Minutes TC 05/22/2018 TOWN OF TROPHY CLUB
TOWN COUNCIL REGULAR SESSION MINUTES
TUESDAY,MAY 22,2018,7:00 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, May 22, 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
Alicia L.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 Jill Lind Communications&Marketing Manager
David Dodd Town Attorney Mike Pastor Information Technology Manager
Holly Fimbres Town Secretary/RMO Jonathan Phillips Director of Administrative Services
Patrick Arata Police Chief Tommy Uzee Director of Community Development
Wade Carroll Fire Chief Steve Woodard Police Captain
Tony Jaramillo Director of Parks and Recreation John Zagurski Budget Manager
Amber Karkauskas Director of Finance Steve Zieverink Information Technology Specialist
Mayor Sanders announced the date of Tuesday, May 22, 2018, called the Town Council to order and announced a
quorum at 6:30 p.m.
EXECUTIVE SESSION
1. 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:
Breach of Contract Issues,Procedures,and Claims(D.Dodd)
B) Section 551.072 Deliberation regarding Real Property to discuss or deliberate the purchase,exchange,
lease,or value of real property if deliberation in an open meeting would have a detrimental effect on
the position of the governmental body in negotiations with a third person:
North of State Highway 114, east of Trophy Club Drive and west of Town limits (Council Member
Shoffner and Council Member Kurtz)
C) Section 551.074 Personnel Matters under Subsection (1) to discuss or deliberate the appointment,
evaluation and duties of a public officer or employee:
Mayor Pro Tem
CONVENED INTO EXECUTIVE SESSION-START TIME—6:32 P.M.
RECONVENED INTO REGULAR SESSION-START TIME—7:19 P.M.
RECONVENED INTO REGULAR SESSION
The Invocation was offered by Fire Chief Carroll.
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
2. Receive Town Manager Class'update and provide input regarding the following(T.Class):
• Community Pool Opening—Scheduled to open on Saturday, May 26th. Additionally, he invited residents
to join the Metroport Veterans Association on May 26th at 10:00 a.m. to assist with flag planting along
Trophy Club Drive and throughout Medlin Cemetery in honor of Memorial Day. A ceremony would be
held at Medlin Cemetery on May 28th at 10:00 a.m., courtesy of the Metroport Veterans Association.
Also,Town Hall offices would be closed on May 28th in observance of Memorial Day.
• Volunteer Appreciation Reception —Scheduled for June 21st and evites had been sent out to Council,
volunteers,and Staff.
3. Receive Town Council Liaison update;discussion of same(H.Fimbres):
*Parks and Recreation Board,May 21,2018
Council Liaison-Council Member Philip Shoffner
Council Member Shoffner advised that the majority of the Parks and Recreation Board meeting was on Park
updates. The Board discussed seeking volunteers to conduct a tree audit throughout the Town that would be an
inventory of all trees on Town owned properties, including parks and medians. Also they discussed seeking
volunteers to assist with maintenance of the flower beds in the beautification area within Trophy Club Park,which
was currently not being maintained.
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.
4. Consider and take appropriate action regarding the Town Council Regular Session Minutes dated April 24,
2018(H.Fimbres). (Town Secretary Note:Approved as presented in the Town Council agenda packet)
5. Consider and take appropriate action regarding the Town Council Special Session Minutes dated May 16,
2018(H.Fimbres). (Town Secretary Note:Approved as presented in the Town Council agenda packet)
Motion:
Motion made by Mayor Pro Tern Rowe, seconded by Council Member Fleury, to approve the Consent Agenda
Items 4 and 5.
Motion passed unanimously 6-0-0.
Town Council Minutes May 22,2018 Page 2 of 8
REGULAR SESSION
6. Administration of Oath of Office and presentation of Certificate of Election to Rhylan Rowe, Council
Member Place 3(H.Fimbres).
Judge Mark D. Chambers administered the Statement of Appointed Officer and Oath of Office to Rhylan Rowe,
elected Council Member Place 3.
Mayor Sanders presented Mayor Pro Tern Rowe with a Certificate of Election.
RECESSED AT 7:29 P.M. FOR A BREAK
RECONVENED AT 7:43 P.M.INTO REGULAR SESSION
(Town Secretary Note:Council Member Lamont left the meeting due to a prior commitment)
7. Remarks to and from Rhylan Rowe,Council Member Place 3(H.Fimbres).
Mayor Pro Tem Rowe expressed his gratitude to have the opportunity to serve another three years.
Council Member Jensen commented that it spoke volumes of the respect that residents had for Mayor Pro Tern
Rowe since he ran unopposed for three elections, in May 2014 for an unexpired term, in May 2015, and in May
2018.
Council Member Fleury congratulated Mayor Pro Tern Rowe and she looked forwarding to working with him for at
least a couple more years. She thanked him for his guidance and assistance through her first year serving on the
Council.
Mayor Sanders recognized Mayor Pro Tern Rowe for his involvement and guidance with PD-30 related items that
assisted in crafting something that would be successful for the residents.
8. Receive an update from Town Staff and take appropriate action regarding Town maintained property with
acquisition potential for adjacent property owners(Council Member Shoffner and Council Member Jensen).
Town Manager Class advised that at the April 24th Council meeting,Staff was provided direction to seek to acquire
The Woods property adjacent to Trophy Club Drive;excluding the brick wall,which was currently being maintained
by Park Staff in exchange for the continued maintenance. Likewise,Staff was provided direction to seek to acquire
property along Indian Creek Drive (from the edge of 2 Lake Forest Drive to the Hogan's Glen property); excluding
the fence, which was currently being maintained by Park Staff in exchange for the continued maintenance.
Additionally, Staff was directed to convey to the property owners that should they approve the acquisition of the
property in exchange for continued maintenance, the Town would pay all legal, surveying, and platting fees
associated with the transaction. During the May 8, 2018 Council meeting, Council Member Shoffner requested
additional specificity with regard to the impacted properties located along Indian Creek Drive. Based upon a
review of aerial photographs, Staff sought to acquire the property along Indian Creek Drive, more specifically
described as adjacent to:
1. 2 Troon Drive;
2. 11 Muirifield Court;
3. 13 Muirifield Court;
4. 14 Muirifield Court;
5. 1 Cypress Court;
6. 2 Cypress Court;
7. 4 Cypress Court;
8. 11 Colonial Court;
9. 12 Colonial Court;and
10. 14 Colonial Court.
Town Council Minutes May 22,2018 Page 3 of 8
Staff would also seek to acquire The Woods property along Trophy Club Drive, more specifically described as
adjacent to:
1. 1 Michelle Court;
2. 7 Michelle Court;
3. 9 Jennifer Court;
4. 10 Jennifer Court;and
5. 11 Jennifer Court.
Letters would be mailed to the above listed property owners and a meeting would be set to discuss the potential
acquisition of the property that would exclude the fence/wall areas or the possibility that the maintenance
responsibility be returned to the property owners. In the case of The Woods property, Staff would also be seeking
to transfer water and electricity back to the residents should they not desire the Town to acquire the property in
exchange for the Town to continue maintenance.
Council Member Jensen inquired if there had been any discussions with the property owners up to this point.
Town Manager Class responded that a discussion took place between the Director of Parks and Recreation and one
of the property owners in The Woods advising that letters would be sent,but no terms were discussed.
Council Member Jensen asked if the Town was currently maintaining the properties. Town Manager Class
responded that the properties were currently being maintained by the Town.
Mayor Pro Tern Rowe desired for ownership and maintenance to line up. He was not opposed to continuing
maintenance of the areas mentioned because they were not large pieces of property. If maintenance was to
continue, he hoped that a solution would be achieved to bring the property under the Town's control.
Council Member Shoffner advised that he requested this item to be presented because the Main Motion as
Amended,specific to Indian Creek Drive, made at the April 24th Council meeting should have included the portion
from Lake Forest Drive to Troon Drive.
Motion:
Motion made by Council Member Shoffner, seconded by Council Member Jensen, that the Town work to acquire
the property along Indian Creek Drive that the Town currently maintained in order for the Town to own the
property; to acknowledge to the property owners when the offer was made that the Town would maintain the
land if they were willing to authorize the Town to acquire the land excluding the fence; and pending permission
from all the homeowners to release their property along Indian Creek Drive,then the Town would be responsible
for all legal fees, surveying, and platting fees to acquire the land allowing for the Town to be responsible for
maintaining the property.
Council Member Shoffner noted that he did not include The Woods property because action had already been
taken and approved. His motion was a blanket to cover the properties along Indian Creek Drive that the Town
currently maintained.
The vote was taken.
Motion passed unanimously 5-0-0.
Town Council Minutes May 22,2018 Page 4 of 8
9. Discussion of items for Future Agendas to include agenda items for consideration on the June 12, 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.
A) Item No.1-Review negotiating with the Trophy Club Municipal Utility District No. 1 to transfer the title for
the land that the Annex Building is built on and the maintenance building by the Wastewater Treatment
Plant. (Lamont 11/10/2015) (1-February 9, 2016) (2-May 10, 2016) (3-August 9, 2016) (4-November 8,
2016)(5-February 14,2017)(6-May 23,2017)(7-May 22,2018)
Mayor Sanders commented that the new Trophy Club Municipal Utility District(TCMUD) No. 1 Board of Directors
had not discussed these two properties.
Council Member Shoffner commented that these items could be discussed at the Joint Session that would be held
in July 2018 between the Town Council and the TCMUD No. 1 Board of Directors. He was in favor of Town
Manager Class reaching out to the TCMUD No. 1 General Manager to notify him of the Council's intention to have
these items discussed at the Joint Session to allow the TCMUD No. 1 Board of Directors to potentially discuss the
items beforehand.
B) Item No. 3 - Receive an update from Town Staff regarding Entryway Monumentation and Landscaping for
the Town of Trophy Club. (Sanders 2/27/2018) (1-May 22,2018)
Town Planner Payne provided an update regarding Entryway Monumentation, Wayfinding, and Parks signage.
Staff researched options and locations based on direction given at the Council Subcommittee meeting that was
held on March 7,2018.
The signage types that Staff researched included the following:
• Type 1—Entryway Monument signs(Entryway Monument locations and potential locations);
• Type 2—Wayfinding signs(Points of Interest);and
• Type 3—Parks signs(Park monument locations,trailhead signs,and pedestrian signs).
She displayed an aerial view of existing and potential locations of Entryway Monument signs:
1. Trophy Wood Drive marquee;
2. Trophy Club Drive marquee;
3. Trophy Club Drive logo;
4. Trophy Lake Drive marquee;
5. Roundabout;
6. Potential on Marshall Creek Road;and
7. Potential on Bobcat Boulevard.
Town Planner Payne presented Points of Interest identified by potential Wayfinding signs:
1. Town Hall/Police Station;
2. Harmony Park;
3. Fire Station;
4. TCMUD No. 1;
5. Country Club(golf course&clubhouse);
6. Medlin Cemetery;
7. Country Club(Tennis/Pool);
8. Lakeview Park;
9. Military Veterans Memorial;
10. Independence Park West;
11. Community Pool;
Town Council Minutes May 22,2018 Page 5 of 8
12. Independence Park East;
13. Freedom Dog Park;and
14. Trophy Club Park.
She noted that an existing wayfinding sign was located at the intersection of Trophy Club Drive and Trophy Park
Drive. Additionally,she exhibited an illustration of existing and potential Parks monument signs:
1. Harmony Park;
2. Independence Park West;
3.Community Pool;
4. Independence Park East;
5.Trophy Club Park(Corps property outside Town limits);
6.Potential at Freedom Dog Park;and
7. Potential at Lakeview Park.
Mayor Sanders noted that the Lakeview soccer fields had not yet been named.
Town Planner Payne presented a map that denoted trailhead and pedestrian signs. Lastly, she went over the next
steps that included the following:
• Finalize potential sign types and locations;
• Identify local universities to develop a thematic signage design;
• Determine right-of-way,easements,and other logistical needs;
• Identify fabrication and installation contractor;and
• Coordinate installation of signs.
Mayor Pro Tern Rowe was in favor of having the Wayfinding and Entryway Monumentation portion set aside in
order to focus on the Parks piece. The majority of the Parks signage had a solution established and just needed
some repair. He desired to concentrate of Parks monument and trailhead signage. The current monument sign at
Independence Park East was six to seven years old and did not require anything further. His recommendation was
to have the major Parks to have monumentation signage brought up to that standard. Likewise,there was already
a theme set for the trailhead at Trophy Club Park and Skyline with the rock signage; therefore he suggested that
for any new trailheads added within Town limits that the Town replicate the theme established.
Motion:
Motion made by Mayor Pro Tem Rowe, seconded by Council Member Shoffner, to direct the Town Manager to
work with Staff to bring back a plan for repairing and updating Parks monument signs and a plan for standardizing
trailhead signs.
Mayor Pro Tem Rowe commented that this could be phased into the budget over a couple of years.
Mayor Sanders commented that Harmony Park and Independence Park West signs were potentially repairable and
should be updated. His concern was the monument signs at Independence Park did not indicate the commonly
used East and West reference.
Council Member Fleury recommended reviewing the cost associated with having the wood portion of the Parks
monument signs that had stone columns replaced with stucco or stone since wood easily showed sun damage over
a short period of time and deteriorated. She commented that stucco or stone would provide an up-to-date
appearance and that it may be appropriate to add the East and West reference to Independence Park signage.
Council Member Shoffner believed that it may be more suitable to remove the Parks monument signs, including
the wooden portion and stone columns, and replacing them with an updated sign similar to the Independence
Park East monument sign. Having the signs backlit was not necessary since Town Parks closed at specific times
dependent on the season. He agreed that East and West should be referenced on the signage with the inclusion of
notations for Fields 1 through 4 and Fields 5 through 8.
Mayor Sanders agreed with replicating the Independence Park East monument sign at the other Parks but he
would like to know the cost associated with rebuilding the signs versus repairing the signs.
Town Council Minutes May 22,2018 Page 6 of 8
Mayor Pro Tem Rowe recommended reviewing multiple options for installing signage for Fields 1 through 4 and
Fields 5 through 8,such as placing the information on a metal pole sign.
Council Member Shoffner offered the suggestion that the reference to field numbers could potentially be placed
on the stone columns.
The vote was taken.
Motion passed unanimously 5-0-0.
Mayor Sanders remarked that the Wayfinding signage could be brought back to Council with three design concepts
with the Subcommittee's approval.
Council Member Shoffner relayed Council Member Kurti s, who was part of the Subcommittee, desire to engage
with a university to get their talents and provide options for Wayfinding signage. This would serve as a great
opportunity for a university to tackle this portion and then make a presentation before the Council. Additionally,
Council Member Shoffner suggested performing a sign audit because there was an overnight parking sign that
referenced an ordinance no longer in place and to confer with the TCMUD No. 1 for verification of their required
signage;therefore possibly eliminating some signs that did not necessarily need to be in place.
Council Member Fleury proposed to install a more substantial sign at Freedom Dog Park as opposed to the current
metal sign on the chain link fencing.
Motion:
Motion made by Mayor Sanders,seconded by Council Member Shoffner,to direct the Town Manager to work with
Staff to come up with a design plan for Freedom Dog Park to be brought back to Council at the first opportunity.
Council Member Shoffner clarified that the Motion that was just approved captured the Mayor's intent because it
was broad enough to cover all Town Parks.
Mayor Sanders withdrew the Motion and Council Member Shoffner agreed.
Mayor Sanders inquired if the Council's Subcommittee's intended to engage with a university for assistance with
the design of monument signage. Town Planner Payne responded that was the intent because they had students
who studied that specific area.
Council Member Shoffner commented that the intention was not to get locked into an agreement at the beginning
of conversations with a university but instead present this to a few universities and seek their ideas, then an
agreement could be established.
Town Planner Payne reiterated that her understanding from tonight's conversation was to provide a few
universities with the information presented and have them design the signs.
Mayor Pro Tem Rowe remarked that the design language was determined by the approved Motion to use the
existing Independence Park East monument sign and existing trailhead signs as the design standard.
10. Consider and take appropriate action regarding the appointment of the Mayor Pro Tem;discussion of same
(H.Fimbres).
Mayor Pro Tem Rowe nominated Council Member Shoffner to serve as the Mayor Pro Tern.
Mayor Sanders received no further nominations and requested a vote to appoint Council Member Shoffner to
serve as the Mayor Pro Tern.
Town Council Minutes May 22,2018 Page 7 of 8
The vote was taken.
Motion passed unanimously 5-0-0.
11. Consider and take appropriate action regarding the Executive Session(H.Fimbres).
No action was taken on this item.
ADJOURN
Mayor Sanders adjourned the meeting at 8:25 p.m.
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Town Council Minutes May 22,2018 Page 8 of 8