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Town Council Minutes - 12/08/2020 TOWN OF TROPHY CLUB TOWN COUNCIL REGULAR SESSION MINUTES TUESDAY,December 8,2020;7 PM The Trophy Club Town Council met in a Regular Session on Tuesday, December 8,2020.The meeting was held at Town Hall, 1 Trophy Wood Drive in the Council Chambers. TOWN COUNCIL MEMBERS PRESENT: Alicia L.Fleury Mayor Greg Lamont Mayor Pro Tern, Place 1 Greg Wilson Council Member, Place 2 Sean Bone Council Member, Place 3 Karl Monger Council Member, Place4 Michael Geraci Council Member, Place 5 Phillip Shoffner Council Member, Place 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&Marketing Manager CALL TO ORDER Mayor Fleury called the meeting to order at 7:00 pm and noted a quorum was present with Mayor Pro Tern Lamont, Council Members Wilson, Bone, Monger,Geraci and Shoffner. INVOCATION The Invocation was delivered by Wade Carroll,Assistant Town Manager. PLEDGES The Pledges to the American Flag and Texas Flag were led by Council Member Monger. PUBLIC COMMENT(S) Town Secretary Vacek confirmed there were no speakers registered for Public Comment. PROCLAMATION 1. Issuance of Proclamation 2020-12 recognizing Dennis Sheridan for receiving the 2020 Congressional Veteran's Commendation(Mayor Fleury). Council Member Monger read Proclamation 2020-21 and moved to approve the proclamation. Mayor Pro Tern Lamont seconded the motion and requested that the Proclamation from Congressman Michael C. Burgess be entered into the official record. Mayor Fleury thanked Dennis Sheridan for his distinguished service to our Country as well as his service to the Town of Trophy Club.She further congratulated him on receiving the distinguished 2020 Congressional Veteran's Commendation.The motion carried unanimously. Mr.Sheridan thanked Mayor Fleury and Council for the recognition. Motion 7-0-0 December 8, 2020 Page 1 of 7 ANNOUNCEMENTS AND REPORTS 2. Receive Town Manager Norwood's Update and Reports(S. Norwood) Business Spotlight—Vinny's Italian Restaurant Mayor Fleury thanked Vinny's Restaurant for their generosity over the years in supporting fundraisers, our schools, and all the gift cards donated to the community. She shared that Vinny's was one of her all-time favorite restaurant as well as her parents'favorite. Vinny stated they began serving Trophy Club in 2005 and noted some of his favorite dishes include Chicken Marsala and their Brick Oven Pizzas. He thanked Mayor Fleury and the Council for inviting him to speak on behalf of and highlighting their restaurant-Vinny's Italian Restaurant. Mayor Fleury announced that Item 14 had been continued;thus, would not be addressed in the case anyone was present for said item. CONSENT AGENDA All matters listed under Consent Agenda are considered to be routine by the Town Council and will be enacted by one motion. No separate discussion of these items will be held. Items removed from the consent agenda will be considered individually. 3. Take appropriate action regarding the Town Council Regular Meeting Minutes dated November 17,2020(L. Vacek). 4. Take appropriate action for the Replacement of 11 Laptops for Police Vehicles from VersaTrust in the amount of$36,969.90(P.Arata). S. Designating Mayor Alicia L.Fleury as Emergency Management Director and Fire Chief Taylor as Emergency Coordinator for the Town of Trophy Club,Texas(W.Carroll). 6. Take appropriate action for an Interlocal Agreement(ILA)between the Town of Trophy Club and the City of Roanoke for Inspection Services not to exceed$25,000(W.Carroll). 7. Take appropriate action for the replacement of 8 Drinking Fountains within the Town's Parks' System with ADA Compliant, Touchless Fountains from Total Recreation Products in the amount of $38,732.88 (T. Jaramillo). Council Member Bone moved to approve consent agenda items 3,4, 5,6,and 7. Council Member Geraci seconded the motion.The motion carried unanimously. Motion: 7-0-0 INDIVIDUAL ITEMS 8. Receive a presentation and provide direction for a possible location and use of future,dedicated Pickleball Courts at Independence Park(T.Jaramillo). Director of Parks and Recreation Jaramillo presented a power point presentation showing direction from the Parks and Recreation Board and their recommendation. He shared a few statistics that there were over 3 million Pickleball Players;and in Trophy Club it was a 60-40 split of players between Tennis and Pickleball Players utilizing our courts. He added that there are also lengthy wait time between players. December 8, 2020 Page 2 of 7 After providing two possible locations on the East and West Park Grounds as well as showing schematics for new Pickleball Courts with shade structures; Mr. Jaramillo stated that the Parks and Recreation Board recommended hiring a consultant to identify the best viable location while accounting for restroom facilities and concession areas and possible expansion thereof. He also mentioned that a consultant would also take into account the hosting sanctioned and unsanctioned tournaments. Town Manager Norwood added that the Parks and Recreation Board recommended at least 8 courts. He noted that the reason for the Consultant was that this is a new sport, and wanted to gain some expertise of the sport. He reported that staff would said item back for further discussion the first of the year. Council Member Wilson asked if these were permanent structures. Parks and Recreation Board Chairwoman Tiffany Nimphius responded that the structures could be restructured for other uses. Council Member Geraci shared concerns with Option B showing that the last parcel of green space available would be taken away from all that currently use it(kids playing t-ball,football,etc). Chairwoman Nimphius addressed the Council and stated that their entire Board was in agreement with Option A. Mayor Fleury stated that Pickleball was a sport that could be played by all ages and all levels.She added that it is the fastest growing sport in the US and was glad that the Town was working on this project and hoped to see it move forward. Council Member Shoffner stated he has seen the growth of this sport as has been in discussions on space and noise attributed to Pickleball. He added that the Town has spent funds planting trees to provide a buffer from the noise and wanted the consultant to keep that in mind. He added that if the T-Ball area is pushed by the pool area;this would create a new set of problems where bigger is not always better. Chairwoman Nimphius shared that the lighting and noise are on the list to go over with the Consultant. Mayor Fleury inquired if this sport would interfere with the Baseball Tournaments.Chairwoman Nimphius replied that they would not schedule these sports at the same time. Mayor Pro Tem Lamont moved to direct staff to hire a qualified Consultant to bring back a plan for consideration for a recommended location of Pickleball Courts in Trophy Club for Sanctioned and Unsanctioned Tournaments. Council Member Bone seconded the recommendation.The motion carried unanimously by those present. Motion: 7-0-0 9. Take appropriate action for the replacement of an ambulance with a 2021 Ford F550 Road Rescue Ambulance for operations in the Fire Department from Siddons-Martin Emergency Group in the amount of$327,672(J. Taylor). Town Manager Norwood referenced CARES Funds of$670,000 will free up said amount from the General Fund as well as provide for the next two agenda items. Chief Taylor reported that the new ambulance would replace a 14- year old ambulance that has outlived its life. He said it takes 9-12 months to build a new ambulance and would expect it the latter part of 2021. He also gave an example of having to call on the City of Roanoke to assist with a transport due to the ambulance breaking down.Chief Taylor also reported that said item is eligible for a 75%FEMA Grant in which funds would be leveraged. Council Member Shoffner moved to approve the purchase of a 2021 Ford F550 Road Rescue Ambulance as a replacement in the amount of $327,672. He mentioned requesting the vehicle replacement policy in the past. Council Member Monger seconded the motion. He added this was a great grant reimbursement opportunity.The motion carried unanimously. Motion: 7-0-0 10. Take appropriate action for the replacement of Equipment for the Fire Department Training/Public Meeting Room from Electro Acoustics in the amount of$45,394.82(J.Taylor) December 8, 2020 Page 3 of 7 Chief Taylor reported that the training room has obsolete and non-working equipment from 2011 when the Fire Station was first built. He noted that it was critical to replace the equipment in order to train and provide public service education as a group. He noted that this Meeting Room was also a back up to the EOC at Town Hall. Council Member Monger moved to approve the request for the replacement of the equipment as recommended by staff in the amount of$45,394.82.Council Member Bone seconded the motion.The motion carried unanimously. Motion: 7-0-0 11. Take appropriate action for the replacement of three (3) Servers and three (3) Firewalls from VersaTrust in the amount of$71,126.43 to be funded from the IT Equipment Replacement Fund(W.Carroll). Assistant Town Manager Carroll presented the replacement of three Servers and three Firewalls through VersaTrust and recognized Danny Owens,Owner of VersaTrust. Mr.Owens introduced Luke Anderson,Operations Director and let the Council know that they are ready to answer questions.There being no questions; Mayor Fleury entertained a motion. Council Member Bone moved to approve staffs recommendation for the replacement of the servers and Firewalls. Council Member Geraci seconded the motion.The motion carried unanimously. Motion: 7-0-0 12. Take appropriate action for the consideration of an Engineering contract with Teague Nall&Perkins(TNP)for Phase 1 of Indian Creek Drainage not to exceed $106,738.75 which would include work that has been performed to date,drainage study and surveying,and preliminary engineering yet to be billed(S.Norwood) Mr. Norwood reported that they are now at a point to go forward with Phase 1 for an engineering and design that may take up to 6 months;he noted that the next step is to fund Phase 1. He added that Phase 1 is at$1 Million and will be disruptive and challenging,as the required work will be done in between homes while working to put in large box culverts. He added that the rain will slow the project down. He shared that staff had met with residents and performed a site visit with TNP Engineers. Mr.Tom Rutledge of TNP presented a detailed technical power point on the drainage project. Mr.Rutledge reported how the drainage problems would be corrected utilizing completed drainage studies and computer modeling. He stated they ran several models to find one that will mitigate the flooding. He reported that to begin with;the current system is undersized. He noted that when running their model for the future;it still showed flooding,but the water does not get into the homes. Mr. Rutledge noted that this is only one of 3 Phases. Phase 1 is the priority that will alleviate water getting into homes. He stated that they have been providing their engineering services to the Town since 1990. The new box culverts would start at the Golf Course to Indian Creek. He stated in performing the Indian Creek Street Bond Program and working with Town Administration at the time;the town stated they did not have the sufficient funds. He noted that they are not going to have to come back and tear up the street later; as they will tie into that box culvert that was installed under Indian Creek Street during that project. He noted that drainage comes to a low point and the homes are flooding. He showed the animation of the computer model of how Indian Creek Street floods. He also noted that they looked at storm frequencies;a 10-year storm event and where that water sits. He added that with a 100-year storm;the water gets into the homes with 3.5 ft.of water. He stated that by going all the way up to the drainage system and extend that box culvert; it will be close to what can be taken care of now to mitigate the immediate problem. In the future;consideration can be given to upsizing the system. December 8, 2020 Page 4 of 7 Mayor Pro Tern Lamont asked that said item be addressed at the Council Retreat, as there are several hotspots for flooding. Council Member Wilson asked if there was coordination with the MUD on the engineering projects in order to share the costs. Mr.Carroll responded yes;and mentioned contacting Mike regarding their street projects. Mayor Fleury stated that she was glad they were starting with Phase I.She added there is more work to be done as there are other phases and thanked Mr. Rutledge as this is a priority. Mayor Pro Tern Lamont moved to approve a Phase 1 Engineering Contract with Teague,Nall&Perkins for the Indian Creek Drainage not to exceed $106,738.75. Council Member Geraci seconded the motion. The motion carried unanimously. Council Member Shoffner asked if Mr. Rutledge had brought this drainage issue to staff previously;or to Council in the past. Mr. Rutledge replied that it was in their report that was provided to staff, and were told there were not enough funds available at the time. Mr. Rutledge noted that TNP did not do this level of study at the time. Motion: 7-0-0 13. Creation of a Strategic Partnership Committee to engage with the Trophy Club Municipal Utility District No.1 regarding the expiration, renewal and/or amendment of the Interlocal Agreement (ILA) for Fire Protection Services with the Town of Trophy Cub(S.Norwood). Mr. Norwood reported the previous committee in place included Mayor Sanders and Council Member Shoffner. He added that the Municipal Utility District was represented by Bill Rose and now-Council Member Greg Wilson. He noted the next step was to name 2 Council Members to discussed the issue of Fire Protection and bring forth items for the ILA. Council Member Wilson moved to have himself serve with Mayor Fleury on the Strategic Partnership Committee. Mayor Pro Tern Lamont seconded the motion.The motion carried unanimously. Motion: 7-0-0 14. Withdrawal by Applicant of a request to amend PD Planned Development District No.30(PD-30)to add"Pet Services SUP Required for Outdoor and Overnight Uses"to the list of Permitted Uses at Trophy Club Town Center,generally located on the northwest corner of Trophy Club Drive and State Highway 114(S.Norwood). No action Necessary. Mr. Norwood reported that said item did go before Planning and Zoning and was properly posted and published for this meeting. He noted that the applicant asked for a continuance as they will resubmit their item for reconsideration. Mayor Fleury stated that she looked forward to their resubmission and that no action was necessary. 15. Take appropriate action on a Comprehensive Citizen Survey(Mayor Fleury). Mayor Fleury noted the importance of conducting a citizen survey to check in with the citizenry to gauge resident satisfaction. She added they would find what changes are needed for the betterment of the community. She reported that the last survey was performed in 2011 and that staff would share additional details during the Council Retreat;thus, no action was necessary. Council Member Geraci made the motion to move forward with conducting a citizen survey. Council Member Monger seconded the motion. Council Member Shoffner noted he was not in favor of moving forward with the Citizen Survey at this time.The motion carried as follows: December 8, 2020 Page 5 of 7 AYE:Mayor Fleury, Mayor Pro Tern Lamont,Council Members Monger, Bone,Wilson,and Geraci NAY:Shoffner Motion: 6-1-0 16. Discussion of Future Agenda Items(S. Norwood). Mr.Norwood noted a couple of items have been pushed back,as the Citizen Survey and Entryway Monumentation. He noted that he is in the process of working with Freese & Nichols on the Mitigation Plan. He asked if there was items to add to this list. He noted that several of the items would be addressed at the Council Retreat. Mayor Fleury stated that some items were incorrectly removed and would be discussed at the Council Retreat. 17(3). Discussion and possible action — Consult with Attorney regarding legal issues with TMRS and a former employee pursuant to Texas Government Code Session 551.071,Consultation with Attorney At this time, Mayor Pro Tern Lamont moved to remove Item 17(3) from Executive Session into open session and moved to approve the amended agreement. Council Member Geraci seconded the motion. The motion carried unanimously Motion: 7-0-0 EXECUTIVE SESSION Mayor Fleury recessed the meeting at 8:09 pm to convene in executive session to address Item 1 and 2 denoted under Number 17. 17. 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: 1) Discussion and possible action—Deliberate the duties and employment of the Municipal Court Judge pursuant to Texas Government Code Section 551.074 Personnel Matters to discuss the appointment of a public officer(personnel matters)(Mayor Fleury). a) Reappointments of Municipal Court Judge&Associate Judges 2) Discussion and possible action — Deliberate Economic Development Negotiations regarding a commercial prospect pursuant to Texas Government Code Section 551.087 Economic Development(S. Norwood). 3) Discussion and possible action—Consult with Attorney regarding legal issues with TMRS and a former employee pursuant to Texas Government Code Section 551.071 Consultation with Attorney(D.Dodd). The Council took action in Open Session on Item 17(3). RECONVENE INTO REGULAR SESSION Mayor Fleury reconvened the meeting at 8:48 pm and stated that no action was taken in executive session. Item 17(1)was addressed in open session. December 8, 2020 Page 6 of 7 18. Take appropriate action regarding the Executive Session(Mayor Fleury) Mayor Pro Tern Lamont moved to re-appoint Presiding Judge Eric Ransleben;Alternate Judge Warren Bradley;and Alternate Judge Christian Dennie for a Two-Year Term beginning January 1,2021.Council Member Monger seconded the motion. Judge Eric Ransleben reported that he was appointed Judge in 1999 for the Town of Trophy Club and this year has been an interesting one due to Covid19. He stated that the Court has adjusted with alternative measures and programs. He added that they offer online options now as well as send court reminders via text.He mentioned their backlog is completely up-to-date and have processed more cases and less warrants in comparison to last year.Mayor Fleury and the Council thanked him for his work.The motion carried unanimously. Motion: 7-0-0 ADJOURNMENT M or FleuryWthe meeting at 8:53 pm. 4i)cq Vacek,TRMC/C /MMC Ali ' Fleury, Mayorexas Town Secretary/RMO T n ofTrophyClub, December 8, 2020 Page 7 of 7