Minutes TC 10/25/2016 MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE,TROPHY CLUB,TEXAS
Tuesday,October 25,2016 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, October 25, 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:
Patrick Arata Acting Town Manager
Steven Glickman Assistant Town Manager/CFO
David Dodd Town Attorney
Holly Fimbres Town Secretary/RMO
Mike Pastor Information Services Director
Tom Rutledge Town Engineer
Mayor Sanders announced the date of Tuesday, October 25, 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 Mayor Pro Tem Lamont.
(Town Secretary Note: The agenda items were presented in the following order: Citizen Presentations;
Announcements and Reports; Consent Agenda; Item No. 6; Item No. 9; Item No. 10; Item No. 11; Item No. 12;
Executive Session; Item No. 14;and Item No. 15)
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. Acting Town Manager Arata's update regarding the following; discussion and provide input regarding same
(Staff):
*Newly Hired Employees
*Early Voting
*Christmas Event
*Town Hall Construction
Acting Town Manager Arata updated the Council and addressed questions; no action was taken on this item.
Additionally, he mentioned the upcoming Halloween event at the Fire Station on October 31, 2016 and the
Veterans Day Ceremony at the Veterans Memorial on November 11, 2016.
2. Town Council Liaison Updates;discussion of same(Staff):
*Parks and Recreation Board,October 17,2016
Council Liaison-Council Member Philip Shaffner
Council Member Shoffner announced that the newly appointed board members participated in their first meeting
on October 17, 2016, Mindi Bone was appointed as the Vice Chair, and Dean Murray was appointed as the
Secretary. He advised that Staff provided the 2016 Community Pool report and the Council approved 2016-17
Capital Park Projects report. Additionally, the Board formed a sub-committee to review the Parks Signage and
allocation of Town owned or controlled fields for the various sports associations as directed by Council.
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 Special Session Minutes dated September 19, 2016
(Staff). (Town Secretary Note:Approved as presented in the Town Council agenda packet).
4. Consider and take appropriate action regarding the Joint Session Minutes dated September 19,2016(Staff).
(Town Secretary Note:Approved as presented in the Town Council agenda packet).
5. Consider and take appropriate action regarding the Regular Session Minutes dated September 27, 2016
(Staff). (Town Secretary Note:Approved as presented in the Town Council agenda packet).
6. Consider and take appropriate action regarding a Lease Agreement between the Town and New Cingular
Wireless PCS, LLC for a wireless antenna facility located on the Town's Water Tower at 2901 Bobcat
Boulevard, Denton County, Texas; and authorizing the Mayor or his designee to execute all necessary
documents(Staff).
7. Consider and take appropriate action regarding an Agreement between the Town of Trophy Club and
Beacon Emergency Services Team Emergency Medical Services (BEST EMS) for Medical Director for
operations in Emergency Medical Services; and authorizing the Mayor or his designee to execute all
necessary documents(Staff).
8. Consider and take appropriate action regarding a Resolution approving the submission to the Office of the
Governor, Criminal Justice Division, of a Grant Application for the Security Video Management System
Program for the 2016-2017 Fiscal Year;and authorizing the Acting Town Manager or his designee to execute
all necessary documents(Staff).
Council Member Shoffner requested to remove Agenda Item No. 6 from the Consent Agenda.
Motion made by Mayor Pro Tem Lamont, seconded by Council Member Parrow, to approve the Consent Agenda
Items 3 through 5, 7,and 8.
Motion passed unanimously.
Town Council Minutes October 25, 2016 Page 2 of 5
REGULAR SESSION
6. Consider and take appropriate action regarding a Lease Agreement between the Town and New Cingular
Wireless PCS, LLC for a wireless antenna facility located on the Town's Water Tower at 2901 Bobcat
Boulevard, Denton County, Texas; and authorizing the Mayor or his designee to execute all necessary
documents(Staff).
Council Member Shoffner inquired if there was a minimum amount for Commercial General and Auto Liability
Insurance and he asked if there were any concerns regarding Town items being stored inside the fenced area.
Assistant Town Manager/CFO Glickman responded that the minimum amount for Commercial General and Auto
Liability Insurance was $1 million, which New Cingular Wireless PCS, LLC exceeded, and that there were no
concerns regarding Town items being stored inside the fenced area because Staff visits the site frequently.
Motion:
Motion made by Mayor Pro Tem Lamont, seconded by Council Member Kurtz, to approve a Lease Agreement
between the Town and New Cingular Wireless PCS, LLC for a wireless antenna facility located on the Town's Water
Tower at 2901 Bobcat Boulevard, Denton County,Texas; and authorizing the Mayor or his designee to execute all
necessary documents.
Motion passed unanimously.
9. Consider and take appropriate action regarding the award or rejection of bids for the Veterans Memorial,
Independence Park West parking lot adjacent to the Veterans Memorial,and Harmony Park parking lot;and
authorizing the Mayor or his designee to execute all necessary documents(Staff).
Town Engineer Rutledge presented two landscape improvement options for the Veterans Memorial parking lot.
He advised that Cole Construction Inc.submitted the lowest qualified base bid of$696,624.50, plus the addition of
either landscape improvement Option 1 of$65,000 or Option 2 of$73,000.
Council Member Reed was inclined to proceed with Option 2 but wanted the ability to review the final design that
displayed the type of vegetation that would be planted.
Town Engineer Rutledge stated that there would be the ability to provide an exhibit of the landscape materials at a
future meeting for Council to approve.
Council Member Parrow inquired if the Veterans Memorial project would be completed by November 2017. Town
Engineer Rutledge responded that the intent was to begin the landscaping in the Spring and he believed that the
project would be completed by November 2017.
Motion:
Motion made by Council Member Parrow, seconded by Council Member Shoffner, to award the bid to Cole
Construction Inc. and to proceed with Option No. 2 with the understanding that the Council would be given the
option to review the final landscape products for the enhanced areas along the Veterans Memorial and parking lot.
Motion passed unanimously.
10. Consider and take appropriate action regarding the new Trophy Club Town Hall and Police Department
facility specific to the review of items that were removed from the original plan and the financial status of
available funds(N.Sanders and J. Parrow).
Mayor Sanders advised that bids for the new Town Hall facility have come in less than expected and therefore
offered Council the opportunity to consider options that were not included prior because previous costs were
thought to be over budget by approximately $1 million. Sanders continued by stating that construction is at a
point where Council has the ability to add items back into the scope of the new facility as it would cost less to
proceed with those items now rather than later.
Town Council Minutes October 25, 2016 Page 3 of 5
Motion to Table:
Motion made by Council Member Reed, seconded by Council Member Kurtz, to table the item until the building is
75 percent or greater complete.
Council Member Reed believed that having these discussions this early during the construction process was
premature and he would prefer to have these discussions when the building was further along in the construction
process.
Mayor Sanders commented that the purpose for placing this item on the agenda was to consider some of the
items to take action now could be worked into the plan and be less expensive than adding them later,as well as to
seek Council's priorities and review the financial aspect/standing.
Discussion took place about the proposal to install a second CMU wall, steel door, and ceiling for the second
holding cell in the Police Department.
Council Member Rowe recommended that change orders be considered sooner rather than later but he did not
believe now was the appropriate time to consider adding items that the Council previously agreed to hold off on.
Council Member Parrow inquired if holding off until the building was 75 percent complete would preclude the
incorporation of some of the proposed changes and raise the cost significantly.
Tom Batenhorst, Principal with GSBS, and Nick Palluth, Associate with GSBS, stated that they would have to
request an Opinion from Steele and Freeman but there was the possibility of the price increasing specifically for
the holding cell.
The vote for the Motion to Table the item was taken.
Motion to Table carried 4-3-0 with Council Members Reed, Rowe, Kurtz, and Shoffner voting for, and Mayor
Sanders,Mayor Pro Tem Lamont,and Council Member Parrow voting against.
11. Consider and take appropriate action regarding an Ordinance amending the Fiscal Year 2016-2017 Budget of
the Town of Trophy Club, Texas (Budget Amendment No. 1); providing for an amendment to appropriate
funds for expenditures and recognize revenue associated with operating the Fire Department;and providing
an effective date(Staff).
Assistant Town Manager/CFO Glickman advised that this item was the result of the Town obtaining the operation
of the Fire Department. On September 19, 2016,the Town and Trophy Club Municipal Utility District(TCMUD) No.
1 agreed that the Town would operate the Fire Department and the TCMUD No. 1 would pay the Town the net
amount between the total expenditures less applicable debt, which the TCMUD No. 1 would still pay directly, and
the PID Fire Assessment.
Motion:
Motion made by Council Member Rowe, seconded by Council Member Reed, to approve Ordinance No. 2016-47,
amending the Fiscal Year 2016-2017 Budget of the Town of Trophy Club, Texas (Budget Amendment No. 1);
providing for an amendment to appropriate funds for expenditures and recognize revenue associated with
operating the Fire Department;and providing an effective date of October 25, 2016.
Motion passed unanimously.
12. Discussion of items for Future Agendas to include agenda items for consideration on the upcoming Regular
Session Council Agenda for November 8, 2016 and items from the Town Council Future Agenda Items list
(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.
Town Council Minutes October 25, 2016 Page 4 of 5
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.
There were no amendments made to either the November 8, 2016 Council agenda or the Town Council Future
Agenda Items list.
EXECUTIVE SESSION
13. 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 under Subsection (1) to discuss or deliberate the appointment,
employment,evaluation,reassignment,duties,discipline or dismissal of a public officer or employee:
1. Town Secretary Holly Fimbres(P.Shoffner and R. Rowe)
2. Town Manager position search(Town Council)
B) Section 551.087 Deliberations regarding Economic Development Negotiations under Subsection (2) 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:
Potential Projects and Incentives(Staff)
CONVENED INTO EXECUTIVE SESSION-START TIME—7:42 P.M.
RECONVENED INTO REGULAR SESSION-START TIME—8:46 P.M.
RECONVENED INTO REGULAR SESSION
14. Consider and take appropriate action regarding a Town Personnel Policy regarding maternity leave;
discussion of same(R. Rowe and G. Reed).
Mayor Sanders advised that this item was to establish guidelines for maternity leave through a proposed policy.
Council Member Rowe stated that he had requested a policy that would apply to Town employees and that he
believed the benefit that is conferred on the employee is of greater value than the cost to the Town.
Motion:
Motion made by Council Member Rowe, seconded by Mayor Pro Tern Lamont, to approve the Paid Maternity
Leave Personnel Policy as presented with an effective date of October 1, 2016.
Motion passed unanimously.
15. Consider and take appropriate action regarding the Executive Session.
No action was taken on this item.
ADJOURN
Motion made by Council Member Rowe, seconded by Council Member Parrow, to adjourn the meeting at 8:50
p.m. Motion passed unanimously.
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Town Council Minutes October 25, 2016 Pag- of 5