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Minutes TC 07/28/2015MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Tuesday, July 28, 2015 at 7:00 P.M. Svore Municipal Building Boardroom The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Tuesday, July 28, 2015. The meeting was held within the boundaries of the Town and was open to the public. STATE OF TEXAS COUNTY OF DENTON TOWN COUNCIL MEMBERS PRESENT: C. Nick Sanders Mayor Greg Lamont Mayor Pro Tem, Place 5 Jim Parrow Council Member, Place 1 Garrett Reed Council Member, Place 2 Rhylan Rowe Council Member, Place 3 Tim Kurtz Council Member, Place 4 Philip Shoffner Council Member, Place 6 STAFF AND GUEST(S) PRESENT: Stephen Seidel Town Manager Patricia Adams Town Attorney Steven Glickman Assistant Town Manager/CFO Holly Fimbres Town Secretary/RMO Patrick Arata Police Chief Pat Cooke Development Services Manager April Reiling PIO/Marketing Manager Danny Thomas Fire Chief John Zagurski Strategic Services Coordinator Mayor Sanders announced the date of Tuesday, July 28, 2015, called the Town Council to order and announced a quorum at 7:03 p.m. The Invocation was offered by Council Member Parrow. The Pledges were led by Council Member Shoffner. Mayor Sanders made an announcement that the Town Council, Directors of Economic Development Corporation (EDC) 4B and Town Staff are pleased to announce that famed Dallas eatery and bar, Bread Winners Cafe and Bakery & The Quarter Bar, is opening a new location in Trophy Club next year. Owners Jim and Cindy Hughes have signed the lease on a property located on State Highway 114 frontage road in the Trophy Wood District. Design plans for the new restaurant and bar are underway and include the uniquely eclectic Bread Winners style with classic architectural touches, a court yard feel, rooftop space and old-world charm. The Trophy Club location is the first Bread Winners and Quarter Bar in Tarrant County and brings the restaurant's sought after, world-class menu to the western portion of DFW. From breakfast, brunch, lunch and dinner to cocktail hour, Bread Winners and Quarter Bar will service the region with enticing daily specials, delicious food options and unique bar concoctions. The Trophy Club restaurant will also serve as the corporate catering hub for the west side of the Metroplex. The Town Council and EDC 4B Board hit a home run with the Old Town Development collaboration; Justin Springfield and Chris Gordon have done a great job partnering with the Town to seek restaurants that align with our vision as a community and region, The addition of Bread Winners and Quarter Bar will not only elevate Trophy Club's dining market, but also help jumpstart economic development activity in the Trophy Wood District as an up-and-coming Town Council Minutes July 28, 2015 Pagel of 36 suburban destination featuring distinctive dining, overnight accommodations, and development plans for future shopping, a Town Hall and Police facility and public amenities. (Town Secretary Note: Item No. 2 and Item No. 3 were presented together; Item No. 10 was presented before Item No. 9; and Council entered into Executive Session during Item No. 9 and then went back to Item No. 9) 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. 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. 1. Consider and take appropriate action regarding the Minutes dated June 23, 2015. Mayor Sanders requested to remove Item No. 1 from the Consent Agenda. REGULAR SESSION 1. Consider and take appropriate action regarding the Minutes dated June 23, 2015. Mayor Sanders stated that there were two amendments, which included the addition of the following language on page 2: From the Interlocal Cooperation Agreement for July 4t" Community Event between the Town and TCMUD No. 1 II. OBLIGATIONS TOWN shall submit to DISTRICT an invoice showing the total cost of the fireworks display for the July 4, 2015 event, and DISTRICT shall pay TOWN the sum of TEN THOUSAND AND NO/100 DOLLARS ($10,000.00) on or before July 16, 2015 as the DISTRICT's share of the cost of the display. In consideration for DISTRICT's payment, TOWN shall prominently feature DISTRICT's logo on the Patriot 5K and Fun Run T -Shirts, shall provide and display a 4x6 banner with DISTRICT's logo carried by volunteers near the beginning of the parade line-up for the Parade of Patriots, and shall provide and display a 4x6 banner acknowledging DISTRICT as an event contributor, which banner shall be displayed from the event stage. Amendment according to the motion: II. OBLIGATIONS TOWN shall submit to DISTRICT an invoice showing the total cost of the fireworks display for the July 4, 2015 event, and DISTRICT shall pay TOWN the sum of TEN THOUSAND AND NO/100 DOLLARS ($10,000.00) on or before July 16, 2015 as the DISTRICT's share of the cost of the display. In consideration for DISTRICT's payment, TOWN shall prominently feature DISTRICT's logo on the Patriot 5K and Fun Run T -Shirts, invite all MUD Directors to participate in the Parade of Patriots, shall provide and display a 4x6 banner with DISTRICT's logo carried by Town Council Minutes July 28, 2015 Page 2 of 36 volunteers near the beginning of the parade line-up for the Parade of Patriots, and shall provide and display a 4x6 banner acknowledging DISTRICT as an event contributor, which banner shall be displayed from the event stage. The second amendment included the addition of the following language on page 6: Council Member Shoffner commented that he would like to see a section in the ordinance that residents are allowed to use their own traps to capture animals because there is a limited amount of traps that the Town has, which creates a waiting period. He added that there could be a fee involved if the ACO has to remove an animal from a trap. Mrs. Edstrom commented that there could be a possibility to provide the specifics for the required type of traps that can be used. Additionally, she asked for direction from the Council how to proceed with the ordinance. Motion made by Mayor Pro Tem Lamont, seconded by Council Member Rowe, to approve the Minutes dated June 23, 2015, as presented at the dais. Motion passed unanimously. 2. Receive an update from GSBS regarding the Police and Town Hall facility; discuss and take appropriate action regarding update, facility, timeline, project schedule, cost and financing. Attachment A — GSBS Police Department and Town Hall Presentation Tom Batenhorst, GSBS Principal, provided an update regarding the Police and Town Hall facility, which included: Site Plan Al; Site Plan A2; Site Plan B; Floor Plan —Council Ramp; Floor Plan — Elected Official; Floor Plan — Public Lobby/AV Door; Floor Plan; Master Site Plan; DIRTT — American Beacon; Rendering Option 1 and Sketches; Rendering Option 2; Master Site Plan; Floor Plan; Animal Control; Rendering Option 1 - Alternate; Option 2 — Sketches; and Rendering Option 3. Discussion took place to add a door from the Animal Control Officer's office to the Animal Holding area. Mayor Sanders, Mayor Pro Tem Lamont and Council Member Parrow wanted to see additional design options for Option No. 2 in order to compare the three options. Mayor Sanders discussed having three options to present to citizens and receive their input. Council Member Shoff ner commented that out of the three options, he prefers Option No. 3 because he believes that the facility would withstand the test of time and not become outdated in appearance. After asked to give his preference, Town Manager Seidel commented that each option has its own merits, but his preference is Option No. 3 because it has a more modern and traditional appearance and will stand the test of time. Council Member Kurtz stated that based on the Town Manager's preference, he would like to see additional renderings for Option No. 1 and Option No. 3. Council Member Parrow commented that he was impressed with and preferred Option No. 3. Mayor Pro Tem Lamont commented that he preferred Option No. 3 and stated that he would like to have the windows on Town Hall side, in the middle portion, the same size as the windows to the west. Mayor Sanders asked to elevate the Town Hall side in Option No. 1 which will give a different appearance. Town Council Minutes July 28, 2015 Page 3 of 36 Mayor Pro Tem Lamont and Council Members Reed, Rowe and Shoffner believed that there is an advantage to call the Bond Election and have a rendering that the Council has agreed upon that can be refined, which would save funds on architectural fees. (Town Secretary Note: Item No. 3 was presented) Council Member Reed commented that he believed having the Animal Holding Facility at the Police Department will be a positive feature for the Town's community. Council Rowe stated that he was in favor of the Animal Holding Facility because he believed it would be a true service to offer the citizens. Council Parrow commented that the cost to add the Animal Holding Facility is approximately $200,000, and stated that the numbers that Susan Edstrom shared reflected that less than 100 pets per year are handled by the Animal Control Officer. Council Shoffner commented that he believed it would be a benefit to the citizens to be able to pick up their pets at the new facility, as opposed to driving to Keller if there was not an Animal Holding Facility within the Town. After discussion, Mayor Sanders commented that there seemed to be consensus to move forward with the Animal Holding Facility plans and to remove the road connection to T.W. King Drive. Discussion took place regarding to exclude the addition of a second story on the Town Hall side of the facility, and that the twenty (20) foot shifting on either side of the facility was not necessary as discussed at the July 14, 2015, meeting. Mr. Batenhorst commented that the dumpster was moved about two hundred feet from the houses based on a citizen comment at the July 14, 2015, meeting. He continued his presentation and discussed the Opinion of probable Cost — Schematic Design Phase, and pointed out that approximately $350,000 of the cost is associated with the severe grade of the property. He discussed costs that have been decreased since the cost estimate was created, which included funds for the heating and air conditioning and for the A/V system. Discussion took place that the estimated cost includes a 2.4 inflation factor for bidding next June and a five percent contingency. Town Manager Seidel stated that the estimate is building construction cost and stated that professional services will be added. He pointed out that the addition for an Animal Holding Facility has now been added, but Town Staff will continue reviewing ways to refine the total cost. Discussion took place regarding the cost of the prior bond election compared to the upcoming bond election and the desire to get information out to the citizens that the Council has done their due diligence to reduce the size of the facility and reduce the total cost, which included savings from the purchase of the property and sought after assistance from the Crime Control and Prevention District (CCPD) Board. Mayor Sanders commented that he is concerned that if the Council is too reserved with the amount called on the Bond Election, there is potential that the cost could be higher once the facility goes out for bid. He added that the Council could be conservative with their approach with the funds that CCPD is assisting with, in order to provide some protection. Town Manager Seidel stated that coming in at the budget amount or under budget is an expectation that Staff is aiming for, and commented that an option for the Council is to ask for authorization up to a certain amount with the understanding that the entire amount does not have to be issued. Town Council Minutes July 28, 2015 Page 4 of 36 Council Member Reed asked to do a fixed price contract, Design -bid -build or Construction Management at Risk, to give the Council the security of staying within the budgeted amount, and stated that he would like the project to begin sooner rather than later. Mr. Batenhorst commented that he will send out the revised numbers this week. No action was taken on this item. RECESSED AT 9:00 P.M. FOR A BREAK RECONVENED AT 9:08 P.M. INTO REGULAR SESSION 3. Receive public input regarding the Police and Town Hall facility; discussion of same. Lynda Sanders, 7 Hayes Court, stated that her personal preference was Option No. 3, which showed potential for great opportunities for Town events to occur. She believed that making a decision tonight regarding the plan would be a mistake because it was not put out to the citizens that a decision would be made at this meeting. She agreed that the opportunity be given to the citizens to review the different options for the facility and be able to provide input to give them a sense of ownership. She believed that the Council has done their due diligence to decrease the cost by reducing the overall size of the facility and by saving funds on the purchase of the land. She asked that the Council look at the needs of the Town, which included ample meeting room space and permanent theatre seating in the Council Chambers. Eric Jensen, 2218 McLean Avenue, stated that his opinion was that it comes down to the overall cost and that the citizens are voting on the bond amount, not the renderings. No action was taken on this item. Consider and take appropriate action regarding committing revenue generated in the Recreation Program Fund. Motion: Motion made by Mayor Pro Tem Lamont, seconded by Council Member Rowe, to accept the recommendation of the Town Auditors to commit funds in the Recreation Fund to fund expenditures associated with providing Recreational Programming. Motion passed unanimously. S. Consider and take appropriate action regarding TMRS CPI adjustment. Motion: Motion made by Mayor Pro Tem Lamont, seconded by Council Member Parrow, to continue maintaining the annual annuity increase at 30 percent. Motion passed unanimously. 6. Consider and take appropriate action regarding committing $200,000 in the General Fund for Public Safety. Police Chief Arata stated that he provided a draft proposal for an eight year plan, which included training for the officers and narcotic investigations, establish a public education and awareness program, and purchase of specialized equipment. He added that the first year would be approximately $34,000, thereafter would be approximately $22,000 for maintaining the program for the next three years, with an increase in the fifth year to allow for upgrade of equipment. Additionally, he stated that a system would be established for reporting to the Council every six months. Town Council Minutes July 28, 2015 Page 5 of 36 Council Member Rowe commented that he was in favor of the reporting mechanism, and that his main goal was to allow the Police Chief the ability to have flexibility with the funds for the program. Discussion took place regarding funding of the K-9 services program, and that the proposed $200,000 would give the ability to expand or modify the program. Assistant Town Manager/CFO Glickman stated that the proposed funds would be set aside in an assigned fund balance, the funds could only be used for Public Safety of this program, and that the funds would be drawn down over the course of eight years. He added that the reserve funds would be effective tonight if the Council approved the funds. Council Member Shoffner asked if it would be of more benefit to have the Council allocate $40,000 this year and review next year's amount based on the information that Police Chief Arata provided. Council Member Rowe stated that it would be based on if the Council would like to give the Police Chief the ability to use the funds at his discretion with a reporting mechanism, or have the Police Chief request the funds each year. Main Motion: Motion made by Council Member Rowe, seconded by Council Member Reed, to commit $200,000 in the General Fund balance for the purpose of Public Safety to fund special projects and expenditures related to drug enforcement administered by the Police Chief, with a biannual reporting mechanism per the Chief's comments. Motion to Amend: Motion to Amend made by Mayor Sanders, seconded by Council Member Rowe, to add "in consultation with the Town Manager", which will read "to commit $200,000 in the General Fund balance for the purpose of Public Safety to fund special projects and expenditures related to drug enforcement administered by the Police Chief in consultation with the Town Manager, with a biannual reporting mechanism per the Chief's comments". Motion passed unanimously. Council Member Reed stated that as this program moves forward it will be important to include some data points with the reporting mechanism, and possibly have a report provided every quarter. Council Member Kurtz commented that he would like to inform the residents how the program will be assisting at the schools. The vote for the Main Motion was taken. Motion passed unanimously. 7. Workshop with Council to discuss all other funds in the Town budget and provide direction to Town Staff or take appropriate action. Assistant Town Manager/CFO Glickman began his presentation with Debt Service Fund and Capital Projects Fund. Discussion took place that the new project for the Round -About to Marshall Creek was for road and drainage improvements. Town Manager Seidel stated that he will have Town Engineer Tom Rutledge address questions relating to the project being a 25 year event level versus a 100 year event level. Mayor Pro Tem Lamont commented that he was opposed to placing a monument sign at the dog park, and that he would not commit any funds to Lakeview Soccer Fields until they receive a report from the Organized Sports subcommittee. Town Council Minutes July 28, 2015 Page 6 of 36 Assistant Town Manager/CFO Glickman continued his presentation, which included: Court Security Fund; Court Technology Fund; CCPD; EDC 46; Hotel Occupancy; and Street Maintenance Sales Tax. Council Member Shoffner stated that he would like to be able to use hotel occupancy tax (HOT) funds for any special event that the Town has. Council Member Parrow asked to review the ability to use HOT funds for Veteran and Memorial Day activities. Assistant Town Manager/CFO Glickman continued his presentation, which included: TIRZ No. 1; Recreation Program Fund; Anniversary Fund; Storm Drainage Fund; Storm Drainage Fund Capital Projects; and Trophy Club Park. Discussion took place regarding cost associated with Trophy Club Park and the submission to Federal Emergency Management Agency (FEMA) to participate in a grant program. Council Member Shoffner stated that the Town needs to establish a reserve fund for Trophy Club Park. Discussion took place regarding potential fees for each horse or motorized vehicle that enters the Park that could go into a reserve fund, upcoming Parks and Recreation Board recommendations regarding horse fees, and the ability to create a voluntary park fund contribution on citizen's water bill. Assistant Town Manager/CFO Glickman continued his presentation regarding the Capital Improvement Plan (Current Projects). Discussion took place regarding the number of proposed youth practice soccer fields and that Staff is working with Teague Nall and Perkins and Northwest Independent School District. Discussion also took place related to the construction time frame of Cypress Court drainage improvements, and the reconstruction of Pin Oak Court and Timberline Court. Town Manager Seidel discussed budget items that will be on upcoming Council agendas, and stated that the proposed Fiscal Year 2016 Budget will be provided to the Council prior to the August 11, 2015 Council meeting. No action was taken on this item. 8. Discuss and provide direction to Town Staff regarding potential amendments to the Town Charter for voter consideration at the November, 2015 election. Motion: Motion made by Council Member Rowe, seconded by Council Member Reed, to place the proposed Charter Amendment eliminating term limits on the November 2015 ballot. Mayor Pro Tem Lamont commented that while he supported term limits in 2009, he will support the item to be placed on the ballot to allow citizens the right to vote regarding term limits. The vote was taken. The motion passed unanimously. Motion: Motion made by Mayor Pro Tem Lamont, seconded by Council Member Parrow, to place the proposed Charter Amendment to allow Council to serve on boards and commissions on the November 2015 ballot. Mayor Pro Tem Lamont stated that other local municipalities allow Council to serve on EDC 4B and Tax Increment Town Council Minutes July 28, 2015 Page 7 of 36 Reinvestment Zone (TIRZ) No. 1 and discussed the benefit of having a Council Member on the boards. He wanted the ability for the citizens to be able to vote on the topic. Council Member Rowe commented that although he supported the principle of the proposed amendment, since some boards are not just being recommending bodies but some make financial decisions, he would like to keep the ballot short and focused on the topics at hand. The vote was taken. Motion failed for lack of majority 1-6-0 with Mayor Pro Tem Lamont voting for, and Mayor Sanders, and Council Members Parrow, Reed, Rowe, Kurtz, and Shoffner voting against. Motion: Motion made by Council Member Rowe, seconded by Mayor Pro Tem Lamont, to place the proposed Charter Amendment to remove the Budget Submission Date requirement on the November 2015 ballot. Assistant Town Manager/CFO Glickman stated that certified tax values usually do not come in until July 24th or 25th which creates difficulty to incorporate those numbers into the budget by the August 1st deadline, and stated that the Town is already governed by Truth -in -Taxation requirements. The vote was taken. The motion passed unanimously. 9. Consider and take appropriate action regarding the permitting and other regulations for Wastewater Treatment Plant. Attachment 8 — WWTP Timeline Town Manager Seidel stated that the Town is in the process of reviewing the plans for the Trophy Club Municipal Utility District Wastewater Treatment Plant. He stated that the public hearing for the Conditional Use Permit will be on the Planning and Zoning Commission August 6, 2015 agenda and on the Council August 11, 2015 agenda. He provided an update regarding plans that have been submitted by TCMUD No. 1, and he discussed issues with the Final Plat not aligning with the Preliminary Plat, which included the right-of-way and the flowage easement. Additionally, he stated that Town Staff have been working to find a way to keep the process moving forward. Council Member Shoffner requested to seek Legal Advice regarding Item No. 9. (Town Secretary Note: Council entered into Executive Session.) Council Member Shoffner inquired if it was a requirement that the Preliminary and Final Plat match. Town Manager Seidel stated that TCMUD No. 1 requested to carrying the preliminary plat and final plat concurrently, therefore the two plats need to match going through the process because there is not time allotted to vet further refining. Mayor Sanders inquired what is keeping Town Staff from issuing a permit so that TCMUD No. 1 can start certain items. Development Services Manager Cooke stated that the Town's Subdivision Rules and Regulations do not allow the Town to issue permits without a plat. Council Member Parrow commented that it was his understanding, after communication with TCMUD No. 1 Director Jim Thomas, that the documents were reviewed by Denton County and that the final analysis was that the documents were surveys and not plats, but were identified by the surveyor as a plat. Town Council Minutes July 28, 2015 Page 8 of 36 Council Member Rowe asked how plats are normally acquired. Development Services Manager Cooke stated that typically a civil engineer would be hired to survey the property and create the plat. Additionally, he discussed that the zoning of the property is Government Use (GU) and a treatment plant requires the additional level of a CUP, which is being moved forward in the process. Town Manager Seidel stated that the existing treatment plant is a legal existing non -conforming use, meaning it was constructed prior to the Town's Subdivision Rules and Regulations being adopted and implemented. He stated that TCMUD No. 1 is intensifying the use and constructing new structures on the property, which triggers TCMUD No. 1 to conform to the legal conforming use, including having a filed plat, approved site plan, and a CUP. Council Member Parrow asked why the treatment plant falls under the Town's Subdivision Rules and Regulations. Town Manager Seidel stated that there has been a general misunderstanding of the word "subdivision" and that it is meant to refer to creating a lot and legal description, and stated that the key is that TCMUD No. 1 is creating a new lot, with a new legal description, and with new metes and bounds. Council Member Rowe asked what is left on the Town's side to handle, other than waiting for an official plat from TCMUD No. 1. Development Services Manager Cooke stated they are pending comments from Teague Nall and Perkins regarding the final plat. Town Attorney Adams stated that at this point the final plat application is incomplete, and that the Town will notify TCMUD No. 1 of the items that are missing after review. Council Member Parrow asked if the Town were to move forward without the required documents, what would be the Town's exposure for taking that action. Town Attorney Adams stated that Town Staff do not have the authority to move forward without the required documents, and if the Town accepts a plat and issues a building permit with the structure encroaching on Corps of Engineer property or private property, the Town is liable for a lawsuit for granting approval. Town Manager Seidel commented that the Site Plan has been submitted but the Town cannot finalize the review until the plat is complete. TCMUD No. 1 Secretary/Treasurer Kevin Carr, 15 Edgemere Drive, commented that TCMUD No. 1 is only addressing the treatment plant, not three parcels. He read the Towns definition of subdivision and read requirements of a plat. Town Manager Seidel stated that their final plat shows that they are combining three parcels into one lot. TCMUD No. 1 Secretary/Treasurer Carr commented that there was supposed to be an agreement that mentions allowing the municipality to take control over what was previously approved by the County regulations and requirements by September 2001. Council Member Reed asked if it was their desire to move forward because they believe they do not need a plat. TCMUD No. 1 Secretary/Treasurer Carr stated that his personal belief is that the property does not need to be platted. Town Council Minutes July 28, 2015 Page 9 of 36 Council Member Reed inquired if the option to extend the timeline has been made to Texas Commission on Environmental Quality (TCEQ). TCMUD No. 1 Secretary/Treasurer Carr stated that TCMUD No. 1 will have a Special meeting on Monday. Mayor Pro Tem Lamont inquired when the bid for the treatment plant was awarded. TCMUD No. 1 General Manager Jennifer McKnight stated that it was awarded the first part of April. TCMUD No. 1 Secretary/Treasurer Carr stated that he spoke with a representative with Denton County Appraisal and that it used to be common for them to accept abstract plans as plats, and that they provided him with a stamped document. TCMUD No. 1 Director Thomas began to speak during Mr. Carr's comments but was not recognized by the Mayor. Motion: Motion made by Council Member Rowe, seconded by Mayor Pro Tem Lamont, to call the previous question and debate. Motion carried 5-2-0 with Mayor Pro Tem Lamont, and Council Members Parrow, Reed, Rowe, and Shoffner voting for and Mayor Sanders and Council Member Kurtz voting against. 10. Items for Future Agendas to include discussion of Agenda Items for consideration on the upcoming Regular Session Council Agenda for August 11, 2015 meeting and discussion of Future Agenda Items. 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. Mayors Sanders requested to move the Ordinance to amend the formation of the Parks and Recreation Board Ordinance from the August 11, 2015, Council Agenda to the August 25, 2015, Council Agenda due to Council Member Shoffner being unable to attend the next meeting, but that he will be participating remotely using video conferencing. He requested to move the permanent waiver with the EDC 4B from the Pool Bond Defeasance to the August 25, 2015, agenda to allow discussion with the EDC 4B during the Joint Session. Additionally, he asked to remove Item No. 11 from the Town Council Future Agenda Items List: Discussion of and take appropriate action regarding the Parks RFP. Council Member Parrow asked to add an item to the Town Council Future Agenda Items List: Discuss authorizing the Mayor to issue a proclamation to lower flags to half staff at times of National tragedy when the current Administration chooses to delay doing so. Council Member Shoffner asked to remove Item No. 9 from the Town Council Future Agenda Items List: Discussion of and take appropriate action regarding the Town involvement with the kickball organization for scheduling and establishing a body to represent the kickball players. EXECUTIVE SESSION 11. Pursuant to the following designated sections 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(2) Consultation with Attorney to consult with its attorney on a matter in which the Town Council Minutes July 28, 2015 Page 10 of 36 duty of the attorney to the Governmental Body under the Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflict with the Open Meetings Act: Legal Advice relative to Regular Agenda Item No. 9 CONVENED INTO EXECUTIVE SESSION - START TIME —10:50 P.M. RECONVENED INTO REGULAR SESSION - START TIME —11:47 P.M. RECONVENED INTO REGULAR SESSION 12. Consider and take appropriate action regarding the Executive Session. No action was taken on this item. ADJOURN Motion made by Mayor Pro Tem Lamont, seconded by Council Member Reed, to adjourn. Motion carried unanimously. Meeting adjourned at 12:31 a.m. Q4H�mbreAjown Secretary/RMO Town of Trophy Club, Texas C. 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CV a�N ati`�adnits��i tr�roneoadvscr�,r.-coni.. (, Q m n n NCO 4Q I[d ' ' ' fti N -a W CO t+ iM a P• Q Q Pi CO A 4M:DP"nowan tram 0mNC6oN, N* 't, C94fl m 60 "+ m to P+ v P+ co CO Ln Os r` r -Lb w 66 Ifo M w m' N r['S N WC1 r to M Q � � iLl 4 c"d h1 Lkt � Il] � M r }': IIA V9 to Mi V9 64 vii to bA 44 bA IA V? 44 W bA V" eA di d► Wd V9 vil WA fA A3 M Ii+ c et e N [ [ r N C � C U C m E od v sc Q 4 Y t Uly, It G!7 i.} iz iL wCj W w 11.iJU-j LZ y 4 f- C4 m Q N e'f 19 1. Cii h 1h .a � C4 M r Its m P- a6 ax n N rq C4 Cv e'd n rn C � O 0 N � > Y O N 00 LU o 0 Q O (J) in Q 4-1 0 c C/) M LJJ a) E H C LL Q (n LL U Z O cn O W U J Q Q Q Q ATTACHMENT B WWTP Timeline Town Council Minutes July 28, 2015 Page 35 of 36 1. June 11: Received notice by e-mail at 7:58 am June 11, 2015 that we needed to move trucks at the maintenance barn in order for work to be performed at the treatment plant. 2. June 11: Pat Cooke went to investigate work being performed and witnessed general contracting mobilizing for what appeared to be a large project. Pat Cooke spoke to the foreman on site and asked to see some plans or permit. He said he didn't have one. Pat Cooke let him know that they would need to provide plans or a scope of work before performing any further operations. June 11: Pat Cooke came back to the office and verified that we did not have any permit submittals and sent an e-mail at 9:08 asking for construction documentation and permit application from Karl Schlielig and Jennifer McKnight prior to any further work commencing. 4. June 23: Ron Powell and Pat Cooke attended a meeting with MUD personnel and Kevin Glovier, and the general contractor to answer questions they had regarding the plan submittals. 5. July 2, Town received application for Preliminary Plat. The Preliminary Plat was distributed to all Town departments for review. 6. July 7: Initial review comments were sent to Kevin Glovier and Jennifer, explaining that conditional use permit, site plan approval, preliminary plat and final plat would be required. 7. July 14: Met with Kevin Glovier, Jennifer McKnight, and Mike McMahon along with Ron Powell and Pat Cooke. Ron Ruthven also participated via conference call. We discussed timeline for zoning, platting and site plan process; Discussion of possibility of waiver for some requirements. 8. July 17: Revisions to the Preliminary Plat due back from MUD per memo sent on July 7; Nothing was received. 9. July 15: Meeting with Mayor Sanders, Councilmen Shoffner and Reed, MUD Directors Jim Hayes and Jim Moss, Karl, Jennifer McKnight, Stephen Seidel, Pat Cooke and Ron Ruthven via phone. 10. July 20: Received application, waivers, final plat, site plan, and elevations. Received at approximately 3:30 pm. No landscape plan received. Preliminary Plat does not match Final Plat. 11. July 21: Distributed plans to all departments and TNP. Questions from landscape architect were received. 12. July 23: Received all reviews back except for TNP. Ron Ruthven answered questions for landscape architect. Town Council Minutes July 28, 2015 Page 36 of 36