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HomeMy WebLinkAboutJune 18, 2013 Regular Session MinutesTrophy Club Municipal Utility District No. 1 June 18, 2013 Regular Session Minutes REGULAR SESSION MINUTES FROM TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS JUNE 18, 2013 at 7:00 P.M. Svore Municipal Building Boardroom The Trophy Club Municipal Utility District No. 1 Board of Directors, of Denton and Tarrant Counties, met in Regular Session on Tuesday, June 18, 2013 at 7:00 P.M., in the Boardroom of the Administration Building, 100 Municipal Drive, Trophy Club, Texas 76262. The meeting was held within the boundaries of the District, and was open to the public. STATE OF TEXAS § COUNTY OF DENTON § COUNTY OF TARRANT § MUD 1 BOARD MEMBERS PRESENT Jim Moss Bill Armstrong Kevin Carr Jim Thomas President Vice President Secretary/Treasurer Director MUD 1 BOARD MEMBERS ABSENT Nick Sanders Director STAFF & GUESTS PRESENT: Jennifer McKnight Karl Schlielig Renae Gonzales Terri Sisk Danny Thomas Bob West District Manager Wastewater Superintendent Finance Manager Human Resources Manager Fire Chief District Legal Counsel Southwest Securities Mark Mcliney Greg Schaecher McCall Parkhurst & Horton, L.L.P. President Moss announced the date of June 18, 2013, called the meeting to order and announced a quorum present at 7:00 p.m. CONSENT AGENDA 1. Consider and take appropriate action to approve the Consent Agenda. a. May 15, 2013 Regular Session Minutes b. May 24, 2013 Special Session Minutes Motion made by Director Carr seconded by Director Thomas to approve the Consent agenda. Motion carried unanimously CITIZEN PRESENTATIONS Dena Boudreau 2622 Argyle Lane 1 of 5 REGULAR SESSION Trophy Club Municipal Utility District No. 1 June 18, 2013 Regular Session Minutes 2. Consider and take appropriate action to approve Order No. 2013-0618 authorizing the issuance of Trophy Club Municipal Utility District No. 1 Unlimited Tax Refunding Bonds; levying an ad valorem tax in support of the bonds; approving an official statement; authorizing the execution of a paying agent/registrar agreement and an escrow agreement; establishing procedures for selling and delivering the bonds; engaging bond counsel and financial advisor; and authorizing other matters related to the issuance of the bonds." District Manager McKnight stated this item is related to the District's 2003 and 2005 outstanding bonds. The bonds will have a call date in September and the Board needs to determine if they would like to refund the bonds with a lower interest rate. McKnight introduced Mark Mcliney from Southwest Securities. Mr. Mcliney reviewed with the Board the interest rates available to date and the procedure for calling the bonds on September 1, 2013. Mr. Mcliney explained that the order the call the bonds includes an amount of savings that must occur. He recommended that amount to be $125,000. Greg Schaecher with McCall Parkhurst & Horton, L.L.P. explained the Bond Order to the Board and answered related questions. Motion made by Director Carr seconded by Director Thomas to approve Order No. 2013-0618 authorizing the issuance of Trophy Club Municipal Utility District No. 1 Unlimited Tax Refunding Bonds; with a minimum threshold savings of $125,000 and authorizing District Manager to execute agreements for a paying agent/registrar and escrow agreement; establishing procedures for selling and delivering the bonds; engaging bond counsel and financial advisor; and authorizing other matters related to the issuance of the bonds. Motion carried unanimously 3. Consider and take appropriate action to approve lnterlocal Agreement with Denton County for tax collection. Motion made by Director Thomas seconded by Director Armstrong to approve lnterlocal Agreement with Denton County for Tax Collection. Motion carried unanimously 4. Consider and take appropriate action to approve the May 2013 Financials. Motion made by Director Carr seconded by Director Armstrong to approve the May 2013 Financials. Motion carried unanimously 5. Consider and take appropriate action to approve proposal for Cost of Service Water and Sewer Rate Analyses and authorize District Manager to execute contract with selected firm. Terri Sisk stated that staff recommends the Board approve and accept the proposal from J. Stowe & Co. Sisk stated that they are well qualified and the company's references were exceptional. Motion is made by Director Carr seconded by Director Thomas to approve the proposed Cost of Service Water and Sewer Rate Study analysis by J. Stowe & Co. and authorize the District Manager to execute the contract in an amount not to exceed $22,500. Motion carried unanimously 2 of 5 Trophy Club Municipal Utility District No. 1 June 18, 2013 Regular Session Minutes 6. Receive staff update regarding wastewater treatment plant tours and review of improvement needs. District Manager McKnight presented an overview of the plant tours that the staff and Directors attended to review options for improvements required for the wastewater plant. McKnight also gave the history of the plant and improvements that have been made to date and also the changes in the permit requirements by the Texas Commission on Environmental Quality. The technologies being considered are: A. Membrane Biological Reactor (MBR): Improved filtration results in improved treatment processes within existing plant footprint. B. BioMag System: will double or triple existing system's treatment capacity. Biological flocculate particle with much higher specific gravity than typical CAS floc particles is added. The result is the treatment system can operate at much higher concentrations of treatment biology in the aeration basins. Director Carr clarified that if Solana sought wastewater service from another source, our plant would still need to be upgraded. Carr also clarified that if the PID sought wastewater service from another source, the plant would still need to be upgraded. District Manager McKnight will schedule a workshop with the Board and the engineers on June 26th to review all of the data and determine the best technology for the plant. McKnight stated that a compliance schedule with a timeline must be submitted to TCEQ by June 28, 2013. The Board recessed at 8:45 p.m. Reconvene into Regular Session at 8:57 p.m. 7. Consider and take appropriate action regarding MUD building office space. Director Carr would like to consolidate District staff into one building. Carr also stated that he would like the District to discontinue paying rent to the Town of Trophy Club as there is no agreement in place that requires payment to the Town. Motion made by Director Carr seconded by Director Armstrong to direct the District Manager to move all District staff into the Administration Building and to cease paying monthly rent of $1098.51 to the Town of Trophy Club. Motion Amended by the First and Second, to add, to cease paying monthly rent of $1098.51 to the Town of Trophy Club at the end of FY 2012-2013. Motion made by Director Carr seconded by Director Armstrong to direct the District Manager to move all District staff into the Administration Building and to cease paying monthly rent of $1098.51 to the Town of Trophy Club at the end of FY 2012-2013. Motion as amended carried unanimously 8. Receive District Manager Report a. Water System Operation b. Waste Water Operation c.Rate of Flow Control Water Plant Project 3 of 5 d. Indian Creek Water Line Project e. Finance Update f. Website Analytics g.TCEQ Sanitary Survey of Public Water System h.District Participation in July 4th Activities i.Audiovisual Equipment for Boardroom j.Finance Department progress to develop financial statements District Manager McKnight presented her monthly activity report. 9. Receive Fire Update a.May 2013 Activity Trophy Club Municipal Utility District No. 1 June 18, 2013 Regular Session Minutes Chief Thomas presented his monthly activity report. Director Carr stated that he received an email and pictures from a resident of Fire Vehicles parked in Roanoke. Director Carr feels that staff should be purchasing supplies for meals prior to their shifts or sending one person to shop and not leaving the station empty. Carr stated that response time is essential and that residents and tax payers of Trophy Club expect Fire staff to be in the city in which they serve. Chief Thomas stated that if the Board would like to make a policy that the Fire staff is not to leave the Town of Trophy Club, he would understand but there is not currently a policy in place. Director Armstrong stated that the reason all the staff and vehicles are seen together when outside of the Town is because they are always in a state of readiness. Director Carr reiterated that by being away from the Town, response time increases. Director Carr will send Chief Thomas the email with pictures that he received from a resident and let Chief Thomas respond to the resident. The Board convened into Closed Session at 9:33 p.m. 1 0. Consultation with the District's Attorney on a matter in which the duty of the Attorney to the Governmental Body under the Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with the Open Meetings Act, pursuant to Section 551.071 (2) of the Texas Open Meetings Act: a. lnterlocal Agreement with the Town of Trophy Club to provide Water Supply and Wastewater Treatment Services to the Public Improvement District (PI D) and Strategic Partnership Agreement submitted by the Town of Trophy Club. b.lssues related to District Service Territory and CCN Matters c. Issues related to District Service Territory in Town of Westlake 11. Deliberations pursuant to Section 551.074(a) (1) of the Texas Open Meetings Act regarding the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee: contract for District Manager. The Board reconvened into Regular Session at 11:05 p.m. 12. Consider and take appropriate action regarding Closed Session item(s). Director Carr stated the following: 4 of5 Trophy Club Municipal Utility District No. 1 June 18 , 2013 Regular Session Minutes "The District will continue to provide services to its customers in the same quality and low cost manner they have grown accustomed to over the past 35 years. The District is committed to working with the Town to assist in meeting their needs, but not at the expense of District customers. The District will not enter into any agreements that increase cost to customers and decreases the level of service enjoyed by customers. The District will continue to take all steps necessary to satisfy TCEQ requirements." Director Carr made a motion to reject the Town proposed Strategic lnterlocal Agreement and direct District Manager to notify the town of the District's position , Motion was seconded by Director Armstrong. Motion carried unanimously 13. Set workshop meeting date and time to discuss wastewater treatment plant improvements . District Manager McKnight set the workshop for Wednesday, June 26, 2013 at 2:30p.m. 14. Set next regular meeting date: July 16 , 2013 at 7:00p.m. 15. Future agenda item(s): District Manager Employment Contract-June Workshop (Carr) District IT needs for FY 2013-2014-July meeting (Carr) President Moss adjourned the meeting at 11 :12 p.m. 5 of 5