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Town Council Minutes - 10/27/2020 TOWN OF TROPHY CLUB TOWN COUNCIL REGULAR SESSION MINUTES TUESDAY,OCTOBER 27,2020;7 P.M. The Trophy Club Town Council met in a Regular Session on Tuesday,October 27,2020. The meeting was held at Town Hall, 1 Trophy Wood Drive in the Council Chambers. TOWN COUNCIL MEMBERS 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 5 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 Tommy Uzee Director of Community Development Mike Erwin Finance Manager CALL TO ORDER Mayor Sanders called the meeting to order at 7:00 pm and noted a quorum with Mayor Pro Tem Shoffner, Council Members Bone, Monger,and Geraci. INVOCATION The Invocation was delivered by Pastor Joel Quile,of the Bara Church. He prayed for all public servants of the Town and mentioned the sacrifices made by each one. He added that prayers were needed for those affected by Covid and also prayed for peace in the next couple of weeks. Lastly, he asked for strength and resolve for all First Responders. PLEDGES The Pledges to the American Flag and Texas Flag were led by Mayor Pro Tern Shoffner. PUBLIC COMMENT Town Secretary Vacek confirmed there were two speakers. Mayor Sanders called upon Megan Keohen to speak. Mrs.Keohen of 68 Panorama Circle spoke of a future agenda item for a Loop Road. She stated that it would require that the Corp of Engineers allow the Town to have a thoroughfare over Corp land. She indicated that a bridge would be a more viable option regarding buy-in from the Corp. She stated that she has been in contact with the Corp, TxDoT, North Texas Area Council of Governments, Land Planner, and Town Staff in putting together a proposal for the Corp to consider a west/east 1,250 foot bridge. Her second request was that Council consider pulling the agenda item for Video Production Services from the agenda(Item 4). She added that it was a large expense at$48,000 when there is no email communication to our residents. She asked Council to pull Item 6; Financial Software, from the agenda. She expressed there were many companies providing municipal accounting software for a lesser amount. Alicia Fleury of 2214 Trophy Club Drive announced participation of the initiative, "Give Small Help Big"to support Trophy Club businesses while helping local families in need. She stated that proceeds from t-shirt sales are used to purchase$500 gift cards from local businesses which are in turn given to the local Food Pantry serving families in Town Council October 27,2020 need within the 76262 area. She added that the two Trophy Club Businesses; Vinny's and Popcorn Central were recipients of this initiative. She encouraged everyone to visit their Facebook page,"Give Small Help Big 76262"and purchase a t-shirt for$20. She thanked the Mayor and Council for their time. PROCLAMATION,ANNOUNCEMENTS,AND REPORTS 1. Take appropriate action issuing Proclamation 2020-11 Recognizing October 28,2020 as National First Responder's Day in Trophy Club,Texas(Mayor Sanders) Mayor Sanders read the proclamation and Council Member Geraci moved to approve Proclamation 2020-11. Mayor Pro Tern Shoffner seconded the motion. The motion carried unanimously. Motion 5-0-0 Mayor Sanders recognized Jack Ormond of the Trophy Club Rotary to present the awards. Mr.Ormond stated that Rotary is an International organization and thanked Police Chief Arata and Fire Chief Taylor for their service. He added that TC Rotary wanted to find away to recognize our first responders for all they do to keep us safe. He noted that this was a first step for an annual event in recognizing the Police Officer and Firefighter of the Year. He thanked the many Rotarians in the audience that contributed and assisted with the recipients'award. He also thanked the following TC Businesses for their generous donation; 3-Volt, Cristina's, 7-Eleven, Anamia's, Fish and Knife, Kim's Donuts, K-S, Meet U Anywhere, Marco's Pizza,Starbucks,Popcorn Central,Tom Thumb,Trophy Club Country Club, and Denny's. • Presentation by Trophy Club Rotary of 2020 Firefighter of the Year—Eric Sampson • Presentation by Trophy Club Rotary of 2020 Police Officer of the Year—Barry Sullivan Chief Taylor called on Firefighter Eric Sampson and his Family to the podium and announced that Firefighter Sampson was selected by his peers for honor of Firefighter of the Year. He noted that Firefighter Sampson,served as a Field Training Officer as he possesses the desire to develop new firefighter/paramedics. He stated that Firefighter Sampson also received the Town's Service of Excellence Award. Mayor Sanders and Council thanked Firefighter Eric Sampson. Chief Arata called on Police Officer Barry Sullivan and his Family to the podium and announced that Officer Sullivan was selected by his peers for the honor of Police Officer of the Year. He stated that Officer Sullivan has been with the department for 12 Years and has served as the Canine Officer, Mentor,Training Officer, and was promoted to Sergeant. Mayor Sanders and Council thanked Police Officer Barry Sullivan. Mayor Sanders thanked Firefighter Sampson and Police Officer Sullivan for their service. He also thanked the TC Rotary who has been in existence since 2018. He added that the TC Rotary meets every Friday at 8am at the Trophy Club Country Club. Mayor Pro Tern Shoffner stated that he has boy-girl twins who were 4 years of age at the time he was first elected to Council. He mentioned attending an event at the Fire Department with his twins. He recalled that a Firefighter by the name of Eric Sampson that took a great interest in his twins showing them the fire and ladder trucks as well as touring the station. He stated that tour made a huge impact on his kids that are now 12 year of age and thanked Firefighter Sampson for his genuine gesture. 2. Receive Town Manager Norwood's Update and Reports(S.Norwood). • Recognition of Employee(s)Service Years—Wade Carroll Mr. Norwood stated that Trophy Club has employees with tenures ranging from 24 years to a newly hired Police Officer. He mentioned that Wade Carroll who was previously Fire Chief for Trophy Club. He added that after his Town Council October 27, 2020 appointment as Town Manager; his first hire was promoting Wade Carroll to Assistant Town Manager. He noted several months have passed and there was never closure for Wade's service with the TC Fire Department. He stated this should have been done sooner although Covid interfered with many events that should have taken place. Chief Taylor presented a shadow box that was specially arranged for Wade from his tenure as Fire Chief in Southlake and Trophy Club. Chief Taylor recognized Venecia,Wade's wife,and two daughters to join him at the podium. Chief Taylor added that the shadow box Anita Otterson crafted included memorabilia from the City of Dennison being the first city where Wade was hired as a Firefighter in 1994. In 2001 he joined the Southlake Fire Department as a Firefighter and 10 years later served as Deputy Fire Chief. Chief Taylor added that in 2017, Wade began his service as Trophy Club Fire Chief until his promotion to Assistant Town Manager in 2019. Mayor Sanders and Council Members thanked Wade for his continued service to Trophy as Council Member Bone added that he was in High School when Wade began his firefighter career. Mayor Pro Tern Shoffner added that Wade did a great job as the Interim Town Manager;almost better than the Town Secretary. • Veteran's Day Ceremony at Veteran's Memorial Park,November 11,2020 at 11:00 AM Mr. Norwood announced the Veteran's Day Ceremony on November 11th at 11AM to be held at the Veteran's Memorial Park. He added that should the weather become an issue;the back-up location would be the Fire Station. • TC Fall Family Camp-Out,November 7-8,2020;3PM-10AM Mr. Norwood reported that the Annual Family Camp-Out would be held on November 7-8, 2020. He noted that registration($15/pp)has been slow for said event and asked if folks plan to participate;to register for the event. • Business Spotlight—The Force By Luke Luke Fleming and Nikki Fleming addressed the Mayor and Council. Luke stated that they opened in 2016 next to Vinny's and recalled that Mayor Sanders was present for their opening. He said that they are glad to be part of TC and has been a personal trainer for over 20 years. He added that having a personal trainer is more than having someone instruct you, but a trust between two people to accomplish a goal for mental and muscle strength. He noted that each nutrition plan and training plan is custom-made for each participant. He said they offer one on one sessions for core and balance programs as well as rehabilitation and are open 7 days per week from 5AM to 8PM on weekdays. Lastly,he stated that his family shops,eats,and supports local businesses in Trophy Club. • Status of Trophy Club Town Center Development/Construction Progress Mr. Norwood reported drainage issues have affected Hogan's Glen as there are two ponds across Indian Creek. He noted that this project started back in May 2018 and that is when the grading permit was pulled. As more of the work was done;the lots were sold off for a hotel, apartments,townhomes, and retail. He added that just like any other project; the Town does not design, stamp, or seal any of the plans. Those things are done by the private developer which has a legal and ethical obligation to adhere to in order to ensure it is designed properly and in accordance to the Town's standards. Stantec is the firm that provided the plans for PD-30. He added that Stantec, is a global firm that sealed and stamped the plans for PD-30 (Town Center). The Town of Trophy Club did review, through consulting engineers,Teague,Nall,&Perkins(TNP),the plans that they sealed. He noted TNP is a large firm out of Dallas-Ft Worth who have been in business for over 40 years. Mr. Norwood added that anytime there were modifications or revisions;TNP reviewed the plans on behalf of the city and they were sealed and stamped at that point. He added TECQ regulates much of the drainage piece and that the Town has not been fined noting we have not been lax in our duties. He noted anytime there have been complaints;they have been addressed. He reported that the Town received another TECQ complaint yesterday and will investigate and respond. He noted that there has been discussion of a restrictor plate that should have been installed at the beginning. Said installation was the last thing that was completed;and the engineers sealed it after the installation. The engineers will state that they Town Council October 27, 2020 have designed it accordingly and it is up to the contractor to build it according to the plans; that does not mean everything is perfect. He noted that one of the bigger issues is the silt in the ponds from PD-30;and to what extent and what is the remedy to correct that is what is needed. He noted that Beck Properties was the original owner of PD-30. The ponds in Hogan's Glen;that ownership resides with Beck.The language on the plat reads that the HOA is required to maintain the ponds but that does not negate the fact that Hogan's Glen does not own the property. He added that it could be an issue between Hogan's Glen HOA and Beck or the contractors doing work at PD-30. He concluded his report by stating that Town Center is at 60%complete for the townhouses and the retail lacks their build-out. • Status of Indian Creek Drainage Issue Mr. Norwood reported that they have had meetings with Teague, Nall, & Perkins, the homeowners, and have conceptual plans. Phase I would address the most pressing issue along Indian Creek,where the water all converges on the street. He stated that ideally they would have to go up on Hillside Street to capture the drainage but noted that this was not a recommendation. He noted that it was not addressed when Indian Creek was done as it was a separate project and there were insufficient funds to address. In order to address the drainage issue;the estimate is in the range of $2-2.5 million. He added that in the next month, they would be looking to make final recommendations to Council who will make the final decision to address this and have the engineers come up with a design. He noted that Tom Rutledge of Teague, Nall&Perkins would be in attendance for said council meeting. CONSENT AGENDA 3. Take appropriate action regarding the Town Council Regular Session Minutes dated October 13, 2020. (L.Vacek). 4. Take appropriate action the approval of a contract with Five Stone Creative in an amount not to exceed $48,000 for Video Production Services for General Communication and Marketing Services(J.Lind). S. Take appropriate action regarding a request to revise Section 3.02.002 of Trophy Club's Building Regulations and Code of Ordinances to provide the Building Official authority to approve up to five percent(5%)increase for Lot Coverage. (L.Payne). 6. Take appropriate action regarding the Annual Licensing and Support from Tyler Technologies for Incode Financial Software Application not to exceed$43,000(M.Erwin). Council Member Bone moved to approve Consent Items 3 and 5 only. Council Member Monger seconded the motion. The motion carried unanimously. Motion: 5-0-0 INDIVIDUAL ITEMS Take appropriate action the approval of a contract with Five Stone Creative in an amount not to exceed$48,000 for Video Production Services for General Communication and Marketing Services(J.Lind). Council Member Bone expressed that$48,000 was a lot of money to spend on video services without detail. Mrs. Jill Lind mentioned they had worked up a loose framework to formalize with the vendor. Town Manager Norwood stated that video production services are expensive but in light of Covid;the Town placed$50,000 in the budget for these type of services. He added that with regards to videos;the amount of viewership is incredibly higher than a post. He added that right now it is very difficult to communicate with people; thus, this can be used as a new program to highlight upcoming events and new Police Department programs. Council Member Monger stated that Town Council October 27,2020 from his experience in the non-profit realm;the proposal amount is not out of line. He added that the amount was in the budget which has been adopted. He asked what was the desired outcome regarding views and what will be measured. Mrs. Lind explained that they would use the video services to change the tone of the community and highlight new programs. She added that videos would be a new way to communicate with our residents and reinforce the services provided to the community. She provided an example of using a video message to communicate to the residents of the Public Improvement District and explain what it means as well as the required processes as so many residents always have questions. Mayor Sanders asked of the contract payment schedule. Mrs. Lind replied that the town would pay a monthly fee based on completed video hours which equates to 2-3 videos of 2 minutes each per month. Mayor Sanders asked if not all minutes are not used within the year;they are extended into the following year. Mrs. Lind replied that was correct. Council Member Bone suggested tying in our Economic Development Corporation (EDC) in the video production services contract and add a business development component to the framework for a shared expense. Mrs. Lind noted that they had not talked about that but could look into it to offset the cost. Council Member Geraci felt that having one on retainer is not in line with industry standards. He asked that staff come back with a framework or marketing plan that includes EDC and coverage of the Trophy Club Sports Events. He also suggested bullet points on what Council voted on and approved during Town Council Meetings. Mayor Pro Tern Shoffner stated that he supports the item as it was budgeted and added that as Council;we are most criticized for lack of communication. He added that this is much more effective than emails or posts. Mayor Sanders asked if there was a cancellation clause. Mrs.Lind answered yes with a 60-day notice. Council Member Bone asked if there was a penalty aside from the 60-day cancellation notice. Mr. Dodd replied no. Council Member Geraci stated that he was more inclined to support this item with the cancellation clause. Mrs.Lind stated that she would provide the Council an update of the framework. Council Member Bone moved to deny the item but have staff come back with a detailed plan with the involvement of EDC for a shared expense. The motion failed due to lack of a second. Council Member Monger moved to approve Item 4 not to exceed $48,000 for video production services. Mayor Pro Tern Shoffner seconded the motion. The motion carried as follows: AYE: Monger,Schoffner,Geraci,and Mayor Sanders NAY: Bone Motion: 4-1-0 Take appropriate action regarding the Annual Licensing and Support from Tyler Technologies for Incode Financial Software Application not to exceed$43,000(M.Erwin). Council Member Geraci mentioned that one of his personal email account mentioned a security breach of Tyler Technologies. Mr. Mike Erwin responded that VersaTrust is well aware of it and has been on top of it by re- establishing connections and resetting passwords. Mr. Carroll added that Trophy Club was not affected and that VersaTrust put protections in place immediately. Mr. Norwood clarified that this item was not the acquisition of financial software but the licensing of the financial software that runs our financial system,municipal court system, accounts payable system, and human resources system. Mr. Erwin noted that the amount reflects a 5%increase from last year's cost. Mayor Sanders asked how long the Town had been using Incode. Mr.Erwin stated since 2013. Mayor Sanders added that one cannot drop a system due to a breach and stated that the change of software has to be planned. Mayor Pro Tern Shoffner added that this is one area that needs to be reviewed as new staff come in; they inherit what is in place. He asked that staff do a better job in assessing what systems are in place and what is best to utilize;perhaps at the retreat a list of systems and options can be reviewed. Council Member Geraci moved to approve Item 6. Council Member Bone seconded the motion. The motion carried unanimously. Town Council October 27,2020 EXECUTIVE SESSION Mayor Sanders recessed the meeting to convene in executive session at 8:32 pm for the following item. 7. Pursuant to the following designated section of the Texas Government Code, Chapter 551 (Open Meetings),the Council will convene into executive session to discuss the following: a) Discussion and possible action — Deliberate the Appointment of the Planning & Zoning Commission pursuant to Texas Government Code Section 551.074(personnel matters)-Mayor Sanders. RECONVENE INTO REGULAR SESSION Mayor Sanders reconvened the meeting at 8:50 pm. 8. a) Take appropriate action regarding Resolution 2020-19 for the Appointment of Members to the Planning and Zoning Commission.(L.Vacek). Mayor Pro Tern Shoffner moved to approve Resolution 2020-19 to re-appoint Reginald Barbarin, Michael Biggs and appoint Robert Stevens to a full term to expire September 2022; and to appoint Rhylan Rowe as Chairperson. Council Member Monger seconded the motion. The motion carried unanimously. Motion: 5-0-0 ADJOURNMENT Ma ',Sanders a me the meeting at 8:51 pm. Lei ' Vacek,TRMC/CMC/MMC C. IMICK Sanders, Mayor own Secretary/RMO �F TRO'b Town of Trophy Club,Texas o f RY1,1g�h Town Council October 27, 2020