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Minutes TC 06/13/2017 MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION:100 MUNICIPAL DRIVE,TROPHY CLUB,TEXAS Tuesday,June 13,2017 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, June 13, 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 Rhylan Rowe Mayor Pro Tem, Place 3 Alicia Fleury Council Member, Place 1 Tim Kurtz Council Member, Place 4 Greg Lamont Council Member, Place 5 arrived at 8:05 p.m. Philip Shoffner Council Member, Place 6 TOWN COUNCIL MEMBERS ABSENT: Eric Jensen Council Member, Place 2 STAFF PRESENT: Tom Class Town Manager Jonathan Phillips Director of Administrative Services David Dodd Town Attorney Steve Rusk Firefighter/EMT Holly Fimbres Town Secretary/RMO Eric Sampson Firefighter/EMT Patrick Arata Police Chief Tracey Shields Police Lieutenant George Annillo Police Officer Gary Sipes Fire Captain/Assistant Fire Marshal Keith Burris Police CID Sergeant Justin Smith Firefighter/EMT Wade Carroll Fire Chief Scott Spooner Police Investigative Assistant April Duvall Chief Financial Analyst Sara Stockstrom Firefighter/EMT Kalo Evans Firefighter/EMT Justin Talley Police Officer Shawn Garrett Driver/Engineer Teri Whitley Staff Accountant Amber Karkauskas Director of Finance John Zagurski Budget Manager Sherri Lewis PIO/Communications Manager Steve Zieverink Information Technology Specialist Chris McCauley Police Officer Mayor Sanders announced the date of Tuesday,June 13, 2017, called the Town Council to order and announced a quorum at 7:02 p.m. The Invocation was offered by Senior Pastor Barry Clingan with The Church at Trophy Lakes. The Pledges to the American Flag and Texas Flag were led by Council Member Fleury. 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. Receive Town Manager Class' update regarding the following,discussion and provide input regarding same (Staff): • 2017 Fire Camp—The Fire Department conducted its second annual Fire Camp for high school students between the ages of 15 and 18 years old, which included eight juniors from Byron Nelson High School. Students participated in hands on training with fire extinguisher use and vehicle extrication. • Staffing—Introduction of Staff Accountant Teri Whitley and Director of Administrative Services Jonathan Phillips. 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. 2. Consider and take appropriate action regarding the Town Council Regular Session Minutes dated May 9, 2017(Staff). (Town Secretary Note:Approved as presented in the Town Council agenda packet) 3. Consider and take appropriate action regarding the Town Council Special Session Minutes dated May 17, 2017(Staff). (Town Secretary Note:Approved as presented in the Town Council agenda packet) Motion made by Mayor Pro Tem Rowe, seconded by Council Member Shoffner, to approve the Consent Agenda Items 2 and 3. Motion passed unanimously. REGULAR SESSION 4. Badge pinning ceremony for newly hired Police Officers and Firefighters(Staff). Police Chief Arata introduced Police Officer Christopher McCauley and Police Officer Justin Talley. Fire Chief Carroll introduced Firefighter Sara Stockstrom and Firefighter Justin Smith. Mayor Sanders administered the Statement of Appointed Officer and Oath of Office to Fire Chief Carroll, Police Officer McCauley, Police Officer Talley, Firefighter Stockstrom,and Firefighter Smith. Police Officer McCauley was pinned by his wife,Alley. Police Officer Talley was pinned by his father, Mickey. Fire Chief Carroll was pinned by his wife,Venicia,and his daughters, Delaney and Baylee. Firefighter Stockstrom was pinned by her mentor in the fire academy,John Copeland with the City of Lewisville. Firefighter Smith was pinned by his mother,Vicki Rodriquez. Mayor Sanders welcomed the newly pinned Police Officers and Firefighters and encouraged them to attend Town events with their families. No action was taken on this item. Town Council Minutes June 13,2017 Page 2 of 9 5. Recognition of good Samaritans who assisted a Town resident during an apartment fire(Mayor Sanders). Fire Chief Carroll recognized Jessica Small and Michael Wallace for displaying a selfless act of courage on May 4, 2017,when they,seeing smoke and fire coming from the Plantation Oaks Apartments,aided in the safe evacuation of residents that were unaware that a fire was burning above their heads. Without hesitation they went door-to- door of the burning building informing residents of the emergency and aiding them in leaving the structure. Jessica and Michael's actions serve as a magnificent example of selfless service to others. Mayor Sanders presented Jessica and Michael with a Certificate of Courageous Service for their heroic actions. No action was taken on this item. 6. Receive a report from the Northwest Metroport Chamber of Commerce;discussion of same(Staff). Sally Michalak, President and CEO of the Northwest Metroport Chamber of Commerce, provided a Chamber update that included: their Mission, Vision, and Value; 2016 Recap; Services Provided to Members; Business & Community;Alliance Development Forum; State of the Communities; Economic Development Initiatives; Regional Advantage; Business Builder Networking Coffee; Ribbon Cuttings; Business Referral & Community Guide; and the Regional Map. Additionally,she thanked the Council for their support and membership for the past 27 years. Mayor Sanders acknowledged Ms. Michalak for her leadership that she has provided to the Chamber over the past 17 years. He noted that the Chamber assists with the broadcasting of Town events,such as ribbon cuttings. No action was taken on this item. 7. Consider and take appropriate action regarding the acceptance of the Audit for the Town of Trophy Club, Fiscal Year 2016(Staff). Director of Finance Karkauskas introduced Jon Watson, CPA with Brooks Cardiel, PLLC. She announced that the Town was issued an Unmodified Opinion, which is the highest level of assurance, and that no significant deficiencies were found relating to internal controls and financial reporting. Mr. Watson explained that a significant change from the prior year's Audit, was how the Public Improvement District(PID)was reported. It had previously been reported as an agency fund and was now reported as a blended component unit. The reason for this change was due to the PID would have to be autonomous to be reported as an agency fund, which the PID was not since the Council acted as the governance of the PID. He presented the Audit Presentation, which included the following: Overview of the Audit Process; Comprehensive Annual Financial Report(CAFR); Components of the CAFR; Independent Auditor's Report; Financial Highlights;Statement Revenues, Expenditures & Changes in Fund Balance; Town Revenues — Governmental Activities; Town Expenditures — Governmental Activities; Schedule of Revenues, Expenditures & Changes in Fund Balance (Budget & Actual); Statement Revenues, Expenditures&Changes in Net Position; and Schedule of Changes in Net Pension Liability& Related Ratios. He commended Director of Finance Karkauskas and Budget Manager Zagurski for their hard work during the Audit process. Additionally, he mentioned that per Governmental Accounting Standards Board Statement No. 77, effective for periods beginning after December 15, 2015 (Fiscal Year September 30, 2017), the Town would be required to disclose information related to tax abatements, this could be in the form of property tax or sales tax. Council Member Shoffner inquired about the Auditors note involving the internal control and operation of the Municipal Court codes: Finding. Officers do not consistently use the correct offense codes, which required the court clerk to manually review and change if needed. Police Chief Arata responded that the Police Department implemented a new ticket writer and officers needed training to use the system. He explained that Staff was working with Denton County because the Town's codes appeared to be similar to other cities. Town Council Minutes June 13,2017 Page 3 of 9 Motion: Motion made by Mayor Pro Tern Rowe, seconded by Council Member Fleury,to accept the Audit for the Town of Trophy Club, Fiscal Year 2016,and to receive the Comprehensive Annual Financial Report. Motion passed unanimously. Mayor Sanders thanked Mr. Watson and representatives with Brooks Cardiel, PLLC, for their performance conducting the Audit. 8. Receive the Mayor's State of the Town Address;discussion of same(Mayor Sanders). Mayor Sanders provided the Mayor's State of the Town Address. (Town Secretary Note:Council Member Lamont arrived) No action was taken on this item. 9. Receive an update from Town Staff regarding the upcoming July 4th Celebration;discussion of same(Staff). PIO/Communications Manager Lewis discussed the plans for the upcoming July 4th Celebration that included: Timeline & Routes; Patriot 5K & Fun Run starting at 7:15 a.m.; Parade of Patriots beginning at 9:30 a.m.; Celebration from 6 p.m.to 10 p.m.;and Fireworks starting at 9:40 p.m. Tiffany Nimphius, representing the Stars and Stripes Committee, advised that 11,000 new flags had been ordered due to rain damage from last year. Two new neighborhoods and several new side streets have been added to the flag planting route, bringing the total number of flags to be planted close to 34,000. Additionally, she announced that the Flag Picnic would be held at Harmony Park on Friday,June 23rd,at 6 p.m. No action was taken on this item. 10. Consider and take appropriate action regarding General Fund Revenue items for Fiscal Year 2018(Staff). Director of Finance Karkauskas provided the General Fund Revenue presentation for Fiscal Year 2018 that included the following: Property Tax Rate History; Preliminary Appraisal Totals; Effective Rate & Rollback Rate; Property Value Growth;Sales Tax; Projected Revenues from Sales Tax; Breakdown of Projected Mixed Beverage Tax&Sales Tax; Licenses&Permits; Breakdown of Licenses&Permits;and the Summary. Mayor Sanders acknowledged the entire Finance Department for their efforts to meet the objective of the Council to establish the budget based at the effective tax rate. Council Member Shoffner inquired how often Mixed Beverage Sales Tax reports were provided because the proposed Fiscal Year 2018 revenue appeared to be low, given the opening of the Quarter Bar. Budget Manager Zagurski responded that those reports are provided on a quarterly basis. No action was taken on this item. 11. Consider and take appropriate action regarding Compensation for Fiscal Year 2018(Staff). Budget Manager Zagurski advised that Staff was seeking to make the following changes: • Consolidation of two Intern/Part-Time Administrative Specialists and one Intern/Part-Time Network Specialist to one Full-Time Administrative Assistant. The proposed Administrative Assistant would primarily work with Information Services, Human Resources, and Municipal Court. • The reallocation of one Full-Time Street Maintenance Worker to one Full-Time Facilities Superintendent. After a careful evaluation of the Streets Services,the need for a three man crew was not necessary for the maintenance and upkeep of the Town's streets. Over the past three years, the Town has increased Town Council Minutes June 13,2017 Page 4 of 9 utilization of outside contractors to perform a large share of street projects, due to size and scale. The proposed Facilities Superintendent would oversee Town Hall, Police Building, Annex Building, Maintenance Barn, Park Restrooms/Concession Stand, Trophy Club Pool, and other Town assets. He clarified that there would be an increase in pay for this position but there would not be an increase to the budget with the overall changes. Town Manager Class advised that the Street Maintenance Worker position was vacant and had not been filled to allow Council to consider this item. Mayor Pro Tem Rowe encouraged Staff to review the efficiencies and possible reorganization of the Parks Department since the Town has several Park assets and a considerable amount of responsibility lies within that department. Council Member Shoffner inquired about the responsibilities for the proposed Facilities Superintendent. Budget Manager Zagurski responded that the Superintendent would handle the daily Town-wide building repairs and maintenance; manage the Town's cleaning contractor; maintain a log of Town assets; prepare need assessments for facility capital projects; aid in the preparation of the Town's insurance information to ensure proper coverage; conduct inspections of Town facilities and design a routine maintenance schedule; respond to public inquires of Town facilities;and be accountable for the inventory management. Council Member Shoffner was concerned that one person would not be able to handle the workload, given it was difficult for an entire department to currently perform. Mayor Pro Tern Rowe suggested possibly leaving the Parks portion out of the proposed job function for the Superintendent until the hiring of the new Director of Parks and Recreation,to allow the Director to establish and determine the Department's needs. Council Member Kurtz commented that the Town was lacking a brand excellence person that ensured standards were being met,such as performing inspections at the Community Pool area and Harmony Park bathrooms. Budget Manager Zagurski continued the presentation regarding Supplemental Personnel positions specific to moving the Evidence Custodian into the General Fund and having them as a Full-Time employee. Police Chief Arata added that the position was currently a Part-Time position that was funded through the Crime Control and Prevention District budget. The position was required for the Police Department to maintain its professional status. Mayor Pro Tem Rowe inquired how often the Police Department handled evidence work. Police Chief Arata responded that on average, evidence was handled on a daily basis. He further explained that this person would assist with processing paperwork and records management. Budget Manager Zagurski discussed the proposal to increase School Crossing Guard pay by $1.00 per hour. The Guards currently work 20 hours per week,33 weeks per year. Council Member Shoffner wanted to ensure that the Police Department was adequately staffed for those positions because the Guards that direct traffic have a positive impact on the community. Police Chief Arata commented that they currently had eight(8)Guards and the proposed pay increase would keep the pay competitive with surrounding areas. RECESSED AT 9:26 P.M.FOR A BREAK RECONVENED AT 9:36 P.M.INTO REGULAR SESSION Town Council Minutes June 13,2017 Page 5 of 9 Budget Manager Zagurski reviewed the proposal to increase the pay and time of the current Part-Time Firefighter position. This would allow for a five (5) man crew at all times and allow for competitive pay with surrounding areas. Fire Chief Carroll explained that this would increase the safety of the firefighters and residents. According to the two-in,two-out regulation,firefighters may not enter into a structural fire alone and there must be two firefighters outside the hazard area. Firefighters can only accomplish one task at a time until they receive mutual aid, and the two most important tasks are to put water on the fire and pull victims to safety. By adding a third firefighter,they would be allowed to do both tasks at the same time and follow the Federal regulation. He further explained that having the fifth person would allow that firefighter to proceed on a minor call to start the process if the other four firefighters were on a fire alarm call. Budget Manager Zagurski presented the Merit Increase proposal that would be funded at the previous year's amount of $125,000. In the past, merit increases have been provided twice a year in conjunction with performance evaluations. The goal was to have performance evaluations in September,with a follow-up mid-year review, and have the merit increase take effect in October. Those employees that exceed expectations would be eligible for a merit increase. It would be up to the Town Manager and the appropriate director on how the merit increases would be allocated among those eligible employees. Additionally, Budget Manager Zagurski discussed the proposal to increase the total Stipend cost to$66,000,which was a total increase of$16,500. This would protect the Town against a budget short fall but would not change the allocation amounts to employees. Discussion took place that technically the Town was not allowed to provide bonuses to employees but stipends were permitted if the policy was dictated at the beginning of the Fiscal Year. Budget Manager Zagurski recapped on the decision points and requested Council's direction for the following: • Allow the consolidation of two Intern/Part-Time Administrative Specialists and one Intern/Part-Time Network Specialist to one Full-Time Administrative Assistant; and the reallocation of one Full-Time Street Maintenance Worker to one Full-Time Facilities Superintendent. There were no objections but Council wanted to ensure that the total cost would not be increased because they believed that a skilled person would need to be hired for the Facilities Superintendent position. • Move forward with Supplemental Personnel positions specific to moving the Evidence Custodian into the General Fund and having them as a Full-Time employee; increasing School Crossing Guard pay; and increase the pay and time for the current Part-Time Firefighter position. Council Member Shoffner recommended that Staff consider scheduling a Staff member to work on weekends to pick-up illegal signage. • Fiscal Year 2018 Merit pool of$125,000 and a Stipend budget of$66,000. Mayor Pro Tern Rowe recommended a starting point of approximately 2 percent of total salaries plus benefits that would encompass the entire program of Merit Increases and the proposed Stipend amount. 12. Discussion of and provide direction to Town Staff regarding the Building Dedication Plaque for the new Trophy Club Town Hall facility;discussion of same(Mayor Sanders). Mayor Sanders discussed the proposal of installing a Building Dedication Plaque in the interior of the new Town Hall facility. Council Member Lamont recommended having the past and present Council listed alphabetically instead of having the separation of names between the former and current Council. Then have an asterisk next to the ones that served from 2014-2017 with a footnote at the bottom of the Plaque. Council Member Shoffner commented that the separation denoted the Council that was in place when the building would be dedicated, but would also honor the former two Council Members for their significant involvement. Town Council Minutes June 13,2017 Page 6 of 9 Discussion took place about the appropriateness not to have third parties mentioned on the Dedication Plaque and to have the official Dedication Ceremony in October 2017, choosing a date that would be accommodating to the residents. Council Member Kurtz suggested moving the statement"This building is dedicated to the Citizens of Trophy Club whose support made its construction possible"under"Town of Trophy Club"and have it in larger print. Council Members Lamont and Shoffner recommended removing the Town logo because it will eventually date the plaque if the logo were ever changed. Mayor Sanders received consensus from the Council to make the following changes to the Building Dedication Plaque: • Enlarge and move up the statement "This building is dedicated to the Citizens of Trophy Club whose support made its construction possible" • Eliminate the separation of the current and former Council and place the names in alphabetical order • Dedicated date to be October 21,2017 • Remove the Town logo and enlarge"Town of Trophy Club" • Remove"June 2017" • Remove the Architect's name 13. Consider and take appropriate action regarding items for consideration on the upcoming Joint Session meeting with the Trophy Club Municipal Utility District (TCMUD) No. 1 Board of Directors to develop the 2017-2018 Fire Department Budget, including but not limited to direction related to the Town taking over the TCMUD No. 1 Fire Station Assets(Mayor Sanders). Town Manager Class advised that a Joint Session meeting between the Town Council and the Trophy Club Municipal Utility District(TCMUD) No. 1 Board of Directors was scheduled to be held on July 25,2017 at 7:15 p.m. Budget Manager Zagurski commented that the General Fund Expenditures presentation would include the Fire Department budget, which was expected to be presented at the June 27, 2017 Council meeting and then be provided to the TCMUD No. 1 Board of Directors. Council Member Shoffner remarked that the Interlocal Cooperation Agreement for Administration of Fire Protection Services was originally designed for both parties to view the budget at the same time. Jim Thomas, 7 Meadowbrook Lane,spoke on his own personal behalf and he was not representing the TCMUD No. 1 Board of Directors. He commented that there would be an item on the June 20, 2017 TCMUD No. 1 Board of Directors agenda to consider the possible transfer of ownership of the Fire Station and equipment to the Town. Mayor Sanders remarked that he wanted the initial discussion held in open session to see if Council had any interest for the Town to take over Fire assets. Council Member Shoffner responded that before the Council should have discussion going in that direction, the Council needed to see how the TCMUD No. 1 Board of Directors decided. Additionally, he recommended the removal of the stipulation that required TCMUD No. 1 to provide to the Town any amended or revised MUD Rate Order adopted by MUD not later than sixty (60) days before the effective date of any new rates and charges, within the Wholesale Water Supply and Wastewater Treatment Services and Water and Wastewater Operational Services Agreement. No action was taken on this item. Town Council Minutes June 13,2017 Page 7 of 9 14. Consider and take appropriate action regarding appointing three (3) Council Members to a Council Subcommittee formed for the purpose of providing fiduciary oversight of the budget, as well as providing input regarding the administration of the budget and the budget process(Staff). Motion: Motion made by Council Member Lamont, seconded by Council Member Kurtz,to appoint Mayor Sanders, Council Member Shoffner, and Council Member Lamont to serve on the Council Subcommittee formed for the purpose of providing fiduciary oversight of the budget, as well as providing input regarding the administration of the budget and the budget process. Motion passed unanimously. 15. Consider and take appropriate action regarding appointing the Mayor and two(2) Council Members to the Town Council Appointments Committee(Staff). Motion to Refer: Motion to Refer made by Mayor Pro Tern Rowe,seconded by Council Member Kurtz,the appointment of the Town Council Appointments Committee to the June 27,2017 Council meeting. Mayor Pro Tern Rowe commented that he preferred to have the entire Council present to allow for discussion on membership since the current Committee has served two consecutive years. The vote was taken. Motion passed unanimously. 16. Discussion of items for Future Agendas to include agenda items for consideration on the June 27, 2017 Council agendas 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. 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. Mayor Sanders requested the removal of Agenda Item No. 11 (a) from the June 27, 2017 Council agenda: 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)(4-March 14, 2017) (5-June 27,2017) He explained that the Metroport Cities Partnership received the approval from its members to attempt to secure a Regional Green Ribbon grant for the beautification of the State Highway 114 corridor through Westlake, Trophy Club, North Lake, and Roanoke. Additionally, he advised that he would like for the Memorandum of Understanding with the Joint Regional Local Governments to be reviewed by the Council, specific to Agenda Item No. 11(c). Council Member Lamont requested that information on the Federal Emergency Management Agency grants and funds be provided with Agenda Item No. 8: Consider and take appropriate action regarding the award or rejection of bids for the Trophy Club Park Repairs; and authorizing the Mayor or his designee to execute all necessary documents(Staff). Council Member Shoffner requested that a complete listing of Town maintained property, along with a maintenance schedule, be provided with Agenda Item No. 11(b):Staff to review land that: (A)The Town owns for the possibility of residents to acquire the land; and (B) Is maintained by the Town but not owned. (Lamont 3/28/2017) (1-June 27,2017) Town Council Minutes June 13,2017 Page 8 of 9 Council Member Lamont requested that the following item be added to the June 27, 2017 Council agenda: Receive an update and provide direction to Town Staff regarding Entryway Monumentation and Median Landscaping for the Town of Trophy Club. EXECUTIVE SESSION 17. 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 551.071 Consultation with Attorney under Subsection (2)to consult with the Town Attorney 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 conflicts with the Texas Open Meetings Act: Enforcement of Ordinances CONVENED INTO EXECUTIVE SESSION-START TIME-11:03 P.M. RECONVENED INTO REGULAR SESSION-START TIME-11:22 P.M. RECONVENED INTO REGULAR SESSION 18. Consider and take appropriate action regarding the Executive Session. No action was taken on this item. ADJOURN Motion made by Council Member Kurtz, seconded by Council Member Lamont, to adjourn the meeting at 11:23 p.m. Motion passed unanimously. HollycaPLCI A-kA. rC\LI1J4 Fimbre ,Town Secretary ' � 'y C. Nick Sanders, Mayor Town of Trophy Club,Texas l Town of Trophy Club,Texas - (o aJ Town Council Minutes June 13, 2017 Page 9 of 9