NOTICE OF PUBLIC MEETING TO: THE BOARD OF DIRECTORS OF THE WOODLANDS TOWNSHIP AND TO ALL OTHER INTERESTED PERSONS: Notice is hereby given that the Board of Directors of The Woodlands Township will hold a Regular Board Workshop on Thursday, May 19, 2011, at 7:30 a.m., at the Office of The Woodlands Township, Board Chambers, 10001 Woodloch Forest Drive, Suite 600, The Woodlands, Texas, within the boundaries of The Woodlands Township, for the following purposes: 1. Call workshop session to order; 2. Consider and act upon adoption of the meeting agenda; Pages 1-6 3. Recognize public officials; 4. Public comment; POTENTIAL CONSENT AGENDA 5. Receive, consider and act upon the potential Consent Agenda; (This agenda consists of non-controversial or “housekeeping” items required by law that will be placed on the Consent Agenda at the next Board of Director’s Meeting and may be voted on with one motion. Items may be moved from the Consent Agenda to the Regular Agenda by any Board Member making such request.) a) Receive, consider and act upon approval of the minutes of the April 21, 2011 Board Workshop and April 27, 2011 Regular Board Meeting Pages 7-26 of the Board of Directors of The Woodlands Township; b) Receive, consider and act upon authorizing the annual destruction of records under an approved records retention schedule; Pages 27-28 c) Receive, consider and act upon a sponsorship agreement with Nike Pages 29-42 Team Nationals; d) Receive, consider and act upon approval of authorizing the use of an independent contractor for park and pathway maintenance contract Pages 43-44 quality inspections; 1 2 e) Receive, consider and act upon revisions to the Parks and Recreation Pages 45-48 2011 Capital Projects schedule; BRIEFINGS 6. Receive and consider a presentation regarding the Grand Parkway; 7. Receive and consider an update regarding the Governance Planning Process for Pages 49-52 The Woodlands; 8. Receive and consider a presentation by Fire Chief Alan Benson regarding emergency preparedness; POTENTIAL REGULAR AGENDA This agenda consists of items that will be placed on the Regular Agenda at the next Board of Director’s Meeting. 9. Receive, consider and act upon changes to the trolley route in The Woodlands Pages 53-54 Town Center; 10. Receive, consider and act upon an update regarding the Grogan’s Mill Pages 55-56 pedestrian bridge; 11. Receive, consider and act upon recommendations from solid waste consultant Pages 57-82 and staff regarding solid waste bidders; 12. Receive, consider and act upon award of proposal for concession services at Pages 83-106 Bear Branch Sports Park; 13. Recess the regular meeting of the Board of Directors; 14. Convene and conduct a public hearing regarding the amendment of Order No. 020-09 regarding swimming pool fees; 15. Reconvene the regular meeting of the Board of Directors; 16. Receive, consider and act upon amending Order No. 020-09 regarding Pages 107-110 swimming pool fees; 17. Receive, consider and act upon award of bids for 9012 New Trails (this item will Pages 111 be discussed at the May 25 Board of Directors meeting); 3 4 CLOSED MEETING (if applicable) 18. Recess 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 concerning pending litigation pursuant to §551.071, Texas Government Code; 19. Reconvene in Public Session; 20. Receive, consider and act upon an agreement with The Woodlands Land Pages 113 Development Company for lease of Lake Woodlands; 21. Administrative Reports; . Community Services; . Community Policing; . The Woodlands Fire Department; . The Woodlands Convention & Visitors Bureau; DISCUSS FUTURE AGENDA / ANNOUNCEMENTS 22. Consideration of items to be placed on the agenda for next month’s meeting; 23. Board announcements; 24. Public comment; and 25. Adjournment. (SEAL) Seal is on posted agenda. / d _____________ President/General Manager for The Woodlands Township 5 6 THE WOODLANDS TOWNSHIP BOARD OF DIRECTORS WORKSHOP MEETING APRIL 21, 2011 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 April 21, 2011, posted to begin at 7:30 a.m. The workshop session was held in a meeting room at the Office of The Woodlands Township, Board Chambers, 10001 Woodloch Forest Drive, Suite 600, The Woodlands, Texas, within the boundaries of The Woodlands Township. DIRECTORS PRESENT: Chairman Bruce Tough, Vice Chairman Lloyd Matthews, Secretary Claude Hunter, Treasurer Ed Robb, Director Nelda Blair, Director Tom Campbell, and Director Peggy Hausman DIRECTORS ABSENT: None STAFF/ADVISORS: Don Norrell, President/General Manager, John Powers, Assistant General Manager Community Services, Monique Sharp, Assistant General Manager of Finance & Administration, Fire Chief Alan Benson, Susan Welbes, Director of Human Resources, Nick Wolda, Director of Community Relations/CVB President, Miles McKinney, Legislative Affairs & Transportation Manager, Karen Dempsey, Management Analyst, Mary Connell, Manager of Community Relations, Bret Strong, Legal Counsel and Mike Page, Legal Counsel Call to Order; Chairman Tough called the workshop session to order at 7:30 a.m. and declared that notice of this meeting was posted 72 hours in advance at the Courthouses of Montgomery and Harris Counties and inside the boundaries of The Woodlands Township at the office building located at 10001 Woodloch Forest Drive, Suite 600, The Woodlands, Texas. As there was a quorum of members present, the Board proceeded to conduct business regarding the following matters. Consider and act upon adoption of the meeting agenda; Chairman Tough called for a motion and second to adopt the agenda. MOTION: Motion by Director Blair; second by Director Campbell 7 VOTE: Ayes: Chairman Tough Vice Chairman Matthews Secretary Hunter Treasurer Robb Director Blair Director Campbell Director Hausman Nays: None Abstentions: None Absent: None ACTION: Motion passed unanimously. Recognize Public Officials: Chairman Tough recognized the following public officials: • George Van Horn, Precinct 32 Chair and Vice President of Government Relations for Grogan’s Mill Village Association • Mark Castleschouldt, Chief Appraiser for Montgomery Central Appraisal District Public Comment; • George Van Horn relayed Grogan’s Mill resident concerns about covenant administration issues and behavior at Sawmill Park, and invited all to attend the Farmers Market, Saturday, 8 a.m.- noon at Grogan’s Mill Village Center • Lynn Wallace presented an overview of The Village at The Woodlands Waterway, a new senior living facility, and requested that the Board consider establishing a trolley stop at the location The Public Comment Roster is attached hereto as Exhibit “A”. Receive, consider and act upon a proclamation in support of National Police Week; Chairman Tough informed the Board that this item will be presented at the April 27, 2011 Board of Directors meeting. The following agenda item #10 was taken out of order and handled before discussion of the Potential Consent Agenda items: Receive, consider and act upon adopting a resolution establishing residential homestead exemption(s) from ad valorem taxation by The Woodlands Township Chairman Tough called upon Chief Appraiser of Montgomery Central Appraisal District, Mark Castleschouldt, to update the Board regarding homestead exemption issues, specifically as applies to a 3 percent, minimum $5,000 exemption. Mr. Castleschouldt discussed the estimate of percentage increase of preliminary property valuation as well as potential loss in taxable value of $233,650,000 if a 3 percent exemption were implemented or $389,000,000 if a 5 percent homestead exemption were enacted. Monique Sharp was then called upon to give a PowerPoint presentation outlining the impact of the proposed exemptions, including an average reduction in property tax, budget impact and necessary timeline for decision points. This item will be brought forward to the April 27, 2011 regular Board meeting for consideration and action under the Regular Agenda. 8 A copy of Ms. Sharp’s PowerPoint presentation is attached hereto as Exhibit “B”. POTENTIAL CONSENT AGENDA; (This agenda consists of non-controversial or “housekeeping” items required by law that will be placed on the Consent Agenda at the next Board Meeting and may be voted on with one motion. Items may be moved from the Consent Agenda to the Regular Agenda by any Board Member making such request.) Receive, consider and act upon approval of the minutes of the March 17, 2011 Board Workshop, March 23, 2011 Special Board Meeting and March 23, 2011 Regular Board Meeting of the Board of Directors of The Woodlands Township Chairman Tough asked the Board to review the minutes in preparation for the April 27, 2011 regular Board meeting. Director Campbell requested a correction to the March 23 Regular Board minutes to the vote on Proposed Commission Agreements for Sublease Activity to include his vote as an “aye” vote rather than “nay.” Corrections to the minutes will be made prior to consideration and action at the April 27, 2011 regular Board meeting under the Consent Agenda. Receive, consider and act upon approval of a contract with Joiner Partnership, Inc. for architectural and design services for Central Fire Station; Alan Benson was