Minutes TC 12/13/2016 - Joint Session MINUTES FROM TOWN COUNCIL REGULAR SESSION
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE,TROPHY CLUB,TEXAS
Tuesday, December 13,2016 at 6:00 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club,Texas, met in a Special Session on Tuesday, December 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
ECONOMIC DEVELOPMENT CORPORATION 4B MEMBERS PRESENT:
Gregory Wilson President(attended via Skype)
Eric Jensen Vice President
Angela Newell Treasurer/Secretary arrived at 6:56 p.m.
Sean Bone Director
David Brod Director
Cory McDonald Director
Michael Richmond Director
STAFF AND GUEST(S) PRESENT:
Patrick Arata Acting Town Manager
Steven Glickman Assistant Town Manager/CFO
David Dodd Town Attorney
Shannon Montgomery Acting Town Secretary
Adam Adams Parks and Recreation Director
Pat Cooke Development Services Manager
Mike Pastor Information Systems Director
Mayor Sanders announced the date of Tuesday, December 13, 2016, called the Town Council to order and
announced a quorum at 6:32 p.m.
President Wilson turned the meeting over to Vice President Jensen. Vice President Jensen announced the date of
Tuesday, December 13, 2016, called the EDC 4B Board to order and announced a quorum at 6:32 p.m. Jensen
stated that Director Newell was absent and that President Wilson was attending the meeting via Skype.
JOINT SESSION WITH TROPHY CLUB EDC 4B
1. Consider and take appropriate action regarding parking solutions for area in the northeast corner of Plaza
Drive and Trophy h Wood Drive.
Mayor Sanders thanked everyone for coming together on short notice to discuss and read Agenda Item No. 1 and
stated that both Council and EDC 4B may discuss, but it really is an EDC4B decision to make.
Acting Town Manager Patrick Arata stated that Staff is working on a gravel lot to provide 50 to 100 parking spots,
across the street from Bread Winners on Plaza Drive at the intersection of Plaza Drive and Trophy Wood Drive.
The lot would be constructed of roadbed with a cut curb with an apron to drive into the lot. Staff is recommending
to put the apron directly across from the current access to Bread Winners so as customers pull in, they can drive
straight in and turn left or right to park and then walk straight to the restaurant. It is the hope to limit people
crossing the road at any other area than at this specific location. Arata stated that they are expecting the project
to take seven to ten days; the Town would rent the equipment and utilize in-house Staff to complete the project.
Staff would add parking bumpers to designate parking spaces. The project would start the first week of January,
after the steel for the new Town Hall facility is moved from that location.
Motion:
Motion made by Director Jensen, seconded by Director Bone, to authorize Acting Town Manager Arata to spend a
maximum of$30,000 for building and maintaining the lot as he deems necessary.
Director Bone requested clarification of the placement of the parking lot. Arata stated that the lot would be in
between Bread Winners and Town Hall. The spot is currently being used as construction storage for Town Hall and
once the steel is removed,construction on the lot can commence.
Acting Town Manager Arata requested that EDC4B place a time limit on how long the lot can stay.
Development Services Manager Pat Cooke clarified the lot would be constructed of flexbase with a depth of
approximately six inches,and is similar to what was placed at Harmony Park and requires little maintenance.
Director Bone asked what time frame Staff is recommending for the lot. Arata stated before Staff would have to
come back to Council and EDC4B for continued approval would be 18 months. Bone then asked what the price
difference would be to place gravel instead of flexbase. Cooke stated that gravel for that amount of space could
run approximately$60,000-$70,000.
Vice President Jensen stated that the temporary lot gets the cars off Plaza Drive,allows the Town Hall facility to be
completed, which will allow for permanent parking spaces that the restaurants can utilize. EDC4B recognizes that
the restaurants have the ability to serve more than they can park at this point, so if EDC4B can provide better
parking, those people will be served at the restaurant, which will have a direct impact economically which is what
the Board does.
Director Bone asked if this was considered a site improvement, in which TIRZ could pay for. Assistant Town
Manager Glickman stated yes; however,TIRZ does not have the available funds. Mayor Sanders added that this is
a temporary structure,which TIRZ would not be able to fund.
Vice President Jensen stated that this is temporary,which allows the Board time to consider what they want to do
long-term.
Discussion ensued regarding the length of time needed to include in the motion. Town Attorney David Dodd
stated that it would be for a maximum of 18 months.
Vice President Jensen changed his motion to include temporary parking for a maximum of 18 months and asked
Director Bone if this was acceptable. Director Bone accepted the change of the motion.
Motion passed unanimously.
2. Consider and take appropriate action regarding pursuing ownership of Plaza Drive.
Mayor Sanders explained the process needed to allow for the change of ownership in regards to platting, surveys,
and expenses on part of the landowners and gave a brief update of the street construction.
Town Council Special Session Minutes December 13, 2016 Page 2 of 7
Council Member Rowe asked if anyone had done research to see who exactly owns the land. Denton County
Appraisal District lists the owners as the Holiday Inn Operator and Old Time Development ("OTD") and those two
pieces are separate parcels already platted along the 25-foot Right of Way along the street. Rowe continued by
recommending that EDC4B should take action indicating their intention as landowners of that street.
Mayor Sanders reiterated that this item was placed on the Agenda to openly discuss the issue that has been in
existence since 2000. In the early days, there was no construction and no one worried about it. Now, that
construction started happening,the Town knew there was a problem. OTD knew about this when they purchased
the land and planned to dedicate the street to the Town.
EDC4B President Wilson hopes that Bread Winners will reduce their staff as training is completed and with the
addition of the temporary lot, that the parking issue will be reduced. Wilson does not believe that the parking
issue will go away, but be significantly better than what it currently is.
Council Member Rowe stated, in his opinion, that the primary issue is visibility at the corner of Trophy Wood and
given that OTD owns the curb, including a fire hydrant that they need to maintain, he would ask OTD if they could
paint a portion of the curb red,to help alleviate a portion of the visibility issue.
Council Member Shoffner asked for clarification - is the Town sure that OTD has not already dedicated the land on
paper. Development Services Manager Cooke stated that Staff has not found a record of any dedication.
Council Member Rowe stated that the Tarrant County Appraisal website states the portion of Plaza Drive from
Plaza Branch through to Trophy Wood at this point does show that the Trophy Club Economic Development
Corporation owns it,so the dedication may have occurred and turned over to EDC4B rather than the Town.
Motion:
Motion made by Director Jensen seconded by Director Bone, that all EDC4B owned land being Plaza Drive,
including the curb, be deeded, quick claimed,or transferred to the Town of Trophy Club.
Motion passed unanimously.
Vice President Jensen announced the arrival of Director Newell at 6:56 p.m.
EXECUTIVE SESSION
3. Pursuant to the following designated sections of the Texas Government Code, Annotated,Chapter 551(Texas
Open Meetings Act),the Town Council and EDC 4B Board will convene into Executive Session to discuss the
following: Pursuant to the following designated sections of the Texas Government Code, Annotated,
Chapter 551 (Texas Open Meetings Act), the Town Council and EDC 4B Board will convene into Executive
Session to discuss the following:
Section 551.071 Consultation with Attorney under Subsection (2) on a matter in which the duty of the
attorney to the Governmental Body under the Texas Disciplinary Rules of Professional Conduct of the
State Bar of Texas clearly conflict with the Open Meetings Act; 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; and Section 551.072 Deliberation regarding Real
Property to deliberate the purchase, exchange, lease, or value of real property if deliberation in an open
meeting would have a detrimental effect on the position of the governmental body in negotiations with a
third person:
Economic Development in the area and possible real estate transactions and receive legal advice
Mayor Sanders asked that future Town Manager Tom Class be in attendance; Council and EDC 48 approved the
attendance of Mr. Class.
CONVENED INTO EXECUTIVE SESSION-START TIME—7:00 P.M.
RECONVENED INTO JOINT SESSION-START TIME 7:44 P.M.
Town Council Special Session Minutes December 13, 2016 Page 3 of 7
RECONVENE INTO JOINT SESSION
4. Consider and take appropriate action regarding the Executive Session.
Motion:
Motion made by Director Brod, seconded by Director Jensen, to direct Staff to create a Request for Information
("RFI") for the development of EDC4B owned property in the Trophy Wood Development for review at the next
EDC4B meeting as discussed in Executive Session.
Motion passed unanimously.
EDC 4B TO ADJOURN
Motion made by Director Jensen,seconded by Director Bone,to adjourn the Joint Session at 7:45 p.m.
Motion passed unanimously.
CONVENE INTO REGULAR SESSION — IMMEDIATELY FOLLOWING JOINT SESSION
The Invocation was offered by Parks and Recreation Director Adam Adams.
The Pledges to the American Flag and Texas Flag were led by Council Member Rowe.
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
5. Acting Town Manager Arata's update regarding the following; discussion and provide input regarding the
same(Staff):
• Plaza Drive Cross Walk Flashers
• Council Retreat proposed dates:January 26&27,2017
• Announcement of new Town Manager
Acting Town Manager Arata updated the Council and addressed questions;no action was taken.
6. Town Council Liaison Updates;discussion of same(Staff):
• Economic Development Corporation 4B; Nov 11,2016-Council Member Rowe
• Parks&Recreation Board; Nov 21&Dec 5,2016-Council Member Shoffner
Council Members Rowe and Shoffner updated the Council and addressed questions; no action was taken.
7. Consider and take appropriate action regarding Mayor Sanders' participate in the "It's Time Texas -
Community Challenge"(Mayor Sanders).
Mayor Sanders explained the Challenge, read the Mayor's Pledge, and took a picture with the Council showing the
pledge. Parks and Recreation Board Chair Tiffany Nimphius spoke about the Board's ideas for Challenge events
and thanked the Mayor and Council for their participation.
Town Council Special Session Minutes December 13, 2016 Page 4 of 7
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.
8. Consider and take appropriate action regarding the Town Council Regular Session Minutes dated October
25,2016(Staff).
9. Consider and take appropriate action regarding the Town Council Special Session Minutes dated November
2,2016(Staff).
10. Consider and take appropriate action regarding the Town Council Special Session Minutes dated November
3,2016(Staff).
11. Consider and take appropriate action regarding the Town Council Regular Session Minutes dated November
8,2016(Staff).
12. Consider and take appropriate action regarding the Town Council Special Session Minutes dated November
10,2016(Staff).
13. Consider and take appropriate action regarding the Town Council Special Session Minutes dated November
22,2016(Staff).
14. Consider and take appropriate action regarding financial and variance report dated October 2016(Staff).
15. Consider and take appropriate action regarding an Ordinance amending Section 12.03.042 of the Town of
Trophy Club Code of Ordinances to increase the length of a school zone and to standardize all school limit
times of operation and provide an effective date(Staff).
16. Consider and take appropriate action regarding a Resolution providing for adoption of a written policy
authorizing the Town to accept applications for primary bank depository services from eligible financial
institutions not doing business within the Town(Staff).
17. Consider and take appropriate action regarding the award of the Trophy Club Park Debris Removal RFP to
Ceres Environmental in an amount not to exceed amount of$81,475;and authorizing the Town Manager or
his designee to execute all necessary documents(Staff).
Motion:
Motion made by Mayor Pro Tern Lamont, seconded by Council Member Parrow, to approve the Consent Agenda
Items 8 through 17.
Motion passed unanimously.
REGULAR SESSION
18. Council to receive the Parks and Recreation Board Park signage recommendation, discussion of same, and
provide direction to Staff(Town Council).
Parks and Recreation Board Chair Tiffany Nimphius showed five sign options to Council, expressing the Board's
wish to keep the signage clean and make it accessible to change out,if the logo changed.
Discussion ensued regarding whether to place the hours of operation and "Trophy Club, A Great Place to Call
Home"on the signs.
Council Member Rowe liked the blue signs and was pleased with the general direction the Board is going and
wanted to make sure that the Board would have a consistent theme throughout the Town.
Acting Town Manager Arata thanked Chair Nimphius and stated that the options would be taken to the Signage
Sub-Committee in January.
Mayor Sanders thanked the Board for their work on the Signage options.
Town Council Special Session Minutes December 13, 2016 Page 5 of 7
Council member Shoffner stated that every Park with the exception of Independence Park will utilize the signs and
that the Board did a good job.
Discussion only; no action taken.
19. Discussion of items for Future Agendas to include agenda items for consideration on the upcoming Regular
Session Council Agenda for January 10, 2016 and items from the Town Council Future Agenda Items List,to
include discussion of the below item(s)(Staff):
• Item No. 2 - 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)(3-December 13,2016)
• Item No. 5 - Review of any conflicts within the golf cart ordinance (Ordinance No. 2016-23) related to
allowing motorized carts to travel on all park and linear trails. (Lamont 9/27/2016) (1-December 27,
2016)
Mayor Sanders requested to keep Item No. 2 on the list; he received no objection from Council.
Consensus was to remove Item No. 5 from the list and leave the remaining items on the Future Agenda Items List.
Acting Town Manager Arata stated that the January 10,2017 Agenda may include the following items:
• Discussion of new Police Department Facility's Processing and Holding Area
• Landscaping Options for the new Town Hall Facility
EXECUTIVE SESSION
20. Pursuant of 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: 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:
Ethics Review Commission(Town Council)
Mayor Sanders asked that future Town Manager Tom Class attend; Council approved the attendance of Mr.
Class.
CONVENED INTO EXECUTIVE SESSION-START TIME—8:20 P.M.
RECONVENED INTO JOINT SESSION-START TIME—8:31 P.M.
RECONVENE INTO REGULAR SESSION
21. Consider and take appropriate action regarding the Executive Session.
Motion:
Motion made by Council Member Rowe, seconded by Council Member Reed, to approve Resolution 2016-36
repealing Resolution 2016-26 and adopting a new Resolution making annual appointments to serve on the Ethics
Review Commission as follows, appointing Cory Williamson to a term expiring 2018, appointing David DeHaven to
a term expiring 2018, appointing Jared King to a term expiring 2017, appointing Brandon Blake to a term as
alternate expiring 2017, and appointing Reece Bautista to a term expiring 2017 as an alternate effective
immediately.
Motion passed unanimously.
Town Council Special Session Minutes December 13, 2016 Page 6 of 7
ADJOURN
Motion made by Council Member Parrow, seconded by Reed, to adjourn. The meeting adjourned at 8:33 p.m.
Motion passed unanimously.
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Town Council Special Session Minutes December 13, 2016 Page 7 of 7