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Agenda Packet 02/08/2022Town of Trophy Club Meeting Agenda Packet Town Council 1 Trophy Wood Drive Trophy Club, Texas 76262 February 08, 2022 7:00 PM Council Chambers CALL TO ORDER AND ANNOUNCE A QUORUM ­ Mayor Fleury INVOCATION led by Reverend Bill Eason, Fellowship United Methodist Church   PLEDGES led by Council Member Shoffner Pledge of Allegiance to the American Flag. Pledge of Allegiance to the Texas Flag. PUBLIC COMMENT(S) This is an opportunity for citizens to address the Council on any matter. The Council is not permitted to discuss or take action on any presentations made. Presentations are limited to matters over which the Council has authority. Speakers have up to four (4) minutes or the time limit determined by the Presiding Officer. Each speaker must have submitted their request to speak by completing the Speaker’s Form or may email mayorandcouncil@trophyclub.org ANNOUNCEMENTS AND REPORTS 1.Business Spotlight – Juice and Roots, Christy Swanson. (Mayor Fleury) 2.Update by Dr. Ryder Warren, Superintendent of Northwest ISD. (Mayor Fleury) CONSENT AGENDA 3.Take appropriate action to approve the Regular Town Council Meeting minutes dated January 25, 2022. (L. Vacek)  4.Take appropriate action to approve Resolution 2022­01 for Fiscal Year 2021­2022 amending and adding the new grant control number for funding of the Drug Interdiction and Juvenile Resource Officer. ( P. Arata) 5.Take appropriate action to approve Resolution 2022­02 for Fiscal Year 2022­2023 for the grant funding of the Drug Interdiction and Juvenile Resource Officer. (P. Arata) 6.Take appropriate action to approve increasing Purchase Order 22­00092 with Manning Concrete to $44,786. (M.Cox) INDIVIDUAL ITEMS 7.Take appropriate action to adopt Ordinance 2022­02 Calling a Joint Special Election to be held May 7, 2022 for the purpose of reauthorizing the Sales and Use Tax of One­ Fourth of One Percent for the Continuation of the Trophy Club Crime Control and Prevention District for 20 years. (P. Arata/L.Vacek) 8.Take appropriate action to adopt Ordinance 2022­03 Calling a Joint Special Election to be held May 7, 2022 for the purpose of reauthorizing the Sales and Use Tax of One­ Fourth of One Percent for the Continuation of Street Maintenance and Repair for 10 years. (M.Erwin/L.Vacek)  9.Future Agenda Items List. (W. Carroll)  EXECUTIVE SESSION 10.Executive Session – Pursuant to the following designated section(s) of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council will convene into executive session to discuss the following: Section 551.071 – Attorney­Client Privilege; Deliberate possible Interlocal Agreement with multiple governmental entities to provide services to Trophy Club Citizens. Section 551.074 – Personnel Matters; Deliberate the appointment to the Connectivity Sub­Committee. RECONVENE INTO REGULAR SESSION 11.Take appropriate action regarding Executive Session as necessary.  ADJOURN One or more members of the Town Council may participate remotely using video conferencing pursuant to Chapter 551 of the Texas Government Code. One or more members of the Town Council may participate remotely using video conferencing pursuant to Chapter 551 of the Texas Government Code.  The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act, LGC.551.071 CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on February 4, 2022 by 5:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Leticia Vacek, TRMC/CMC/MMC Town Governance Officer/Town Secretary  If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 682­237­2900, 48 hours in advance, and reasonable accommodations will be made to assist you. 1 Town of Trophy ClubMeeting Agenda PacketTown Council 1 Trophy Wood DriveTrophy Club, Texas76262February 08, 2022 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM ­ Mayor FleuryINVOCATION led by Reverend Bill Eason, Fellowship United Methodist Church  PLEDGES led by Council Member ShoffnerPledge of Allegiance to the American Flag.Pledge of Allegiance to the Texas Flag.PUBLIC COMMENT(S)This is an opportunity for citizens to address the Council on any matter. The Councilis not permitted to discuss or take action on any presentations made. Presentationsare limited to matters over which the Council has authority. Speakers have up to four(4) minutes or the time limit determined by the Presiding Officer. Each speaker musthave submitted their request to speak by completing the Speaker’s Form or mayemail mayorandcouncil@trophyclub.orgANNOUNCEMENTS AND REPORTS1.Business Spotlight – Juice and Roots, Christy Swanson. (Mayor Fleury)2.Update by Dr. Ryder Warren, Superintendent of Northwest ISD. (Mayor Fleury)CONSENT AGENDA 3.Take appropriate action to approve the Regular Town Council Meeting minutes dated January 25, 2022. (L. Vacek)  4.Take appropriate action to approve Resolution 2022­01 for Fiscal Year 2021­2022 amending and adding the new grant control number for funding of the Drug Interdiction and Juvenile Resource Officer. ( P. Arata) 5.Take appropriate action to approve Resolution 2022­02 for Fiscal Year 2022­2023 for the grant funding of the Drug Interdiction and Juvenile Resource Officer. (P. Arata) 6.Take appropriate action to approve increasing Purchase Order 22­00092 with Manning Concrete to $44,786. (M.Cox) INDIVIDUAL ITEMS 7.Take appropriate action to adopt Ordinance 2022­02 Calling a Joint Special Election to be held May 7, 2022 for the purpose of reauthorizing the Sales and Use Tax of One­ Fourth of One Percent for the Continuation of the Trophy Club Crime Control and Prevention District for 20 years. (P. Arata/L.Vacek) 8.Take appropriate action to adopt Ordinance 2022­03 Calling a Joint Special Election to be held May 7, 2022 for the purpose of reauthorizing the Sales and Use Tax of One­ Fourth of One Percent for the Continuation of Street Maintenance and Repair for 10 years. (M.Erwin/L.Vacek)  9.Future Agenda Items List. (W. Carroll)  EXECUTIVE SESSION 10.Executive Session – Pursuant to the following designated section(s) of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council will convene into executive session to discuss the following: Section 551.071 – Attorney­Client Privilege; Deliberate possible Interlocal Agreement with multiple governmental entities to provide services to Trophy Club Citizens. Section 551.074 – Personnel Matters; Deliberate the appointment to the Connectivity Sub­Committee. RECONVENE INTO REGULAR SESSION 11.Take appropriate action regarding Executive Session as necessary.  ADJOURN One or more members of the Town Council may participate remotely using video conferencing pursuant to Chapter 551 of the Texas Government Code. One or more members of the Town Council may participate remotely using video conferencing pursuant to Chapter 551 of the Texas Government Code.  The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act, LGC.551.071 CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on February 4, 2022 by 5:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Leticia Vacek, TRMC/CMC/MMC Town Governance Officer/Town Secretary  If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 682­237­2900, 48 hours in advance, and reasonable accommodations will be made to assist you. 2 Town of Trophy ClubMeeting Agenda PacketTown Council 1 Trophy Wood DriveTrophy Club, Texas76262February 08, 2022 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM ­ Mayor FleuryINVOCATION led by Reverend Bill Eason, Fellowship United Methodist Church  PLEDGES led by Council Member ShoffnerPledge of Allegiance to the American Flag.Pledge of Allegiance to the Texas Flag.PUBLIC COMMENT(S)This is an opportunity for citizens to address the Council on any matter. The Councilis not permitted to discuss or take action on any presentations made. Presentationsare limited to matters over which the Council has authority. Speakers have up to four(4) minutes or the time limit determined by the Presiding Officer. Each speaker musthave submitted their request to speak by completing the Speaker’s Form or mayemail mayorandcouncil@trophyclub.orgANNOUNCEMENTS AND REPORTS1.Business Spotlight – Juice and Roots, Christy Swanson. (Mayor Fleury)2.Update by Dr. Ryder Warren, Superintendent of Northwest ISD. (Mayor Fleury)CONSENT AGENDA3.Take appropriate action to approve the Regular Town Council Meeting minutes datedJanuary 25, 2022. (L. Vacek) 4.Take appropriate action to approve Resolution 2022­01 for Fiscal Year 2021­2022amending and adding the new grant control number for funding of the Drug Interdictionand Juvenile Resource Officer. ( P. Arata)5.Take appropriate action to approve Resolution 2022­02 for Fiscal Year 2022­2023 forthe grant funding of the Drug Interdiction and Juvenile Resource Officer. (P. Arata)6.Take appropriate action to approve increasing Purchase Order 22­00092 with ManningConcrete to $44,786. (M.Cox)INDIVIDUAL ITEMS7.Take appropriate action to adopt Ordinance 2022­02 Calling a Joint Special Election tobe held May 7, 2022 for the purpose of reauthorizing the Sales and Use Tax of One­Fourth of One Percent for the Continuation of the Trophy Club Crime Control andPrevention District for 20 years. (P. Arata/L.Vacek)8.Take appropriate action to adopt Ordinance 2022­03 Calling a Joint Special Election tobe held May 7, 2022 for the purpose of reauthorizing the Sales and Use Tax of One­Fourth of One Percent for the Continuation of Street Maintenance and Repair for 10years. (M.Erwin/L.Vacek) 9.Future Agenda Items List. (W. Carroll) EXECUTIVE SESSION10.Executive Session – Pursuant to the following designated section(s) of the TexasGovernment Code, Annotated, Chapter 551 (Texas Open Meetings Act), the TownCouncil will convene into executive session to discuss the following:Section 551.071 – Attorney­Client Privilege; Deliberate possible Interlocal Agreementwith multiple governmental entities to provide services to Trophy Club Citizens.Section 551.074 – Personnel Matters; Deliberate the appointment to the ConnectivitySub­Committee.RECONVENE INTO REGULAR SESSION11.Take appropriate action regarding Executive Session as necessary. ADJOURNOne or more members of the Town Council may participate remotely using videoconferencing pursuant to Chapter 551 of the Texas Government Code. One or more members of the Town Council may participate remotely using video conferencing pursuant to Chapter 551 of the Texas Government Code.  The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act, LGC.551.071 CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on February 4, 2022 by 5:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Leticia Vacek, TRMC/CMC/MMC Town Governance Officer/Town Secretary  If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 682­237­2900, 48 hours in advance, and reasonable accommodations will be made to assist you. 3 1 TOWN OF TROPHY CLUB TOWN COUNCIL REGULAR SESSION MINUTES Tuesday, January 25, 2022 The Trophy Club Town Council met in a Regular Meeting on Tuesday, January 25, 2022. The meeting was held at 7pm 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 Jeff Beach Council Member, Place 2 Dennis Sheridan Council Member, Place 3 Karl Monger Council Member, Place 4 LuAnne Oldham Council Member, Place 5 Philip Shoffner Council Member, Place 6 STAFF PRESENT: Wade Carroll 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 Jill Lind Communications & Marketing Manager Mike Erwin Finance Manager CALL TO ORDER AND ANNOUNCE A QUORUM Mayor Fleury called the meeting to order at 7pm noting a quorum present with all Council Members present. INVOCATION Pastor Jeff Brooks of Lake Cities Church of Christ delivered the invocation. He prayed for the safekeeping of the Mayor, Council, First Responders, and all who care for the Town. He asked that everyone also be kind to one another as he is to us. PLEDGES Council Member Oldham led the pledges to the United States Flag and Texas Flag. PUBLIC COMMENTS Mayor Fleury asked if anyone had registered to speak. Town Governance Officer/Town Secretary Vacek confirmed nobody had registered. ANNOUNCEMENTS AND REPORTS 1. Business Spotlight – Wingstop, Ms. Ryann Reid. (Mayor Fleury) Mayor Fleury introduced Ms. Ryann Reid representing Wingstop. Ms. Reid, Director of Operations for North Texas Wingstop thanked the Council for their support and looked forward to getting involved in the community. She added that Wingstop began in Garland in 1994 and opened the Trophy Club location (13th) in 2021. She noted that they will open their 14th location in Gainesville. She spoke to their cook to order variety of wings noting they offer 11 sauce options from bone in to thighless bites. She added that they are currently taking pre-orders for Super Bowl Sunday, as that is their busiest day. Lastly, she reported that she brought a variety of wings for the Council to taste. Mayor Fleury thanked Mrs. Reid and stated that she loved their cooked to order wings and thanked her for attending and for the wings. Mrs. Reid ended by announcing that Wingstop is currently hiring and encouraged anyone seeking employment to reach out to the Store Manager. Mayor Fleury 4 2 thanked Mrs. Reid noting an employment application can be obtained at Wingstop. 2. May 7, 2022 Election Update. (L. Vacek) Mrs. Vacek provided a report on the Trophy Club upcoming General Election noting that Place 5 and Place 6 are up for election and will appear on the May 7, 2022 General Election Ballot. Mrs. Vacek reported having included key dates within the agenda packet as well as posted online. She announced having attended a virtual Denton County Elections Meeting; where it was stated that they would begin looking into Voting Centers for future elections; just as Tarrant County utilizes for their elections. Voting Centers would allow voters to vote at any polling site within the respective county on Election Day. Mrs. Vacek reported the only two precincts with Trophy Club Voters are Pct 4210 & Pct 4211. She noted the start of early voting by personal appearance of April 25th through May 3, 2022 at the Municipal Utility District Office Board Room. For registered voters that prefer to vote on May 7 - Election Day, polls will open from 7am to 7pm. Mrs. Vacek added that the Ordinance calling the General Election is on the agenda. Lastly, she noted two applications have been received; one for Place 5 and one for Place 6. Mayor Fleury thanked Mrs. Vacek for the update noting said information was also on the Town’s website. 3. Fun Run 4 Kindness Update. (W. Carroll) Mr. Carroll reported that the Fun Run 4 Kindness Race will take place on February 26 and registration is now open. He added that this is the first time said event will offer x-country terrain as well as a color powder run. Participants will all receive powder at the completion of the race to celebrate. Additionally, all proceeds this year will be provided to non-profit, GallantFew. He introduced Sarah Gale, DFW Director for GallantFew. Ms. Gale stated she was a Trophy Club resident and encouraged all to come out and support GallantFew and further their cause of helping veterans live their life with hope and purpose, which aligns with the kindness theme. She announced their kick-off of the Patriot Challenge will provide registration for the Fun Run 4 Kindness Race. She also announced their Patriot Challenge on Saturday at 9 am begins with a free workout for all levels to be held at Town Center. Mayor Fleury expressed her excitement for this year’s 5th Annual Fun Run for Kindness Race to be held in-person as last year it was virtual. She asked all residents to come out this Saturday for the free Patriot Challenge Workout and to register for the Fun Run. 4. Government Finance Officers Association’s Certificate of Achievement for Excellence in Financial Reporting. (W. Carroll) Mr. Carroll announced the achievement of the GFOA Certificate of Achievement and asked Mike Erwin to address the Council. Mr. Erwin reported that this is the 9th year the Town has received this award. He thanked his staff members, April Duvall and Ernest Gillespie stating they are the reason for the accomplishment this year as well. He mentioned the hiring of an Auditor (Samantha) who was with the external auditor’s group previously and is happy to have her join the Finance Team. PROCLAMATIONS 5. Issuance of Proclamation 2022-01 proclaiming February as Kindness Awareness Month in Trophy Club. (Mayor Fleury) Mayor Fleury read and moved to issue and approve Proclamation 2022-01. Council Member Monger seconded the motion. The motion carried unanimously with all Council present and voting. Mayor Fleury presented the Proclamation to Chasidy Murphy, Trophy Club Resident which was a no brainer as she exhibits more than participation. She mentioned contacting Ms. Murphy to provide bottled waters for the Byron Nelson Wrestling Team. Ms. Murphy not only provided bottled water, but also brought Gatorade for the team. As Ms. Murphy joined the TC Women’s Club as a member; Ms. Murphy now serves on the Board. Ms. Murphy not only joined the TC Rotary Club but this year serves as President-Elect. Mayor Fleury added that Ms. Murphy also serves on the NISD Education Foundation Board. Mayor Fleury recognized Ms. Murphy for giving 200% while running her own business and promoting her fellow business owners, not just in Trophy Club, but all surrounding cities. She added that she could not think of anyone else that exhibits kindness, service, and grace. She noted that Ms. Murphy was non-judgmental and a good all-around person exhibiting true leadership and being an example of what we should all follow. 5 3 6. Issuance of Proclamation 2022-02 proclaiming February as Black History Month in Trophy Club. (Mayor Fleury) Mayor Fleury read and moved to issue and approve Proclamation 2022-02. Council Member Oldham seconded the motion. The motion carried unanimously with all Council Members present and voting. Mayor Fleury presented the Proclamation to Cheralyn and Stacey Stevenson adding that they are all about making a difference in Trophy Club. She noted that Cheralyn started the Trophy Club Mom’s FB Group and has over 3,000 members; the place to go for advice, recommendations, referrals, and most of all support. It is a must if you are a Trophy Club Mom. They are making a difference as their reach is far. Stacey Stevenson asked sons London and Duke to introduce themselves and explain why they love living in Trophy Club unless the choice is Hawaii expressed London. Cheralyn expressed their love of living in Trophy Club even before their twins noting they purchased a home before Trophy Club was cool. She said that subsequently, they purchased another home and love being part of the Lakeview Community and NISD Leadership Committee. Cheralyn added she is on the Trophy Club Mom’s Page everyday with over 3,000. She added that they have their own company they started called “The Changes”. Stacey added that they have felt the most accepted and included (as they check off many of the diversity boxes) in Trophy Club. She thanked Mayor Fleury and Council for the focus of the proclamation and that Black History Month happens outside of the month of February. She noted that Trophy Club is cutting edge as they could have moved anywhere after having their kids but decided to stay in Trophy Club for the last 8 years. Lastly, she added that her wish is for Trophy Club to become the model for other small cities. Mayor Fleury thanked the Stevenson Family noting they were featured in the Trophy Club Neighbor’s Magazine. CONSENT AGENDA 7. Take appropriate action to approve the Regular Town Council Meeting Minutes dated December 13, 2021 and the Special Retreat Town Council Meeting Minutes dated January 15, 2022. (L. Vacek) 8. Take appropriate action to appoint Council Member Karl Monger to the Budget/Finance Council Sub-Committee. (Mayor Fleury). 9. Take appropriate action to approve the Submission of the Annual Racial Profiling Report. (Chief Arata) 10. Take appropriate action to approve the Bid for the Sound Wall Repair. (M. Cox) 11. Take appropriate action to approve the application for Staffing for Adequate Fire and Emergency Response (SAFER). (Chief Taylor) Mayor Pro Tem Lamont moved to approve the consent agenda consisting of Items 7 through 11. Council Member Monger seconded the motion. The motion carried unanimously with all Council Members present and voting. INDIVIDUAL ITEMS 12.Take appropriate action to adopt Ordinance 2022-01 Calling the Town of Trophy Club’s General Election to be held May 7, 2022 for the purpose of electing one Council Member to Place 5 for a term to expire May, 2025; and one Council Member to Place 6 for a term to expire May, 2025. (L. Vacek) Council Member Shoffner moved to adopt Ordinance 2022-01. Council Member Monger seconded the motion. The motion carried unanimously with all Council Members present and voting. 13. FUTURE AGENDA ITEMS LIST Mr. Carroll reported that thanks to Mayor Fleury, permission was received from Mr. Byron Nelson’s Estate to go forward with the statue at the entrances. He added the RFQ went out and will narrow the responses to two for the subcommittee. There were no additional items for the list at this time. 6 4 Mayor Fleury reminded everyone of Black History Month and Kindness Awareness Month in February. She asked all to practice kindness, all-year long. She mentioned ways to express kindness such as opening a door, and smiling do not cost anything. She ended by stating that a little bit of kindness goes a long way and noting that Black History should continue passed February. ADJOURNMENT Mayor Fleury adjourned the meeting at 7:33 pm. _ Alicia L. Fleury, Mayor Attest: _ Leticia Vacek, TRMC/CMC/MMC Town Governance Officer 7 Page 1 of 1 To: Mayor and Town Council From: Patrick Arata, Police Chief CC: Wade Carroll, Town Manager Leticia Vacek, Governance Officer Re: Amend Resolution for the Juvenile Justice Grant to include new grant number Date: Town Council Meeting, February 8th, 2022 Agenda Item: Consider and take appropriate action regarding an Amendment to the Juvenile Justice Grant to include the new grant number; and authorizing the Mayor or her designee to execute all necessary documents. Strategic Link: Safety & Security: Achieve exceeding high standards for public safety and low crime rate. Background and Explanation: Drug Interdiction and Juvenile Justice Program Grant Resolution for FY 2022 and FY 2023: The Grant resolutions are to authorize the Town Manager to execute all necessary documents related to grants submitted under the U.S. Department of Justice, Office of Justice Programs for FY 2022, and FY 2023. The resolutions update the grant’s control numbers and budget years. Financial Considerations: The amendment is needed to receive the second and third year of grant funding. Legal Review: Town Attorney Dodd has reviewed the Resolutions. Staff Recommendation: Staff recommends approval of the attached Resolutions for Fiscal Years 2022 and 2023. Town Council Approval: Mayor or designee 8 TOWN OF TROPHY CLUB RESOLUTION 2022-01 A RESOLUTION OF THE TOWN OF TROPHY CLUB, TEXAS APPROVING THE SUBMISSION TO THE OFFICE OF THE GOVENOR, CRIMINAL JUSTICE DIVISION, OF A GRANT APPLICATION FOR THE DRUG INTERDICTION AND JUVENILE RESOURCE OFFICER PROGRAM FOR THE 2021-2022 FISCAL YEAR; DESIGNATING AND AUTHORIZING THE TOWN MANAGER OR HIS DESIGNEE AS THE TOWN’S AUTHROIZED OFFICIAL TO EXECUTE ALL NECESSARY DOCUMENTS; AND PROVIDING AN EFFECTIVE DATE: WHEREAS, the Town of Trophy Club finds it in the best interest of the citizens of the Town of Trophy Club that the Drug Interdiction and Juvenile Resource Officer Program to be operated in the 2021- 2022 fiscal year; and WHEREAS, in the furtherance of that objective, the Town Council determines it appropriate and in the best interests of the public health, safety and welfare to submit a grant application to for the Drug Interdiction and Juvenile Resource Officer Program to the Office of the Governor, Criminal Justice Division; and WHEREAS. The Town of Trophy Club agrees that in the event of loss or misuse of the Criminal Justice Division funds. The Town of Trophy Club assures that the funds will be returned to the Criminal Justice Division in full; and WHEREAS, the Town of Trophy Club designates Wade Carroll, Town Manager as the grantee’s authorized official, the authorized official is given the power to apply for, accept, reject, alter, or terminate the grant on behalf of the Town of Trophy Club and to execute or name a designee to execute all necessary documents. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN OF TROPHY CLUB, TEXAS: Section1. The Town of Trophy Club hereby approves the submission of a grant application for the Drug Interdiction and Juvenile Resource Officer Program to the Office of the Governor, Criminal Justice Division and authorizes the Town Manager of his designee to execute all documents. Section 2. This Resolution shall become effective from and after the date of passage in accordance with law. PASSED AND APPROVED by the Trophy Club Town Council on February 8, 2022. _____________________________ Alicia Fleury, Mayor Town of Trophy Club, Texas ATTEST: APPROVED AS TO FORM _________________________ _________________________ Leticia Vacek, Town Secretary J. David Dodd III, Town Attorney Town of Trophy Club, Texas Trophy Club, Texas Grant Application Number: 3982302 9 Page 1 of 1 To: Mayor and Town Council From: Patrick Arata, Police Chief CC: Wade Carroll, Town Manager Leticia Vacek, Governance Officer Re: Amend Resolution for the Juvenile Justice Grant to include new grant number Date: Town Council Meeting, February 8th, 2022 Agenda Item: Consider and take appropriate action regarding an Amendment to the Juvenile Justice Grant to include the new grant number; and authorizing the Mayor or her designee to execute all necessary documents. Strategic Link: Safety & Security: Achieve exceeding high standards for public safety and low crime rate. Background and Explanation: Drug Interdiction and Juvenile Justice Program Grant Resolution for FY 2022 and FY 2023: The Grant resolutions are to authorize the Town Manager to execute all necessary documents related to grants submitted under the U.S. Department of Justice, Office of Justice Programs for FY 2022, and FY 2023. The resolutions update the grant’s control numbers and budget years. Financial Considerations: The amendment is needed to receive the second and third year of grant funding. Legal Review: Town Attorney Dodd has reviewed the Resolutions. Staff Recommendation: Staff recommends approval of the attached Resolutions for Fiscal Years 2022 and 2023. Town Council Approval: Mayor or designee 10 TOWN OF TROPHY CLUB RESOLUTION 2022-02 A RESOLUTION OF THE TOWN OF TROPHY CLUB, TEXAS APPROVING THE SUBMISSION TO THE OFFICE OF THE GOVENOR, CRIMINAL JUSTICE DIVISION, OF A GRANT APPLICATION FOR THE DRUG INTERDICTION AND JUVENILE RESOURCE OFFICER PROGRAM FOR THE 2022-2023 FISCAL YEAR; DESIGNATING AND AUTHORIZING THE TOWN MANAGER OR HIS DESIGNEE AS THE TOWN’S AUTHROIZED OFFICIAL TO EXECUTE ALL NECESSARY DOCUMENTS; AND PROVIDING AN EFFECTIVE DATE: WHEREAS, the Town of Trophy Club finds it in the best interest of the citizens of the Town of Trophy Club that the Drug Interdiction and Juvenile Resource Officer Program to be operated in the 2022- 2023 fiscal year; and WHEREAS, in the furtherance of that objective, the Town Council determines it appropriate and in the best interests of the public health, safety and welfare to submit a grant application to for the Drug Interdiction and Juvenile Resource Officer Program to the Office of the Governor, Criminal Justice Division; and WHEREAS. The Town of Trophy Club agrees that in the event of loss or misuse of the Criminal Justice Division funds. The Town of Trophy Club assures that the funds will be returned to the Criminal Justice Division in full; and WHEREAS, the Town of Trophy Club designates Wade Carroll, Town Manager as the grantee’s authorized official, the authorized official is given the power to apply for, accept, reject, alter, or terminate the grant on behalf of the Town of Trophy Club and to execute or name a designee to execute all necessary documents. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN OF TROPHY CLUB, TEXAS: Section 1. The Town of Trophy Club hereby approves the submission of a grant application for the Drug Interdiction and Juvenile Resource Officer Program to the Office of the Governor, Criminal Justice Division and authorizes the Town Manager of his designee to execute all documents. Section 2. This Resolution shall become effective from and after the date of passage in accordance with law. PASSED AND APPROVED by the Trophy Club Town Council on February 8, 2022. _____________________________ Alicia Fleury, Mayor Town of Trophy Club, Texas ATTEST: APPROVED AS TO FORM _________________________ _________________________ Leticia Vacek, Town Secretary J. David Dodd III, Town Attorney Town of Trophy Club, Texas Trophy Club, Texas Grant Application Number: 3982303 11 Page 1 of 2 To: Mayor and Town Council From: Matt Cox, Director of Community Development CC: Wade Carroll, Town Manager Leticia Vacek, Town Secretary Re: Purchase Order with Manning Concrete Town Council Meeting, February 8, 2022 Agenda Item: Take appropriate action to approve increasing Purchase Order 22-00092 with Manning Concrete Services to $44,786. Strategic Link: Infrastructure and Development – Maintain Town assets, services and codes of ordinances that preserve the natural beauty of the Town. Background and Explanation: Trophy Club is currently partnered through an existing Interlocal Purchasing Agreement (ILA) with the City of Grapevine with Manning Concrete Sawing for general concrete maintenance of flatwork, curb repairs, excavation and disposal. This agreement was approved by Town Council on October 13, 2020, began on October 14, 2020, for a term of 2 years with options to renew for four additional two-year periods. Financial Considerations: Currently in the Street Maintenance Repair Fund there is a PO (PO 22-00092) in the amount of $17,106 with Manning Concrete. Staff is asking to increase this PO by $27,770 to a total amount of $44,786. This action will encumber the remaining funds in the Street Maintenance repair line item. Council had approved $102,000 in the Street Maintenance line item in the FY22 Approved Budget. Staff Recommendation: Staff recommends approval of increasing Purchase Order for Manning Concrete to $44,786. Attachments: Purchase Requisition Form 12 Page 2 of 2 ILA and Resolution 2019-39 13 PURCHASE REQUISITION FORM PO Number 22-00092 Date :1/25/2022 Department Streets Vendor (Name & Address)Delivery Address Project# Henry F. Manning 1 Trophy Wood Drive Po Box 123566 Trophy Club, TX 76262 Fort Worth, TX 76121-3566 Account Number Description Quantity Unit Amount Total Amount 10-360-65500 Concrete Work Including Removal and Disposal 1 44,786.00 $44,786.00 $- $- $- $- $- $- $- $- Co-op info:ILA with the City of Grapevine $- Total $44,786.00 General concrete maintenance of flatwork, curb repair, with excavation and disposal Comments Kevin O'Dell Requested by:Approved by: Finance Approved by: The Town of Trophy Club must have a completed Vendor Packet on file before a requisition can be accepted by the Finance Department. 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Page 1 of 1 To: Mayor and Town Council From: Patrick Arata, Police Chief CC: Wade Carroll, Town Manager Leticia Vacek, Governance Officer Re: Adopt Ordinance 2022-02 Calling an Election to continue the CCPD/Sales Tax Date: Town Council Meeting of February 8, 2022 Agenda Item: Adopt Ordinance 2022-02 for the continuation of the CCPD/Sales Tax Election for 20 years. Strategic Link: Safety & Security: Achieve exceeding high standards for public safety and low crime rate. Background and Explanation: The last reauthorization for the CCPD/Sales Tax was held in 2018. Said Ordinance would provide for an election where qualified voters may vote for or against the continuation of the CCPD/Sales Tax for 20 years. Said tax provides for necessary funding for the TC Police Department equipment and training. Financial Considerations: The cost of the Special Election will be determined after February 18, 2022 and will be pro-rated based on the number of entities that will be participating in the May 7, 2022 Joint Election. Legal Review: Town Attorney Dodd has reviewed the Ordinance. Staff Recommendation: Staff recommends approval of the Ordinance calling the Special Election for the CCPD/Sales Tax continuance for 20 years. Town Council Approval: Mayor or designee 31 TOWN OF TROPHY CLUB, TEXAS ORDINANCE NO. 2022-02 AN ORDINANCE OF THE TROPHY CLUB TOWN COUNCIL ORDERING AND CALLING A SPECIAL ELECTION TO BE HELD ON MAY 7, 2022 THE NEXT UNIFORM ELECTION DATE MORE THAN 30 DAYS AFTER PASSAGE OF THIS ORDINANCE, TO VOTE ON A PROPOSITION TO REAUTHORIZE THE LOCAL SALES AND USE TAX WITHIN THE TOWN OF TROPHY CLUB AT THE RATE OF ONE-FOURTH OF ONE PERCENT FOR A PERIOD OF 20 YEARS FOR THE CRIME CONTROL AND PREVENTION DISTRICT (CCPD); PROVIDING FOR THE BALLOT LANGUAGE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, , pursuant to Chapter 327 of the Texas Tax Code, municipalities are authorized to consider authorization or reauthorization of a Municipal Sales and Use Tax for the Crime Control & Prevention District within the area of the Town; and WHEREAS, the Town of Trophy Club, Texas (the “Town”), pursuant to Section 327.006 of the Texas Tax Code, called an election for the approval of the Municipal Sales and Use Tax for the Crime Control & Prevention District (the “CCPD Tax”), which was approved at the rate of one-fourth of one percent; and WHEREAS, the Town desires to reauthorize such CCPD Tax at their next election to continue to support the CCPD within the Town. NOW THEREFORE, BE IT ORDAINED BY THE TROPHY CLUB TOWN COUNCIL: SECTION 1. That an election shall be held on the 7th day of May 2022, which is the first uniform election date more than thirty (30) days after passage of this Ordinance, for the voters of the Town to vote on a proposition to reauthorize a sales and use tax, pursuant to Chapter 327 of the Texas Tax Code, within the Town at a rate of one-fourth of one percent for a period of 20 years; and SECTION 2. The ballot to be used in the election held pursuant to Section 1 of this Ordinance shall be printed substantially in the form attached hereto, to provide for voting for or against the following proposition. “Whether the Town of Trophy Club Crime Control and Prevention District should be continued for 20 years and the crime control prevention district sales tax should be continued for 20 years” SECTION 3. That Notice of the Election ordered herein shall be given in the manner prescribed by Texas Election Code Ann, Section 4.003 and 4.004. 32 Page 2 of 2 SECTION 4. That said election shall be held in accordance with the Election Code of this state and only resident, qualified voters of said Town shall be eligible to vote at said election. SECTION 5. Effective. This Ordinance shall become effective upon its passage and publication as required by law. SECTION 6. Open Meetings. It is hereby officially found and determined that the meeting at which this ordinance is passed was open to the public as required and that public notice of the time, place, and purpose of said meeting was given as required by the Open Meetings Act, Chapter 551, Texas Gov’t. Code. PASSED AND APPROVED by the Trophy Club Town Council February 8, 2022. Alicia L. Fleury, Mayor [SEAL] ATTEST: Leticia Vacek, TRMC/CMC/MMC Town Governance Officer/Town Secretary APPROVED TO AS FORM: J. David Dodd III, Town Attorney 33 Page 1 of 1 9 2 5 To: Mayor and Town Council From: Wade Carroll, Town Manager CC: Leticia Vacek, Town Governance Officer Mike Erwin, Finance Manager Re: Ordinance 2022-23 - Municipal Sales and Use Tax for Street Maintenance Date: February 8, 2022 Town Council Meeting Agenda Item: Calling a Special Election to continue the Municipal Sales and Use Tax for Street Maintenance. Strategic Link: Administrative & Financial Services – Exercise fiscal discipline in all Town operations. Background and Explanation: The authorization of the Municipal Sales and Use Tax for Street Maintenance is due to expire September 30, 2022. A Special Election is required to be held providing residents to vote for or against the continuance of this collection for 10 years. Financial Considerations: One-fourth of one percent sales and use tax would be earmarked for street maintenance. The Town collects approximately $300,000 annually in sales tax for the maintenance of street repairs. The 0.25% collected makes up part of the 8.25% sales tax collected within the Town. Legal Review: The Town Attorney has reviewed the Ordinance Calling the Election. Staff Recommendation: Staff recommends approval of Ordinance 2022-03. Attachments: Ordinance 2022-03 Town Council Approval: _________________, Mayor Alicia L. Fleury or designee 34 ORDINANCE 2022-03 AN ORDINANCE OF THE TROPHY CLUB TOWN COUNCIL CALLING A JOINT SPECIAL ELECTION TO BE HELD ON MAY 7, 2022 PURSUANT TO CHAPTER 327 OF THE TEXAS LOCAL GOVERNMENT CODE; FOR A PROPOSITION BEFORE THE VOTERS TO CONTINUE THE MUNICIPAL SALES AND USE TAX AT THE RATE OF ONE-FOURTH OF ONE PERCENT FOR MAINTENANCE AND REPAIR OF MUNICIPAL STREETS FOR 10 YEARS WITHIN THE TOWN OF TROPHY CLUB, TEXAS, DENTON AND TARRANT COUNTIES; SPECIFYING THE DATE OF ELECTION; SPECIFYING THE PURPOSE OF THE ELECTION; SPECIFYING BALLOT LANGUAGE; AUTHORIZING CONTRACTS WITH DENTON COUNTY ELECTIONS AND TARRANT COUNTY ELECTIONS FOR ADMINISTRATION OF THE ELECTION; ESTABLISHING OTHER PROCEDURES FOR CONDUCTING THE ELECTION; REQUESTING THAT THE TOWN TAKE ALL NECESSARY ACTIONS TO PLACE THE PROPOSITION ON THE MAY 7, 2022 BALLOT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Section 41.001(a) of the Texas Election Code establishes the first Saturday in May as a Uniform Election Date for the purposes of conducting a Joint Special Election; and WHEREAS, in accordance with Texas Local Government Code Section 327.007, the Town Council took action to reauthorize the Trophy Club Municipal Sales and Use Tax for Street Maintenance in May 2018 which is set to expire September, 2022; and WHEREAS, in accordance with Texas Local Government Code Section 327.007; the Tax may be reauthorized for a period of ten (10) years through a Special Election ordered by the Town Council allowing registered voters of Trophy Club to vote for or against the continuation of the Municipal Sales and Use Tax; and WHEREAS, approval of this Ordinance authorizes the Town Council to Call a Special Joint Election for a continuation Proposition set forth on May 7, 2022 with the Town’s General Election; and WHEREAS, due to the Town of Trophy Club being located in both Denton County and Tarrant County, approval of said Ordinance authorizes the Town contract for Election Services with Denton County and Tarrant County. NOW, THEREFORE, BE IT ORDERED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB: Section 1. Pursuant to the authority of Chapter 327 of the Texas Local Government Code, the Town Council hereby orders the measure on its own motion by a majority vote of its members and hereby sets forth a proposition to be placed on the May 7, 2022 Joint Special Election Ballot. 35 Page 2 of 5 Section 2. The proposition to appear on the ballot shall be and read as follows: TOWN OF TROPHY CLUB PROPOSITION: For ( ) Against ( ) "The reauthorization of the local sales and use tax in the Town of Trophy Club at the rate of one-fourth of one percent (0.25%) to continue providing revenue for maintenance and repair of municipal streets. The tax expires on the 10th anniversary of the date of this election unless the imposition of the tax is reauthorized." Section 3. The Board requests that the Trophy Club Town Council include the Continuation Proposition of the Municipal Sales and Use Tax for Street Maintenance on the May 7, 2022 Election Ballot. Section 4. All resident, qualified voters of the Town of Trophy Club shall be eligible to vote at the Election. Section 5. The Mayor, or her designee, is authorized to execute the necessary contracts for the administration of the May 7, 2022 Special Joint Election to the extent required for the Election to be conducted in a legal manner as determined by the Denton County Election and/or Tarrant County Election Administrators. Section 6. The Denton County Elections Administrator, Frank Phillips, is hereby appointed as Denton County Early Voting Clerk for the Election. Deputy early voting judges/clerks will be appointed as needed to process early voting mail and to conduct early voting. Early voting by mail shall be conducted in conformance with the requirements of the Texas Election Code. Ballot applications and ballots voted by mail shall be sent to: Early Voting Clerk, P.O. Box 1720, Denton, Texas 76202. The Elections Administrator and/or the Early Voting Clerk are hereby authorized to appoint the members of the Early Voting Ballot Board and the presiding judge and alternate judge in accordance with the requirements of the Texas Election Code. Early voting by personal appearance shall be conducted at the times, dates, and at the locations designated by the Denton County Elections Administrator. The Main Early Voting polling location is hereby designated to be Denton County Elections Administration, 701 Kimberly Drive, Suite A101, Denton, Texas 76208. Early voting shall be conducted by the Early Voting Clerk, at the main early voting polling location listed above and at the Trophy Club Municipal Utility District Office Board Room located at 100 Municipal Drive, Trophy Club, Texas 76262. Additional locations will be available throughout Denton County and are subject to change as necessary by Denton County Elections Administrator without further action by the Town Council. Exhibit A (attached) has been provided by Denton County Elections Administrator. 36 Page 3 of 5 The Tarrant County Elections Administrator, Heider I. Garcia, is hereby appointed as Tarrant County Early Voting Clerk for the Election. Deputy early voting judges/clerks will be appointed as needed to process early voting mail and to conduct early voting. Early voting by mail shall be conducted in conformance with the requirements of the Texas Election Code. Ballot applications and ballots voted by mail shall be sent to: Early Voting Clerk, P.O. Box 961011, Fort Worth, Texas 76161-0011. The Elections Administrator and/or the Early Voting Clerk are hereby authorized to appoint the members of the Early Voting Ballot Board and the presiding judge and alternate judge in accordance with the requirements of the Election Code. Early voting by personal appearance shall be conducted at the times, dates, and locations designated by the Tarrant County Elections Administrator. The Main Early Voting polling location is hereby designated to be Tarrant County Elections Center, 2700 Premier Street, Fort Worth, Texas 76111. Early voting shall be conducted by the Early Voting Clerk, at the main early voting polling location listed above, and at the Early Voting locations designated by the Tarrant County Elections Administrator. Locations will be made available and may be subject to change as necessary by the Tarrant County Elections Administrator without further action by the Town Council. Exhibit A (attached) has been provided by Tarrant County Elections Administrator. Section 7. Notice of the Election shall be given by posting a notice containing a substantial copy of this Ordinance in both English, Spanish, and Vietnamese at the Town Hall on the bulletin board used for posting notices of the Town Council meetings and by publication of said notice two times in the Fort Worth Telegram which is of general circulation. Dates of the publication to be in conformance with the Texas Election Code. Section 8. The Trophy Club Town Secretary, in consultation with the Town Attorney, is hereby authorized and directed to take any and all actions necessary to comply with the provisions of the Code and the Federal Voting Rights Act in carrying out and conducting the Joint Special Election, whether or not expressly authorized herein. Section 9. It is hereby declared to be the intent of the Trophy Club Town Council that the phrases, clauses, sentences, paragraphs, and sections of this Ordinance are severable, and if any phrase, clause, sentence, paragraph, or section of this Ordinance shall be declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs, or sections since the same would have been enacted by Trophy Club Town Council without incorporation of any such unconstitutional phrase, clause, sentence, paragraph, or section. Section 10. The Trophy Club Town Secretary is hereby directed to engross and enroll this Ordinance as required by the Town Charter and Texas Local Government Code. Section 11. This Order shall take effect immediately upon approval. 37 Page 4 of 5 PASSED AND APPROVED by the Trophy Club Town Council on February 8, 2022. ________________________________ Alicia Fleury, Mayor Town of Trophy Club, TX ATTEST: ______________________________ Leticia Vacek, Town Secretary Town of Trophy Club, Texas APPROVED AS TO FORM: ___________________________ J. David Dodd III, Town Attorney Town of Trophy Club, Texas 38 Page 5 of 5 EXHIBIT A NOTICE FOR EARLY VOTING Incorporated By Reference Trophy Club Denton County voters may only vote at the early voting polling locations as designated and maintained by Denton County throughout the County. Trophy Club Tarrant County voters may only vote at the early voting polling locations as designated and maintained by Tarrant County throughout the County. The Order of Election will be amended at a later date to include early voting sites added due to joint elections with other political subdivisions. Denton County Early voting by personal appearance will be conducted at: Locations designated by Denton County: Monday, April 25 Tuesday, April 26 Wednesday, April 27 Thursday, April 28 Friday, April 29 Saturday, April 30 Sunday, May 1 Monday, May 2 Tuesday May 3 To be determined To be determined. To be determined To be determined To be determined To be determined To be determined To be determined To be determine Tarrant County Early voting by personal appearance will be conducted at: Locations designated by Tarrant County: Monday, April 25 Tuesday, April 26 Wednesday, April 27 Thursday, April 28 Friday, April 29 Saturday, April 30 Sunday, May 1 Monday, May 2 Tuesday, May 3 To be determined To be determined To be determined To be determined To be determined To be determined To be determined To be determined To be determined 39 Future Agenda Items February 8, 2022 Future Agenda Items will be divided into 3 Categories: 1) Current listing of all future agenda items requested by Council that have not been addressed. 2) Items that have been researched and are scheduled for a report to Council (first 2-4 weeks). 3) Items that Council has requested additional research/staff time on and will be brought back for public discussion at a Council Meeting. Council will be provided updates on items that require significant time. The Future Agenda Items list will be placed on the Council Meeting agenda to provide a status on all items. The current list will be reviewed and as items are completed; said items will be removed. The Council may add items as needed to the list. 1) Receive an update regarding Entryway Monumentation/Landscaping for the Town of Trophy Club. We received 3 Qualifications Packets for a Landscape Architect. We are in the process of scheduling a meeting with the Art Subcommittee to review the top 2 firms. An RFQ for Statues was posted on January 28 and proposals are due March 11. Staff has reached out to the sculptors previously contacted about each statue so they know they need to complete the RFQ. The Byron Nelson Foundation granted permission to erect a statue of Byron Nelson. 2)Develop a Strategic Plan for the Town addressing future goals with budgetary needs for each department. Staff participated in Strategic Management Training in September. A Council Retreat in January identified the Mission, Vision, Focus Areas and Objectives for the next 2-3 years. Directors have taken the Key Objectives from the Council retreat and are beginning to develop 2-3 goals for their Department for this year. A Directors Retreat is scheduled for March 23-24. Staff will fine tune their departmental goals based on key areas identified at the Council Retreat using skills learned in the Strategic Management Training 3) Modifying the Existing Veteran’s Memorial to include “Space Force”. A PO was submitted in November for the new POW-MIA Monument and for the renovation to the Veteran’s Park adding the Space Force plaque to the existing towers. Proofs for the plaques have been received and once approved will be replaced at the park. The monument is expected to take 6-10 months for completion. Ft. Worth Monuments was unable to narrow down the time frame since pieces were coming from Africa and India. Parks Staff is in planning process to add disabled ramp. 4) Street Maintenance Sale Tax Re-Authorization for May, 2022 Election. On Feb. 8th Council Meeting Agenda. 5) Possible CCPD Sales Tax Re-Authorization for May, 2022 Election. On Feb. 8th Council Meeting Agenda. Revised by: L. Vacek February 8, 2022 40 Town of Trophy Club Special Joint Meeting Agenda Town Council & Economic Development Corporation­4B Board (EDC) 1 Trophy Wood Drive Trophy Club, Texas 76262 February 09, 2022 6:00 PM Council Chambers CALL TO ORDER BY MAYOR FLEURY AND EDC­4B DIRECTOR CLARKE PUBLIC COMMENTS This is an opportunity for citizens to address the Boards on any matter.  The Boards are not permitted to discuss or take action on any presentations made.  Presentations are limited to matters over which the Boards have authority.  Speakers have up to four (4) minutes or the time limit determined by the Presiding Officer.  Each speaker must complete the Speaker’s Form to include the topic(s) to be presented or you may also email mayorandcouncil@trophyclub.org EDC­4B BOARD ONLY 1.Take appropriate action to Elect Officers  (President and Vice­President) to the EDC­4B Board. (W. Carroll) 2.Take appropriate action to approve the EDC­4B Board Meeting Minutes of November 29, 2021. (L. Vacek) JOINT MEETING WITH TROPHY CLUB TOWN COUNCIL AND EDC­4B BOARD: RECESS INTO EXECUTIVE SESSION 3. Pursuant to following designated section of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council and the Trophy Club Economic Development Corporation­4B will convene into Executive Session to discuss the following: Section 551.087 – Deliberate the Economic Development Negotiations regarding a commercial prospect within the Trophy Wood District for Potential Projects and Incentives. (W. Carroll)  RECONVENE INTO OPEN SESSION ­ ACTION TO BE TAKEN 4.  Take appropriate action to commission a Market Study Review and Assessment of Commercial Use Potential by Community Development Strategies not to exceed $32,000 for 5.4 acres EDC­owned property west and adjacent to HG SPLY.  (W. Carroll)  EDC­4B Board – Take appropriate action regarding Executive Session as necessary. Town Council  – Take appropriate action regarding Executive Session as necessary. ADJOURN Town Council Meeting to be adjourned. (Mayor Fleury)  EDC­4B Meeting to be adjourned. (Board President) One or more members of the Town Council may participate remotely using video conferencing pursuant to Chapter 551 of the Texas Government Code.  *THE BOARDS MAY CONVENE INTO EXECUTIVE SESSION TO DISCUSS POSTED ITEMS AS ALLOWED BY THE TEXAS OPEN MEETINGS ACT, LGC.551.071. CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on Tuesday, February 1, 2022 by 5:00 PM in accordance with Chapter 551, Texas Government Code. __________________________________ Leticia Vacek, Town Governance Officer/ Town Secretary If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 682­237­2900, 48 hours in advance and reasonable accommodations will be made to assist you. 1 Town of Trophy ClubSpecial Joint Meeting AgendaTown Council & EconomicDevelopment Corporation­4BBoard (EDC)1 Trophy Wood DriveTrophy Club, Texas 76262February 09, 2022 6:00 PM Council ChambersCALL TO ORDER BY MAYOR FLEURY AND EDC­4B DIRECTOR CLARKEPUBLIC COMMENTSThis is an opportunity for citizens to address the Boards on any matter.  The Boardsare not permitted to discuss or take action on any presentations made.  Presentationsare limited to matters over which the Boards have authority.  Speakers have up to four(4) minutes or the time limit determined by the Presiding Officer.  Each speaker mustcomplete the Speaker’s Form to include the topic(s) to be presented or you may alsoemail mayorandcouncil@trophyclub.orgEDC­4B BOARD ONLY1.Take appropriate action to Elect Officers  (President and Vice­President) to the EDC­4BBoard. (W. Carroll)2.Take appropriate action to approve the EDC­4B Board Meeting Minutes of November 29,2021. (L. Vacek)JOINT MEETING WITH TROPHY CLUB TOWN COUNCIL AND EDC­4B BOARD:RECESS INTO EXECUTIVE SESSION 3. Pursuant to following designated section of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council and the Trophy Club Economic Development Corporation­4B will convene into Executive Session to discuss the following: Section 551.087 – Deliberate the Economic Development Negotiations regarding a commercial prospect within the Trophy Wood District for Potential Projects and Incentives. (W. Carroll)  RECONVENE INTO OPEN SESSION ­ ACTION TO BE TAKEN 4.  Take appropriate action to commission a Market Study Review and Assessment of Commercial Use Potential by Community Development Strategies not to exceed $32,000 for 5.4 acres EDC­owned property west and adjacent to HG SPLY.  (W. Carroll)  EDC­4B Board – Take appropriate action regarding Executive Session as necessary. Town Council  – Take appropriate action regarding Executive Session as necessary. ADJOURN Town Council Meeting to be adjourned. (Mayor Fleury)  EDC­4B Meeting to be adjourned. (Board President) One or more members of the Town Council may participate remotely using video conferencing pursuant to Chapter 551 of the Texas Government Code.  *THE BOARDS MAY CONVENE INTO EXECUTIVE SESSION TO DISCUSS POSTED ITEMS AS ALLOWED BY THE TEXAS OPEN MEETINGS ACT, LGC.551.071. CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on Tuesday, February 1, 2022 by 5:00 PM in accordance with Chapter 551, Texas Government Code. __________________________________ Leticia Vacek, Town Governance Officer/ Town Secretary If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 682­237­2900, 48 hours in advance and reasonable accommodations will be made to assist you. 2 November 29, 2021 Page 1 of 2 TOWN OF TROPHY CLUB ECONOMIC DEVELOPMENT CORPORATION-4B (EDC-4B) November 29, 2021 Minutes The Trophy Club EDC-4B met on Monday, November 29, 2021. The meeting was held at Town Hall, 1 Trophy Wood Drive at 6 pm with the following present: MEMBERS: Michael Clarke Director Scott Haro Director Teri Addington Director Joseph Longo Director Michael Thomas Director MEMBERS ABSENT: Travis Inge Director John Mann Director STAFF PRESENT: Wade Carroll Town Manager David Dodd Town Attorney Mike Erwin Finance Manager PUBLIC COMMENTS No one attended to speak under Public Comments. CALL TO ORDER Director Clarke called the meeting to order at 6:15 pm and noted a quorum was present. EXECUTIVE SESSION The EDC 4B recessed into Executive Session at 6:15 pm. 2. Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the ED 4B will convene into executive session to discuss the following: Section 551.087 – Deliberate the Economic Development Negotiations regarding a commercial prospect within the Trophy Wood District - Potential Projects and Incentives RECONVENE INTO REGULAR SESSION The EDC 4B reconvened into Regular Session at 8:55 pm from Executive Session. Director Clarke moved to instruct Town Staff to negotiate a Memorandum of Understanding with conditions as discussed in Executive Session, and to start the process for a Feasibility Study, and to schedule a Joint Meeting with the Town Council. Director Addington seconded the motion. The motion carried as follows: AYE: Clarke, Addington, Longo, and Thomas NAY: Haro ABSENT:Inge, Mann 1.Take appropriate action to approve the minutes dated July 7, 2021. (L. Vacek) Director Longo moved to approve the minutes as submitted for July 7, 2021. Director Addington seconded the motion. The motion carried as follows: November 29, 2021 Page 2 of 2 AYE: Clarke, Haro, Addington, Longo, and Thomas NAY: None ABSENT: Inge, Mann ADJOURNMENT The meeting was adjourned by Director Clarke at 8:56 pm. _____________________________________ ___________________________________ Wade Carroll, Town Manager Michael Clarke, Director Town of Trophy Club EDC-4B Page 1 of 2 To: Mayor and Town Council From: Wade Carroll, Town Manager CC: Leticia Vacek, Town Governance Officer/Town Secretary Re: Approve the proposed Market Study from CDS Special Joint Meeting Town Council and EDC 4-B January 19, 2022 Agenda Item: Consider and take appropriate action to commission the completion of a feasibility study by Community Development Strategies (CDS) not to exceed $32,000. Strategic Link: Infrastructure and Development: Foster a business friendly environment Administrative and Financial Services: Exercise fiscal discipline in all Town operations Background and Explanation: Staff is seeking the approval from both the Economic Development Corporation 4-B and the Town Council for the commissioning of a feasibility study for the 5.4 acres EDC owned property west and adjacent to HG SPLY. During the EDC meeting on December 29, 2021 the EDC gave direction to the Town Manager to seek out a feasibility study to review and verify the analyses and findings in a market study provided by the Elborai Group for a proposed project on the land described above. The study will also include a limited use study for the property and can be used for the EDC owned 3+ acre tract of land south of Town Hall and north of Trophy Table. Community Development Strategies was established in 1971 and is a leading national consulting firm headquartered in Houston, Texas, providing economic analysis, public planning, and market research services to clients in a wide variety of industries. They have worked with EDCs from around the country and the State of Texas including Austin, Amarillo, Arlington, College Station, Galveston, Garland and Sugar Land. The study will include an in depth look at the feasibility and economic longevity of the proposed development but will also give the Town a limited use study of the land owned by the EDC to ensure that this development meets that use. Council had previously stated that they would prefer to see a destination quality entertainment, restaurant or retail in those locations so a full highest and best use was not contracted which lowered the cost of the project. Page 2 of 2 The project fee is quoted at $28,500.00 plus reimbursable travel expenses not to exceed $2000.00 without client authorization. The report finding will be provided to both Council and EDC-4B in written form however if either would prefer a virtual meeting with CDS that would be arranged without additional charge. Financial Considerations: Funding is available in the EDC Budget. The expenditure will be charged to the Professional Outside Services line item ($15,000) and additional funds from the advertising line item ($35,000) will be moved over to cover the cost. This action is for approval of an item over $25,000. Legal Review: The Town Attorney has reviewed the contract and it is ready for the packet. Board/Commission/ or Committee Recommendation: The EDC 4-B requested the Town Manager have the feasibility and highest and best use study be completed. Staff Recommendation: Staff recommends approval of contract with CDS not to exceed $32,000 Attachments: CDS Proposal Town Council Approval: Mayor Alicia L. Fleury EDC 4-B Approval: ______________________ President of Trophy Club EDC 4-B PROPOSAL INDEPENDENT MARKET STUDY REVIEW AND ASSESSMENT OF COMMERCIAL USE POTENTIAL DESTINATION MIXED-USE SITE TROPHY CLUB, TEXAS Prepared for: TOWN OF TROPHY CLUB 1 Trophy Wood Drive Trophy Club, Texas 76262 Prepared by: CDS COMMUNITY DEVELOPMENT STRATEGIES 1002 S. Dairy Ashford Suite 450 Houston, Texas 77077 January 25, 2022 2 January 25, 2022 Wade Carroll Town Manager TOWN OF TROPHY CLUB 1 Trophy Wood Drive Trophy Club, Texas 76262 RE: PROPOSAL – INDEPENDENT MARKET STUDY REVIEW AND ASSESMENT OF DESTINATION COMMERCIAL USE POTENTIAL Dear Mr. Carroll: CDS Community Development Strategies (CDS) is pleased to submit this Proposal for performance of market research, analysis and consulting services to the Town of Trophy Club (the Town). Specifically, CDS is herein describing a research and analysis effort to accomplish two tasks: (1) independently review and verify the assumptions, methods, and findings of a set of market studies prepared in support of a proposed destination entertainment / retail / dining development in Trophy Club; and (2) independently assess the potential for unique and destination-quality entertainment, dining, and retail uses on the site of the proposed development and a contiguous adjacent site. BACKGROUND AND OBJECTIVE A developer has approached the Town for an economic development agreement to construct a four- story commercial development and structured parking facility on a 5.4-acre site with frontage on State Highway 114. The project concept consists of a family entertainment facility on the first floor, very high- end destination retail on the second and third floors, and a set of restaurants in a configuration similar to a food hall on the fourth floor. The structured parking facility could be shared with adjacent commercial and civic uses and is something the Town has been seeking to alleviate parking constraints in the area and permit customers to park on the corresponding level with their destination. The developer has provided a set of market studies corresponding to the discrete components of the project to support the assertion that each component will have sufficient demand at that site. The studies, however, do not address potential compatibility issues or beneficial synergies between the uses in this vertically mixed configuration. Before the Town enters into an agreement with the developer in question, it has asked for a proposal of services from CDS to provide independent verification of the analyses and findings presented in the developer’s market studies and some additional consideration of the interaction of the uses in the proposed concept. In addition, the Town would like CDS to perform its own market analysis to assess the potential for dining, retail, and entertainment uses that would be unique in the northwestern Dallas – Fort Worth metro region, be attuned to the tastes and consumption patterns of the affluent residents of Trophy Club and nearby suburban communities, and have a destination quality that would attract a substantial customer base from outside this immediate market area. 3 SCOPE OF WORK The Scope of Work will have two primary elements: the review and verification of the analyses and findings in the developer-provided market studies, and a CDS-generated analysis of the potential for desired destination retail / dining / entertainment on the developer’s site and an adjacent site. Independent Review of Developer-Provided Market Studies CDS will review the existing market studies to verify several aspects of their analyses and findings, including: 1. Existing Conditions • Market area – geographic definition, demographic trends and projections • Nonresident support – local employment and visitor traffic • Competitive sites – identification and performance evaluation of relevant existing and planned competitive locations to capture spending • Current spending – documentation of existing spending in relevant business categories 2. Demand Analysis • Estimation of potential market area resident spending in relevant business categories • Estimation of potential nonresident spending • Site competitive position – description of strengths and weaknesses of subject site in relation to competitive locations • Projections of spending capture by proposed project based on competitive position • Projection of supportable leasable space 3. Conclusions and reporting • Assessment of assumptions and analysis methodology • Assessment of likely impacts on conclusions if different assumptions or methodologies are indicated Independent Market Analysis CDS will prepare its own market analysis to determine potential support for the desired retail, dining, and entertainment uses on the developer’s site combined with an adjacent contiguous site. CDS will focus on space for business types that are unique or uncommon in the DFW metro area in terms of brand name and/or product offering, targeted to an affluent customer, and likely to be a destination for customers outside of Trophy Club and its immediately adjacent communities. The analysis will include the following components and methodology: 1. Economic and demographic context a. Define the Competitive Market Area (CMA) relative to the site’s location and nature of commercial uses under study b. Review population and socio-demographic trends and patterns for the CMA c. Estimate local non-resident population (employment, visitors) around the site that could support spending on retail, dining, and entertainment 4 d. Compile overview of economic trends and prospects for employment growth relevant to the CMA e. Document historical spending in relevant business categories in the CMA 2. Review and evaluation of relevant competitive supply of retail / dining / entertainment space a. Review historical, current and planned development of relevant uses in the CMA b. Document performance and trends in new construction such as occupancy, lease rates, and absorption as available c. Review the inventory and rental rates of competitive developments and locations d. Examine relevant case study examples elsewhere in the DFW metro area and Texas for indications of market performance, key location characteristics, and use/business mix 3. Estimate future demand for relevant potential uses at the site a. Convert population and employment characteristics into demand segments b. Analyze the current and anticipated supply and demand balances in the CMA, including “gap analysis” for relevant retail / dining / entertainment uses if applicable c. Forecast overall demand for retail / dining / entertainment uses in the CMA d. Estimate the share of future demand for retail / dining / entertainment space that can be captured at the subject site over time based on location characteristics e. Convert demand capture into projections of supportable leasable space f. Identify potential beneficial use / business mix synergies and design features 4. Reporting and presentation a. Organize the findings and results of the research program into a practical and useful format and prepare a fully illustrated report suitable to aid in development and financial planning b. Conduct a presentation of findings to the client and community members (see language regarding project fee below) DELIVERABLES Upon completion of the research program as described above, a written draft report (or separate reports for each main component of the Scope of Work) will be prepared for Town review. Following discussions regarding the findings, CDS will prepare a final electronic copy of the report(s). Hard copies will be made available at our cost of reproduction. FEE AND TIME QUOTATIONS Fees for professional services are based upon time allotted to the performance of various study tasks at our standard per diem rates. Based on the scope of work described addressing four real estate uses and our experience with similar assignments, the project fee quotation is $28,500.00 plus reimbursable travel expenses not to exceed $2,000.00 without client authorization. CDS would include up to four person-nights by CDS staff for field visits (one 2-night visit by 2 CDS staff persons or two 2-night visits by 1 CDS staff person per visit) to Trophy Club for research. This fee does not include an in-person 5 presentation of findings; such a visit would require a contract amendment including a separately invoiced fee of $3,750.00 per staff member attending in-person plus reimbursable travel expenses. A purely remote / virtual presentation of findings that does not require CDS travel is included in the base fee stated above and would not require a contract amendment to adjust the fee. Turnaround time for commencement and completion of the study will be related to our in-house production schedule at the time of assignment and is currently estimated at 8 to 10 weeks from the date work commences on the study, not including any intervening holiday periods. Projects are started and completed in the order in which contracts / retainers are received and dependent on the availability of staff time for commitment to the work. BILLING POLICIES CDS will issue an invoice for a retainer of one-half the contracted fees with written authorization to proceed. This invoice is due upon receipt. We are not obligated to start work or determine a completion date until both the contract, retainer fee, and credit check form (if applicable) are received. A final invoice for the balance will be issued upon delivery of the draft report. This invoice is due and payable upon receipt. All reimbursable expenses will be documented and included with the final invoice. CDS is not obligated to issue a final report document until payment of this invoice is confirmed. Payment timing is not affected by an elective review period. All reasonable and necessary corrections or revisions brought to our attention within 30 days of delivery of the report will be immediately addressed. Any requests for supplemental services, meetings or presentations not described herein will be considered additions to the scope and billed at our standard hourly rates. PAYMENT POLICY With written authorization to proceed, CDS will issue an invoice for a retainer of one-half the quoted fees. This invoice is due upon receipt. CDS is not obligated to start work or determine a completion date until both the contract and retainer fee is received. A final invoice for the balance plus any approved expenses will be issued upon delivery of the report. This invoice is due and payable within 30 days of client receipt and timing for payment is not affected by an elective review period. Any reasonable and necessary corrections or revisions to the report will be immediately addressed. The above fee incorporates the cost of professional and clerical time, overhead, processing and production of an electronic copy of the final report. Requests for supplementary services such as additional visits or presentations will be quoted separately. Fees associated with outside job services such as overnight delivery, etc. will be documented and submitted with the final invoice for reimbursement. QUALIFICATIONS OF CDS CDS Community Development Strategies was formed in 1971 to provide professional market and economic research and consulting services including market feasibility and market planning for real estate and economic development. The firm is staffed with professional market analysts and planners. Over 4,000 independent studies have been completed addressing a wide range of real estate issues for both public and private clients. Staff members are experienced in assessing market support and strategic 6 planning for development of all types of residential, commercial, industrial, recreational and mixed-use real estate properties throughout Texas and Oklahoma. The following is a partial list of CDS’ local government and civic organization clients: Action CDC Aldine Improvement District Andrews EDC Ardmore Development Authority Avenue CDC BAHEP Big Lake EDC Brays Oaks Management District Bryan Business Council Buffalo Bayou Partnership Central Houston City of Alice City of Alvin City of Amarillo City of Angleton City of Aransas Pass City of Arlington City of Austin City of Austin City of Bartlesville City of Bay City/EDC City of Baytown City of Bellaire City of Brenham City of Brownwood City of Cedar Hill City of Claremore City of Cleveland/EDC City of College Station/EDC City of Conroe/EDC City of Corpus Christi/EDC City of Cuero/EDC City of El Paso City of Friendswood/EDC City of Fulshear City of Galveston City of Garland City of Georgetown City of Houston City of Hurst City of Lake Jackson City of LaPorte City of Laredo City of League City/EDC City of Lewisville City of Lufkin City of Mesquite City of Mexia City of Missouri City City of Mont Belvieu City of Nassau Bay City of New Braunfels City of Oak Ridge North City of Pasadena / Second Century City of Pearland/EDC City of Pflugerville City of Plainview City of Ponca City City of Rockdale City of Rosenberg EDC City of San Angelo City of San Angelo City of San Angelo Development Corporation City of San Juan City of Seabrook City of Sugar Land City of Temple City of Texas City City of Tulsa/EDC City of Waller Downtown Midland Association Downtown Oklahoma City, Inc. East Downtown Management District East End District East Montgomery County Imp. District Economic Development Alliance of Brazoria County Energy Corridor Management District Enid Regional Development Authority Fifth Ward Redevelopment Fort Bend County Fort Worth Housing Authority Grand Parkway Association Grayson County Greater Houston Builders Association Greater Houston Partnership Greater Southwest Houston C of C Gulf Coast Rail District Harris County Community Services Department Harris County Toll Road Authority Housing Authority City of Houston Houston Community Development Houston Downtown Management District Houston Galveston Area Council Houston Housing Finance Corporation Houston Parks Board Houston Southeast District 7 Katy Area Economic Development Corp Katy Independent School District Lawton Fort Sill Chamber of Commerce Main Street Corridor Coalition Memorial District METRO Midtown Redevelopment Authority Montgomery Area Chamber Neighborhood Recovery North Harris County College EDC North Houston Association North Houston District Odessa Development Corporation Oklahoma City Urban Renewal Authority Port Arthur Downtown Renewal Pryor Area Chamber of Commerce Spring Branch Management District Sweeny Independent School District Sweetwater MDD The Woodlands Township Parks and Recreation Tomball EDC TxDOT United Methodist Church United Way / Grayson County Uptown Houston District Urban Land Institute West Houston Association Westchase District Wharton EDC GOVERNING LAWS FOR BUSINESS AGREEMENTS • The signed proposal for services acts as the business Agreement between CDS Community Development Strategies (CDS) and Client entities thereto signed. • Upon receipt of a signed agreement, CDS may conduct a standard customer credit review. Results of this review could affect payment terms prior to release of a final report. • New Clients are asked to provide accounts payable contact information for our files. • CDS studies are independent and objective and may return findings that do not support the Clients stated or unstated objectives. • CDS will use its professional qualifications, experience and efforts to provide an objective report based on the data and methodologies it commonly uses for this type of project. CDS does not warrant or guarantee the success of client’s project. CDS’ and its affiliates’ sole and only liability and/or damages under this Agreement is limited to a refund of the fee paid by client. IN NO event will CDS or its affiliates be liable for indirect, consequential, special or punitive damages. • Retainer payments are non-refundable deposits to proceed with a study. • Payment of invoiced amounts are in no way dependent on the decision of the Client or any third party to proceed with a project or to secure funding or financing for a project regardless of whether the study is for purposes of deciding whether to proceed or to secure financing. • The only obligations are between parties explicitly named in the agreement and who have executed the agreement. CDS is not obligated in any way whatsoever to any party not named in the agreement who may act or fail to act whether directly or indirectly on the study. • Final payment is due upon receipt. All past due invoices will accrue interest at 1.5 % per month. • In the event of default in payment, Buyer shall pay all costs of collection incurred by Seller to collect such payment, including but not limited to collection agency fees, attorney’s fees, legal expenses and court costs. • The study is and shall remain the property of CDS until all outstanding invoices are paid. 8 • This Agreement is entered at arm’s length and shall be governed by and construed in accordance with State of Texas laws. If any provision of this Agreement is determined to be unenforceable according to such laws, that provision shall be severed from the remainder of the Agreement which will remain in force. The State of Texas shall have jurisdiction over the parties and all claims and causes of action related to this Agreement and venue shall lie in Harris County, Texas. • This Agreement supersedes any other agreements verbal or written related to the matter and can be modified only in writing signed by all parties to the Agreement. CONFIDENTIALITY CDS reports are proprietary and results will be held in confidence as required. There are no restrictions on client use of information provided in the reports. AUTHORIZATION OF THE WORK If the arrangements described above are satisfactory, please sign and return a copy of this proposal agreement as our formal authorization to proceed. CDS staff members are looking forward to the possibility of working with the Town of Trophy Club. Respectfully submitted, Steven R. Spillette ACCEPTANCE: President BY: FOR: DATE: Accounts payable contact name: _______________________________________________________ Email address: _____________________________________Telephone number: ______________________