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Town Council Minutes - 02/23/2021TOWN OF TROPHY CLUB TOWN COUNCIL REGULAR SESSION MINUTES Tuesday, February 23, 2021; 7 PM The Trophy Club Town Council met in a Regular Session on Tuesday, February 23, 2021, 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 Tem, Place 1 Greg Wilson Council Member, Place 2 Sean Bone Council Member, Place 3 Karl Monger Council Member, Place 4 Michael Geraci Council Member, Place 5 Philip 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 lack Taylor Fire Chief Tony Jaramillo Director of Parks and Recreation Mike Erwin Finance Manager Jill Lind Communications & Marketing Manager Haley Archer Human Resources Manager Sharon David Records Analyst CALLTOORDER Mayor Fleury called the meeting to order at 7:00 pm and noted a quorum was present with Mayor Pro Tem Lamont, Council Members Wilson, Bone, Monger, Geraci and Shoffner. INVOCATION Mayor Fleury asked for continued prayers for the victims affected by the COVID-19 Pandemic as observed by lowering the Town's Flags at half-mast. The Invocation was delivered by Pastor Joel Qulle who prayed for the families that have lost loved ones and those m direct contact of the Pandemic, including Police, Firefighters, EMT, Nurses, Doctors, Social Workers, Teachers and all those helping others that are hurting and fighting this disease. He asked for protection, provision, and perseverance. He continued to pray for those without water and heat due to the recent snowstorm, and for protection over the Council and Staff serving the Town. PLEDGES The Pledges to the American Flag and Texas Flag were led by Council Member Bone. PUBLIC COMMENTS) Dr. Ryder Warren, Northwest Independent School District Superintendent, thanked the Council for recognizing the BNHS Cheer Squad. He praised them for representing BNHS and the Town of Trophy Club. He also thanked the Council and Town Staff for their support during the recent Winter Storm, working through all the challenges and helping each other. He reported that NISD has called a Bond Election for May 2021 as the student growth continues. February 23, 2021 Page 1 of 7 ANNOUNCEMENTS) AND REPORT(S) 1. Business Spotlight —Freeform Chiropractic — Dr. Colby King. (S. Norwood) Dr. Colby King, owner of Freeform Chiropractic, presented their services to include treatment of whiplash injuries, migraines, carpel tunnel, and sciatic nerve issues; with the practice concentrating an long term and corrective care. He shared the first visit includes a consult and exam, full set ofx-rays to help diagnose if treatment is recommended or a referral to a specialist is needed. He shared their goal is to be a resource of health and education to the community, treating all ages from young kids to grandparents. He added he is available to provide presentations on a multitude of topics, including Stress Overload, Heart Health, and Sleep Insomnia. Mayor Fleury thanked Dr. King for his presentation on Sleep Insomnia at the Rotary Club. She also thanked Dr. King for his recent sponsorship with Magazine 76262 of local businesses and restaurants that benefit the Roanoke Food Pantry. Lastly, she shared she had been to Dr. Kings practice and was pleased with the comprehensive consult and encouraged others to visit his clinic. 2. Recognition of the Trophy Club Fire Department's 2020 Achievement of Excellence in Fire Prevention presented by Tim Dedear, TKFMA Committee Chair, Texas Fire Marshal's Association (S. Norwood) Mr. Tim Dedear, Chairman of the Achievement of Excellence in Fire Prevention Award, explained that said award recognizes organizations based upon their performance, excellence, and Fire Prevention Program. An Applicant must receive 125 points for a Bronze Level, 150 points for a Silver Level and 175 points for a Gold Level out of a possible 200 points. The scoring is based upon the authority, organization and ethics of the Fire Department, the Fire/Life Safety Programs, performance metrics, web -based communication, certification, education and development of staff, professional organizations involvement, fire prevention legislation and/or ordinances adopted Codes. With a total of 176 points received, Mr. Dedear presented the Trophy Club Fire Department with the 2020 Achievement of Excellence in Fire Prevention - Gold Level Award, stating there are few Gold Levels within the State of Texas. He stated this is a huge honor for the Trophy Cub Fire Department and looks forward to presenting said Award at the next TFMA Conference, Chief Taylor thanked Mr. Dedear for this prestigious award as well as recognizing Deputy Chief Fire Marshal Cochran for his outstanding job in putting together a program that includes fire prevention, public education, and fire investigation. He added the Fire Department has been working hard on these programs and is a credit to the entire Fire Department. Mayor Fleury thanked the Fire Department and expressed her appreciation to Deputy Chief Fire Marshal Cochran for his work with the Fire Prevention Programs. 3. Recognition of the BNHS Competition Cheer Team for UIL 6A Division 2 Spirit State Champions(Mayor Fleury) Mayor Fleury recognized NISD Superintendent Dr. Warren, BNHS Principal Dr. Myers, BNHS Assistant Principal Dr. Deardorff, Coaches Broadstreet & Thornton and the BNHS Competition Cheer Team for their hard work and dedication in practicing and perfecting their chats, stunts, and routines and winning the Spirit State Champion Award. Coach Broadstreet thanked the Council for their recognition and support from the Community. Coach Thornton praised the team for their dedication during the Pandemic and incredible hearts. Each team member was introduced and thereafter, Mayor Fleury presented the team with a Certificate and Street Sign made in honor of the award received. 4. Update on Winter Storm Energy, Water, Gas, Streets, etc., affecting Trophy Club. (S. Norwood) Town Manager Norwood gave an update on the recent Winter Storm, stating the last 7-9 days have been quite chaotic, with an assessment of damages received daily. He reported on the many challenges communities faced while there were millions without heat/water and all 254 Texas Counties were under a Winter Weather Warning, an occurrence that has never happened before. He commented on ERCOTtaking a large amount of abuse and expects this to be a hot topic in the legislative session. He stated the TC Fire Department responded to six times the amount February 23, 2021 Page 2 of 7 of calls, with several structural fires and three deaths within the Community. The Police Department minimized routine stops in order to be available for accident calls received. The Town was extremely fortunate to have minimal damage and reported the MUD did not have any water main breaks. He praised Mayor Fleurys assistance in providing and delivering meals and that Staff will hold a debriefing meeting for ideas on how the Town can be better prepared in situations such as this one. He mentioned Council Member's Shoffner's idea of using trucks to handle minor snow shoveling to the critical areas within the Town. He stated the Team responded very well, and was very proud of how things were handled. He also reported on the total State Wide Damage of $20 billion plus. He asked each Department to give a brief update. Chief Arata reported the Police Department conducted pre -planning meetings prior to the storm, working with other departments, parked'%. of their fleet to utilize the all -wheel drive vehicles, contacted vendors to secure plenty of fuel, minimized routine stops and responded to over 200 "911" Calls. He added they also assisted the Fire Department and thanked Town Manager Norwood for helping staff stay in local hotels to be close to work. Lastly, he added having to forward complaints to the Attorney General Office regarding price gouging. Chief Taylor thanked the Police Department for their assistance during the storm. He reported the Fire Department took preparation and thanked Town Manager for the approval of up staffing by one to their Team. There were over 90 water related responses, two structure house fires, with $350,000 in property saved, as well as the last 10 days almost $1 million of property saved. He added that despite staffs challenges at home, no injuries occurred with no staff calling in. He also praised the Community Moms for helping raise awareness for children to stay off the area lakes and ponds. Council Member Monger inquired of the Durango Fire salvaging. Chief Taylor stated the Team did respond with fighting the fire but also providing a Salvage Rescue, which includes covering up property and salvaging the property within the home. Parks & Recreation Director Jaramillo reported preparation for the Parks Department took place by turning off the pressurized main lines to the Parks. Regarding pool preventative maintenance, staff performed same prior to the season finishing, turning off the components in the competition pump room. He reported there were three minor breaks at the competition pool. He stated that they turned off over 100 backflow, lines that prevented major pipe breakage and congratulated his entire Team for their hard work and ensuring minimal damage. Human Resources Manager Archer shared that despite power outages, HR worked remotely to assist with data entry on payroll, answer questions received and was happy to report there were no accidents involving Town Staff, autos or property. Finance Manage Erwin reported the Finance Team worked hard to ensure payroll was completed with no issues, while Staff monitored bank and treasury functions. He praised his Team for all their hard work. Town Secretary Vacek reported Records Analyst David and herself worked remotely through the power outages and were able to create the agenda packet for the Council Meeting. She thanked Council Member Bone and his wife Mindi for the use of their home to shower as all area hotels were booked and were without water and electricity. She also thanked Mayor Fleury for posting the list of open restaurants within Trophy Club as they frequented all during the Winter Storm. Town Manager Norwood praised Communications and Marketing Manager Jill Lind for a great job keeping communication linked to all residents, council and staff. Communications and Marketing Manager Lind reported activating communications through social media, and utilized TC Alerts, which was previously launched in February. She added TC Alerts reached over 5,000 residents. Over 35 emergency alerts resulted in 210,000 messages via texts, emails, and phone calls. Mrs. Lind shared stats of over 20,000 visits to the TC Website, with Facebook engagement up by 43%, as well as collaborating and sharing February 23, 2021 Page 3 of 7 helpful content received from the Texas Association of Municipal Information Officers. She also thanked Mayor Fleury and Council for sharing content to help communicate with the residents. Assistant Town Manager Carroll reported the Streets Department kept a very busy pace, sanding over 7.5 yards of sand and 35 bags of ice melt in 25 different locations, specifically intersections, inclines and roundabouts. He stated their truck encountered issues and called upon the assistance of the City of Keller. Keller was able to drop 11 cubic yards of sand. He stated the Streets Department worked 12-hour shifts, from Sunday to Thursday, with one staff member on shift 24/7, staying at a local hotel answering emergency calls. Due to the recent structure fire, a lot of water was dropped, which turned to ice. He shared that the IT Department never lost connectivity except the Police Department losing internet connection in a few offices that were not being used over the weekend which were restored this past Monday. He also reported power was lost at Town Hall and used half of the 500-gallon tank of generator fuel. A complete inspection of Town Hall has been performed, with no leaks detected. He commented on the scarcity of street sweepers and that Staff were using electric brooms to push the sand to the gutters and will pick up sand particles manually to clean the streets. He praised the Streets Team for their amazing work. Mayor Fleury thanked everyone for the Town updates and working through this difficult time and commented on having a winterized water plant and helping answer all the calls pertaining to water. During this Historical Weather Event, Town Staff did a fabulous job. She added as Kindness Month comes to an end, how wonderful it was to see neighbors and all residents sharing groceries, helpful tips, making deliveries, and supporting each other with their whole heart. Mayor Fleury reminded everyone of the Virtual Fun Run, where 100% of the proceeds support our Soldiers and asked that we end the month strong. Council Member Shoff ner thanked Mayor Fleury and Town Staff for their tireless efforts, and also thanked the MUD for the treatment of the Town's Water. He stated that he felt the pride to live in a community that was self -sustained and rallied around each other. Council Member Geraci offered thanks and his gratitude to the Fire and Police Departments for wellness checks and seeing to the needs of the residents and engaging with the Community to keep everyone safe. Mayor Pro Tern Lamont added his praise for neighbors helping neighbors. 5. Recognition of the Winners of the Art Z "Kindness Is" Contest. (Mayor Fleury) Mayor Fleury reported the Art Z "Kindness Is" Contest has extended their deadline due to the recent storm, as students were unable to turn in their entries and looked forward to seeing this on the next Town Council Agenda. 6. Announcement of Early Voting and Election Day Polling Site for Trophy Club at Town Hall from the May 1, 201 General Election. (Mayor Fleury) Mayor Fleury stated Town Secretary Vacek had submitted a Staff Report and asked a Committee to meet to determine the best place for Trophy Club Voters as they are sent to different polling sites that changes depending on which entity is conducting an election. Discussions took place with Denton and Tarrant Counties however, it is up to each entity to request a voting location. The best solution recommended was Town Hall, and noted the only elections that cannot be held within Town Hall are Presidential, Gubnatorial and State Constitutional, as county lines cannot be crossed. Mayor Pro Tem Lamont commented on this not costing the Town any money since the Town was able to cancel their General Election. He congratulated Mr. Dennis Sheridan to the Council in a few months and the re-election of Council Member Monger. Mayor Fleury concurred that no cost will be incurred during this election. She added that the Town would not be holding an Election due to Council Member Monger and Dennis Sheridan being unopposed. She added her congratulations to Mr. Sheridan and Council Member Monger, and announced the swearing in ceremony would be held on May 11, 2021. Town Secretary Vacek reported she spoke with Tarrant County today and they will use Town Hall for Election Day in May and will pay the Town $500. PROCLAMATION: February 23, 2021 Page 4 of 7 7. Extending Mayoral Proclamation 2021-04 declaring a Local state of disaster for public health emergency through Denton County for the Town of Trophy Club and exempting bidding requirements of items necessary to protect the public health or safety of Town Residents, if necessary. (Mayor Fleury) Mayor Pro Tem Lamont made a motion to approve Mayoral Proclamation 2021-04 declaring a Local State of Disaster for public health emergency through Denton County for the Town of Trophy Club and exempting bidding requirements of items necessary to protect the public health or safety of Town Residents, if necessary and extending for an additional 30 days. Council Member Geraci seconded the motion. The motion carried unanimously. Motion: 7-0-0 CONSENT AGENDA: 8. Take appropriate action regarding the Town Council Minutes dated February 9, 2021. (L. Vacek) 9. Issuance of an Order/Ordinance 2021-06 Canceling the Town of Trophy Club's General Election called for May 1, 2021 and Declaring the Unopposed Council Candidates Elected of Karl Monger, Place 4, and Dennis Sheridan, Place 3 (L. Vacek) Mayor Pro Tem Lamont moved to approve consent agenda items 8 and 9. Council Member Bone seconded the motion. The motion carried unanimously. Motion: 7-" INDIVIDUAL ITEMS 10. Discussion of Future Agenda Items. (S. Norwood) Town Manager Norwood reported on the following items Entryway Monumentation —the Public Arts Subcommittee is looking at entryway signage statues with an emphasis on recognizing historical golf figures who have had a major impact on Trophy Club. Develop a Strategic Plan —Staff is reviewing the Budget Process, which will include a Financial Strategic Plan that will forecast the next 3-5 years and consider the Impacts of adding additional staff such as one or two Police/Fire, ongoing expenses, tax rate, sales tax, etc. Implementation of a Citizen's Survey— Mr. Norwood stated that plans are to send this out to citizens in March, with results due back in April and a report to Council in May. Hazardous Mitigation Plan with the MUD— Mr. Norwood reported that Staff is working on the plan with Council of Governments (COG) at no cost to the Town. He added that if the Town were to use an independent group, such as Freese and Nichols, the cost would roughly cost $15,000 - $20,000. Mayor Pro Tem Lamont recommended adding the Golf Cart Ordinance to the Future Agenda Items List to be reviewed for any State Law changes. Mayor Fleury commented that Girl Scout Abby Eskew, recent guest speaker at the February 9, 2021 Town Council, would be happy to hear this. She added that Ms. Eskew will be kept apprised of any changes. 11. Discuss the creation of a Strategic Plan for the Town of TrophyClub. (Councilmembers Geraci and Wilson) February 23, 2021 Page 5 of 7 Town Manager Norwood said 70%-75%of identifying key components within the budget has been performed. He noted when there is one revenue source that makes up 80%of total revenue, and what is done with this revenue is critical. He said he was not suggesting a tax rate increase but making Council aware of what happens on the expense side (i.e. personnel makes up 80% of total expenses) and as enhancements are made, and what is done with the revenue side is critical. He commented that Trophy Club does not have a large sales tax base or other incomes coming in like other cities, and does not expect a decrease in health insurance and workers' compensation rates. He also commented on the $25,000 additional expense to build a home due to supply costs and noted building activity within the Town. He stated all of this information will be listed in the strategic plan and is worthwhile to show the formulas on what happens when you add staff down the road to Year 2 and Year 3 with the budget and is a great exercise as well as a helpful policy tool for Council. Council Member Wilson stated he views a Strategic Plan completely different from a Budget Plan; as with a Strategic Plan it helps Council forecast when items will need to be included in a budget, when to purchase/replace the items and will the revenue be available. Town Manager Norwood agreed with Council Member Wilson's comments and reported the items just mentioned have been performed and completed. He stated that Parks & Recreation Director laramillo has an unbelievable Capital Replacement Program that lists every Park and Facility that displays all maintenance performed, future items that will be needed, and this is being done with the Fire and Police Departments which is incorporated into the Financial Plan. Council Member Wilson shared what he is hearing and what he is wanting is to see a draft at the end of Quarter 1 and Quarter 2 and laid out in Years 3-5, etc. Town Manager Norwood stated this would be presented to Council prior to the budget approval. Council Member Geraci stated he has been asking for a 3-5 year budget plan since serving on the Council, and would like to see it, in the First or Second Quarter. He asked for a comprehensive package laid out (i.e. when replacing cars and trucks, street repair). He also commented on what the impact of the Citizen's Survey will be and what will be explained to the citizens. He recommended that the budget impact with the MUD due to legislative session or other Towns, be discussed to help paint the picture before implementation takes place. Council Member Shoffner shared his opinion that Council cannot do their job based on "what ifs', and do what exactly is planned and what is going to happen. He asked for the entire Capital Improvement Plan (CIP) be laid out and setting money back in the budget. Mayor Pro Tern Lamont moved to direct the Town Manager to develop a Three to Five Year Financial Strategic Plan for the Town by the end of June 30, 2021 and present it to the Council in a Workshop Format. Council Member Wilson seconded the motion. The motion carried unanimously. Motion; 7-0-0 12. Engagement of Fancher Legal, PLLC for the purpose of legal advice in water and utility district Issues. (5. Norwood). Town Manager Norwood stated the Intention is to bring Ms. Fancher on board as representation for water and environmental law advice. Dependent upon this years legislative session; Ms. Fancher would monitor what is going on. He added that she recently located to North Texas from Austin. He also shared there are no issues pertaining with the MUD but her reputation and expertise will help protect the Town's Interest as discussions with the MUD progress. He recommended having her retained, as there are few water attorneys available. Mayor Fleury verified the intent is to retain her prior to another municipality retaining her. Town Manager Norwood confirmed that was correct. Council Member Shoff ner referenced the Staff Report narrowed the focus of the agreement with the MUD moving the Fire Department to the Town. He felt that Town Manager Norwood was describing a broader picture and asked February 23, 2021 Page 6 of 7 if this encompasses the MUD and/or specific water needs. Town Manager Norwood said the most pressing issues are the MUD, the Council and neighboring cities, what the Town can and cannot do, and what the effects will be. Council Member Shoffner stated that Council has not first heard from the Committee that will meet with the MUD or to retain an attorney based on the Committee presentation. He expressed his concern that Council needs a better understanding, possibly in a workshop session, of what is being recommended and the tax impact. He also questioned why this item was coming out of the Town Manager's Budget versus the Legal Services Budget. Town Manager Norwood confirmed this could be taken from Legal. Council Member Shoffner commented on how to safeguard from using these legal services too excessively and recommended putting a cap on the amount to be paid instead of authorizing a blank check. A discussion followed regarding tying this to the Town Manager's contingency of $25,000. It was confirmed that the Town Attorney's Legal Services Budget is at $5,000. Assistant Town Manager Carroll reported that when an item is tied to a line item, a budget amendment is performed and the budget is increased, thus, Council would see this during the budget process. Council Member Shoffner shared his concern that the Council needs to make that decision after hearing the Subcommittee's recommendation on what the direction should be. He also recommended a Subcommittee Workshop, as he is hearing talk that is being discussed on the MUD side that Council is unaware. Council Member Wilson agreed with Council Member Shoffner's point to schedule the next meeting to have the Subcommittee bring forth their recommendation in a Workshop Session. Mayor Pro Tern Lamont confirmed the Subcommittee is discussing fire related issues; and before any merger discussions, he prefers to review the financial figures. Mayor Pro Tern Lamont moved to retain the law firm of Fancher Legal, PLI.0 for the purpose of legal advice in water and utility district issues at the rates presented in the engagement letter dated January 28, 2021 for potential legal services to start when approved by Council. Council Member Monger seconded the motion. The motion carried unanimously. Motion: 7-0-0 13. Discussion of sign ordinance, Article 3.09 Signs. IS. Norwood). Mayor Pro Tern Lamont moved to direct Town Manager Norwood to send the Sign Ordinance to the Planning & Zoning Commission for their review and recommendations for any changes then send to Town Council for review. Council Member Bone seconded the motion. The motion carried unanimously. Motion: 7-0-0 ADJOURNMENT: Mayor Fleury adjourned the meeting at 8:29 pm. Attest: .A/LAil.Lr�/ 1 L i�ek, TRMC/CMC/MMCTRMC/CMC/MMC own Secretary/RMO February 23, 2021 Al is L. Fleury, Mayor h Page 7of7