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Minutes TC 01/09/2018 TOWN OF TROPHY CLUB TOWN COUNCIL REGULAR SESSION MINUTES TUESDAY,JANUARY 9,2018,7:00 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,January 9, 2018.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 Tern,Place 3 Eric Jensen Council Member, Place 2 Tim Kurtz Council Member,Place 4 Greg Lamont Council Member,Place 5 Philip Shoffner Council Member,Place 6 TOWN COUNCIL MEMBERS ABSENT: Alicia L.Fleury Council Member, Place 1 STAFF PRESENT: Tom Class Town Manager Sherri Lewis Communications Manager David Dodd Town Attorney Terri Neal Senior Court Clerk Holly Fimbres Town Secretary/RMO Mike Pastor Information Technology Manager Patrick Arata Police Chief Jonathan Phillips Director of Administrative Services Wade Carroll Fire Chief Roseann Sears Police Officer Tony Jaramillo Director of Parks and Recreation Tommy Uzee Director of Community Development Amber Karkauskas Director of Finance Mayor Sanders announced the date of Tuesday,January 9,2018,called the Town Council to order and announced a quorum at 7:01 p.m. The Invocation was offered by Reverend Edlen Cowley with Fellowship United Methodist Church. The Pledges to the American Flag and Texas Flag were led by Council Member Kurtz. 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 and provide input regarding the following(T.Class): • May 5,2018 Election—The filing period would begin January 17th and end on February 16th for a place on the May 5th ballot for Council Member Place No. 3 and Council Member Place No. 4 on the Trophy Club Town Council. • Town Facilities—The Certificate of Occupancy was received on December 13th for the new Town Hall facility; maintenance of the former Town Hall and Police facilities would be continued; the City of Rockport would be picking up some of the donated items that Council had previously deemed as surplus; an inventory/assets software would be implemented for maintenance of Town facilities that could be used for preventative and planned maintenance management, capital planning and facility renewal assessment; Parks Staff have been performing routine maintenance during the off-session at the Community Pool/Splash Pad; Independence Park West bathrooms were scheduled to be completed by the end of January;and bids were being evaluated for the Indian Creek street project. 2. Receive Town Council Liaison update;discussion of same(H.Fimbres): *Parks and Recreation Board,November 20,2017 Council Liaison-Council Member Philip Shoffner Council Member Shoffner advised that there was no update to provide regarding the Parks and Recreation Board meeting that was held on November 20,2017. 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 December 12,2017(H.Fimbres). (Town Secretary Note:Approved as presented in the Town Council agenda packet) 4. 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). 5. Consider and take appropriate action regarding appointing the Animal Control Officer as the Town's Local Rabies Control Authority(P.Arata). 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. Consider and take appropriate action regarding a Proclamation of Gratitude for the service of Renae Gonzales;and providing an effective date(Mayor Sanders). Mayor Pro Tern Rowe read the proclamation into the record. Motion: Motion made by Mayor Pro Tem Rowe, seconded by Council Member Shoffner, to approve Proclamation No. 2018-01,recognizing Renae Gonzales for her service and providing an effective date of January 9,2018. Motion passed unanimously 6-0-0. Mayor Sanders presented Mrs.Gonzales with the proclamation. 7. Receive an update from Town Staff regarding Municipal Court operations(J.Phillips). Director of Administrative Services Phillips advised that the Town's Municipal Court jurisdiction included traffic and parking violations, Class C misdemeanors, Town Code of Ordinance violations, and school attendance violations. He discussed the Municipal Court revenue for fines/fees and he noted that within the Fiscal Year 2015 child safety fee budget line there was an increase of approximately$27,000, which was due from a transfer of bond receipts that were misclassified as a liability. The $25 child safety fee was designated to offset the cost of the school crossing guards. Town Council Minutes January 9,2018 Page 2 of 5 Senior Court Clerk Neal stated that fines were comprised of three elements that each defendant recognized: the fine that the judge sets,State costs and fees,and$3 for the Town's security fund and$4 for the Town's technology fund. She presented the division of revenues that are realized by the State and the Town for a variety of offenses, as well as information related to the 85th Legislative update. The Town can now perform expunctions and continues to implement the warrant program. Town fines are equal to or lower than surrounding areas and more warnings are given than citations. Additionally, she advised that funds from the Municipal Court go into the General Fund,Court Security Fund,and Court Technology Fund. Council Member Shoffner commented that he had requested the Municipal Court update in order to obtain information on the allocation of funds for the benefit of the residents. No action was taken on this item. 8. Discussion of and provide direction to Town Staff regarding options for technology enhancements in the Town Council Chambers(J.Phillips). Director of Administrative Services Phillips informed the Council that Staff was evaluating the procurement of seven iPads (5th Generation, 128GB) being installed at the dais or possibly purchasing take home iPads. He commented that another option would be to provide iPads at the tables for Staff in the Council Chambers. The iPads were not included in the Fiscal Year 2018 budget but could be taken out of the Town Manager's contingency fund. Other options could be touchscreen consoles or tilt mounted low profile monitors with video adapters. Mayor Pro Tern Rowe was in favor of using iPads to utilize the iOS supported applications. He recommended a 32GB model verses a 128GB model in order to save additional funds and he had no desire for a take home device. Council Member Shoffner agreed with Mayor Pro Tem Rowe and he was in favor of having iPads at the tables for Staff in the Council Chambers. Director of Administrative Services Phillips commented that the various boards and commissions may also want to use the iPads during their meetings. Council Member Kurtz agreed to move forward with the 32GB model. Mayor Sanders remarked that he did not wish to have a take home iPad. No action was taken on this item. 9. Discussion of and take appropriate action regarding potential amendments to the Town's Home Rule Charter for voter consideration at the May 5,2018 Election(Mayor Pro Tem Rowe and Mayor Sanders). Mayor Pro Tern Rowe commented that he wanted to allow for the ability to have a discussion if there was a desire to proceed with any amendments since the Town had exceeded the two year mark since the last Charter Amendment. Mayor Sanders mentioned that the section pertaining to any sitting Council Member who filed to become a candidate for another public office shall resign their current seat upon filing for the new office could be discussed at a later time. He advised that the City of Southlake had previously dealt with a similar situation. Mayor Pro Tem Rowe reiterated that Town Staff had the ability to provide any recommendations to Council if a need arose. No action was taken on this item. Town Council Minutes January 9,2018 Page 3 of 5 10. Discussion of items for Future Agendas to include agenda items for consideration on the January 27, 2018 Council Retreat agenda and on the February 13, 2018 Council agenda, as well as 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. Council Member Lamont requested to add an item to the January 27, 2018 Council Retreat agenda to discuss and take appropriate action regarding the purchase, implementation, and applying for possible grant funds for the installation of security cameras at the entranceways of Trophy Club and Police license plate readers requiring such things as registration,insurance and stolen vehicles. Council Member Kurtz supported the item to be added to the agenda. Discussion took place that the Town Manager's contract would be reviewed at the January 27, 2018 Council Retreat. Mayor Sanders commented that Staff could include any pending Town Hall items within the discussion of the Capital Improvement Projects at the Council Retreat. Council Member Shoffner mentioned that he would be interested in addressing future street repair projects with the Capital Improvement Projects discussion. EXECUTIVE SESSION 11. 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 551.074 Personnel Matters under Subsection (1) to discuss or deliberate the appointment, evaluation and duties of a public officer or employee: 1. Annual Review of Town Secretary Holly Fimbres(Town Council) 2. Quarterly Goals and Objectives for Council Appointed Employees(Town Council) 3. Animal Shelter Advisory Board(Council Member Jensen and Mayor Sanders) 4. Economic Development Corporation 4B(Council Member Jensen and Mayor Sanders) 5. Tax Increment Reinvestment Zone No.1(Council Member Jensen and Mayor Sanders) B) 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. Personnel Procedures and Authorities(Council Member Jensen and Mayor Sanders) CONVENED INTO EXECUTIVE SESSION-START TIME—8:03 P.M. RECONVENED INTO REGULAR SESSION-START TIME—9:46 P.M. Town Council Minutes January 9,2018 Page 4 of 5 RECONVENED INTO REGULAR SESSION 12. Consider and take appropriate action repealing Resolution 2017-20 and adopting a new Resolution, filling one (1) vacant position for the remainder of an unexpired term on the Animal Shelter Advisory Board; reaffirming existing appointments, Chairperson, and Council Liaison; and providing an effective date (Council Member Jensen and Mayor Sanders). Motion: Motion made by Council Member Jensen, seconded by Mayor Pro Tem Rowe, to repeal Resolution No. 2017-20 and approve Resolution No.2018-01,appointing Kristyn Dobson to Place 3 (Animal Shelter Operations),filling one (1) vacant position for the remainder of an unexpired term on the Animal Shelter Advisory Board; reaffirming existing appointments,Chairperson,and Council Liaison;and providing an effective date of January 9,2018. Motion passed unanimously 6-0-0. 13. Consider and take appropriate action repealing Resolution 2017-29 and adopting a new Resolution, filling one(1)vacant position for the remainder of an unexpired term on the Economic Development Corporation 4B;reaffirming existing appointments and Council Liaison;and providing an effective date(Council Member Jensen and Mayor Sanders). Motion: Motion made by Council Member Jensen, seconded by Mayor Pro Tern Rowe, to repeal Resolution No. 2017-29 and approve Resolution No. 2018-02, appointing Chris Whipple to Place 6, filling one (1) vacant position for the remainder of an unexpired term on the Economic Development Corporation 4B; reaffirming existing appointments and Council Liaison;and providing an effective date of January 9,2018. Motion passed unanimously 6-0-0. 14. Consider and take appropriate action repealing Resolution 2017-30 and adopting a new Resolution,filling one (1) vacant position for the remainder of an unexpired term and appointing a Chairperson on the Tax Increment Reinvestment Zone No. 1; reaffirming existing appointments; and providing an effective date (Council Member Jensen and Mayor Sanders). Motion: Motion made by Council Member Jensen, seconded by Mayor Pro Tern Rowe, to repeal Resolution No. 2017-30 and approve Resolution No. 2018-03, appointing Sean Bone to Place 2, filling one (1) vacant position for the remainder of an unexpired term and appointing Sean Bone to serve as the Chairperson on the Tax Increment Reinvestment Zone No. 1;reaffirming existing appointments;and providing an effective date of January 9,2018. Motion passed unanimously 6-0-0. Mayor Sanders temporarily adjourned the meeting at 9:50 p.m.and reconvened at 9:51 p.m. 15. Consider and take appropriate action regarding the Executive Session(H.Fimbres). Motion: Motion made by Mayor Pro Tern Rowe,seconded by Council Member Jensen,to make the changes to the contract of Town Secretary Holly Fimbres as discussed in Executive Session. Motion passed unanimously 6-0-0. ADJOURN Mayor Sanders adjourned the meeting at 9:52 p.m. __,7,__________ - + 0 �� / Holly Fimbre• Town Secretary, ' C.Nick Sanders, Mayor Town of Trophy Club,Texas `N � GC Town of Trophy Club,Texas \_ CO Town Council Minutes 9�h anuary 9,2018 Page 5 of 5 ,�,�RY 1, "