REGULAR MINUTES TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS November 17, 2015 at 6:00P.M. 100 Municipal Drive, Trophy Club, Texas 76262 The Trophy Club Municipal Utility District No. 1 Board of Directors, of Denton and Tarrant Counties, met in a Regular Session on November 17, 2015 at 6:00 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 § DISTRICT BOARD MEMBERS PRESENT Jim Moss Neil Twomey Kevin Carr Jim Thomas Jim Hase STAFF PRESENT: Jennifer McKnight Renae Gonzales Terri Sisk Mike McMahon Danny Thomas Pam Liston President Vice President Secretary/Treasurer Director Director General Manager Finance Manager Administration Manager Water Superintendent Fire Chief General Legal Counsel CALL TO ORDER AND ANNOUNCE A QUORUM President Moss announced the date of November 17, 2015, and called the meeting to order and announced a quorum present at 6:00p.m. CITIZEN PRESENTATIONS Bill Rose 219 Inverness 1. Consider and take appropriate action to approve the Consent Agenda. a. October 14, 2015 regular meeting minutes b. October 2015 Check Register c. Quarterly Investment Report- 4'd Quarter FY 2015 d. Cash Needs Report e. Consider and take appropriate action to participate in Tarrant County Cooperative Purchasing Agreement and authorize the General Manager to execute all necessary documents. Motion made by Director Twomey and seconded by Director Carr to approve the Consent Agenda items: b, c, d, and e. Motion carried unanimously
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REGULAR MINUTES TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1
BOARD OF DIRECTORS November 17, 2015 at 6:00P.M.
100 Municipal Drive, Trophy Club, Texas 76262
The Trophy Club Municipal Utility District No. 1 Board of Directors, of Denton and Tarrant Counties, met in a Regular Session on November 17, 2015 at 6:00 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 §
DISTRICT BOARD MEMBERS PRESENT Jim Moss Neil Twomey Kevin Carr Jim Thomas Jim Hase
STAFF PRESENT: Jennifer McKnight Renae Gonzales Terri Sisk Mike McMahon Danny Thomas Pam Liston
President Vice President Secretary/Treasurer Director Director
General Manager Finance Manager Administration Manager Water Superintendent Fire Chief General Legal Counsel
CALL TO ORDER AND ANNOUNCE A QUORUM
President Moss announced the date of November 17, 2015, and called the meeting to order and announced a quorum present at 6:00p.m.
CITIZEN PRESENTATIONS Bill Rose 219 Inverness
1. Consider and take appropriate action to approve the Consent Agenda. a. October 14, 2015 regular meeting minutes b. October 2015 Check Register c. Quarterly Investment Report- 4'd Quarter FY 2015 d. Cash Needs Report e. Consider and take appropriate action to participate in Tarrant County Cooperative Purchasing
Agreement and authorize the General Manager to execute all necessary documents.
Motion made by Director Twomey and seconded by Director Carr to approve the Consent Agenda items: b, c, d, and e.
Motion carried unanimously
Motion made by Director Twomey and seconded by Director Carr to approve Consent Agenda item (a) with the removal of the speaker from the Citizen Presentation as there were no speakers.
Motion carried unanimously
REGULAR SESSION 2. Consider and take appropriate action regarding the Water System Study and Water Model performed
by The Wallace Group.
Kevin Glovier, P.E. and Gil Barnett, P.E., engineers with CP&Y, presented the results of hydraulic modeling for the Water System Study. Mr. Barnett explained that the hydraulic modeling determined areas within the water distribution system that will require upgrades over the next few years. Mr. Glovier explained the final report will provide recommendations for when upgrades should occur based on growth and immediate needs.
Director Twomey asked to have the resident count reviewed and corrected prior to submittal of the final report.
Discussion only, no action taken
3. Consider and take appropriate action regarding entering into an lnterlocal Agreement with the City of Fort Worth and the Town of Westlake for District participation in Northeast Pipeline upgrade project.
Motion made by Director Twomey and seconded by Director Thomas to direct the General Manager to start negotiations with the City of Fort Worth regarding the Northeast Pipeline upgrade project and submit an application for SWIFT funding.
Motion carried unanimously
4. Consider and take appropriate action regarding application for funding of water system projects through State Water Implementation Fund for Texas (SWIFT).
Discussion and action taken under agenda item no. 3.
5. Consider and take appropriate action regard ing installation of profile enabled automated meter reading devices on all service meters within the system. (Twomey)
General Manager McKnight stated that Badger Meter Company may be able to work with District staff to obtain an accurate list of meters without a profile head. McKnight explained at this time the estimate is approximately 30 percent, however, she will bring back a more accurate estimate at the December meeting.
Motion made by Director Twomey and seconded by Director Carr to direct staff to present a plan at the December meeting to add profile heads to those meters currently without them and to include the estimated number of profile heads to be installed and the estimated associated cost.
Motion carried unanimously
6. Consider and take appropriate action to approve a contract extension with AT&T for tower use at 2114 TW King Road.
Motion made by Director Carr and seconded by Director Twomey to approve the contract extension with AT&T for tower use at 2114 TW King Road.
Motion is withdrawn by the first and second.
Motion made by Director Carr and seconded by Director Twomey to direct the General Manager to research the leases of surrounding cities and to have Legal Counsel thoroughly review the contract language.
Motion carried unanimously
7. Consider and take appropriate action regarding termination of posting notice of meeting agendas at Denton and Tarrant Counties as allowed by House Bill 3357 effective September 1, 2015.
Motion made by Director Thomas and seconded by Director Twomey to terminate posting of meeting agendas at Denton and Tarrant Counties as allowed by H.B. 3357.
Motion carried unanimously
8. Consider and take appropriate action to approve a Right of Way Encroachment and Joint Use Agreement between the Town ofTrophy Club and Trophy Club Municipal Utility District No. 1.
Motion made by Director Twomey and seconded by Director Carr to approve a Right of Way Encroachment and Joint Use Agreement between the Town of Trophy Club and Trophy Club Municipal Utility District No. 1.
Director Hase stated that he has concerns regarding paragraph IX. which states : "Term/Binding Covenant: This Agreement shall bind all future owners of the Property and shall for all purposes be considered a covenant running with the Property." Director Hase does not feel the Board can obligate future Boards and feels the language should be changed. Attorney Liston asked the Board to pass this item and come back to it after discussions in executive session.
Item is moved for discussion in Closed Session
After Closed Session the original motion is withdrawn by the first and second.
Motion made by Director Twomey and seconded by Director Hase to have legal counsel make clarifications regarding the agreement as discussed in Closed Session and provide the changes to the Town of Trophy Club attorney.
Motion carried unanimously
9. Consider and take appropriate action regarding the October 2015 combined financials and variance report. a. Combined financials
b. Variance report
Motion made by Director Carr and seconded by Director Twomey to approve the October 2015 combined financials and variance report.
Motion carried unanimously
President Moss called for a 10 minute Recess
REPORTS & UPDATES 10. General Manager Monthly Report for October 2015
a. Water System Operation b. Wastewater System Operation (September and October) d. Website Analytics e. Finance Update
• Utility Billing Reports • PID Connections
• Permits Collected • Cash Status Report
f. Project Status Updates • Water line relocation project in Solana • Pebble Beach, Timberline, and Pin Oak Court water line upgrade project • Wastewater Treatment Plant Upgrade Project
g. Holiday Office Closures
General Manager McKnight presented the monthly report to the Board and answered related questions. McKnight' s project updates were:
Pebble Beach water line update - only remaining item on Pebble Beach is pouring of bottoms and manholes and crew is just waiting for the completion of the road construction to complete those items. Crew will move to Pin Oak after the first of the year.
WWTP upgrade project- Staff will be moving into temporary lab so contractor can move forward with gutting of the office building.
Solana Water line relocation project - construction is complete. Engineer is looking over easement documents as there were minor changes made in the alignment of the line. Additionally, we will have the abandonment of the old easement. This review and paperwork will be completed soon.
McKnight announced upcoming office closures as November 26 and 27 for Thanksgiving, December 18, 2015 at noon for Staff Christmas Party, and Christmas Holidays on December 24 and 25.
11. Fire Department Report for October 2015 a. Operations Report b. Volunteer Recruitment Report
Chief Thomas gave his report to the Board and answered related questions. Director Carr inquired
regarding recent personnel turnover. Thomas stated that the department has had three recent turnovers in staff.
Motion made by Director Hase and seconded by Director Twomey to move the Fire Report to the first item on the monthly regular meeting agenda so the Fire Chief is able to leave the meeting following his report.
Motion carried unanimously
The Board convened into Closed Session at 8:34 p.m.
CLOSED SESSION 12. Pursuant to section 551.071, the District will consult with its attorney 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. Terms of Non-Standard Water and Wastewater Agreement with JSB Properties, Inc. for the development known as Trophy Club Town Center.
b. Appeal of retail water and sewer rates pending with the Public Utility Commission of Texas. c. Petition received on November 5, 2015 from customers of the Town of Trophy Club Public
Improvement District to appeal wholesale water and wastewater rates through the Public Utility Commission of Texas.
d. Director statements on social media. (J. Thomas) 8. Consider and take appropriate action to approve a Right of Way Encroachment and Joint Use
Agreement between the Town ofTrophy Club and Trophy Club Municipal Utility District No. 1.
13. Deliberations pursuant to Section 551.074(a)(1) of the Texas Open Meetings Act regarding the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee: Karl Schlielig, Wastewater Superintendent.
14. Deliberations pursuant to Section 551.076 of the Texas Open Meetings Act regarding the deployment of security devices at the Svore Municipal Administration Building. (J. Thomas)
The Board reconvened into Regular Session at 10:32 p.m.
REGULAR SESSION 15. Consider and take appropriate action regarding Closed Session items.
Regarding agenda item no. 12(a), a motion was made by Director Carr and seconded by Director Twomey to direct the General Manager and legal counsel to draft a Non-Standard Water and Wastewater Agreement with JSB Properties, Inc. for the development known as Trophy Club Town Center to include developer contributions for offsite improvements and to bring the agreement back to the board next month for review.
Motion carried unanimously
Regarding agenda item no. 14, a motion was made by Director Carr and seconded by Director Twomey to direct the General Manager to review the current policy and security access to the buildings, wastewater treatment plant, and all others secured by card access readers and come back to the Board with suggestions.
Motion carried unanimously
16. Items for future agendas: None
17. Announce next regular meeting date: December 15, 2015 at 6:00p.m.
ADJOURN
President Moss adjourned the Meeting at 10:35 p.m.
