Minutes TC 01/23/2015 and 01/24/2015 - Council RetreatMINUTES FROM TOWN COUNCIL/MANAGEMENT RETREAT
FOR THE TOWN OF TROPHY CLUB
LOCATION: Trophy Club Country Club
500 Trophy Club
Trophy Club, TX 76262
Friday, January 23, 2015 at 1:00 P.M.
Saturday, January 24, 2015 at 8:00 A.M.
The Town Council of the Town of Trophy Club and the Town of Trophy Club Management Team, Texas, met in a
Retreat Session on Friday, January 23, 2015 and Saturday, January 24, 2015.
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:
Mike Slye
Town Manager
Stephen Seidel
Assistant Town Manager
Patricia Adams
Town Attorney
Holly Fimbres
Town Secretary
Mayor Sanders announced the date of January 23, 2015, called the Town Council to order and announced a
quorum at 1:02 p.m.
CONVENE INTO COUNCIL RETREAT SESSION
1. Review and discuss current Town Strategy Map and "Hits and Misses" for calendar years 2013-2014;
Consider and take appropriate action regarding the Council mission and the adoption of a new Strategy
Map for Fiscal Year 2015-2016, Council's general direction for Boards, Commissions and Corporations,
and potential amendments to the Town Charter.
Attachment A — Strategic Hits and Misses — January 2014 (Town Secretary Note: Discussion took place
regarding doing a ranking of items)
Attachment 8 —Strategy Map
Attachment C— Mission, Responsibility, Principles (Town Secretary Note: Discussion on proposed Mission,
Responsibility, and Principles proposed by Council Member Rowe)
Attachment D — Trophy Club Vision 2030
2. Discussion regarding the objectives for long term youth sports contracts, tournaments, field usage, and
related matters. (Council Member Rowe)
3. Discussion regarding roles and responsibilities of Council and Town Staff, Communications, Council
Liaisons, appointment process for Board, Commission, and Corporations, and Council meeting start
times.(Mayor Pro Tem Lamont / Council Member Rowe)
January 23, 2015 & January 24, 2015 Minutes 1 of 17
ADJOURN
Mayor Sanders adjourned the meeting at 5:53 p.m. on January 23, 2015.
RECONVENE INTO COUNCIL RETREAT SESSION - SATURDAY, JANUARY 24, 2015
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:
Mike Slye
Town Manager
Stephen Seidel
Assistant Town Manager
Patricia Adams
Town Attorney
Holly Fimbres
Town Secretary
Danny Thomas
Fire Chief
Patrick Arata
Police Chief
Mike Pastor
Information Systems Director
Mayor Sanders announced the date of January 24, 2015, called the Town Council to order and announced a
quorum at 8:04 a.m.
4. Consider and take appropriate action relative to acquisition of potential locations for municipal
facilities, usage and improvement of municipal land, and public infrastructure, including:
A. Police Department — review and discussion of update from Architect, GSBS
B. Town Hall - review and discussion of update from Architect, GSBS
C. Loop Road Strategy (Mayor Sanders)
D. Civic Center
E. Entry Way Features
F. Cell Tower at Highway 114 and Trophy Lake Drive
Tom Batenhorst, Architect, with GSBS, provided a presentation regarding designs for a new Police Department and
Town Hall facility. (Town Secretary Note: The presentation was made on Friday, January 23, 2015)
Motion:
Motion made by Mayor Pro Tem Lamont, seconded by Council Member Shoffner, to approach the landowner Larry
Stewart for the purchase of two lots within PD 25, 2.12 acres and .094 acres, and approach the Attorney General
to get a judgment how to use the hotel occupancy tax funds.
Motion passed unanimously.
Motion:
Motion made by Council Member Reed, seconded by Council Member Rowe, to direct staff to do further due
diligence in the amount of land that the Town can purchase from 7 -Eleven and Russell Holley (northwest corner of
State Highway 114 and Trophy Club Drive), and to be brought back to the Town Council in order to make a
determination on purchasing the property for future monumentation.
Motion passed unanimously.
RECESS AT 12:46 P.M. FOR LUNCH
January 23, 2015 & January 24, 2015 Minutes 2 of 17
RECONVENE AT 1:37 P.M. INTO RETREAT SESSION
5. Discuss and provide direction regarding Budgetary Goals, Objectives and Strategy for Fiscal Year 2015-
2016.
6. Discussion regarding status and process for adoption of the Codification. (Town Secretary Note: This
item was presented before Item No. 4)
7. Discuss and provide direction regarding Capital Improvement Program and Schedule:
A. TRA Effluent Project
B. Exit to TW King
C. Capital Improvement Program for FY 2015-2016
S. Review and discussion of internal processes and policies relative to:
A. Agenda Packet (Council Member Shoffner)
B. ORR Processing (Council Member Shoffner)
C. Marquee/Street Light Reporting (Council Member Shoffner)
D. Public Meeting audio/video accessibility/ retention policy (Council Member Rowe)
E. Code Enforcement
EXECUTIVE SESSION
Pursuant to the following designated sections of Texas Government Code, Annotated, Subchapter
551, the Council will enter into executive session to discuss the following items:
A. Section 551.074(a)(1), Personnel Matters. To discuss or deliberate the appointment, employment,
evaluation, reassignment, duties, discipline or dismissal of a public officer or employee pursuant to
Section 551.074 (a)(1) of the Texas Open Meetings Act:
Mid Year Review - Town Manager Mike Slye
(Town Secretary Note: Executive Session Item A was after agenda Item No. 4)
CONVENE INTO EXECUTIVESESSION - START TIME -9:41 A.M.
RECONVENE INTO RETREAT SESSION - START TIME —12:45 P.M.
AND
CONVENE INTO EXECUTIVESESSION - START TIME -4:09 P.M.
RECONVENE INTO RETREAT SESSION - START TIME —4:16 P.M.
B. Section 551.072 Deliberations about Real Property to 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:
Potential sites for the location of a new Police and Town Hall facility, Annex Building, and Potential
Lease of Property.
CONVENE INTO EXECUTIVE SESSION - START TIME —4:17 P.M.
RECONVENE INTO RETREAT SESSION - START TIME —4:26 P.M.
10. Consider and take appropriate action regarding Executive Session items.
January 23, 2015 & January 24, 2015 Minutes 3 of 17
MOTION:
Motion made by Council Member Rowe, seconded by Mayor Pro Tem Lamont, to accept the resignation of Town
Manager Mike Slye, effective January 24, 2015, and direct the Town Attorney to prepare separation
agreement/documents in accordance with the terms previously discussed.
Motion passed unanimously.
No action was taken on Executive Session Item B.
ADJOURN
Mayor Sanders adjourned the meeting at 4:26 p.m. on January 24, 2015,
Holly Fimbres Town Secretary
Town of Trophy Club, Texas
C. Nick Sanders, Mayor
Town of Trophy Club, Texas
January 23, 2015 & January 24, 2015 Minutes 4 of 17
ATTACHMENT A
Strategic Hits and Misses—January 2014
January 23, 2015 & January 24, 2015 Minutes 5 of 17
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ATTACHMENT B
Strategy Map
January 23, 2015 & January 24, 2015 Minutes 7 of 17
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ATTACHMENT C
Mission, Responsibility, Principles
January 23, 2015 & January 24, 2015 Minutes 9 of 17
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ATTACHMENT D
Trophy Club Vision 2030
January 23, 2015 & January 24, 2015 Minutes 11 of 17
Trophy Club Vision 2030
Strategic Vision Overview
SGR was retained to facilitate a series of community meetings in which citizens, council members, and
staff dialogued together over a series of strategic questions related to Trophy Club's history,
governance, and future. Four meetings were held over a period of four months. At each meeting,
participants met in groups of three, which were rotated with each question in order to enable them to
interact with a variety of people throughout the process.
Trophy Club's History and Future
Trophy Club originally developed around the Country Club and has a rich history as a community in a
picturesque setting. While maintaining its connection with golf, the town is now also the home of a
great school system through NISD, unique homes, and a population that consists of people of all ages.
Trophy Club citizens value having a strong sense of community, and they desire to be actively engaged in
local government. Trophy Club is ideally situated on Highway 114 between Alliance Airport and DFW
Airport. Due to the strategic location of this corridor, Trophy Club is in a great position to capitalize on
the many benefits that this provides to its citizens and stakeholders. At the same time, it is important
that Trophy Club plans strategically to maximize these opportunities.
Drivers for Trophy Club's Growth
Many factors contributed to Trophy Club's growth in the past. Some of those which were identified
were:
• Golf
• Location
• Family Oriented
• Affluent, Yet Affordable
• Airport
• Picturesque
• Rural
• IBM
• Master Planned Community
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January 23, 2015 & January 24, 2015 Minutes 12 of 17
While some of those drivers still currently exist, participants perceive that there are new things that are
now driving Trophy Club's growth. For example, some of the things that are currently driving growth
are:
• Schools
• Real Estate Values
• Golf Course
• Hwy 114 (Location & Ease)
• Entire Hwy System
• Location Between DFW Airport and Alliance Airport
• Location Between Dallas and Fort Worth
• Youth Sports
• Safety
• Balance of Affluent Yet Affordable
• Parks
• Family Oriented
As Trophy Club moves into its future, it will be important for leaders to realize that the things that draw
people to Trophy Club will be similar to the things that currently drawing people to Trophy Club. The list
may expand by a few items, but it is not likely to be radically different.
Citizen Satisfaction
Trophy Club residents enjoy an excellent quality of life. Community surveys indicate that they are highly
satisfied with their life, with the amenities that they have, and with the city as a whole. This is a very
positive thing, but it also creates a measure of anxiety that as growth comes to Trophy Club it will erode
the quality of life that residents now experience. There is a deep desire for city leaders to make
decisions that will guard against the erosion of their quality of life.
Some things that participants hope will never change:
• Character & Elegance
• Country Club
• Small Town Feel
• Sense of Community
• Enclosed Safety
• Quality of Schools
• Beauty
Citizen Hopes
Trophy Club residents also anticipate positive changes continuing to happen in the future. The
participants desire more cohesiveness in the community. They also desire for there to be better
relationships between town leaders and citizens, as well as between citizens themselves. Amongst the
changes that participants hope for in the future are:
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January 23, 2015 & January 24, 2015 Minutes 13 of 17
• Willingness to Embrace Change
• More Inclusive of Entire Town
• Less Negativity
• Senior Adult Activity Center
• Senior Adult Living Center
• Increased Property Values
• More Progressive
Trophy Club's Future
At the intersection of those things that people hope will never change and the things that they hope do
change is the vision for Trophy Club 2030. Participants envision Trophy Club in the future of being:
• Progressive
• Cohesive
• Grounded (Not Pretentious)
• Regionally Synergized
• Re -inventive
• Business Friendly
• Creative
• Safety
• Family Oriented
• Thriving
• Green
5 Pillars for Trophy Club Vision 2030
1. A Premier Residential Community
Trophy Club should strive to be a premier residential community. Although developing the Highway 114
Corridor offers an opportunity for more retail and office developments, Trophy Club will continue to be
a predominantly residential community. Participants want leaders to make decisions that will honor the
residential nature of Trophy Club. Unique, affordable housing has been a major component of Trophy
Club's heritage, and even as some commercial growth and redevelopment takes place, Trophy Club's
DNA as a town will remain the same. Participants envision Trophy Club as becoming the benchmark for
what a residential community should be like in 2030. This will mean maintaining a commitment to being
re -inventive and being sensitive to the need for redevelopment. Being a premier residential community
will also mean becoming more environmentally green and having a proactive posture about protecting
the environment by using new technologies and staying in step with emerging environment standards.
Trophy Club's Brand centers on being a premier residential destination. This would include being a
community where people can experience aging in place through senior living facilities. Participants
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January 23, 2015 & January 24, 2015 Minutes 14 of 17
believe that being strategic and consistent with greater branding is the key to promoting the positive
benefits of Trophy Club.
Key Thoughts:
• Benchmark Residential Community
• Environmentally Friendly
• A Community for All Ages
• Faith Friendly Community
• Strategic Branding
2. Economic Development
Trophy Club needs to be strategic and intentional in attracting businesses and jobs that add to the
quality of life. Although it will continue to be a predominantly residential community, Trophy Club does
need to develop more retail shopping and attract more job -producing businesses. Development on
Highway 114 provides an opportunity for commercial development in Trophy Club. This is needed not
only because of the amenities and jobs that it will provide to citizens, it is also needed to help offset the
town's dependence upon property taxes. Participants hope to attain a better balance between property
taxes and sales taxes, but at the same time, they want leaders to be very intentional and discriminant
about the businesses that Trophy Club will house. Attention needs to be given to making sure that
these businesses fit in well with the current culture of Trophy Club. At the same time, the council should
be open to wisely using such tools as establishing a TIF District in order to facilitate economic
development. In addition to attracting new businesses, economic development should also focus on
doing things that help retain existing businesses. Participants believe that efforts should be made to
maximize the use of the town's parks and park facilities. As a part of this, leaders should carefully
examine how Trophy Club Park can best be used to generate revenue for the town.
Key Thoughts:
• Strategic Commercial Development that Honors Trophy Club's Residential Culture
• Balance between Property Taxes and Sales Taxes
• Retain Businesses
• Maximize Economic Benefits of Parks and Facilities
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January 23, 2015 & January 24, 2015 Minutes 15 of 17
3. Amenities
Trophy Club should strive to strategically add and sustain the kinds of amenities that a premier
residential community will have by 2030. Some of the things envisioned are:
o Make the town more golf cart friendly and more bike friendly
o Improve the Trail System making the town more walkable and more connected
o Build a partnership with schools to provide accessibility to the community
o Support and Enhance Parks
o Community/Senior Center
o Municipal/Public Safety Facility
o Maximize accessibility and possibilities offered by Trophy Club Park and Lake Grapevine
o Embrace "Modernization" including staying current with new technology
Providing these amenities will require that leaders plan strategically and develop the financial
mechanisms to fund them. The town needs more economic development in order to provide the kinds
of amenities that residents want. As with the first two pillars, this points to the importance of the
council identifying the balance it wants between property taxes and sales taxes.
Trophy Club is a picturesque community. Residents value this. Residents desire that parks, trails, and
other things that enable them to enjoy the area continue to be a priority for the future. Code
enforcement is an important aspect of maintaining the beauty of the city, and maximizing the natural
beauty of Trophy Club—including enhancing the view and entrance from Highway 114 needs to be
addressed.
Key Thoughts:
• Strategically Add Amenities that Residents Want
• Use Economic Development to Provide more Amenities
• Maintain Picturesque Beauty of Trophy Club
• Make the View and Entrance from Highway 114 more Appealing
4. Excellence in Governance
Trophy Club needs to become known for excellence in communication and transparency from the
Council and Management. Participants desire that Trophy Club's governance be characterized by
transparency and excellence in communicating with citizens. They envision the town leadership being
proactive in seeking citizen input in a variety of ways. Excellence includes being intentional about
communicating plans, events, news, and developments to the public. Trophy Club is well known for
being a safe place to live, and since residents value this safety, they want to foster a high standard in
public safety, staff, and municipal services.
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January 23, 2015 & January 24, 2015 Minutes 16 of 17
Key Thoughts:
• Pro -active Communication
• Strive for Excellence
• Highly Transparent
• Promote Public Safety
5. Trophy Club's Relationship with other Governmental Agencies
Maintaining healthy relationships with other governmental agencies is a key to Trophy Club's success,
and, none is more important to Trophy Club than its relationship with NISD. This must be an ongoing
priority. The school's success will have a big impact upon the town's success.
In order to continue to provide excellent customer service to citizens in the region Trophy Club also
needs to maintain healthy relationships with entities such as:
• Southlake
• Roanoke
• Westlake
• Denton County
• Tarrant County
• MUD
• TxDot
• Corps of Engineers
• Other cities in the region
Trophy Club should continue to be cooperative with MUD while also examining the ways in which this
relationship should evolve. Dialogue with MUD about the most cost effective and efficient way to
provide services in the future should begin now.
Key Thoughts:
• Maintain Positive Relationships with other Governmental Agencies
• Trophy Club's Relationships with MUD and NISD are Especially Important
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January 23, 2015 & January 24, 2015 Minutes 17 of 17