Agenda Packet EDC 4B 05/04/2015Economic Development Corporation 4B
(EDC 4B)
Trophy Club Entities
Meeting Agenda
100 Municipal Drive
Trophy Club, Texas 76262
Svore Municipal Building Boardroom7:00 PMMonday, May 4, 2015
CALL TO ORDER AND ANNOUNCE A QUORUM
CITIZEN PRESENTATIONS
Citizens are allowed three (3) minutes to address the Board regarding an item over
which the Board has policy or oversight authority as provided by Texas law, the ethics
order, or other policy order.
REGULAR SESSION
1.2015-0311-T Discuss and take appropriate action regarding the Handbook for Elected
and Appointed Officials.
Officials_Handbook.pdfAttachments:
2.2015-0302-T Discuss and take appropriate action regarding the February 2, 2015
Minutes.
002 February 2 2015 Minutes.pdfAttachments:
3.2015-0303-T Discuss and take appropriate action regarding the January 2015 Financials.
January Financial Report FY 2015.pdfAttachments:
4.2015-0304-T Discuss and take appropriate action regarding the February 2015
Financials.
February Financial Report FY 2015.pdfAttachments:
5.2015-0305-T Discuss and take appropriate action regarding the March 2015 Financials.
March Financial Report FY 2015.pdfAttachments:
6.2015-0306-T Receive an Alliance Development Forum (ADF) update regarding the April
17, 2015 event, and discussion of the same.
7.2015-0310-T Discuss and take appropriate action regarding a Joint Meeting with the
Town Council.
Economic Development Corporation 4B Page 1 of 31 Monday, May 4, 2015
May 4, 2015Economic Development
Corporation 4B (EDC 4B)
Meeting Agenda
8.2015-0309-T Town Manager Update:
- The Plaza
- The Village
- The Village Centre
- The Commons
- Trophy Wood
EXECUTIVE SESSION
9.2015-0308-T Pursuant to Texas Government Code, Annotated, Subchapter 551, EDC 4B
will convene into closed executive session as authorized by:
Section 551.087 Deliberation 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.
RECONVENE INTO REGULAR SESSION
10.2015-0287-T Consider and take appropriate action regarding the Executive Session.
ADJOURN
Notice is hereby given that a quorum of the Town Council may be in attendance at
this meeting.
Economic Development Corporation 4B Page 2 of 31 Monday, May 4, 2015
May 4, 2015Economic Development
Corporation 4B (EDC 4B)
Meeting Agenda
CERTIFICATION
I certify that the above notice was posted on the front window of the Svore Municipal
Building, 100 Municipal Drive, Trophy Club, Texas, on Friday, May 1, 2015 by 5:00
P.M. in accordance with Chapter 551, Texas Government Code.
________________________________________
April Reiling
PIO & Marketing Manager
If you plan to attend this public meeting and have a disability that requires special
needs, please contact the Town Secretary’s Office at 682-831-4600, 48 hours in
advance and reasonable accommodations will be made to assist you.
I certify that the attached notice and agenda of items to be considered by this Board
was removed by me from the front window of the Svore Municipal Building, 100
Municipal Drive, Trophy Club, Texas, on the __________ day of
______________________, 2014.
________________________________, Title: ___________________________
Economic Development Corporation 4B Page 3 of 31 Monday, May 4, 2015
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12015-0311-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:5/1/2015 Economic Development Corporation 4B (EDC 4B)
On agenda:Final action:5/4/2015
Title:Discuss and take appropriate action regarding the Handbook for Elected and Appointed Officials.
Attachments:Officials_Handbook.pdf
Action ByDate Action ResultVer.
Discuss and take appropriate action regarding the Handbook for Elected and Appointed Officials.
Economic Development Corporation 4B Page 4 of 31 Monday, May 4, 2015
MUNICIPALITY OF TROPHY CLUB
Handbook for Elected and Appointed Officials
MUNICIPALITY OF TROPHY CLUB
Handbook for Elected and Appointed Officials
EFFECTIVE DATE: 02-24-2015 REVISION DATE: 02-24-2015
(Resolution No. 2015-06)
This Handbook is applicable to all paid, non-paid and voluntary positions and seats to include;
Town Council, Boards, Commissions, and Corporations.
I acknowledge receiving and agree to comply with the policies set forth in the Handbook for
Elected and Appointed Officials.
__________________________________ ____________________________
Elected/Appointed Official Signature Date
__________________________________ ____________________________
Elected/Appointed Official Printed Name Board/Commission/Corporation Serving
Return this page to the Town Secretary and attach the Texas Open Government Training
Certificates where applicable.
Handbook for Elected and Appointed Officials Page 1 of 10
Economic Development Corporation 4B Page 5 of 31 Monday, May 4, 2015
Introduction
In order to be “A Great Place to Call Home,” the Town of Trophy Club encourages and is
indebted to our dedicated citizens who serve on Boards, Commissions, and Corporations. In
accordance with Section 4.16 of the Town Charter, the citizens who serve do so without
compensation. They are appointed to serve after indicating their interest through the
application process, and they serve at the discretion of the Town Council.
Generally, members of each Board, Commission or Corporation are charged with researching
pertinent projects and with making recommendations to the Town Council. Members serve in
an advisory capacity. The single exception is the Zoning Board of Adjustment, which has some
quasi-judicial duties. The exact duties and requirements of each Board, Commission or
Corporation can be found in the ordinance establishing that specific body and/or applicable
enabling statute.
Each Board, Commission, and Corporation consists of members, a Chair/President, a Town Staff
Liaison and a Council Liaison if one is appointed by the Council.
Applicant Requirement for Boards, Commissions, or Corporations
Applicants for Boards, Commissions, or Corporations must be United States Citizens and
registered voters prior to their appointment and must also be Trophy Club residents for at least
six (6) months prior to their appointment. Based upon good cause shown, Council may waive
the voter registration and/or length of residency requirement for a person appointed to a
Board, Commission, or Corporation, except where restricted by State law. Neither Town elected
officials, nor persons appointed to fill vacancies on any elected Town governmental body may
serve on a Town Board, Commission, or Corporation, per Town Charter.
The technical expertise of applicants shall be a consideration in gaining appointment.
Residency Requirement/Temporary Change in Residency Status
In addition to the residency requirement for citizens making application to serve on Town
Boards, Commissions, and Corporations, a person serving as a member must reside within the
Town of Trophy Club during his or her term of service in order to continue serving. However, if
during the term of appointment or during the time frame for reapplication, the residency status
of a then current member of a Board, Commission or Corporation temporarily changes for a
period of no more than six (6) months, the member may request that the Council review
his/her specific circumstances affecting residency. If the temporary change in residency status
does not disqualify a member of a Board, Commission, or Corporation from continuing to serve
either because of a Charter or state law requirement for service on his/her respective Board,
Commission, or Corporation, the Council may authorize the continued service or
reappointment of the member until such time as the member returns to permanent residency
status.
Handbook for Elected and Appointed Officials Page 2 of 10
Economic Development Corporation 4B Page 6 of 31 Monday, May 4, 2015
Posting Process
The Town Secretary will ensure that annual appointments for Boards, Commissions, and
Corporations are posted in the month of June:
• Announced in the Town Newsletter
• Posted on the marquees
• Posted on the Town’s Web page at: www.trophyclub.org
• Posted to Town-managed social media sites at: www.facebook.com/TrophyClubGov and
www.twitter.com/TrophyClubGov
The Town Secretary will also notify each member whose term is expiring that they must
resubmit the Board, Commission and Corporation Application.
Application Process for Annual Appointments
Applications will be accepted each year in July or within a time frame as otherwise directed by
Town Council. A received application will be considered active for one year following the date
of receipt, provided it meets all previously stated requirements.
Applications are available in the Town office and online at the Town’s website. The completed
application shall be submitted to the Town Secretary and forwarded as soon as possible to the
Town Council Appointments Committee and ex-officio members, all additional members of the
Town Council, the Chair/President of the respective Board, Commission, or Corporation, and
the Staff Liaison.
Town Council Appointments Committee
At the first Town Council meeting in June, the Council shall establish a Town Council
Appointments Committee tasked with making recommendations to the full Council regarding
appointments to all Boards, Commissions, and Corporations (hereinafter “Appointments
Committee”). The Appointments Committee shall be comprised of the Mayor and two (2)
Council members, and the Committee shall have the discretion to add additional non-voting ex-
officio members to the Committee as determined appropriate.
Interview Process – Appointments Committee
Interviews shall be conducted by the Appointments Committee after the close of each
application period.
Staff Liaisons shall be responsible for scheduling interviews for each candidate who submits an
application for their respective Board, Commission, or Corporation. Typically these interviews
will be held at a regular interval as determined by the Appointments Committee. In the event
of scheduling conflicts or workload demands, alternate dates may be selected. Group
interviews are conducted for most vacancies. However, individual interviews may be conducted
for certain positions at the request of the Appointments Committee.
After conducting interviews, the Appointments Committee shall provide its recommendations
relating to nominations for appointment to the Town Manager preceding the Council meeting
Handbook for Elected and Appointed Officials Page 3 of 10
Economic Development Corporation 4B Page 7 of 31 Monday, May 4, 2015
at which such appointments are to be considered. Appointments generally will be made by
resolution at the second (2nd) Town Council meeting of the month.
The Appointments Committee and Council will not evaluate applicants on the basis of race,
color, religion, sex, national origin, ethnic group, age, or disability. Recommendations for
appointment to a Board, Commission or Corporation will not be made based on stereotypes or
assumptions about the abilities or traits of individuals of a certain race, color, religion, sex,
national origin, ethnic group, or age, or individuals with disabilities.
Mid-Term Vacancy / Resignations
When a Board, Commission, or Corporation member resigns mid-term, a written notice of
resignation shall be submitted to that body’s Chair/President. The Chair/President shall forward
the notice to the Staff Liaison who shall then forward the notice to the Town Secretary and
Town Council.
Upon receiving notice of vacancy, the Town Secretary shall initiate the application process in
accordance with the Posting Process set forth above, and interviews shall be conducted in
accordance with the Interview Process as set forth above.
Members appointed to fill vacancies shall be appointed to serve out the remainder of a
predecessor’s term. Council may directly appoint an applicant whose application is previously
on file under the established application process provided that the applicant is still willing to
serve on the Board, Commission or Corporation that he/she applied for without the
requirement of an additional interview.
Removal
Members of Boards, Commissions and Corporations serve at the discretion of the Town Council
and may therefore be removed at the sole discretion of Council at any time.
Appointments Process
Terms of office for Board, Commission, and Corporation members shall begin in October unless
Town Council extends the time period for the application process or otherwise determines it
appropriate to alter the annual appointment schedule.
Term Lengths
Term lengths are set forth in the ordinance establishing the Board, Commission, or Corporation
and/or applicable enabling statutes.
Terms are staggered, with the Council making annual appointments to replace members whose
regular terms expire in any given year.
Compensation
Members appointed to a body by the Town Council shall serve without compensation; provided
however, that they shall be entitled to reimbursement of any necessary expenses incurred in
the performance of their official duties, when approved by Council or its’ designee.
Handbook for Elected and Appointed Officials Page 4 of 10
Economic Development Corporation 4B Page 8 of 31 Monday, May 4, 2015
Maximum number of Appointments
It is the goal of the Council to afford the opportunity to serve on Town Boards, Commissions
and Corporations to as many interested residents as possible; however, if the number of open
Board, Commission, or Corporation seats exceeds the number of qualified applicants, the
Council may allow a person to serve on more than one (1) Board, Commission, or Corporation.
In the event that the number of qualified applicants exceeds the number of open Board,
Commission, or Corporation seats, it is the goal of the Council to first appoint those qualified
applicants not already serving before taking action to appoint an applicant who is already
serving on a Town Board, Commission, or Corporation. Council may act to replace a current
member who is serving on more than one Board, Commission or Corporation prior to the end
of his or her term, provided there is an adequate number of qualified applicants.
Open Government Training
Elected and appointed public officials are required by State law to receive training in Texas
open government laws. The Office of the Attorney General offers free video training courses,
which were developed to ensure that all elected and appointed government officials, have a
good command of both open records and open meetings laws.
Each elected or appointed official who is a member of a governmental body subject to the
Open Meetings Act or the Public Information Act must attend training. Additionally, employees
who serve as a governmental body's designated public information coordinator are required to
complete the Public Information Act training course.
Officials who are elected or appointed shall complete the required open government training
within ninety (90) days after taking elected office or after appointment. Staff Liaisons from the
individual groups requiring the training shall be responsible to ensure that all members of their
group receive the training. Training CDs are available in the Town Secretary’s office.
Certificates of completion must be maintained by the member's governmental body and made
available for public inspection upon request. The original Certificate shall be forwarded to the
Town Secretary to be kept in permanent records.
More information on Open Government may be obtained online at the Texas Attorney
General’s Office. (http://www.oag.state.tx.us)
Nepotism
Members of an Economic Development Corporation, Zoning Board of Adjustment or Planning
and Zoning Commission cannot be related to a Council member.
For all other Boards, Commissions, and Corporations, the following rules shall apply:
1. A Board, Commission, or Corporation Chair/President cannot be a relative of the Mayor
or of a Council Member; and
2. No more than one (1) member on any given Board, Commission, or Corporation may be
a relative of a Council Member. A person is a relative if he/she is related in the first degree
by consanguinity (blood) or by affinity (marriage).
Handbook for Elected and Appointed Officials Page 5 of 10
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Guidelines for Members
All members of Boards, Commissions, and Corporations have specific duties and
responsibilities.
All members of Boards, Commissions, and Corporations are expected to participate in formal
and informal training sessions.
Many Boards, Commissions, and Corporations deal with technical issues that can require a
foundation of certain knowledge that must be updated from time to time. The Town will
provide reasonable opportunities for members to acquire and keep current in these training
efforts. Members are expected to participate.
Regular attendance
Effectiveness as a member requires regular attendance. Should a member of a Board,
Commission, or Corporation fail to attend three consecutive regular meetings without being
excused by the Board, Commission, or Corporation, the Council may declare that member’s
appointment forfeited. A member who is unable to attend a meeting shall notify the Staff
Liaison of his/her inability to attend the meeting and shall provide an explanation of the conflict
or other reason that prevents his/her attendance. Notice to the Staff Liaison shall be provided
as soon as practicable after the member becomes aware of the impending absence.
It is particularly important that all members attend briefing sessions and work sessions prior to
formal meetings to promote effective and efficient meetings. If a member finds difficulty in
maintaining regular attendance, it is suggested that the member consider whether they have
sufficient time to be an effective member. It is the responsibility of a member in this position to
initiate a discussion with the Chair/President or Staff Liaison about attendance.
The Chair/President of the Board, Commission, or Corporation is to maintain a charted
attendance record for all members. If attendance becomes an issue, the Staff Liaison will
attempt to secure a written resignation.
The Staff Liaison is responsible for submitting periodic reports to the Town Council on behalf of
the Board, Commission, or Corporation noting progress and members’ attendance.
Avoidance of contacts and individual discussions
It is not uncommon for applicants, opponents, or their representatives to approach individual
members to solicit support or disapproval of a pending issue. These individual contacts shall be
declined by members of the Zoning Board of Adjustment and by members of the Ethics
Commission.
Requests for sponsorships/donations/agreements with vendors
Unless acting jointly with a Staff Liaison pursuant to the direction of their respective Board,
Commission, or Corporation, members do not have the authority to seek donations, to make
agreements with vendors, or to give the impression that they are acting as an agent for the
Handbook for Elected and Appointed Officials Page 6 of 10
Economic Development Corporation 4B Page 10 of 31 Monday, May 4, 2015
Town. Furthermore, Board, Commission and Corporation members are not permitted to
obligate any Town funds or enter into any agreements without prior written approval of the
Town Manager or the Manager’s designee. All actions requiring the obligation or expenditure
of funds shall be in accordance with the applicable approved budget.
Ethics
All members of the Town Council, Boards, Commissions, and Corporations shall be familiar with
the requirements of the Town’s Ethics ordinance.
Effective Meetings
All members of Boards, Commissions and Corporations should familiarize themselves with the
elements of a successful meeting. These include:
• Having a purpose for the meeting;
• Giving adequate notice;
• Posting public notice when required;
• Preparing for the meeting in advance;
• Preparing an agenda;
• Allowing for appropriate participation from all parties;
• Selecting an appropriate meeting place;
• Determining the outcome or results of the meeting;
• Keeping an accurate record of all proceedings; and
• Keeping discussion focused on items listed on the agenda.
Members should avoid common mistakes that can make meetings unproductive, including but
not limited to:
• Lack of control at the meeting, appearing unfair, being unable to bring issues to a vote and
wasting people’s time.
The Staff Liaison and all members are responsible for compliance with the Texas Open
Meetings law. Meetings of all Boards, Commissions and Corporations are open to the public. All
meetings shall be held in such a fashion that all participants have assigned seating with clearly
visible nameplates. Board Members must take care to speak into the microphone at all times
while in session. If a meeting is recorded with only audio and no video, each person must
identify themselves prior to speaking. Prior to initiating a closed or “Executive Session,” the
Staff Liaison and Chair/President shall receive approval from the Town Attorney.
Prior to any meeting, the Chair/President and Staff Liaison shall prepare an agenda describing
actions to be taken by the group. The agenda shall be prepared in a format approved by the
Town Attorney and shall be posted in compliance with State law.
The Chair/President shall allocate sufficient time for both applicants and opponents of an issue
to present their information. Regardless of whether an agenda item is listed as a public hearing
item or not, members of the public shall be given a reasonable opportunity to present their
information and opinions. The Chair/President must allocate and manage the time to be
allotted and shall use discretion based upon the agenda, the Council Rules of Procedure and
other factors; provided however, that the Chair/President shall have the discretion to allow
Handbook for Elected and Appointed Officials Page 7 of 10
Economic Development Corporation 4B Page 11 of 31 Monday, May 4, 2015
additional time without objection by a majority of the Board, Commission or Corporation.
The Chair/President shall endeavor to see that all persons attending or participating in
meetings are treated with respect and dignity. All members must refrain from prejudicial or
stereotypical comments. All members must refrain from questioning that takes the form of
“badgering” or “debating” with those providing testimony/comment.
All members need to be cautious of publicly representing their positions beyond the scope of
the business at hand. The official position of the Town shall be represented only by Town staff,
as established by the Town Council.
Conduct in meetings
Board, Commission, and Corporation members should act in a professional manner. If a
resident presents a complaint to the Board, Commission, or Corporation at a meeting the
information should be taken and referred to Staff to reply to the resident.
Rules of Decorum
Meetings of all Boards, Commissions, and Corporations shall be conducted in accordance with
adopted Town Council Rules of Procedure.
PARLIAMENTARY MOTIONS AND
PRECEDENCE
Requires
2nd Debatable Amendable
A Majority Vote of
Those Present
1. To adjourn Yes No No Yes
2. To take a recess Yes No Yes Yes
3. To commit, refer, or recommit to
committee
Yes Yes Yes Yes
4. To amend Yes Yes Yes Yes
5. To amend an amendment Yes Yes No Yes
6. To postpone indefinitely Yes Yes No Yes
7. To table Yes No No Yes
8. Calling the question No No No 2/3
9. Objecting to consideration of a
question
No No No 2/3
Responsibilities of the Chair/President
Each Board, Commission, or Corporation shall have a Chair/President. A Board, Commission, or
Corporation at the Council’s discretion, may be asked to make a recommendation for a
Chair/President with the final determination left to the Council. The Chair/President should
have some experience as a member of the group. The Planning and Zoning Commission’s Chair
will be determined entirely by the Council.
The Chair/President must act as the “leader” and take responsibility for the group’s efficient
and meaningful operation. The Chair/President must ensure that roles are clearly spelled out,
meetings are efficiently conducted and necessary information is readily available, which helps
create a good working environment.
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Economic Development Corporation 4B Page 12 of 31 Monday, May 4, 2015
Appointment of a Chair/President
The Council will have final determination on the appointment of a Chair/President for each
Board, Commission and Corporation. Following the appointment of a new Chair/President, the
Mayor or his or her designee and a Staff Liaison will arrange a meeting with the new
Chair/President to review this Handbook and share ideas on how to run an effective meeting.
The Chair/President should manage the meeting to ensure that:
• A few members do not monopolize discussion or questions;
• Appropriate time is taken for presentation and discussion;
• Dialogue and interactions are maintained in a courteous and professional Manner;
• Minutes of each Board, Commission, and Corporation meeting are taken and maintained
by the Staff Liaison;
• Staff and members treat each other with mutual respect at all times;
• Discussion is limited to those items on the agenda. However, the Chair/President or Staff
Liaison may place any item on a future agenda for discussion;
• All Board, Commission, and Corporation meetings shall be recorded as required by the
Texas Open Meetings Act.
The Chair/President must ensure that effective communication exists between Board,
Commission, Corporation, Council, Staff and the public. This requires frequent interaction with
the Staff Liaison and Council Liaison to the Board, Commission, or Corporation. The Town
Manager is responsible for ensuring that that the Staff Liaison is efficient in providing requested
technical assistance and information to members. This includes helping to develop appropriate
rules and procedures for the group in order to complete its duties. It also requires preparation
of proper meeting notices and agendas, gathering and relaying pertinent information in a
timely fashion to members and providing support at meetings. If the Staff Liaison is not
effectively operating in this manner, the Chair/President should first discuss the issue with the
Town Manager. If satisfactory results are not achieved, the Chair/President should next contact
the Mayor and Council Liaison to the Board, Commission or Corporation if a Council Liaison has
been named.
It is the responsibility of the Chair/President to be mindful of the attendance, actions and
activities of individual members, as well as to discuss with these members any deviations from
the rules.
The Chair/President shall be responsible for communicating to the Staff Liaison any requests to
be placed on the Town Council agenda for consideration.
The Chair/President and Staff Liaison shall define the scope, objectives and criteria for
completion of any project to be undertaken by the group that has not been referred directly
from Council. This should be done prior to the initiation of all projects. For items referred to a
Board, Commission or Corporation by Council, it is the responsibility of the Chair/President and
Staff Liaison to see that proceedings of the Board, Commission or Corporation fulfill the
direction provided by Council in whole and in a timely manner, with appropriate information
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and context.
Prior to a Board, Commission or Corporation undertaking any project or initiative that requires
the expenditure of funds, other than those authorized in the approved Town budget, such
initiative or project shall be submitted to the Staff Liaison for action by the Town Manager.
Responsibilities of the Staff Liaison
A member of the Town staff will be assigned to each Board, Commission, or Corporation. The
Staff Liaison shall not assume the responsibility or task of the group. Rather, the Staff Liaison
shall provide information that group members need to perform their obligations. The Staff
Liaison shall also serve as a communication link between members of the group and the Town
staff. The Staff Liaison shall be responsible for making periodic reports to the Town Council
regarding the activities of his/her Board, Commission or Corporation. The Staff Liaison, when
appropriate and in accordance with the Texas Open Meetings Act, shall place an item on the
agenda for his/her designated Board, Commission or Corporation to allow the Council Liaison to
provide an update regarding the actions, direction and input of the Town Council.
Responsibilities of the Council Liaison and Council members
A member of the Town Council may be assigned as liaison to each Board, Commission, or
Corporation. The Council Liaison shall not assume the responsibility or task of the assigned
body. The Council Liaison shall serve as a communication link between the Board, Commission
or Corporation and the Town Council. The Council Liaison shall make periodic reports to the
Town Council regarding the activities of their assigned Board, Commission or Corporation.
In order to maintain appropriate separation of responsibilities between Council and boards,
Council Liaisons and Council members are expected to exercise restraint in providing input to
boards, but if they choose to do so, shall clearly and definitively state that they are providing
input as an individual and do not represent the Council as a body in any way. Council members
may freely speak before any Board, Commission or Committee on behalf of their own personal
interest and concerns; in which case, they shall publicly state the nature of their interest and/or
concern and that they are appearing only in their private capacity. The Council Liaison should
communicate with the Chair/President throughout the year to ensure Boards, Commissions and
Corporations focus on their missions and roles and to stay abreast of board activities. Council
Liaisons should be accessible to Board, Commission and Corporation Chairs/Presidents to offer
feedback and guidance. Council members and Council Liaisons may address a Board,
Commission or Corporation and express his or her individual opinion when that Board,
Commission or Corporation is addressing a matter that personally impacts the Council Liaison or
his or her personal property or interests; however, all other statements made by Council
members or Council Liaisons shall reflect the opinion, advice or direction of a majority of the
Town Council.
Handbook for Elected and Appointed Officials Page 10 of 10
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100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12015-0302-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:5/1/2015 Economic Development Corporation 4B (EDC 4B)
On agenda:Final action:5/4/2015
Title:Discuss and take appropriate action regarding the February 2, 2015 Minutes.
Attachments:002 February 2 2015 Minutes.pdf
Action ByDate Action ResultVer.
Discuss and take appropriate action regarding the February 2, 2015 Minutes.
Economic Development Corporation 4B Page 15 of 31 Monday, May 4, 2015
MINUTES OF REGULAR SESSION FOR THE
ECONOMIC DEVELOPMENT CORPORATION 4B BOARD
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, February 2, 2015
7:00 p.m.
STATE OF TEXAS
COUNTY OF DENTON
The Economic Development Corporation 4B of the Town of Trophy Club, Texas, met in Regular
Session on February 2, 2015. The meeting was held within the boundaries of the Town and was
open to the public.
EDC 4B DIRECTORS PRESENT:
Gregory Wilson President
Dave Brod Vice President
Gerald Rapp Secretary/Treasurer
Eric Jensen Director
David Brod Director
Sean Bone Director
EDC 4B DIRECTORS ABSENT:
Sean Weaver Director
STAFF AND GUEST(S) PRESENT:
Stephen Seidel Acting Town Manager
April Reiling Public Information Officer & Marketing Manager
President Gregory Wilson called the meeting to order and announced a quorum at 7:03
p.m.
CITIZEN PRESENTATIONS
REGULAR SESSION
1. Discuss and take appropriate action regarding a Letter Agreement with Old Town
Development (OTD).
Acting Town Manager Stephen Seidel provided an overview of the OTD Term Sheet and
timeline for the Developer’s Agreement. The Letter of Agreement seeks to amend the previous
Term Sheet regarding servicing the property payment prior to the Developer’s Agreement being
executed. The original Term Sheet stated that payment would commence once the property had
closed and execution of the Developer’s Agreement. In exchange for payment to begin prior to
an executed Developer’s Agreement, OTD would agree to have their performance window
begin on the date of closing (January 22, 2015). OTD acquired an additional ½ acre at no cost
and engaged Catalyst Commercial regarding marketing analytics targeting restaurants.
Director Eric Jensen made a motion authorizing Acting Town Manager Stephen Seidel to work
with OTD regarding the Letter Agreement, and make changes as appropriate. Motion seconded
by Director Sean Bone. Motion passed unanimously.
2. Discuss and take appropriate action regarding the EDC 4B Strategic Plan.
The Board discussed the Strategic Plan and various aspects regarding the direction of EDC
4B’s strategic plan. The Board indicated a need for Council direction regarding priorities.
Economic Development Corporation 4B Page 16 of 31 Monday, May 4, 2015
Director Eric Jensen made a motion to table item and requested that Acting Town Manager
Stephen Seidel obtain feedback from Town Council regarding moving forward. Motion seconded
by Vice President Dave Brod. Motion passed unanimously.
3. Discuss and take appropriate action regarding the November 2014 Financials.
Director Rebecca Shuman made a motion to approve the November 2014 and December 2014
Financials as presented. Motion seconded by Director Eric Jensen. Motion passed
unanimously.
4. Discuss and take appropriate action regarding the December 2014 Financials.
Item handled in previous action.
5. Discuss and take appropriate action regarding the November 25, 2014 Minutes
from the Joint Session Meeting.
Vice President Dave Brod made a motion to accept the November 25, 2014 Minutes as
presented. Motion seconded by Secretary/Treasurer Jerry Rapp. Motion passed unanimously.
Mayor Nick Sanders addressed the EDC 4B Board and indicated that he prefers detailed
Minutes, while pointing out the challenges involved with providing a verbatim discussion. The
Board asked various questions regarding policy for Minutes and Audio.
6. Discuss and take appropriate action regarding the January 5, 2015 Minutes.
Director Rebecca Shuman pointed out an incorrect Director title in the Minutes in two locations.
The January 5, 2015 Minutes were corrected at the dais.
Director Rebecca Shuman made a motion to accept the January 5, 2015 Minutes as amended
at the dais. Motion seconded by Secretary/Treasurer Jerry Rapp. Motion passed unanimously.
7. Acting Town Manager Update:
- The Plaza
- The Village
- Village Centre
- The Commons
- Trophy Wood
- Wonderland Plaza
- Trophy Club Town Center
Acting Town Manager Stephen Seidel provided updates and answered questions related to the
topics above.
Adjourn
President Greg Wilson motioned to adjourn. Motion seconded by Secretary/Treasurer Jerry
Rapp. Motion passed unanimously. The Board adjourned at 8:08 p.m.
______________________________ __________________________
Gregory Wilson, President Gerald Rapp, Secretary/Treasurer
Economic Development Corporation 4B Page 17 of 31 Monday, May 4, 2015
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12015-0303-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:5/1/2015 Economic Development Corporation 4B (EDC 4B)
On agenda:Final action:5/4/2015
Title:Discuss and take appropriate action regarding the January 2015 Financials.
Attachments:January Financial Report FY 2015.pdf
Action ByDate Action ResultVer.
Discuss and take appropriate action regarding the January 2015 Financials.
Economic Development Corporation 4B Page 18 of 31 Monday, May 4, 2015
TOWN OF TROPHY CLUB
JANUARY 2015 FINANCIAL REPORT
ECONOMIC DEVELOPMENT COPORATION 4B
YEAR TO DATE JANUARY 33%
Revenue Original
Budget
Revised
Budget Year to Date Variance % Received
Sales Tax 327,272$ 327,272$ 110,598$ 216,674$ 34%
Interest Income 300 300 176 124 59%
Total Revenue 327,572$ 327,572$ 110,775$ 216,797$ 34%
Expenditures Original
Budget
Revised
Budget Year to Date Variance % Used
Auditing 1,000$ 1,000$ -$ 1,000$ 0%
Advertising 3,000 3,000 - 3,000 0%
Printing 500 500 - 500 0%
Schools & Training 2,120 2,120 270 1,850 13%
Dues & Membership 1,050 1,050 - 1,050 0%
Travel & Per Diem 1,533 1,533 30 1,503 2%
Office Supplies 400 400 15 385 4%
Miscellaneous Expense 7,100 7,100 1,411 5,689 20%
Capital EDC Projects 11,850 11,850 - 11,850 0%
Incentive Programs 140,773 140,773 - 140,773 0%
Total Expenditures 169,326$ 169,326$ 1,726$ 167,600$ 1%
Other Uses Original
Budget
Revised
Budget Year to Date Variance % Used
Transfer to General Fund 155,634$ 155,634$ -$ 155,634$ 0%
Total Other Uses 155,634$ 155,634$ -$ 155,634$ 0%
Fund Balance Original
Budget
Revised
Budget Year to Date
Beginning Fund Balance 167,530$ 167,530$ 167,530$
+Net Increase (Decrease)2,612 2,612 109,048
Ending Fund Balance 170,142$ 170,142$ 276,578$
Percent of Budget Year Transpired
From FY 2015 Budget
Economic Development Corporation 4B Page 19 of 31 Monday, May 4, 2015
TOWN OF TROPHY CLUB
JANUARY 2015 FINANCIAL REPORT
FY 2015 FY 2014
December 28,158$ 21,477$
January 23,503$ 22,227$
February 36,928$
March 21,043$
April 20,816$
May 29,865$
June 27,059$
July 25,664$
August 30,489$
September 28,277$
October 27,691$
November 31,248$ $-
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
$40,000
EDC 4B Sales Tax Comparative
FY 2015
FY 2014
Economic Development Corporation 4B Page 20 of 31 Monday, May 4, 2015
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12015-0304-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:5/1/2015 Economic Development Corporation 4B (EDC 4B)
On agenda:Final action:5/4/2015
Title:Discuss and take appropriate action regarding the February 2015 Financials.
Attachments:February Financial Report FY 2015.pdf
Action ByDate Action ResultVer.
Discuss and take appropriate action regarding the February 2015 Financials.
Economic Development Corporation 4B Page 21 of 31 Monday, May 4, 2015
TOWN OF TROPHY CLUB
FEBRUARY 2015 FINANCIAL REPORT
ECONOMIC DEVELOPMENT COPORATION 4B
YEAR TO DATE FEBRUARY 42%
Revenue Original
Budget
Revised
Budget Year to Date Variance % Received
Sales Tax 327,272$ 327,272$ 158,500$ 168,772$ 48%
Interest Income 300 300 209 91 70%
Total Revenue 327,572$ 327,572$ 158,708$ 168,864$ 48%
Expenditures Original
Budget
Revised
Budget Year to Date Variance % Used
Auditing 1,000$ 1,000$ -$ 1,000$ 0%
Advertising 3,000 3,000 2,280 720 76%
Printing 500 500 - 500 0%
Schools & Training 2,120 2,120 270 1,850 13%
Dues & Membership 1,050 1,050 - 1,050 0%
Travel & Per Diem 1,533 1,533 30 1,503 2%
Office Supplies 400 400 15 385 4%
Miscellaneous Expense 7,100 7,100 1,411 5,689 20%
Capital EDC Projects 11,850 11,850 - 11,850 0%
Incentive Programs 140,773 140,773 11,731 129,042 8%
Total Expenditures 169,326$ 169,326$ 15,737$ 153,589$ 9%
Other Uses Original
Budget
Revised
Budget Year to Date Variance % Used
Transfer to General Fund 155,634$ 155,634$ -$ 155,634$ 0%
Total Other Uses 155,634$ 155,634$ -$ 155,634$ 0%
Fund Balance Original
Budget
Revised
Budget Year to Date
Beginning Fund Balance 167,530$ 167,530$ 167,530$
+Net Increase (Decrease)2,612 2,612 142,971
Ending Fund Balance 170,142$ 170,142$ 310,501$
Percent of Budget Year Transpired
From FY 2015 Budget
Economic Development Corporation 4B Page 22 of 31 Monday, May 4, 2015
TOWN OF TROPHY CLUB
FEBRUARY 2015 FINANCIAL REPORT
FY 2015 FY 2014
December 28,158$ 21,477$
January 23,503$ 22,227$
February 47,901$ 36,928$
March 21,043$
April 20,816$
May 29,865$
June 27,059$
July 25,664$
August 30,489$
September 28,277$
October 27,691$
November 31,248$ $-
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
$40,000
$45,000
$50,000
EDC 4B Sales Tax Comparative
FY 2015
FY 2014
Economic Development Corporation 4B Page 23 of 31 Monday, May 4, 2015
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12015-0305-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:5/1/2015 Economic Development Corporation 4B (EDC 4B)
On agenda:Final action:5/4/2015
Title:Discuss and take appropriate action regarding the March 2015 Financials.
Attachments:March Financial Report FY 2015.pdf
Action ByDate Action ResultVer.
Discuss and take appropriate action regarding the March 2015 Financials.
Economic Development Corporation 4B Page 24 of 31 Monday, May 4, 2015
TOWN OF TROPHY CLUB
MARCH 2015 FINANCIAL REPORT
ECONOMIC DEVELOPMENT COPORATION 4B
YEAR TO DATE MARCH 50%
Revenue Original
Budget
Revised
Budget Year to Date Variance % Received
Sales Tax 327,272$ 327,272$ 181,084$ 146,188$ 55%
Interest Income 300 300 242 58 81%
Total Revenue 327,572$ 327,572$ 181,326$ 146,246$ 55%
Expenditures Original
Budget
Revised
Budget Year to Date Variance % Used
Auditing 1,000$ 1,000$ -$ 1,000$ 0%
Advertising 3,000 3,000 2,280 720 76%
Printing 500 500 - 500 0%
Schools & Training 2,120 2,120 270 1,850 13%
Dues & Membership 1,050 1,050 - 1,050 0%
Travel & Per Diem 1,533 1,533 30 1,503 2%
Office Supplies 400 400 15 385 4%
Miscellaneous Expense 7,100 7,100 1,411 5,689 20%
Capital EDC Projects 11,850 11,850 - 11,850 0%
Incentive Programs 140,773 140,773 23,462 117,311 17%
Total Expenditures 169,326$ 169,326$ 27,468$ 141,858$ 16%
Other Uses Original
Budget
Revised
Budget Year to Date Variance % Used
Transfer to General Fund 155,634$ 89,964$ 44,982$ 44,982$ 50%
Total Other Uses 155,634$ 89,964$ 44,982$ 44,982$ 50%
Fund Balance Original
Budget
Revised
Budget Year to Date
Beginning Fund Balance 167,530$ 167,530$ 339,715$
+Net Increase (Decrease)2,612 68,282 108,876
Ending Fund Balance 170,142$ 235,812$ 448,591$
Percent of Budget Year Transpired
From FY 2014 Audited
Financial Statements
Economic Development Corporation 4B Page 25 of 31 Monday, May 4, 2015
TOWN OF TROPHY CLUB
MARCH 2015 FINANCIAL REPORT
FY 2015 FY 2014
October 12,499.99$ 0
November 14,371.32$ 0
December 12,555.22$ 8,469.69
January 10,696.91$ 9,507.69
February 22,066.36$ 15,813.84
March 11,484.50$ 9,160.04
April 8,902.71
May 13,399.86
June 12,190.35
July 10,942.99
August 13,709.76
September 12,886.76 $-
$5,000.00
$10,000.00
$15,000.00
$20,000.00
$25,000.00
EDC 4B Sales Tax Comparative
FY 2015
FY 2014
Economic Development Corporation 4B Page 26 of 31 Monday, May 4, 2015
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12015-0306-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:5/1/2015 Economic Development Corporation 4B (EDC 4B)
On agenda:Final action:5/4/2015
Title:Receive an Alliance Development Forum (ADF) update regarding the April 17, 2015 event, and
discussion of the same.
Attachments:
Action ByDate Action ResultVer.
Receive an Alliance Development Forum (ADF) update regarding the April 17, 2015 event, and
discussion of the same.
Economic Development Corporation 4B Page 27 of 31 Monday, May 4, 2015
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12015-0310-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:5/1/2015 Economic Development Corporation 4B (EDC 4B)
On agenda:Final action:5/4/2015
Title:Discuss and take appropriate action regarding a Joint Meeting with the Town Council.
Attachments:
Action ByDate Action ResultVer.
Discuss and take appropriate action regarding a Joint Meeting with the Town Council.
Economic Development Corporation 4B Page 28 of 31 Monday, May 4, 2015
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12015-0309-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:5/1/2015 Economic Development Corporation 4B (EDC 4B)
On agenda:Final action:5/4/2015
Title:Town Manager Update:
- The Plaza
- The Village
- The Village Centre
- The Commons
- Trophy Wood
Attachments:
Action ByDate Action ResultVer.
Town Manager Update:
- The Plaza
- The Village
- The Village Centre
- The Commons
- Trophy Wood
Economic Development Corporation 4B Page 29 of 31 Monday, May 4, 2015
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12015-0308-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:5/1/2015 Economic Development Corporation 4B (EDC 4B)
On agenda:Final action:5/4/2015
Title:Pursuant to Texas Government Code, Annotated, Subchapter 551, EDC 4B will convene into closed
executive session as authorized by:
Section 551.087 Deliberation 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.
Attachments:
Action ByDate Action ResultVer.
Pursuant to Texas Government Code, Annotated, Subchapter 551, EDC 4B will convene into closed
executive session as authorized by:
Section 551.087 Deliberation 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.
Economic Development Corporation 4B Page 30 of 31 Monday, May 4, 2015
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12015-0287-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:4/17/2015 Town Council
On agenda:Final action:4/28/2015
Title:Consider and take appropriate action regarding the Executive Session.
Attachments:
Action ByDate Action ResultVer.
Consider and take appropriate action regarding the Executive Session.
Economic Development Corporation 4B Page 31 of 31 Monday, May 4, 2015