Town Council Minutes - 07/27/2021 TOWN OF TROPHY CLUB
TOWN COUNCIL REGULAR SESSION MINUTES
Tuesday,July 27,2021;7 PM
The Trophy Club Town Council met in a Regular Session on Tuesday,July 27, 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 Tern, Place 1
Greg Wilson Council Member,Place 2
Dennis Sheridan Council Member, Place 3
Karl Monger Council Member, Place 4
Philip Shoff ner Council Member, Place 6
TOWN COUNCIL MEMBERS ABSENT:
Michael Geraci Council Member,Place 5
STAFF PRESENT:
Wade Carroll Acting Town Manager
Leticia Vacek Town Governance Officer/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
April Duvall Chief Financial Analyst
Anita Otterson Administrative Analyst
Ernest Gillespie Senior Accountant
CALL TO ORDER
Mayor Fleury called the meeting to order at 7 PM.
INVOCATION
Council Member Monger thanked our Holy One for blessings on those who have been called to lead the community
in which we live, work, and play. He asked our leaders not to ask first how do we fix this, but what do we need to
learn, how we might need to change, and to whom do we need to listen. He prayed we be reminded everyone from
all walks of life are our neighbors and our siblings, and throughout the ages prophets have called the leaders of the
people to respect and protect the least of those among us,our children,the elderly,the poor,those who are hungry,
those with no homes,those who are ill in body,mind or spirit,strangers, immigrants,those that live on the margins,
and those that are alone or forgotten. He asked for the wisdom and courage to do what is right, good, and true;
speak out when it is time to speak, patiently and receptively when time to listen; and to be guided by the Spirit of
Community,the Spirit of Justice and the Spirit of Love.
PLEDGES
Council Member Sheridan led the pledges to the American Flag and Texas Flag.
PUBLIC COMMENT(S)
Mayor Fleury asked if anyone had registered to speak. Town Secretary Vacek noted one speaker had registered to
speak. Mayor Fleury called upon Ms. Luanna Wing of 1115 Wilshire Drive,Trophy Club to speak. Ms.Wing spoke in
regards to the "We know 45 Won" sign posted at a residence on Trophy Club Drive. She posed the question to the
Mayor,Council Members,Town Manager and Town Attorney on their thoughts of what this particular sign means to
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them. She also asked how this signage has been categorized and the justification in support of the principles of
democracy and as a taxpayer in Trophy Club.
Mayor Fleury announced that the Sign Ordinance would be discussed at the next Planning and Zoning Commission
Meeting.
CONSENT AGENDA
1. Take appropriate action regarding the Town Council Meeting Minutes for the Regular Meeting dated June 22,
2021.(L.Vacek)
2. Take appropriate action to remove the requirement for Chairpersons to present Board&Commission updates
to Council.(W.Carroll)
3. Take appropriate action for the selection of the Audit Services Contract.(M.Erwin)
4. Take appropriate action accepting the 3`d Quarter Investment Report.(M.Erwin)
S. Take appropriate action approving the Interlocal Agreements (ILA) with Denton County for Tax Collection
Services for the Town of Trophy Club,PID-ESD,and PID Infrastructure Assessment.(M.Erwin)
Mayor Pro Tern Lamont moved to approve Consent Agenda Items 1 thru 5. Council Member Monger seconded the
motion. The motion carried as follows:
AYE: Wilson,Sheridan,Mayor Pro Tern Lamont, Monger,Shoffner and Mayor Fleury
NAY: None
ABSENT:Geraci
ANNOUNCEMENTS AND REPORTS
6. Transparency Stars Award to Finance Department.(W.Carroll)
Town Manager Carroll recognized the Finance Department in achieving the Texas Comptroller of Public Accounts
Transparency Stars Award surpassing and going beyond the requirements providing for greater transparency. Mr.
Carroll recognized Mike Erwin, Ernest Gillespie,April Duvall,Jennifer Summers and Anita Otterson for working on the
project and submission of the application. Mayor Fleury presented everyone with a small token of appreciation for a
job well done.
7. Update on July 4`h Events.(T.Jaramillo)
Mr.Jaramillo provided a synopsis of the Fourth of July Event: 512 registered runners for the Patriot Run,with Bara
Church for providing a Meat U Anywhere Breakfast for the runners; the National Anthem performed by Christy
Kendrick; various volunteers from Cross Cities Church; 70 participants in the Patriot of Parade; ending with the
Evening Celebration with a Fireworks Display. Mr.Jaramillo reported that several recommendations that are being
reviewed for next year include: Relocation of the 5k Fun Run to minimize road closures,adding an EMS First Aid Tent
to the 5K Fun Run,and having a Band Encore after the Fireworks Display. He added they would also have more Food
Vendors throughout the event site, increase water bottle sale locations, and add games/activities/entertainment
throughout the event. Mr.Jaramillo thanked all departments and all the Sponsors for making this a wonderful event.
Mayor Pro Tem Lamont recommended having the band after the Fireworks Display as well as additional food sales,
which will help with the traffic flow. Mayor Fleury praised the event as phenomenal and thanked the Parks
Department and all staff involved for a job well done noting she is looking forward to what is in store for next year's
event.
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PROCLAMATION
8. Issuance of Proclamation 2021-17 proclaiming July 2021 as Everybody Loves Everybody Month in Trophy Club,
Texas.(Mayor Fleury)
Mayor Fleury announced Proclamation 2021-17 which was discussed at the June 22,2021 Town Council Meeting with
Chris Bailey providing the history of his Everybody Love Everybody Project.
Mayor Pro Tern Lamont moved to approve Proclamation 2021-17. Council Member Monger seconded the motion.
The motion carried as follows:
AYE: Wilson,Sheridan, Monger,Shoffner, Mayor Pro Tern Lamont,and Mayor Fleury
NAY: None
ABSENT:Geraci
INDIVIDUAL ITEMS
9. Take appropriate action to approve a request for an amended plat for Trophy Club Section 11,Lots 1365112&
1366111,located south of Meadowbrook Lane,approximately 180 ft.west of Rockwood Drive.(M.Cox)
Mr.Cox presented the request for an amended plat for Trophy Club Section 11,Lots 1365112&1366111,located south
of Meadowbrook Lane. Mr. Cox stated the applicant has obtained all required signatures from all utility entities and
the plat conforms to the Town's Subdivision and Zoning Regulations. He reported said item was considered at the
July 1,2021 Planning&Zoning Board Meeting, and was unanimously approved.
Council Member Shoffner moved to approve the request for the amended plat. Mayor Pro Tern Lamont seconded
the motion. The motion carried as follows:
AYE: Wilson,Sheridan, Monger,Shoffner, Mayor Pro Tern Lamont,and Mayor Fleury
NAY: None
ABSENT:Geraci
10. Take appropriate action regarding the approval of the Trophy Club EDC-46 Budget.(W.Carrol and M.Erwin)
Mr. Carroll presented the EDC-4B Budget and called attention to the first column that is a 2021 estimate, not the
actual number. He stated the Outside Professional Services line item was increased due to the possibility of economic
development deals that have been discussed. Mr. Carroll added that there was an establishment of a Reserve Fund
for Debt Service Payments; this being a requirement by maintaining a one-year Debt Service Payment in Reserves.
He added at the July 7,2021 EDC-4B Board Meeting;the Board recommended approval of the EDC-46 FY 2022 Budget.
Council Member Sheridan recommended adding an asterisk to the 2021 Ending Net Estimate so there is no confusion
on offering someone a$200,000 incentive. Mr.Carroll confirmed this would be added.
Mayor Pro Tern Lamont moved to approve the Trophy Club EDC-413 Budget for FY 2022. Council Member Shoffner
seconded the motion.The motion carried as follows:
AYE: Wilson,Sheridan, Monger,Shoffner, Mayor Pro Tern Lamont,and Mayor Fleury
NAY: None
ABSENT:Geraci
11. Take appropriate action regarding the approval of the Trophy Club CCPD Budget. (Chief Arata and M.
Erwin)
Chief Arata recognized Leo Daniels, Vice Chairman of the CCPD Board and Jasmin Norton, Flock Camera System
Representative who were available for any questions. Chief Arata gave an overview of the proposed CCPD Budget
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presented before the CCPD Board on June 23, 2021 as a Public Hearing and approved at their July 14, 2021 CCPD
Board Meeting. The budget includes two big ticket items being the Flock Camera System that will provide cameras
throughout all entrances into Trophy Club to read license plates, and the purchase of two Patrol Cars; one
administrative vehicle,along with an electric motorbike to assist with night patrols,school events,golf course and
entertainment areas,as well as funding for the Fire Arms and specialized training for officers.
Council Member Shoffner recommended the purchase of a vehicle mounted mobile unit to help patrol areas in
need. Chief Arata responded that the Flock Camera System does not provide this type of system but will further
research this with Mr. Erwin. Council Member Sheridan asked if the Flock Camera System and new vehicles were
included in the budget. Chief Arata confirmed these items were included in the proposed FY 2022 Budget.
Council Member Monger moved to approve the Trophy Club CCPD Budget for FY 2022.Council Member Shoffner
seconded the motion.The motion carried as follows:
AYE: Wilson,Sheridan, Monger,Shoffner, Mayor Pro Tern Lamont,and Mayor Fleury
NAY: None
ABSENT:Geraci
Mayor Fleury thanked Chief Arata for keeping Trophy Club the#1 Safest Town in Texas.
12. Take appropriate action to enter into a contract with a qualified advertising/marketing/design firm to
assist the Town in developing an overall Brand Identify.(J.Lind)
Marketing Manager Lind presented an in-depth PowerPoint explaining the impact and importance of Brand
Identity and creating a well-known reputation for the Town of Trophy Club. Mrs. Lind added that said item is not
a new request and has been appropriated within the budget with funds from the EDC-46 and Hotel Occupancy
Tax Funds(HOT).
Mayor Fleury thanked Ms. Lind for bringing this item to Council when it was not a requirement due to the amount
being requested. She thanked Mrs. Lind for voluntarily soliciting Council's opinion on same. Mayor Fleury shared
several key words that caught her attention being consistency, cohesiveness, rebranding, customized, and
tailored. A lengthy discussion ensued and Finance Manager Erwin confirmed this item could be funded with Hotel
Occupancy Tax dollars.Several Council Members were of the opinion that said project be done in-house without
the hiring of a firm. Mayor Fleury praised Mrs. Lind on the amount of work she handles on her own in-house and
felt that hiring professional help would greatly assist to create a new Brand Identity for Trophy Club.
Mayor Pro Tern Lamont moved to enter into a contract with a qualified advertising/marketing/design firm to assist
the Town in developing an overall Brand Identity. Council Member Monger seconded the motion. The motion
failed as follows:
AYE: Monger, Mayor Pro Tern Lamont,and Mayor Fleury
NAY: Wilson,Sheridan,Shoffner
ABSENT: Geraci
13. IT Update.(W.Carroll,Danny Owens&Josh Miller)
Mr.Carroll reported 11 months ago Trophy Club entered into a contract with VersaTrust to provide IT Services for
the Town.With this contract came a list of priorities, including the security of the Town's complex infrastructure
to remain intact and helping keep current technology at the forefront. Mr. Danny Owens, VersaTrust Owner
provided a detailed PowerPoint presentation of items and issues that have been addressed and those going
forward.
Council Member Shoffner inquired how much of the Town's Infrastructure is located off-site. Mr. Owens
confirmed the majority of the Town's Infrastructure is located off-site with Police Records being located in two
places; Denton County CAD and WatchGuard, a Cloud-Based System. A discussion was held on the funding for IT
budgeted items, maintaining safety, and efficiency at the forefront for the Town. Council Member Shoffner
commented on the email issues encountered. Mr. Owens reported changes are being made in respect to Town
Emails, with Office 365 as the provider. A discussion ensued on the security layer approach for the Town's
infrastructure. Mayor Fleury thanked Mr.Owens for the update.
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Mr.Josh Miller, Five Stone Creative Owner, provided a detailed PowerPoint presentation on the Audio-Visual for
the Town Meetings since the inception of his engagement with the Town. He stated that initially;there was limited
capabilities for remote Council Members and no ability for remote presentations. Over the last several months as
issues have been encountered; Five Stone Creative has worked with Electro-Acoustics to enhance the long-term
quality of the programming. Electro-Acoustics implemented a VMix broadcast software to manage live streams
and remote participants.The addition of dedicated audio inputs have improved the live stream quality while the
Echo Cancellation Tool has reduced the echo. Mayor Fleury thanked Mr. Miller for the update.
14. Future Agenda Items List.(W.Carroll)
Mr. Carroll provided an update on each item. Council Member Shoffner requested that Town Hall staff help with
incoming calls regardless of the issue and provided an example. Mr. Carroll noted he would handle said customer
service issue administratively. Council Member Sheridan asked that the Sign Ordinance Update be included. Mayor
Pro Tern Lamont asked that the Public Arts Subcommittee secure a date to meet. Mr.Carroll confirmed same.
15. 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 8:24 pm pursuant to the following sections of the Texas
Government Code,Annotated,Chapter 551—Texas Open Meetings Act to discuss the following:
Section 551.087 Economic Development—Deliberate Negotiations regarding commercial and
residential prospects.
Section 551.074 Personnel Matters—Park Board Appointments.
Reconvened into Open Session
Mayor Fleury reconvened the meeting into Regular Session at 9:03 PM.
15.Take appropriate action regarding Executive Session.
Mayor Fleury announced that no action was needed for the Economic Development item.
Council Member Monger moved to appoint Wendie Bailey to fill a vacant Park Board position that expires September
30, 2021 and to reappoint Ms. Bailey for a full term that expires September 30,2023;to appoint Tracey Hunter to fill
a vacant Park Board position that expires September 30,2021 and to reappoint Ms. Hunter for a full term that expires
September 30, 2023;to appoint Robert Ferguson for the term that expires September 30, 2022;and designate Dean
Murray as Chairman of the Parks& Recreation Board for one year. Council Member Sheridan seconded the motion.
The motion carried as follows:
AYE: Wilson,Sheridan, Monger,Shoffner, Mayor Pro Tern Lamont,and Mayor Fleury
NAY: None
ABSENT:Geraci
ADJOURNMENT
Mayor Fleury adjourned the meeting at 9:04 PM. 1 c
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