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Home My WebLink About2014-12-16 Regular Meeting MinutesREGULAR MEETING MINUTES Trophy Club Municipal Utility District No. 1 December 16, 2014 Regular Meeting Minutes TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS DECEMBER 16, 2014 AT 6:00P.M. 100 Municipal Drive, Trophy Club, Texas 76262 The Trophy Club Municipal Utility District No. 1 Board of Directors, of Denton and Tarrant Counties, met in a Regular Session on December 16, 2014 at 6:00 P.M., in the Boardroom of the Administration Building, 100 Municipal Drive, Trophy Club, Texas 76262. The meeting was held within the boundaries of the District, and was open to the public. STATE OF TEXAS § COUNTIES OF DENTON AND TARRANT § BOARD MEMBERS PRESENT Jim Moss Jim Hase Kevin Carr Jim Thomas Neil Twomey STAFF PRESENT: President Vice President Secretary /Treasurer Director Director Jennifer McKnight General Manager Laurie Slaght District Secretary Renae Gonzales Terri Sisk Karl Schlielig Mike McMahon Danny Thomas Pam Liston Bob West GUEST PRESENT: Finance Manager Administration Manager Wastewater Superintendent Water Superintendent Fire Chief General Legal Counsel Legal Counsel Susan Edstrom Founders Day Coordinator Kevin Glovier, P.E. The Wallace Group CALL TO ORDER AND ANNOUNCE A QUORUM President Moss announced the date of December 16, 2014, called the meeting to order and announced a quorum present at 6:00 p.m. CITIZEN PRESENTATIONS Bill Rose 219 Inverness CONSENT AGENDA 1. Consider and take appropriate action to approve the Consent Agenda. a. November 2014 check register b. November 11, 2014 Special Meeting Minutes 1 of6 c. November 13, 2014 Joint Meeting Minutes d. November 18, 2014 Regular Meeting Minutes Trophy Club Munic ipal Utility District No . 1 December 16, 2014 Regular Meeting Minutes e. Declare surplus property and authorize disposal by General Manager f. lnterlocal Agreement with Denton County to provide Fire Protection Services in unincorporated areas of the county and to authorize General Manager to execute agreement. Motion made by Director Carr and seconded by Director Thomas to table item c. November 13, 2014 Joint Meeting Minutes. Motion carried unanimously Motion made by Director Carr and seconded by Director Twomey to approve Consent Agenda items a, b, d, e, and f. Motion carried unanimously REGULAR SESSION 2. Consider and take appropriate action regarding District 40th Anniversary Events and Town of Trophy Club 30th Anniversary Events including: a. Approve modified District logo for co-event publications. b. Appoint Director{s) to Town committee for co-event planning and historical information. c. Declare public purpose and approve expenditure of up to $1500 for District participation in Town of Trophy Club Founders Day dinner event. Susan Edstrom, Founders day Coordinator gave the Board an overview of the event and requested the District provide funding of up to $1500 to pay for former directors' attendance at the Founder's Day Banquet to be held on January 17th . Ms. Edstrom explained they would also like to use the presented logo in publications for the District as it was modified to coordinate with the Town's 30th Anniversary logo. Motion made by Director Carr and seconded by Director Twomey to approve the modified District logo with requested changes, authorize the General Manager to approve the final logo design, to appoint Director Thomas and Director Carr to the Town committee and to approve an expenditure of up to $1500.00 for banquet tickets for former directors. Motion carried unanimously 3. Consider and take appropriate action on matters related to wastewater treatment plant upgrade project including: a. Approve proposal for Membrane Bioreactor System for inclusion in design. b. Authorize General Manager to execute contract and necessary paperwork with vendor for selected Membrane Bioreactor System . c. Authorize engineers to finalize design and advertise for construction bids for wastewater 2 of6 treatment plant upgrade project. Trophy Club Municipal Utility District No. 1 December 16, 2014 Regular Meeting Minutes Motion made by Director Thomas and seconded by Director Carr to approve the proposal by Kubota for the Membrane Bioreactor System to be included in the final design, authorize the General Manager to execute contract and necessary paperwork with the vendor for selected Membrane Bioreactor System and authorize engineers to finalize design and advertise for construction bids for wastewater treatment plant upgrade project. Motion carried unanimously 4. Consider and take appropriate action to provide staff direction regarding reimbursement of project expenses from bond proceeds. Motion made by Director Hase and seconded by Director Twomey to reimburse $1,074,337.00 to District reserves from the proceeds of the Tax Bond. Motion carried unanimously 5. Consider and take appropriate action to approve proposal from Teague Nail and Perkins Engineering for design of waterline upgrades on Pin Oak Court, Pebble Beach Drive, and Timberline Court. Motion made by Director Twomey and seconded by Director Carr to approve proposal with the recommended grammar changes from Teague Nail and Perkins engineering for design of waterline upgrades on Pin Oak Court, Pebble Beach Drive, and Timberline Court. Motion carried unanimously 6. Consider and take appropriate action to approve lnterlocal Agreement Providing for Participation in the Water Supply Feasibility and Route Study with the Town of Westlake for study performed by the City of Fort Worth. Motion made by Director Carr and seconded by Director Thomas to approve lnterlocal Agreement Providing for Participation in the Water Supply Feasibility and Route Study with the Town of Westlake for study performed by the City of Fort Worth at a cost not to exceed $32,593.00. Motion carried unanimously 7. Consider and take appropriate action on matters related to the sale of District property to Town of Trophy Club including: a.Ownership of annex building located on District property. b. Terms of potential sale or lease of property where annex building is located. c. Sale of additional land for road to connect to future Town Hall. Regarding item 7b. motion was made by Director Carr and seconded by Director Thomas to have the General Manager inform the Town Manager that the District is willing to lease the property but is not 3 of6 interested in selling any of the District Property. Motion carried unanimously Trophy Club Municipal Utility District No . 1 December 16, 2014 Regular Meeting Minutes 8. Consider and take appropriate action regarding recommendation from the Information Technology Committee regarding disposition of software jointly owned by the District and the Town of Trophy Club. Motion made by Director Twomey and seconded by Director Thomas to approve an amount of $15,000 as payment from the Town of Trophy Club to Trophy Club Municipal Utility District No. 1 for software buy-out. Motion carried unanimously 9. Consider and take appropriate action to approve Resolution No. 2014-1216 to amend Fiscal Year 2015 Budget. Motion made by Director Twomey and seconded by Director Carr to approve Resolution No. 2014- 1216 amending Fiscal Year 2015 Budget. Motion carried unanimously 10. Consider and take appropriate action regarding the November 2014 financials. a.Combined Financials b.Variance Report Motion made by Director Carr and seconded by Director Thomas to approve the November 2014 financials and variance report. Motion carried unanimously REPORTS & UPDATES 11. General Manager Monthly Report for November 2014 a. Water System Operation b. Wastewater System Operation c. Website Analytics d. Information Technology Migration Status e. Finance Update •Utility Billing Reports •PID Connections •FY 2014 Annual Audit f. Online Utility Bill Pay System Error Reported by Customer g. Drought Update and Status of Potential Stage 2 Restrictions General Manager McKnight presented the monthly report to the Board and answered related questions 4 of6 thereto. Trophy Club Municipal Utility District No. 1 December 16, 2014 Regular Meeting Minutes Director Carr requested staff review all payment options to better ensure ease the use of options for our customers and present any additional options to the Board at a future meeting. 12. Fire Department Report for November 2014 Chief Thomas presented his monthly update to the Board and answered questions related thereto. The Board Convened into Closed Session at 8:07 p.m. CLOSED SESSION The Board will conduct a Closed Session pursuant to Texas Government Code, annotated, Chapter 551, Subchapter D for the following: 13. Pursuant to section 551.071, the District will consult with its 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 or to seek advice of counsel on legal matters involving pending or contemplated litigation or settlement offers: a. Agreement regarding Relocation of Utility Infrastructure Improvements (Solana) with Maguire Partners-Solana Land, L.P. b. Temporary Restraining Order, Temporary Injunction, and Permanent Injunction proceedings pending in the 481h District Court of Tarrant County, Texas. c. Pending litigation in Cause No. 14-03540-158 in the District Court of Denton County relating to access to the 3.996 acres of land purchased by the District from BDMR Development, LLC, in January of 2013. d. Alleged wrongful termination claim by Trevor Dendish. The Board reconvened into Regular Session at 8:44 p.m. REGULAR SESSION 14. Consider and take appropriate action regarding Closed Session items. Motion made by Director Twomey and seconded by Director Carr to approve the agreement regarding Relocation of Utility Infrastructure Improvements (Solana) as reviewed and authorize legal counsel to make the requested revisions and submit the agreement to Maguire Partners-Solana Land, L.P. as an approved contract. Motion carried unanimously 5 of6 Trophy Club Municipal Utility District No . 1 December 16, 2014 Regular Meeting Minutes 15. Items for future agendas: Online Payment Options (Carr), Customer Survey (Carr) 16. Set next regular meeting date for January 20, 2015. President Moss adjourned the meeting at 8:47 p.m. Ji /~ ) Kevin R. Carr, Secretary 6 of6