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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 ,low aVacek,TRMC/C C/MMk C.Nick Sanders,Mayor n retary/RMO Town Council Minutes May 26,2020 Page 5 of 5