Minutes TC 01/29/2016 and 01/30/2016 - Council RetreatMINUTES FROM TOWN COUNCIL/MANAGEMENT RETREAT
FOR THE TOWN OF TROPHY CLUB
LOCATION: Trophy Club Country Club
500 Trophy Club
Trophy Club, TX 76262
Friday, January 29, 2016 at 1:30 P.M.
Saturday, January 30, 2016 at 9:00 A.M.
The Town Council of the Town of Trophy Club and the Town of Trophy Club Management Team, Texas, met in a
Retreat Session on Friday, January 29, 2016 and Saturday, January 30, 2016.
STATE OF TEXAS §
COUNTY OF DENTON §
TOWN COUNCIL MEMBERS PRESENT:
C. Nick Sanders Mayor
Greg Lamont Mayor Pro Tem, Place 5
Jim Parrow Council Member, Place 1
Garrett Reed Council Member, Place 2
Rhylan Rowe Council Member, Place 3
Tim Kurtz Council Member, Place 4
Philip Shoffner Council Member, Place 6
STAFF AND GUEST(S) PRESENT:
Stephen Seidel Town Manager
Patricia Adams Town Attorney
Steven Glickman Assistant Town Manager/CFO
Holly Fimbres Town Secretary/RMO
Adam Adams Parks and Recreation Director
Patrick Arata Police Chief
Pat Cooke Development Services Manager
Carmel Fritz Human Resources Manager
Mike Pastor Information Services Director
April Reiling PIO/Marketing Manager
Danny Thomas Fire Chief
Mayor Sanders announced the date of Friday, January 29, 2016, called the Town Council to order and announced a
quorum at 1:46 p.m.
(Town Secretary Note: The agenda items were presented in the following order on January 29, 2016, Item No. 1
and Item No. 6. The agenda items were presented in the following order on January 30, 2016: Item No. 3; Item No.
8; Item No. 2; Item No. 5; Item No. 4; and Item No. 7)
CONVENE INTO COUNCIL RETREAT SESSION
1. Discussion of and provide direction regarding Capital Improvement Projects and funding; discussion of
same.
Town Manager Seidel revised the Debt Model Snapshot and the Comprehensive Park review.
Council Member Shoffner requested to identify items that only baseball and soccer use, for example soccer lights
at Harmony Park.
Assistant Town Manager/CFO Glickman discussed lights for practice fields at Harmony Park, near Indian Creek,
with potential grant funding from US Soccer Federation.
Discussion took place that Lakeview is designed for soccer and that currently does not have lighting, and if
Harmony Park had lights for practice fields, it would help circulate players to other fields.
Council Member Rowe commented that he would prefer to maximize the use of the land as opposed to investing
further funds.
Assistant Town Manager/CFO Glickman discussed re -crowning at Harmony Park sports fields with irrigation
improvements. Discussion took place that the Town has a rough estimate regarding this item, received through
preliminary discussions with engineers.
Council Member Shoff ner believed that a little more attention to Harmony Park would go a long way, for example
seeding.
Council Member Rowe inquired about a long term dirt program that would incorporate grading and fertilization.
Discussion took place to possibly review a method to sand the grass in order to benefit the fields.
Assistant Town Manager/CFO Glickman discussed a paved gravel parking lot and trail into Harmony Park. Council
Members Rowe and Reed were in favor of proceeding with concrete items because the cost of concrete continues
to increase.
Assistant Town Manager/CFO Glickman discussed resurfacing the tennis courts and adding pickle ball striping at
Harmony Park. Council Members Rowe and Reed were in favor of the tennis courts item.
Assistant Town Manager/CFO Glickman discussed replacing the chain link fence off Indian Creek with wrought iron
and adding bleachers at Harmony Park. There was consensus to move forward with the wrought iron fence and
the consensus was not to add bleachers at Harmony Park.
Mayor Sanders received consensus to use funds from the 2010 bonds that were for bleacher replacement to do
fence replacement at Harmony with wrought iron.
Town Manager Seidel explained that the soccer association has a portable building that is used for storage of flags
and other items. He inquired if the Council desired to build a storage facility in its place.
Council Members Shoff ner and Reed were in favor of expanding the existing building.
Mayor Sanders received consensus to remove the existing bleachers and that no funding be applied for new
bleachers.
Assistant Town Manager/CFO Glickman discussed installing a new parking lot between the Veterans Memorial and
Independence Park West. Council Members Reed and Shoffner were in favor of moving forward with the Veterans
Memorial going by what had previously been approved by Council and to install a parking lot.
Mayor Sanders received consensus to apply funds to complete the previous Council authorized Veterans
Memorial plan and install the parking lot using hotel occupancy tax (HOT) funds.
Assistant Town Manager/CFO Glickman discussed resurfacing the tennis court at Independence Park West
Mayor Sanders received consensus to move forward with resurfacing the tennis court.
Town Council Minutes January 29 and 30, 2016 Page 2 of 7
Council Member Parrow discussed the Town pursing a piece of steel from one of the towers from September 11th
in order to incorporate it into the Veterans Memorial.
Mayor Sanders received consensus to pursue the steel piece to be installed at the new Police Department.
Assistant Town Manager/CFO Glickman discussed installing a new shade structure to go over the existing
playground at Independence Park West.
Mayors Sanders received consensus that TCR Youth Baseball Association fund the shade structure for Fields No.
2 and No. 4 and that they fund new scoreboards at Independence Park West.
Assistant Town Manager/CFO Glickman discussed a facility upgrade and repair at Independence Park West
consisting of painting and retrofitting the bathrooms.
Mayor Sanders received consensus to move forward with the facility upgrade and repair at Independence Park
West.
Town Manager Seidel discussed installing a dock on Pond No. 2 at Linear Trail.
Mayor Sanders received consensus not to proceed with the dock on Pond No. 2.
Town Manager Seidel stated that he would obtain a cost estimate to remove the piers.
Council Member Reed commented that if the expense is significant to remove the piers, it may make more sense
to install a dock.
Assistant Town Manager/CFO Glickman discussed building a pavilion in the open space next to the retention pond
at Linear Trail.
Discussion took place to incorporate into a long term plan portions of the Linear Trail and open space that were
not under water during the flood.
Assistant Town Manager/CFO Glickman discussed installing an aerator on the large pond at Linear Trail and
improving the trail entrance into Trophy Club Park.
Mayor Sanders received consensus to install an aerator on the large pond and improve the trail entrance into
Trophy Club Park by installing a kiosk and a large landing at the trail head.
Town Manager Seidel discussed replacing the current Lakes trails with concrete trails.
Council Member Reed was in favor of proceeding and also reviewing the cost of a six foot trail verses an eight foot
trail.
Assistant Town Manager/CFO Glickman discussed redesigning the trail near the entrance to the Shanklin property.
Discussion took place to verity the legal instrument of the property.
RECESSED AT 3:47 P.M. FOR A BREAK
RECONVENED AT 4:02 P.M. INTO RETREAT SESSION
Assistant Town Manager/CFO Glickman reviewed extending the splash pad entry shade structure, installing a
shade structure on the splash pad decking, installing two small pavilions that can be reserved, and resurfacing the
large pool at the Community Pool.
Town Council Minutes January 29 and 30, 2016 Page 3 of 7
Mayor Sanders received consensus to hold off on extending the splash pad entry shade structure; received
consensus to proceed with installing a shade structure on the splash pad decking; received consensus not to
install two small pavilions that can be reserved; and received consensus to resurface the large pool at the
Community Pool.
Assistant Town Manager/CFO Glickman reviewed installing an automated gate entry system to the dog park at
Freedom Park.
Mayor Sanders received consensus to install an automated gate entry.
Town Manager Seidel discussed making Freedom Park the west side version of Harmony Park.
Council Member Rowe was in favor of incorporating the item into a future concept plan.
Council Member Reed commented that he would be in favor of taking advantage of building a park at the former
gas well site.
Town Manager Seidel stated that he would identify locations and bring back to Council with cost estimates.
Town Manager Seidel reviewed installing wrought iron border fencing along the creek at Lakeview Park and
inquired how Council would like to proceed with the remaining portion of Lakeview.
Discussion took place to explore powder coated verses steel wrought iron border fencing along the creek.
Additional discussion ensued regarding further evaluation being done of bullpen artificial turf and drainage
improvements, and that further review be done regarding installing a sand volleyball court at Independence Park
East.
Mayor Sanders received consensus not to proceed with building a new pavilion at Independence Park East.
Town Manager Seidel discussed installing a drive approach, parking lot, and nature themed playground with shade
structure at Canterbury Hills.
Mayor Sanders recommended that the Parks and Recreation Board provide direction on this site.
Town Manager Seidel reviewed funding options from the sports associations, operations, capital replacement,
grants, and bonds. He presented the latest street and drainage project estimates specific to Trophy Club Drive,
Indian Creek Drive, Phoenix Drive, and Trophy Lake Drive. Additionally, he reviewed future street and drainage
projects.
Discussion took place to pursue grant funding and county funding for Trophy Club Drive from the Roundabout to
Meadow Creek.
Council Member Shoffner was in favor of using HOT funds for Trophy Lake Drive and entry monument signage.
Town Manager Seidel concluded by discussing other projects, bond funding, and the debt model snapshot.
6. Discussion of and provide direction regarding Comprehensive Use Plan; discussion of same.
Town Manager Seidel discussed options for a Comprehensive Use Plan. He advised that later this year a request
for qualifications would be done to seek a consultant to manage the process.
Town Council Minutes January 29 and 30, 2016 Page 4 of 7
ADJOURN
Mayor Sanders recessed the meeting at 5:34 p.m. on Friday, January 29, 2016, and stated that the Council will
reconvene at 9:00 a.m. on Saturday, January 30, 2016.
RECONVENED INTO COUNCIL RETREAT SESSION - SATURDAY, JANUARY 30, 2016
TOWN COUNCIL MEMBERS PRESENT:
C. Nick Sanders
Mayor
Greg Lamont
Mayor Pro Tem, Place 5
Jim Parrow
Council Member, Place 1
Garrett Reed
Council Member, Place 2
Rhylan Rowe
Council Member, Place 3
Tim Kurtz
Council Member, Place 4
Philip Shoffner
Council Member, Place 6
STAFF AND GUEST(S) PRESENT:
Stephen Seidel
Town Manager
Patricia Adams
Town Attorney
Steven Glickman
Assistant Town Manager/CFO
Holly Fimbres
Town Secretary/RMO
Patrick Arata
Police Chief
Mayor Sanders announced the date of Saturday, January 30, 2016, called the Town Council to order and
announced a quorum at 9:08 a.m.
3. Discussion of and provide direction regarding Public Safety to include Police, Fire, and EMS; discussion of
same.
Police Chief Arata provided an update regarding Police Department operations and future proposed budget
requests for administrative support and an evidence technician, as well as impact of Trophy Club development and
regional development. Additionally, he discussed the progress and planning for the new K-9 unit.
Mayor Sanders received consensus to proceed with public relations regarding the success of the K-9 program;
and received consensus to have quarterly Police reports presented at Council meetings and afterwards be
published on the Town website.
Police Chief Arata provided an update regarding the School Resource Officer program and advised that the Absent
Student Assistance program has been dissolved. Additionally, he discussed the possible opportunity of having the
City of Roanoke provide the Towns dispatch services.
Council Member Shoffner was in favor of exploring the City of Roanoke providing dispatch services for the Town.
Town Manager Seidel commented that there may be incremental cost to the operating budget by transitioning to
Roanoke's dispatch services.
Police Chief Arata reviewed the volunteer program regarding active members and increasing their involvement
with the Towns auction and scanning of Police documents. He stated that they are evaluating hosting a Citizen's
on Patrol Academy that would be provided once a month.
Mayor Sanders received consensus to have new Town hires introduced at a Council meeting to allow the Council
to meet them.
Town Council Minutes January 29 and 30, 2016 Page 5 of 7
RECESSED AT 10:32 A.M. FOR A BREAK
RECONVENED AT 10:43 A.M. INTO RETREAT SESSION
Mayor Sanders received consensus to have an organizational chart, with employee photos, be provided to the
Council.
Town Manager Seidel advised that coordination is being made regarding part-time employees and the average
number of hours they work during a week because of the new Affordable Care Act.
Mayor Sanders requested a meeting be coordinated to meet with the TCMUD No. 1 President and General
Manager and appropriate Town Staff to discuss the Fire Department personnel services.
8. Discussion of and provide direction regarding Open Carry; discussion of same.
Council Member Parrow advised that he had initiated this item to allow for Council direction.
Town Manager Seidel discussed the requirements of the Open Carry 30.07 signage and the Concealed Carry 30.06
signage.
Mayor Sanders received consensus to post the 30.07 signage and received no objection to not posting 30.06
signage.
2. Discussion of and provide direction regarding Town Hall and facilities; discussion of same.
Town Manager Seidel stated that estimates for the Trophy Club Town Hall have come in higher than the original
estimates, specific to the site work and building, and advised that Staff is reviewing options to reduce the overall
cost. He requested Councils direction regarding obtaining additional funding from the Crime Control and
Prevention District (CCPD) budget.
Council Members Rowe and Shoffner were in favor of GSBS continuing to identify items that can be scaled back,
such as the voting system in the Council Chambers.
Assistant Town Manager/CFO Glickman advised that a notice of intent would have to be presented before Council
regarding CCPD funding.
Mayor Sanders received consensus to have the Town Manager meet with GSBS regarding the Councils concerns
regarding estimates coming in considerably higher than their original estimates; received consensus to wait to
pursue additional CCPD funding of the 2015 Certificates of Obligation; and received consensus to review the
possible scaling down of outside construction items on the back side of the facility in order to save additional
funds.
RECESSED AT 12:31 P.M. FOR LUNCH
RECONVENED AT 1:52 P.M. INTO RETREAT SESSION
5. Discussion of and provide direction regarding Fiscal Year 2017 Budget Goals, Objectives, and Strategy
Map; discussion of same.
Town Manager Seidel stated that the Strategy Map will be presented at the February 9, 2016 Council meeting,
which is an annual requirement. Additionally, he inquired if the Council had any budget items they wished to
discuss for the upcoming budget.
Town Council Minutes January 29 and 30, 2016 Page 6 of 7
Discussion ensured regarding an expected increase in revenue from property taxes due to new homes being
constructed and keeping the tax rate steady in order to maintain the reserve level.
Council Member Kurtz recommended the possibility of communicating to Town residents through Trophy Life
Magazine the long term budget and project plans.
Council Member Rowe commented that he would like to see the effect of reducing the tax rate by half a cent.
Mayor Sanders received consensus to budget the tax rate at the current level but to also show the effect of a
one cent tax rate decrease.
RECESSED AT 3:48 P.M. FOR A BREAK
RECONVENED AT 3:58 P.M. INTO RETREAT SESSION
4. Discussion of and provide direction regarding Economic Development; discussion of same.
Discussion took place to review the Planned Development 30 document and exceptions.
7. Discussion of and provide direction regarding Roles and Responsibilities of Town Staff and Legal, Town
Attorney use of outside legal services; discussion of same.
Mayor Sanders discussed that this item was to provide direction and receive input regarding full time legal services
or the possibility of using outside legal services or a paralegal to assist Town Attorney Adams.
Discussion took place regarding the Legal Department wears multiple hats and it could better serve the Town to
have the Department full time verses part-time. The Council discussed possibly forming a committee to review in
further detail the multiple options in order to make the best decision to move forward.
The Council requested to have her quarterly report come before Council during an Executive Session. Additionally,
they discussed having her review at the February 23, 2016 Council meeting and forming a subcommittee to work
with her in order to move forward.
ADJOURN
Mayor Sanders adjourned the meeting at 5:04 p.m. on Saturday, January 30, 2016.
Holly Fimbres Town SecretaryFiimbres Town Secretary
Town of Trophy Club, Texas
C. Nick Sanders, Mayor y �r
Town of Trophy Club, Texas
Town Council Minutes January 29 and 30, 2016 Page 7 of 7