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Home My WebLink About2020-0720 July 20, Regular Meeting MinutesJuly 20, 2020 Regular Meeting Minutes REGULAR MEETING MINUTES TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS July 20, 2020 at 6:30 P.M. Trophy Club Municipal Utility District No. 1 Board of Directors, of Denton and Tarrant Counties, met in regular session on July 20, 2020 at 6:30 P.M., in a Zoom video/telephone conference in accordance with the Governor's emergency proclamation suspending certain provisions of the Texas Open Meetings Act effective March 16, 2020 in response to the COVID-19 virus and was open to the public. STATE OF TEXAS COUNTIES OF DENTON AND TARRANT BOARD MEMBERS PRESENT: Steve Flynn President Mark Chapman Vice President Kelly Castonguay Secretary/Treasurer William C. Rose Director Gregory Wilson Director STAFF PRESENT: Alan Fourmentin Laurie Slaght Mike McMahon Steven Krolczyk Tony Corbett General Manager District Secretary Operations Manager Finance Manager Legal Counsel CALL TO ORDER AND ANNOUNCE A QUORUM President Flynn announced the date of July 20, 2020, called the meeting to order and announced a quorum present at 6:30 p.m. CITIZEN COMMENTS There were no citizen comments REPORTS & UPDATES 1. Staff Updates: a. Capital Improvement Projects b. Water Operations Report c. Wastewater System Reports d. Finance Reports General Manager Alan Fourmentin provided the Staff Reports and Updates and answered questions related thereto. CONSENT AGENDA 2. Consider and take appropriate action to approve the Consent Agenda. a. June 2020 Combined Financials b. June 15, 2020 Regular Meeting Minutes 1 of 5 July 20, 2020 Regular Meeting Minutes c. Tax Collections Report — 3`d Quarter FY2020 d. Quarterly Investment Report — 3`d Quarter FY2020 e. Acting General Manager Designation Motion by Director Rose and seconded by Director Chapman to approve the Consent Agenda as presented. Motion carried unanimously REGULAR SESSION 3. Consider and take appropriate action to approve Amendment of District Information Form including updated District boundary description and map that incorporates the annexed property. Motion by Director Rose and seconded by Director Castonguay to approve the Amendment of District Information Form including updated District boundary description and map that incorporates the annexed property as presented in packet. Motion carried unanimously 4. Consider and take appropriate action to approve Standard Utility Agreement with Texas Department of Transportation regarding Sanitary Sewer line adjustments and relocations across SH114 and authorize the General Manager to execute the necessary agreements. Motion by Director Chapman and seconded by Director Castonguay to approve Standard Utility Agreement with Texas Department of Transportation regarding Sanitary Sewer line adjustments and relocations across SH114 and authorize the General Manager to execute the necessary agreements. Motion carried unanimously 5. Consider and take appropriate action regarding approval of Request for Qualifications for Engineering Services. Motion by Director Rose and seconded by Director Wilson to continue to utilize Halff Associates as an engineer for the District. Motion carried unanimously 6. Consider and take appropriate action to approve Task Order with Halff Associates for Waterline rehabilitation projects located at Carnoustie and Chimney Rock at a cost not to exceed $28,400 and authorize the General Manager to execute the necessary documents. 2 of 5 July 20, 2020 Regular Meeting Minutes Motion by Director Castonguay and seconded by Director Rose to approve Task Order with Halff Associates for Waterline rehabilitation projects located at Carnoustie and Chimney Rock at a cost not to exceed $28,400 and authorize the General Manager to execute the necessary documents. Motion carried unanimously 7. Consider and take appropriate action to approve lease with Kyocera for copier/printer service for FY2021 and authorize the General Manager to execute the lease. Motion by Director Chapman and seconded by Director Rose to approve a lease with Kyocera for printer/copier service for FY 2021 for a 5 year period for an estimated cost of $17,741.69. Motion carried unanimously 8. Discussion and possible action regarding District Payment and Billing Policies impacted by COVID-19. (Rose/Flynn) Discussion only, no action taken. 9. Discussion and possible action regarding approval of a program to accept voluntary donations from customers to assist payment of utility bills by other customers. Item is tabled 10. Discussion and possible action regarding Fiscal Year 2021 Annual Budget. (Rose) Director Rose provided an updated regarding the budget committee meeting and asked the board to provide input if they had any items that they wanted to have considered in the budget that they provide those items. The Board provided direction to staff to take the fire shortage from the revenues and not from MUD M&O. in order to stay under the roll back rate. 11. Consider and take appropriate action regarding Interlocal Agreement with the Town of Trophy Club regarding Sale or Exchange of District real property located at 100 Municipal Drive, 1501 Junction Way and other real property owned by the District. This item is moved to Executive Session for legal advice. The Board convened into Executive Session at 8:44 p.m. 3of5 July 20, 2020 Regular Meeting Minutes EXECUTIVE SESSION 12. 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. 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 d. Agreement Regarding Real Property Matters with the Town of Trophy Club relating to the sale, lease or exchange of real property interests. 13. 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, Lease 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 or Real Property interests required for access to Wastewater Lift Station No. 1 c. 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 reconvened into Regular Session at 10:28 p.m. President Flynn stated that no action, decisions or votes were taken in Executive Session. REGULAR SESSION 14. Consider and take appropriate action on matters deliberated in Executive Session: 15. Consider and take action regarding approval of Agreement Regarding Real Property Matters with the Town of Trophy Club. 4 of 5 July 20, 2020 Regular Meeting Minutes Motion by Director Rose and seconded by Director Chapman to approve the Interlocal Agreement with the Town of Trophy Club for the Exchange of Real Property located 100 Municipal Drive and 1499 Junction Way as revised at the dais. For: Rose, Chapman, Castonguay, and Flynn Opposed: Wilson Motion passed 4-1 16. Items for future agendas: 17. Set future Meeting dates —Joint Meeting w/Town Council Thursday, July 30, 2020 at 6:30 p.m. Regular Board Meeting on August 17, 2020 at 6:30 p.m. ADJOURN President Flynn calle.i the meeting adjourned at 10:32 p.m. Steve Flynn, President Kelly Castonguay, Secretary/Treasurer La ie Slaght, District Se ary 5 of 5