Minutes TC 09/13/2016 MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION:100 MUNICIPAL DRIVE,TROPHY CLUB,TEXAS
Tuesday,September 13,2016 at 7:00 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Tuesday, September 13, 2016.
The meeting was held within the boundaries of the Town and was open to the public.
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
Steven Glickman Assistant Town Manager/CFO
David Dodd Town Attorney
Holly Fimbres Town Secretary/RMO
Adam Adams Parks and Recreation Director
Patrick Arata Police Chief
Pat Cooke Development Services Manager
Rick Lasky Interim Fire Chief
Sherri Lewis Recreation Supervisor
Todd Mauthe Police Sergeant
Mike Pastor Information Services Director
Tracey Shields Police Lieutenant
John Zagurski Strategic Services Coordinator
Mayor Sanders announced the date of Tuesday, September 13, 2016, called the Town Council to order and
announced a quorum at 7:00 p.m.
The Invocation was offered by Council Member Parrow.
The Pledges to the American Flag and Texas Flag were led by Council Member Kurtz.
CITIZEN PRESENTATIONS
This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda.
The Council is not permitted to take action on or discuss any presentations made to the Council at this time
concerning an item not listed on the agenda. The Council will hear presentations on specific agenda items prior to
the Council addressing those items. You may speak up to four (4) minutes or the time limit determined by the
Mayor or presiding officer. To speak during this item you must complete the Speaker's form that includes the
topic(s)of your statement. Topics of presentation should be limited to matters over which the Council has authority.
There were no citizen presentations.
ANNOUNCEMENTS AND REPORTS
1. Town Manager Seidel's update regarding the following;discussion and provide input regarding same(Staff):
*Certificate of Achievement for Excellence in Financial Reporting
*Popular Annual Financial Report Award
*PetFest
*Town Hall Construction
*Veteran's Memorial Bids
Town Manager Seidel updated the Council and addressed questions; no action was taken on this item.
Mayor Sanders acknowledged Staff for their accomplishment receiving the Certificate of Achievement for
Excellence in Financial Reporting and Popular Annual Financial Report Award.
2. Town Council Liaison Updates;discussion of same(Staff):
*Animal Shelter Advisory Board,August 24,2016
Council Liaison-Council Member Philip Shoffner
Council Member Shoffner updated the Council and addressed questions; no action was taken on this item.
CONSENT AGENDA
All matters listed as Consent Agenda are considered to be routine by the Town Council and will be enacted by one
motion. There will not be a separate discussion of these items. If discussion is desired, that item will be removed
from the consent agenda and will be considered separately.
3. Consider and take appropriate action regarding the Minutes dated August 9,2016(Staff). (Town Secretary
Note:Approved as presented in the Town Council agenda packet).
4. Consider and take appropriate action regarding financial and variance report dated July 2016(Staff).
5. Referred Agenda Item: Consider and take appropriate action regarding a Utility Billing Agreement between
the Town of Trophy Club and Trophy Club Municipal Utility District No. 1; and authorizing the Mayor or his
designee to execute all necessary documents(P.Shoffner and R. Rowe).
6. Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas repealing
Sections 3.03.051, "Adoption" and 3.03.052, "Amendments" of Division 2, "Building Code" within Article
3.03, "Technical and Construction Codes and Standards" of Chapter 3, "Building Regulations"of the Town's
Code of Ordinances, and adopting new Sections 3.03.051, "Adoption" and 3.03.052, "Amendments" of
Division 2, "Building Code" within Article 3.03, "Technical and Construction Codes and Standards" of
Chapter 3, "Building Regulations" of the Town's Code of Ordinances in order to adopt the 2015 edition of
the International Building Code and local amendments and repeal the 2009 edition of the International
Building Code and local amendments;providing for a penalty not to exceed the sum of two thousand dollars
($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on
which a violation occurs or continues;providing for publication;and providing an effective date(Staff).
7. Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club,Texas repealing
Sections 3.03.101, "Adoption"and 3.03.102,"Amendments"of Division 3, "Residential Code",within Article
3.03, "Technical and Construction Codes and Standards",of Chapter 3, "Building Regulations" of the Town's
Code of Ordinances, and adopting new Sections 3.03.101, "Adoption" and 3.03.102, "Amendments" of
Division 3, "Residential Code" within Article 3.03, "Technical and Construction Codes and Standards" of
Chapter 3, "Building Regulations" of the Town's Code of Ordinances in order to adopt the 2015 edition of
the International Residential Code and local amendments and repeal the 2009 edition of the International
Residential Code and local amendments; providing for a penalty not to exceed the sum of two thousand
dollars($2,000.00) for each offense and a separate offense shall be deemed committed each day during or
on which a violation occurs or continues;providing for publication;and providing an effective date(Staff).
Town Council Minutes September 13, 2016 Page 2 of 11
8. Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas repealing
Sections 3.03.151, "Adoption" and 3.03.152, "Amendments" of Division 4, "Electrical Code", within Article
3.03, "Technical and Construction Codes and Standards",of Chapter 3, "Building Regulations" of the Town's
Code of Ordinances and adopting new Sections 3.03.151, "Adoption" and 3.03.152, "Amendments" of
Division 4, "Electrical Code", within Article 3.03, "Technical and Construction Codes and Standards", of
Chapter 3, "Building Regulations" of the Town's Code of Ordinances in order to adopt the 2014 edition of
the National Electrical Code and local amendments and repeal the 2011 edition of the National Electrical
Code and local amendments; providing a penalty not to exceed the sum of two thousand dollars($2,000.00)
for each offense and a separate offense shall be deemed committed each day during or on which a violation
occurs or continues; providing for publication;and providing an effective date(Staff).
9. Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas repealing
Sections 3.03.201,"Adoption"and 3.03.202,"Amendments"of Division 5,"Mechanical Code",within Article
3.03, "Technical and Construction Codes and Standards", of Chapter 3,"Building Regulations" of the Town's
Code of Ordinances and adopting new Sections 3.03.201, "Adoption" and 3.03.202, "Amendments" of
Division 5, "Mechanical Code", within Article 3.03, "Technical and Construction Codes and Standards", of
Chapter 3, "Building Regulations" of the Town's Code of Ordinances in order to adopt the 2015 edition of
the International Mechanical Code and local amendments and repeal the 2009 edition of the International
Mechanical Code and local amendments;providing a penalty not to exceed the sum of two thousand dollars
($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on
which a violation occurs or continues; providing for publication;and providing an effective date(Staff).
10. Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club,Texas repealing
Sections 3.03.251, "Adoption" and 3.03.252, "Amendments",of Division 6, "Plumbing Code",within Article
3.03, "Technical and Construction Codes and Standards",of Chapter 3, "Building Regulations" of the Town's
Code of Ordinances and adopting new Sections 3.03.251, "Adoption" and 3.03.252, "Amendments", of
Division 6, "Plumbing Code", within Article 3.03, "Technical and Construction Codes and Standards", of
Chapter 3, "Building Regulations" of the Town's Code of Ordinances in order to adopt the 2015 edition of
the International Plumbing Code and local amendments and repeal the 2009 edition of the International
Plumbing Code and local amendments; providing a penalty not to exceed the sum of two thousand dollars
($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on
which a violation occurs or continues;providing for publication;and providing an effective date(Staff).
11. Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club,Texas repealing
Sections 3.03.301, "Adoption" and 3.03.302, "Amendments", of Division 7, "Energy Conservation Code",
within Article 3.03, "Technical and Construction Codes and Standards", of Chapter 3, "Building Regulations"
of the Town's Code of Ordinances and adopting new Sections 3.03.301, "Adoption" and 3.03.302,
"Amendments",of Division 7, "Energy Conservation Code",within Article 3.03, "Technical and Construction
Codes and Standards", of Chapter 3, "Building Regulations" of the Town's Code of Ordinances in order to
adopt the 2015 edition of the International Energy Conservational Code and local amendments and repeal
the 2009 edition of the International Energy Conservational Code and local amendments; providing a
penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense and a separate offense
shall be deemed committed each day during or on which a violation occurs or continues; providing for
publication;and providing an effective date(Staff).
12. Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club,Texas repealing
Sections 3.03.401, "Adoption" and 3.03.402, "Amendments", of Division 9, "Fuel Gas Code", within Article
3.03, "Technical and Construction Codes and Standards",of Chapter 3,"Building Regulations" of the Town's
Code of Ordinances and adopting new Sections 3.03.401, "Adoption" and 3.03.402, "Amendments", of
Division 9, "Fuel Gas Code", within Article 3.03, "Technical and Construction Codes and Standards", of
Chapter 3, "Building Regulations" of the Town's Code of Ordinances in order to adopt the 2015 edition of
the International Fuel Gas Code and local amendments and repeal the 2009 edition of the International Fuel
Gas Code and local amendments; providing a penalty not to exceed the sum of two thousand dollars
($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on
which a violation occurs or continues; providing for publication; and providing an effective date(Staff).
Town Council Minutes September 13, 2016 Page 3 of 11
13. Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club,Texas repealing
Sections 3.03.451, "Adoption"and 3.03.452, "Amendments",of Division 10,"Fire Code",within Article 3.03,
"Technical and Construction Codes and Standards",of Chapter 3, "Building Regulations" of the Town's Code
of Ordinances and adopting new Sections 3.03.451, "Adoption" and 3.03.452, "Amendments", of Division
10, "Fire Code", within Article 3.03, "Technical and Construction Codes and Standards", of Chapter 3,
"Building Regulations" of the Town's Code of Ordinances in order to adopt the 2015 edition of the
International Fire Code and local amendments and repeal the 2009 edition of the International Fire Code
and local amendments; providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for
each offense and a separate offense shall be deemed committed each day during or on which a violation
occurs or continues; providing for publication; and providing an effective date(Staff).
Motion made by Mayor Pro Tern Lamont, seconded by Council Member Parrow, to approve the Consent Agenda
Items 3 through 13.
Motion passed unanimously.
PUBLIC HEARING
14. Conduct a Public Hearing regarding the proposed fiscal year October 1, 2016 to September 30, 2017 budget
pursuant to Section 9.05 of the Town Charter;making appropriations and providing for expenditures(Staff).
Mayor Sanders opened the public hearing at 7:15 p.m.
There was no one present that wished to speak regarding the item.
15. Conduct the Second Public Hearing regarding the proposed tax rate for fiscal year October 1, 2016 to
September 30,2017,and Mayor to announce the date,time and place of the vote on the tax rate(Staff).
Mayor Sanders announced that the vote for the proposed tax rate of$0.479 per$100 valuation would be held on
September 27,2016,at 7:00 p.m. at 100 Municipal Drive,Trophy Club,Texas 76262.
There was no one present that wished to speak regarding the item.
16. Conduct a public hearing regarding a request to amend Ordinance No. 2002-41 P&Z, 2006-39 P&Z and
2008-23 P&Z, PD Planned Development District No. 25 in order to approve amendments to the approved
signage plan for the Value Place Hotel, on Lot 1R, Block B, Trophy Wood Business Center, located at 306
Trophy Branch Drive.Case PD-AMD-16-052(Staff).
There was no one present that wished to speak regarding the item.
Mayor Sanders closed the public hearing and reconvened into Regular Session at 7:17 p.m.
REGULAR SESSION
17. Consider and take appropriate action regarding a Proclamation of the Town Council declaring September
2016 as Blood Cancer Awareness Month in Trophy Club;and providing an effective date(N.Sanders).
Council Member Parrow read the proclamation into the record.
Motion:
Motion made by Council Member Parrow, seconded by Mayor Pro Tern Lamont, to approve Proclamation No.
2016-10, declaring September 2016 as Blood Cancer Awareness Month in Trophy Club; and providing an effective
date of September 13, 2016.
Motion passed unanimously.
Town Council Minutes September 13, 2016 Page 4 of 11
18. Recognition of Resident Volunteers who participated in the July 4th Celebration event; discussion of same
(N.Sanders and P.Shoffner).
Mayor Sanders recognized resident volunteers Kelly Castonguay, Mindi Bone,Tiffany Nimphius,Janet Lamont, and
Nicole Arata who participated in the July 4th Celebration event. Additionally, he thanked Recreation Supervisor
Lewis, Parks and Recreation Director Adams, and Strategic Services Coordinator Zagurski for helping making the
event successful.
No action was taken on this item.
19. Recognition of Town Manager Stephen Seidel for his years of service that he provided to the Town of
Trophy Club(N.Sanders).
Mayor Sanders recognized Town Manager Seidel for his nine(9)years of service that he provided to the Town and
presented him with a plaque.
Town Manager Seidel expressed his thankfulness to be able to have served such an amazing Council and
community.
No action was taken on this item.
20. Consider and take appropriate action regarding the award or rejection of the proposal for Entryway
Monumentation, Wayfinding, and Parks Signage for the Town of Trophy Club; and authorizing the Town
Manager or his designee to execute all necessary documents(Staff).
Strategic Services Coordinator Zagurski advised that 12 companies submitted proposals, which were narrowed to
five(5)companies that were interviewed. Staff concluded with the selection of Design Workshop,an Austin based
company.
Claire Hempel, Principal with Design Workshop, presented their proposal for the Town's entryway
monumentation, wayfinding, and parks signage master plan which included the following: the Town's Team; their
Experience; Delivering a Successful Project; Stakeholder Engagement; Scope; Gateways; Primary Wayfinding;
Secondary Wayfinding; Regulatory Wayfinding;and Standards Manual.
Mayor Pro Tern Lamont was in favor of implementing a golf theme given the Town being a golfing community,with
the involvement from former professional golfer Ben Hogan with the Trophy Club Country Club and former
professional golfer Byron Nelson residing locally.
Discussion took place that hotel occupancy tax funds was the majority funding source for this item.
Council Member Rowe was not in favor of spending funds for implementing regulatory wayfinding signage,such as
stop signs.
Council Member Shoffner was in favor of implementing regulatory wayfinding signage for Trophy Club Municipal
Utility District (TCMUD) No. 1 signage through an agreement with them in order to have uniform signage
throughout the Town.
Conversation ensued that the method Design Workshop would use to gather data about the community would be
through the stakeholder engagement process, gathering input from the community, providing an online survey,
and hosting half day workshops.
Main Motion:
Main Motion made by Council Member Shoffner, seconded by Mayor Pro Tern Lamont, to award the proposal to
Design Workshop for Entryway Monumentation,Wayfinding,and Parks Signage and not to exceed$90,500.
Town Council Minutes September 13,2016 Page 5 of 11
Mayor Sanders was concerned with the proposed amount for Design Workshop's services and he preferred to
form a Council Committee to further analyze the bid.
Council Member Shoffner commented that Design Workshop would design cohesive signage and public art for the
Town and he believed that it could be potentially more expensive if the project were to be done in segments.
Motion to Amend:
Motion to Amend made by Council Member Reed, seconded by Council Member Kurtz, to appoint Council
Member Shoffner, Council Member Rowe, and Council Member Reed to serve as the Council Committee for this
project.
Motion to Amend passed unanimously.
Discussion took place that Design Workshop would be providing conceptual designs for the proposed signage.
The vote for the Main Motion as Amended was taken, to award the proposal to Design Workshop for Entryway
Monumentation, Wayfinding, and Parks Signage and not to exceed $90,500; and to appoint Council Member
Shoffner, Council Member Rowe, and Council Member Reed to serve as the Council Committee for this project.
Main Motion as Amended failed for lack of majority 3-4-0 with Mayor Pro Tern Lamont and Council Members
Reed and Shoffner voting for,and Mayor Sanders and Council Members Parrow,Rowe,and Kurtz voting against.
Motion:
Motion made by Mayor Sanders, seconded by Council Member Kurtz, to form the Council Committee appointing
Council Member Shoffner, Council Member Rowe, and Council Member Reed to meet with Staff and Design
Workshop to finalize the proposal and bring back before the Council within 30 days.
Motion passed unanimously.
RECESSED AT 8:22 P.M. FOR A BREAK
RECONVENED AT 8:30 P.M. INTO REGULAR SESSION
21. Consider and take appropriate action regarding a request to amend Ordinance No. 2002-41 P&Z, 2006-39
P&Z and 2008-23 P&Z, PD Planned Development District No. 25 in order to approve amendments to the
approved signage plan for the Value Place Hotel,on Lot 1R, Block B,Trophy Wood Business Center, located
at 306 Trophy Branch Drive.Case PD-AMD-16-052(Staff).
Motion:
Motion made by Council Member Reed, seconded by Council Member Shoffner, to approve Ordinance No. 2016-
37 P&Z, for a request to amend Ordinance No. 2002-41 P&Z, 2006-39 P&Z and 2008-23 P&Z, PD Planned
Development District No. 25 in order to approve amendments to the approved signage plan for the Value Place
Hotel, on Lot 1R, Block B, Trophy Wood Business Center, located at 306 Trophy Branch Drive. Case
PD-AMD-16-052.
Motion passed unanimously.
22. Town Council to provide direction to Town Staff regarding an Ordinance amending Section 12.03.042,
Special speed zones,of the Town of Trophy Club Code of Ordinances in order to amend school zone areas on
Trophy Club Drive;discussion of same(Staff).
Town Manager Seidel provided an update regarding the item and stated that several residents approached the
Town regarding adding school zones or adding traffic calming devices. He advised that Staff was seeking Council's
direction on whether to eliminate the school zone on Trophy Club Drive near Bobcat since there is not a school
there or the school zone could be extended down towards the roundabout to encompass Trophy Lakes Academy
and Premier Academy.
Town Council Minutes September 13, 2016 Page 6 of 11
Council Member Shoffner suggested taking the school zone on Trophy Lake Drive, next to Trophy Club Plaza, and
extending it past Meadow Creek Drive, then start a school zone at Meadow Creek Drive to the Roundabout
through Durango Drive. Additionally, he suggested that the flasher on Trophy Lake Drive, heading toward Highway
114,be relocated to Meadow Creek Drive.
Council Member Rowe was in favor of eliminating the school zone on south bound Trophy Lake Drive since there
was no school.
Council Member Kurtz was in favor of making the speed limit 20 mph within the Roundabout during certain time
periods.
Council Member Reed pointed out that drivers taking a right-hand turn out of the Lakes cannot see when the
flashers are going off to let children know that it was safe to cross the street.
Town Manager Seidel commented that Staff would review options and distribute those options to Council for
feedback.
Police Chief Arata advised that Staff were currently working on placing removable traffic calming devices on Indian
Creek and Skyline Drive with the recommended speed limit of 20 mph.
Conversation ensured regarding synchronizing the school zones on Trophy Lake Drive and Durango Drive because
they were currently on two different school zone timeframes.
No action was taken on this item.
23. Consider and take appropriate action regarding a Resolution accepting an Annual Service and Assessment
Plan Update for Authorized Services (Emergency Services)for the Trophy Club Public Improvement District
No. 1 (The Highlands at Trophy Club),and the proposed Assessment Roll; setting a date for Public Hearing;
authorizing the publication of notice and directing the mailing of notices as required by law;enacting other
provisions relating thereto;and providing an effective date(Staff).
Motion:
Motion made by Council Member Rowe, seconded by Council Member Kurtz, to approve Resolution No. 2016-21,
accepting an Annual Service and Assessment Plan Update for Authorized Services (Emergency Services) for the
Trophy Club Public Improvement District No. 1 (The Highlands at Trophy Club), and the proposed Assessment Roll;
setting a Public Hearing to be on September 27, 2016, with the assessment rate of $0.07445 per $100 taxable
valuation; authorizing the publication of notice and directing the mailing of notices as required by law; enacting
other provisions relating thereto;and providing an effective date of September 13, 2016.
Motion passed unanimously.
24. Consider and take appropriate action regarding Fiscal Year 2016-2017 Budget;discuss and provide direction
to Staff regarding same(Staff).
Council Member Shoffner inquired about the added amount of$69,500. Assistant Town Manager/CFO Glickman
responded that it was for the purchase of street panel replacement, upgraded school zone flashers, and
illuminated street signs.
Council Member Shoffner asked which budget line the removed Comprehensive Plan was placed in since the tax
rate had not been further reduced. Assistant Town Manager/CFO Glickman advised that the funding went into the
fund balance. Additionally, Council Member Shoffner was in favor of adding $17,000 to the budget for four (4)
scoreboards at Independence Park West since the baseball association agreed to pay half.
Council Member Rowe preferred to postpone and remove the following Supplemental Items until a new town
manager was hired: STARS Report; CRM Application; NeoGov HR; two (2) Administrative Assistants; and one (1)
Building Inspector/Facilities Maintenance.
Town Council Minutes September 13,2016 Page 7 of 11
Council Member Parrow commented that if the items were removed then the necessary allotted funds would no
longer be there for the new town manager to implement if needed.
Conversation ensued regarding delaying the purchase of the Fire Chief Vehicle due to the upcoming consideration
of the Interlocal Cooperation Agreement for Administration of Fire Protection Services.
Assistant Town Manager/CFO Glickman clarified that only one of the Administrative Assistants was scheduled to
begin in July 2017 and advised that currently there was already one part-time administrative assistant on staff.
Motion:
Motion made by Council Member Rowe, seconded by Council Member Reed, to remove the STARS Report for
$6,000, CRM Application for $5,000, and NeoGov HR for $20,000 first year, $9,000 annually thereafter from the
budget and have it reflected in the tax rate, along with the $77,500 from the previously unapproved
Comprehensive Plan.
Town Manager Seidel advised that the STARS Report was beneficial and provided analysis of confidential sales tax
data to assist with analyzing the Town, EDC 4B, and TIRZ No. 1 incentives and forecasting. Additionally, he
commented that NeoGov would assist Human Resources with onboarding, performance evaluations,and applicant
tracking because the processes were labor intensive.
Modified Motion:
Council Member Rowe and Council Member Reed agreed to modify the Motion by removing the STARS Report so
that the Motion read: to remove the CRM Application for $5,000 and NeoGov HR for $20,000 first year, $9,000
annually thereafter from the budget and have it reflected in the tax rate, along with the $77,500 from the
previously unapproved Comprehensive Plan.
Mayor Sanders requested to divide the question.
The vote for the removal of the CRM Application for$5,000 from the budget and have it reflected in the tax rate
was taken.
Motion carried 6-1-0 with Mayor Sanders, Mayor Pro Tern Lamont, and Council Members Reed, Rowe, Kurtz,
and Shoffner voting for,and Council Member Parrow voting against.
The vote for the removal of NeoGov HR for$20,000 first year, $9,000 annually thereafter from the budget and
have it reflected in the tax rate was taken.
Motion carried 5-2-0 with Mayor Pro Tern Lamont and Council Members Reed,Rowe,Kurtz,and Shoffner voting
for,and Mayor Sanders and Council Member Parrow voting against.
The vote to have the $77,500, from the previously unapproved Comprehensive Plan, reflected in the tax rate
was taken.
Motion carried 6-1-0 with Mayor Sanders, Mayor Pro Tern Lamont, and Council Members Reed, Rowe, Kurtz,
and Shoffner voting for,and Council Member Parrow voting against.
Motion:
Motion made by Council Member Rowe, seconded by Council Member Reed, to remove the supplemental
personnel additions from the budget for the two (2) part-time or intern Administrative Assistants and one (1)
Building Inspector/Facilities Maintenance for the sum total of$36,700 and have it reflected in the tax rate.
Assistant Town Manager/CFO Glickman stated that there was currently a part-time Administrative Assistant that
was funded through current year savings and that she would no longer be employed as of September 30, 2016
with the Town if the motion were approved.
Council Member Kurtz requested to divide the question.
Town Council Minutes September 13, 2016 Page 8 of 11
Discussion took place that the two (2) Administrative Assistants would be part-time or interns and that the
positions did not carry any healthcare benefits.
The vote for the removal of the two (2) part-time or intern Administrative Assistants for $22,000 for the first
year and have it reflected in the tax rate was taken.
Motion failed for lack of majority 2-5-0 with Council Members Reed and Rowe voting for, and Mayor Sanders,
Mayor Pro Tem Lamont,and Council Members Parrow,Kurtz,and Shoffner voting against.
Assistant Town Manager/CFO Glickman commented that the requested $14,700 for one (1) Building
Inspector/Facilities Maintenance was placed in the budget for a quarter of the year with $6,000 in outside
inspection services to carry to July and then afterwards it would be funded for a full time inspector.
The vote for removal of the 1 one(1)Building Inspector/Facilities Maintenance for$14,700 for the first year and
have it reflected in the tax rate was taken.
Motion carried 4-3-0 with Council Members Reed, Rowe, Kurtz, and Shoffner voting for, and Mayor Sanders,
Mayor Pro Tern Lamont,and Council Member Parrow voting against.
Motion:
Motion made by Council Member Rowe, seconded by Council Member Reed, to remove the Fire Chief Vehicle for
$33,000 from the budget and have it reflected in the tax rate.
Council Member Rowe believed the item should be delayed until the complete funding source was known, since it
was technically a shared item between the Town and TCMUD No.1.
Assistant Town Manager/CFO Glickman advised that funding for vehicle replacement should not affect the tax rate
since it was a Capital and Equipment replacement item.
Modified Motion:
Council Member Rowe and Council Member Reed agreed to modify the Motion by removing"and have it reflected
in the tax rate"so that the Motion read:to remove the Fire Chief Vehicle for$33,000 from the budget.
Modified Motion carried 5-2-0 with Mayor Pro Tem Lamont and Council Members Reed, Rowe, Kurtz, and
Shoffner voting for,and Mayor Sanders and Council Member Parrow voting against.
Motion:
Motion made by Council Member Shoffner, seconded by Council Member Rowe, to approve the four (4)
scoreboards at Independence Park West with a not to exceed amount of$17,000.
Assistant Town Manager/CFO Glickman recommended that the full amount be budgeted for the scoreboards as an
expenditure item since the contribution from the baseball association would be considered as a revenue item.
Modified Motion:
Council Member Shoffner and Council Member Rowe agreed to modify the Motion so that it read:to increase the
Park Budget for the approval of four(4) scoreboards at Independence Park West with a not to exceed amount of
$34,000 and to budget a General Fund revenue item in the amount of$17,000 that will come from the baseball
association.
Modified Motion passed unanimously.
Town Council Minutes September 13,2016 Page 9 of 11
25. Discussion of items for Future Agendas to include agenda items for consideration on the upcoming Regular
Session Council Agenda for September 27,2016 and items from the Town Council Future Agenda Items list,
to include discussion of the below items(Staff).
This item allows Council to request the placement of items on upcoming agendas when the topic of discussion
requires research and review that cannot be accomplished in the time frame between regular Council meetings.
However, a Council Member may request that an item be placed on the next regularly scheduled meeting without
first placing that item on the Future Agenda Items list. All requests for agenda items must comply with Charter
requirements.
A) Item No. 1 - Review ordinances regarding Town Homes, Condos and apartments. (Sanders 8/4/2014)
(1-Nov 13,2014)(2-Feb 24,2015) (3-May 26, 2015) (4-August 11,2015) (5-December 8, 2015)(6-March
8,2016)(7-June 14,2016)(8-September 13,2016)
Development Services Manager Cooke advised that the Town had regulations in place to address occupancy issues
that arise regarding town homes,condos,and apartments through the International Property Maintenance Code.
Mayor Sanders requested to remove Item No. 1 from the Town Council Future Agenda Items list: Review
ordinances regarding Town Homes,Condos and apartments. (Sanders 8/4/2014) (1-Nov 13,2014) (2-Feb 24, 2015)
(3-May 26, 2015) (4-August 11, 2015) (5-December 8, 2015) (6-March 8, 2016) (7-June 14,2016) (8-September 13,
2016)
B) Item No. 3 - Discussion of Green Ribbon grants for the beautification along the sound wall on State
Highway 114.(Sanders 3/8/2016) (1-June 14,2016)(2-September 13,2016)
Mayor Sanders received consensus to leave Item No. 3 on the Town Council Future Agenda Items list due to the
upcoming construction of the sound wall.
Town Manger Seidel stated that the Texas Department of Transportation would be removing the berm and would
keep the dirt from it. Additionally, he advised that an agreement for beautification along the sound wall could be
accomplished through a tri-city partnership with Westlake and Roanoke.
Council was in favor of removing Item No. 5 from the Town Council Future Agenda Items list: Discussion of and
possible action regarding how the Town is involved with flag football and a lacrosse league within the Town. (Kurtz
6/28/2016) (1-September 27, 2016); and add it as an agenda item to September 27, 2016 Council agenda in order
to refer the item to the Parks and Recreation Board.
Development Services Manager Cooke provided an update regarding Item No. 6, Discussion of PD 21 (Plaza
Shopping Center) related to signage specific to window signs. (Sanders 7/12/2016) (1-October 11, 2016), and
stated that Staff has reached out to the property owner twice to proceed with an ordinance change,with no avail;
therefore,Staff was ready to start sending notices to the tenants requesting removal of their window signage.
Council was in favor of removing Item No. 8 from the Town Council Future Agenda Items list: Review creating a
volunteer program for sports fields and parks. (Lamont 8/23/2016) (1-November 22, 2016); and allow the
Organized Sports Council subcommittee to work with the sports associations to evaluate their interest in
proceeding in that direction.
EXECUTIVE SESSION
26. Pursuant to the following designated section of the Texas Government Code, Annotated, Chapter 551
(Texas Open Meetings Act),the Council will convene into executive session to discuss the following:
A) Section 551.074 Personnel Matters to discuss or deliberate the appointment,employment,evaluation,
reassignment,duties,discipline or dismissal of a public officer or employee:
Town Manager position search
Town Council Minutes September 13,2016 Page 10 of 11
B) Section 551.071 Consultation with Attorney under Subsection (1) when the governmental body seeks
the advice of its attorney about pending or contemplated litigation and Subsection (2) for consultation
with its attorney on a matter in which the duty of the attorney to the Governmental Body under the
Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflict with the Open
Meetings Act(551.071(1)and(2)).
Legal advice regarding fire and emergency medical services,Interlocal Agreements with the Trophy Club
Municipal Utility District No. 1 for Fire Department Services and related matters.
C) Section 551.087 Deliberations regarding Economic Development Negotiations to discuss or deliberate
the offer of financial or other incentives to a business prospect that the Town seeks to have locate
within the territory of the Town:
Summary of all Projects
CONVENED INTO EXECUTIVE SESSION-START TIME—10:20 P.M.
RECONVENED INTO REGULAR SESSION-START TIME—12:09 A.M.
27. Consider and take appropriate action regarding the Executive Session.
Agenda Item No.26(A)Motion:
Motion made by Council Member Rowe, seconded by Council Member Parrow, to appoint Police Chief Arata as the
Acting Town Manager effective October 3, 2016.
Council Member Reed believed that Police Chief Arata has shown great leadership and displayed the ability to be
the Acting Town Manager.
The vote was taken.
Motion passed unanimously.
Agenda Item No.26(A) Motion:
Motion made by Council Member Rowe, seconded by Mayor Pro Tern Lamont, to appoint a Council Subcommittee,
comprising of Council Member Kurtz,Council Member Shoffner,and Council Member Rowe,to assist with the Town
Manager job vacancy search and associated responsibilities.
Motion passed unanimously.
ADJOURN
Motion made by Council Member Reed, seconded by Council Member Kurtz, to adjourn the meeting at 12:12 a.m.
Motion passed unanimously.
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Holly Fimbres,�own Secretary% 10 15'x.\. C. Nick Sanders, Mayor
Town of TropI y Club,Texas ,•.l,o '`�/ cA Town of Trophy Club,Texas
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Town Council Minutes September 13, 2016 Page 11 of 11