HomeMy WebLinkAbout2015-06-16 Regular Meeting MinutesTrophy Club Municipal Utility District No. 1 June 16, 2015 Regular Meeting Minutes
REGULAR MEETING
TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1
BOARD OF DIRECTORS
June 16, 2015 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 June 16, 2015 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 §
COUNTY OF DENTON AND TARRANT §
DISTRICT BOARD MEMBERS PRESENT
Jim Moss
Jim Hase
Kevin Carr
Jim Thomas
Neil Twomey
STAFF PRESENT:
Jennifer McKnight
Laurie Slaght
Renae Gonzales
Terri Sisk
Karl Schlielig
Mike McMahon
Donnie Hurd
Pam Liston
President
Vice President
Secretary/Treasurer
Director
Director
General Manager
District Secretary
Finance Manager
Administration Manager
Wastewater Superintendent
Water Superintendent
Fire Captain
General Legal Counsel
CALL TO ORDER AND ANNOUNCE A QUORUM
President Moss announced the date of June 16, 2015, called the meeting to order and announced a
quorum present at 6:00p.m.
CITIZEN PRESENTATIONS
Danny Mayer
Bill Rose
CONSENT AGENDA
2201 Prestwick Ave.
219 Inverness Drive
1. Consider and take appropriate action to approve the Consent Agenda.
a. April 07, 2015 Special Meeting Minutes
b. April 28, 2015 Joint Meeting Minutes
c. May 19, 2015 Regular Meeting Minutes the is they
d. May 28, 2015 Special Meeting Minutes were is was
e. May 2015 check register
f. Approve lnterlocal Agreement with Denton County for tax collection.
Motion made by Director Twomey and seconded by Director Hase to approve the Consent Agenda.
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Director Thomas would like to amend the May 19, 2015 Regular Meeting minutes to correct a typo in
Agenda Item No.7. "decided~ they may include"
Director Carr would like to amend the April 7, 2015 Special Meeting minutes regarding Item No. 4.
"agreement that weFe was discussed".
Motion with corrections to the April 7, 2015 Special Meeting minutes and May 19, 2015 Regular
meeting minutes carried unanimously.
REGULAR SESSION
2. Consider and take appropriate action to elect the following officers of the Board of Directors:
a. President
b. Vice President
c. Secretary/Treasurer
President Moss called for nominations for president of the Board of Directors.
Motion by Director Carr and seconded by Director Hase nominating Director Moss for President.
Motion carried unanimously
Motion by Director Hase and seconded by Director Thomas nominating Director Twomey for Vice
President.
Motion carried unanimously
Motion by Director Moss and seconded by Director Hase nominating Director Carr for Secretary/
Treasurer.
Motion carried unanimously
3. Consider and take appropriate action to approve lnterlocal Cooperation Agreement for July 4th
Community Event with the Town of Trophy Club.
Motion made by Director Carr and seconded by Director Moss to approve the lnterlocal Cooperation
Agreement for July 4th Community Event with the Town of Trophy Club including District participation
in the amount of $10,000 and authorize the Board President to sign the agreement after the Town
Council has approved as written.
Motion carried
For: Moss, Twomey, Carr
Against: Hase, Thomas
4. Consider and take appropriate action regarding Bank Depository Services proposals received, award
contract, and authorize the General Manager to execute contract for services and all necessary
paperwork for depository services.
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General Manager McKnight presented an overview of the bid tab and stated that staff recommends
Prosperity Bank for the District's Depository. McKnight stated that Prosperity offered the E-box
services through a third party vendor for a fee of $50 per month but there are no other monthly fees
to the District. In addition Prosperity offered the highest interest rate at a floor of .35% with possible
increases.
Motion made by Director Hase and seconded by Director Twomey to award the contract for Bank
Depository Services to Prosperity Bank and allow the General Manager to execute the contract for
services and all necessary paperwork for depository services.
Motion carried unanimously
5. Consider and take appropriate action regarding Fire Department Operational Assessment proposals
received, award contract, and authorize the General Manager to execute contract for services.
General Manager McKnight stated that four bids were received from the following companies: ESCI
(Emergency Services Consulting International), McGrath, Matrix and MGT of America. After
thorough review, staff and the director committee recommends selecting ESCI (Emergency Services
Consulting International).
Motion made by Director Twomey and seconded by Director Carr to award the bid and approve the
contract as proposed for a Fire Department Operational Assessment with ESCI (Emergency Services
Consulting International) for an amount of $28,379 and authorize the General Manager to execute the
contract for services.
Motion carried unanimously
6. Consider and take appropriate action to appoint Pamela Liston with Liston Law Firm as General Legal
Counsel for Trophy Club Municipal Utility District No. 1.
Motion made by Director Thomas and seconded by Director Twomey to appoint Pamela Liston with
the Liston Law firm as General legal Counsel for Trophy Club Municipal Utility District No. 1 and
approve the terms of the engagement Jetter presented.
Motion carried unanimously
7. Consider and take appropriate action to adopt Order No. 2015-0616, amended Board of Director
Code of Ethics.
The Board requested staff to make some changes to the document including removing the wording
added to Article V (Code of Conduct).
Motion made by Director Carr and seconded by Director Twomey to table this item for further review
by the Board and to bring it back at the next regular meeting for consideration.
Motion carried unanimously
8. Consider and take appropriate action to approve an lnterjurisdictional Mutual Aid Agreement for
Fire Services with Denton County.
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Motion made by Director Carr and seconded by Director Twomey to table this item until further
information can be obtained from the Fire Chief.
Motion carried unanimously
9. Consider and take appropriate action regarding summary of active lnterlocal Agreements between
the District and other governmental entities.
General Manager McKnight presented the Board with a list of all active lnterlocal Agreements
between the District and other governmental entities as requested by Director Twomey.
No action taken.
10. Consider and take appropriate action regarding the May 2015 financials.
a. Combined Financials
b. Variance Report
Motion made by Director Carr and seconded by Director Twomey to approve the May 2015 combined
financials and variance report as presented.
Motion carried unanimously
Motion by Director Hase and seconded by Director Thomas to change the reserve from fund balance
to cash in the bank.
Motion carried unanimously
The Board directed staff to include the cash flow report in the packet monthly and include the fund
balance report in the packet quarterly. The Board also directed staff to prepare a Cash Reserve Policy
and bring it back to the July meeting for review.
REPORTS & UPDATES
11. Update from Board Committees:
a.Fire/EMS Consolidation Committee (FECC)
Director Carr stated that the committee met prior to the Board meeting today. In attendance was
himself, Director Twomey, Philip Shoffner, Eric Jensen and Lou Opipare phoned in. Mr. Kurtz was
absent. Director Carr stated that the committee worked on their final presentation and discussed
target dates for presentation to the Council and Board. Director Twomey added that it was
discussed if the presentation should be to both at a joint meeting or in separate meetings. Director
Hase questioned which options were discussed that would allow the Fire Chief to report to one
person. Director Carr stated the three scenario's discussed were MUD operate Fire and EMS, Town
operate Fire/EMS, and status quo with changes to the existing lnterlocal Agreement.
Carr added that the consensus of the committee was that the Town Manager should be in charge of
personnel and the District General Manager could have input on SOP's (Standard Operating
Procedures) as some have two components, a Fire side and an EMS side.
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Director Hase stated that he felt the day to day fire operations should be solely under the direction
of the Town Manager, including: hiring, firing appraisals and discipline. Hase stated that the Town
Manager should prepare the fire budget and submit to the Board for approval and monthly
payments by the District and when necessary, interim budget adjustments for fire will be submitted
to the MUD Board for approval. Hase said he would have the District's General Manager approve
the Fire SOP's and have the Town Manager enforce them. He would keep the Fire and EMS tax
assessment the same. Hase stated he feels the District General Manager should not be involved in
the day to day operations of the Fire Department and the net impact would be similar to hiring an
outside contractor to run the Fire Department. All Fire and EMS employees should be considered
Town employees.
12. General Manager Monthly Report for May 2015
a. Water System Operation
b. Wastewater System Operation
c. Website Analytics
d. Finance Update
•Utility Billing Reports
•PID Connections
•Permits Collected
•Fund Balance Report
•Preliminary tax assessment reports from Denton and Tarrant Counties.
e. Project Status Updates
•Wastewater treatment plant upgrade project
•Sewer line relocation project at Sabre Building
•Sewer line relocation project at Lift Station No. 2
•Water line relocation project in Solana
•Pebble Beach, Timberline, and Pin Oak Court water line upgrade project
•Water System Study
•Security Deposit from THB Contractors
f. Sanitary Sewer Overflow in April 2015 at the inverted syphon in the Public Improvement
District
General Manager McKnight presented the monthly update to the Board and answered questions
related thereto.
12. Fire Department Report for May 2015
a. Operations Report
b. Volunteer Recruitment Report
Captain Hurd presented the Fire operations report and answered related questions.
CLOSED SESSION-THE BOARD DID NOT CONVENE INTO CLOSED SESSION
The Board will conduct a Closed Session pursuant to Texas Government Code, annotated, Chapter 551,
Subchapter D for the following:
14. 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
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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 with THB Construction for security for potential fines due to sewer infiltration
caused by negligent construction of sewer line in Water's Edge at Hogan's Glen Phase 3.
15. Consider and take appropriate action regarding Closed Session items.
16. Items for future agendas:
•Cash reserves policy
•Meeting date for FECC reports
•Budget workshop possibly on August 191h
17. Announce next regular meeting date: July 21, 2015 at 6:00p.m.
ADJOURN
President Moss adjourned the Meeting at 8 :21p.m.
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