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HomeMy WebLinkAbout2015-10-14 Regular Meeting MinutesTrophy Club Municipal Utility District No . 1 October 14, 2015 Meeting Minutes REGULAR MINUTES TROPHY CLUB MUNICIPAL UTILITY DISTRICT N0.1 BOARD OF DIRECTORS October 14, 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 October 14, 201S 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 § DISTRICT BOARD MEMBERS PRESENT Jim Moss Neil Twomey Kevin Carr Jim Thomas Jim Hase STAFF PRESENT: President Vice President Secretary/Treasurer Director Director Jennifer McKnight General Manager Laurie Slaght District Secretary Renae Gonzales Terri Sisk Mike McMahon Danny Thomas Pam Liston Finance Manager Administration Manager Water Superintendent Fire Chief General Legal Counsel CALL TO ORDER AND ANNOUNCE A QUORUM President Moss announced the date of October 14, 201S, called the meeting to order and announced a quorum present at 6:01 p .m. CITIZEN PRESENTATIONS There were no speakers CONSENT AGENDA 1. Consider and take appropriate action to approve the Consent Agenda. a. August 19, 201S Special Meeting Minutes b . September 2, 201S Special Meeting Minutes c. September 1S, 201S Regular Meeting Minutes d . September 2S, 201S Special Meeting Minutes e. September 30, 201S Special Meeting Minutes f. September check register Motion made by Director Twomey and seconded by Director Carr to approve the Consent Agenda as presented. Motion carried unanimously 1 of7 Trophy Club Municipal Utility District No . 1 October 14, 2015 Regular Meeting Minutes REGULAR SESSION 2 . Cons i der and take appropriate action regarding proposals from the Wallace Group : a. Proposal for architectural design services for remodeling of restrooms in the administration building. b. Proposal for engineering services re l ated to renewal of District's Texas Pollutant Discharge Elimination System (TPDES) permit. Motion made by Director Hase and seconded by Director Carr approving the proposal from The Wallace Group for architectural design services for remodeling of restrooms in the administration building for an amount not to exceed $22,000. Motion carried unanimously Motion made by Director Hase and seconded by Director Carr to approve the Proposal for engineering services related to renewal of District's Texas Pollutant Discharge Elimination System (TPDES) permit for an amount not to exceed $20,000. Motion carried unanimously 3. Consider and take appropriate act i on regarding resident petition to appeal water and sewer rates that was submitted to the Texas Public Utility Commission (PUC) and received by District on October 8, 2015 ; discuss process for appeal. Bi ll Rose requested to address the Board regarding the petition he submitted to the Public Utility Comm ission appealing the retail water and sewer rates recently approved by the Board of Directors. Mr. Rose stated he would like to present a settlement offer that if accepted by the Board , he will repeal the pet ition with PUC. Mr. Rose presented terms for a settlement agreement which included: 1. the base rate increases for 5/8", %"and 1" meters will be at the same percentage 2. subsidization of commercial sewer processing costs by residential customers shall cease 3. winter averag i ng for sewer charges shall be implemented 4 . the agreement shall be for a 10 year time period 5 . the District shall not seek to recover and shall not collect any rate case expense that has been incurred or will be incurred with the rate appeal filing Motion made by Director Hase and seconded by Director Carr to reject Mr. Rose's request for a settlement in lieu of going to Austin. Motion carried unanimously Director Twomey stated that at last evenings Town of Trophy Club Council meeting, Mr. Rose was in attendance and asked the council for taxpayer funds from the Town to support the appeal at PUC. Director Twomey asked Mr. Rose if he would state the reason he was seeking funds from the Town. Mr. Rose declined to comment any further. General Manager McKnight stated the District received a copy of the filed petition on October 8, 2015 and a copy was provided to the Board with their meeting packet. McKn ight distributed a copy of the Order from the PUC which stated they received Mr. Rose 's petition and staff will start the process of verifying the signatures on the petition . 2 of7 Trophy Club Municipal Utility District No . 1 October 14, 2015 Regular Meeting Minutes 4 . Consider and take appropriate action to adopt Rate Order No . 2015-1014, amending various sections of Trophy Club Municipal Utility District No . 1 Order Establishing Policies, Procedures, and Rates for Water and Sewer Service; Providing Fees for Connection, Reconnection, Inspection, Accuracy Readings, and Returned Checks; Requiring Deposits for Service; Providing a Penalty for Delinquent Payments; and Containing Other Provisions Relating to the Subject. General Manager McKnight reviewed the suggested changes to the rate order and answered related questions. Motion made by Director Twomey and seconded by Director Thomas to adopt Rate Order No. 2015- 1014. Motion carried unanimously 5. Consider and take appropriate action regarding contractual personnel services included in the lnterlocal Agreement for Contractual Personnel Services between the District and the Town of Trophy Club dated January 7, 2013 . (K . Carr) Director Carr would like the General Manager to address the reason why we have not received inspection notices for two months as he is aware the Town Permitting Department collects the fees on behalf of the District and should notify District staff to perform the inspections . General Manager McKnight stated she was only made aware of this situation this morning and will work to resolve the issue with Town Staff. Director Carr asked what services are included in the lnterlocal Agreement Services. General Manager McKnight stated the following services were included : Provided by District to Town: Billing Services-water, sewer billing to PID, refuse billing to all residents. Customer Services-Provide reception services Janitorial Services Provided by Town to District: Benefits and Human Resources (until January 2013) Information Technology -(terminated by District last fiscal year) Community Development/Permitting Services Grounds Maintenance Services (terminated by Town this fiscal year) Director Carr asked that this item be moved to Closed Session for legal advise. 6. Consider and take appropriate action to declare the 1995-3-D/HME ladder truck (Quint 681) and associated equipment surplus property and authorize disposal by the General Manager. Motion made by Director Twomey and seconded by Director Thomas to declare the 1995-3-D/HME ladder truck (Quint 681) and associated equipment surplus property and authorize disposal by the General Manager. Motion carried unanimously 3 of7 Trophy Club Municipal Utility District No. 1 October 14 , 2015 Regular Meeting Minutes 7. Consider and take appropriate action regarding Letter of Agreement with the Town of Trophy Club regarding future encroachment agreement for right-of-way located on the wastewater treatment plant property. General Manager McKnight stated she included the Letter of Agreement in the meeting packet to allow Board review of the terms mutually agreed upon by her and the Town Manager. Discussion Only, No Action Taken. 8 . Consider and take appropriate action to provide staff direction regarding Solana customer annual cost summary and customer meetings. (J. Thomas) Director Thomas stated he would like to approach the District customers within the Solana complex and present each one with a letter showing them the savings they received this past year compared to had they received water and sewer service from the Town of Westlake . Directors were given copies of what was sent to those customers in 2013 . Motion made by Director Twomey and seconded by Director Hase to bring this item back to the Board in early 2016 with the target audience. Motion carried unanimously 9. Consider and take appropriate action to appoint Board of Directors' Audit Committee for FY 2015 Annual Financial Audit. Motion made by Director Hase and seconded by Director Carr to nominate Director Twomey to serve on the Audit Committee for FY 2015 with Board Secretary/Treasurer Kevin R. Carr. Motion carried unanimously 10. Consider and take appropriate action regarding District Fund Balance Policy adopted in accordance with Government Accounting Standards Board Statement No. 54: a. Approve Resolution No . 2015-1014A adopting amended Fund Balance Policy and providing an effective date. b. Approve Resolution No. 2015-1014B des ignating committed fund balance. Motion made by Director Twomey and seconded by Director Thomas to approve Resolution No. 2015- 1014A adopting amended Fund Balance Policy and providing an effective date. Motion carried unanimously Motion made by Director Twomey and seconded by Director to approve Resolution No. 2015-1014B designating committed fund balance. Motion carried unanimously 11 . Consider and take appropriate action regarding the September 2015 combined financials and variance report. 4 of 7 Trophy Club Municipal Utility District No . 1 October 14, 2015 Regular Meeting Minutes Motion made by Director Carr and seconded by Director Twomey to approve the September 2015 combined financials and variance report. Motion carried unanimously 12 . Consider and take appropriate action regarding Water Fest on April 2, 2016. McKnight explained to the Board that the date for Waterfest has been set as the spring months are so busy and hard to schedule. McKnight stated that we will not have speakers this year as there was very low attendance. She stated instead this year we will host evening classes and Saturday morning classes throughout the year. General Manager reviewed the tentative plans for Waterfest and told the Board that the date is set for April 2, 2016. Discussion Only, No action taken 13 . Consider and take appropriate action to provide staff direction regarding a capacity allocation agreement for the Town elevated storage tank located on Bobcat Boulevard. The Board directed the General Manager not to seek an allocation agreement for capacity from the elevated storage tank on Bobcat Blvd owned by the Town of Trophy Club. Direction Only, No action taken 14. Consider and take appropriate action regarding presentation by General Manager related to customer service policy and procedures, actions taken during September 2015 high usage complaints, and metering options available for service connections. General Manager McKnight gave the board a presentation regarding customer service and the high usage complaints. McKnight stated that out of the 10 smart meters that are in use and being tested, there has had been a 20 percent failure rate. McKnight asked the Board for direction. REPORTS & UPDATES 15. General Manager Monthly Report for September 2015 a. Water System Operation b. Wastewater System Operation d. Website Analytics e. Finance Update • Utility Billing Reports • PID Connections • Permits Collected f. Project Status Updates • Water line relocation project in Solana • Pebble Beach, Timberline, and Pin Oak Court water line upgrade project • Wastewater Treatment Plant Upgrade Project • Fire Department Operational Assessment Study • Water System Study 5 of7 Trophy Club Municipal Utility District No. 1 October 14 , 2015 Regular Meeting Minutes General Manager McKnight presented the monthly update to the Board and answered questions related thereto. McKnight gave the following updates regarding capital projects : Solana Water line Relocation Project: The new water line has passed the pressure test. We will be taking water samples and once the samples pass we will be connecting the second half of the water line and putting it into full service . Pebble Beach, Timberline, Pin Oak Ct . Water line Upgrade Project : All the water l i ne on Pebble Beach is done and they have installed the short section of sewer on Pebble Beach . They still need to do some work on the existing manholes . They will not move to Pin Oak unti l after the first of the year. Wastewater Treatment Plant Upgrade : the preconstruction meeting was held this morning and two of the subcontractors were unable to hold their prices and had to pull out of the project. Once the general contractor selects new subs they will apply for construction permits. Water System Study: We are getting close to being done with the water study. The engineers we r e waiting to see if we have any capacity in the PID elevated tank to adjust the model accordingly . We should have the draft next week . 16. Fire Department Report for September 2015 a. Operations Report b. Volunteer Recruitment Report Fire Chief Thomas presented his Operations report and answered questions related thereto. The Board convened into Closed Session following a break at 8:42 p.m. CLOSED SESSION 17. 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. Town of Trophy Club development ordinance and permitting requirements for wastewater treatment plant facilities upgrade and site, Letter of Agreement, and future Encroachment Agreement. b. Pending rate appeal w ith Texas Public Utility Commission c. District communications and Code of Ethics Policy. The Board Reconvened Into Regular Session at 10:01 p.m . REGULAR SESSION 18 .Consider and take appropriate action regarding Closed Session items. Motion made by Director Carr and seconded by Director Thomas regarding agenda item 7 to direct the General Manager and Legal Counsel to work with the Town Attorney to finalize the encroachment agreement from the Letter of Agreement with the Town of Trophy Club. Motion carried unanimously 6 of7 Trophy Club Municipal Utility District No. 1 October 14 , 2015 Regular Meeting Minutes 19.ltems for future agendas: None 20 .Announce next regular meeting dates: November 17, 2015 at 6:00p.m. December 15, 2015 at 6:00p.m. ADJOURN President Moss adjourned the Meeting at 10:03 p.m. 7 of7