Loading...
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. 1 of6 Trophy Club Municipal Utility District No. 1 June 16, 2015 Regular Meeting Minutes 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. 2 of6 Trophy Club Municipal Utility District No. 1 June 16, 2015 Regular Meeting Minutes 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. 3 of6 Trophy Club Municipal Utility District No. 1 June 16, 2015 Regular Meeting Minutes 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. 4of6 Trophy Club Municipal Utility District No. 1 June 16, 2015 Regular Meeting Minutes 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 5 of6 Trophy Club Municipal Utility District No. 1 June 16 , 2015 Regular Meeting Minutes 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. 6 of 6