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Town Council Minutes - 06/22/2021 TOWN OF TROPHY CLUB TOWN COUNCIL REGULAR SESSION MINUTES Tuesday,June 22,2021;7 PM The Trophy Club Town Council met in a Regular Session on Tuesday,June 22,2021. 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 Karl Monger Council Member,Place 4 Michael Geraci Council Member, Place 5 Philip Shaffner Council Member,Place 6 Greg Wilson Council Member,Place 2(participated via Video Conference) Dennis Sheridan Council Member, Place 3(participated via Video Conference) STAFF PRESENT: Wade Carroll Acting 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 Matt Cox Director of Community Development Mike Erwin Finance Manager Jill Lind Communications&Marketing Manager CALL TO ORDER Mayor Fleury called the meeting to order at 7 pm and noted that Council Members Wilson and Sheridan were participating via Video Conference for tonight's Council Meeting. INVOCATION Pastor Joel Quilt,Bara Church,delivered the Invocation. He thanked our Heavenly Father for his love and asked we not be selfish with this gift, but to lovingly serve with the decisions that need to be made, as well as seeing things from others'views. He prayed for the good citizens and community that cares and asked everybody love everybody. He prayed for protection for those that are protecting Trophy Club,for peace to reign,joy to flow and for all to care deeply for what God cares for. He prayed for God's blessing on our Council,and all of our town residents. PLEDGES Council Member Geraci led the pledges to the American and Texas Flags. PUBLIC COMMENT Mayor Fleury called upon Chris Bailey to speak. Mr. Bailey announced that the 5-year anniversary of the tragedy in the shooting of several Dallas Police Officers in Downtown Dallas is next month,in which he started the"Everybody Love Everybody" Movement. He displayed the sign that he held up after the tragedy wanting to do the opposite of Hate. With his Everybody Love Everybody sign;he shared it in Downtown Dallas where the shooting took place and received a wonderful response. Now,when he has downtime,he stands on street corners and plants seeds of Love. He mentioned that every July 7th he displays his sign on street corners the entire day throughout Dallas/Ft. Worth and hopes that Trophy Club would become the "Everybody Love Everybody" Town as well as the most charitable town in Texas. Mayor Fleury thanked Mr. Bailey for his presentation and reminder of the Everybody Love Everybody message, as well as remembering the fallen police officers. She added the official Proclamation will be presented at the July 27, 2021 Town Council Meeting and reminded citizens that July 71h, 2021 is Everybody Love Everybody Day in Trophy Club. June 22,2021 Page 1 of 6 There being no other speakers, Mayor Fleury addressed Item 6 at this time. 6. Presentation of Town of Trophy Club Citizen Survey Results.(W.Carroll) Ms.Emily Goodwin,EMC Research Principal,presented a power point presentation of the results of the 2021 Citizen Survey with a successful response from 1,014 Residents. The power point presentation is hereby filed with the Town Secretary's Office. Mayor Fleury thanked Ms. Goodwin for her presentation and stated that Council will meet to discuss the results in detail at a future Council Meeting. ANNOUNCEMENTS AND REPORTS 1. Strategic Plan Update(W.Carroll) Mr.Carroll reported the Strategic Plan would be delivered to Council in December 2021 with the list including the description of the Town Vision, Financial Health of the Town, Goals and Initiatives, Measures for Goals and addressing Council and Citizen Priorities. He stated that some items have already been accomplished, such as the Compensation and Class Study,Citizen Survey, Council discussion regarding Fire and Police Service Levels and Pay, as well as the overall financial health and forecast of the Town. He added there are several items being completed now as the SWOT(Strengths,Weaknesses,Opportunities and Threats)Analysis,due back from Council and Staff. He also shared that the Park's Departmental Master Plan is almost complete. Lastly,he shared that all departments are developing goals, objectives and strategic initiatives along with estimating the future revenues and expenses to present to Council in December 2021. 2. Fourth of July Update.(W.Carroll) Mr.Carroll gave an update on the Fourth of July Event that includes a 5 K Run at Byron Nelson High School beginning at 7:15 AM,followed by the Patriotic Parade at 9:30 AM. The Celebration will begin at 6 PM,with activities and food vendors, and the Fireworks Display beginning at 9:40 PM. He noted that a shuttle service would be available at Byron Nelson High School to and from the event. He added that a map to all facilities and a list of food vendors would be posted on the front page of the Town's Website and would include detailed information on where to park, the parade route,and street closures. 3. EDC-413 Meeting on July 7,2021 at 6PM. (W.Carroll) Mr.Carroll reported the EDC-46 Meeting has been scheduled for July 7,2021 at 6 PM at Town Hall. CONSENT AGENDA 4. Take appropriate action regarding the Work Session Meeting Minutes dated June 8, 2021 and the Regular Town Council Meeting Minutes dated June 8,2021.(L.Vacek) S. Take appropriate action regarding Resolution 2021-05 for the Notice of Intent to Issue Certificates of Obligation,Series 2021 in an amount not to exceed$4.5 million for Drainage,Parks,and Streets Projects. (M. Erwin) Mayor Pro Tern Lamont moved to approve Consent Agenda Items 4 and 5. Council Member Monger seconded the motion. The motion carried as follows: AYE: Wilson,Sheridan, Monger,Geraci,Shoffner,Mayor Pro Tern Lamont and Mayor Fleury. NAY:None Council Member Shoffner noted that the Citizen Survey demonstrated the priority of streets and drainage to the Community. June 22, 2021 Page 2 of 6 INDIVIDUAL ITEMS 6. Said item was addressed at the beginning of the meeting. 7. Take appropriate action regarding Resolution 2021-04 approving a Flag Lowering Policy for the Town of Trophy Club. (Mayor Fleury and Council Member Monger) Mayor Fleury announced that she and Council Member Monger brought this to the agenda after a long conversation with Resident Jim Parrow and recognized Mr. Parrow to speak. Mr.James Parrow,8 Brookfield Court,thanked the Council for the opportunity to address the Flag Lowering Policy that has been on his heart since 2015. He gave a brief background of why this has been on his heart and stated that on July 16, 2015, Lance Corporal Square Case Skip Wells, Sergeant Carson A. Holmquist, Staff Sergeant David A. Wyatt,Gunnery Sergeant Thomas J.Sullivan,all US Marines,and Logistics Specialist 2nd Class Randall Smith,US Navy, gave their lives in service to their country at the hands of a radical,Islamic Ahadist terrorist in Chattanooga TN. The men were attacked at their recruiting station and after being fired at by more than 100 rounds with an AK47,the terrorist was finally captured by the Police. At the time of their death, Mr. Parrow,a veteran and citizen,expected the Commander-in-Chief to issue a proclamation declaring a national tragedy and lowering the US Flag to half-staff in honor of their sacrifice. This did not take place until the Senate and House of Representatives lowered their flags to half-staff five days later and,following their action,the President gave orders to do the same. Mr. Parrow shared the importance of Veterans and First Responders being supported and justifiably "earned respect". Mr. Parrow stated in 2015 he contacted the Town Attorney and Town Manager who both were in agreement that a Flag Lowering Policy was worth bringing to Council. It did not pass due to concerns that the Mayor would be issuing a declaration on a daily basis to lower the flags in honor of a hero being buried. However,in reality,the last hero buried in Trophy Club was Joseph J.Strickland(service in 2013)and the flag was not lowered during his burial. Mr. Parrow thanked Mayor Fleury and Council Member Monger for allowing this item to be placed on the Council's Agenda. Mr. Parrow recommended passing a local ordinance for the Mayor to make a declaration for local heroes. He outlined several changes for the proposed Resolution 2021-04 and reminded everyone the Flag Code is a Guide Only; a suggested plan of respect, which has been revised nine times since 1923. He gave examples of what and what not to do with the Flag. He also recommended that if a funeral for a hero is held in Trophy Club, the Flag Lowering Policy be amended with the words, "by lowering the flag at half-staff the day of a hero's' funeral that qualifies under the guidelines". He also referenced the words in Section 342.5 to add "the Mayor or his/her designee,along with the US President or Office of Governor, approve the Mayor's right for those specific hours,on that specific day,the lowering of the National,State,and Town Flags from sunrise to sunset." Mayor Fleury thanked Mr. Parrow for his presentation and for his service to the Country and Community. Chief Taylor complimented Mr. Parrow's passion, patriotism, and excellent presentation and reminded everyone that the Fire Department is the purveyor in regards to the Flag Code and that the lowering of the Flag remains at the discretion of the Governor of Texas, as the Fire Department is a local entity, not a federal entity. He stated the reason behind the policy is to simplify what the Fire Department does in terms of Flag Lowering. He reported a suggestion was received to add six dates in reference to flying the POW/MIA Flag;the initial policy submitted to Council has four recommended changes listed in red and does not address the Mayor making a declaration to lower the National or State Flag,just the Town Flag. It also discusses the notification to the State of Texas in case of a death, severe injury or significant event within Trophy Club to require the State Flag be lowered per the State Governor's Office. He added this policy has been written to be clear and concise on when and why the lowering of the flags, and leaves room to add for a Town Flag, as well as the Mayor's discretion to lower the Flag if due to a local event. Council Member Monger shared his appreciation for the research performed by Chief Taylor and Interim Town Manager Carroll. He also complimented Mr.Parrow's research and respectful treatment of the Flags and stated that the Mayor can order the American Flag to fly at half-staff if a law enforcement officer were to be killed in the line of June 22, 2021 Page 3 of 6 duty. He confirmed the policy would alert the Governor's Office but does not require their approval. He also recognized the WWII Veterans attending tonight's Council Meeting. Council Member Geraci shared his respect for Mr. Parrow and all his work he has done with this project. He shared his opinion that,while losing a brother in combat, he prefers to keep the Town out of the politics in regards to the lowering of the Flag. He reminded everyone this is not listed in the Town's Charter, which would require Citizen approval. He shared the story behind the Star Spangled Banner and why the Flag is to be raised. Council Member Shoffner reported that when the new Town Hall was built, two flagpoles versus three were approved due to costs, even though Mr. Parrow recommended three at that time. He also shared that the Town does not need a piece of paper or an Ordinance or a Resolution to do the right thing. He cited former Mayor Englebeck's passing and felt the Town should have lowered the flag. He also shared the Mayor should have the power to exercise the right to do the right thing,and recommended if a motion is made, a third flagpole be added to the motion. Council Member Monger added his approval of the addition of the POW/MIA Flag as this is something that Veterans have wanted for many years. Council Member Sheridan shared his opinion that the Town does not need a Resolution to fly the POW/MIA Flag and that the lowering of a flag has become a highly political topic. He added that many citizens do not know why a flag has been lowered and that if an incident occurs,the Mayor can ask the Governor for permission to lower the Flag. He stated he is not in favor of this Resolution. Mayor Fleury read Resolution 2021-04 with recommended changes cited from the Dias. Mayor Pro Tern Lamont shared his appreciation in regards to the Veteran's comments and input and agreed on adding a third flagpole to Town Hall. Council Member Monger asked Council Member Sheridan to clarify his comments in regards to the Mayor asking for permission from the Governor's Office and if he was for or against the Resolution presented at the Dias. Mayor Fleury referenced the Resolution presented in his Council packet. Council Member Sheridan confirmed what he received. Council Member Geraci stated he is in support of the installation of a third flagpole to fly the POW/MIA Flag but change it to have the Town Flag lowered if a motion is presented. Mayor Fleury moved to approve Resolution 2021-04 with the recommended verbalized changes she read into the record. Council Member Monger seconded the motion. The motion carried as follows: AYE: Wilson,Monger,Shoffner, Mayor Pro Tern Lamont,and Mayor Fleury NAY: Sheridan and Geraci G Mayor Fleury thanked Chief Taylor and Interim Town Manager Carroll for their research and added a heartfelt thanks to Mr. Parrow for keeping Council on their toes with reminders of being respectful and giving honor when honor is due. She added that she was in agreement with the earlier remarks that the Town Council does not need a piece of paper to do the right thing and that the citizens could count on the Mayor and Council to pay respects when respect is due. 8. Take appropriate action updating the Sports Sub-Committee with current Council Members. (W.Carroll) Mayor Pro Tern Lamont moved to appoint Council Members Geraci, Shoffner, and Mayor Pro Tern Lamont to the Sports Sub-Committee. Council Member Geraci seconded the motion. The motion carried as follows: AYE: Wilson,Sheridan, Monger,Geraci,Shoffner,Mayor Pro Tern Lamont,and Mayor Fleury NAY: None 9. Take appropriate action related to revising the July Town Council Schedule of Meetings(L.Vacek) Mayor Pro Tern Lamont moved to amend the July Town Council Meeting Schedule cancelling the July 13, 2021 Meeting and rescheduling it to July 27, 2021 at 7PM. Additionally, holding the Joint Town Council and Municipal June 22, 2021 Page 4 of 6 Utility District Meeting the same day at 5:3013M. Council Member Shoffner seconded the motion. The motion carried as follows: AYE: Wilson,Sheridan,Monger,Geraci,Shoffner,Mayor Pro Tern Lamont,and Mayor Fleury NAY: None 10. Future Agenda Items List.(W.Carroll) Mr. Carroll reported that bids have been received in regards to the Entryway Monumentation but lacking permission with a few statues and will ask the Council Sub-Committee to meet and give direction. Mr.Carroll noted an update was provided earlier for the Strategic Plan as well as the Citizen Survey results. He also reported that the Freese&Nichols Hazardous Mitigation Plan has been completed and submitted to TCEQ and said item would be removed. Council Member Shoffner recommended the Future Agenda Items List be listed on each Council Agenda for updates or to have the ability to add items. Mayor Fleury and Mayor Pro Tern Lamont were in agreement to listing same on each agenda. Mr.Carroll confirmed this item would be listed on each Council Agenda going forth. EXECUTIVE SESSION 11. Executive Session pursuant to the following sections of the Texas Government Code,Annotated,Chapter 551(Texas Open Meetings Act). Mayor Fleury recessed the meeting into Executive Session at 8:17 pm pursuant to the following sections of the Texas Government Code,Annotated,Chapter 551—Texas Open Meetings Act. a) Section 551.087 Economic Development—Deliberate negotiations regarding commercial prospects. b) Section 551.071 Consultation with Attorney—Litigation threatened by Steve Norwood. c) Section 551.074 Personnel Matters—Town Manager Agreement. d) Section 551.074 Personnel Matters—Amending Town Secretary Agreement by adding Town Governance Officer to the current title. RECONVENE INTO REGULAR SESSION 12.Take appropriate action regarding Executive Session. Mayor Fleury reconvened the meeting into Regular Session at 9:47 pm. a) Section 551.087 Economic Development—Deliberate negotiations regarding commercial prospects. b) Section 551.072 Consultation with Attorney—Litigation threatened by Steve Norwood. Mayor Fleury reported there was no action on items a and b. c) Section 551.074 Personnel Matters—Town Manager Agreement. Council Member Geraci moved to approve a new Town Manager Agreement for Wade Carroll as discussed in Executive Session beginning July 1,2021. Council Member Monger seconded the motion. The motion carried as follows: AYE: Wilson,Sheridan,Monger,Geraci,Shoffner,Mayor Pro Tern Lamont,and Mayor Fleury NAY: None June 22,2021 Page 5 of 6 Mayor Fleury complimented Mr.Carroll on handling the roles of interim and Acting Town Manager,with his straight-forward hands-on approach,a solid work ethic,a good fit for the community,and stated that Trophy Club was very fortunate to have him in this position. Council Member Geraci welcomed Mr. Carroll in this new role. Mr.Carroll thanked Council for this opportunity and looked forward to many good years with Trophy Club. d) Section 551.074 Personnel Matters—Amending Town Secretary Agreement by adding Town Governance Officer to the current title. Mayor Fleury read a short history of the Municipal Clerk and commented on the antiquated title of"Town Secretary"which did not align with today's job description as the duties include Elections,Campaign Finance Reporting,Public Information Requests, Records Management,and Boards&Commissions;not to mention keeping up with the various technology and software implementation/updates. She added that all this and more while staying abreast with professional training,certifications and recertification. Mayor Fleury moved to add the title of"Town Governance Officer"to the existing Town Secretary title. Mayor Pro Tern Lamont seconded the motion. The motion carried as follows: AYE: Wilson,Sheridan, Monger,Geraci,Shoffner,Mayor Pro Tem Lamont,and Mayor Fleury NAY: None ADJOURNMENT Mayor Fleury adjourned the meeting at 9:51 PM. Alicia L. ury, Mayor tt , cia t't t s < Vacek,TRMC/CMC/ C owncreetary/RMO June 22, 2021 Page 6 of 6