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HomeMy WebLinkAbout2020-0316 March 16, 2020 Regular Meeting MinutesMarch 16, 2020 Regular Meeting Minutes REGULAR MEETING MINUTES TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS March 15, 2020 at 6:30 P.M. Trophy Club Municipal Utility District No. 1 Board of Directors, of Denton and Tarrant Counties, met in a regular Session on March 16, 2020 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 Mark Chapman Director BOARD MEMBERS ABSENT: Kelly Castonguay Director STAFF PRESENT: Mike McMahon Laurie Slaght Steven Kro€czyk Acting General Manager District Secretary Finance Manager GUESTS PRESENT: Chris Ekrut Michael Summerdorf NewGen Strategies & Solutions NewGen Strategies & Solutions CALL TO ORDER AND ANNOUNCE A QUORUM President Wilson announced the date of March 16, 2020, called the meeting to order and announced a quorum present at 6:30 p.m. CITIZEN COMMENTS Janet Lamont 15 Avalon Drive (received via email and read by President Wilson) CONSENT AGENDA 1. Consider and take appropriate action to approve the Consent Agenda. a. February 2020 Check Register b. February 17, 2020 Regular Meeting Minutes Director Rose pulled item b. February 17, 2020 Regular Meeting Minutes from the Consent Agenda for further discussion. Motion made by Director Flynn and seconded by Director Chapman to approve item A in the Consent Agenda. 1 of 5 March 16, 2020 Regular Meeting Minutes Motion carried unanimously Director Rose pulled item b. for corrections that were sent out to the Board earlier in the day. The corrected minutes were presented at the dais. Motion by Director Rose and seconded by Director Flynn to approve the February 17, 2020 minutes as amended at the dais. Motion carried unanimously. REGULAR SESSION 2. Discussion and possible action regarding Winter Average Analysis completed by NewGen Strategies & Solutions. Chris Ekrut with NewGen Strategies & Solutions presented the winter average analysis and answered questions related thereto. Discussion Only, no action taken 3. Consider and take appropriate action regarding matters related to adoption of Order No. 2020-0316A (Rate Order) Establishing Policies, Procedures and Rates, Fees and Charges for Water and Sewer Services. a. Amending Section 2.02 relating to Sewer Service Rates and setting an effective date of April 1, 2020 for such revisions. b. Amending Section 3.05 Distract policies relating to the maintenance and repair of customer's sewer lines that pass under streets. (Rose/Chapman) Motion made by Director Rose and seconded by Director Flynn to adopt Order No. 2020-0316A Rate Order Establishing Policies, Procedures and Rates, Fees and Charges for Water and Sewer Services; and, amending Section 2.02 with Scenario No. 2 for both commercial and residential rates with an effective date of April 1, 2020. Motion carried unanimously Na action was taken regarding Section 3.05. 4. Consider and take appropriate action to award Contract No. 2020031601 for Fence Replacement at the Wastewater Treatment Plant as part of FY2020 Capital Improvement Projects. Motion made by Director Chapman and seconded by Director Rose to award Contract No. 2020031601 to ReyMar Construction Company for an amount not to exceed $49,978.00.00 for Fence Replacement at the 2 of 5 March 16, 2020 Regular Meeting Minutes Wastewater Treatment Plant as part of FY2020 Capital Improvement Projects. Motion carried unanimously 5. Consider and take appropriate action to authorize staff to issue a Request for Qualifications to qualified Engineering firms to secure Professional General Engineering Services on an as needed basis. Motion made by Director Rose and seconded by Director Flynn to authorize staff to issue a Request for Qualifications to qualified Engineering firms to secure Professional General Engineering Services on an as needed basis and bring proposals utilizing the document with one amendment to 3.2 qualifications, that the second the firms must be able to staff "this to these" projects with qualified individuals from inception to completion. Motion was withdrawn by the first and second Motion by Director Rose and seconded by Director Flynn to authorize staff to issue a Request for Qualifications to qualified Engineering firms to secure Professional General Engineering Services on an as needed basis and bring proposals utilizing the document provided in the packet. Motion carried unanimously 6. Discussion and possible action regarding COVID-19 and District operations. Motion Rose and seconded by Director Chapman that it is Board policy that we immediately suspend disconnecting customers for non-payment and that disconnect fees also be suspended until further notice. For Rose, Chapman Oppose Flynn, Wilson Motion Fails Motion by Director Wilson and seconded by director Flynn the district terminates all disconnects for nonpayment until the declaration of emergency declared by nation, state and county are rescinded and at that time the disconnect fees are reinstated For: Wilson, Flynn Opposed: Rose, Chapman Motion fails 7. Consider and take appropriate action regarding the February 2020 Combined Financials and Variance 3 of 5 March 16, 2020 Regular Meeting Minutes Report. a. Combined Financials b. Combined Variance Motion made by Director Flynn and seconded by Director Rose to approve the February 2020 Combined Financials and Variance Reports. Motion carried unanimously REPORTS & UPDATES 8. Receive report from General Manager Hiring Committee. (Flynn) Director Flynn provided a status update of the search for the new General Manager. 9. General Manager Monthly Reports and Update: a. Regulatory Update b. Capital improvement Projects • Wastewater Treatment Plant Upgrade Project • High Service Pump c. System Repairs & Maintenance d. Water System Operations e. Wastewater System Operations f. Finance Update • Utility Billing Report • Permits Collected • Cash Report Acting General Manager Mike McMahon presented the monthly reports to the Board and answered questions related thereto. The Board convened into Executive Session at 8:20 p.m. EXECUTIVE SESSION 10. 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). 4 of 5 March 16, 2020 Regular Meeting Minutes c. Potential Condemnation of Easements required for construction and operation of Water Transmission Line Improvements from District Pump Station to Elevated Water Tank located on T.W. King Road 11. 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. Sale or Exchange of District real property located at 100 Municipal Drive, 1501 Junction Way and other real property owned by the District. b. Purchase of Easements required for construction and operation of Water Transmission Line Improvements from District Pump Station to Elevated Water Tank located on T.W. King Road The Board re -convened into Regular Session at 9:15 p.rn. REGULAR SESSION 12. Consider and take appropriate action on matters deliberated in Executive Session: No action taken 13. Items for future agendas: Resolutions and Orders by inactive MUD's 14. Set future Meeting dates - Regular Board Meeting on April 20, 2020 at 6:30 p.m. ADJOURN President Wilson called the meeting adjourned at 9:17p.rn. Gregory Wilson, President Stetrisflynn,Secretary/Trea. rer Yau fie Slaght, District Secretar 5 of 5