MINUTES
TOWN OF COPPER CANYON
REGULAR COUNCIL MEETING
AND WORKSHOP SESSION
Monday, September 14, 2009
Workshop
I. Call Workshop Session To Order.
Mayor Sue Tejml called the Workshop to order at 6:00 p.m. on the 14th day of September 2009, in the Council Chambers at Copper Canyon Town Hall, 400 Woodland Drive, Copper Canyon, Texas.
Council present:
Sue Tejml Mayor
Jeff Mangum Mayor Pro Tem
Steve Hill Deputy Mayor Pro Tem
Dan Christy Council Member
Mark Schmitz Council Member
Council absent:
John Brothers Council Member
Staff present:
Donna Welsh Town Administrator
Liz Penny Town Secretary
Brian Haynes Town Engineer
II. Town Council to discuss bids for current road rebuilding from current road funds and a 20-year road repair/replacement plan that includes financial options for long term financing.
Council Member Dan Christy gave an update on this agenda item. Council Member Christy reported that Halff Associates had recently updated the 2008 Town Road Survey to show current conditions and estimated costs. According to the road survey, 72% of the public roadways were considered to be in fair to poor condition. The fair to poor condition roadways have alligator cracking, longitudinal cracking, edge failure and potholes.
Council Member Christy gave a brief summary of information developed by Halff Associates on establishing a Roadway Capital Improvement Plan for Copper Canyon. Preliminary costs to repair and/or replace the interior roads in Copper Canyon were estimated at $10,704,000.00. Copper Canyon Road, Orchid Hill Lane and Chinn Chapel Road improvements will be funded through Denton County bond funds and were not included in the plan. Annual cost for a plan of this size was estimated at $1,000,000.00 per year. The Council could consider extending this cost over a 10-year or 20-year period to make annual costs more affordable to the residents of Copper Canyon.
Mayor Tejml and Council Members discussed:
· The need to establish a capital program that will address repairs and replacement of Copper Canyon interior roads.
· Road maintenance should be included in the annual operating budget of the Town.
Mayor Tejml explained that rebuilding the roads in certain areas of the Town could be considered a capital improvement rather than maintenance because so many roads do not have any existing road base.
· Financing options for a Roadway Capital Improvement Plan were discussed.
One option discussed was a pay as you go program. It is estimated that this would impact the budget by approximately $1 million dollars per year. Due to Copper Canyon’s large lots, agricultural exemptions and small population the costs per capita would be costly.
Other options considered were the financing of debt instruments through the issuance of bonds. This option will be referred to a committee for review and recommendation.
· Future commercial development could lower the requirement for higher residential property taxes, which could help offset costs associated with a capital improvement plan.
· Appointment of a long term planning committee to study financing options for road and infrastructure needs was discussed.
· Mayor Tejml and Council Members briefly discussed the costs of asphalt overlay as compared to concrete reconstruction. Concrete reconstruction is significantly higher in costs than asphalt overlay, however, the performance life of a concrete street is 20-30 years, and the life expectancy of an asphalt street is 5-20 years. (However, the life expectancy of any road is directly related to the density and weight of vehicular traffic over the road.)
· Mayor Tejml and Council Members discussed recycling asphalt and mixing in with sub grade. This process could save on the costs of hauling the asphalt to the landfill.
· Mayor Tejml and Council Members discussed the need to educate residents on the condition of the roads, the need to establish a Roadway Capital Improvement Plan and ways of financing a CIP plan.
Town Engineer Brian Haynes presented information to Mayor Tejml and Town Council Members on a Roadway Capital Improvement Plan (CIP).
Town Engineer Brian Haynes presented a roadway survey developed by Halff Associates. The survey outlined the existing conditions of the roadways, ranked roadways from worst to best condition, and provided an estimate of costs to rehabilitate or reconstruct roadways through use of a CIP.
Town Engineer Brian Haynes provided information to the Town Council that gave costs estimates for a Roadway Capital Improvement Plan:
A 5-year plan was estimated at $10,086,000.00 with annual costs of $1,602,600.00.
A 10-year plan was estimated at $11,302,000.00 with annual costs of $877,900.00
A 20-year plan was estimated at $13,459,000.00 with annual costs of $672,950.00.
Information on roadway improvement costs were provided to the Town Council. This information included the following:
Crack Seal – Costs were estimated at $0.50 per square yard with a performance life of 2-5 years.
Asphalt Overlay – 2” asphalt overlay on existing pavement. Existing pavement must be in good condition. Costs were estimated at $30.00 per square yard.
Asphalt Reconstruction – Existing roadway will be removed and replaced with 4” asphalt with 6” treated sub-grade. Performance life is 7-10 years with costs estimated at $65.00 per square yard.
Concrete Reconstruction – Existing roadway will be removed and replaced with 6” concrete pavement with 6” treated sub-grade. Performance life is 20-years with costs estimated at $87.00 per square yard.
Mayor Tejml and Council Members discussed the need to plan now for the work that will be done in 2010 and 2011.
Mayor Tejml informed Council Members that there is $570,000.00 total in the Road Fund and Reserve Fund and of this amount $300,000.00 could be appropriated for a 2010 road project.
(Some money must remain in the Road Fund to cover unexpected road repairs and emergency road failures.)
III. Adjourn Workshop Session.
Mayor Tejml announced adjournment of the Workshop session at 7:04 p.m.
REGULAR SESSION
I. CALL TO ORDER
Mayor Sue Tejml called the regular meeting of the Copper Canyon Town Council to order at 7:05 p.m. on the 14th day of September 2009, in the Council Chambers at Copper Canyon Town Hall, 400 Woodland Drive, Copper Canyon, Texas.
Council present:
Sue Tejml Mayor
Jeff Mangum Mayor Pro Tem
Steve Hill Deputy Mayor Pro Tem
Dan Christy Council Member
Mark Schmitz Council Member
Council absent:
John Brothers Council Member
Staff present:
Donna Welsh Town Administrator
Liz Penny Town Secretary
Terry Welch Town Attorney
Brian Haynes Town Engineer
A quorum was established.
Mayor Tejml and Council Members led in the Pledge of Allegiance to the U.S. and Texas Flags.
II. PUBLIC INPUT
Citizens can make comments to the Town Council during this section of the meeting agenda. We ask citizens who wish to speak on agenda items to sign in on the sheet provided on the table at the back of the Council Chambers. There is a 3-minute time limit for each citizen who wishes to make a presentation. Pursuant to State Open Meetings law, the Town Council cannot discuss or take action on items not posted on the Agenda. Therefore, the Council cannot take action on or discuss any issues or items brought up during public input.
There was no one present wishing to speak.
III. STAFF/COMMITTEE REPORTS (in person)
Fire Chief Report (Fire Chief Mac Hohenberger was not present.)
1. Calls for service
2. Staff activity
3. Call volumes
4. Gas Well Inspections
Town Administrator Report
Town Administrator Donna Welsh reported that she had met with Paul Virag of Co-Serv regarding streetlights that had been billed to the Town of Copper Canyon. The streetlights that are in the Town’s street right-of-ways have been included in the Town budget.
Town Administrator Donna Welsh reported that she had met with Captain Caley of the Denton County Sheriff’s Department regarding the upcoming fiscal year law enforcement agreement. An agreement will be forwarded to the Town when Denton County finalizes the County budget.
Anderson Paving has completed the summer Town road patch and seal repair program. Town Engineer Brian Haynes is inspecting work and will inform Town Staff when funds can be released on this project.
Town Administrator Donna Welsh reported that several letters have been mailed out on Code Enforcement issues. Code Enforcement Officer Steve Koehler will be meeting weekly with the Staff to coordinate and follow up on Code Enforcement violations.
Town Secretary Report
Town Secretary Liz Penny reported that all filing is current in the Town Hall office.
Town Secretary Liz Penny reported that the Town had received a Department of Labor grant to fund Access I, II and III software training.
IV. MAYOR’S REPORT
1. Texas Comptroller’s office recognizes Copper Canyon, as one of only two Texas towns, who qualify for “Financial Transparency”! The highest accolades for the Town’s recognition go to our three person, but very outstanding, Staff: Town Administrator Donna Welsh, Town Secretary Liz Penny, and Municipal Court Clerk Cindy Fraser.
The Town website has the entire Town’s current financial data posted online – budget, pro forma, and audit. Each month Staff posts all the invoices with the bills to be paid and the Town check register on the Town website.
This recognition is also a validation of our Town Council’s tremendous effort to be “good stewards” of taxpayer’s dollars and to share all financial information on which Council Member’s decisions are made.
2. First Weekend in November 2010 to be designated by Council to honor Copper Canyon Artists.
Town artists opening their studios for the Cross Timbers Artists Guild tour that weekend are:
Eddie Charba demonstrating furniture creations and wood turning at 904 Meadow Drive in the Woodlands Subdivision;
Gene Colley demonstrating wood turning on his incredible lathes at 785 Estates Drive;
Eric Orr demonstrating his ceramic creations and his multiple kilns at
22 Blackjack Lane.
Be on the lookout for the yellow and black “STUDIO TOUR” signs. The Tour is from 10 a.m. to 5 p.m. on Saturday November 7th and from 12 p.m. to 5 p.m. on Sunday November 8th.
350-400 people attended the opening Reception September 5th at the Cross Timbers Artists Guild Gallery in the Shops of Highland Village. Rockfish donated its famous appetizers and Patrizio’s donated its renowned pizza. Creole Soulfood catered Cajun dishes for the grand opening.
3. Town Hall is now open Monday through Friday from 8:30 a.m. – 4 p.m., including the lunch hour. This change provides the public an opportunity to pay fines and take care of business during the lunch hour.
4. Mayor Tejml gave a progress report on engineering and rebuilding of Copper Canyon Road, Orchid Hill Lane, Chinn Chapel Road, progress on FM 2499 and FM 407.
Mayor Tejml reported that Deb Valencia, Chairman of the Trails Advisory Committee, had asked that the equestrian tunnel be opened. Major Tejml spoke with FM 2499 project officials and they had no objections to this request. There is earthen work at the end of the tunnel that needs to be completed. An orange fence should be constructed so that riders stay in the designated area of the tunnel and not ride within the work site of FM 2499.
Mayor Tejml reported that construction on FM 2499 could be complete as early as September 2010. Hopefully Orchid Hill Lane road construction will be complete before FM 2499 is open.
Mayor Tejml reported that she would be attending a transportation summit on Thursday, September 18, 2009.
Mayor Tejml reported that the Corp of Engineers have met with persons who have excavated into the creek bank on Poindexter Creek behind property on Pilot Lane. Corp officials have explained that all authority regarding any excavation or construction on Poindexter Creek lies with the Corp of Engineers. No one should excavate or do any type of construction on Corp property without first obtaining permission from the Corp of Engineers.
Mayor Tejml reported construction work on FM 407 from I-35E to Chinn Chapel Road is going very slowly. TX Dot is struggling with funding issues. Denton County’s engineering and right-of-way acquisitions to rebuild Copper Canyon Road are also progressing very slowly.
V. COUNCIL REPORTS
1. Council Member Christy – Report on 20-year plan to rebuild interior roads, priority list and manner of funding.
Council Member Dan Christy reported on various options with Orchid Hill Lane road construction that was discussed at the August 24 Workshop.
One option is to make no changes to the “S Curve” on Orchid Hill Lane. A second option is to soften the “S”-Curve” by straightening out some of the curve. This option would involve right-of-way acquisition and utility relocation. The third option is having a stop sign at multiple locations throughout the “S-Curve”.
Council Member Christy reported that the roundabout for the intersection of Chinn Chapel Road and Orchid Hill Lane would need to be considered.
Council Member Christy reported that he would be working with Town Engineer Brian Haynes to work up estimated costs for a 2010 road and infrastructure project.
Council Member Schmitz asked if recycling of asphalt could be used on the Blackjack Lane road reconstruction. Town Engineer Brian Haynes explained the process of using recycled asphalt for Blackjack Lane and other roads is a very cost effective process and should provide for a good road surface.
Mayor Tejml asked if this process could be used for cul-de-sacs located on Rolling Acres. Brian Haynes explained this would be a good method to use for improvement to the cul-de-sacs on Rolling Acres. Machinery grinds up the asphalt and mixes it in with the soil. It is a “green” method of construction in that the recycled asphalt does not have to be hauled to the landfill.
VI. CONSENT AGENDA
Items on the Consent Agenda are routine and administrative in nature. As such, these items are considered for approval by a single motion and vote without discussion. Council Members can remove an item or items from the agenda so it can be considered separately and/or add any item to be considered as part of the Consent Agenda.
a. Approve Minutes August 10, 2009.
b. Approve Minutes August 24, 2009
c. Approve the August 2009 Financial Statements.
d. Approve Bills to be Paid, and Transfer of Funds.
e. Approve updated Budget Pro Forma for Fiscal Year 2008-2009.
f. Approve renewal of service provider contract expiring September 30, 2009: Service Agreement for Right-Of-Way Mowing with John Brothers.
g. Approve renewal of service provider contract expiring September 30, 2009: Mowing/Outside Maintenance at Town Hall with Roy Bradford.
h. Approve renewal of service provider contract expiring September 30, 2009: Building Inspection and Code Enforcement with Steve Koehler.