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THE WOODLANDS TOWNSHIP

Board of Directors Meeting

REGULAR BOARD MEETING

June 16, 2016

MINUTES

THE STATE OF TEXAS   §

COUNTIES OF HARRIS & MONTGOMERY   §


             The Board of Directors of The Woodlands Township met in regular session, open to the public, on June 16, 2016, posted to begin at 9:00 a.m. The meeting was held in the Board Chambers at the office of The Woodlands Township, 2801 Technology Forest Boulevard, The Woodlands, Texas, within the boundaries of The Woodlands Township.

 

             
STANDARD ITEMS
             
   1. Invocation / Pledge of Allegiance;

Note: Before the invocation, Vice Chairman Bass asked the Board and audience to observe a moment of silence for the victims and families of the Orlando shooting incident.

Rabbi Mathew Berger from Congregation Beth Shalom of The Woodlands delivered the invocation and Vice Chairman Mike Bass led the Pledge of Allegiance to the United States flag and Texas State flag.
             
   2. Call meeting to order;

Vice Chairman Bass called the meeting to order at 9:00 a.m. and declared that notice of this meeting was posted 72 hours in advance inside the boundaries of The Woodlands Township at the office building located at 2801 Technology Forest Boulevard, The Woodlands, Texas. The roll was then called of the duly elected members of the Board with all members present with the exception of Chairman Ed Robb. As there was a quorum of directors present, the Board proceeded to conduct business.
Present: Vice Chairman Mike Bass; Secretary Gordy Bunch; Treasurer Laura Fillault; Director John McMullan; Director Jeff Long; Director Ann Snyder
Absent: Chairman Ed Robb
Staff Present: Don Norrell, Monique Sharp, John Powers, Karen Dempsey, Nick Wolda, Susan Welbes, Miles McKinney, Robin Cross
             
   3. Receive, consider and act upon adoption of the meeting agenda;
             
  Motion by: Secretary Gordy Bunch moved to adopt the meeting agenda as presented.
  Second by: Director Ann Snyder 


Passed: Chairman Ed Robb ABSENT
Vice Chairman Mike Bass YES
Secretary Gordy Bunch YES
Treasurer Laura Fillault YES
Director John McMullan YES
Director Jeff Long YES
Director Ann Snyder YES
 
             
   4. Recognize public officials;

No public officials were recognized.
             
   5. Public comment;

The following individuals addressed the Board:
  • Frank Kern- 50 Red Sable Drive; commented on drainage issues in Grogan's Point; Note: Director Bunch provided factual information that The Woodlands Township is looking at drainage/flooding issues in the community holistically (all villages)
  • Peter Prasthofer- 1 Waterway Court, #6A; commented on events in Town Center
             
CONSENT AGENDA
             
   6. Receive, consider and act upon the Consent Agenda;
(This agenda consists of non-controversial or "housekeeping" items required by law. One motion with modifications, if applicable, approves for action, all items contained within the Consent Agenda. Items may be moved from the Consent Agenda to the Regular Agenda by any Board Member making such request prior to a motion and vote.)

Note:
Vice Chairman Bass asked Secretary Bunch to read a proclamation declaring July as Parks and Recreation Month in The Woodlands Township.
             
  Motion by: Director Jeff Long moved to approve the Consent Agenda.
  Second by: Director John McMullan 












Passed: Chairman Ed Robb ABSENT
Vice Chairman Mike Bass YES
Secretary Gordy Bunch YES
Treasurer Laura Fillault YES
Director John McMullan YES
Director Jeff Long YES
Director Ann Snyder YES
 
             
   a. Receive, consider and act upon approval of the May 19, 2016 Regular Board Meeting, May 19, 2016 Board Planning Session, and May 25, 2016 Regular Board Meeting minutes for the Board of Directors of The Woodlands Township;
             
   b. Receive, consider and act upon Administrative Reports for Community Services;
             
   c. Receive, consider and act upon Administrative Reports for Law Enforcement and Community Policing;
             
   d. Receive, consider and act upon Administrative Reports for Transportation;
             
   e. Receive, consider and act upon Administrative Reports for The Woodlands Fire Department; 
             
   f. Receive, consider and act upon a conveyance of a temporary pathway easement;
             
   g. Receive, consider and act upon a proclamation declaring July as Parks and Recreation Month in The Woodlands Township;
             
   h. Receive, consider and act upon an award of bid for tree lighting  and maintenance services;
             
   i. Receive, consider and act upon approval for additional services per the Park and Pathway Maintenance Contract for the installation of an under-grass grid and drainage system at  Town Green Park;
             
REGULAR AGENDA
             
   7. Receive, consider and act upon an award of Request for Proposal for Ice Rink Production Services C-2016-100;

John Powers, Assistant General Manager of Community Services for The Woodlands Township, was called on to present this item.  Mr. Powers provided background information on the Request for Proposal (RFP) process and then informed the Board that the proposal submitted by Spectrum Catering, Concessions and Events was the only proposal that was qualified and that met the terms and scope of the RFP. 

Mr. Powers informed the Board that even though only one qualified proposal was received, all three RFP submissions were reviewed and scored by a review committee.  In addition, staff reached out to Risk Management Services Corporation (RMSC) to better understand the concept of their proposal to manage the ice rink facility on a contract basis.  RMSC's operating model did not follow the recommended operating model for the facility as presented in the RFP which provides a "turn-key" operation with no Township capital cost required for the purchase or lease of equipment.  Also, the RMSC model would limit the use of the facility to ice rink operations only.  

Based upon the proposals received and reviewed, staff recommended that the Board select Spectrum Catering, Concessions and Events for Ice Rink Production Services for a term of three years.

Board discussion followed.
             
  Motion by: Director John McMullan moved to approve selection of Spectrum Catering, Concessions and Events for Ice Rink Production Services for a term of three years and authorize the President/General Manager to execute a service agreement per approval to form by the Township Attorney.
  Second by: Director Ann Snyder 



Passed: Chairman Ed Robb ABSENT
Vice Chairman Mike Bass YES
Secretary Gordy Bunch YES
Treasurer Laura Fillault YES
Director John McMullan YES
Director Jeff Long YES
Director Ann Snyder YES
 
             
   8. Receive, consider and act upon a review of Public Comment under the Texas Open Meetings Act (as requested by Director Bass);

Vice Chairman Bass called on Robin Cross, Township Attorney, to provide a review of Public Comment guidelines under the Texas Open Meetings Act.  Ms. Cross informed the Board that the Texas Attorney General has found that "public comment" provides the general public sufficient notice under the agenda to present their concerns to their elected officials during a meeting. 

The Board was also informed that they may not engage in a deliberation or verbal exchange with a speaker.  A statement of specific factual information or a recitation of existing policy may be given or a proposal may be made to place the subject on the agenda for a subsequent meeting.

Board discussion followed.  It was suggested that the Board Chair respectfully ask a speaker to be seated following their comments and then the Board could engage in factual discussion, if necessary.

Note:  This item was for information sharing only.  No action was taken.
             
   9. Receive, consider and act upon an appointment of a Township staff person and elected official to Montgomery County Commissioner Noack's Transportation Task Force; 

Don Norrell, President/General Manager of The Woodlands Township, was called on to present this item.  Mr. Norrell referred the Board to a letter from Montgomery County Precinct 3 Commissioner James Noack inviting the Township to participate in a transportation task force.

The purpose of the task force is to establish a working advisory task force comprised of individuals from local governments to discuss implementation of the South County Mobility plan, transportation needs and ideas, promote local projects and advocate for funding mechanisms.  Meetings are anticipated to begin in August and be held on a bi-monthly or quarterly basis depending on need and vote of the task force members.

It was recommended that the Board Chairman (or his designee) and the President/General Manager of The Woodlands Township (or his designee) be appointed to the task force.

Board discussion followed.
             
  Motion by: Director Ann Snyder moved to appoint the Board Chairman (or his designee) and the President/General (or his designee) to Montgomery County Commissioner Noack's Transportation Task Force.

The motion was later amended to include wording that if any director had an interest in serving on the committee, then they should contact the Board Chairman.  The amended motion was accepted by Director Snyder and Director Long.
  Second by: Director Jeff Long 


Passed: Chairman Ed Robb ABSENT
Vice Chairman Mike Bass YES
Secretary Gordy Bunch YES
Treasurer Laura Fillault YES
Director John McMullan YES
Director Jeff Long YES
Director Ann Snyder YES
 
             
   10. Receive, consider and act upon a request from Houston Technology Center for a Letter of Support regarding a grant proposal for the Innovators in the Woods program (as requested by Director McMullan);

Note:
  This item was received after Agenda Item #7.

Don Norrell called upon Charles Wohl, spokesperson for Houston Technology Center, Innovators in the Woods program, to present this item.  Mr. Wohl informed the Board that the Innovators in the Woods program advances commercialization of emerging technology from start-up to maturity.  The program serves as the nexus of new ideas, technological innovation, and entrepreneurship throughout the greater Woodlands-Conroe region.

Mr. Wohl commented that Houston Technology Center is applying for a grant for funding by the Economic Development Administration (EDA) to expand the Innovators in the Woods program.  With that said, Mr. Wohl respectfully requested that The Woodlands Township provide a letter of support for their grant proposal to the EDA. 

Board discussion followed.
             
  Motion by: Director Ann Snyder moved to authorize the Township Board Chairman or Vice Chairman to submit a letter of support for the grant proposal for the Innovators in the Woods program.
  Second by: Director John McMullan 



Passed: Chairman Ed Robb ABSENT
Vice Chairman Mike Bass YES
Secretary Gordy Bunch YES
Treasurer Laura Fillault YES
Director John McMullan YES
Director Jeff Long YES
Director Ann Snyder YES
 
             
CLOSED MEETING (if applicable)
             
   11. Recess at 9:53 a.m. to Executive Session to discuss matters relating to real property pursuant to §551.072, Texas Government Code; deliberation of economic development negotiations pursuant to §551.087, Texas Government Code; discuss personnel matters pursuant to §551.074, Texas Government Code; and to consult with The Woodlands Township's attorney pursuant to §551.071, Texas Government Code;
             
   12. Reconvene in public session at 10:39 a.m.;

Vice Chairman Bass informed the Board that it was not necessary to take action at this time on matters discussed in Executive Session.
             
DISCUSS FUTURE AGENDA /ANNOUNCEMENTS
             
   13. Consideration of items to be placed on the agenda for next month's meeting;

Note:
Vice Chairman Bass requested that this item be received after Agenda Item #9 since Director Fillault needed to leave the meeting early.
  • Director Long requested that the Board be provided a briefing on the San Jacinto River Authority's Flood Protection Plan. Mr. Norrell will invite someone from SJRA to provide an update to the Board.
  • Treasurer Bunch requested that all items related to the trolley study be deferred until July.
             
   14. Board announcements; and
  • Vice Chairman Bass clarified that the amounts listed in the Board packet for the Park and Pathway Maintenance contract are slightly off. The Board was referred to a handout in their additional materials folder with revised figures.
  • Director Long informed the Chair that he will not be able to attend the June 22, 2016 Board meeting, but would like to receive any preliminary materials, especially materials that deal with flooding.
  • Vice Chairman Bass commented that the Del-Webb Task Force is trying to set its first meeting during the week of June 27, 2016.
             
   15. Adjournment.
             
  Motion by: Director Jeff Long moved to adjourn the meeting at 10:41 a.m.
  Second by: Director John McMullan 

Passed: Chairman Ed Robb ABSENT
Vice Chairman Mike Bass YES
Secretary Gordy Bunch YES
Treasurer Laura Fillault ABSENT
Director John McMullan YES
Director Jeff Long YES
Director Ann Snyder YES
 
_____________________________________
Gordy Bunch
Secretary, Board of Directors

    

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