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10.12.2026 TC Agenda Packet TOWN OF TROPHY CLUB TOWN COUNCIL REGULAR MEETING AGENDA October 12, 2026 7:00 PM Council Chambers 1 Trophy Wood Drive Trophy Club, Texas 76262 CALL REGULAR MEETING TO ORDER INVOCATION led by Pastor Joel Quilé, Bara Church PLEDGES led by Council Member Pledge of Allegiance to the American Flag Pledge of Allegiance to the Texas Flag PUBLIC COMMENT(S) This is an opportunity for citizens to address the Council on any matter pursuant to Texas Government Code 551.007. The Council is not permitted to discuss or take action on any presentations made concerning matters that are not listed on the agenda. Presentations are limited to matters over which the Council has authority. Speakers have up to three (3) minutes or the time limit determined by the Presiding Officer. Each speaker is requested to complete the Speaker’s Form prior to speaking or may email mayorandcouncil@trophyclub.org COMMUNITY SPOTLIGHT 1. Working for You... Trophy Club a) Update from Town Council Members b) Update from Town Manager (Brandon Wright, Town Manager) c) Quick Civic Tip (Dean Roggia, Town Attorney) CONSENT AGENDA This part of the agenda consists of non-controversial, or "housekeeping" items required by law. Items may be removed from Consent by any council member by making such request prior to a motion and vote. 2. Consider approval of the September 28, 2026 Town Council regular meeting minutes. (Tammy Dixon, Town Secretary) Page 1 of 80 3. Consider authorizing the Town Manager to negotiate and execute a construction contract with Love's Management Contracting in an amount not to exceed $90,000 for the Trophy Club Community Center Renovation Project. (Chase Ellis, Director of Parks & Recreation) 4. Consider a resolution amending the Compensation Policy to provide a 12-day pay period for fire employees working a 48/96 work schedule, adding the Municipal Fleet Electric Vehicle Charging Policy, and providing an effective date. (Brandon Wright, Town Manager) INDIVIDUAL ITEMS 5. Consider changes, modifications, and/or the continuation of the Thrive Business Grant Program. (Tamara Smith, Assistant Town Manager) EXECUTIVE SESSION Pursuant to Section 551.071 of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council will recess into executive session to discuss the following: 6. Consultation with Town Attorney regarding pending or contemplated litigation or a settlement offer: Trophy Club Municipal Utility District No. 1 v. Town of Trophy Club, Texas, v. Texas Commission on Environmental Quality; Cause No. D-1-GN-26-008831, in the 459th District Court of Travis County, Texas. 7. Consultation with Town Attorney regarding pending or contemplated litigation or a settlement offer: Statutory request for correction, clarification, or retraction under the Texas Defamation Mitigation Act, Tex. Civ. Prac. and Remedies Code Ch. 73; Demand to Cease Publication of Defamatory Statements Concerning Pamela Liston, General Counsel for Trophy Club Municipal Utility District No. 1. RECONVENE INTO REGULAR SESSION 8. Action as a result of Executive Session. ADJOURN The Town Council may convene into executive session to discuss posted items as allowed by Texas Government Code Sections 551.071 through 551.076 and Section 551.087. I do hereby certify that the notice of meeting was posted on the bulletin board at the Town Hall for the Town of Trophy Club, Texas, in a place convenient and readily accessible to the general public at all times on the following date and time: October 6, 2026 at 4:35 p.m., and said Notice of Meeting was also posted concurrently on the Town’s website in accordance with Texas Government Code Ch. 551. /s/ Tammy Dixon Tammy Dixon, Town Secretary In accordance with section 551.127 of the Texas Government Code (Open Meetings Act) this meeting will be an in-person meeting with either a member of Town Council, staff, or consultant, participating by video conference. The public meeting location will be Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas. The Mayor, as presiding officer of Town Council, and a quorum of the Town Council will be physically present at this location. The location where the Mayor is physically present shall be open to the public during the open portions of the meeting. BUDGET/TAXPAYER IMPACT STATEMENT: Pursuant to Section 551.043, Government Code, the following taxpayer impact statement must be on the Town Council meeting agenda at which the Town Council will discuss or adopt a budget for the Town of Trophy Club: For an average-valued homestead property ($714,324.00), the Town’s portion of the property tax bill in dollars for the current fiscal year (FY2027) is $2,814.20, and the Town’s portion of the property tax bill in dollars for the current fiscal year (FY2027) for the same property if a budget had been funded at the no-new-revenue rate under Chapter 26, Tax Code, is estimated to be $2,817.80. The FY 2027 Budget was adopted by the Town Council on September 14, 2026 and can be viewed at https://www.trophyclub.org/159/Budget If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 682-- 237-2900, 48 hours in advance, and reasonable accommodations will be made to assist you. Page 2 of 80 TOWN COUNCIL COMMUNICATION MEETING DATE: October 12, 2026 FROM: Tammy Dixon, Town Secretary AGENDA ITEM: Consider approval of the September 28, 2026 Town Council regular meeting minutes. (Tammy Dixon, Town Secretary) BACKGROUND/SUMMARY: The Town Council held a regular meeting on September 28, 2026. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: There is no financial impact associated with this agenda item. LEGAL REVIEW: N/A ATTACHMENTS: 1. 09.28.2026 TC Meeting Minutes ACTIONS/OPTIONS: Staff recommends that the Town Council move to approve the September 28, 2026 Town Council regular meeting minutes. Page 3 of 80 Town of Trophy Club Town Council Regular Meeting Meeting Minutes, September 28, 2026, 6:00 p.m. 1 Trophy Wood Drive, Trophy Club, Texas 76262 CALL REGULAR MEETING TO ORDER AND ANNOUNCE A QUORUM Mayor Tiffany called the regular meeting to order at 7:00 p.m. COUNCIL MEMBERS PRESENT Jeannette Tiffany, Mayor Rhylan Rowe, Mayor Pro Tem Sean Nelson, Council Member Place 1 T. Clark Simmons, Council Member Place 2 Dennis Sheridan, Council Member Place 3 Garry Ash, Council Member Place 5 Steve Flynn, Council Member Place 6 STAFF MEMBERS PRESENT Brandon Wright, Town Manager Tammy Dixon, Town Secretary Dean Roggia, Town Attorney April Duvall, Director of Finance Matt Cox, Director of Community Development Patrick Arata, Chief of Police Jason Wise, Fire Chief Madison Seil, Recreation Superintendent INVOCATION Council Member Sean Nelson led the invocation. PLEDGES Mayor Pro Tem Rowe led the Pledge of Allegiance to the American and Texas Flags. PUBLIC COMMENTS Neil Twomey, 203 Oakmont, Trophy Club, spoke on Westlake Police, Fire/EMS overtime, February Town Council motion. Braden Willingham, 12 Biltmore Ct., Trophy Club, spoke on Flock Cameras System concerns. Page 4 of 80 Town Council Meeting Minutes – September 28, 2026 Page 2 COMMUNITY SPOTLIGHT 1. 2026 GrapeFest Mayor’s GrapeStomp Competition Mayor Tiffany recognized Mayor Pro Tem Rylan Rowe and Council Member Steve Flynn for representing the Town of Trophy Club in the 2026 GrapeFest Mayor’s GrapeStomp Competition in Grapevine. Mayor Tiffany announced that the team placed third in the competition and presented them with certificates commemorating their achievement. Mayor Pro Tem Rowe and Council Member Flynn briefly shared their experience participating in the event and expressed their enjoyment of the competition. 2. Working for You... Trophy Club a) Update from Town Council Members Council Member Nelson reminded residents of the upcoming November 3, 2026 election and noted that the deadline to register to vote is October 5, 2026. b) Update from Town Manager (Brandon Wright, Town Manager) Town Manager Wright recognized Communications and Marketing Director Jill Lind and her team for receiving three national awards from the City-County Communications & Marketing Association. The Town received first place for the “Where’s Waldo?” social media campaign, second place for the Town’s weekly newsletter, and third place for the Breakfast with Tiffany series. He noted that the competition included more than 1,200 submissions. He also highlighted upcoming community events and meetings: • Trophy Club Citizen Academy Orientation, September 29 • Fright Lights Contest, nominations accepted October 1–20, with judging October 21 • Pet Fest, October 3, 9:00 a.m.–12:00 p.m., Freedom Dog Park • National Night Out, October 6, 6:00–9:00 p.m. • Boards and Commissions Reception, September 30, 6:00–7:30 p.m., HG Sply • Parks and Recreation Board Meeting, October 19, 6:00 p.m., Town Hall • Shred It and Forget It, October 24, 8:00 a.m.–12:00 p.m., Town Hall • Seasonal Leaf Collection, November 18 through January 9, allowing residents to place an unlimited number of leaf bags for collection c) Quick Civic Tip (Dean Roggia, Town Attorney) Town Attorney Roggia explained the first and second readings of the resolutions listed on the agenda, noting that certain economic development expenditures over $10,000 by a Type B economic development corporation require at least two separate readings, which may occur at the same meeting. Page 5 of 80 Town Council Meeting Minutes – September 28, 2026 Page 3 CONSENT AGENDA 3. Consider approval of the September 14, 2026 Town Council Regular Meeting minutes and the September 16, 2026 Town Council Work Session minutes. (Tammy Dixon, Town Secretary) 4. Consider a resolution providing for the appointment of members and designation of chair and vice chair positions, where applicable, to serve on the Animal Shelter Advisory Board, Crime Control and Prevention District Board, Economic Development Corporation Board, Reinvestment Zone Number One Board of Directors, Ethics Review Commission, Parks and Recreation Board, Planning and Zoning Commission, Trophy Club Council for Arts and Culture, Zoning Board of Adjustment, and the Building Standards Commission. (Tammy Dixon, Town Secretary). The caption of the resolution reads as follows: RESOLUTION NO. 2026-21 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, PROVIDING FOR THE APPOINTMENT OF MEMBERS AND THE DESIGNATION OF CHAIR AND VICE CHAIR POSITIONS, WHERE APPLICABLE, TO SERVE ON THE ANIMAL SHELTER ADVISORY BOARD; CRIME CONTROL AND PREVENTION DISTRICT BOARD; ECONOMIC DEVELOPMENT CORPORATION BOARD; REINVESTMENT ZONE NUMBER ONE BOARD OF DIRECTORS; ETHICS REVIEW COMMISSION; PARKS AND RECREATION BOARD; PLANNING AND ZONING COMMISSION; TROPHY CLUB COUNCIL FOR ARTS AND CULTURE; ZONING BOARD OF ADJUSTMENT; AND BUILDING STANDARDS COMMISSION; DESIGNATING TERMS OF SERVICE; AND PROVIDING AN EFFECTIVE DATE. 5. Consider authorizing the Town Manager to negotiate and execute a professional services agreement with Bureau Veritas North America, Inc. in an amount not to exceed $84,000 for on-call third-party plan reviews, health inspections, and building inspections under the existing professional services agreement. (Matt Cox, Director of Community Development) 6. Consider authorizing the Town Manager to negotiate and execute a purchase agreement for the purchase of a Police Department vehicle from Sam Pack’s Five- Star Ford Carrollton in the amount of $47,908.60. (Patrick Arata, Police Chief) 7. Consider authorizing the Town Manager to negotiate and execute a purchase agreement for Police and Parks Department vehicles in the amount of $223,786.80 from Classic Chevrolet. (Patrick Arata, Police Chief) Item pulled from consent. Council Member Simmons requested that item 7 be pulled from the Consent Agenda. Council Member Flynn moved to approve the Consent Agenda items 3, 4, 5 and 6. Mayor Pro Tem Rowe seconded the motion. Page 6 of 80 Town Council Meeting Minutes – September 28, 2026 Page 4 VOTE ON MOTION AYES: Nelson, Simmons, Rowe, Tiffany, Sheridan, Ash, Flynn NAYES: None VOTE: 7-0 INDIVIDUAL ITEMS 7. Consider authorizing the Town Manager to negotiate and execute a purchase agreement for Police and Parks Department vehicles in the amount of $223,786.80 from Classic Chevrolet. (Patrick Arata, Police Chief) Item pulled from consent. Council discussed the proposed purchase of Police and Parks Department vehicles and asked questions regarding vehicle costs, model-year options, electric versus gas-powered vehicles, warranties, and vehicle replacement criteria. Staff responded to questions and discussed available purchasing options. Council directed staff to review available 2026 EV Blazer options, 2026 or 2027 Silverado options, and the Town’s vehicle purchasing policy. Mayor Pro Tem Rowe moved to authorize the Town Manager to negotiate and execute a purchase agreement for Police and Parks Department vehicles in the amount of $214,000.00 from Classic Chevrolet. Council Member Simmons seconded the motion. VOTE ON MOTION AYES: Nelson, Simmons, Rowe, Tiffany, Sheridan, Ash, Flynn NAYES: None VOTE: 7-0 8. First Reading: Consider a resolution approving the Thrive Business Grant application and authorizing the Town Manager to negotiate and execute a performance agreement with the grantee as recommended by the Trophy Club Economic Development Corporation. (Tamara Smith, Assistant Town Manager) Town Secretary Dixon provided the first reading. Tamara Smith, Assistant Town Manager, presented the THRIVE Business Grant applications recommended by the Trophy Club Economic Development Corporation for Conquer Fitness, Fresh and Fluffy Pet Bar, Lantzy Children’s Dentistry, and Trophy Nail Salon. She provided an overview of the proposed improvements and grant amounts. Council asked questions regarding the businesses and proposed projects, and staff responded. No action was taken following the first reading. 9. Second Reading: Consider a resolution approving the Thrive Business Grant application and authorizing the Town Manager to negotiate and execute a Page 7 of 80 Town Council Meeting Minutes – September 28, 2026 Page 5 performance agreement with the grantee as recommended by the Trophy Club Economic Development Corporation. (Tamara Smith, Assistant Town Manager) Town Secretary Dixon provided the second reading. Council discussed the THRIVE Business Grant program and the applications presented. Council Members expressed differing views regarding the continued use of EDC funds for the program. Council requested that the THRIVE Business Grant program be brought back to Council for review at a future meeting. Council Member Nelson moved to approve Resolution 2026-22 approving the Thrive Business Grant application and authorizing the Town Manager to negotiate and execute a performance agreement with the grantee as recommended by the Trophy Club Economic Development Corporation. Council Member Flynn seconded the motion. The caption of the resolution reads as follows: RESOLUTION NO. 2026-22 A RESOLUTION OF THE TOWN OF TROPHY CLUB, TEXAS, APPROVING THE THRIVE BUSINESS GRANT APPLICATIONS AND AUTHORIZING THE TOWN MANAGER TO NEGOTIATE AND EXECUTE PERFORMANCE AGREEMENTS WITH THE TROPHY CLUB ECONOMIC DEVELOPMENT CORPORATION AND EACH GRANTEE; AND PROVIDING AN EFFECTIVE DATE. VOTE ON MOTION AYES: Nelson, Simmons, Tiffany, Sheridan, Flynn NAYES: Rowe, Ash VOTE: 5-2 EXECUTIVE SESSION/OPEN SESSION Pursuant to the Open Meetings Act, Chapter 551, the Town Council convened into a Closed Executive Session at 7:53 p.m. and reconvened into Open Session at 8:59 p.m. in accordance with the Texas Government Code regarding: Section 551.071 Consultation with Town Attorney on the following: 10. Consultation with Town Attorney regarding pending or contemplated litigation or a settlement offer: Trophy Club Municipal Utility District No. 1 v. Town of Trophy Club, Texas, v. Texas Commission on Environmental Quality; Cause No. D-1-GN-26-008831, in the 459th District Court of Travis County, Texas. No Action Taken. 11. Consultation with Town Attorney regarding pending or contemplated litigation or a settlement offer: Statutory request for correction, clarification, or retraction under the Texas Defamation Mitigation Act, Tex. Civ. Prac. and Remedies Code Ch. 73; Demand to Cease Publication of Defamatory Statements Concerning Pamela Liston, General Counsel for Trophy Club Municipal Utility District No. 1. No Action Taken. ADJOURNMENT Page 8 of 80 Town Council Meeting Minutes – September 28, 2026 Page 6 Mayor Tiffany adjourned the regular meeting at 8:59 p.m. ____________________________ Jeannette Tiffany, Mayor Attest: _______________________________ Tammy Dixon, Town Secretary Page 9 of 80 TOWN COUNCIL COMMUNICATION MEETING DATE: October 12, 2026 FROM: Madison Seil, Recreation Superintendent AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute a construction contract with Love's Management Contracting in an amount not to exceed $90,000 for the Trophy Club Community Center Renovation Project. (Chase Ellis, Director of Parks & Recreation) BACKGROUND/SUMMARY: The Town of Trophy Club completed the acquisition of the former Premier Academy facility at 945 Trophy Club Drive in August 2026, marking an important step to expand indoor recreation opportunities for the community. On September 14, the Town Council officially named the 8,650 square-foot facility the Trophy Club Community Center. The building includes an indoor gymnasium, classrooms, activity space, restrooms, and support areas that will allow Parks & Recreation to significantly expand year-round programming. With the acquisition complete, the project is transitioning from purchase to renovation and facility preparation. Staff is coordinating with contractors and preparing phased improvements, including technology and A/V upgrades, security systems, flooring and ceiling updates, interior painting, signage, gymnasium partitioning, and organization of furniture and equipment. The estimated cost for refurbishment and improvements is approximately $225,000. Staff obtained and reviewed proposals for the project from three general contractors. The proposed scopes and associated costs varied among the contractors, with pricing ranging from approximately $68,445 to $245,360. Staff recommends proceeding with the lowest quote of $68,445 submitted by Love's Management Contracting. The scope of work outlined in the Love's Management pricing includes: 1. Demolition and subfloor preparation 2. Custom cabinetry and stonework/countertops 3. Flooring and trim installation 4. Electrical, plumbing, and weatherization improvements 5. Drywall repairs, ceiling repairs, and painting The $68,445 quote from Love's Management does not include HVAC repairs or replacement. Work on the facility's HVAC system will be performed by a different vendor to reduce costs to the Town. The proposed work will address needed building improvements and prepare the facility for expanded recreation programming. Other planned improvements will be coordinated separately within the overall renovation budget. Page 10 of 80 BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: At its July 13, 2026 meeting, the Town Council approved a $2.1 million amendment to the FY 2026 Budget to fund the facility’s purchase and renovations before opening to the public. Of that amount, $225,000 is allocated for renovations and improvements. Staff recommends authorizing $68,445 for the work proposed by Love’s Management Contracting and establishing a $21,555 owner’s contingency, for a total authorization of $90,000. The contingency will provide flexibility to address unforeseen conditions and necessary adjustments during construction. This authorization is within the $225,000 renovation budget, leaving $135,000 for HVAC work and other facility improvements. LEGAL REVIEW: Town Attorney, Dean Roggia, will review the contract as to form and legality. ATTACHMENTS: 1. Love's Management Contracting Quote ACTIONS/OPTIONS: Staff recommends that the Town Council move to authorize the Town Manager to negotiate and execute a construction contract with Love's Management Contracting in an amount not to exceed $90,000 for the Trophy Club Community Center Renovation Project. Page 11 of 80 Love's Management Contracting Jesse Love (336) 669-3661 Jesse@lovesmanagement.com Municipal Facility Conversion (After- School / Summer Camp Center) name: City of Trophy Club address of job: 935 Trophy Club Dr, Roanoke, TX 76262 description City of Trophy Club address of job location: 935 Trophy Club Dr, Roanoke, TX 76262 Pic of job location Page 12 of 80 Love's Management Contracting 3209 Gidran DR Fort Worth TX 76244 Phone: (336)669-3661 Company Representative Jesse Love Phone: (336) 669-3661 jesse@lovesmanagement.com Date:09/20/2026 City of Trophy Club 935 Trophy Club Dr, Roanoke, TX 76262 Job: Facility Conversion Scope of Work 1.Pre-Construction: Obtain all required permits and schedule inspections as required by local jurisdiction.Protect landscaping, siding, windows, and surrounding property during construction. Deliver materials andstage equipment in a safe and organized manner. Phase 1: Mobilization, Logistics & Site SafetyIndustrial Site Management: Delivery and strategic management of 15 yard dumpster if needed, debris management and site protection. Phase 2: Demolition & Subfloor PreparationDemolish and remove glued-down carpet across 1,850 SF (hallway and two classrooms).Demolish existing baseboards throughout the facility (excluding bathrooms).Remove existing Formica countertops (office and both classrooms) and existing cabinetry in the office area.Mechanically scrape concrete subfloors to remove residual carpet adhesive.Apply commercial-grade self-leveling concrete compound across the 1,850 SF footprint.Phase 3: Custom Cabinetry & StoneworkInstall 20 Linear Feet (LF) of new custom cabinetry in the office, including a custom 5’ x 4’ upper file sorter.Fabricate and install 2cm Quartz countertops (Sparkling White, eased edge, 4" backsplash) with a 176.5" bump-out.Install two (2) 16" drop-in sink cutouts and two (2) LS-D47 sinks.Phase 4: Flooring & Trim InstallationInstall 1,850 SF of commercial Luxury Vinyl Plank (LVP) flooring in the hallway and two classrooms (Color: TBD by City).Install approximately 400 LF of commercial rubber cove baseboards in prepped areas (Color: TBD by City).Phase 5: Electrical, Plumbing & WeatherizationCap and make safe the exposed water line inside the office wall.Supply and install 16 recessed LED can lights across the hallway and office ceilings. Caulk, patch, and seal window sills and frames. Install new weatherstripping and door sweeps on the two (2) rear exterior doors. Phase 6: Drywall, Ceilings & Painting Patch, tape, and float drywall damage in classrooms. Replace damaged acoustic drop-in ceiling sections in the hallway. Gymnasium (70’ x 51’): Paint walls utilizing a two-tone division (Color 1 on lower 1/3; Color 2 on upper 2/3) and paint the ceiling. Gym Bathrooms: Paint walls and ceilings in the two gymnasium restrooms. Classrooms/Hallway: Paint classroom walls and ceilings. Paint hallway walls up to the drop ceiling. Doors: Prep, seal, and paint 14 interior wood and exterior metal doors. Project Manager: Jesse Love Page 13 of 80 Love's Management Contracting 3209 Gidran DR Fort Worth TX 76244 Phone: (336)669-3661 Company Representative Jesse Love Phone: (336) 669-3661 jesse@lovesmanagement.com Date:09/20/2026 City of Trophy Club 935 Trophy Club Dr, Roanoke, TX 76262 Job: Facility Conversion Job: Scope of Work Phase 7: Mechanical / HVAC system replacement pending diagnostic. Final pricing to be added via change order or addendum. Project Manager: Jesse Love 336-669-3661 Page 14 of 80 Travel Outside 50 Mile Company Authorized Signature Date Customer Signature Date Customer Signature Date TERMS AND CONDITIONS 1.Scope and Change Orders: LMC will perform only the work described in the Phases. Any additional work,repairs, or deviations requested by the Client must be documented in a written Change Order signed by bothparties. These changes may result in additional labor or material charges. 2.Payment Schedule: A non-refundable 50% deposit is required to secure the project date and initiate materialprocurement. A 25% progress payment is due at the 50% completion mark to fund ongoing labor and materials.The final 25% balance is due in full within fourteen (14) days of substantial completion. Late payments willincur a 1.5% monthly service charge. 3.Site Conditions and Unforeseen Damage: LMC is not liable for pre-existing structural issues, mold, or subfloorrot discovered during demolition that was not visible during initial inspection. Work will stop in affected areasuntil a separate remediation quote is approved. 4.Project Communication & Completion Notice: LMC will provide formal project status updates throughout thejob duration. LMC will provide notice three(3) days prior to estimated completion to allow the Client to facilitate the timely transfer of final funds. 5.Right to Suspend Operations: LMC reserves the right to suspend all on-site operations if any scheduledpayment is more than 48 hours past due. LMC is not liable for resulting timeline delays due to paymentdelinquency. 6.Client Responsibilities: The Client must provide on-site utilities (water and electricity). All Client-provided items(fixtures, appliances, TVs) must be on-site prior to their scheduled installation date to avoid project delays. 7.Travel Policy: Projects located outside of a 50-mile radius from the LMC home office may be subject toadditional travel and mobilization fees as specified in the project total. 8.Performance Timeline: LMC will make every professional effort to meet move-in or completion goals. However,LMC is not liable for delays caused by material shortages, extreme weather, or "Acts of God". 9.Binding Arbitration: This contract is governed by the laws of the State of Texas. Any disputes shall be resolvedby binding arbitration in Tarrant County, Texas. 10.Workmanship and Standards: LMC agrees to perform all work in a professional, workmanlike manner thatmeets or exceeds standard commercial industry practices and all applicable local building codes. LMCprovides a one (1) year limited warranty on all workmanship and labor provided under this agreement.Materials, fixtures, and appliances are covered solely by their respective manufacturer warranties. 11.Insurance: LMC maintains comprehensive general liability and applicable workers' compensation insurance coverage. LMC will provide a Certificate of Insurance (COI) naming the Client as an additionalinsured upon request prior to mobilization. Project Financial Summary Amount Total Project Sum $ 68,445.00 - $ 0.00LMC Project Discount (If Applicable) DEPOSIT DUE TO START (50%) Progress Payment due at 50% completion Final Balance due upon completion $34,222.50 $17,111.25 $17,111.25 By signing above, the Customer(s) acknowledge they have read and agree to the Terms and Conditions (Sections 1-11) of this Agreement Page 15 of 80 TOWN COUNCIL COMMUNICATION MEETING DATE: October 12, 2026 FROM: Brandon Wright, Town Manager AGENDA ITEM: Consider a resolution amending the Compensation Policy to provide a 12-day pay period for fire employees working a 48/96 work schedule, adding the Municipal Fleet Electric Vehicle Charging Policy, and providing an effective date. (Brandon Wright, Town Manager) BACKGROUND/SUMMARY: The Town of Trophy Club Human Resources Policies Manual establishes policies governing human resources and employee-related matters. The manual is updated periodically to reflect changes in Town practices and operational needs. The attached resolution amends Section TM-514, “Compensation Policy,” and adds Section TM-555, “Municipal Fleet Electric Vehicle Charging Policy.” The Town’s Compensation Policy establishes pay practices and procedures for Town employees. Staff recommends changing the work period and pay period for eligible Fire/EMS personnel covered under Section 207(k) of the Fair Labor Standards Act from 14 days to 12 days. Currently, the Town uses an averaging methodology to provide these employees with consistent pay despite variations in scheduled hours between pay periods. A 12-day cycle will better align with the Fire/EMS work schedule and eliminate the need for pay averaging. Under the revised schedule, eligible Fire/EMS employees will be paid based on recorded hours worked and applicable paid leave within each pay period. This approach will simplify the calculation of regular and overtime compensation and reduce the need for reconciliations and true-ups associated with pay averaging. The proposed amendment does not establish new base pay rates. Compensation will be calculated under the revised work-period and pay-period structure, with any necessary adjustments administered as authorized by the resolution. If approved, staff plans to implement the revised schedule beginning with the first applicable payroll cycle in October 2026. The Municipal Fleet Electric Vehicle Charging Policy establishes requirements for the authorized, safe, and accountable use of charging stations owned, leased, or controlled by the Town and designated for municipal fleet use. The addition of a vehicle charging station in the gated Police Department parking lot creates a need for clear guidance on authorized use, access, safety, and accountability. Under the proposed policy, Town fleet charging stations are reserved for eligible electric or plug-in hybrid vehicles owned or leased by the Town and assigned for official Town operations. Page 16 of 80 Personal or private vehicles may not use these stations or other Town electrical equipment for vehicle charging, even when used for Town business. The policy also establishes charging and parking requirements, assigns responsibilities to departments and authorized users, and provides monitoring and enforcement procedures. The Town Manager may authorize temporary exceptions in writing for emergencies, mutual-aid responses, visiting governmental vehicles, testing, or other documented official public purposes. These exceptions do not permit personal charging for convenience or private benefit. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: All financial costs associated with the proposed changes are provided in the approved FY 2027 Budget. LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the resolution as to form and legality. ATTACHMENTS: 1. Resolution 2. Exhibit A: Compensation Policy 3. Compensation Policy - Redline 4. Exhibit B: Municipal Fleet Electric Vehicle Charging Policy ACTIONS/OPTIONS: Staff recommends that the Town Council move to approve the resolution amending the Compensation Policy to provide a 12-day pay period for fire employees working a 48/96 work schedule, adding the Municipal Fleet Electric Vehicle Charging Policy, and providing an effective date. Page 17 of 80 TOWN OF TROPHY CLUB RESOLUTION NO. 2026 - ___ A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, APPROVING AN AMENDMENT TO THE HUMAN RESOURCES POLICIES MANUAL, SECTION TM – 514 “COMPENSATION POLICY”, TO REVISE THE FIRE/EMS PAY PERIOD FOR SECTION 207(k) EMPLOYEES FROM A FOURTEEN (14) DAY PAY PERIOD TO A TWELVE (12) DAY PAY PERIOD, AS SET FORTH IN EXHIBIT “A”, AND ADDING NEW SECTION TM – 555 MUNICIPAL FLEET ELECTRIC VEHICLE CHARGING POLICY, AS SET FORTH IN EXHIBIT “B”, ATTACHED HERETO AND INCORPORATED HEREIN; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, pursuant to the Town Charter, the Town Council is designated as the approving authority for all municipal policies, including those governing human resources; and WHEREAS, the Town of Trophy Club Human Resources Policies Manual outlines the Town Council’s established directive for various employee related matters; and WHEREAS, the Town Council is dedicated to maintaining a competitive employee benefit package to retain and recruit highly qualified employees; and WHEREAS, the Town Council adopted the Town of Trophy Club Human Resources Policies Manual on October 14, 2024, by Resolution 2024-19, as amended by Resolution 2025-23 on October 27, 2025, and the Town Council finds and determines that the adoption of amendments to Section TM-514 “Compensation Policy”, which is attached to this Resolution as Exhibit “A”, is necessary and the same hereby replaces and supersedes the previously adopted Section TM-514 “Compensation Policy”; and WHEREAS, the Town Council finds and determines that the adoption of new Section TM-555 “Municipal Fleet Electric Vehicle Charging Policy” is necessary and provides policy direction for the use of Town-owned fleet charging stations; and WHEREAS, upon consideration, the Town Council finds and determines that it is in the best interest of the Town to approve the amended Section TM-514 “Compensation Policy”, as set forth in Exhibit “A,” to revise the Fire/EMS pay period from fourteen (14) days to twelve (12) days and to add new Section TM-555 “Municipal Fleet Electric Vehicle Charging Policy” as set forth in Exhibit “B”; NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, THAT: Section 1. The facts and recitals set forth in the preamble of this Resolution are hereby found to be true and correct. Section 2. The Town Council has reviewed the amendments to Section TM-514 “Compensation Policy” of the Town of Trophy Club Human Resources Policies Manual, and hereby adopts the said amendments as set forth in Exhibit "A", a copy of which is attached hereto and incorporated herein in its entirety. Page 18 of 80 Section 3. The Town Council has reviewed new Section TM-555 “Municipal Fleet Electric Vehicle Charging Policy” of the Town of Trophy Club Human Resources Policies Manual and hereby adopts the new section as set forth in Exhibit “B”, a copy of which is attached hereto and incorporated herein in its entirety. Section 4. The Town Manager is authorized to approve minor adjustments in compensation, as may be required by law, including, but not limited to, any equitable adjustments necessary to provide accurate and fair compensation, if any, due to the change in schedule, subject to final review and approval by the Town Attorney. Section 5. This Resolution shall take effect immediately upon its passage and approval. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, on this 12th day of October 2026. Jeannette Tiffany, Mayor ATTEST: Tammy Dixon, Town Secretary APPROVED AS TO FORM: Dean Roggia, Town Attorney Page 19 of 80 EXHIBIT A SECTION TM-514 “COMPENSATION POLICY” Page 20 of 80 EXHIBIT B SECTION TM-555 “MUNICIPAL FLEET ELECTRIC VEHICLE CHARGING POLICY” Page 21 of 80 Compensation Policy Policy Number TM - 514 Implementation Date: 10/27/2025 Last Revised Date: Policy Contact: Director of Human Resources Council Resolution Number 2025 - 23 This Policy requires Town Council approval. 1. STATEMENT OF PURPOSE The purpose of the Town’s Compensation Policy is to establish a clear and equitable framework for employee compensation that supports the recruitment, retention, and recognition of a highly qualified and motivated workforce. This policy reflects the direction and philosophy of the Town Council and is grounded in principles of transparency, market competitiveness, internal equity, and legal compliance. The Town is committed to maintaining a compensation structure that aligns with the value of each position, supports consistent movement within established salary ranges, and rewards performance through merit-based increases when applicable. The Compensation Plan is designed to comply with all applicable federal and state laws, including the Fair Labor Standards Act (FLSA), and incorporates various forms of compensation as outlined in this policy to support a comprehensive and fair approach to total rewards. 2. POLICY It is the policy of the Town to administer a fair, consistent, and competitive compensation program that supports the Town’s goals and operational needs. Compensation shall be based on job responsibilities, market conditions, internal equity, and individual performance, while ensuring compliance with all applicable federal and state laws. The Town’s Compensation Policy applies to all employment classifications and is intended to promote transparency, fiscal responsibility, and the long-term sustainability of the Town’s workforce. 3. COMPENSATION PAY PLAN A. Town Council shall approve the Compensation Pay Plan to establish the base salary Pay Range of all Town Classifications during the budget process. The Town Manager is authorized to make adjustments to the Compensation Pay Plan throughout the year Page 22 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 2 of 10 as necessary to accommodate organizational needs. This may include new classifications or reclassifications, as needed. B. The Town Manager and/or their designee shall conduct an annual review to ensure the Town is remaining competitive and paying fair market value for the duties performed. The annual review and recommendation to Town Council may include the following data: (1) A compensation study of the Town’s Benchmark Agencies (2) Federal Cost of Living Adjustment (3) Metroplex municipalities annual pay adjustments (4) Dallas/Fort Worth Living Wage The Town shall conduct a comprehensive Compensation Study of the Town’s Benchmark Agencies at least every three years, and will strive to set the minimum pay range for each classification at the 50th Percentile. C. Benchmark Agencies The Town Council has established Benchmark Agencies consisting of comparable and competitive local municipalities, to compare compensation data to ensure the Town is paying fair market value for the services rendered and duties performed by all classifications within the Town. The Town’s 16 Benchmark Agencies are as follows: Comparable Competitors D. Town Officer Authority The Town Manager has the authority to set staff salaries within the Pay Range and budget set forth by Town Council. E. Performance Merit Increases During the annual budget process, Town Council shall consider appropriating funding for performance merit increases for employees meeting performance standards. Azle Forest Hill Highland Village Glenn Heights Melissa Mineral Wells Red Oak Royse City Coppell Flower Mound Grapevine Justin Keller Northlake Roanoke Southlake Page 23 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 3 of 10 4. FLSA WORK PERIODS A. Standard Work Period For the purposes of compliance with the Fair Labor Standards Act (FLSA), the official Work Period for all employees, excluding those covered under Section 207(k), is a seven-day period that begins at 12:00 a.m. on Sunday and ends at 11:59 p.m. on Saturday. B. Police Employees - Section 207(k) Employees (1) In accordance with Section 207(k) of the Fair Labor Standards Act (FLSA), also referred to as 7k Schedule, the Town has established a 14-day Work Period for eligible law enforcement personnel. (2) The official 207(k) Work Period begins at 12:00 a.m. on Sunday and ends at 11:59 p.m. on the second Saturday following the start date. (3) Only employees who meet the FLSA definitions for law enforcement activities are covered under the Section 207(k) exemption. This includes the following classifications: Police Officer, Police Sergeant, Police Detective. Non-sworn or administrative roles are not eligible for the 207(k) exemption. C. Fire Employees - Section 207(k) Employees (1) In accordance with Section 207(k) of the Fair Labor Standards Act (FLSA), also referred to as 7k Schedule, the Town has established a 12-day Work Period for eligible fire protection personnel. (2) The official 207(k) Work Period begins at 12:00 a.m. on the first day of the pay cycle and ends at 11:59 p.m. on the last day of the 12 day pay cycle. (3) Only employees who meet the FLSA definitions for fire protection activities are covered under the Section 207(k) exemption. This includes the following classifications: Firefighter, Driver Engineer, and Fire Captain. Part-time firefighters working sporadic, irregular schedules and other civilian or administrative roles are not eligible for the 207(k) exemption. 5. PAY PERIOD AND PAYDAY A. The Town’s standard pay period is a biweekly (14-day) cycle. Each pay period begins at 12:00 a.m. on Sunday and ends at 11:59 p.m. on the second Saturday following. Employees are paid for all hours worked during this period in accordance with the Town’s payroll schedule and applicable laws. Page 24 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 4 of 10 B. The Town’s payday occurs on the Friday immediately following the end of each pay period. Paychecks or direct deposits will be issued no later than this day to ensure timely compensation for all eligible employees. If the scheduled payday falls on a Town-observed holiday, payday will be advanced to the preceding business day. C. Pay Upon Separation Employees who separate from employment with the Town will receive their final paycheck, including any earned but unused leave or other final payments owed, on the next regular payday following their separation date. 6. PAYROLL DEDUCTIONS A. Employment with the Town requires certain payroll deductions. Deductions from pay will be made under the following circumstances: (1) As required by law. (2) For voluntary programs available to all regular employees, with individual consent and Town Manager approval. (3) To cover costs of fringe benefits or special programs authorized by the Town Manager. (4) To recover amounts owed to the Town for reasons including, but not limited to: a. Erroneous payments made to the employee. b. Loss, damage, or theft of Town property or equipment. c. Failure to meet conditions of the Tuition Reimbursement Program. d. Non-equipment related costs such as expense account overages, or excessive phone charges,. e. Specialized training where the employee has failed to meet certain requirements of the Town providing funding for that training. B. Repayments (except final paycheck adjustments) will be deducted over the same period in which the payments were originally made. An employee may request a modification to the repayment schedule to either repay the amount in full or to extend the repayment period to prevent undue financial hardship. 7. RATES OF PAY A. Hourly Rate The Hourly Rate of pay for each employee is that amount the employee is designated to receive within the salary range for the employee's job classification. The Hourly Rate of pay does not include certification pay, incentive, or allowance. Page 25 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 5 of 10 B. FLSA Regular Rate Under the Fair Labor Standards Act (FLSA), the Regular Rate of Pay includes an employee’s hourly rate plus most other forms of compensation, including but not limited to nondiscretionary incentives, longevity, and differentials. This rate is used to calculate overtime pay for all non-exempt employees. C. FLSA Overtime Rate The FLSA Overtime Rate for non-exempt employees is calculated at one and one- half times their FLSA Regular Rate of Pay. 8. OVERTIME PAY LIABILITY A. Overtime Authorization Employees are not permitted to work overtime without prior authorization from their immediate supervisor or Department Director. Working unauthorized overtime may result in disciplinary action, up to and including termination. B. FLSA Standard Work Period Non-Exempt Employees subject to the FLSA Standard Work Period, as defined in section 4.A above, will be paid the FLSA Overtime Rate for all hours worked in excess of 40 Work Hours in the Work Period. FLSA Exempt Employees are not eligible for overtime. C. Section 207(k) Employees (Police) Non-Exempt Police Employees subject to the FLSA Section 207(k), as defined in section 4.B above, will be paid the FLSA Overtime Rate for all hours worked in excess of 80 Work Hours in the Work Period. D. Section 207(k) Employees (Fire) Non-Exempt Fire Employees subject to the FLSA Section 207(k), as defined in section 4.C above, will be paid the FLSA Overtime Rate for all hours worked in excess of 91 Work Hours in the 12-day Work Period. E. Work Hours Work Hours for the purpose of calculating FLSA Overtime, includes all hours physically worked. In addition, vacation and personal leave are counted as hours worked. All other leave types are not considered time worked. Page 26 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 6 of 10 F. Compensatory Time (CTO) (1) Exempt employes are not eligible to earn CTO. (2) Non-exempt employees are eligible to earn CTO in lieu of overtime pay, subject to advance approval by both the employee and their Supervisor or Department Director. (3) CTO is earned at the rate of 1.5 hours of compensatory time for each hour of authorized overtime worked. (4) Eligible employees may accrue a maximum of 48 hours of CTO. (5) Use of compensatory time must be scheduled in advance and is subject to supervisory approval based on operational needs. (6) Payout of CTO a. The Town reserves the right to pay out all or part of any accrued CTO at any time, at the employee’s current Regular Rate of pay. b. Upon separation from employment, employees will be compensated for all unused CTO at their Regular Rate at the time of separation. 9. DISASTER RESPONSE The Town will determine compensation and leave usage during emergencies based on applicable laws, local policy, and the nature of the incident. This may include administrative leave, emergency pay, or alternate work arrangements, as authorized by the Town Manager. 10. ADDITIONAL PAYS A. Longevity Pay (1) Longevity pay recognizes and rewards continued, loyal service by Regular Full- time employees of the Town. (2) All Regular Full-time employees that have completed at least 12 full months of Full-time service are eligible to receive longevity pay. (3) Employees that have reached 12 months of Full-time service by December 31 each year will be eligible for that years Longevity Payment. Page 27 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 7 of 10 (4) Longevity pay is issued annually in December via a separate check. Except as provided in subsection (5) below, employees must be in active status on the issuance date to receive payment. Employees completing the required service within the year will receive eligible amounts in that December’s payment. (5) Police and Fire employees who separate from employment before the annual longevity payout date will receive a pro-rated longevity payment based on the number of full months worked during the calendar year. (6) Paid leave counts toward continuous service. (7) Any break in service resets longevity accrual from the rehire date. (8) A month is counted as completed if the employee began work on or before the 15th of that month or left Town employment on or after the 16th of the month. (9) Pay amount will be determined by the Town Manager each year and in compliance with applicable laws and approved by Town Council in the budget. 61 months or more a. Maximum annual payment: $2,000 (10) Longevity Pay is subject to all applicable tax withholdings and TMRS contributions. B. Step Up Pay (1) Step-Up Pay is provided to compensate sworn Police and Fire employees who are temporarily assigned to perform the duties of a higher-level position for a limited period, such as covering a shift or cycle. (2) Eligibility and Scope a. Step-Up Pay applies exclusively to sworn Police and Fire personnel. b. The assignment must involve the performance of a higher-level classification’s full range of duties for a short-term period (e.g., one shift or duty cycle). c. Any assignment lasting a full pay period or longer will be treated as a Temporary Reassignment and will follow the Working Conditions Policy. d. Step-Up Pay applies only for the time period in which the employee performs the higher-level duties. e. Step-Up Pay does not constitute a promotion, reclassification, or permanent assignment to the higher-level position. Page 28 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 8 of 10 (3) Approval and Documentation a. All Step-Up assignments must receive prior approval from the Department Director or designee. b. Employees must be qualified for the higher-level role and capable of performing the full scope of responsibilities. c. Supervisors are responsible for verifying qualifications before authorizing the assignment. Failure to properly verify qualifications may result in disciplinary action. d. Employees must accurately record all Step-Up assignments on their timesheet using the designated Step-Up code. (4) Compensation Employees approved for Step-Up Pay shall receive at least 5% pay increase, or the minimum pay rate for the higher-level classification, whichever is greater. C. Certification and Incentive Pay (1) Certification Pay a. The Town encourages and supports professional development through training and certification programs that enhance employee skills and improve service to the community. b. Regular full-time employees may be eligible to receive Certification Pay for obtaining and maintaining approved professional certifications and licenses that are directly related to their job duties. c. Employees can only receive Certification Pay for one certification in each category, such as multiple IT certifications or law enforcement certifications. If an employee holds multiple certifications in the same category, only the highest-level one will be used to determine the pay. d. Employees are responsible for notifying their supervisor upon obtaining a new certification or license. In addition, employees are responsible for notifying their supervisor when their certification or license expires. e. Supervisors are responsible for completing and submitting a Personnel Change Notice, along with a copy of the certification or license, to the Department of Human Resources. In addition, supervisors are responsible for submitting a Personnel Change Notice to terminate the Certification Pay. Page 29 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 9 of 10 f. Employees are not eligible to receive back pay for Certification Pay, unless authorized by the Town Manager. (2) Incentive Pay a. Regular full-time employees may be eligible for Incentive Pay for performing specialized duties that contribute to enhanced efficiency, effectiveness, or service delivery within Town operations. b. Departments that identify the need for an employee to receive Incentive Pay, or the need to terminate the Incentive Pay must submit a Personnel Change Notice to the Department of Human Resources. c. Employees are not eligible to receive back pay for Incentive Pay unless authorized by the Town Manager. (3) The Town Manager shall have authority to establish a certification and incentive list and corresponding monthly compensation amounts. D. Shift Differential Pay (1) Sworn Police Employees will receive 2% Shift Differential pay for all hours worked between 6:00 pm and 6:00 am. (2) Employees must accurately record shift differential assignments on their timesheet using the designated PD Nights code. DEFINITIONS Classification A defined job title or role within the Town’s organizational structure, assigned a specific salary range based on duties, responsibilities, and qualifications. PROCEDURES AND FORMS • Personnel Change Notice REGULATORY REFERENCES • Fair Labor Standards Act (FLSA), 29 U.S.C. § 201 et seq. • Internal Revenue Code (IRC) Page 30 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 10 of 10 • Texas Government Code, Title 6, Subtitle B – Municipal Officers and Employees • Texas Labor Code, Chapter 61 – Payment of Wages • Texas Local Government Code, Chapter 141 – Compensation and Benefits • Texas Municipal Retirement System (TMRS) Guidelines • U.S. Department of Labor Wage and Hour Division Regulations SUPERSEDES Compensation Policy – TC-001 Human Resources Policy and Procedure Manual Section: 402 – Compensation Page 31 of 80 Compensation Policy Policy Number TM - 514 Implementation Date: 10/27/2025 Last Revised Date: Policy Contact: Director of Human Resources Council Resolution Number 2025 - 23 This Policy requires Town Council approval. 1. STATEMENT OF PURPOSE The purpose of the Town’s Compensation Policy is to establish a clear and equitable framework for employee compensation that supports the recruitment, retention, and recognition of a highly qualified and motivated workforce. This policy reflects the direction and philosophy of the Town Council and is grounded in principles of transparency, market competitiveness, internal equity, and legal compliance. The Town is committed to maintaining a compensation structure that aligns with the value of each position, supports consistent movement within established salary ranges, and rewards performance through merit-based increases when applicable. The Compensation Plan is designed to comply with all applicable federal and state laws, including the Fair Labor Standards Act (FLSA), and incorporates various forms of compensation as outlined in this policy to support a comprehensive and fair approach to total rewards. 2. POLICY It is the policy of the Town to administer a fair, consistent, and competitive compensation program that supports the Town’s goals and operational needs. Compensation shall be based on job responsibilities, market conditions, internal equity, and individual performance, while ensuring compliance with all applicable federal and state laws. The Town’s Compensation Policy applies to all employment classifications and is intended to promote transparency, fiscal responsibility, and the long-term sustainability of the Town’s workforce. 3. COMPENSATION PAY PLAN A. Town Council shall approve the Compensation Pay Plan to establish the base salary Pay Range of all Town Classifications during the budget process. The Town Manager is authorized to make adjustments to the Compensation Pay Plan throughout the year Page 32 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 2 of 10 as necessary to accommodate organizational needs. This may include new classifications or reclassifications, as needed. B. The Town Manager and/or their designee shall conduct an annual review to ensure the Town is remaining competitive and paying fair market value for the duties performed. The annual review and recommendation to Town Council may include the following data: (1) A compensation study of the Town’s Benchmark Agencies (2) Federal Cost of Living Adjustment (3) Metroplex municipalities annual pay adjustments (4) Dallas/Fort Worth Living Wage The Town shall conduct a comprehensive Compensation Study of the Town’s Benchmark Agencies at least every three years, and will strive to set the minimum pay range for each classification at the 50th Percentile. C. Benchmark Agencies The Town Council has established Benchmark Agencies consisting of comparable and competitive local municipalities, to compare compensation data to ensure the Town is paying fair market value for the services rendered and duties performed by all classifications within the Town. The Town’s 16 Benchmark Agencies are as follows: Comparable Competitors D. Town Officer Authority The Town Manager has the authority to set staff salaries within the Pay Range and budget set forth by Town Council. E. Performance Merit Increases During the annual budget process, Town Council shall consider appropriating funding for performance merit increases for employees meeting performance standards. Azle Forest Hill Highland Village Glenn Heights Melissa Mineral Wells Red Oak Royse City Coppell Flower Mound Grapevine Justin Keller Northlake Roanoke Southlake Page 33 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 3 of 10 4. FLSA WORK PERIODS A. Standard Work Period For the purposes of compliance with the Fair Labor Standards Act (FLSA), the official Work Period for all employees, excluding those covered under Section 207(k), is a seven-day period that begins at 12:00 a.m. on Sunday and ends at 11:59 p.m. on Saturday. B. Police Employees - Section 207(k) Employees (1) In accordance with Section 207(k) of the Fair Labor Standards Act (FLSA), also referred to as 7k Schedule, the Town has established a 14-day Work Period for eligible law enforcement personnel. (2) The official 207(k) Work Period begins at 12:00 a.m. on Sunday and ends at 11:59 p.m. on the second Saturday following the start date. (3) Only employees who meet the FLSA definitions for law enforcement activities are covered under the Section 207(k) exemption. This includes the following classifications: Police Officer, Police Sergeant, Police Detective. Non-sworn or administrative roles are not eligible for the 207(k) exemption. C. Fire Employees - Section 207(k) Employees (1) In accordance with Section 207(k) of the Fair Labor Standards Act (FLSA), also referred to as 7k Schedule, the Town has established a 1412-day Work Period for eligible fire protection personnel. (2) The official 207(k) Work Period begins at 12:00 a.m. on Sunday the first day of the pay cycle and ends at 11:59 p.m. on the second Saturday following the start datelast day of the 12 day pay cycle. (3) Only employees who meet the FLSA definitions for fire protection activities are covered under the Section 207(k) exemption. This includes the following classifications: Firefighter, Driver Engineer, and Fire Captain. Part-time firefighters working sporadic, irregular schedules and other civilian or administrative roles are not eligible for the 207(k) exemption. 5. PAY PERIOD AND PAYDAY A. The Town’s standard pay period is a biweekly (14-day) cycle. Each pay period begins at 12:00 a.m. on Sunday and ends at 11:59 p.m. on the second Saturday following. Employees are paid for all hours worked during this period in accordance with the Town’s payroll schedule and applicable laws. Page 34 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 4 of 10 B. The Town’s payday occurs on the Friday immediately following the end of each pay period. Paychecks or direct deposits will be issued no later than this day to ensure timely compensation for all eligible employees. If the scheduled payday falls on a Town-observed holiday, payday will be advanced to the preceding business day. C. Pay Upon Separation Employees who separate from employment with the Town will receive their final paycheck, including any earned but unused leave or other final payments owed, on the next regular payday following their separation date. 6. PAYROLL DEDUCTIONS A. Employment with the Town requires certain payroll deductions. Deductions from pay will be made under the following circumstances: (1) As required by law. (2) For voluntary programs available to all regular employees, with individual consent and Town Manager approval. (3) To cover costs of fringe benefits or special programs authorized by the Town Manager. (4) To recover amounts owed to the Town for reasons including, but not limited to: a. Erroneous payments made to the employee. b. Loss, damage, or theft of Town property or equipment. c. Failure to meet conditions of the Tuition Reimbursement Program. d. Non-equipment related costs such as expense account overages, or excessive phone charges,. e. Specialized training where the employee has failed to meet certain requirements of the Town providing funding for that training. B. Repayments (except final paycheck adjustments) will be deducted over the same period in which the payments were originally made. An employee may request a modification to the repayment schedule to either repay the amount in full or to extend the repayment period to prevent undue financial hardship. 7. RATES OF PAY A. Hourly Rate The Hourly Rate of pay for each employee is that amount the employee is designated to receive within the salary range for the employee's job classification. The Hourly Rate of pay does not include certification pay, incentive, or allowance. Page 35 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 5 of 10 B. FLSA Regular Rate Under the Fair Labor Standards Act (FLSA), the Regular Rate of Pay includes an employee’s hourly rate plus most other forms of compensation, including but not limited to nondiscretionary incentives, longevity, and differentials. This rate is used to calculate overtime pay for all non-exempt employees. C. FLSA Overtime Rate The FLSA Overtime Rate for non-exempt employees is calculated at one and one- half times their FLSA Regular Rate of Pay. 8. OVERTIME PAY LIABILITY A. Overtime Authorization Employees are not permitted to work overtime without prior authorization from their immediate supervisor or Department Director. Working unauthorized overtime may result in disciplinary action, up to and including termination. B. FLSA Standard Work Period Non-Exempt Employees subject to the FLSA Standard Work Period, as defined in section 4.A above, will be paid the FLSA Overtime Rate for all hours worked in excess of 40 Work Hours in the Work Period. FLSA Exempt Employees are not eligible for overtime. C. Section 207(k) Employees (Police) Non-Exempt Police Employees subject to the FLSA Section 207(k), as defined in section 4.B above, will be paid the FLSA Overtime Rate for all hours worked in excess of 80 Work Hours in the Work Period. D. Section 207(k) Employees (Fire) Non-Exempt Fire Employees subject to the FLSA Section 207(k), as defined in section 4.C above, will be paid the FLSA Overtime Rate for all hours worked in excess of 106 91 Work Hours in the 12-day Work Period. E. Work Hours Work Hours for the purpose of calculating FLSA Overtime, includes all hours physically worked. In addition, vacation and personal leave are counted as hours worked. All other leave types are not considered time worked. Page 36 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 6 of 10 F. Compensatory Time (CTO) (1) Exempt employes are not eligible to earn CTO. (2) Non-exempt employees are eligible to earn CTO in lieu of overtime pay, subject to advance approval by both the employee and their Supervisor or Department Director. (3) CTO is earned at the rate of 1.5 hours of compensatory time for each hour of authorized overtime worked. (4) Eligible employees may accrue a maximum of 48 hours of CTO. (5) Use of compensatory time must be scheduled in advance and is subject to supervisory approval based on operational needs. (6) Payout of CTO a. The Town reserves the right to pay out all or part of any accrued CTO at any time, at the employee’s current Regular Rate of pay. b. Upon separation from employment, employees will be compensated for all unused CTO at their Regular Rate at the time of separation. 9. DISASTER RESPONSE The Town will determine compensation and leave usage during emergencies based on applicable laws, local policy, and the nature of the incident. This may include administrative leave, emergency pay, or alternate work arrangements, as authorized by the Town Manager. 10. ADDITIONAL PAYS A. Longevity Pay (1) Longevity pay recognizes and rewards continued, loyal service by Regular Full- time employees of the Town. (2) All Regular Full-time employees that have completed at least 12 full months of Full-time service are eligible to receive longevity pay. (3) Employees that have reached 12 months of Full-time service by December 31 each year will be eligible for that years Longevity Payment. Page 37 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 7 of 10 (4) Longevity pay is issued annually in December via a separate check. Except as provided in subsection (5) below, employees must be in active status on the issuance date to receive payment. Employees completing the required service within the year will receive eligible amounts in that December’s payment. (5) Police and Fire employees who separate from employment before the annual longevity payout date will receive a pro-rated longevity payment based on the number of full months worked during the calendar year. (6) Paid leave counts toward continuous service. (7) Any break in service resets longevity accrual from the rehire date. (8) A month is counted as completed if the employee began work on or before the 15th of that month or left Town employment on or after the 16th of the month. (9) Pay amount will be determined by the Town Manager each year and in compliance with applicable laws and approved by Town Council in the budget. 61 months or more a. Maximum annual payment: $2,000 (10) Longevity Pay is subject to all applicable tax withholdings and TMRS contributions. B. Step Up Pay (1) Step-Up Pay is provided to compensate sworn Police and Fire employees who are temporarily assigned to perform the duties of a higher-level position for a limited period, such as covering a shift or cycle. (2) Eligibility and Scope a. Step-Up Pay applies exclusively to sworn Police and Fire personnel. b. The assignment must involve the performance of a higher-level classification’s full range of duties for a short-term period (e.g., one shift or duty cycle). c. Any assignment lasting a full pay period or longer will be treated as a Temporary Reassignment and will follow the Working Conditions Policy. d. Step-Up Pay applies only for the time period in which the employee performs the higher-level duties. e. Step-Up Pay does not constitute a promotion, reclassification, or permanent assignment to the higher-level position. Page 38 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 8 of 10 (3) Approval and Documentation a. All Step-Up assignments must receive prior approval from the Department Director or designee. b. Employees must be qualified for the higher-level role and capable of performing the full scope of responsibilities. c. Supervisors are responsible for verifying qualifications before authorizing the assignment. Failure to properly verify qualifications may result in disciplinary action. d. Employees must accurately record all Step-Up assignments on their timesheet using the designated Step-Up code. (4) Compensation Employees approved for Step-Up Pay shall receive at least 5% pay increase, or the minimum pay rate for the higher-level classification, whichever is greater. C. Certification and Incentive Pay (1) Certification Pay a. The Town encourages and supports professional development through training and certification programs that enhance employee skills and improve service to the community. b. Regular full-time employees may be eligible to receive Certification Pay for obtaining and maintaining approved professional certifications and licenses that are directly related to their job duties. c. Employees can only receive Certification Pay for one certification in each category, such as multiple IT certifications or law enforcement certifications. If an employee holds multiple certifications in the same category, only the highest-level one will be used to determine the pay. d. Employees are responsible for notifying their supervisor upon obtaining a new certification or license. In addition, employees are responsible for notifying their supervisor when their certification or license expires. e. Supervisors are responsible for completing and submitting a Personnel Change Notice, along with a copy of the certification or license, to the Department of Human Resources. In addition, supervisors are responsible for submitting a Personnel Change Notice to terminate the Certification Pay. Page 39 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 9 of 10 f. Employees are not eligible to receive back pay for Certification Pay, unless authorized by the Town Manager. (2) Incentive Pay a. Regular full-time employees may be eligible for Incentive Pay for performing specialized duties that contribute to enhanced efficiency, effectiveness, or service delivery within Town operations. b. Departments that identify the need for an employee to receive Incentive Pay, or the need to terminate the Incentive Pay must submit a Personnel Change Notice to the Department of Human Resources. c. Employees are not eligible to receive back pay for Incentive Pay unless authorized by the Town Manager. (3) The Town Manager shall have authority to establish a certification and incentive list and corresponding monthly compensation amounts. D. Shift Differential Pay (1) Sworn Police Employees will receive 2% Shift Differential pay for all hours worked between 6:00 pm and 6:00 am. (2) Employees must accurately record shift differential assignments on their timesheet using the designated PD Nights code. DEFINITIONS Classification A defined job title or role within the Town’s organizational structure, assigned a specific salary range based on duties, responsibilities, and qualifications. PROCEDURES AND FORMS • Personnel Change Notice REGULATORY REFERENCES • Fair Labor Standards Act (FLSA), 29 U.S.C. § 201 et seq. • Internal Revenue Code (IRC) Page 40 of 80 Compensation Policy Compensation Policy Approved October 27, 2025 Page 10 of 10 • Texas Government Code, Title 6, Subtitle B – Municipal Officers and Employees • Texas Labor Code, Chapter 61 – Payment of Wages • Texas Local Government Code, Chapter 141 – Compensation and Benefits • Texas Municipal Retirement System (TMRS) Guidelines • U.S. Department of Labor Wage and Hour Division Regulations SUPERSEDES Compensation Policy – TC-001 Human Resources Policy and Procedure Manual Section: 402 – Compensation Page 41 of 80 Municipal Fleet Electric Vehicle Charging Policy 1. STATEMENT OF PURPOSE The purpose of this policy is to establish clear requirements for the authorized, safe, and accountable use of electric vehicle charging stations owned, leased, or controlled by the Town. The policy reserves Town Fleet Charging Stations for Town Fleet Vehicles, protects the availability of charging equipment for Town operations, and prohibits the use of Town resources to charge Personal or Private Vehicles. 2. POLICY It is the policy of the Town that Town Fleet Charging Stations shall be used solely to charge eligible Town Fleet Vehicles while conducting or supporting official Town business. Town Fleet Charging Stations are not public or employee charging stations. Personal or Private Vehicles may not use Town Fleet Charging Stations or other Town electrical equipment for vehicle charging. Unauthorized use, tampering, negligent handling, or misuse may result in disciplinary action, repayment obligations, removal of the vehicle, or other appropriate corrective action, including, but not limited to, any action under Texas Penal Code § 39.02 - Abuse of Official Capacity. 3. SCOPE This policy applies to all Town employees, elected and appointed officials, volunteers, contractors, vendors, visitors, and members of the public. It applies to all electric vehicle supply equipment, charging cables, access credentials, parking spaces designated for charging Town Fleet Vehicles, Town property electrical outlets, and related infrastructure owned, leased, or controlled by the Town and designated for Town fleet use. This policy does not guarantee the availability, compatibility, charging speed, or continuous operation of any Town Charging Station. Charging equipment may from time to time be restricted, disabled, relocated, or removed at any time based upon operational, maintenance, safety, budgetary or other Town needs. Policy Number TM - 555 Implementation Date: TBD Last Revised Date: Policy Contact: Human Resources Council Resolution Number TBD This Policy requires Town Council approval. Page 42 of 80 Municipal Fleet Electric Vehicle Charging Policy Municipal Fleet Electric Vehicle Charging Policy Approved TBD (DRAFT) Page 2 of 5 4. AUTHORIZED USE AND ACCESS A. Town Fleet Vehicles Only Town Fleet Charging Stations may be used only by electric or plug-in hybrid vehicles owned or leased by the Town and assigned for official Town operations. A personal vehicle does not become eligible for charging because it is occasionally used for Town business, qualifies for mileage reimbursement, or is driven by an employee receiving a vehicle allowance. B. Prohibited Personal or Private Use Employees, officials, volunteers, contractors, vendors, visitors, and members of the public may not use a Town fleet charging station to charge a Personal or Private Vehicle. Personal or Private Vehicles may not be connected to wall outlets, extension cords, portable chargers, adapters, or other Town electrical equipment for vehicle charging. C. No Public or Workplace Charging Service Town Fleet Charging Stations are not open to the public and do not constitute an employee workplace-charging benefit. D. Signage and Access Controls Town Fleet Charging Stations shall be clearly marked "Town Fleet Vehicles Only - No Personal or Public Charging." The Town may use methods to restrict and monitor access to the electric charging stations. 5. CHARGING AND PARKING REQUIREMENTS A. Operational Priority Charging access shall be managed according to operational need. Public safety, emergency response, and other time-sensitive service vehicles may receive priority as determined by the Department Director responsible for the charging station. Any unresolved conflict between departments shall be referred to the Town Manager. B. Active Charging A vehicle may occupy a fleet charging space only while it is actively charging or staged for charging. Vehicles shall be moved promptly when charging is complete or when directed to allow access for another Town Fleet Vehicle. Page 43 of 80 Municipal Fleet Electric Vehicle Charging Policy Municipal Fleet Electric Vehicle Charging Policy Approved TBD (DRAFT) Page 3 of 5 C. Safe Use of Equipment Employees shall follow manufacturer instructions and all applicable Town safety procedures when using charging equipment. Charging cables must be positioned to prevent trip hazards, protected from vehicle traffic, and properly secured or returned to the charging unit after use. Only Town-approved adapters and accessories may be used. D. Equipment Defects or Damage Damaged, malfunctioning, or unsafe charging equipment shall not be used. Employees must promptly report defects, damage, unusual heat, exposed wiring, tripped breakers, or other unsafe conditions to their supervisor and the Community Development Department. Employees may not modify, bypass, disassemble, or attempt to repair charging equipment unless specifically authorized and qualified to perform the work. 6. RESPONSIBILITIES A. Department Directors Department Directors are responsible for ensuring that charging equipment is used for authorized purposes, that employees receive appropriate instructions, and that unauthorized use is promptly addressed. Department Directors shall coordinate maintenance, repair, and access-control needs through the Town's established processes. B. Employees Employees authorized to operate or charge a Town Fleet Vehicle are responsible for using charging equipment properly, protecting access credentials, reporting problems, and leaving the equipment and charging area in a safe and orderly condition. C. Volunteers Volunteers authorized to operate or charge a Town Fleet Vehicle are subject to the same equipment-use, safety, reporting, and charging requirements established by this policy. Authorization to use a Town vehicle or Town Fleet Charging Station is a privilege that may be suspended or revoked at any time. 7. MONITORING AND RECORDS The Town may monitor charging-station access, energy use, charging duration, connected- vehicle information, equipment status, and related activity for operational, fiscal, security, safety, or compliance purposes. Employees, volunteers, and other authorized users should not expect privacy when using Town Fleet Charging Station equipment or related access systems. Records shall be maintained in accordance with the Town's applicable records- retention requirements. Page 44 of 80 Municipal Fleet Electric Vehicle Charging Policy Municipal Fleet Electric Vehicle Charging Policy Approved TBD (DRAFT) Page 4 of 5 8. EXCEPTIONS The Town Manager may authorize a temporary exception in writing for an emergency, mutual-aid response, visiting governmental vehicle, demonstration or testing activity, or other documented official public purpose. This section does not authorize personal or private charging for employee convenience or personal benefit. 9. VIOLATIONS AND ENFORCEMENT A. Employee Violations An employee who violates this policy may be subject to suspension of charging or vehicle privileges and disciplinary action, up to and including termination of employment, in accordance with the Town's Discipline Policy. An employee may also be required to reimburse the Town for unauthorized electricity use or damage caused by misconduct or negligence, consistent with the Property and Equipment Policy and applicable law. B. Volunteer Violations A volunteer who violates this policy may be subject to immediate suspension or revocation of access to Town Fleet Charging Stations, Town Fleet Vehicles, Town facilities, access credentials, and other Town property. The volunteer may also be required to reimburse the Town for unauthorized electricity use or damage caused by misconduct or negligence, consistent with applicable law. C. Unauthorized Vehicles An unauthorized vehicle occupying or using a Town Fleet Charging Station or designated charging space may be disconnected and may be subject to removal in accordance with posted signage, applicable law, and Town procedures. D. Reporting Misuse Suspected misuse, damaged access controls, or unauthorized charging shall be reported promptly to a supervisor, Department Director, or the Director of Human Resources. DEFINITIONS Active Charging A vehicle is connected to authorized charging equipment and is receiving or available to receive electrical energy. Page 45 of 80 Municipal Fleet Electric Vehicle Charging Policy Municipal Fleet Electric Vehicle Charging Policy Approved TBD (DRAFT) Page 5 of 5 Electric Vehicle Charging Station Electric vehicle supply equipment and related cables, connectors, access-control systems, software, parking spaces, and electrical infrastructure used to transfer electrical energy to a vehicle. Town Fleet Vehicle An electric or plug-in hybrid motor vehicle owned or leased by the Town and assigned for official Town operations. The term does not include a personally or privately owned vehicle used for Town business. Personal or Private Vehicle A vehicle that is not owned or leased by the Town, including a vehicle owned by an employee, official, volunteer, contractor, vendor, visitor, or member of the public. Town Fleet Charging Station An Electric Vehicle Charging Station owned, leased, or controlled by the Town and designated for municipal fleet use. Unauthorized Use Any use of Town charging equipment by an ineligible vehicle or person, or any use inconsistent with this policy, posted signage, access restrictions, or departmental procedures. PROCEDURES AND FORMS None REGULATORY REFERENCES • Town Discipline Policy (TM - 520) • Town Workplace Safety Policy (TM - 550) • Town Vehicle Safety & Accident Policy (TM - 551) • Town Property and Equipment Policy (TM - 554) • Town Records Retention Schedule • Texas Penal Code § 39.02 - Abuse of Official Capacity • Applicable electrical, fire, building, and manufacturer safety requirements SUPERSEDES New Policy Page 46 of 80 TOWN COUNCIL COMMUNICATION MEETING DATE: October 12, 2026 FROM: Tamara Smith, MSL, Assistant Town Manager AGENDA ITEM: Consider changes, modifications, and/or the continuation of the Thrive Business Grant Program. (Tamara Smith, Assistant Town Manager) BACKGROUND/SUMMARY: In July 2023, the Trophy Club Economic Development Corporation (EDC) began considering a grant program to support local businesses. The EDC Board expressed interest in funding exterior and interior improvements, equipment purchases, and signage upgrades, with participating businesses contributing matching funds. The resulting Thrive Business Grant Program was approved by the EDC Board and Town Council in FY 2024, with the Town Council allocating $300,000 from the EDC 4B Fund. The program launched in July 2024, and applications for the first cycle were received and reviewed that fall. The program reimburses 75% of eligible project costs, up to a maximum grant of $20,000, with applicants responsible for at least 25% of the costs. Eligible projects include façade enhancements, signage improvements, interior renovations, equipment upgrades, and other qualifying investments. Each award requires an executed performance agreement establishing project requirements, progress reporting, inspection, and reimbursement procedures. Work must begin within six months of the award. Grantees must submit regular progress reports, including financial statements, photographs, and project milestone updates. Reimbursement is issued after completed work and eligible expenses have been verified; sales tax is not reimbursable. Failure to satisfy the performance requirements established in the agreement requires repayment of 100% of the grant funds received. During Cycle 1, the EDC received 12 applications and approved seven projects, resulting in reimbursements totaling $76,521.21. During Cycle 2, the EDC received five applications and approved two projects, resulting in reimbursements totaling $25,072.65. For Cycle 3, the application period opened in April 2026 and was extended through August 14, 2026, providing approximately four months for businesses to prepare and submit applications. The EDC received 11 applications during this period. One application was ineligible because the applicant was located in Louisiana rather than Trophy Club. A separate application received in September, after the deadline, will be retained for consideration in a future cycle for up to one year. At its August 12 and September 17, 2026 meetings, the EDC Board approved a combined total Page 47 of 80 of four Cycle 3 applications. The Town Council approved all four applications at its September 28, 2026, meeting. These awards total $56,377.26. During its discussion of the Cycle 3 applications, the Town Council directed staff to bring forward a future agenda item to consider continuation of the Thrive Business Grant Program through additional grant cycles. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: Of the original $300,000 allocation, reimbursements for Cycles 1 and 2 total $101,593.86, leaving $198,406.14 before accounting for Cycle 3 awards. After reserving $56,377.26 for the four approved Cycle 3 grants, the remaining uncommitted allocation is $142,028.88. This amount could support a future grant cycle, subject to any additional Cycle 3 commitments and authorization by the EDC Board and Town Council. LEGAL REVIEW: N/A ATTACHMENTS: 1. Presentation 2. Thrive Business Grant Application ACTIONS/OPTIONS: This agenda item is being presented for Council discussion and consideration of potential changes to the Thrive Business Grant Program. Page 48 of 80 Thrive Business Grant Page 49 of 80 Program at a Glance Page 50 of 80 THRIVE Business Grant Program Overview & Performance Snapshot Supporting local investment. Strengthening existing businesses. Improving Trophy Club’s commercial environment. PROGRAM OVERVIEW 75/25 Page 51 of 80 Help existing and growing businesses make meaningful improvements that strengthen their competitiveness and contribute to Trophy Club’s economic vitality. PURPOSE Reinvest •Encourage private investment in commercial spaces and operations. Revitalize •Support visibility of property, façade, interior and signage improvements Grow •Help businesses expand capacity through equipment and operational upgrades. Page 52 of 80 ELIGIBLE PROJECTS Exterior structures, public-facing façade , seating, landscaping and beautification. Renovations and improvements that enhance the customer experience. FAÇADE New or upgraded equipment that improves productivity, capacity or operational efficiency. INTERIOR On-site and eligible off-site signage that promotes and identifies the business. EQUIPMENT SIGNAGE Page 53 of 80 Three cycles have moved the program from launch to an established local business incentive. Cycle-by-cycle snapshot *Cycle 1 included two approved grants for Mathnasium, representing six businesses ** Cycle 3 is not complete, and may have additional projects approved by EDC/Town Council PROGRAM RESULTS Cycle 1 Applications Cycle 1 Approved Projects Cycle 2 Applications Cycle 2 Approved Projects Cycle 3 Applications Cycle 3 Approved Projects 5 2 11 4 Cycle | Year How Many Applied How Many Approved Reimburse/Approved Total Cycle 1 | 2024 12 applications 7 approved projects *$76,521.21 reimbursed Cycle 2 | 2025 5 applications 2 approved projects $25,072.65 reimbursed Cycle 3 | 2026 11 applications 4 approved projects **$56,377.26 approved 12 7 Page 54 of 80 The program began with a $300,000 EDC allocation and pays only after eligible work is completed and verified. How to read the numbers FUNDING SNAPSHOT $300,000 Original Program Allocation $76,521.21 Cycle 1 Reimbursed $25,072.65 Cycle 2 Reimbursed $56,377.26 Cycle 3 Approved Awards $142,028.88 Remaining Funding Approved / Awarded Maximum amount authorized for the project. Reimbursed Actual grant funds paid after project completion, documentation, inspection, and verification. Remaining Allocation Original allocation less reimbursed/awarded amounts; changes as projects close out. Page 55 of 80 The approval path creates clear checkpoints before a business begins work or receives Town funds. APPROVAL PATH 1 – Application •Business submits application, project scope, costs, timeline, owner approval if applicable, and required quotes. 2 – Staff Review •Staff confirms completeness, eligibility, taxes/liens, project details and supporting documentation. 3 – EDC Review •EDC evaluates the project and makes a recommendation based on program criteria and available funding. 4 – Town Council Approval •Town Council has final authority to approve or deny the grant request. •If approved an approval letter is sent out to businesses. 5 – Performance Agreement •Approved business executes a performance agreement before beginning the approved project. 6 – Project + Reimbursement •Business completes approved work, submits documentation, passes verification/inspection, provides final receipts, and receives reimbursement. Page 56 of 80 Thrive is structured as a performance-based reimbursement program, not an upfront payment. REIMBURSEMENT & ACCOUNTABILITY Process Accountability Before Work Executed performance agreement and authorization to begin. During Project Follow approved scope; obtain required permits/approvals and maintain documentation. At Completion Submit invoices/receipts and proof of eligible payment, Town/EDC verifies completed work. After Verification/Inspection Town issues a single reimbursement for eligible costs, excluding sales tax. Page 57 of 80 PROGRAM TAKEAWAYS Targets businesses physically located in Trophy Club. Town funds up to 75%; business contributes at least 25%. LOCAL INVESTMENT No reimbursement until approved work is completed and verified. SHARED COMMITMENT Supports a variety of business improvements designed to attract more customers, enhance operations, and support business growth. PERFORMANCE- BASED FLEXIBLE USE Page 58 of 80 BUSINESS RESPONSES Thank you for the support. You make us feel supported and I am proud to be in Trophy Club. We are truly a small business, and this grant would make a huge impact for us and our business going forward. Page 59 of 80 Questions Page 60 of 80 Thrive Business Grant FY 26-27 Guidelines and Application Page 61 of 80 Page 62 of 80 The Thrive Business Grant (TBG) is an initiative aimed at supporting local businesses within the Town by providing reimbursable matching grants for various improvement projects. The program seeks to enhance the visual appeal and improve overall competitiveness of businesses, ultimately driving economic growth and community prosperity.INTRODUCTIONPage 63 of 80 The Trophy Club Economic Development Corporation (EDC) is dedicated to driving economic progress within the Town. Its core mission is to actively foster employment opportunities and enhance the overall well-being of the community by spearheading, developing, facilitating, and financing projects in accordance with the Economic Development Act. In 2023, the EDC Board earmarked $300,000 to kickstart the TBG . This program is designed with the aim of fostering enhancements both externally and internally, as well as furnishing essential equipment to facilitate expansion and operational efficiency. The overarching objective is to maintain our Small Town Charm and stimulate customer growth within the Town. The EDC places significant emphasis on thorough deliberation, ensuring that all grants align with the best interests of the community and that the projected benefits are effectively realized. Each applicant will be viewed on a case-by-case bases to help businesses achieve success in Trophy Club.BACKGROUNDPage 64 of 80 The TBG is a dynamic initiative aimed at fortifying local businesses within the town. This program offers reimbursable (75%) matching grants of up to $20,000 to support facade enhancements, sign improvements, interior renovations, equipment upgrades, and other critical investments. By empowering businesses to make these vital improvements, the EDC aims to bolster the Town's economic vitality, create a more appealing business environment, and foster community prosperity. The program aims to facilitate well-thought-out improvements that harmoniously incorporate essential storefront elements into a appealing identity, potentially including provisions for establishing an accessible public entrance if necessary. Additionally, it supports interior enhancements aimed at improving the overall customer experience and the enhancement of existing signage or the construction of new signage approved by the Town. While Town staff will offer guidance on acceptable improvements, applicants are responsible for collaborating with licensed architects and contractors to refine the conceptual design according to the scope of work.OVERVIEWPage 65 of 80 While the Town will review all TBG applications that align with the eligibility criteria, it places particular emphasis on backing projects poised to yield a substantial positive influence on both the Town and its economic landscape. This includes generating increased business activity, making significant financial investments, facilitating revitalization efforts, and ensuring the retention or expansion of existing employers. Prior to participating in the program, applicants must ensure they are current with all municipal tax obligations; Applicants are required to have no Town liens recorded against any property owned by them, encompassing, but not limited to, liens for weed control, demolition, board-up/open structure, and outstanding payments; Eligibility Criteria:ELIGIBILITY CRITERIAEligible applicants must either be property owners or tenants situated within the Town of Trophy Club; Tenants must obtain written approval from property owners in order to participate in the program; Page 66 of 80 Eligibility Criteria: All applicants have to be located within Trophy Club; All applicants are required to adhere to both state and local laws and regulations governing licensing, permits, building codes, and zoning requirements; Excluded from consideration are government offices, residential properties, home-based enterprises, religious organization, churches, as well as establishments dealing in sexually-oriented or smoking paraphernalia products; and Applicants must demonstrate financial stability and a clear plan for the project's completion.ELIGIBILITY CRITERIAPage 67 of 80 Interior Renovations: Funding can be allocated for interior renovations, such as; Remodeling enhancements that improve the customer experience, General maintenance such as HVAC, plumbing, electrical, etc. Equipment Purchases: Grants can cover the cost of purchasing new equipment or upgrading existing machinery to increase operational efficiency and productivity. Signage: Grants can cover the cost of purchasing signage off site to promote and market their business. Applications must be made prior to work beginning. No grants will be awarded for work that has already started, in progress, or completed.ELIGIBILITY PROJECTSFaçade Improvements: Grants may be used to enhance the exterior appearance of businesses, including; Improvements to an existing exterior structure, Improvements to public facing façade(s) Signage Seating, and General building/property beautification including landscape. Page 68 of 80 Any deviation from the approved grant project may result in the total or partial withdrawal of the grant. Grants are awarded as a single payment to the applicant, excluding sales tax. The Town will not reimburse any sales tax on items purchased. If an applicant is awarded a grant for any work performed pursuant to this program and the work is altered for any reason within one year from the date of construction, the applicant may be required to reimburse the Town of Trophy Club immediately for the full amount of the grant. Further, if a property is listed for sale and/or leased to a tenant for a purpose not originally intended by the grant application within one year of reimbursement, the applicant may be required to reimburse the Town of Trophy Club immediately for the full amount of the grant.GRANT REQUIREMENTSWork must begin within six months from the date of the award. Grant funds are paid out on a reimbursement basis once completed work has been verified by Town staff as compliant with the plans proposed in the approved application. Page 69 of 80 If a local quote or any of the three required quotes cannot be obtained, the business must document its efforts to secure them, including the steps taken and the reasons the quotes could not be acquired.The EDC Board will consider this effort in its evaluation. The grant does not reimburse international shipping or customs fees for items purchased overseas. These costs must be covered by the business owner. Additionally, shipping costs must be itemized on the submitted quote.GRANT REQUIREMENTSAny equipment purchased using grant funds must remain within the Town of Trophy Club for the entire operational lifespan of the business. The agreed-upon price or grant amount may be adjusted by up to 10% to account for unforeseen circumstances or price fluctuations, with a maximum grant amount of $20,000. All exterior work, including but not limited to painting (including color selections), building additions, and any changes to the exterior appearance, must be submitted to the Town of Trophy Club for approval before implementation. Businesses must obtain and submit a minimum of three quotes: One quote from a local business (a business with a registered address in Trophy Club or owned by a Trophy Club resident). Two additional quotes from other vendors. Page 70 of 80 Each TBG application will be processed in accordance with the following standards and procedures. One of the prerequisites is furnishing documentation confirming the absence of any outstanding property tax payments for the property. Applicants undertaking projects that encompass the refurbishment of one or more existing structures must furnish a comprehensive plan along with quotes and cost projections for the renovations. Furthermore, if a project is not approved for the intended fiscal year, the application will be retained for consideration for up to one year. Interested businesses will complete and submit a application form, including property owner written approval (if applicable) project details, comprehensive plan, project cost, three quotes (if applicable), and a timeline for completion. The EDC will review applications and may approve applications based on eligibility criteria and alignment with program goals. The approved applications will then be reviewed by the Town Manager before being submitted to the Town Council. The application review process will take up to 60 days. Selected businesses will be notified of their grant award and will receive instructions on reimbursement procedures. Approved businesses will sign a performance agreement, and will be instructed on when to begin their proposed projects and may seek reimbursement upon completion. Application Process:APPLICATION PROCESSThe TBG will announce specific periods when applications will be accepted from eligible businesses. Page 71 of 80 Progress Reporting: Grantees will be required to submit regular progress reports, including financial statements, photos, and updates on project milestones. Final Inspection: Upon project completion, a final inspection will be conducted to ensure that the work meets the program's standards. Reimbursement Process: Grantees will submit documentation for eligible expenses, and reimbursement will be issued in accordance with the program's guidelines. Performance Requirements: Grantees will be required to fulfill performance requirements set forth in the performance agreement, failure to meet the specific requirements in the agreement will mean repayment of 100% of grant dollars received. If the performance agreement is not signed within 60 days of receipt, the grant will be rescinded, and you will need to reapply in the next grant cycle. Monitoring & Accountability Process:MONITORING & ACCOUNTABILITYPage 72 of 80 As part of the consideration for any incentives, the Town will have the right to review and verify the applicant’s financial statements and records related to the project and the amount of any incentives that may be payable in any given year; and conduct an on-site inspection of the project in order to verify compliance with the terms and conditions of the TBG. The Town Council retains sole authority to approve or deny any TBG application and is under no obligation to approve any application. The Town retains the authority to reject an application while offering suggestions for improvements that could lead to future acceptance. The Town of Trophy Club has the right to terminate any agreement under the TBG if a participant is found to be in violation of any conditions set forth in these guidelines. The Town reserves the right to make adjustments regarding conditions and parameters outlined in these guidelines. Prioritization is given to established businesses over those operational for a year or less. The possibility exists to approve multiple projects for businesses if additional funding remains available.ADDITIONAL INFORMATIONPage 73 of 80 Thrive Business Grant Timeline – Fiscal Year 2026-2027 The following timeline outlines the key dates for the Thrive Business Grant. Please note that dates are subject to change. For up-to-date information, visit our website or contact us directly. Grant Launch: April 13, 2026 Grant Application Deadline: June 15, 2026 EDC Review: June 2026 EDC Approval: July 2026 Town Council Approval: August 2026 Performance Agreements Signed by Business: August- October 2026 Performance Agreements Signed by EDC: October 2026 Project Start: August - December 2026 Project Completion Deadline: October 2027 The total duration of the grant process, from application launch to project completion, is approximately 1.5 years.TIMELINEPage 74 of 80 ELIGIBLE AREATown of Trophy Club Boundary Map Page 75 of 80 APPLICATIONApplicant Name Business Name Business Address Mailing Address Thrive Business Grant (TBG) Application Contact Number E-mail Address Building Owner Name Building Name Project Information Project Site/ Address Project Type Project Description Page 76 of 80 APPLICATIONHow will this project benefit the community? How will this project benefit your business? Project Expenditures Expenditure Total Total Grant Dollars Requested for Expenditure Project Cost Thrive Business Grant (TBG) Application Page 77 of 80 APPLICATIONTotal Cost of Project Total Grant Dollars Requesting *25% of total cost of project is the responsibility of the applicant. Number of Employees Number of Years in Trophy Club Business Information Annual Revenue Please ensure that the final project scope of work, along with accompanying pictures, drawings, and any relevant documentation, is attached. This comprehensive package will play a crucial role in conveying a cohesive narrative that will aid the EDC and Town staff in comprehending your vision for the allocation of grant funds. By signing this document, you affirm that you possess the requisite authority to seek funding for the mentioned business, you will abide by the program guidelines, and that the information furnished is true and accurate to the best of your knowledge. Signature: _________________________________________________________________________ Printed Name: _____________________________________________________________________ Title: _____________________________________________________________________________ Date: ________________________________ Will this project create or retain jobs?Yes No Thrive Business Grant (TBG) Application Page 78 of 80 Page 79 of 80 In-Person: Town of Trophy Club 1 Trophy Wood Drive Trophy Club, TX 76262 Via E-mail: thrive@trophyclub.org Online Application: Please Return To: Page 80 of 80