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Home My WebLink About2019-0121 January 21, 2019 Regular meeting minutesJanuary 21, 2019 Regular Meeting Minutes TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS January 21, 2019 REGULAR MEETING MINUTES Trophy Club Municipal Utility District No. 1 Board of Directors, of Denton and Tarrant Counties, met in regular session on January 21, 2019 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: 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 Wade Carroll Tony Corbett General Manager District Secretary Operations Manager Finance Manager Fire Chief Legal Counsel GUESTS PRESENT: Rod Abbott LaFollet & Company, PLLC. Leah Hodge Halff and Associates CALL TO ORDER AND ANNOUNCE A QUORUM 01 President Wilson announced the date of January 21, 2019, called the meeting to order and announced a quorum present at 6:30 p.m. CITIZEN COMMENTS There were no citizen comments CONSENT AGENDA 1. Consider and take appropriate action to approve the Consent Agenda. a. December 2018 Check Register b. December 17, 2018 Regular Meeting Minutes c. Quarterly Investment Report — 15t Quarter FY 2019 d. Tax Collections Report — 15t Quarter FY 2019 Vice President Rose requested that item B. be removed from the Consent Agenda for further discussion. 1 of 6 January 21, 2019 Regular Meeting Minutes Motion made by Director Chapman and seconded by Director Castonguay to approve Consent Agenda items la and c. Motion carried unanimously Vice President Rose requested clarification from President Wilson regarding agenda item #4 that the motion was for a fence at the Water Treatment Plant, not the Wastewater Treatment Plant. President Wilson stated that was the intent of the motion. Motion made by Director Rose and seconded by Director Flynn to approve the Consent agenda item no. 1. b. Motion carried unanimously REGULAR SESSION 2. Receive comments from the Audit Committee regarding the Fiscal Year 2018 Audit. Vice President Rose stated that he would defer to the auditor to account for the adjustments that were made to the audit. President Wilson stated that the committee had a productive meeting, discussed adjustments that needed to be made and thanked Steven Krolczyk, Finance Manager for his hard work. 3. Consider and take appropriate action to accept the Fiscal Year 2018 Annual Financial Audit performed by LaFollet & Company, PLLC. Rod Abbott with LaFollet & Company, PLLC. presented the Fiscal Year 2018 audit report and answered questions related thereto. Mr. Abbott stated the District has a clean audit with no significant deficiencies or material weaknesses noted. Three (3) audit adjustments were made with no material misstatements identified by the auditors. There were no unusual or unexplainable transactions found. The auditing team had no disagreements with management. Mr. Abbott said that staff was very responsive and did a good job. Motion made by Director Rose and seconded by Director Chapman to accept the Fiscal Year 2018 Financial Audit performed by LaFollet & Company, PLLC. and request that it be placed on the website as well as the presentation. Motion carried unanimously 4. Report regarding easement acquisition from Leah Hodge PE with Halff and Associates for the Construction of Water Transmission Line to elevated water tank located on T.W. King Road. Leah Hodge PE with Halff and Associates presented an overview alignment for Phase II of the Waterline Project. The presentation included easements currently existing and those that will need to be acquired. The project schedule and estimated final cost were also reviewed. Discussion only, no action taken 2 of 6 January 21, 2019 Regular Meeting Minutes 5. Consider and take appropriate action to approve bid for upgrade, replacement and installation of exhaust ventilation system in the fire station bays and award contract No. 2019012101 as part of Fiscal Year 2019 Capital Outlays for the Trophy Club Fire Department. Motion made by Director Rose and seconded by Director Castonguay to award Contract No. 2019012101 to MagneGrip Group in the amount not to exceed $63,082 and authorize the General Manager to execute the necessary documents. Motion carried unanimously 6. Consider and take appropriate action regarding approval of Amendment to contract with Alliance Fence Company for additional fencing at the District's Water Treatment Plant facility. Motion made by Director Rose and seconded by Director Flynn to approve the Amendment to Contract No. 20181201701 with Alliance Fence Company adding an additional amount that is not to exceed $9,975 and to approve the execution of the contract by the General Manager after coordination with AT&T and the City of Fort Worth. Motion carried unanimously 7. Consider and take appropriate action regarding the installation of a new High Service Booster Pump at the District's Water Booster Station. a. Discussion regarding funding of project. b. Award of Contract No. 2019012102 to contractor selected by the Board of Directors for installation of the booster pump improvements. Motion made by Director Rose and seconded by Director Chapman to award Contract No. 2019012102 to ReyMar Construction in the amount not to exceed $592,000 and approve the General Manager to execute the contract and that the additional funding required will come from undesignated reserves. Motion carried unanimously 8. Consider and take appropriate action regarding proposal for GIS Database Support and Hosting from Halff and Associates as part of Fiscal Year 2019 Capital Outlays. Motion made by Director Chapman and seconded by Director Flynn to approve proposal from Halff and Associates for a GIS Database support and hosting for an amount not to exceed $36,000 and direct staff to make best effort to obtain a software escrow for any programming that is utilized to customize implementation. 3 of 6 January 21, 2019 Regular Meeting Minutes Motion carried unanimously 9. Consider and take appropriate action to adopt Order No. 2019-0121 declaring the following operations vehicles to be surplus property of the District and authorizing staff to sell such surplus vehicles: a. Truck No. 101 — 2011 Ford F150 extended cab pick-up truck with 83,464 miles and purchased on November 8, 2011. b. Van No. 302 - 2001 GMC Camera Van with 16,286 miles and 19,964 hours of use and purchased on June 30, 2001 c. Truck No. 303 - 2009 International GapVac with 46,054 miles and 2,653 hours of use and purchased on August 4, 2010 Motion made by Director Rose and seconded by Director Castonguay to adopt Order No. 2019-0121 declaring operations vehicles to be surplus property of the District and authorizing staff to sell such surplus vehicles, Truck No. 101, Van No. 302 and Truck No. 303. Motion carried unanimously 10. Consider and take appropriate action regarding adoption of Resolutions Requesting Appraisal of Property and Certificate of Estimated Appraised Values from Tarrant County and from Denton County. President Wilson requested this item be Tabled and reconsidered following Executive Session. With no objections, the item is Tabled. Item was removed from the table following Executive Session. Motion made by Director Rose and seconded by Director Chapman to approve Resolutions 20190121A and 201901216 requesting appraisal and certificate of estimated values from Tarrant and Denton County. Motion carried unanimously 11. Consider and take appropriate action regarding the December 2018 Combined Financials and Variance Report. a. Combined Financials b. Combined Variance Motion made by Director Flynn and seconded by Director Rose to approve the December 2018 Combined Financials and Variance Report. Motion carried unanimously 4 of 6 January 21, 2019 Regular Meeting Minutes REPORTS & UPDATES 12. General Manager Monthly Reports and Update: a. Regulatory Update b. Capital Improvement Projects • Interconnect Water Transmission Line Phase 2 • Wastewater Treatment Plant Upgrade Project • 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 General Manager John Carman presented his monthly update to the Board and answered questions related thereto. The Board Convened into Executive Session at 8:03 p.m. EXECUTIVE SESSION 13. 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, 141' 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. d. Consultation with Legal Counsel regarding Annexation and Exclusion of Lands from District Boundaries. 14. 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 of the governmental body in negotiations with a third person: a. District real property located at 100 Municipal Drive and 1501 Junction Way. The Board Reconvened into Regular Session at 9:25 p.m. REGULAR SESSION 5 of 6 January 21, 2019 Regular Meeting Minutes President Wilson stated that no decisions votes or actions were taken in Executive Session. 15. Consider and take appropriate action on matters deliberated in Executive Session: a. Consider and take action regarding Compromise Settlement Agreement and Release relating to claims arising out of waterline break incident at 1040 Trophy Club Drive, Trophy Club, Texas. 16. Items for future agendas: 17. Set future Meeting dates: Regular Board Meeting — Monday, February 18th at 6:30 p.m. ADJOURN Director Castonguay moved to adjourn. Director Wilson called the meeting adjourned at 9:35 p.m. Gregory !son, President Steve Flynn, Secretary/Trisurer C axo -_ Laurie Slaght, District Secre6 y 6 of 6 G\'�8'M �� ///��i CAS/ QA •••FtRAJ1/r.C'�.9� • Z ( L) •G• 2• -<• • • 0 • • Z. //��/(/ri' D1ST1/4`C)A •1•