Minutes TC 12/12/2017 TOWN OF TROPHY CLUB
TOWN COUNCIL REGULAR SESSION MINUTES
TUESDAY, DECEMBER 12,2017,7:00 P.M.
LOCATION:1 TROPHY WOOD DRIVE,TROPHY CLUB,TEXAS
COUNCIL CHAMBERS
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Tuesday, December 12, 2017.
The meeting was held within the boundaries of the Town and was open to the public.
TOWN COUNCIL MEMBERS PRESENT:
C. Nick Sanders Mayor
Rhylan Rowe Mayor Pro Tem, Place 3
Alicia Fleury Council Member, Place 1
Eric Jensen Council Member, Place 2
Greg Lamont Council Member, Place 5
Philip Shoffner Council Member, Place 6
TOWN COUNCIL MEMBERS ABSENT:
Tim Kurtz Council Member, Place 4
STAFF PRESENT:
Tom Class Town Manager Amber Karkauskas Director of Finance
David Dodd Town Attorney Chris McCauley Police Officer
Holly Fimbres Town Secretary/RMO Thomas McLain Police Evidence Technician
Patrick Arata Police Chief Lisa Payne Town Planner
Paul Brandon Parks Superintendent Mike Pastor Information Technology Manager
Wade Carroll Fire Chief Jonathan Phillips Director of Administrative Services
Melinda Ciaglia Recreation Coordinator Tommy Uzee Director of Community Development
Kristyn Dobson Animal Control Officer John Zagurski Budget Manager
Francisco Garcia Building Maintenance Technician Steve Zieverink Information Technology Specialist
Tony Jaramillo Director of Parks and Recreation
Mayor Sanders announced the date of Tuesday, December 12, 2017, called the Town Council to order and
announced a quorum at 7:00 p.m.
The Invocation was offered by Dr.Jimmy McLeod who led the first invocation at the first Town Council meeting on
April 22, 1985.
The Pledges to the American Flag and Texas Flag were led by Girl Scout Brownie Troop 7844.
Mayor Sanders announced that the new gavel for the Council Chambers was provided by Council Member
Shoffner. The gavel was handcrafted by a Virginia artist using wood from trees planted circa 1771-1850 at Mount
Vernon,the home of George and Martha Washington.
(Town Secretary Note: The agenda items were presented in the following order: Citizen Presentations;
Announcements and Reports; Consent Agenda;Agenda Items No. 6 and 7; Executive Session;Agenda Items No. 8
through 14;Executive Session;and Agenda Items No. 16 through 18)
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.
Bill Rose, 219 Inverness Drive, spoke on Agenda Item No. 10 regarding conducting a traffic study for a few
intersections in Town. He supported the traffic study being conducted but he was not a proponent of installing
traffic signals. He preferred the installation of roundabouts at the congested areas. Additionally, he provided
statistics according to the Federal Highway Administration that determined roundabouts helped reduce the types
of crashes where people were seriously hurt or killed by 78 to 82 percent when compared to conventional stop-
controlled and signalized intersections.
ANNOUNCEMENTS AND REPORTS
1. Receive Town Manager Class'update and provide input regarding the following(T.Class):
• Introduction of Newly Hired Employees — Animal Control Officer Kristyn Dobson; Police Evidence
Technician Thomas McLain; Recreation Coordinator Melinda Ciaglia; Building Maintenance Technician
Francisco Garcia;and Administrative Specialist Anita Otterson.
• Finance Department Awards — Received the Certificate of Achievement for Excellence in Financial
Reporting for the Town's Comprehensive Annual Financial Report and the Award for Outstanding
Achievement in Popular Annual Financial Reporting.
• Town Holiday Events — Annual Christmas in the Park event was held on December 2nd and the
Gingerbread House Decorating event would be held on December 15th at 6:30 p.m.at the Fire Station.
Mayor Sanders announced that the Council had a new software application that was designed by Council Member
Shoffner that notified him of each Council Member that wished to speak while keeping the speakers in sequential
order.
2. Receive Town Council Liaison update;discussion of same(H. Fimbres):
*Economic Development Corporation 4B,December 4,2017
Council Liaison-Council Member Philip Shoffner for Mayor Pro Tern Rhylan Rowe
Council Member Shoffner stated that the majority of the Economic Development Corporation 4B meeting was held
in Executive Session. He advised that the Corporation had directed Town Staff to work with OTD, as well as
Council, to move forward and outline the terms of a development agreement with OTD for the Trophy Wood
Phase III development as outlined and discussed during Executive Session.
CONSENT AGENDA
All matters listed as Consent Agenda are considered to be routine by the Town Council and will be enacted by one
motion. There will not be a separate discussion of these items. If discussion is desired, that item will be removed
from the consent agenda and will be considered separately.
3. Consider and take appropriate action regarding the Town Council Regular Session Minutes dated November
14,2017(H. Fimbres). (Town Secretary Note:Approved as presented in the Town Council agenda packet)
4. Consider and take appropriate action regarding the financial and variance report dated September 2017 (A.
Karkauskas).
5. Consider and take appropriate action regarding an Ordinance amending the Fiscal Year 2017-2018 Budget of
the Town of Trophy Club, Texas (Budget Amendment No. 1); providing for an amendment to appropriate
funds related to changes in services and supplies, personnel and capital for various departments; and
providing an effective date(A. Karkauskas).
Town Council Minutes December 12,2017 Page 2 of 8
Motion:
Motion made by Mayor Pro Tern Rowe, seconded by Council Member Jensen to approve the Consent Agenda
Items 3 through 5.
Motion passed unanimously 6-0-0.
REGULAR SESSION
6. Receive an update from the Greater Northwest Soccer Association regarding their Fall Season(T.Jaramillo).
Matt Tibbitts, President of the Greater Northwest Soccer Association (GNWSA) Board of Directors, briefly went
over their profit loss; registration income; expenses; insurance; concessions; donations; equipment rental; field
rental; referee expenses; scholarships; 4th of July event; and uniforms. He advised that they had 833 youth
registered for the Spring 2017 season (68 percent lived within the Trophy Club and Roanoke city limits)and 921 for
the Fall 2017 season (71 percent lived within the Trophy Club and Roanoke city limits).
Council Member Lamont recommended that the Town of Trophy Club,the City of Roanoke,and GNWSA enter into
an agreement to avoid duplication of field use.
No action was taken on this item.
7. Receive an update from Trophy Club Roanoke Youth Baseball Association regarding their Fall Season (T.
Jaramillo).
John Watson, President of the Trophy Club Roanoke (TCR) Youth Baseball Association, provided the following
registration statistics: 682 recreation players and 125 select players for the Spring 2017 season (472 players lived
within the Trophy Club and Roanoke city limits); and 472 recreation players and approximately 470 select players
for the Fall 2017 season (329 players lived within the Trophy Club and Roanoke city limits). Additionally, he
remarked that their association and the Town partnered to install new scoreboards at Independence Park West.
Brandon Hennig, Vice President of the TCR Youth Baseball Association, commented that the concerns at
Independence Park West during the Fall 2017 season were in the process of being addressed by improving the
bathrooms and adding a shade structure at Field No.4.
Council Member Shoffner commented that per their agreement an officer was required to attend a Council
meeting and provide an update within 30 days after their Fall and Spring seasons. He pointed out that within the
GNWSA agreement they were required to produce a community update following the end of each season, and the
Town would utilize its various media outlets to reach Town residents with the information. He encouraged
representatives with TCR Youth Baseball Association and GNWSA to supply their information to Town Staff in order
to promote their associations.
Council Member Lamont recommended that the Town of Trophy Club, the City of Roanoke, and TCR Youth
Baseball Association enter into an agreement to avoid duplication of field use.
No action was taken on this item.
(Town Secretary Note:Council entered into Executive Session)
8. Consider and take appropriate action regarding the approval of the Town's Official Zoning Map per Section
14.02.003, Official Zoning Map, of Article 14.02, Zoning Ordinance, of Chapter 14, Zoning, of the Town of
Trophy Club Code of Ordinances(L.Payne).
Town Planner Payne stated that the Official Town Zoning Map was subject to approval due to direction from
Council to restore the "Loop Road" on the map. The "Loop Road" had disappeared and reappeared several times
on the Zoning Map in the last 20 years due to rerouting the anticipated road and the development of residential
subdivisions. While researching the history of the Town's zoning cases, Staff discovered a few parcels that were
never included in zoning documentation, specifically Harmony Park, a portion of the property next to the Town
Town Council Minutes December 12,2017 Page 3 of 8
Homes, and the southwest corner of Town (north of State Highway 114). Staff would be presenting to Council
proposed zoning for those properties that were never designated at an upcoming Council meeting.
Council Member Shoffner acknowledged that the gas well sites had specific use permits and inquired about
identifying the sites zoning of R-12 and R-15. He noted that the previous Town Planner had commented at the
November 25,2014 Council meeting that the gas well sites were zoned residential and the ordinance provided that
the sites must be restored back to their pre-drilling condition. Additionally, he mentioned that the gas well sites
were not included as part of PD 27 per the metes and bounds section.
Discussion took place that the two parcels by Churchill Downs and the one parcel by Harmony Park were
grandfathered and would have to adhere to proper zoning if there were a change to the use of the property.
Council Member Shoffner suggested that Staff review the possibility of changing the zoning of Medlin Middle
School and Independence Park West, which were currently zoned as R-12. Town Planner Payne responded that
changing the zoning to match the use was not necessary but could be done if Council desired that.
Mayor Sanders recommended leaving the gas well sites as shown as having no zoning due to the Town's overlay
district zoning of R-12.
Council Member Shoffner commented that the specific use permits were specific to the gas well sites and did not
technically change the R-12 zoning for possible future development.
Motion:
Motion made by Mayor Pro Tem Rowe, seconded by Council Member Shoffner, to approve the Town's Official
Zoning Map as presented.
Motion passed unanimously 6-0-0.
9. Town Council Future Agenda Item No.4
Discussion of and take appropriate action regarding Section 14.02.352, Landscaping Regulations,within the
Town of Trophy Club Code of Ordinances to consider artificial turf as an allowable option in Town (Council
Member Shoffner and Council Member Lamont).
Director of Community Development Uzee presented the item and stated that Section 14.02.352(d)(5) of the
Trophy Club Code of Ordinances required ground cover to be live material. He noted that Sec. 14.02.352(i),
Applicability-Relief from landscaping requirements, allowed a property owner or contractor to seek relief of any
landscaping requirement where the individual characteristics of or circumstances associated with a particular
location limited the applicant's ability to comply with the landscaping requirements of the ordinance, such as the
presence of existing facilities and unusual topography. An application must be reviewed by the Planning and
Zoning Commission and sent with a recommendation to Town Council. The existing process allows the
Commission and Town Council the ability to consider each application independently and supply relief if there is
adequate justification.
Council Member Shoffner commented that a fellow resident installed a pool and desired to install artificial turf in
their backyard. He supported artificial turf being allowed in backyards and was in favor of the Council discussing
the possibility of allowing it within front yards or side yards. He stated that in 2013 the Governor of California
mandated the allowance of artificial turf due to a severe drought with the ability for municipalities to regulate the
type of turf. Additionally, he was in favor of directing Staff to come back with a proposed ordinance that
established guidelines to prevent issues such as water runoff.
Mayor Pro Tern Rowe supported artificial turf in backyards,front yards,and side yards.
Mayor Sanders was concerned with drainage issues that would affect adjacent neighbors and recommended that
Council provide input on the specifications that they desired to be established within a proposed ordinance.
Town Council Minutes December 12,2017 Page 4 of 8
Director of Community Development Uzee commented that drainage could be a major issue because the majority
of yards have unnoticeable swales or berms in their yards to help direct water flow and typically artificial turf
would be installed on a flat yard;therefore he recommended that a grading plan be required.
No action was taken on this item.
10. Discussion of and take appropriate action regarding conducting a traffic study for the following three
intersections in Town: Bobcat Boulevard and Trophy Club Drive, Parkview Drive and Bobcat Boulevard,and
Durango Drive and Trophy Club Drive(Mayor Sanders and Council Member Jensen).
Mayor Sanders advised that the focal point for this item was whether or not to proceed with a traffic study at
certain intersections within the Town to be able to understand possible solutions for any problematic areas. The
estimated cost for the traffic studies would be$28,500 and would come from the Engineering budget.
Main Motion:
Main Motion made by Council Member Jensen,seconded by Mayor Pro Tern Rowe,to approve conducting a traffic
study for the following Town intersections: Bobcat Boulevard and Trophy Club Drive; Parkview Drive and Bobcat
Boulevard;and Durango Drive and Trophy Club Drive;as well as Trophy Club Drive and Indian Creek Drive.
Council Member Shoffner supported the first three intersections but he was inclined to delay conducting a traffic
study for the Trophy Club Drive and Indian Creek Drive intersection until the PD 30 development was underway.
Motion to Amend:
Motion to Amend made by Council Member Shoffner, seconded by Council Member Lamont, to remove the
Trophy Club Drive and Indian Creek Drive intersection from the Main Motion.
Mayor Pro Tem Rowe was in favor of including the Trophy Club Drive and Indian Creek Drive intersection because
it would offer comparison data for an intersection that already had a traffic control measure in place, as well as
provide relative information regarding the percentage of traffic realized at the intersection.
Conversation ensued that the Trophy Wood Drive and Indian Creek Drive intersection currently appeared to have
more traffic than the Trophy Club Drive and Indian Creek Drive intersection; however both intersections currently
have stop signs installed.
The vote for the Motion to Amend was taken, to remove the Trophy Club Drive and Indian Creek Drive
intersection from the Main Motion.
Motion to Amend carried 4-2-0 with Mayor Sanders and Council Members Fleury, Lamont, and Shoffner voting
for,and with Mayor Pro Tem Rowe and Council Member Jensen voting against.
The vote for the Main Motion as Amended was taken, to approve conducting a traffic study for the following
Town intersections: Bobcat Boulevard and Trophy Club Drive; Parkview Drive and Bobcat Boulevard; and Durango
Drive and Trophy Club Drive.
Main Motion as Amended passed unanimously 6-0-0.
11. Consider and take appropriate action regarding selling or donating items from the old Town Hall and Police
Department to the City of Rockport and to the City of Pelican Bay, or other municipalities that need
assistance due to Hurricane Harvey(Mayor Sanders).
Mayor Sanders provided a brief update that the City of Rockport completely lost their Town Hall due to Hurricane
Harvey and he wanted the ability to identify if the Town would be able to donate items from the old Town Hall
facility. He noted that Police Chief Arata was approached by the City of Pelican Bay to see if the Town had any
items to donate because they were also negatively impacted by Hurricane Harvey.
Town Council Minutes December 12,2017 Page 5 of 8
Town Manager Class stated that Staff completed a furniture inventory from the old Town Hall and Police
Department, which had been provided to the City Manager of the City of Rockport for review of any items they
needed.
Town Attorney Dodd advised that the property would need to be deemed as surplus in order to donate them
either to the City of Rockport or to the City of Pelican Bay.
Motion:
Motion made by Council Member Fleury, seconded by Mayor Sanders, to list the inventory of furniture items
currently located in the former Town Hall and Police Department as surplus as presented at the dais.
Mayor Pro Tem Rowe inquired if deeming the items as surplus in order to donate the items would preclude the
Town from holding onto any of the items. Town Attorney Dodd confirmed that deeming the items as surplus
would not prohibit the Town from keeping any of the items.
The vote was taken.
Motion passed unanimously 6-0-0.
12. Consider and take appropriate action regarding an Ordinance amending Division 2, Meetings and Rules of
Procedure,of Article 1.03,Town Council,of Chapter 1,General Provisions,of the Town of Trophy Club Code
of Ordinances;and providing an effective date(H. Fimbres).
Mayor Sanders advised that there were only two minor proposed changes with the first being within Section
1.03.033,Types of meetings, Subsection (a),that changed the location for regular session Council meetings to the
new Town Hall facility. The other change was the removal of the Staff notation at the end of each agenda item
because Staff was now placing their first initial and last name for their items to be presented to Council.
Motion:
Motion made by Mayor Pro Tem Rowe, seconded by Council Member Jensen, to approve Ordinance No. 2017-30,
amending Division 2, Meetings and Rules of Procedure, of Article 1.03, Town Council, of Chapter 1, General
Provisions, of the Town of Trophy Club Code of Ordinances;and providing an effective date of December 12,2017.
Motion passed unanimously 6-0-0.
13. Receive an update from Town Staff and provide appropriate direction regarding the May 2018 General and
Special Election(H. Fimbres).
Mayor Sanders advised that Staff was seeking guidance in preparing the Election Order regarding the length of
term for the Trophy Club Crime Control and Prevention District to be either continued for five (5), 10, 15, or 20
years.
Mayor Sanders received consensus from the Council to prepare the Election Order to reflect that the Trophy
Club Crime Control and Prevention District be continued for five(5)years.
14. Discussion of items for Future Agendas to include agenda items for consideration on the January 9, 2018
Council agenda and items from the Town Council Future Agenda Items list(H. Fimbres).
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 that the Green Ribbon grant update, Item No. 2 from the Town Council Future Agenda
Items list, be removed from the January 9, 2018 Council agenda because there was no new update to provide.
Town Council Minutes December 12,2017 Page 6 of 8
Additionally, he requested to remove Item No. 4 from the Town Council Future Agenda Items list: Discussion of
and take appropriate action regarding Ordinance 14.02.352 Landscaping regulations to consider Artificial Turf as an
allowable option in Town. (Shoffner and Lamont 9/15/2017) (1-December 12,2017)
Council Member Jensen requested that two items be added to the January 9, 2018 Council agenda in order to
consider an appointment to the Economic Development Corporation 4B and an appointment to the Tax Increment
Reinvestment Zone No. 1 due to the recent resignation of David Brod.
Mayor Pro Tem Rowe requested that an item be added to the January 9, 2018 Council agenda to discuss and take
appropriate action for potential Charter amendments.
EXECUTIVE SESSION
15. 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,
specifically:
1. Pending Litigation(D. Dodd)
2. Open Government Law(D.Dodd)
B) Section 551.074 Personnel Matters under Subsection (1) to discuss or deliberate the appointment,
evaluation and duties of a public officer or employee:
1. Crime Control and Prevention District(H.Fimbres)
2. Planning and Zoning Commission(H. Fimbres)
3. Possible Consultant for Economic Development(T.Class)
CONVENED INTO EXECUTIVE SESSION-START TIME—7:38 P.M.
RECONVENED INTO REGULAR SESSION-START TIME—8:55 P.M.
RECONVENED INTO EXECUTIVE SESSION-START TIME—9:42 P.M.
RECONVENED INTO REGULAR SESSION-START TIME—10:09 P.M.
RECONVENED INTO REGULAR SESSION
16. Consider and take appropriate action repealing Resolution 2017-15 and adopting a new Resolution, filling
one(1)vacant position for the remainder of an unexpired term on the Crime Control and Prevention District
Board;reaffirming existing appointments;and providing an effective date(H.Fimbres).
Motion:
Motion made by Council Member Fleury, seconded by Council Member Jensen, to repeal Resolution No. 2017-15
and approve Resolution No. 2017-39, appointing Karl Monger to Place 1, filling one (1) vacant position for the
remainder of an unexpired term on the Crime Control and Prevention District; reaffirming existing appointments;
and providing an effective date of December 12,2017.
Motion passed unanimously 6-0-0.
Town Council Minutes December 12, 2017 Page 7 of 8
17. Consider and take appropriate action repealing Resolution 2017-32 and adopting a new Resolution, filling
one (1) vacant position for the remainder of an unexpired term on the Planning and Zoning Commission;
reaffirming existing appointments and Chairperson;and providing an effective date(H. Fimbres).
Motion:
Motion made by Council Member Jensen, seconded by Council Member Fleury, to repeal Resolution No. 2017-32
and approve Resolution No. 2017-40, appointing Michael Biggs to Place 7, filling one (1) vacant position for the
remainder of an unexpired term on the Planning and Zoning Commission; reaffirming existing appointments and
Chairperson;and providing an effective date of December 12, 2017.
Motion passed unanimously 6-0-0.
18. Consider and take appropriate action regarding the Executive Session(H. Fimbres).
Motion:
Motion made by Mayor Pro Tem Rowe, seconded by Council Member Shoffner, to approve a Professional Services
Agreement with Pettit and Associates in an amount not to exceed $8,500 in order to update the Town's forecasting
and reporting for the Tax Increment Reinvestment Zone No. 1.
Motion passed unanimously 6-0-0.
ADJOURN
Mayor Sanders adjourned the meeting at 10:12 p.m.
Holly Fimbres Town Secretary C. Nick Sanders, Mayor
Town of Tro y Club,Texas <. '`yam Town of Trophy Club,Texas
Almorip-
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Town Council Minutes December 12,2017 Page 8 of 8