistant Assistant Superintendent -WaterAssistant Superintendent -CollectionsAssistant Superintendent -WWTPUtility Workers –WaterUtility Workers –CollectionUtility Workers –WastewaterFirefightersJointly funded employeesTown ManagerAdministrative Assistant TCMUD No. 184 of 12015 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 APPENDIX C: LIST OF KEY PERSONNEL AND PHONE NUMBERS      General Information  Front Desk  (682) 831‐4600    District Manager  Robert Scott  (682) 831‐4610 rscott@ci.trophyclub.tx.us     Senior Accountant  Renae Gonzales (682) 831‐4611 rgonzales@ci.trophyclub.tx.us    MUD Secretary    Mary Moore  (682) 831‐4685  mmoore@ci.trophyclub.tx.us      23 OF 32 TCMUD No. 1 85 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 APPENDIX D: LIST OF TCMUD 1 BOARD MEMBERS      TROPHY CLUB MUNICIPAL UTILITY DISTRICT (MUD) NO. 1 BOARD MEMBERS  President    James Thomas  Vice President    Jim Moss  Secretary/Treasurer  Kevin Carr  Director   Bill Armstrong  Director   Nick Sanders          24 OF 32 TCMUD No. 1 86 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215  APPENDIX E: SCHEDULE OF PROFESSIONAL FEES AND EXPENSES  (SAMPLE FORMAT)    2010 TOTAL 2011 TOTAL 2012 TOTAL 2013 TOTAL Outyears NOTE:Theratequotedshouldnotbepresentedasageneralpercentageofthe standard hourly rate or as a gross deduction from the Total All-Inclusive Maximum Price. 25 OF 32 TCMUD No. 1 87 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 APPENDIX F: CURRENT AND PREVIOUS REFERENCES  (SAMPLE FORMAT)      1. COMPANY NAME:           __________________________________________________________    ADDRESS:    __________________________________________________________    CITY / STATE / ZIP:  __________________________________________________________    PHONE:   __________________________________________________________    CONTACT / TITLE:  __________________________________________________________    DATES:    __________________________________________________________        2. COMPANY NAME:           __________________________________________________________    ADDRESS:    __________________________________________________________    CITY / STATE / ZIP:  __________________________________________________________    PHONE:   __________________________________________________________    CONTACT / TITLE:  __________________________________________________________    DATES:    __________________________________________________________        3. COMPANY NAME:           __________________________________________________________    ADDRESS:    __________________________________________________________    CITY / STATE / ZIP:  __________________________________________________________    PHONE:   __________________________________________________________    CONTACT / TITLE:  __________________________________________________________    DATES:    __________________________________________________________ 26 OF 32 TCMUD No. 1 88 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 APPENDIX G: INSURANCE & INDEMNITY      PLEASE REVIEW THIS SECTION CAREFULLY WITH YOUR INSURANCE AGENT      1. General Insurance Requirements    1.1 The auditor/vendor/supplier (hereinafter called “auditor”) shall not start work under  this contract until the auditor has obtained at his own expense all of the insurance  called for here under and such insurance has been approved by TCMUD 1; nor shall  the auditor allow any subcontractor to start work on any subcontract until all  insurance required of the subcontractor has been so obtained and approved by the  auditor.  Approval of insurance required of the auditor and subcontractors for the  TCMUD 1 will be granted only after submission to the TCMUD 1 of original, signed  certificates of insurance or, alternately, at TCMUD 1’S request, certified copies of the  required insurance policies.    1.2 The auditor shall require all subcontractors to maintain during the term of this  agreement, Commercial General Liability insurance, Business Automobile Liability  insurance, and Workers' Compensation and Employer's Liability insurance, in the  same manner as specified for the auditor.  The auditor shall furnish subcontractors'  certificates of insurance to TCMUD 1 immediately upon request.    1.3 All insurance policies required hereunder shall be endorsed to include the following  provision:      1.3.1 "It is agreed that this policy is not subject to cancellation, non‐renewal,  material change, or reduction in coverage until ten (10) days prior written  notice has been given to TCMUD 1."    NOTE:  The words "endeavor to" and "but failure to mail such notice shall impose no obligation to  liability of any kind upon the company, its agents or representatives" are to be eliminated from the  cancellation provision of standard ACORD certificates of insurance.    1.3.2 TCMUD 1 shall be named as additional insured on all policies, except for  Auditor Liability and Workers Compensation.    1.3.3 TCMUD 1 shall be provided with Waiver of Subrogation on Workers'  Compensation or Alternative program if applicable.    1.4 No acceptance and/or approval of any insurance by TCMUD 1 shall be construed as  relieving or excusing the auditor, or the surety, or its bond, from any liability or  obligation imposed upon either or both of them by the provisions of the contract  documents.    1.5 TCMUD 1 (including its elected and appointed officials, agents, volunteers, and  employees) is to be named as an additional insured under all coverages except  Workers' Compensation and Automobile Liability, and the certificate of insurance, or  the certified policy, if requested, must so state.  Coverage afforded under this  paragraph shall be primary as respects the TCMUD 1, its elected and appointed  officials, agents and employees.  27 OF 32 TCMUD No. 1 89 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215   1.5.1 The following definition of the term TCMUD 1 applies to all policies issued  under the contract:    TCMUD 1 and any affiliated or subsidiary Board, Authority, Committee, or  Independent Agency (including those newly constituted), provided that such  affiliated or subsidiary Board, Authority, Committee, or Independent Agency  is either a Body Politic created by TCMUD 1, or one in which controlling  interest is vested in TCMUD 1; and TCMUD 1 Constitutional Officers.    1.6 INDEMNITY.  The auditor covenants to release, defend, hold harmless and  indemnify TCMUD 1 and all of its elected or appointed officials, agents and  employees from and against any and all claims, loss, damage, injury, cost (including  court costs and attorney's fees), charges, liability or exposure, however caused,  resulting from or arising out of or in any way connected with the auditor's  negligent performance or non‐performance of the terms of the contract documents  or its obligations under the contract.  This indemnification shall continue in full  force and effect until the auditor completes all of the work required under the  contract, except that indemnification shall continue for all claims involving auditor  services after final acceptance of the work by TCMUD 1 for which TCMUD 1 gives  notice to the auditor after TCMUD 1’s final acceptance of the work.    1.7 The auditor shall be responsible for the work performed under the contract  documents and every part thereof, and for all materials, tools, equipment,  appliances, and property of any and all descriptions used in connection with the  work.  The auditor assumes all risks for direct and indirect damage or injury to the  property or persons used or employed on or in connection with the work contracted  for, and of all damage or injury to any person property wherever located, resulting  from any action, omission, commission or operation under the contract, or in  connection in any way whatsoever with the contracted work, until final acceptance  of the work by TCMUD 1.    1.8 Insurance coverage required in these specifications shall be in force throughout the  contract term.  Should the auditor fail to provide acceptable evidence of current  insurance within seven (7) days of written notice at any time during the contract  term, TCMUD 1 shall have the absolute right to terminate the contract without any  further obligation to the auditor, and the auditor shall be liable to TCMUD 1 for the  entire additional cost of procuring performance and the cost of performing the  incomplete portion of the contract at time of termination.    1.9 Contractual and other liability insurance provided under this contract shall not  contain a supervision, inspection or engineering services exclusion that would  preclude TCMUD 1 from supervising or inspecting the project as to the end result.   The auditor shall assume all on‐the‐job responsibilities as to the control of persons  directly employed by it and of the subcontractors and any persons employed by the  subcontractor.    1.10 Nothing contained in the specifications shall be construed as creating any contractual  relationship between any subcontractor and TCMUD 1. The auditor shall be as fully  responsible to TCMUD 1 for the acts and omissions of the subcontractors and of  persons employed by them as it is for acts and omissions of persons directly  employed by it.    28 OF 32 TCMUD No. 1 90 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 1.11 Precaution shall be exercised by the auditor at all times for the protection of persons,  (including employees) and property.  All existing structures, utilities, roads, services,  trees and shrubbery shall be protected against damage or interruption of service at  all times by the auditor and its subcontractors during the term of the contract, and  the auditor shall be held responsible for any damage to property occurring by reason  of its operation on the property.    1.12 Written requests for consideration of alternate coverages must be received by  TCMUD 1 at least ten (10) working days prior to the date set for receipt of bids or  proposals.  If TCMUD 1 denies the request for alternative coverages, the specified  coverages will be required to be submitted.    1.13 All required insurance coverages must be acquired from insurers authorized to do  business in the State of Texas and acceptable to TCMUD 1. TCMUD 1 prefers that all  insurers also have a policyholder's rating of "A‐" or better, and a financial size of  "Class VI" or better in the latest edition of A.M. Best, or A or better by Standard and  Poors, unless TCMUD 1 grants specific approval for an exception, in the same manner  as described in 1.13 above.    1.14 TCMUD 1 will consider deductible amounts as part of its review of the financial  stability of the bidder.  Any deductibles shall be disclosed in the auditor’s proposal  and all deductibles will be assumed by the auditor. Auditor may be required to  provide proof of financial ability to cover deductibles, or may be required to post a  bond to cover deductibles.    2. Auditor's Insurance ‐ "Occurrence" Basis; Except as Specifically Provided    2.1 The Auditor shall purchase the following insurance coverages:    2.1.1 Commercial General Liability ‐ Such Commercial General Liability policy shall  include the following:    i. General aggregate limit is to apply per project.    ii. Premises/Operations.    iii. Actions of Independent Contractors.    iv. Products/Completed Operations to be maintained for one year.  Final  completion and acceptance of the work, with evidence of same filed  with owner.    v. Contractual Liability including protection for the auditor from claims  arising out of liability assumed under this contract.    vi. Personal Injury Liability including coverage for offenses related to  employment.    vii. Explosion, Collapse, or Underground (XCU) hazards; if applicable.   Coverage required for any and all work involving drilling, excavation,  etc.    29 OF 32 TCMUD No. 1 91 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 2.1.2 Business Automobile Liability including coverage for any owned, hired, or  non‐owned motor vehicles and automobile contractual liability.    2.1.3 Workers' Compensation ‐ statutory benefits as required by the State of Texas,  or other laws as required by labor union agreements, including Employers'  Liability coverage.    2.2 Auditor Errors and Omissions – Claims Made Basis    Auditor shall carry Auditor Liability insurance which will pay for injuries arising out of  errors or omissions in the rendering, or failure to render auditor services under the  contract, for the term of the contract documents and up to three (3) years after the  contract is completed in the amount following amount:       Auditor Errors and Omissions, Limit $1,000,000.  30 OF 32 TCMUD No. 1 92 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 APPENDIX H: INSURANCE REQUIREMENTS AFFIDAVIT      TO BE COMPLETED BY APPROPRIATE INSURANCE AGENT AND RETURNED AS PART OF BID      I, the undersigned agent, certify that the insurance requirements contained in this proposal  document have been reviewed by me with the below‐identified auditor.  If the below‐identified  auditor is awarded this contract by TCMUD 1, I will be able, within ten (10) working days after being  notified of such award, to furnish a valid insurance certificate to TCMUD 1, thus meeting all of the  requirements contained in this bid.      Agent Signature  Agent Name (Print or Type)      Name of Insurance Carrier    Address of Agency    City/State/Zip Code    Phone Number     Name of Auditor (Print or Type)      SUBSCRIBED AND SWORN TO before me this ____________ day of __________________, 2011.      ________________________________  Notary Public, State of Texas          NOTE TO AGENT  If this time requirement is not met, TCMUD 1 has the right to declare this vendor non‐responsive  and award the contract to the alternate auditor meeting the required specifications.  If you have  any questions concerning these requirements, please contact TCMUD 1 at (682) 831‐4685.      31 OF 32 TCMUD No. 1 93 of 120 15 Feb 2011 TCMUD 1 PROFESSIONAL AUDITING SERVICES RFP NO.: 2011-0215 32 OF 32 APPENDIX I: AUDITOR CHECKLIST      All information included in, attached to, or required by the RFP shall be public record upon delivery  to TCMUD 1.  Please ensure, at a minimum, that the following have been attached:      1) Proposal as outlined in Section V: Specific Proposal Requirements (1 Original, 5 Copies).    2) Appendix E: Schedule of Professional Fees and Expenses (Separate Envelope).    3) Appendix F: References (3 Current and 3 Previous).    4) Appendix H: Insurance Requirement Affidavit.    5) If selected, document identifying person(s) to execute a contract on behalf of corporation,  partnership or joint venture, as outlined in Section V: Specific Proposal Requirements (Within  7 Days of Selection).     6) If selected, valid insurance certificate, as outlined in Appendix G ‐ H (Within 10 Days of  Selection).    7) If selected, Engagement Letter, as outlined in Section VII: Evaluation Process (Within 10 Days  of Selection).           TCMUD No. 1 94 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-20-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:2/11/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Discuss and take appropriate action regarding a Joint Election Agreement with Denton County Elections. Attachments:Denton County Joint Contract-Draft-May 2011(021111).pdf Signature pg Denton County Joint Contract.pdf Email re Joint Contract Documents.pdf Action ByDate Action ResultVer. Title Discuss and take appropriate action regarding a Joint Election Agreement with Denton County Elections. Body Denton County Elections’ Department will again begin offering a joint election agreement (“full service contract”) to the jurisdictions within Denton County. Denton County does not yet have any cost figures available. 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. It is MUD 1's intent to contract with Denton County. This year MUD 1 and the Town will NOT have a Joint Election Contract between the two entities; we will each contract separately with Denton County. This should be a monetary and workload savings. Upon approval, the signature page of the contract will need to be signed by the Board President and the Secretary/Treasurer and submitted to Denton County not later than March 7, 2011. The draft contract with Denton County is included as backup along with the Signature page from Denton County and the email requesting same. Staff recommends Approval of Joint Election Agreement with Denton County Elections for the Special Measure Election on May 14, 2011. TCMUD No. 1 95 of 120 15 Feb 2011 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 located entirely or partially inside the boundaries of Denton County: Town of Argyle 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 Fort Worth City of Hackberry City of Hebron Town of Hickory Creek City of Highland Village City of Justin City of Krugerville City of Krum City of Lake Dallas City of Lewisville Town of Little Elm Town of Northlake City of Oak Point City of Pilot Point Town of Ponder Town of Providence Village City of Roanoke City of Sanger Town of Shady Shores City of Southlake City of The Colony Town of Trophy Club Town of Westlake Argyle Independent School District Aubrey Independent School District Denton Independent School District Krum Independent School District Lake Dallas Independent School District Lewisville Independent School District Little Elm Independent School District Northwest Independent School District Pilot Point Independent School District Ponder Independent School District Sanger Independent School District Mustang SUD Trophy Club MUD 1 This contract is made pursuant to Texas Election Code Sections 31.092 and 271.002 and Texas Education Code Section 11.0581 for a joint May 14, 2011 election to be administered by Frank Phillips, Denton County Elections Administrator, hereinafter referred to as “Elections Administrator.” RECITALS Each participating authority listed above plans to hold a general and/or special election on May 14, 2011. 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 Chapters 31 and 271 of the Texas Election Code, as amended. NOW THEREFORE, in consideration of the mutual covenants, agreements, and benefits to the parties, IT IS AGREED as follows: TCMUD No. 1 96 of 120 15 Feb 2011 Page 2 of 11 I. ADMINISTRATION The parties agree to hold a “Joint Election” with Denton County and 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. It is understood that other political subdivisions may wish to participate in the use of the County’s electronic voting system and polling places, and it is agreed that the Elections Administrator may enter into other contracts for election services for those purposes on terms and conditions generally similar to those set forth in this contract. In such cases, costs shall be pro-rated among the participants according to Section XI of this contract. 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. II. LEGAL DOCUMENTS 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, except that the Elections Administrator shall be responsible for the preparation and publication of all electronic voting equipment testing notices that are required by the Texas Election Code. Preparation of the necessary materials for notices and the official ballot shall be the responsibility of each participating authority, including translation 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. 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 Section 43.034 and TCMUD No. 1 97 of 120 15 Feb 2011 Page 3 of 11 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 authorities of any changes from the locations listed in Attachment A. If polling places for the May 14, 2011 joint election are different from the polling place(s) used by a participating authority in its most recent election, the authority agrees to post a notice no later than May 14, 2010 at the entrance to any previous polling places in the jurisdiction stating that the polling location has changed and stating the political subdivisi on’s polling place names and addresses in effect for the May 14, 2011 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 official who is 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 of his 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 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 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. TCMUD No. 1 98 of 120 15 Feb 2011 Page 4 of 11 V. PREPARATION OF SUPPLIES AND VOTING EQUIPMENT The Elections Administrator shall arrange for all election supplies and voting equipment including, but not limited to, the County’s electronic voting system and equipment, official ballots, sample 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. The Elections Administrator shall be responsible for conducting all required testing of the electronic equipment, as required by Chapters 127 and 129 of the Texas Election Code. 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 Elections Administrator a list of candidates and/or propositions showing the order and the exact manner in which the candidate names and/or proposition(s) are to appear on the official ballot (including titles and text in each language in which the authority’s ballot 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 only if a participating authority chooses to use both paper and electronic. Provisional ballots cast on Election Day will be cast only 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 a one page paper ballot, all election day voting for that particular authority or ballot style must be held on the county’s eSlate voting system. If a participating authority wishes to use both paper and electronic, the full cost of the paper ballot will be up to that participating authority at each polling location that is shared with other participating authorities that don’t wish to have both paper and electronic. 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 in a number divisible by 50. The Elections Administrator shall be responsible for the preparation, testing, and delivery of the voting equipment for the election as required by the Election Code. The Elections Administrator shall conduct criminal background checks on relevant employees upon hiring as required by Election Code Section 129.051(g). VI. EARLY VOTING The participating authorities agree to conduct joint early voting and to appoint the Election 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 TCMUD No. 1 99 of 120 15 Feb 2011 Page 5 of 11 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 Chapters 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 Elections 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 counting station to receive and tabulate the voted ballots in accordance with the provisions of the Texas Election Code and of this agreement. The participating authorities hereby, in accordance with Section 127.002, 127.003, and 127.005 of the Texas Election Code, appoint the following central counting station officials: Counting Station Manager: Frank Phillips, Denton County Elections Administrator Tabulation Supervisor: Sara Tischler, Denton County Technical Operations Manager Presiding Judge: Randie Geistman Alternate Judge: Paula Paschal The counting station manager or his representative shall deliver timely cumulative reports of the election results as precincts report to the central and remote counting stations 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 at the remote collection sites or by phone from individual polling locations. The Elections Administrator will prepare the unofficial canvass reports after all precincts have 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. The Elections Administrator will include the tabulation and precinct-by-precinct results that are required by Texas Election Code Section 67.004 for the participating entities to conduct their respective canvasses. 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. TCMUD No. 1 100 of 120 15 Feb 2011 Page 6 of 11 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 Elections Administrator shall administer only the Denton County portion of the Town of Flower Mound’s election. The Elections Administrator shall administer only the Denton County portion of the City of Fort Worth’s election. The Elections Administrator agrees to administer the entire Lewisville election including that portion of Lewisville that is within Dallas County. The Elections Administrator shall administer only the Denton County portion of Northwest ISD’s election. The Elections Administrator agrees to administer the entire Pilot Point ISD election including that portion of Pilot Point ISD that is within Cooke and Grayson Counties. The Elections Administrator shall administer only the Denton County portion of the City of Roanoke’s election. The Elections Administrator shall administer only the Denton County portion of the City of Southlake’s election. The Elections Administrator shall administer only the Denton County portion of the Town of Trophy Club’s election. The Elections Administrator shall administer only the Denton County portion of the Trophy Club MUD 1’s election. The Elections Administrator shall administer only the Denton County portion of the Town of Westlake’s election. 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 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 14, 2011 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 18, 2011. XI. 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 TCMUD No. 1 101 of 120 15 Feb 2011 Page 7 of 11 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. It is agreed that charges for Election Day judges and clerks and Election Day polling place rental fees shall be directly charged to the appropriate participating authority rather than averaging those costs among all participants. 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 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. The participating authorities agree to share the cost of Early Voting. Allocations of costs is mutually agreed to be shared according to a formula which is based on the cost of all Early Voting polling locations being divided equally among the number of participating authorities. 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. Each participating authority agrees to pay the Denton County Elections Administrator an administrative fee equal to ten 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. The Denton County Elections Administrator reserves the right to adjust the above formulas in agreement with any individual jurisdiction if the above formula results in a cost allocation that is inequitable. XII. 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. Any monies deposited with the Elections Administrator by the withdrawing authority shall be refunded, minus a cancellation fee of $75.00. XIII. 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, 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 participati ng authority. TCMUD No. 1 102 of 120 15 Feb 2011 Page 8 of 11 XIV. 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. The Elections Administrator agrees to provide advisory services to each participating authority as necessary to conduct a proper recount. XV. 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. XVI. 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 90% of this estimated obligation no later than 15 days after execution of this agreement. The exact amount of each participating authority’s obligation under the terms of this agreement shall be calculated after the May 14, 2011 election (or runoff election, if applicable), and if the amount of an authority’s total obligation exceeds the amount deposited, the authority shall pay to the Elections Administrator the balance due within 30 days after the receipt of the final invoice from the Elections Administrator. However, if the amount of the authority’s total obligation is less than the amount deposited, the Elections Administrator shall refund to the authority the excess amount paid within 30 days after the final costs are calculated. TCMUD No. 1 103 of 120 15 Feb 2011 Page 9 of 11 The total estimated obligation and required deposit for each participating authority under the terms of this agreement shall be as follows: Estimated Deposit Political Subdivision Cost Due Town of Argyle $2,209.55 $1,988.59 Town of Bartonville $1,804.08 $1,623.67 Town of Copper Canyon $1,484.01 $1,335.61 City of Corinth $2,094.42 $1,884.98 Town of Cross Roads $1,251.22 $1,126.10 City of Denton $7,480.90 $6,732.81 Town of DISH $1,380.82 $1,242.74 Town of Double Oak $2,057.93 $1,852.14 Town of Flower Mound $4,441.05 $3,996.94 City of Fort Worth $3,502.89 $3,152.60 City of Hackberry $1,792.23 $1,613.00 City of Hebron $400.00 $360.00 Town of Hickory Creek $2,144.29 $1,929.86 City of Highland Village $2,976.26 $2,678.63 City of Justin $1,694.57 $1,525.11 City of Krugerville $1,309.15 $1,178.24 City of Krum $1,699.43 $1,529.49 City of Lake Dallas $2,956.68 $2,661.02 City of Lewisville $4,259.88 $3,833.89 Town of Little Elm $4,393.38 $3,954.04 Town of Northlake $1,788.40 $1,609.56 City of Oak Point $1,475.67 $1,328.10 City of Pilot Point $1,286.88 $1,158.19 Town of Ponder $1,558.66 $1,402.80 Town of Providence Village $1,483.40 $1,338.03 City of Roanoke $2,131.80 $1,918.62 City of Sanger $2,598.93 $2,339.03 Town of Shady Shores $2,046.71 $1,842.04 City of Southlake $1,399.57 $1,259.61 City of The Colony $4,142.48 $3,728.23 Town of Trophy Club $1,823.92 $1,641.52 Town of Westlake $400.00 $360.00 Argyle ISD $3,368.30 $3,031.47 Aubrey ISD $3,934.89 $3,541.40 Denton ISD $12,773.78 $11,496.40 Krum ISD $2,739.82 $2,465.84 Lake Dallas ISD $4,306.75 $3,876.07 Lewisville ISD $23,796.07 $21,416.47 Little Elm ISD $8,141.85 $7,327.67 Northwest ISD $6,500.55 $5,850.49 Pilot Point ISD $1,791.99 $1,338.03 TCMUD No. 1 104 of 120 15 Feb 2011 Page 10 of 11 Ponder ISD $2,595.71 $2,336.14 Sanger ISD $3,651.43 $3,286.29 Mustang SUD $3,586.56 $3,227.90 Trophy Club MUD1 $1,781.77 $1,603.59 THE REMAINDER OF THIS PAGE IS INTENTIONALLY BLANK Revised 2.10.2011 (4:10 p.m.) TCMUD No. 1 105 of 120 15 Feb 2011   XVII. JOINT CONTRACT ACCEPTANCE AND APPROVAL    IN TESTIMONY HEREOF, this agreement has been executed on behalf of the parties hereto as follows, to‐wit:    (1) It has on the  _____ day of ___________, 2011 been executed by the Denton County Elections  Administrator pursuant to the Texas Election Code so authorizing;  (2) It has on the 15th day of February, 2011 been executed on behalf of the TROPHY CLUB  MUNICIPAL UTILITY DISTRICT NO. 1 pursuant to an action of the BOARD OF DIRECTORS for  TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1, so authorizing;    ACCEPTED AND AGREED TO BY DENTON COUNTY ELECTIONS ADMINISTRATOR:  APPROVED:    ___________________________________________  FRANK PHILLIPS           ACCEPTED AND AGREED TO BY THE TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1:  APPROVED:      ATTESTED:    _____________________________________________ _______________________________________  JAMES C. THOMAS, President    KEVIN R. CARR, Secretary/Treasurer          TCMUD No. 1 106 of 120 15 Feb 2011 From:Paula Paschal To:Alicia Richardson ; Angie Kelly ; April Hill; Betty Harrell ; Brenda Lewallen ; Charlotte Allen ; Cherry Carter ; Christie Wilson ; Codi Delcambre; Connie Hansen; Dalessa Vardell ; Diane Callahan; Donna Crider ; Donna Welsh; Jennifer Walters ; Jo Davis; Joni Vaughn ; Julie Heinze; Karen Schoonover; Katherine Ritchie ; Kathy Phillips ; Kelly Edwards ; Kim Pence ; Kristi Gilbert; Kristi Rogers; Lisa Cody; Liz Wrenn ; Marilyn Pelzel ; Marty Hendrix; Mary Moore ; Pat Housden; Rhonda Harrison; Robin Ballard ; Ronald Gonzales ; Shannon DePrater ; Shelley Wright ; Sheri Clearman ; Shirley Rogers; Sonia Badillo; Susan Bradley; Tami Barthel ; Tami Taber; Teresa Phipps; Theresa Fawcett ; Virginia Blevins; Wendy Withers Cc:Frank Phillips ; Randie Geistman ; Sara Tischler Subject:Joint Contract Documents Date:Friday, February 11, 2011 11:05:08 AM Attachments:Joint Contract May 2011.pdf Signature page for Joint Contract.docx Election Day Polling Sites-May 2011.pdf Good Morning, I hope everyone has sufficiently thawed out, and that you will have a sunny weekend! The following attached documents have been created in Office 2007. 1. Updated draft contract 2. Signature page (this is Page 11 of the contract) 3. Updated proposed Election Day polling sites If you do not have Office 2007, you can download a Compatibility Pack by clicking on : http://www.microsoft.com/downloads/en/details.aspx? FamilyId=941B3470%2D3AE9%2D4AEE%2D8F43%2DC6BB74CD1466&displaylang=en The proposed list of Early Voting sites will be forwarded as soon as they are confirmed. As per Section 4.008 of the Texas Election Code, a copy of your order is required to be delivered to our office and to the County Clerk not later than the 60 th day before the election. The addresses are: Frank Phillips Elections Administrator Denton County PO Box 1720 Denton, TX 76202 Cynthia Mitchell County Clerk Denton County 1st Floor, Admin 1450 E. McKinney St. Denton, TX 76209-4524 Here are some upcoming deadlines for your calendars: TCMUD No. 1 107 of 120 15 Feb 2011 Tuesday, February 22 - decision to participate in the joint contract, if there any changes to your current status Monday, March 7 – ballot wording due in English and Spanish by 12 noon Friday, March 11 – signature page and deposit due Wednesday, March 23 – ballot order due by 10:00 am Wednesday, March 23 – notice of cancellation due by 10:00 a.m. Thursday and Friday, March 24 and 25 – entities must come in to our office to listen to and approve the audio version of the ballots. If approval is not received from an entity by 5 p.m. on Friday, the ballot audio will remain as recorded, and no changes can be made. Monday, March 28 – 9:00 am - The public test will be held in the Multipurpose Room in our office. Everyone is invited to attend. Denton County will be publishing the notice of the public test in the Denton Record Chronicle. This cost will be divided by all participants. Each entity is still required to publish their own Notice of Election in the newspaper of their choosing. Denton County will make a joint submission for preclearance to the Justice Department for the general election. If an entity is calling a special election, the entity is responsible for making that submission to the DOJ because it is “special” to that entity alone. Over the next few months, you will be receiving numerous email notifications from me. If you have any questions, do not hesitate to contact me by telephone or return email. I am looking forward to working with all of you on a smooth election process! Thanks, Paula Paula J. Paschal Contract Manager Denton County Elections Administration 401 W. Hickory Street PO Box 1720 Denton, TX 76202 940.349.3206 Voice 940.349.5369 Fax www.elections.dentoncounty.com paula.paschal@dentoncounty.com TCMUD No. 1 108 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-11-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:2/8/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Review and Approve Minutes: a. January 18, 2011 - Regular Session minutes Attachments:M1 Minutes-Jan 18 2011.pdf Action ByDate Action ResultVer. Title Review and Approve Minutes: a. January 18, 2011 - Regular Session minutes TCMUD No. 1 109 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Meeting Minutes Trophy Club Municipal Utility District No. 1 7:00 PM Svore Municipal Building BoardroomTuesday, January 18, 2011 The Board of Directors of the Trophy Club Municipal Utility District No. 1 of Denton and Tarrant Counties met in Regular Session on Tuesday, January 18, 2011 at 7:00 p.m., in the Boardroom of the Administration Building, 100 Municipal Drive, Trophy Club, Texas 76262. Call to order and announce a quorum. President Thomas called the meeting to order at 7:00 p.m., noting a quorum was present. MUD 1 BOARD MEMBERS President Jim Thomas, Vice President Jim Moss, Secretary/Treasurer Kevin Carr, Director Bill Armstrong, and Director Nick Sanders Present:5 - MUD 1 STAFF PRESENT: Robert Scott, District Manager Mary Moore, MUD Secretary Renae Gonzales, Senior Accountant Danny Thomas, Fire Chief Pam Liston, Attorney GUEST(S) PRESENT: Patrick Shenkl, Associate Director of Center for Public Management - University of North Texas Shawn Parker, Weaver & Tidwell Audit Partner Jay Hartley, Wise Guys John DeCell, Wise Guys Jim Budarf, 547 Indian Creek Drive Jim Hase, 209 Inverness Drive Citizen Presentation No citizens addressed the Board. REGULAR SESSION Action Items: TCMUD No. 1 110 of 120 15 Feb 2011 January 18, 2011Trophy Club Municipal Utility District No. 1 Meeting Minutes 2011-04-M11.Receive presentation regarding Investment Policy for Trophy Club MUD 1; discuss and take action to adopt Resolution 2011-0118, adopting MUD Investment Policy. (Staff) Town Finance Director DuBose addressed the Board, introduced Mr. Patrick Shenkl and provided a brief bio for Mr. Shenkl. Mr. Shenkl addressed the Board, advising he worked with Finance Director Kathy DuBose and Michael Aguilera, Chief Financial and Budget Analyst, in the development of MUD 1's Investment Policy for the District, to ensure the MUD stays in compliance with the law. This Investment Policy has all the required elements as required by the lawwhile also ensuring flexibility and compliance. A motion was made by Secretary/Treasurer Carr, seconded by Director Sanders, to adopt Resolution 2011-0118, adopting MUD Investment Policy. Motion CARRIED unanimously. President Thomas, Vice President Moss, Secretary/Treasurer Carr, Director Armstrong, and Director Sanders Aye:5 - 2011-01-M12.Discuss, review and take appropriate action to accept the FY 2010 annual audit. Town Finance Director DuBose introduced Shawn Parker, Weaver & Tidwell Audit Partner. Mr. Parker explained the Independent Auditors Report, the Internal Control Letter over Financial Reporting, as well as the Fy 2010 audit itself to include financial statements. Mr. Parker advised that as of September 30, 2010, the District had just less than $20 million in total assets, just over $10 million in total liabilities, with a difference betweeen the two of $9.6 million. Out of that $9.6 million, $7 million is in the Investments and Capital Assets and Related Debt; with about $2.3 million in unrestricted net assets that can be utilized at the District's discretion. There was an increase in net assets of $1,331,000, which shows the activities of the District are improving. The District had general fund assets of about $4 million and liabilities of $920,000, so a fund balance in the General Fund of just over $3 million as of 9/30/10. Debt Service Fund had a Fund Balance of $272,000 and Capital Projects Fund had a Fund Balance of $1.7 million, and a majority of that is the proceeds from the debt issuance for the Fire Station, and funds will be drawn down on that account in 2010/2011. Mr. Parker recommended that the Capital Asset software be updated periodically and that all capital assets acquired during the year be added to the software and that depreciation is calculated at least semi-annually and reconciled to the general ledger. Staff agreed and is working toward implementation of this recommendation. Director Carr thanked Weaver and Tidwell for their work on this audit. Carr also thanked Renae Gonzales, Kathy DuBose and her staff for their dedication and hard work on this audit. Lastly, Carr thanked District Manager Scott, stating that last year the MUD revenues were down, and this year the District is looking good. President Thomas concurred with Director Carr's statements. A motion was made by Secretary/Treasurer Carr, seconded by Director Sanders, to accept the FY 2010 Annual Audit. The motion CARRIED unanimously. TCMUD No. 1 111 of 120 15 Feb 2011 January 18, 2011Trophy Club Municipal Utility District No. 1 Meeting Minutes President Thomas, Vice President Moss, Secretary/Treasurer Carr, Director Armstrong, and Director Sanders Aye:5 - Reports & Updates 2011-02-M13.Receive Presentation from Mr. Jay Hartley of Wise Guys Irrigation; discussion of same. (President Thomas) President Thomas provided a brief background on Wise Guys' Irrigation program. John DeCell of Wise Guys Irrigation provided the Board with a Powerpoint presentation, explaining the W.I.S.E. Guy Program, Water Irrigation System Evaluation. The W.I.S.E. Guys and the SAVE Program's are conservation services offered to cities, water districts, municipal utility districts and any other water supplier. The W.I.S.E. Guys service evaluates existing irrigation systems and makes recommendations for improvement to the performance and scheduling of the system eliminating unnecessary waste. The SAVE Program helps to conserve water for future generations by ensuring that all new irrigation system designs are properly reviewed and the installation of each new system is inspected. These two programs have the ability to conserve millions of gallons of water each year allowing your city, water district, or municipal utility district to meet its conservation goals. A consumer will complete a short questionnaire to determine if their system meets the requirements for an evaluation. If the system meets the requirements, the evaluation will be assigned to a professional W.I.S.E. Guys contractor. The contractor will contact the consumer within seven days to schedule an evaluation. The W.I.S.E. Guys contractor will evaluate the irrigation system and makes recommendations to the consumer for improvement to the performance and scheduling of the system to eliminate unnecessary waste and save money on their water bills. Each evaluation is assigned to an approved W.I.S.E. Guys contractor who is a Licensed Irrigator in the State of Texas and has attended the required training for the W.I.S.E. Guys program. These professionals are well trained in proper irrigation design and installation and are more than capable of evaluating, designing, repairing and installing irrigation systems. The following are currently utilizing Wise Guys: Southlake, City of Conroe, The Woodlands, and Harris County MUD 365. 2011-03-M14.Receive Update from President Thomas on Tarrant County Water District's Water Conservation meeting; discussion of same. President Thomas updated the Board regarding his attendance at the monthly meeting of Water Efficiency Network of North Texas, which is run by Lori Reeves. 5.Receive District Manager's Report a. Monthly Update - Water pumped vs. billed b. 4th Quarter Water / November 2010 Wastewater Report c. Biomonitoring at Wastewater Treatment Plant d. Update - Constellation Energy contract e. Update - Water Plant Booster Pump f. Update - Screen Rake Installation g. Update - Fire Plan h. TCEQ Response - Exception to Chloramine Rule i. TCEQ Response - Inspection Water Plant j. Reminder: AWBD Conference: February 4-5, 2011 District Manager Scott updated the Board regarding the above items. TCMUD No. 1 112 of 120 15 Feb 2011 January 18, 2011Trophy Club Municipal Utility District No. 1 Meeting Minutes Attorney Liston advised that per the TCEQ letter dated August 26, 2010 regarding the inspection of the Water Plant, there were no violations are being alleged as a result of the investigation. Mr. Jim Budarf, 547 Indian Creek Drive, addressed the Board regarding the upcoming AWBD conference. Mr. Jim Hase, Inverness Drive, addressed the Board, regarding Mr. Chitwood and the cost he has incurred upon the MUD from Open Records Request and his Ethics Complaint against the MUD. 6.Receive Finance Update a. Provide monthly update and address the Board's questions. Renae Gonzales provided the following update to the Board: 1. Audit is complete 2. Financials are up to date 3. Spent three days with Rhonda Marlin with Innoprise to setup/configure Utility Billing. 4. 41 New Permits, 36 of those were in the PID for a total of 482 as of the end of December Director Sanders suggested hiring a consultant to help Staff create the financial reports, which Sanders' believes may save the District money in the long run. 7.Receive Fire Update from Fire Chief Thomas a. To provide Board with a monthly update and address the Board's questions. b. Update on construction of new Fire Station Fire Chief Thomas provided the Board with the monthly Fire Update. 8.Receive Town Council Update a. Councilmember Rose to provide the Board with an update of Council meetings, notices and relevant business. Council Liaison Rose provided the following update to the Board: 1. Awarded bid for Freedom Park and Independence East Park, to the apparent best qualified bidder Schmoldt Construction, in an amount not to exceed $3,941,627. 2. Authorized the Town Manager to enter into negotiations with three qualified engineering firms, beginning with the top ranked firm, Freese and Nichols, in order to contract a single firm to conduct a drainage analysis of the Town. 3. Approved of the Preliminary and Final Plats, the site plan and developers agreements for Lot 1, Block 1, Trophy Club Commons, allowing construction of five professional office buildings for an approximate total of 41,000 square feet of multi-use lease space. Construction will occur in two phases. a. In Phase 1, three buildings will be constructed. The first building will be a 15,425 sq. ft. daycare facility. The facility will serve approximately 240 younger children, 1st graders and under, and be staffed by approximately 35 employees. The second building (8,538 sq. ft.) will house general office and medical office space. The third Building (5,915 sq. ft.) will house retail/office clientele, construction will begin approximately one year after project initiation. b. Phase 2 will be initiated after FEMA approval of the Conditional Letter of Map Revision (CLOMR) has been obtained for water related issues along Marshall Creek. Buildings No. 4 (5,516 sq. ft.) and 5 (5,516 sq. ft.) will consist of general office and mixed use retail space. Action Items: TCMUD No. 1 113 of 120 15 Feb 2011 January 18, 2011Trophy Club Municipal Utility District No. 1 Meeting Minutes 2010-M1-1509.Review and Approve Disbursements & Variance Report a. November 2010 b. December 2010 Director Carr thanked Renae Gonzales for her hard work to get the financials current. Discussions were held regarding the December Financials and the Board agreed to table approval of the December Financials to the February meeting to further investigate line item 180-140-000-51000 - Professional Outside Services. A motion was made by Secretary/Treasurer Carr, seconded by Director Sanders, to approve the November 2010 Disbursements and Variance Report. The motion CARRIED unanimously. President Thomas, Vice President Moss, Secretary/Treasurer Carr, Director Armstrong, and Director Sanders Aye:5 - 2010-155-M110.Discuss and take appropriate action on future water storage requirements. (Moss/Thomas) President Thomas updated the Board, advising it would take up to eight months to develop a lease agreement between the two entities. Engineers recommended against constructing the two tanks simultaneously. President Thomas offered that the best and quickest solution for water storage is to elevate the two current ground storage 12' without bonded indebtedness. A motion was made by Vice President Moss, seconded by Director Armstrong to add two million gallons of additional water storage to existing tanks by raising each twelve feet in height utilizing three-year bank financing at a total cost not to exceed $1,380,634. Floor opened for discussion. Mr. Jim Budarf, 547 Indian Creek Drive, addressed the Board regarding financing. Director Carr advised he would like to look into additional financing options for this project. Director Sanders is for the project; however, he is against the proposal of short-term financing and he would like to see more options, adding that he does not yet have all the facts. District Manager Scott advised that if we started the process tomorrow, construction could begin around March. Scott advised that he needs to clarify first with TCEQ, for their approval/acceptance for raising the existing tanks 12 feet. Director Moss re-read his original motion without the dollar amount. Mover and seconder both agreed to amend their motion by dropping the dollar amount from their original motion. Director Moss re-read his original motion without the financing language. Attorney Liston suggested the following, "Explore options regarding and enter into negotiations for the purpose of adding..." and then Director Moss' motion. Mr. Jim Budarf, 547 Indian Creek Drive, addressed the Board, regarding financing options and rollover notes. A motion was made by Vice President Moss, seconded by Director Armstrong, TCMUD No. 1 114 of 120 15 Feb 2011 January 18, 2011Trophy Club Municipal Utility District No. 1 Meeting Minutes to explore options and enter into negotiotions for the purpose of adding two million gallons of additional water storage to existing tanks by raising each twelve feet in height and commence immediately with engineering, with costs to be determined at future time. Floor opened for discussion. Director Sanders asked how and where funding would come from for engineering. District Manager Scott advised engineering fees could come out of reserves. Vice President Moss amended the motion to utilize reserves for engineering fees not to exceed $75,000. Director Armstrong agreed to the amended motion. The motion CARRIED unanimously. President Thomas, Vice President Moss, Secretary/Treasurer Carr, Director Armstrong, and Director Sanders Aye:5 - 2010-156-M111.Discuss and take appropriate action regarding Order 2011-0118, the 2011 Rate Order. MUD Secretary Moore advised that the following changes have occurred, requiring approval of a new Rate Order: 1. Reflect increased cost for Water Meters from $256.00 to $292.00. 2. Reflect increase cost for Accuracy Reading Fee from $80.00 to $125.00. The following are for Board's consideration and input: 3. Under ARTICLE III SERVICE POLICY, Paragraph B - Residential Owners. Do we want to include language addressing those homeowners who continually pay late, and request an increase in their deposit amount? 4. Under ARTICLE III SERVICE POLICY, Paragraph C - Residential Leasees. Do we want to include language addressing those renters who continually pay late, and request an increase in their deposit amount? The Board requested Staff bring this rate order back for additional discussion regarding increasing deposit amounts. A motion was made by Director Sanders, seconded by Secretary/Treasurer Carr, to Approve the 2011 Rate Order 2011-0118, making the appropriate date changes; Section 1.07, setting the Water Meters to $292.00, and setting the Accuracy Reading fee to $125.00. The motion CARRIED unanimously. President Thomas, Vice President Moss, Secretary/Treasurer Carr, Director Armstrong, and Director Sanders Aye:5 - 2010-75-M112.Discuss and take appropriate action concerning repealing Order 2009-0915, and adopting Order 2010-1214, to amend Attachment B, Section 2, Fees and Expense Policy, and Attachment F, Rules of Procedure. Attorney Liston's requested corrections are on Page 12 of 20 of the actual document and Page 89 of 107 of the Packet. Liston's change is as follows: Within thirty (30) days of the MUD Secretary's receipt of a written complaint meeting all of the requirements set forth in the preceding paragraph, the parties (Complainant and Respondent) may agree to have the Complaint mediated by a mutually agreed upon mediator. If the parties do not so agree to mediate the Complaint, ... Attorney Liston suggested an additional change, in Section 2, in the first underline paragraph, add at the end, "If no communication is made to request or decline payment within 60 days, such payment request shall be deemed declined." TCMUD No. 1 115 of 120 15 Feb 2011 January 18, 2011Trophy Club Municipal Utility District No. 1 Meeting Minutes Move to approve Order 2010-1214, as amended. Councilmember Rose indicated the Board may want to review Page 92 of the Packet, the last four words in the last sentence, "and called the question." Director Sanders amended his original motion to approve Order 2010-1214, modifying Section 2.08, deleting the last four words in the last sentence, "called the question" and replacing with, "and opened the agenda item for consideration." A motion was made by Director Sanders, seconded by Secretary/Treasurer Carr, to approve Order 2010-1214, as amended. Floor opened for discussion. An amended motion was made by Director Sanders, seconded by Secretary/Treasurer Carr, to approve Order 2010-1214, modifying Section 2.08, deleting the last four words in the last sentence, "called the question" and replacing with "and opened the agenda item for consideration." The motion CARRIED unanimously. President Thomas, Vice President Moss, Secretary/Treasurer Carr, Director Armstrong, and Director Sanders Aye:5 - 2010-154-M113.Review and Approve Minutes: a. December 14, 2010 - Regular Session A motion was made by Director Sanders, seconded by Secretary/Treasurer Carr, to Approve the December 14, 2010, as amended. The motion CARRIED unanimously. President Thomas, Vice President Moss, Secretary/Treasurer Carr, Director Armstrong, and Director Sanders Aye:5 - Review & Discuss 14.Set Next Meeting Date: a. Tuesday, February 15, 2011 @ 7:00 p.m. b. Joint Meeting Date: February 10, 2011 The Board agreed to meet on their next regularly scheduled meeting date and time. No discussion was held regarding a date for a Joint Session. 15.Items for Future Agendas a. Funding of Future Capital Projects; i.e., 2 MG Storage Tank b. Water Rate Study c. Disaster Planning d. Municipal Water Rate for Town Parks (Sanders) e. Purchase of a new Ladder Truck for Fire Department. (Chief Thomas) f. Establish an entry statute or monument for the future fire station with funding for said item. (Sanders) The Board requested to add/delete the following from list of Items for Future Agendas: 1. Delete Items b, c, and e. 2. Director Carr requested a future agenda item to discuss and take appropriate action regarding paying off the 20-year note for airpacks in the approximate amount of $16,000. 3. Director Carr requested Staff bring back for discussion the Rate Order to address increasing deposit amounts for renters/leasees. TCMUD No. 1 116 of 120 15 Feb 2011 January 18, 2011Trophy Club Municipal Utility District No. 1 Meeting Minutes Adjourn Meeting adjourned at 10:11 p.m. ___________________________ James C. Thomas, President (Seal) ____________________________ Kevin R. Carr, Secretary ____________________________ Mary Moore, MUD Secretary TCMUD No. 1 117 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-09-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:2/7/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Items for Future Agendas a. Funding of Future Capital Projects; i.e., 2 MG Storage Tank b. Municipal Water Rate for Town Parks (Sanders) c. Establish an entry statute or monument for the future fire station with funding for said item. (Sanders) Attachments: Action ByDate Action ResultVer. Title Items for Future Agendas a. Funding of Future Capital Projects; i.e., 2 MG Storage Tank b. Municipal Water Rate for Town Parks (Sanders) c. Establish an entry statute or monument for the future fire station with funding for said item. (Sanders) TCMUD No. 1 118 of 120 15 Feb 2011 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12011-10-M1 Name: Status:Type:M1 Agenda Item Regular Session File created:In control:2/7/2011 Trophy Club Municipal Utility District No. 1 On agenda:Final action:2/15/2011 Title:Set Next Meeting Date: a. Thursday, March 10, 2011 at 7:00 p.m. Attachments:March 2011 Calendar.pdf Action ByDate Action ResultVer. Title Set Next Meeting Date: a. Thursday, March 10, 2011 at 7:00 p.m. Body The last day to call the election is Monday, March 14th. Our regular meeting date is Thursday, March 15th. The MUD Boardroom is available the 10th of March, so staff recommends we move the March meeting to Thursday, March 10th. TCMUD No. 1 119 of 120 15 Feb 2011 12/10/2011 1:19 PMMary MooreSMTWT F S12345678910111213 14 15 16 17 18 1920 21 22 23 24 25 2627 28 29 30 31March 2011SMTWT F S12345678910 11 12 13 14 15 1617 18 19 20 21 22 2324 25 26 27 28 29 30April 2011March 2011MondayTuesdayWednesdayThursdayFridaySat/SunMarch 19:00amRoutine Staff Meeting(PS Conference Room)4:00pmPolice Chaplain Meeting (internal) (Police Training Room)237:00pmP&Z Commission (Council Chambers)7:00pmTCWC (PS Conference Room)459:00amCPANT Meeting (Svore Municipal Buildling Board R677:00pmCouncil (MUD Bd Rm)89:00amRoutine Staff Meeting(PS Conference Room)7:00pmParks & Recreation Board (Svore Municipal Building Board Room)92:00pmJury Trial (PS Conference Room)2:00pmJury Trial (Svore Municipal Buildling Board Room)101:00pmLegistar (Internal)7:00pmTCMUD 1 (Svore Municipal Buildling Board Room)111213146:30pmEDC B (Svore Municipal Building Boardroom)159:00amRoutine Staff Meeting(PS Conference Room)1610:00amEAC (PS Conference Room)12:00pmCOURT (Svore Municipal Building Boardroom)177:00pmP&Z Commission (Council Chambers)181920217:00pmCouncil (MUD Bd Rm)229:00amRoutine Staff Meeting(PS Conference Room)4:00pmTBD - ZBA (Svore Municipal Buildling Board Room)7:00pmCitizens Police Academy Alumni 23246:00pm Public Safety Advisory Committee (Internal) (Police Dept. Training Room)25262728299:00amRoutine Staff Meeting(PS Conference Room)3031TCMUD No. 1120 of 12015 Feb 2011