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Home My WebLink About2018-0320 March 20, 2018 Regular Meeting MinutesMarch 20, 2018 Regular Meeting Minutes REGULAR MEETING MINUTES TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS March 20, 2018 at 6:30 P.M. 100 Municipal Drive, Trophy Club, Texas 76262 Trophy Club Municipal Utility District No. 1 Board of Directors, of Denton and Tarrant Counties, met in a Regular Session on Tuesday, March 20, 2018 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 Gregory Wilson William C. Rose Jim Thomas Jim Hase STAFF PRESENT: John Carman Laurie Slaght Mike McMahon Steven Krolczyk Tony Corbett President Vice President Secretary/Treasurer Director Director General Manager District Secretary Water Superintendent Finance Manager Legal Counsel § § CALL TO ORDER AND ANNOUNCE A QUORUM Director Carr announced the date of March 20, 2018, called the meeting to order and announced a quorum present at 6:31 p.m. CITIZEN COMMENTS Robert Gilliam Veronica Bowornsak 116 Oakmont Dr. 1 Greenhill Trail 1. Consider and take appropriate action to approve the Consent Agenda. a. February 2018 Check Register b. February 20, 2018 Regular Meeting Minutes Motion made by Director Wilson and seconded by Director Carr to approve the Consent Agenda as presented. Motion carried unanimously REGULAR SESSION 2. Discussion and possible action regarding results of Winter Average Analysis completed by NewGen 1 of 6 March 20, 2018 Regular Meeting Minutes Strategies & Solutions. General Manager John Carman presented the Winter Average Analysis by NewGen Strategies & Solutions as they were unable to have a representative at the meeting. Motion made by Director Carr and seconded by Director Hase to maintain the current Residential Sewer Rates and increase the Commercial Sewer Volumetric Rate from $5.48 to $5.92. For: Carr, Hase and Thomas Opposed: Rose and Wilson Motion Passed 3-2 Motion made by Director Rose and seconded by Director Thomas to amend Rate Order No. 2017-0917A by adopting Rate Order No. 2018-0320C and updating Article 2, Section 2.02 to state an effective date of April 1, 2018 with no change to Item A. Residential Sewer Rate and updating Item B. Commercial Sewer Rates to show and effective date of April 1, 2018 with a change to the volumetric rate from $5.48 to $5.92 per 1,000 gallons. For: Carr, Hase, Rose and Thomas Oppose: Wilson Motion Passed 4-1 3. Consider and take appropriate action to adopt order declaring the following vehicles as surplus property of the District and authorizing staff to dispose of such vehicles: a. Truck No. 200 - 2013 Chevrolet extended cab pick-up truck with 102,929 miles purchased March 6, 2013 b. Truck No. 201- 2013 Chevrolet 1500 pick-up truck with 127,272 miles purchased March 6, 2013 Motion made by Director Hase and seconded by Director Wilson to adopt order declaring Truck No. 200 a 2013 Chevrolet extended cab pick-up truck and Truck No. 201 a 2013 Chevrolet 1500 pick-up truck as surplus property of the District and authorize staff to dispose of properly. Motion carried unanimously 4. Consider and take appropriate action relating to cancellation of May 5, 2018 Director Election: a. Accept Certification of Unopposed Candidates. Aceptar certification de candidatos unicos. b. Adopt Order Canceling Election. Adoptar una Orden de cancelacion. 2 of 6 March 20, 2018 Regular Meeting Minutes Motion made by Director Wilson and seconded by Director Thomas to accept the Certificate of Unopposed Candidates and adopt Order No. 2018-0320A Canceling the May 5, 2018 Director Election. Motion carried unanimously 5. Consider and take appropriate action regarding adoption of Resolution No. 2018-0320A Authorizing the General Manager to Approve Construction Contract Change Orders. Motion made by Director that Resolution No. 2018-0320A be modified to give the General Manager authority to approve change orders up to the amount of the contingency or 10% whichever is less and any time changes related to weather on any contract signed by the District. Director Wilson modified his motion to add the General Manager and engineer must agree on the cost and to have Attorney Corbett bring back a modified resolution for the board to approve at a future meeting that includes these changes. Motion died for lack of a second 6. Consider and take appropriate action regarding Order No. 2018-0320B Authorizing the General Manager to approve certain expenditures, sign disbursements and enter into contracts on behalf of the District and containing other matters relating thereto. General ManagerJohn Carman stated that comments had been received from a Director that had not yet been reviewed and he request this item be tabled and brought back at a future meeting. 7. Consider and take appropriate action regarding tree replacement options related to the construction of Waterline Improvement Project for Indian Creek Drive and Phoenix Drive. Resident Veronica Bowornsak who resides at 1 Greenhill Trail stated that she is working with an arborist and would like to be notified as to when the construction will begin. Staff will speak to the Town engineer and make sure that she is informed. Construction is not expected to begin on that street until September - October. Motion made by Director Rose and seconded by Director Hase to replace the 2 (two) trees in discussion, the large oak tree which has been removed off Phoenix Drive and the large Bradford Pear tree off Indian Creek Drive and that those tree replacements be made one inch inside of the District's easement for an amount not to exceed $500.00 per tree. For: Hase, Rose, Thomas Opposed: Carr, Wilson Motion Passed 3-2 3 of 6 March 20, 2018 Regular Meeting Minutes 8. Consider and take appropriate action regarding the February 2018 Combined Financials and Variance Report. a. Combined Financials b. Combined Variance Motion made by Director Rose and seconded by Director Thomas to approve the February 2018 Combined Financials and Variance Report. Motion carried unanimously REPORTS & UPDATES 9. Receive update regarding Association of Water Board Directors 2018 Mid -Winter Conference. (Carr, Rose, Thomas) Director Carr, Director Rose and Director Thomas each shared highlights of sessions they attended at the 2018 AWBD Mid -Winter Conference. 10. General Manager Monthly Reports and Update: a. Regulatory Update b. Class and Compensation Study Update c. Capital Improvement Projects: • 16 -inch waterline project to serve Town Center • Wastewater Treatment Plant Upgrade Project • High Service Pump • Joint Projects with Town d. Water System Operation e. Wastewater System Operation f. Website Analytics g. Finance Update: • Utility Billing Report • Permits Collected • Cash Report General Manager John Carman presented his monthly update to the board and answered questions related thereto. The Board recessed from 8:23 p.m. until 8:30 p.m. The Board Convened into Executive Session at 8:30 p.m. EXECUTIVE SESSION 11. Pursuant to Section 551.071 of the Texas Open Meetings Act, the Board may consult with its attorney in Executive 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: 4 of 6 March 20, 2018 Regular Meeting Minutes a. Seek Legal advice and opinion regarding lease agreement for District owned property located at 100 Municipal Drive and 1501 Junction Way. (Carr) ** 12. Deliberations pursuant to Section 551.076 of the Texas Open Meetings Act regarding the deployment of security devices at the Wastewater Treatment Plant. (Carr) The Board reconvened into Regular Session at 8:47 p.m. REGULAR SESSION 13. Consider and take appropriate action on matters deliberated in Executive Session: Director Carr provided direction to the General Manager to speak with the Town Manager regarding the lease agreements. 14. Items for future agendas: Director Carr would like to discuss agenda preparation and packet materials. Director Wilson requested to have Agenda Item No. 5 brought forward for further discussion by the Board. With no one opposed, Director Carr brought the item forward. 5. Consider and take appropriate action regarding adoption of Resolution No. 2018-0320A Authorizing the General Manager to Approve Construction Contract Change Orders. Motion made by Director Wilson and seconded by Director Rose that the Resolution be brought back to state that the General Manager is authorized to make changes to a contract up to 10% or the amount of the contingency whichever is less which means it cannot exceed the total amount budgeted additionally it will allow the General Manager to approve any time delay change orders related to weather as long as it does not succeed the cost of the previous one the 10% or the amount of the contingency, whichever amount is less. For: Rose, Wilson Opposed: Carr, Hase, and Thomas Motion Failed 3-2 Motion made by Director Carr and seconded by Director Wilson to bring Resolution 2018-0320A back to the April meeting with language proposed by Director Wilson in his preceding motion for the board to review and approve, and to authorize Director Wilson to work directly with the General Manager and Attorney Corbett as needed to make the said changes to the Resolution. Motion carried unanimously 15. Set future Meeting dates - Regular Board Meeting on April 17, 2018 at 6:30 p.m. ADJOURN 5 of 6 March 20, 2018 Regular Meeting Minutes Motion made by Director Rose and seconded by Director Wilson to adjourn the March 20, 2018 meeting. Motion carried unanimously Director Carr adjourned the March 20, 2018 regular meeting at 9:03 p.m. Kevin R. Carr, President 0\1111111//// ••••.• ,p• C'•p•.�� • = G• _1—. 0 Z • William C. Rose, retary/Treasurer ` :Z •� W • %'%/ • •EXP T6,c, ( uri- Slaght, District Secret. 6 of 6