Minutes TC 02/25/2017 - Council Retreat MINUTES FROM TOWN COUNCIL RETREAT
FOR THE TOWN OF TROPHY CLUB
LOCATION: HOMEWOOD SUITES
2900 EAST HIGHWAY 114
TROPHY CLUB,TX 76262
Saturday,February 25,2017 at 9:00 A.M.
The Town Council of the Town of Trophy Club,Texas, met in a Retreat Session on Saturday, February 25, 2017. 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 Tern, 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 PRESENT:
Torn Class Town Manager
David Dodd Town Attorney
Holly Fimbres Town Secretary/RMO
Patrick Arata Police Chief
Amber Karkauskas Interim Finance Director
Lisa Reich Town Planner
John Zagurski Strategic Services Coordinator
Mayor Sanders announced the date of Saturday, February 25, 2017, called the Town Council to order and
announced a quorum at 9:01 a.m.
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.
CONVENE INTO RETREAT SESSION
1. Discussion of and take action on the following items:
• Overview of PD-30(Mayor Sanders)
Town Planner Reich advised that trees were shown at the existing office, that landscaping counted toward PD-30
tree mitigation, and that currently no trees or funds were due. She clarified that tree mitigation calculations do
not account for trees within building footprints or within drive aisles; only trees in parking spaces, sidewalks,
landscaped areas, and open space are included in calculations. In addition, street trees required by landscape
requirements count towards the proposed tree replacement, and existing trees that remain are granted an inch-
per-inch credit against tree replacement requirements.
Mayor Sanders and Council Member Reed were concerned about the removal of trees.
Town Planner Reich stated that no trees near the existing office building should be touched, but the developer
may decide to clear the corner when the demolition of the office occurs. Her concern with the plat was regarding
the townhome portion because the easements in the rear of each property had been moved to the front. She was
researching the intent of moving the easements to the front because installing landscaping in areas crowded with
utility lines could be an issue.
Council Member Rowe pointed out that the plat would have to be presented to the Council for approval.
Town Planner Reich explained that the lots on the east side were adjusted to the west and the angle of the street
was straightened due to some pad sites originally being shown in the flood plain.
Mayor Pro Tern Lamont advised that any major changes would be required to be presented to the Council for
consideration.
Mayor Sanders received consensus from the Council that they did not accept the plans for the townhomes to
not be offset per the motion previously made by Council Member Rowe.
Town Planner Reich stated that the drainage area plans were incomplete and the grading plan did not match the
drainage plan.She added that several aspects of the detention pond were not available.
Council Member Shoffner pointed out that the drawing presented to Council had a six foot(6')wall, but since then
the wall height had increased. Town Planner Reich responded that the applicant's engineers had to raise the
detention pond with a twelve foot(12')wall due to the detention pond needing to be above the flood plain. Their
engineers worked with Teague Nall & Perkins engineers to create a new plan that complied with the flood plain,
but also brings the wall height down to six feet (6') on one side and down to grade on the other with ornamental
fencing.
Town Planner Reich advised that the developer desired to exchange land for their parkland dedication. She
discussed the requirement that the development was subject to equal one (1) acre for every forty-four (44)
proposed dwelling units. She also discussed methods to determine valuation of land.
Main Motion:
Motion made by Council Member Rowe, seconded by Council Member Reed, to direct the Town Manager to only
proceed with the work on PD-30 relative to settling parkland dedication items at this point and to not move
forward with other items until it was resolved.
Council Member Reed stated that this development would be a dense population and it was the Council's
responsibility to ensure that the parks were maintained.
Council Member Shoffner commented that the Parks and Recreation Board were discussing ways to limit the
impact on the pool,due to local childcare facilities,and adding this high density would create a huge impact on the
pool.
Council Member Kurtz commented that this was a high density development and the Town owed it to those future
residents to have a park.
Mayor Sanders inquired if the process of the plat would move forward prior to parkland dedication. Town Planner
Reich responded that she would need to verify that with the Town Attorney.
Town Council Minutes February 25,2017 Page 2 of 8
Mayor Sanders suggested modifying the motion that the plat be subject to legal advice.
Modified Motion:
Council Member Rowe and Council Member Reed agreed to modify the Main Motion to include that the plat be
subject to legal advice as whether or not it could move forward.
Council Member Reed commented that this urban development would have high impact park users.
The vote for the Main Motion as Modified was taken,to direct the Town Manager to only proceed with the work
on PD-30 relative to settling parkland dedication items at this point and to not move forward with other items until
it was resolved;and that the plat be subject to legal advice as whether or not it could move forward.
Main Motion as Modified passed unanimously.
Town Planner Reich advised that applicant's engineers performed a Traffic Impact Analysis and the report advised
that there should be deceleration lanes off Highway 114 serving the townhomes, the main entrance to the
development, and Trophy Club Drive, which may require the dedication of additional right-of-way. Additionally,
she discussed the masonry requirements that the hotel would have to adhere to, including stucco around the
entire first floor.
Mayor Sanders reiterated that any significant changes would need to be presented to the Council for
consideration.
RECESSED AT 10:19 A.M. FOR A BREAK
RECONVENED AT 10:26 A.M. INTO RETREAT SESSION
• Town Goals and Objectives for FY 2017-2018 with review of Strategy Map (Mayor Sanders and Mayor
Pro Tern Lamont)
Strategic Services Coordinator Zagurski presented the Fiscal Year 2017 Strategic Plan, which included Council
objectives,department goals, and performance matrixes.
Mayor Sanders pointed out that the estimated unassigned fund balance was anticipated to decrease to 36.4
percent by the end of the Five-Year Forecast in Fiscal Year 2021. He also highlighted that the budgeted Fiscal Year
2017 Interest and Sinking (I&S) percentage of the tax rate was 23 percent. Additionally, he suggested listing
codifying ordinances under the Manager's Office goals.
Council Member Parrow inquired if there would be any requests submitted for reconsidering a loop road in order
to reduce response time. Strategic Services Coordinator Zagurski responded that it would be approximately a $25
million project to elevate a loop road over the flood plain and the Corps of Engineers had strict requirements.
Council Members Shoffner and Reed felt that they owed it to the residents to explore the opportunity and that
Town Manager Class could be tasked to investigate the subject at a later time.
No action was taken on this item.
• 2017-2018 Budget/Capital Improvement Projects and Funding(Staff)
Strategic Services Coordinator Zagurski provided the Fiscal Year 2017-2022 Capital Improvement Program update.
He pointed out that each project had its own page and stated that street construction funds were consistent as
what was seen last year. Additionally, he discussed the criteria of allowed uses of hotel occupancy tax (HOT)
funds.
Town Council Minutes February 25, 2017 Page 3 of 8
Mayor Sanders recommended contacting the Grapevine City Manager for information on permissible expenditures
of HOT funds.
Council Member Kurtz proposed using a uniform color for Town shade structures, benches, and bike racks, etc.
because there are several colors being used.
No action was taken on this item.
• Overview of Debt Structure(Mayor Sanders)
Strategic Services Coordinator Zagurski discussed the Town's debt capacity and provided debt issuance models
using 0.11 and 0.115 l&S rates. He advised that the Trophy Club Municipal Utility District No. 1 did not have the
debt capacity needed for projects and they had requested that the Town bond the funds, given that they would
reimburse the Town. He stated that a possible return could be the maintenance barn being turned over to the
Town.
Mayor Sanders received consensus from the Council to move forward with negotiations of acquiring the
Maintenance Barn and land.
Mayor Sanders was in favor of continuing to use the Annex Building for storage and Mayor Pro Tem Lamont was in
favor of having any needed Staff remain in the Annex Building.
Strategic Services Coordinator Zagurski advised that the purchasing policy would be amended so that items over
$50,000 would be presented to the Council for consideration.
RECESSED AT 11:54 A.M.FOR LUNCH AND TOUR OF THE NEW TOWN HALL FACILITY
RECONVENED AT 2:08 P.M. INTO RETREAT SESSION
Chad Reithmeier stated that he was running for Council Member Place No. 1 and that he appreciated the
opportunity to attend the Retreat.
• Organizational Chart(Staff)
• Future Budget Amendment(Town Council)
Town Manager Class discussed changes that he was proposing to the organizational chart,which tied into a future
budget amendment. His proposal included having six director positions, instead of the current seven, and 13
managers/supervisors, instead of the current 21. These changes would be a total increase of $17,000 and he
provided the following options to choose from in order to cover the deficiency: 1)transfer$20,000 out of EDC 4B;
2) decrease communication consultant annually by $20,000; or 3) absorb any excess expenditures with salary
savings from Town Manager and Assistant Town Manager vacancies and reduce communications consultant in out
years by$20,000. He advised that Option No. 1 would have to be presented to the EDC 4B for approval.
Council Member Shoffner preferred to take the $40,000 for the communication consultant within professional
outside services and apply $20,000 to Town Manager Class' request and the other $20,000 go into the general
fund or contingency fund. Mayor Pro Tem Lamont and Council Member Kurtz agreed.
Council Member Rowe's preference was to deal with this item through the communication consultant line item.
Mayor Sanders and Council Member Parrow supported Option No. 2.
Town Manager Class stated that he set a 90 day benchmark for hiring the Fire Chief position, reposting the
Community Development Director position, and hiring an accounting clerk. He added that there was an issue with
Town Council Minutes February 25, 2017 Page 4 of 8
revisions made in 2016 to the personnel policies and purchasing policy,which gave authority to the Assistant Town
Manager instead of the Town Manager.
Motion:
Motion made by Mayor Sanders,seconded by Council Member Shoffner,to instruct the Town Manager to take the
necessary steps to make alterations to the purchasing policy and the personnel policies to align the authority in the
appropriate place with the Town Manager; to summarize those changes in a document to the Council when
complete; and to have an agenda item on a Council agenda to discuss and approve the dollar limit needed for
Council approval on items purchased.
Motion passed unanimously.
Town Manager Class advised that over half of the funds that were approved for merit raises were used during the
first appraisal process by the prior Town Manager; therefore, he would be reviewing the current appraisal and
merit increase process.
Mayor Sanders stated that there may not be sufficient funds to provide employees with a merit increase and they
did not want to penalize those that should receive a raise.
Mayor Sanders received consensus from the Council for the Town Manager to have authority to go through the
review process of each employee within the Town Manager's first 180 days and to come back before the Council
if additional funds were needed for merit increases.
Town Manager Class stated that 180 days was an aggressive schedule because it would be a complete rebuild. He
would begin with a market analysis survey and make sure every employee had a current job description. Then he
planned to develop critical elements for each job, link them to a metric, which would tie into an evaluation
process.
Mayor Pro Tem Lamont and Council Member Kurtz were in favor of the Public Relations position reporting to the
Town Manager.
Mayor Sanders received consensus from the Council for the Public Information Officer to report to the Town
Manager.
Town Manager Class advised that there were two vacant offices in the new Town Hall facility that would allow for
the Mayor to have an office to hold meetings and perform any needed duties.
Council Members Shoffner and Rowe were in favor of the Mayor having an office at the new Town Hall facility.
RECESSED AT 3:32 P.M. FOR A BREAK
RECONVENED AT 3:46 P.M.INTO RETREAT SESSION
• Annex Building(Staff)
Discussion took place that the intent was to continue using the Annex Building and use it for storage.
Mayor Sanders received consensus from the Council to use the Annex Building after the move to the new Town
Hall facility.
• Maintenance Barn and Future Maintenance Shed or Other Uses for Town Property(Mayor Sanders)
Mayor Sanders advised that he had requested Staff to produce a maintenance shed plan with the allowed
maximum square footage at the new Town Hall facility.
Town Council Minutes February 25,2017 Page 5 of 8
Council Members Reed and Shoffner believed that$245 per square foot seemed expensive.
Council Member Kurtz felt that the land was extremely valuable and he preferred to wait for a decision on
construction of a maintenance shed.
Council Member Rowe believed that they should assess the needs before moving forward on this item.
Mayor Sanders received consensus from the Council to wait before making a decision on the maintenance shed.
• March 2017 Town Council Meetings(Town Council)
Council Member Rowe recommended having one Council meeting in March, assuming that Staff did not have any
time critical items that needed to be considered.
(Town Secretary Note:Action was taken on this item after Executive Session)
• Method of Destruction and Retention of Residential Building Plans(Staff)
Mayor Sanders offered the suggestion that the Annex Building could be a place to store the residential building
plans.
Council Member Reed stated that if the Town had the room to store the records then it would be of benefit to
maintain them.
Council Member Shoffner commented that there were four requests made last month for house plans so there
was benefit to the residents to retain the plans.
Mayor Sanders received consensus from the Council to keep the residential building plans.
• Citizen Request to Recognize Paul Cooley(Mayor Sanders)
Mayor Sanders stated that there was a plaque at Harmony Park recognizing Paul Cooley but a citizen had
requested to rename Harmony Park the Paul Cooley Memorial.
Council Members Rowe and Kurtz were in favor of sprucing up the memorial site at Harmony Park.
Mayor Sanders stated that he would notify the requestor that Staff would review sprucing up the park.
• Poet Laurette Proposal(Mayor Sanders)
Mayor Sanders stated that this service could be used for Memorial Day and Veterans Day services.
Discussion took place that there were opportunities for local clergy to provide this service if the need were to
arise.
Council Member Shoffner was in favor of Council Member Parrow citing a poem for Town related events.
Mayor Sanders received consensus from the Council to take no action naming a Trophy Club Poet Laurette.
• Parking on Parkview Drive(Mayor Pro Tem Lamont and Mayor Sanders)
Mayor Sanders stated that Police Chief Arata's recommendation was to wait until the parking lot comes online.
Town Council Minutes February 25, 2017 Page 6 of 8
Council Members Kurtz inquired about placing a "No Loading or Unloading" sign on Parkview Drive. Police Chief
Arata responded that he would review putting up a sign.
No action was taken on this item.
• Town Hall Construction(Council Member Rowe and Mayor Sanders)
Mayor Sanders commented that the new Town Hall facility was about six weeks away from being weather proofed.
Town Manager Class advised that the construction was currently on schedule and would possibly be completed by
the end of August 2017.
Mayor Pro Tem Lamont inquired about any proposed change orders. Police Chief Arata responded that light
shielding was being discussed and that security cameras would be on the east and west side.
Council Member Shoffner inquired about having a safe zone. Police Chief Arata responded that they were
reviewing one space in front of the facility with a potential to purchase a blue light emergency phone.
Mayor Sanders asked about the second round of revisions to the alternate options regarding landscaping. Town
Manager Class stated that he proposed the Council to take action on the landscaping because the landscapers
would be starting mid-March.
Motion:
Motion made by Council Member Reed, seconded by Council Member Parrow, to approve the $33,397.66 for the
proposed landscaping at the new Town Hall facility.
Council Member Reed stated that this was a great example of Council requesting Staff to come back with a
reasonable solution.
Council Member Kurtz desired not to go over budget and he inquired how much was left of the contingency fund.
Town Manager Class stated that approximately $50,000 would be left if Council approved the requested
landscaping.
Council Member Shoffner believed that there was a larger amount left in the contingency fund based on
information provided in January 2017.
Motion to Refer:
Motion to Refer made by Mayor Sanders, seconded by Council Member Rowe, the second round of revisions to
alternate options related to landscaping items for the new Trophy Club Town Hall facility to the next Council
meeting in March 2017 and to provide Council with information on the total contingency budget.
Motion to Refer passed unanimously.
Police Chief Arata advised that another alternate item that would be presented for Council's consideration was the
Police Department fencing in order to secure the parking lot.
Mayor Sanders stated that the fencing could be dealt with towards the end of construction.
• Police Department Update(Council Member Rowe and Mayor Sanders)
Council Member Shoffner commented that there were not many outside agencies taking advantage of their K-9
services. Police Chief Arata stated that they would be providing service to the airport for package deliveries and
that they had met with the Tarrant County Drug Task Force for the opportunity to assist them.
Town Council Minutes February 25, 2017 Page 7 of 8
Police Chief Arata stated that approximately $12,000 had been used of the funds for special projects and
expenditures related to drug enforcement.
Council Member Shoffner suggested allowing residents to donate dog food,which would give them a give them a
sense of ownership.
No action was taken on this item.
• Plans for Plaza Drive(Mayor Sanders)
Mayor Sanders addressed the issue on the side of Bread Winners Café and commented that there was a triangle
lot that had potential to be part of the road. He noted that there have been complaints about the barricades on
Plaza Drive and stated that a possible solution could be adding"No Parking"signs.
No action was taken on this item.
EXECUTIVE SESSION
2. Pursuant to the following designated sections 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 551.071 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:
Legal advice regarding Undeveloped Property
B) Section 551.072 Deliberation regarding Real Property to discuss or 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:
Possible Purchase or Sale of Real Estate
CONVENED INTO EXECUTIVE SESSION-START TIME—4:51 P.M.
RECONVENED INTO REGULAR SESSION-START TIME—5:31 P.M.
RECONVENED INTO RETREAT SESSION
3. Consider and take appropriate action regarding the Executive Session.
Motion:
Motion made by Council Member Rowe, seconded by Council Member Parrow, to cancel the March 14, 2017
Council meeting.
Motion passed unanimously.
ADJOURN
Motion made by Council Member Rowe,seconded by Council Member Kurtz,to adjourn the meeting at 5:32 p.m.
Motion passed unanimously.
Hol y Fimbres T wn SecretarC. Nick Sanders, Mayor
Town of Trophy Club,Texas 0.,Y C% Town of Trophy Club,Texas
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Town Council Minutes "IRy 1 ��' •ruary 25, 2017 Page 8 of 8