Town Council Minutes - 05/26/2020 TOWN OF TROPHY CLUB
TOWN COUNCIL REGULAR SESSION MINUTES
TUESDAY,MAY 26,2020,7 P.M.
ZOOM VIDEO CONFERENCE
The Trophy Club Town Council met in a Regular Session on Tuesday, May 26, 2020. The meeting was held through
Zoom Video Conference and was open to the public through www.facebook.com/trophyclubgov.
TOWN COUNCILMEMBERS PRESENT:
C.Nick Sanders Mayor
Philip Shoffner Mayor Pro Tern
Sean Bone Council Member,Place 3
Karl Monger Council Member,Place 4
Michael Geraci Council Member,Place S
STAFF PRESENT:
Steve Norwood Town Manager
Wade Carroll Assistant Town Manager
Leticia Vacek Town Secretary/RMO
David Dodd Town Attorney
Patrick Arata Police Chief
Jack Taylor Fire Chief
Tony Jaramillo Director of Parks and Recreation
Mike Erwin Finance Manager
Jill Lind Communications and Marketing Manager
Mike Pastor Information Services Manager
Mayor Sanders called the meeting to order at 7:01 PM and noted a quorum with Mayor Pro Tern Shoffner, and
Council Members Bone,Monger and Geraci.
The Invocation was offered by Mayor Sanders,with thankfulness for our Country and the opportunity to live, meet and
govern ourselves;with the blessing of health,happiness and prosperity upon Trophy Club Residents. That God's Spirit be
with everyone as the Council deliberates and conducts business pleasing to God.
The Pledges to the American Flag and Texas Flag were led by Mayor Pro Tern Shoffner.
Town Secretary Vacek confirmed there were no speakers for Public Comment.
ANNOUNCEMENTSAND REPORTS
1. Receive Town Manager Norwood's Update(S.Norwood).
COVID-19— Town Manager Norwood reported more people are venturing out and anxious to return to a"somewhat"
normal schedule. He stated the pool is projected to open mid-June,with the hiring of seasonal lifeguards and staff in
motion. He reported that some cities have cancelled their summer events and programs based upon funding and not
being able to meet the logistics of the recommended CDC Guidelines. He shared that area restaurants have commented
on the twenty-five percent occupancy rate being doable but the fifty percent has been a challenge with social distancing,
while carry-out continues to increase. He reported that Town Hall opened to the public today and complimented the
staff on a good job accommodating everyone the past few months. He reported that Governor Abbott is expected to
provide an update on June 1, 2020, and the Town's focus will continue to be respectful and responsive to Governor
Abbott's recommendations.
Town Council Minutes May 26,2020 Page 1 of 5
CONSENTAGENDA
All matters listed as Consent Agenda are considered to be routine and will be enacted by one motion. No separate
discussion of these items will be held.Only items removed from the consent agenda will be considered individually.
2. Take appropriate action regarding the Town Council Regular Session Minutes dated May 12,2020(L.Vacek).
3. Take appropriate action regarding the Annual Renewal of the Joint Cooperative Purchasing Agreement with
Denton County(S.Norwood).
4. Take appropriate action regarding the Texas Coalition for Affordable Powers Energy Cooperative
Agreement(S.Norwood).
5. Take appropriate action regarding the repainting of the Splash Pad surface,not to exceed the amount of
$31,159(S.Norwood).
Motion:
A motion was made by Council Member Bone, seconded by Council Member Geraci, to approve Consent Agenda
Items#2 through#5.
Motion carried unanimously5-0-0.
INDIVIDUAL ITEMS
6. Take appropriate action regarding the Entryway Monumentation Bids(S. Norwood).
Town Manager Norwood reported that the Staff received direction at the February 11, 2020 Town Council Meeting to
proceed with the bidding processing. The project had been budgeted for$50,000 from the Hotel Occupancy Tax(HOT)
Funds and the two bids received came in at$90,000 and$130,000. The lowest bid of$90,000 far exceeds the budgeted
amount. He also reported there is roughly$1.5 million in the HOT Fund balance, but does not expect an increase this
year or next year due to the low occupancy rate occurring with the hotel industry. He stated that if Council wants to
move forward with the project; staff would recommend the Council reject the bids and rebid the project as a public
bid.
Assistant Town Manager added that the two bids received did not include the electrical work estimated at$15,000 to
$20,000 for each sign. Mayor Sanders inquired if there were foundation specifications provided; including what is
required to keep the sign stabilized. Mr.Carroll reported the bids should include an engineered base. Mayor Sanders
asked for confirmation that staff recommended the bids be rejected and to rebid. Mayor Pro Tern Shoffner noted that
he understood the staff recommendation was to halt the entire project at this time and asked for clarification. Mr.
Norwood confirmed that if the Council wished to proceed with the project; and there are sufficient funds, then Staff
recommendation would be to reject the bids and rebid publicly, which is required by State Law. Mayor Pro Tern
Shaffner stated he misunderstood Mayor Sanders'statement and that he was in agreement to hold off on the project
but to include on a future agenda. He reported hearing the voucher program was not of interest to the area hotels and
recommended Staff put together an agenda or a workshop to help Council have a better understanding of the
challenges and needs as well as the options to assist the area hotels. Mr. Norwood reported having a discussion with
the area hotels about 30 days ago and at this point,they are unsure as to exactly what they need,with the hopes that
Summer will increase their occupancy rate with "staycations"as many people are not wanting to fly and prefer staying
close to home. He added he expected to receive more information in the next month.
Council Member Gerad commented on Charles Schwab opening soon and the expected increase of families. He felt it
was crucial to review options now to help increase the hotel occupancy rate, and to see what other communities are
doing to help their local hotels. He supported holding off on the Monumentation Project and to obtain all pertinent
information when receiving public bids. Council Member Monger asked that the proposal request be sent out soon,as
many contractors are hungry for business,fuel prices are low and this is the time to receive the best price.
Town Council Minutes May 26,2020 Page 2 of 5
Mayor Sanders agreed to not accept the current bids due to the lack of information. He reported he recently spoke
with the Governor's Office and the Hotel Association on how best to use HOT Funds in regards to the hotel industry.
At this time, no proposed recommendations have yet to surface. He shared the option of marketing Trophy Club to
attract tourism to assist area hotels. Town Attorney Dodd stated that rejecting the bids is clear direction for staff to
start the process versus no action.
Motion:
A motion was made by Mayor Sanders, seconded by Council Member Bone to reject the bids for entryway
monumentation and direct staff to publicly seek bids with electrical, irrigation and engineered base slab to present to
the Council within 90 days,if possible.
Motion carried unanimously 5-0-0.
7. Take appropriate action on holding the Fourth of July Fireworks Display(5.Norwood).
Mr. Norwood reported this has been a big topic for staff and area communities; he confirmed that Roanoke, Haslet,
Bedford, Keller and Grapevine have cancelled their July Wh Fireworks Show, with Southlake indicating they were
cancelling but no official announcement has been made. He shared that it is hard to pinpoint if 5,000, 10,000 or 20,000
people will show for the Fireworks Display. Discussions have been held on providing restroom facilities and water
stations,which creates a challenge. Chief Arata reported he had discussions with neighboring cities to provide assistance
and many have shared their concern regarding exposing their staff and knowing that social distancing will be a challenge.
Mr. Norwood stated that staff recommends not to host this year's Fireworks Display; but if Council recommends to
proceed,then staff will be ready to do so.
Mayor Sanders reported he had recently talked with the Mayors of Roanoke and Southlake; Roanoke has advertised a
Virtual Display while Southlake is looking at hosting 2 sites but has not ruled out a virtual version. No restroom facilities
or water stations would be provided. He added that many cities are waiting for Governor Abbott's update next week to
make their final decision. Council Member Bone felt the Town should plan on moving forward with the Fireworks Display
and asked if there was any data that would confirm the amount of people expected at the event. Council Member Geraci
inquired if the fireworks were funded by HOT Funds and if any plans had been formulated to accommodate a large
amount of people. He asked if there is an amount of people the PD would not feel safe to provide safety to the public.
He shared that it is up to each citizen to abide by the recommended CDC Guidelines on social distancing, not the
Police/EMS. Lastly, he inquired if the Fireworks Display was cancelled,what plans would be included in a virtual display.
Council Member Geraci recommended the Fireworks Display move forward; and once the answers are received, then
Council can evaluate for a final decision.
Mr. Norwood reported the Fireworks Display is budgeted through HOT Funds; including staff overtime,and if this is not
the legitimate use of these funds,then the fireworks would be paid through the General Fund.
Chief Arata reported the fireworks will be displayed in the same area as previous years and to be able to view,one must
be fairly close. The last few years have had a turnout of around 4,500 people. He stated the Police Department will
maintain safety with all officers working,and expects people to show up early to secure a good spot.
Council Member Bone asked if the Town issues a permit and Mr. Norwood confirmed the permit is issued by the State.
Council Member Monger asked about pushing out the Fireworks Display one month. Mr. Carroll confirmed that the
Fireworks Display could be rescheduled as far out as April 2021 while the band could be rescheduled between now and
December 31,2020.
Mayor Pro Tern Shoffner recommended the Town delay a decision until the next Council Meeting and see what other
cities are doing, and to hear Governor Abbott's plans. He asked staff to move forward with the event planning. Mr.
Norwood reported that staff is moving forward to host the event,and has been in discussions with Trophy Club Country
Club and exploring other options. Mayor Pro Tern Shoffner shared his opinion that if Southlake were to host their event,
which has better spacing, then Trophy Club does not need to host a 4ch of July event but could reschedule later in the
year with a bigger experience as Council Member Monger recommended. Lastly,he added that Council will be in a better
situation in two weeks to decide to host or cancel this event.
Town Council Minutes May 26,2020 Page 3 of 5
Council Member Geraci stated he was in favor of having the Fireworks Display and supports Chiefs Arata and Taylor on
providing a traffic plan for street closures/wrist bands. He shared that the 0 of July represents what the USA stands for
and if the event is rescheduled to a later date; it diminishes the true meaning of the holiday. He added that in the next
two weeks staff should have more data to help make a decision. Council Member Monger suggested the possibility of
having everyone pre-register,which could assist with crowd control.
Mayor Sanders commented that he was torn on this item. He added that many people are still staying home but as more
venture out,will things change with the virus. He shared that the pre-registration is an option requiring additional staff.
He also shared that postponing the event to a later date would not have the same significance as the actual holiday. He
mentioned the risk of promoting people standing closer together puts Police and Fire Departments at risk with added
pressure of not knowing how many will show. He agreed that waiting on Governor Abbott's direction will help Council
make a decision. If Southlake hosts their event;it has been scheduled for July 3, 2020.
Marketing Manager Lind reported that she has received an estimate for Virtual Online Display with Council messages at
a cost of$1,000 fully delivered. Mayor Sanders commented this could help put Trophy Club on the map but would
compete with the National Programs.
Council Member Bone asked Town Attorney Dodd to clarify if fireworks could be budgeted through HOT Funds. Mr.Dodd
mentioned the main question will be how open are the hotels at this time; and if they are not open, there will be no
"heads in beds". Council Member Bone asked staff to move forward with the planning and that the final determination
be made at the next meeting. This would give time to contact the vendor before the 8th of June as requested. Mr. Dodd
confirmed the Town contractually has after the June 81h deadline that the vendor verbally requested.
Council Member Bone asked if the Council required a vote to host fireworks or is it something that can move forward.
Mayor Sanders confirmed the Council does not require a vote for this item but that Town Manager Norwood needs
direction for staff. Mr.Norwood confirmed a vote was not required but are close to thirty days out and there are logistics
that need to be planned.
Chief Taylor reported talking with neighboring communities, Roanoke in particular, and if Trophy Club were to host the
event,the City of Roanoke was reluctant to expose their Police/Fire Personnel. Additionally,the influx of people on the
377 corridor would increase the burden on Roanoke's Personnel. Lastly, he stated the Fire Department is ready to assist
if the event is held.
Mayor Sanders felt it was appropriate to have a vote to give direction to staff of going forward or not moving forward on
this event.
Motion:
A motion was made by Mayor Sanders to cancel the Fireworks Display with no further investigation by staff. The motion
did not receive a second;therefore,a vote was not in order.
Motion:
A motion was made by Council Member Bone,seconded by Council Member Geraci for the Town of Trophy Club to move
forward with the Fourth of July Fireworks Display and that staff continue their investigative planning.
Motion carried 41-0.
Mayor Pro Tern Shoffner stated that a firm decision needs to be made at the June 9, 2020 Town Council Meeting. Mr.
Norwood agreed with Mayor Pro Tern Shoffner's suggestion and added that the vendor will not have an issue with
whatever date is chosen.
Town Council Minutes May 26,2020 Page 4 of 5
Mayor Sanders announced there were no items to discuss in Executive Session.
ADJOURNMENT
Mayor Sanders adjourned the meeting at 8:01 P.M.
A ST
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aVacek,TRMC/C C/MMk C.Nick Sanders,Mayor
n retary/RMO
Town Council Minutes May 26,2020 Page 5 of 5