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Home My WebLink About2018-1015 October 15, 2018 Regular Meeting minutesOctober 15, 2018 Regular Meeting Minutes TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS October 15, 2018 REGULAR MEETING MINUTES Trophy Club Municipal Utility District No. 1 Board of Directors, of Denton and Tarrant Counties, met in a Regular Session Meeting on October 15, 2018 at 6:30P.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: Gregory Wilson President William C. Rose Vice President Steve Flynn Secretary/Treasurer Kelly Castonguay Director Mark Chapman Director STAFF PRESENT: John Carman Laurie Slaght Mike McMahon Steven Krolczyk Tony Corbett GUESTS PRESENT: Leah Hodge PE General Manager District Secretary Operations Manager Finance Manager Legal Counsel Halff and Associates CALL TO ORDER AND ANNOUNCE A QUORUM President Wilson announced the date of October 15, 2018, called the meeting to order and announced a quorum present at 6:31p.m . CITIZEN COMMENTS Patricia Zepeda 1040 Trophy Club Drive CONSENT AGENDA 1. Consider and take appropriate action to approve the Consent Agenda. a. September 2018 Check Register b. September 17, 2018 Regular Meeting Minutes c. Tax Collections Report-4th Quarter FY2018 d. Quarterly Investment Report-4th Quarter FY2018 Motion made by Director Flynn and seconded by Director Chapman to approve the Consent Agenda as presented . Motion carried unanimously 1 of 5 October 15, 2018 Regular Meeting Minutes REGULAR SESSION 2. Introduction of new Wastewater Superintendent Frank Isola . General Manager John Carman introduced the new Wastewater Superintendent, Frank Isola to the Board of Directors. Mike McMahon, Operations Manager stated that he is very pleased with Franks performance. McMahon added that Frank was promoted to the position of Wastewater Superintendent from an operator position effective October 1, 2018 . Frank stated that he is very thankful for this opportunity and truly enjoys working here. The Board welcomed Mr. Isola to the position. 3. Receive presentation and update from Leah Hodge PE with Halff and Associates regarding Design and Construction of Water Transmission Line to elevated water tank located on T.W . King Road . Leah Hodge PE with Halff and Associates gave a presentation of the design and construction oft he water transmission line to the east side elevated water tank. Mrs. Hodge outlined the easement acquisitions that will be needed to proceed with the waterline placement; reviewed the Engineer's Statement of Probable Cost for the project; and discussed the project schedule. Discussion only, no action taken 4. Consider and take appropriate action regarding approval of acquisition of a 2019 Dodge 1500 Quad Cab truck for the water department to be purchased through the Buy Board contract at Grapevine Dodge Chrysler Jeep for an amount of $26,571. (Staff) Motion made by Director Rose and seconded by Director Castonguay to approve the acquisition of a 2019 Dodge 1500 Quad Cab truck for the water department to be purchased through the Buy Board contract at Grapevine Dodge Chrysler Jeep for an amount not to exceed $26,571. Motion carried unanimously 5. Discussion and possible action regarding access to wastewater plant during rain event. General Manager John Carman stated that on September 21 -22"d the Town of Trophy Club had a significant rain event and portions of the town received amounts up to 10" of rain and staff were unable to access the wastewater plant due to flooded roads. Motion made by Director Rose and seconded by Director Chapman to have the General Manager write a letter to the town manager detailing the difficulties that the staff had making it to the wastewater treatment plant during the rain event and that the discussion be limited to the occurrences within the town. Motion carried unanimously 6. Consider and take appropriate action regarding the following engineering matters: a. Request by CP&Y for Additional Engineering Fees relating to Preparation of Application to the Texas Commission on Environmental Quality for Approval for Issuance of Bonds by the District. b. Request by CP&Y for Approval of Amendment No .5 to Contract for Professional Engineering Services related to Wastewater Treatment Plant Project to authorize payment of additional engineering fees for construction phase services . c. Agreement with Halff Associates, Inc. for Professional Engineering Services to be implemented on a Task 2 of5 October 15, 2018 Regular Meeting Minutes Order Basis . 6 a. Motion made by Director Rose and seconded by Director Flynn to approve amendment No. 3 for an amount not to exceed $20,000. Motion carried unanimously 6 b. Motion made by Director Flynn and seconded by Director Castonguay to approve Amendment No. 5 for additional engineering construction services fee for an amount not to exceed $96,625. Motion carried unanimously 6 c. Motion made by Director Rose and seconded by Director Chapman to approve the agreement with Halff Associates, Inc. for Professional Engineering Services to be implemented on a Task Order Basis. Motion carried unanimously 7. Consider and take appropriate action regarding the September 2018 Combined Financials and Variance Report . a. Combined Financials b. Combined Variance Motion made by Director Rose and seconded by Director Castonguay to approve the September 2018 combined financials and combined variance report. Motion carried unanimously REPORTS & UPDATES 8. General Manager Monthly Reports and Update: a. Regulatory Update b. Capital Improvement Projects • Interconnect Water Transmission Line Phase 1 • Interconnect Water Transmission Line Phase 2 • Wastewater Treatment Plant Upgrade Project • High Service Pump • Joint Projects with Town c. Fire Department Summary d. Water System Operations e. Wastewater System Operations f. Finance Update • Utility Billing Report • Permits Collected • Cash Report 3 of 5 October 15, 2018 Regular Meeting Minutes General Manager John Carman presented his · monthly update to the board and answered questions related thereto. The Board of Directors did not convene into Executive Session. EXECUTIVE SESSION 9. 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: 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. Trophy Club Municipal Utility District No. 1 v. Acadia Services, LLC, In the District Court of Tarrant County, 141st Judicial District (Cause No . 141-299351-18). c. Claims for damages caused by District facilities and/or operations to property located at 1040 Trophy Club Drive, Trophy Club Texas 10. Pursuant to Section 551.072 of the Texas Open Meetings Act, the Board may deliberate the purchase , exchange, lease, or value of real property if deliberation in an open meeting would have a detrimental effect on the position ofthe governmental body in negotiations with a third person: a. District real property located at 100 Municipal Drive and 1501 Junction Way. The Board of Directors did not convene into Executive Session. REGULAR SESSION 11. Consider and take appropriate action on matters deliberated in Executive Session: There was no Executive Session. 12. Items for future agendas: 13 . Consider and take appropriate action regarding rescheduling November and December meeting dates for the Board of Directors of the District. Motion made by Director Rose and seconded by Director Flynn to hold the November 2018 Regular Meeting date to Monday, November 26, 2018. Motion carried unanimously ADJOURN Motion made by Director Rose and seconded by Director Castonguay to adjourn the meeting. Motion carried unanimously 4 of 5 October 15, 2018 Regular Meeting Minutes President Wilson called the meeting adjourned at 8:30 p.m. 5 of 5