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Home My WebLink About2017-0815 Regular Meeting Minutes AmendedTrophy Club Municipal Utility District No. 1 August 15, 2017 Regular Meeting Minutes AMENDED REGULAR MEETING MINUTES —AMENDED** TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS August 15, 2017 at 6:30 P.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 Regular Session on August 15, 2017 at 6:30 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: Kevin R. Carr President Greg Wilson Vice President Bill Rose Secretary/Treasurer Jim Thomas Director BOARD MEMBERS ABSENT: Jim Hase Director STAFF PRESENT: John Carman General Manager Laurie Slaght District Secretary Renae Gonzales Finance Manager Mike McMahon Water Superintendent Karl Schlielig Wastewater Superintendent Steven Krolczyk HR Manager/Financial Analyst Tony Corbett Legal Counsel GUESTS PRESENT: Chris Ekrut NewGen Strategies & Solutions CALL TO ORDER AND ANNOUNCE A QUORUM President Carr announced the date of Tuesday, August 15, 2017, and called the meeting to order and announced a quorum present at 6:30 p.m. CITIZEN COMMENTS There were no citizen comments 1. Consider and take appropriate action to approve the Consent Agenda. a. July 2017 Check Register b. July 18, 2017 Regular Meeting Minutes Director Carr requested that item 1. b. July 18, 2017 Regular Meeting Minutes be removed from the Consent agenda for further review. 1of6 Trophy Club Municipal Utility District No. 1 August 15, 2017 Regular Meeting Minutes AMENDED Motion made by Director Wilson and seconded by Director Thomas to approve the July 2017 Check Register. Motion carried unanimously Director Carr would like to have the July 18, 2017 Regular Meeting Minutes reviewed for accuracy of his comments. Director Carr will give his comments to the District Secretary and would like to have the minutes brought back at the next regular meeting. REGULAR SESSION 2. Consider and take appropriate action regarding Fiscal Year 2018 Budget Matters: a. Consider and take appropriate action regarding Contract No. 2017081501 with NewGen Strategies & Solutions for Financial and Rate Projections specific to preparing the Fiscal Year 2018 Budget and authorize the General Manager to execute the contract. (Staff) b. Consider and take appropriate action regarding rate assumptions and projections for FY 2018 Budget. (NewGen) c. Consider and take appropriate action regarding Draft No. 2 of Fiscal Year 2018 Budget. (Staff) Motion made by Director Rose and seconded by Director Wilson to approve Contract No. 2017081501 with NewGen Strategies & Solutions for Financial and Rate Projections specific to preparing the Fiscal Year 2018 Budget deleting the fifth bullet point and reduce the contract price to a not to exceed amount of $7,500.00. For: Rose, Wilson and Thomas Oppose: Carr Absent: Hase Motion passed 3-1-1 ** Consider and take appropriate action regarding tax rates for 2017 Tax Year: a. Approve proposed tax rate for 2017 tax year; and b. Schedule date and authorize publication of notice for hearing regarding adoption of final tax rates for 2017 tax year. Motion made by Director Wilson and seconded by Director Carr to adopt a proposed tax rate for the 2018 tax year of .12022. Motion carried unanimously Consider and take appropriate action regarding the extension of the term of the Non -Standard Water and Wastewater Service Agreement with JSB Properties, LP for the development known as Trophy Club Town Center. (Staff) Motion made by Director Thomas and seconded by Director Wilson to approve the extension of the term of the Non -Standard Water and Wastewater Service Agreement with JSB Properties, LP for the development known as Trophy Club Town Center. 2of6 Trophy Club Municipal Utility District No. 1 August 15, 2017 Regular Meeting Minutes AMENDED Motion carried unanimously 5. Consider and take appropriate action regarding approval of Order No. 2017-0815A Adopting Trophy Club Municipal Utility District No. 1, Organization, Policy, Procedure and Code of Ethics. (Rose/Thomas) Motion made by Director Thomas and seconded by Director Rose to submit Order No. 2017-0815A Adopting Trophy Club Municipal Utility District No. 1, Organization, Policy, Procedure and Code of Ethics to Attorney Corbett for review and to bring back for approval by the Board at the September meeting. Motion carried unanimously Consider and take appropriate action regarding renewal of AT&T cell site lease located 2114 TW King Road. (Staff) General Manager Carman recommends the board take no action on this item. Discussion only, No action taken 7. Consider and take appropriate action regarding Rate Order 2017-0418A, Section 3.02 Billing Procedures, Subsection F. Accuracy Reading Fees, and Accuracy Reading Fees charged to 328 Tenison Trail. Motion made by Director Rose and seconded by Director Wilson to refund the resident 328 Tenison Trail the $125.00 for the cost of having the meter checked. Motion carried unanimously Director Rose would like the Board to consider replacing the language of Section 3.02 Billing, Procedures, Subsection F. Accuracy Reading Fees, and Accuracy Reading Fees and provided alternative language for the board to consider. Current F. Accuracy Reading Fee. A meter accuracy reading fee in the amount of ten dollars ($10.00) shall be charged to a customer by the District for each meter accuracy reading made by the District for such customer when the original reading appears to be accurate. If the original meter reading appears to be in error, no fee will be charged. Each customer will be allowed one accuracy meter reading per calendar year at no charge. Should a customer request that the meter accuracy reading be made by an outside source, then a fee of one - hundred -twenty-five dollars ($125.00) will be charged to the customer. If the original meter reading is found to be in error, then the customer will be given a credit offsetting the amount of the charge. Proposed F. Meter Rereading/Bench Testing Fees. Each customer will be allowed one meter rereading per calendar year at no charge. A meter rereading fee in the amount of ten dollars ($10.00) shall be charged to a customer by the District for each additional meter rereading made by the District at the request of a customer when the original reading appears to be accurate. If the original meter reading is determined to be in error, no fee will be charged. Should a customer request that a meter be removed and bench tested by an outside source, then a fee of one -hundred -twenty-five dollars ($125.00) will be charged to the customer. If the meter fails to meet American Water Works Association standards for in-service meters, then the customer will be given a credit offsetting the amount of the charge. 3of6 Trophy Club Municipal Utility District No. 1 August 15, 2017 Regular Meeting Minutes AMENDED https://www.awwa.org/publications/iou rnal-awwa/abstract/a rticleid/34055179.aspx Motion made by Director Rose and seconded by Director Thomas to replace Rate Order 2017-0418A, Section 3.02 Billing Procedures, Subsection F. Accuracy Reading Fees. Amendment to the main motion by the first and second to change "meter rereading made by the District or the customer when the original reading appears to be accurate." to "meter rereading made by the District at the request of a customer when the original reading appears to be accurate." Motion to amend the main motion carried unanimously Main Motion as amended carried unanimously 8. Consider and take appropriate action regarding District bank signatories including: a. Approve Resolution No. 2017-0815A designating authorized signers on Prosperity Bank accounts. b. Approve Resolution No. 2017-0815B designating authorized signers on TexPool accounts. c. Approve Resolution No. 2017-0815C designating authorized signers on Bank of the West accounts. d. Approve Resolution No. 2017-0815D designating depository institutions, designating authorized signatories for the disbursement of District funds, providing for electronic transfers of District funds, and containing other matters relating thereto. Motion made by Director Rose and seconded by Director Wilson to approve Resolution No. 2017-0815A through D. Motion carried unanimously 9. Consider and take appropriate action regarding the July 2017 combined financials and variance report. (Staff) a. Combined financials b. Variance report Motion made by Director Rose and seconded by Director Thomas to approve the July 2017 combined financials and variance report. Motion carried unanimously 10. Consider and take appropriate action regarding request by CP&Y for additional engineering fees relating to wastewater treatment plant improvement project. Motion made by Director Wilson and seconded by Director Carr to request to approve the request from CP&Y for additional engineering fees relating to wastewater treatment plant improvement project not to exceed $332,326.91. Motion carried unanimously 4of6 Trophy Club Municipal Utility District No. 1 August 15, 2017 Regular Meeting Minutes AMENDED 11. Consider and take appropriate action regarding District Application for Renewal of Waste Discharge Permit No. WQ001159001: (Legal) a. Status Update; and b. Engagement of the AL Law Group, PLLC. for legal services related to contested case hearing. (Contract No. 2017081503) Motion made by Director Thomas and seconded by Director Carr to approve Contract No. 2017081503 to engage with AL Law Group, PLLC for legal services related to the contested case hearing. Motion carried unanimously REPORTS & UPDATES 12. General Manager Monthly Reports and Updates a. Water System Operation • New VFD Pump • W.I.S.E. Guys Program • Tree Mitigation Waiver -16" waterline b. Wastewater System Operation c. Wastewater Treatment Plant Permit renewal update d. Finance Update • Utility Billing Report • Permits Collected • Cash Report e. Project Status Updates • Wastewater Treatment Plant Upgrade Project • Supplemental Environmental Project under TCEQ Agreed Order 2016 -0717 -MWD -E ** The General Manager and Staff provided monthly updates to the Board and answered questions related thereto. CLOSED SESSION 13. Pursuant to section 551.071 of the Texas Open Meetings Act, the Board may consult with its attorney in closed session 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. Contractor breach, performance and payment issues related to District's contract with Webber- Cadagua Partners for construction of the Wastewater Treatment Plant Improvements; and b. District Application for Renewal of Waste Discharge Permit No. WQ0011593001. REGULAR SESSION 14. Consider and take appropriate action on matters deliberated in Closed Session: The Board did not convene into Closed Session. 15. Items for future agendas: Policy regarding back billing for under registering metering. Rate Order 5of6 Trophy Club Municipal Utility District No. 1 August 15, 2017 Regular Meeting Minutes AMENDED 16. Set future Meeting dates: Regular Board Meeting—September 19, 2017 at 6:30 p.m. ADJOURN President Carr adjourned the Meeting at 8:51 p.m. Gregory Wilson ice President 1 William C. Roser cretary/Treasurer Lau ie Slaght, District Secr tary 6of6 � NV yP �tvi U i .4 �i°s, a �. Al-)�rftAtVT co 4�®� P (AL) w 0 :> =�•p �•u - aO� •°�'�N o/x, Tib \G o�N