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Agenda Packet 05/18/2022Town of Trophy Club Meeting Agenda Packet Town Council 1 Trophy Wood Drive Trophy Club, Texas 76262 May 18, 2022 7:00 PM Council Chambers CALL TO ORDER AND ANNOUNCE A QUORUM ­ Mayor Fleury INVOCATION led by Pastor Joel Quile, BARA Church  PLEDGES led by Council Member Monger Pledge of Allegiance to the American Flag. Pledge of Allegiance to the Texas Flag. SPECIAL SESSION 1.Presentation of Service Award to Council Member Philip Shoffner, Place 6. (Mayor Fleury) 2.Consider and take appropriate action regarding an Ordinance canvassing the returns and declaring the results of the Town’s General Election held on May 7, 2022 for the purpose of electing (1) Council Member to Place 5 and (1) Council Member to Place 6 on the Trophy Club Town Council, each for a term of three (3) years; providing for the confirmation of vote tabulations; identifying the elected officials and terms of office; authorizing the issuance of a certificate of election; authorizing the issuance of the Canvass of the General Election; and providing an effective date. (Mayor Fleury) 3.Consider and take appropriate action regarding an Ordinance canvassing the returns and declaring the results of the Town’s Special Election held on May 7, 2022 for the purpose of holding a Continuation Referendum for the Trophy Club Crime Control and Prevention District and holding a Reauthorization Election for the sales tax for Street Maintenance and providing an effective date (Mayor Fleury). 4.Presentation of Certificate of Election and Ceremonial Oath of Office; Swearing­In of Council Member Steve Flynn, Place 6 and Council Member LuAnne Oldham, Place 5. (Mayor Fleury) 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 5.Recognition of the Byron Nelson Bobcat Cheer Gameday Competition Team for winning the UIL 6A Division II Spirit State Championship for the second consecutive year (Mayor Fleury). 6.Summary of Community Clean­Up held April 30, 2022. (W. Carroll) 7.Update on Taste of Trophy Club event. (T. Jaramillo) PROCLAMATION(S) 8.Issuance of Proclamation 2022­08 recognizing the patriotic meaning of Memorial Day. (Council Member Sheridan) CONSENT AGENDA 9.Take appropriate action to approve the Town Council Meeting Minutes of April 26, 2022. (A. Otterson) 10.Consider and take appropriate action regarding an Interlocal Cooperation Agreement  between the Town of Trophy Club and Denton County for the use of the Denton County Radio Communications System. (P. Arata) 11.Take appropriate action approving the Interlocal Agreement (ILA) with North Central Texas Council of Governments (NCTCOG) for the purchase of certain goods and services; and authorizing the Town Manager or his designee to execute all necessary documents (M. Cox). 12.Take appropriate action on authorizing an agreement for the pavement analysis services between the Town of Trophy Club and Data Transfer Solutions (DTS) for a fee not to exceed $50,000, over two fiscal years. (M. Cox) 13.Consider and take appropriate action increasing Professional Turf Products PO Number 22­00039 from $48,948.50 to $51,738.52 (T. Jaramillo). 14.Approve the contract extension with Five Stone Creative for Audio / Visual Meeting Management Services, increasing PO 22­00091 from $13,500 to $22,500 ($2,250 per month, 4 months) (W. Carroll). INDIVIDUAL ITEMS 15.Case ME­22­001 (Social Oak Sign Meritorious Exception) Consider and take appropriate action regarding a request for a Meritorious Exception for a proposed sign for Social Oak Wine & Whiskey Bar generally located at the northeast corner of SH 114 and Trophy Club Drive addressed as 2230 E Hwy 114, Suite 550, in PD­30. (M. Cox) 16.Review Future Agenda Items List. (W. Carroll) EXECUTIVE SESSION 17.Pursuant to the following designated section of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council will recess into executive session to discuss the following: a) Section 551.087 Economic Development – Deliberate Economic Development Negotiations regarding prospective commercial projects within the Town of Trophy Club. b) Section 551.071 Attorney­Client Privilege – Deliberate possible Interlocal Agreement with multiple governmental entities to provide services to Trophy Club Citizens. c) Section 551.074 Personnel Matters to deliberate the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee:       Mayor Pro Tem RECONVENE INTO REGULAR SESSION 18.Consider and take appropriate action regarding the appointment of the Mayor Pro Tem; discussion of same (Mayor Fleury). ADJOURN 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 May 13,2022 by 5:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Anita Otterson Acting 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, Texas76262May 18, 2022 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM ­ Mayor FleuryINVOCATION led by Pastor Joel Quile, BARA Church PLEDGES led by Council Member MongerPledge of Allegiance to the American Flag.Pledge of Allegiance to the Texas Flag.SPECIAL SESSION1.Presentation of Service Award to Council Member Philip Shoffner, Place 6. (MayorFleury)2.Consider and take appropriate action regarding an Ordinance canvassing the returnsand declaring the results of the Town’s General Election held on May 7, 2022 for thepurpose of electing (1) Council Member to Place 5 and (1) Council Member to Place 6on the Trophy Club Town Council, each for a term of three (3) years; providing for theconfirmation of vote tabulations; identifying the elected officials and terms of office;authorizing the issuance of a certificate of election; authorizing the issuance of theCanvass of the General Election; and providing an effective date. (Mayor Fleury)3.Consider and take appropriate action regarding an Ordinance canvassing the returnsand declaring the results of the Town’s Special Election held on May 7, 2022 for thepurpose of holding a Continuation Referendum for the Trophy Club Crime Control andPrevention District and holding a Reauthorization Election for the sales tax for Street Maintenance and providing an effective date (Mayor Fleury). 4.Presentation of Certificate of Election and Ceremonial Oath of Office; Swearing­In of Council Member Steve Flynn, Place 6 and Council Member LuAnne Oldham, Place 5. (Mayor Fleury) 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 5.Recognition of the Byron Nelson Bobcat Cheer Gameday Competition Team for winning the UIL 6A Division II Spirit State Championship for the second consecutive year (Mayor Fleury). 6.Summary of Community Clean­Up held April 30, 2022. (W. Carroll) 7.Update on Taste of Trophy Club event. (T. Jaramillo) PROCLAMATION(S) 8.Issuance of Proclamation 2022­08 recognizing the patriotic meaning of Memorial Day. (Council Member Sheridan) CONSENT AGENDA 9.Take appropriate action to approve the Town Council Meeting Minutes of April 26, 2022. (A. Otterson) 10.Consider and take appropriate action regarding an Interlocal Cooperation Agreement  between the Town of Trophy Club and Denton County for the use of the Denton County Radio Communications System. (P. Arata) 11.Take appropriate action approving the Interlocal Agreement (ILA) with North Central Texas Council of Governments (NCTCOG) for the purchase of certain goods and services; and authorizing the Town Manager or his designee to execute all necessary documents (M. Cox). 12.Take appropriate action on authorizing an agreement for the pavement analysis services between the Town of Trophy Club and Data Transfer Solutions (DTS) for a fee not to exceed $50,000, over two fiscal years. (M. Cox) 13.Consider and take appropriate action increasing Professional Turf Products PO Number 22­00039 from $48,948.50 to $51,738.52 (T. Jaramillo). 14.Approve the contract extension with Five Stone Creative for Audio / Visual Meeting Management Services, increasing PO 22­00091 from $13,500 to $22,500 ($2,250 per month, 4 months) (W. Carroll). INDIVIDUAL ITEMS 15.Case ME­22­001 (Social Oak Sign Meritorious Exception) Consider and take appropriate action regarding a request for a Meritorious Exception for a proposed sign for Social Oak Wine & Whiskey Bar generally located at the northeast corner of SH 114 and Trophy Club Drive addressed as 2230 E Hwy 114, Suite 550, in PD­30. (M. Cox) 16.Review Future Agenda Items List. (W. Carroll) EXECUTIVE SESSION 17.Pursuant to the following designated section of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council will recess into executive session to discuss the following: a) Section 551.087 Economic Development – Deliberate Economic Development Negotiations regarding prospective commercial projects within the Town of Trophy Club. b) Section 551.071 Attorney­Client Privilege – Deliberate possible Interlocal Agreement with multiple governmental entities to provide services to Trophy Club Citizens. c) Section 551.074 Personnel Matters to deliberate the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee:       Mayor Pro Tem RECONVENE INTO REGULAR SESSION 18.Consider and take appropriate action regarding the appointment of the Mayor Pro Tem; discussion of same (Mayor Fleury). ADJOURN 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 May 13,2022 by 5:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Anita Otterson Acting 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, Texas76262May 18, 2022 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM ­ Mayor FleuryINVOCATION led by Pastor Joel Quile, BARA Church PLEDGES led by Council Member MongerPledge of Allegiance to the American Flag.Pledge of Allegiance to the Texas Flag.SPECIAL SESSION1.Presentation of Service Award to Council Member Philip Shoffner, Place 6. (MayorFleury)2.Consider and take appropriate action regarding an Ordinance canvassing the returnsand declaring the results of the Town’s General Election held on May 7, 2022 for thepurpose of electing (1) Council Member to Place 5 and (1) Council Member to Place 6on the Trophy Club Town Council, each for a term of three (3) years; providing for theconfirmation of vote tabulations; identifying the elected officials and terms of office;authorizing the issuance of a certificate of election; authorizing the issuance of theCanvass of the General Election; and providing an effective date. (Mayor Fleury)3.Consider and take appropriate action regarding an Ordinance canvassing the returnsand declaring the results of the Town’s Special Election held on May 7, 2022 for thepurpose of holding a Continuation Referendum for the Trophy Club Crime Control andPrevention District and holding a Reauthorization Election for the sales tax for StreetMaintenance and providing an effective date (Mayor Fleury).4.Presentation of Certificate of Election and Ceremonial Oath of Office; Swearing­In ofCouncil Member Steve Flynn, Place 6 and Council Member LuAnne Oldham, Place 5.(Mayor Fleury)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 REPORTS5.Recognition of the Byron Nelson Bobcat Cheer Gameday Competition Team forwinning the UIL 6A Division II Spirit State Championship for the second consecutiveyear (Mayor Fleury).6.Summary of Community Clean­Up held April 30, 2022. (W. Carroll)7.Update on Taste of Trophy Club event. (T. Jaramillo)PROCLAMATION(S)8.Issuance of Proclamation 2022­08 recognizing the patriotic meaning of Memorial Day.(Council Member Sheridan)CONSENT AGENDA9.Take appropriate action to approve the Town Council Meeting Minutes of April 26, 2022.(A. Otterson)10.Consider and take appropriate action regarding an Interlocal Cooperation Agreement between the Town of Trophy Club and Denton County for the use of the DentonCounty Radio Communications System. (P. Arata)11.Take appropriate action approving the Interlocal Agreement (ILA) with North CentralTexas Council of Governments (NCTCOG) for the purchase of certain goods andservices; and authorizing the Town Manager or his designee to execute all necessarydocuments (M. Cox).12.Take appropriate action on authorizing an agreement for the pavement analysisservices between the Town of Trophy Club and Data Transfer Solutions (DTS) for a fee not to exceed $50,000, over two fiscal years. (M. Cox) 13.Consider and take appropriate action increasing Professional Turf Products PO Number 22­00039 from $48,948.50 to $51,738.52 (T. Jaramillo). 14.Approve the contract extension with Five Stone Creative for Audio / Visual Meeting Management Services, increasing PO 22­00091 from $13,500 to $22,500 ($2,250 per month, 4 months) (W. Carroll). INDIVIDUAL ITEMS 15.Case ME­22­001 (Social Oak Sign Meritorious Exception) Consider and take appropriate action regarding a request for a Meritorious Exception for a proposed sign for Social Oak Wine & Whiskey Bar generally located at the northeast corner of SH 114 and Trophy Club Drive addressed as 2230 E Hwy 114, Suite 550, in PD­30. (M. Cox) 16.Review Future Agenda Items List. (W. Carroll) EXECUTIVE SESSION 17.Pursuant to the following designated section of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council will recess into executive session to discuss the following: a) Section 551.087 Economic Development – Deliberate Economic Development Negotiations regarding prospective commercial projects within the Town of Trophy Club. b) Section 551.071 Attorney­Client Privilege – Deliberate possible Interlocal Agreement with multiple governmental entities to provide services to Trophy Club Citizens. c) Section 551.074 Personnel Matters to deliberate the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee:       Mayor Pro Tem RECONVENE INTO REGULAR SESSION 18.Consider and take appropriate action regarding the appointment of the Mayor Pro Tem; discussion of same (Mayor Fleury). ADJOURN 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 May 13,2022 by 5:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Anita Otterson Acting 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 Town of Trophy ClubMeeting Agenda PacketTown Council 1 Trophy Wood DriveTrophy Club, Texas76262May 18, 2022 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM ­ Mayor FleuryINVOCATION led by Pastor Joel Quile, BARA Church PLEDGES led by Council Member MongerPledge of Allegiance to the American Flag.Pledge of Allegiance to the Texas Flag.SPECIAL SESSION1.Presentation of Service Award to Council Member Philip Shoffner, Place 6. (MayorFleury)2.Consider and take appropriate action regarding an Ordinance canvassing the returnsand declaring the results of the Town’s General Election held on May 7, 2022 for thepurpose of electing (1) Council Member to Place 5 and (1) Council Member to Place 6on the Trophy Club Town Council, each for a term of three (3) years; providing for theconfirmation of vote tabulations; identifying the elected officials and terms of office;authorizing the issuance of a certificate of election; authorizing the issuance of theCanvass of the General Election; and providing an effective date. (Mayor Fleury)3.Consider and take appropriate action regarding an Ordinance canvassing the returnsand declaring the results of the Town’s Special Election held on May 7, 2022 for thepurpose of holding a Continuation Referendum for the Trophy Club Crime Control andPrevention District and holding a Reauthorization Election for the sales tax for StreetMaintenance and providing an effective date (Mayor Fleury).4.Presentation of Certificate of Election and Ceremonial Oath of Office; Swearing­In ofCouncil Member Steve Flynn, Place 6 and Council Member LuAnne Oldham, Place 5.(Mayor Fleury)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 REPORTS5.Recognition of the Byron Nelson Bobcat Cheer Gameday Competition Team forwinning the UIL 6A Division II Spirit State Championship for the second consecutiveyear (Mayor Fleury).6.Summary of Community Clean­Up held April 30, 2022. (W. Carroll)7.Update on Taste of Trophy Club event. (T. Jaramillo)PROCLAMATION(S)8.Issuance of Proclamation 2022­08 recognizing the patriotic meaning of Memorial Day.(Council Member Sheridan)CONSENT AGENDA9.Take appropriate action to approve the Town Council Meeting Minutes of April 26, 2022.(A. Otterson)10.Consider and take appropriate action regarding an Interlocal Cooperation Agreement between the Town of Trophy Club and Denton County for the use of the DentonCounty Radio Communications System. (P. Arata)11.Take appropriate action approving the Interlocal Agreement (ILA) with North CentralTexas Council of Governments (NCTCOG) for the purchase of certain goods andservices; and authorizing the Town Manager or his designee to execute all necessarydocuments (M. Cox).12.Take appropriate action on authorizing an agreement for the pavement analysisservices between the Town of Trophy Club and Data Transfer Solutions (DTS) for afee not to exceed $50,000, over two fiscal years. (M. Cox)13.Consider and take appropriate action increasing Professional Turf Products PONumber 22­00039 from $48,948.50 to $51,738.52 (T. Jaramillo).14.Approve the contract extension with Five Stone Creative for Audio / Visual MeetingManagement Services, increasing PO 22­00091 from $13,500 to $22,500 ($2,250per month, 4 months) (W. Carroll).INDIVIDUAL ITEMS15.Case ME­22­001 (Social Oak Sign Meritorious Exception)Consider and take appropriate action regarding a request for a Meritorious Exceptionfor a proposed sign for Social Oak Wine & Whiskey Bar generally located at thenortheast corner of SH 114 and Trophy Club Drive addressed as 2230 E Hwy 114,Suite 550, in PD­30. (M. Cox)16.Review Future Agenda Items List. (W. Carroll)EXECUTIVE SESSION17.Pursuant to the following designated section of the Texas Government Code,Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council will recessinto executive session to discuss the following:a) Section 551.087 Economic Development – Deliberate Economic DevelopmentNegotiations regarding prospective commercial projects within the Town of TrophyClub.b) Section 551.071 Attorney­Client Privilege – Deliberate possible InterlocalAgreement with multiple governmental entities to provide services to Trophy ClubCitizens.c) Section 551.074 Personnel Matters to deliberate the appointment, employment,evaluation, reassignment, duties, discipline or dismissal of a public officer oremployee:      Mayor Pro TemRECONVENE INTO REGULAR SESSION18.Consider and take appropriate action regarding the appointment of the Mayor ProTem; discussion of same (Mayor Fleury).ADJOURNOne or more members of the Town Council may participate remotely using videoconferencing 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 May 13,2022 by 5:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Anita Otterson Acting 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. 4 TOWN OF TROPHY CLUB, TEXAS ORDINANCE NO. 2022-22 AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, CANVASSING THE RETURNS, INCLUDING THE RETURNS OF EARLY VOTING BALLOTS CAST IN CONNECTION THEREWITH, AND DECLARING THE RESULTS OF THE GENERAL ELECTION HELD ON MAY 7, 2022 RELATING TO THE ELECTION OF ONE (1) COUNCIL MEMBER TO PLACE NO. 5 FOR A THREE (3) YEAR TERM AND ONE (1) COUNCIL MEMBER TO PLACE NO. 6 FOR A THREE (3) YEAR TERM ON THE TOWN OF TROPHY CLUB TOWN COUNCIL; PROVIDING FOR THE INCORPORATION OF PREMISES; PROVIDING FOR THE CONFIRMATION OF VOTE TABULATIONS; IDENTIFYING THE OFFICIALS ELECTED AND TERMS OF OFFICE; AUTHORIZING THE ISSUANCE OF CERTIFICATES OF ELECTION; AUTHORIZING THE ISSUANCE OF THE CANVASS OF THE GENERAL ELECTION; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, on January 25, 2022 the Town Council of the Town of Trophy Club, Texas (the “Town”) passed and approved Ordinance No. 2022-01, ordering a General Election for the purpose of electing one (1) Council Member to Place No. 5 for a three (3) year term and one (1) Council Member to Place No. 6 for a three (3) year term on the Town of Trophy Club Town Council; and WHEREAS, the appropriate authority of the Town posted and published, in accordance with the election laws of the State of Texas, notice of the General Election; and WHEREAS, the General Election was held on May 7, 2022, in the Town and was in conformity with the election laws of the State of Texas, and the results of the General Election, including the early voting results, have been certified and returned to the proper judges and clerks thereof; and WHEREAS, the official returns of the General Election, including the returns of early voting ballots in connection therewith, and as such returns are related to the election of one (1) Council Member to Place No. 5 for a three (3) year term and one (1) Council Member to Place No. 6 for a three (3) year term on the Town of Trophy Club Town Council have been presented to the Town Council acting in its capacity as the Canvassing Board; and WHEREAS, the returns of the General Election, including the returns of early voting ballots, duly and legally made, showed that there were cast at the Election the following valid and legal votes: 5 ORD 2022-22 Page 2 of 6 ELECTION DENTON COUNTY BALLOTS CAST TARRANT COUNTY BALLOTS CAST TOTAL BALLOTS CAST General Election Xxx Xx xxx WHEREAS, the returns of the General Election, including the returns of the early voting ballots, duly and legally made, showed that each of the candidates for the office of Council Member Place No. 5 and Council Member Place No. 6 of the Town of Trophy Club Town Council received the following votes: TOWN OF TROPHY CLUB - COUNCIL MEMBER PLACE 5 FOR A THREE (3) YEAR TERM NAME OF CANDIDATE TOTAL NUMBER OF EARLY VOTING VOTES RECEIVED TOTAL NUMBER OF VOTES RECEIVED ON ELECTION DAY TOTAL NUMBER OF VOTES RECEIVED LuAnne Oldham Xxx Xxx xxx TOWN OF TROPHY CLUB - COUNCIL MEMBER PLACE 6 FOR A THREE (3) YEAR TERM NAME OF CANDIDATE TOTAL NUMBER OF EARLY VOTING VOTES RECEIVED TOTAL NUMBER OF VOTES RECEIVED ON ELECTION DAY TOTAL NUMBER OF VOTES RECEIVED Steve Flynn Xxx Xxx Xxx Wendie Bailey Xxx Xxx xxx WHEREAS, pursuant to the Home Rule Charter, the candidate for election to each Place on the Council, who receives a majority of all votes cast for all the candidates for such Place at the election, shall be declared elected. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: Section 1.Incorporation of Premises. The above and foregoing premises are true and correct and are incorporated into the body of this Ordinance and made a part hereof for all purposes. 6 ORD 2022-22 Page 3 of 6 Section 2.Confirmation of Vote Tabulations. The results of the General Election as related to the election of one (1) Council Member to Place No. 5 for a three (3) year term and one (1) Council Member to Place No. 6 for a three (3) year term on the Town of Trophy Club Town Council, as canvassed and tabulated above, reflect the expressed desires of the resident, qualified voters of the Town. Section 3.Elected Officials and Terms of Office. In accordance with the canvass and tabulation of the results of the General Election, the duly elected Council Members elected on May 7, 2022, and the corresponding terms of office, subject to the taking of the oath of office as required by State Law, is as follows: OFFICE TERM NAME Council Member Place No. 5 Three (3) Years LuAnne Oldham Council Member Place No. 6 Three (3) Years Steve Flynn Section 4.Issuance of Certificates of Election. The Mayor, or his designee, is hereby authorized and directed to execute and deliver the Certificates of Election to the successful candidates elected at the General Election, as specified in Section 3 hereof. Section 5.Issuance of Canvass of the General Election. The Mayor is hereby authorized and directed to execute and deliver the Canvass of the General Election, a copy of which is attached hereto as Exhibit “A”, in accordance with the election laws of the State of Texas, and to take all other action necessary in connection therewith. Section 6.Engrossment and Enrollment. The Town Secretary of the Town of Trophy Club is hereby directed to engross and enroll this Ordinance by filing this Ordinance in the ordinance records of the Town as required in the Town Charter. Section 7.Effective Date. This Ordinance shall take effect from and after its date of passage in accordance with law, and it is so ordained. 7 ORD 2022-22 Page 4 of 6 PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this 18th day of May 2022. Alicia L. Fleury, Mayor Town of Trophy Club, Texas [SEAL] ATTEST: Anita Otterson, Acting Town Secretary Town of Trophy Club, Texas APPROVED TO AS FORM: J. David Dodd III, Town Attorney Town of Trophy Club, Texas 8 ORD 2022-22 Page 5 of 6 EXHIBIT “A” TOWN OF TROPHY CLUB, TEXAS CANVASS OF GENERAL ELECTION I, the undersigned Mayor of the Town of Trophy Club, Texas, and Presiding Officer of the Canvassing Authority of the Town, met on the 18th of May 2022 with the Town Council of the Town, sitting as the Canvassing Board to canvass the returns of the General Election held on May 7, 2022, in the Council Chambers located at 1 Trophy Wood Drive, Trophy Club, Texas, as such returns related to the election of one (1) Council Member to Place No. 5 for a three (3) year term and one (1) Council Member to Place No. 6 for a three (3) year term on the Town of Trophy Club Town Council. I DO HEREBY CERTIFY that the figures on the tally sheets hereto attached as Exhibit “A-1” correspond with the figures on the returns. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the Town of Trophy Club, Texas to be affixed hereto, this 18th day of May 2022. (Seal) _____________________________________ Mayor and Presiding Officer of the Canvassing Authority Trophy Club, Texas 9 ORD 2022-22 Page 6 of 6 EXHIBIT “A-1” TOWN OF TROPHY CLUB, TEXAS CANVASS OF GENERAL ELECTION TALLY SHEETS 10 TOWN OF TROPHY CLUB, TEXAS ORDINANCE NO. 2022-23 AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, CANVASSING THE RETURNS, INCLUDING THE RETURNS OF EARLY VOTING BALLOTS CAST IN CONNECTION THEREWITH, AND DECLARING THE RESULTS OF THE JOINT SPECIAL ELECTION HELD ON MAY 7, 2022 RELATING TO A PROPOSITION TO CONTINUE THE TROPHY CLUB CRIME CONTROL AND PREVENTION DISTRICT FOR TWENTY YEARS WITH A LOCAL SALES AND USE TAX RATE OF ONE-FOURTH OF ONE PERCENT AND A PROPOSITION RELATING TO THE REAUTHORIZATION OF THE LOCAL SALES AND USE TAX FOR FOUR YEARS AT THE RATE OF ONE-FOURTH OF ONE PERCENT TO CONTINUE PROVIDING REVENUE FOR MAINTENANCE AND REPAIR OF MUNICIPAL STREETS; PROVIDING FOR THE INCORPORATION OF PREMISES; PROVIDING FOR THE CONFIRMATION OF VOTE TABULATIONS; PROVIDING NOTICE TO THE STATE COMPTROLLER; AUTHORIZING THE ISSUANCE OF THE CANVASS OF THE JOINT SPECIAL ELECTION; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, on February 8, 2022 the Town Council of the Town of Trophy Club, Texas (the “Town”) passed and approved Ordinance No. 2022-02, ordering a Special Election on a measure to continue the Trophy Club Crime Control and Prevention District for twenty years with a local sales and use tax rate of one-fourth of one percent and Ordinance No. 2022-03, ordering a Joint Special Election on a measure to reauthorize the local sales and use tax for four years at the rate of one-fourth of one percent to continue providing revenue for maintenance and repair of municipal streets; and WHEREAS, the appropriate authority of the Town posted and published, in accordance with the election laws of the State of Texas, notice of the Joint Special Election; and WHEREAS, the Joint Special Election was held on May 7, 2022, in the Town and was in conformity with the election laws of the State of Texas, and the results of the Joint Special Election, including the early voting results, have been certified and returned to the proper judges and clerks thereof; and WHEREAS, the official returns of the Joint Special Election, including the returns of early voting ballots in connection therewith, and as such returns are related to the continuation of the Trophy Club Crime Control and Prevention District for twenty years with a local sales and use tax rate of one-fourth of one percent and the reauthorization of the local sales and use tax for four years at the rate of one-fourth of one percent to continue providing revenue for maintenance and repair of municipal streets have been 11 ORD 2022-23 Page 2 of 6 presented to the Town Council acting in its capacity as the Canvassing Board; and WHEREAS, it appears that a total of XXX votes were cast in such election with XXX Denton County ballots cast and xxx Tarrant County ballots cast; and WHEREAS, the returns of the Joint Special Election, including the returns of the early voting ballots, duly and legally made, showed that each proposition received the following votes: TOWN OF TROPHY CLUB PROPOSITION A Whether the Town of Trophy Club Crime Control and Prevention District should be continued for twenty years and the Crime Control and Prevention District sales tax should be continued for twenty years. TOTAL NUMBER OF EARLY VOTING VOTES RECEIVED TOTAL NUMBER OF VOTES RECEIVED ON ELECTION DAY TOTAL NUMBER OF VOTES RECEIVED For xxx Xxx Xxx Against Xxx Xxx xxx TOWN OF TROPHY CLUB PROPOSITION B The reauthorization of the local sales and use tax in the Town of Trophy Club at the rate of one-fourth of one percent to continue providing revenue for maintenance and repair of municipal streets. The tax expires on the fourth anniversary of the date of this election unless the imposition of the tax is reauthorized. TOTAL NUMBER OF EARLY VOTING VOTES RECEIVED TOTAL NUMBER OF VOTES RECEIVED ON ELECTION DAY TOTAL NUMBER OF VOTES RECEIVED For Xxx Xxx Xxx Against Xxx Xx xxx WHEREAS, pursuant to the Home Rule Charter, if a majority of the qualified voters voting on a proposed measure vote in favor thereof, such measure shall become effective in accordance with law. 12 ORD 2022-23 Page 3 of 6 NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: Section 1.Incorporation of Premises. The above and foregoing premises are true and correct and are incorporated into the body of this Ordinance and made a part hereof for all purposes. Section 2.Confirmation of Vote Tabulations. The results of the Joint Special Election as related to the election to continue the Trophy Club Crime Control and Prevention District for twenty years with a local sales and use tax rate of one-fourth of one percent and a measure to reauthorize the local sales and use tax for four years at the rate of one-fourth of one percent to continue providing revenue for maintenance and repair of municipal streets, as canvassed and tabulated above, reflect the expressed desires of the resident, qualified voters of the Town. Section 3.Implementation of Tax. In accordance with the Texas Tax Code, the Town shall notify the State Comptroller of the results of the Special Election and shall comply with all other legal requirements necessary to effect the reauthorization of the tax in connection with the Crime Control and Prevention District sales and use tax rate of one-fourth of one percent to be continued for twenty years and with the Street Maintenance sales and use tax of one-fourth of one percent to be continued for four years. Section 4.Issuance of Canvass of the Joint Special Election. The Mayor is hereby authorized and directed to execute and deliver the Canvass of the Joint Special Election, a copy of which is attached hereto as Exhibit “A”, in accordance with the election laws of the State of Texas, and to take all other action necessary in connection therewith. Section 5.Engrossment and Enrollment. The Town Secretary of the Town of Trophy Club is hereby directed to engross and enroll this Ordinance by filing this Ordinance in the ordinance records of the Town as required in the Town Charter. Section 6.Effective Date. This Ordinance shall take effect from and after its date of passage in accordance with law, and it is so ordained. 13 ORD 2022-23 Page 4 of 6 PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this 18th day of May 2022. Alicia L. Fleury, Mayor Town of Trophy Club, Texas [SEAL] ATTEST: Anita Otterson, Acting Town Secretary Town of Trophy Club, Texas APPROVED TO AS FORM: J. David Dodd III, Town Attorney Town of Trophy Club, Texas 14 ORD 2022-23 Page 5 of 6 EXHIBIT “A” TOWN OF TROPHY CLUB, TEXAS CANVASS OF JOINT SPECIAL ELECTION I, the undersigned Mayor of the Town of Trophy Club, Texas, and Presiding Officer of the Canvassing Authority of the Town, met on the 18th of May 2022 with the Town Council of the Town, sitting as the Canvassing Board to canvass the returns of the Joint Special Election held on May 7, 2022, in the Council Chambers, located at 1 Trophy Wood Drive, Trophy Club, Texas, as such returns related to the continuation of the Trophy Club Crime Control and Prevention District for twenty years with a local sales and use tax rate of one-fourth of one percent and the reauthorization of the local sales and use tax for four years at the rate of one-fourth of one percent to continue providing revenue for maintenance and repair of municipal streets. I DO HEREBY CERTIFY that the figures on the tally sheets hereto attached as Exhibit “A-1” correspond with the figures on the returns. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the Town of Trophy Club, Texas to be affixed hereto, this 18th day of May 2022. (Seal) _____________________________________ Mayor and Presiding Officer of the Canvassing Authority Trophy Club, Texas 15 ORD 2022-23 Page 6 of 6 EXHIBIT “A-1” TOWN OF TROPHY CLUB, TEXAS CANVASS OF JOINT SPECIAL ELECTION TALLY SHEETS 16 Proclamation 2022-08 Town of Trophy Club, Texas A PROCLAMATION OF THE TROPHY CLUB TOWN COUNCIL PROCLAIMING MAY 30, 2022 AS MEMORIAL DAY; A DAY OF SOLEMN REMEMBRANCE IN TROPHY CLUB, TEXAS. WHEREAS, when the nation was still recovering from the horrors of the Civil War, Americans held both formal and informal ceremonies to honor and remember those fallen in battle; and WHEREAS, on May 5, 1868, the Grand Army of the Republic, a Union veterans organization established Decoration Day, May 30, as a time for the nation to decorate the resting places of the dead with flowers; and WHEREAS, the United States Congress in 1972 established the last Monday in May as Memorial Day; and WHEREAS, more than a million men and women have sacrificed their lives for our freedoms while serving in the United States Military and many more remain missing and unaccounted for; and WHEREAS, it is appropriate that the citizens of Trophy Club, Texas remember the bravery of those who gave their lives so that their sacrifices are not forgotten, and continue to serve as a reminder to us of the cost of our freedom. NOW, THEREFORE, I, MAYOR ALICIA L. FLEURY, IN CONJUNCTION WITH THE TROPHY CLUB TOWN COUNCIL DO HEREBY PROCLAIM: “MAY 30, 2022 as MEMORIAL DAY IN TROPHY CLUB, TEXAS” In addition, I urge all citizens of the Town to participate in the observance of the day. PASSED AND APPROVED on May 18, 2022 by the Trophy Club Town Council. Attest: _____________________________ ____________________________ Anita Otterson, Acting Town Secretary Alicia L. Fleury, Mayor 17 April 26, 2022 Page 1 of 8 6 2 1 TOWN OF TROPHY CLUB TOWN COUNCIL REGULAR SESSION MINUTES Tuesday, April 26, 2022; 7 PM The Trophy Club Town Council met in a Regular Meeting on Tuesday, April 26, 2022. The meeting was held at Town Hall, 1 Trophy Wood Drive in the Council Chambers. TOWN COUNCIL MEMBERS PRESENT: Alicia L. Fleury Mayor Greg Lamont Mayor Pro Tem, Place 1 Jeff Beach Council Member, Place 2 Dennis Sheridan Council Member, Place 3 Karl Monger Council Member, Place 4 LuAnne Oldham Council Member, Place 5 TOWN COUNCIL MEMBERS NOT PRESENT Philip Shoffner Council Member, Place 6 STAFF PRESENT: Wade Carroll Town Manager Anita Otterson Acting Town Secretary David Dodd Town Attorney Patrick Arata Police Chief Gary Cochran Deputy Fire Chief Tony Jaramillo Director of Parks and Recreation Matt Cox Director of Community Development Jill Lind Director of Communications & Marketing CALL TO ORDER AND ANNOUNCE A QUORUM Mayor Fleury called the meeting to order at 7:00 PM and noted a quorum present with all Council Members present except Council Member Shoffner. INVOCATION Pastor Bill Eason of Fellowship United Methodist Church delivered the invocation. He prayed for everyone gathered at this meeting, all first responders and all our leaders. PLEDGES Council Member Monger led the pledges to the American Flag and Texas Flag. PUBLIC COMMENT Mayor Fleury stated that Public Comment 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 to Council. Presentations are limited to matters over which the Council has authority. Speakers have up to four (4) minutes, or the time determined by the Presiding Officer. Each speaker must have submitted their request to speak via the Public Portal or have completed the Speaker’s Form or may email mayorandcouncil@trophyclub.org Sarah Monger of 192 Durango Dr and president of the TCWC came to speak about the TCWC Mother’s Day Art and Garden Festival. She stated that they raised over $5000 from the yard sale for their scholarship fund and expected to give out close to $13,000 in scholarships this year. She thanked Council and TC residents for all their support of the TCWC events. The Art and Garden Festival will be held May 6-8 and will include artists from Texas and around the country, kids activities, Flavors of the Festival anchored by Blue 22, and food trucks, the garden center will have garden art, flower arrangements, and a BNHS student art exhibits. ANNOUNCEMENTS AND REPORTS 18 April 26, 2022 Page 2 of 8 6 2 1 1. Issuance of Proclamation 2022-04 proclaiming May 5, 2022, as Day of Prayer in Trophy Club to coincide with National Day of Prayer. (Mayor Fleury) Mayor Fleury read and moved to approve Proclamation 2022-04. Mayor Pro Tem Lamont seconded the motion. The motion carried unanimously. Irma Thomas, National Day of Prayer Task Force Coordinator, Pastor Bill Eason from Fellowship United Methodist Church, and Pastor Joel Quile from BARA Church accepted the proclamation. Irma Thomas invited everyone to attend the observance and stated that this is the 30th year that Trophy Club, Roanoke, and Westlake have joined together for this event. 2. Issuance of Proclamation 2022-05 proclaiming April 29, 2022, as Arbor Day in Trophy Club, Tx. (Mayor Fleury) Mayor Fleury read and moved to approve Proclamation 2022-05. Council Member Monger seconded the motion. The motion carried unanimously. Parks and Rec Director Tony Jaramillo, Parks and Rec Board Chair Dean Murray, and Board Member Bob Ferguson accepted the proclamation. Mr. Jaramillo said that it was very exciting to have received the Tree City USA award for 18 straight years and he asked that everyone plant a tree. 3. Issuance of Proclamation 2022-06 proclaiming the month of May 2022 as Mental Health Awareness Month. (Mayor Fleury) Mayor Fleury read Proclamation 2022-06. Councilmember Monger moved to approve Proclamation 2022-06. Mayor Pro Tem Lamont seconded the motion. The motion carried unanimously. Russell Mitchell from Heading Health accepted the proclamation. Mr. Mitchell said that Heading Health was excited to be a part of Trophy Club and if anyone is in need of help please call Heading Health and he will make sure that anyone we know and love gets the help that they need. 4. Issuance of Proclamation 2022-07 proclaiming May 11 through 17, 2022 as Police Week and May 15, 2022, as Peace Officers’ Memorial Day. (Mayor Fleury) Mayor Fleury read and moved to approve Proclamation 2022-07. Mayor Pro Tem Lamont seconded the motion. The motion carried unanimously. Police Chief Patrick Arata, Captain Bobby Tillman, and police officers accepted the proclamation. Mayor Pro Tem Lamont stated that he has several family members that are in law enforcement and he fully supports this proclamation. Council Member Monger also stated that his daughter is a law enforcement officer and he has a great deal of respect for everyone in law enforcement. ANNOUNCEMENTS AND REPORTS 5. Overview of Consent Agenda Items regarding building code changes. (M. Cox) Community Development Director Matt Cox thanked all staff that helped him get all his code changes added to this agenda while he was out sick. Mr. Cox explained that codes were in place to “provide minimum safety, guard public health and provide energy efficiency in new construction.” The International Code of Council provides the minimum safeguards for building construction. The amendments are critical to us. The North Central Texas Council of Governments reviews the hundreds of pages of code and amendments and whittle it down to those that affect us (zone 3). NCTCOG also takes comments from area building officials and they work to get this information added to the new codes. CONSENT AGENDA 6. 2021-IBC Consider and take appropriate action regarding an Ordinance 2022-10 of the Town of Trophy Club, Texas repealing Sections 3.03.051, “Adoption” and 3.03.052, “Amendments” of Division 2, “Building Code” within Article 3.03, “Technical and Construction Codes and Standards” of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances, and adopting new Sections 3.03.51, “Adoption” and 3.03.052, “Amendments” of Division 2, “Building Code” within Article 3.03, “Technical and Construction Codes and Standards” of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances in order to adopt the 2021 edition of the International Building Code and local amendments; providing for a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on which a violation occurs or continues; providing for publication; and providing an effective date (M. Cox). 7. 2021-IRC Consider and take appropriate action regarding an Ordinance 2022-11 of the Town of Trophy Club, Texas repealing Sections 3.03.101, “Adoption” and 3.03.102, “Amendments” of Division 3, “Residential Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter 3, “Building Regulations” of the Town’s Code of 19 April 26, 2022 Page 3 of 8 6 2 1 Ordinances, and adopting new Sections 3.03.101, “Adoption” and 3.03.102, “Amendments” of Division 3, “Residential Code” within Article 3.03, “Technical and Construction Codes and Standards” of Chapter3, “Building Regulations” of the Town’s Code of Ordinances in order to adopt the 2021 edition of the International Residential Code and local amendments; providing for a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on which a violation occurs or continues; providing for publication; and providing an effective date (M. Cox). 8. 2020-NEC Consider and take appropriate action regarding and Ordinance 2022-12 of the Town of Trophy Club, Texas repealing Sections, 3.03.151, “Adoption” and 3.03.152, “Amendments” of Division 4, “Electrical Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances and adopting new Sections 3.03.151, “Adoption” and 3.03.152, “Amendments” of Division 4, “Electrical Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances in order to adopt the 2020 edition of the National Electrical Code and Local amendments; providing a penalty no to exceed the sum of two thousand dollars ($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on which violation occurs or continues; providing for publication; and providing an effective date. (M. Cox) 9.2021-IMC Consider and take appropriate action regarding an Ordinance 2022-13 of the Town of Trophy Club, Texas repealing Sections 3.03.201, “Adoption” and 3.03.202, “Amendments” of Division 5, “Mechanical Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances and adopting new Sections 3.03.201, “Adoption” and 3.03.202, “Amendments” of Division 5, “Mechanical Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter 3, “Building Regulations” of the Town’s Code of Ordinance in order to adopt the 2021 edition of the International Mechanical Code and local amendments and repeal the 2015 edition of the International Mechanical Code and local amendments; providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on which a violation occurs or continues; providing for publication; and providing and effective date (M. Cox) 10.2021-IPC Consider and take appropriate action regarding an Ordinance 2022-14 of the Town of Trophy Club, Texas repealing Sections 3.03.251, “Adoption” and 3.03.252, “Amendments”, of Division 6, “Plumbing Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances and adopting new Sections 3.03.251, “Adoption” and 3.03.252, “Amendments”, of Division 6, “Plumbing Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter3, “Building Regulations” of the Town’s Code of Ordinances in order to adopt the 2021 edition of the International Plumbing Code and local amendments; providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on which a violation occurs or continues; providing for publication; and providing an effective date (M. Cox). 11.2021-IPC Consider and take appropriate action regarding an Ordinance 2022-14 of the Town of Trophy Club, Texas repealing Sections 3.03.251, “Adoption” and 3.03.252, “Amendments”, of Division 6, “Plumbing Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances and adopting new Sections 3.03.251, “Adoption” and 3.03.252, “Amendments”, of Division 6, “Plumbing Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter3, “Building Regulations” of the Town’s Code of Ordinances in order to adopt the 2021 edition of the International Plumbing Code and local amendments; providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on which a violation occurs or continues; providing for publication; and providing an effective date (M. Cox). 12.2021-IPMC Consider and take appropriate action regarding an Ordinance 2022-16 of the Town of Trophy Club, Texas repealing Article XVI entitled "International Property Maintenance Code" of Chapter 3 entitled "Buildings and Construction" of the Code of Ordinances of the Town, and adopting the 2009 Edition of the International Property Maintenance Code and local amendments thereto as a new Article XVI "International Property Maintenance Code" of Chapter 3 "Buildings and Construction"; repealing the 2003 International Property Maintenance Code and local amendments thereto; providing a penalty not to exceed the sum of Two Thousand Dollars (2,000.00) for each offense and a separate offense shall be deemed committee each day during or on which a violation occurs or continues; providing for publication; and providing an effective date. (M. Cox) 13.2021-IFGC Consider and take appropriate action regarding an Ordinance 2022-17 of the Town of Trophy Club, Texas repealing Sections 3.03.401, “Adoption” and 3.03.402, “Amendments”, of Division 9, “Fuel Gas Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances and adopting new Sections 3.03.401, “Adoption” and 3.03.402, “Amendments”, of Division 9, “Fuel Gas 20 April 26, 2022 Page 4 of 8 6 2 1 Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances in order to adopt the 2021 edition of the International Fuel Gas Code and local amendments and repeal the 2015 edition of the International Fuel Gas Code and local amendments; providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on which a violation occurs or continues; providing for publication; and providing and effective date (M. Cox) 14.2021-IFC Consider and take appropriate action regarding an Ordinance 2022-18 of Town of Trophy Club, Texas repealing Sections 3.03.451, “Adoption” and 3.03.452, “Amendments”, of Division 10, “Fire Code”, within Article 3.03, “Technical and Construction Codes and Standards” of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances and adopting new Sections 3.03.451, “Adoption” and 3.03.452, “Amendments”, of Division 10, “Fire Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances in order to adopt the 2021 edition of the International Fire Code and local amendments and repeal the 2015 edition of the International Fire Code and local amendments; providing a penalty no to exceed the sum of two thousand dollars ($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on which a violation occurs or continues; providing for publication; and providing an effective date. (M. Cox) 15.2021-ISPSC Consider and take appropriate action regarding an Ordinance 2022-19 of the Town of Trophy Club, Texas repealing Sections to Chapter 3, Article XV of the Code of Ordinances of the Town, entitled "Swimming Pools"; by amending Section 15.01 "Definitions", Section 15.02 "Applicability and Prohibited Conduct", and Section 15.04 (I) "Draining of Swimming Pools", and providing an effective date. (M. Cox) 16.2021-IEBC Consider and take appropriate action regarding an Ordinance 2022-20 of the Town of Trophy Club, Texas repealing Sections 3.03.401, “Adoption” and 3.03.402, “Amendments”, of Division 9, “Fuel Gas Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances and adopting new Sections 3.03.401, “Adoption” and 3.03.402, “Amendments”, of Division 9, “Fuel Gas Code”, within Article 3.03, “Technical and Construction Codes and Standards”, of Chapter 3, “Building Regulations” of the Town’s Code of Ordinances in order to adopt the 2021 edition of the International Fuel Gas Code and local amendments and repeal the 2015 edition of the International Fuel Gas Code and local amendments; providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense and a separate offense shall be deemed committed each day during or on which a violation occurs or continues; providing for publication; and providing and effective date (M. Cox) 17.Consider and take appropriate action regarding the Second Quarter Investment Report for Fiscal Year 2022 (W. Carroll) 18.Take appropriate action to approve the Town Council Meeting Minutes of April 12, 2022. (A. Otterson) 19.Take appropriate action to approve the procurement for improvements to the trail located between Parkview Drive and Lakeview Elementary School to be completed by Manning through an ILA with the City of Grapevine, not to exceed the amount of $250,000 (M. Cox) Councilmember Monger stated that there were a couple of typos that needed to be corrected before the ordinances could be codified. Mr. Carroll stated that our new procedures allow us to approve the items tonight and he will send it back to Council showing the typos were corrected. Mayor Pro Tem Lamont motioned to approve Consent Agenda Items 6 through 19. The motion was seconded by Councilmember Beach. Motion carried unanimously. PUBLIC HEARINGS Mayor Fleury declared the Public Hearing open at 7:39 pm. 20. Youth Programs Standard of Care Ordinance a. Conduct a Public Hearing to receive Comments establishing a Youth Programs Standard of Care Ordinance related to Day Camp Activities. (T. Jaramillo) b. Take appropriate action regarding Ordinance 2022-21 establishing a Youth Programs Standard of Care Ordinance providing childcare regulations for Day Camp Activities in accordance with Section 42.041(b) (14) of the TX Human Resources Code. (T. Jaramillo) Parks and Rec Director Tony Jaramillo confirmed that Summer Camp this year would be at Medlin Middle School not Beck Elementary as in past years. The only change made to the ordinance was to change the title of the Aquatics and Recreation Specialist to Aquatics and Recreation Coordinator. Mr. Jaramillo noted that we set a record this year by filling our camp in 8 days. There were no other speakers signed up for the Public hearing. Mayor Fleury closed the Public 21 April 26, 2022 Page 5 of 8 6 2 1 Hearing at 7:42 pm. A motion was made by Mayor Pro Tem Lamont to approve Public Hearing item to adopt the Title changes made in Ordinance 2022-21 for the Youth Standard of Care. The motion was seconded by Councilmember Monger. Motion carried unanimously. INDIVIDUAL ITEMS 21.Discuss and take action regarding a requisition for procurement of the replacement of existing batting cages and lights at Independence Park West, paid to Playground Solutions and NEMA 3, and costs split 50/50 with TCRYBA (T. Jaramillo) Mr. Jaramillo stated that the batting cages at Independence Park West were installed in 2016. They were taken out of commission in March for safety reasons. TCRYBA, through their sponsorship program, will be splitting the cost with the Town for the new cages. He has received quotes to replace the batting cages as well as the lights. The total amount for the batting cages is $43,813.94, and light replacement is $4204. The Town will not move forward with the project until funds are received from TCRYBA. Councilmember Oldham asked if there were three customary quotes received for the batting cages. Mr. Jaramillo said he did receive 3 quotes for the batting cages and the lights. The two lowest bidders were both BuyBoard vendors. A motion was made by Mayor Pro Tem Lamont to approve the procurement of the replacement of the batting cages and lights at Independence Park West. The motion was seconded by Councilmember Monger. Motion carried unanimously. 22.Take appropriate action on approving the expenditure of $349,092 paid to Manning for the extension of Junction Way as required by the Agreement Regarding Real Property Matters between the Town of Trophy Club and the Trophy Club Municipal Utility District No. 1 and improvements to the parking area around the Parks Barn. Trophy Club MUD 1 will contribute $83,498 to fund the project. If approved, a budget amendment appropriating the funds for this project will be brought before Council by the end of the fiscal year. (W. Carroll) Town Manager Wade Carroll explained that Junction Way currently ends just prior to the Trophy Club Country Club Maintenance Facility. The road surface is crushed gravel and mud leading back to the Parks and Rec Maintenance Facility and the MUD water treatment plant. We have a land exchange ILA with the MUD where we received the long-term use of the property where the Parks Maintenance Facility is located. Part of the ILA states that we would complete the road extension from where it currently ends all the way to the water treatment plant. We are also wanting to make needed improvements at the Parks barn that would include added paved parking spots where we park our trailers and heavy equipment. It would be cost-effective to do this now while we already have the concrete trucks working on the project. We also want to add an electric gate to further the security of the area. Mayor Pro Tem Lamont made a motion to approve the expenditure of $349,092 paid to Manning for the extension of Junction Way as required by the Agreement Regarding Real Property Matters between the Town of Trophy Club and the Trophy Club Municipal Utility District No. 1 and improvements to the parking area around the Parks Barn. Trophy Club MUD 1 will contribute $83,498 to fund the project. If approved, a budget amendment appropriating the funds for this project will be brought before Council by the end of the fiscal year. The motion was seconded by Councilmember Beach. The motion passed unanimously. 22 April 26, 2022 Page 6 of 8 6 2 1 23.Review Future Agenda Items List (W. Carroll) Mr. Carroll said that the contract for the entryway monumentation has been sent to Halff Associates. The new Space Force plaque was added to the Veteran’s Memorial and the Coast Guard plaque was moved to keep the correct order. We are still waiting on the obelisk to be completed. EXECUTIVE SESSION 24. Pursuant to the following designated section of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council will recess into executive session to discuss the following: a) Section 551.087 Economic Development – Deliberate Economic Development Negotiations regarding prospective commercial projects within the Town of Trophy Club. b) Section 551.071 Attorney-Client Privilege – Deliberate possible Interlocal Agreement with multiple governmental entities to provide services to Trophy Club Citizens. c) Section 551.074 Personnel Matters under Subsection (1) to discuss or deliberate the appointment, evaluation, and duties of a public officer or employee: 1) Creation of a Council Subcommittee for hiring for the Town Secretary position. Mayor Fleury announced that Council was going into executive session at 7:55 pm. RECONVENE INTO REGULAR SESSION Mayor Fleury reconvened the meeting into Regular Session at 8:28 pm. 15. Take appropriate action on the Executive Session Item. Mayor Pro Tem Lamont made a motion to expand the nomination committee to the Town Secretary Search Committee including representation of Staff as appointed by the Town Manager. The motion was seconded by Councilmember Beach. The motion carried unanimously. ADJOURN Mayor Fleury adjourned the meeting at 8:29 PM. _ Alicia L. Fleury, Mayor Attest: _ Anita Otterson Acting Town Secretary 23 Page 1 of 2 To: Mayor and Town Council From: Patrick Arata, Police Chief David Jones, Interim Fire Chief CC: Wade Carroll, Town Manager Anita Otterson, Acting Town Secretary Re: Interlocal Cooperation Agreement with Denton County Date: Town Council Meeting – May 17, 2022 Agenda Item: Take appropriate action regarding the Interlocal Cooperation Agreement between the Town of Trophy Club and Denton County for the use of the Denton County Radio Communication System; and authorizing the Mayor or her designee to execute all necessary documents. Strategic Link: Safety & Security – Achieve exceedingly high standards for public safety and low crime rates. Infrastructure & Development – Collaborate effectively with other governmental entities. Administrative & Financial Services – Exercise fiscal discipline in all town operations. Background and Explanation: The Interlocal Cooperation Agreement between the Town of Trophy Club and Denton County provides for the usage of an area-wide, multi-agency trunked radio system to be used by all members of the Denton County Dispatch. Denton County owns, operates, and maintains the radio-communications system for the purpose of providing radio communications to its users. This ILA provides an exclusive “channel” or “talk-group” to Trophy Club radio users for communications during fire, emergency medical, and police calls. The funds for this agreement were budgeted for in the IT budget for FY22, but Denton wasn’t ready to roll out the program in October, as planned. Financial Considerations: Funds were budgeted in the IT budget for FY22. Tier 3 of the plan will be $5,976 total for both the police and fire departments. 24 Page 2 of 2 Legal Review: Not applicable Board/Commission/ or Committee Recommendation: Not applicable Staff Recommendation: Staff recommends the approval of the ILA between the Town of Trophy Club and Denton County. Attachments: Attachment 25 1 | Page Radio Communications System Agreement/Town of Trophy Club Fire & Police Departments 2021-22 INTER-LOCAL COOPERATION AGREEMENT BETWEEN DENTON COUNTY AND THE TOWN OF TROPHY CLUB FIRE AND POLICE DEPARTMENTS FOR THE USE OF THE DENTON COUNTY RADIO COMMUNICATIONS SYSTEM This Inter-Local Agreement (“Agreement”) is entered into by and between the County of Denton, Texas (“the County”) and the Town of Trophy Club, Texas, both entities being located in Denton County, Texas (collectively, the “Parties” or separately as a “Party”). The Parties execute this agreement as hereinafter provided, pursuant to the Texas Governmental Code, Chapter 791, known as the Inter-Local Cooperation Act: WHEREAS, Denton County is a political subdivision within the State of Texas, each of which engages in the provision of governmental services for the benefit of its citizens; and WHEREAS, the Agencies are duly organized and operating under the laws of the State of Texas engaged in the provision of municipal government and/or related services for the benefit of the citizens of Agencies; and WHEREAS, the Inter-Local Cooperation Act, Texas Government Code, Chapter 791, as amended “the Act” provides authority for local governments of the State of Texas to enter into Inter-local agreements with each other for the purpose of performing governmental functions and services as set forth in the Act; and WHEREAS, the County owns, operates, and maintains the radio-communications system, exclusive of the radios owned individually by each User Agency (“System”) for the purpose of providing radio communications in support of its governmental operations; and WHEREAS, Trophy Club wishes to use certain portions of the System for its governmental operations; and WHEREAS, the use of the System in the provision of governmental services benefits the public health and welfare, promotes efficiency and effectiveness of local governments, and is of mutual concern to the contracting Parties; and WHEREAS, Trophy Club and the County have current funds available to satisfy any fees and costs required pursuant to this Agreement; NOW, THEREFORE, in consideration of the mutual covenants and agreement herein contained, the sufficiency of which are hereby acknowledged, and upon and subject to the terms and conditions hereinafter set forth, the Parties agree as follows: 26 2 | Page Radio Communications System Agreement/Town of Trophy Club Fire & Police Departments 2021-22 I. DEFINITIONS “Assignee” means the Agencies employee assigned to a specific Subscriber Unit. “Communications System” or “System” means a wide area, multi-agency digital trunked radio system compliant with P-25 interoperability standards to be used jointly by the City of Lewisville, the City of Denton, Denton County, and other Infrastructure Members, if any, primarily for providing public safety dispatch and communications for fire, emergency medical and police services and such other governmental services as may be agreed from time to time by the Parties. “Coordinating Committee” means the committee that is responsible for making recommendations to the Infrastructure Management Committee on the administration and operation of the Communications System. “Infrastructure Management Committee” means the committee that is responsible for the administration and operation of the Communications System. “Subscriber Units” means mobile radios, portable radios or any similar devices used for communicating over the Communications System. “Talk Group” means a specific group of Subscriber Units allowed to communicate privately within that group over shared infrastructure resources. “Technical Committee” means the committee that advises the Coordinating Committee on technical issues related to the operation of the Communications System. “User” means any entity with which the City of Denton, the City of Lewisville, Denton County, or other Infrastructure Member has entered into a contractual agreement for the provision of radio communication services through the Consolidated Communications System . II. TERM 2.1 This Agreement is for a period of a one (1) year term, beginning on the 1st day of October, 2021, and ending on the 30th day of September, 2022. unless terminated earlier pursuant to Section 7.1. 2.2 It is the intention of the Parties for this to be a long term enterprise which will be renewed with a new ILA each year subject to approval by each Party’s governing body. 27 3 | Page Radio Communications System Agreement/Town of Trophy Club Fire & Police Departments 2021-22 III. OBLIGATIONS OF TOWN OF TROPHY CLUB 3.1 Trophy Club shall use the System in accordance with this Agreement to provide integration of communications by Trophy Club between its Users on the System for governmental operations. 3.2 When using the System, Trophy Club shall abide by all applicable Federal and State laws and regulations, including any regulations of the Denton County Radio System. When Trophy Club uses the System for interoperability with Talk Groups (hereinafter defined) other than those provided by this Agreement, Trophy Club will also abide by the User rules of those Talk Groups. 3.3 Trophy Club must provide a written request to the Denton County Radio System Manager (“System Manager”) or his designee, to activate radios (“Subscriber Units”) on the System. Such request must include the model and serial number of the Subscriber Unit, the name of the Assignee, and identifying Talk Groups required in the Subscriber Unit. 3.4 Trophy Club is responsible for furnishing its own Subscriber Units, which must be compatible with the APCO P-25 Phase 2 TDMA Digital System, and for maintenance of the Subscriber Units. Trophy Club is responsible for all programming of Agency-owned Subscriber Units. 3.5 Trophy Club shall be solely responsible for obtaining a technical services support contract and a maintenance contract for all Agencies-owned dispatch infrastructure equipment, either from the manufacturer of the equipment or from a manufacturer-authorized service provider. The County shall not be responsible for maintenance of any Agencies-owned equipment. 3.6 Depending on the equipment that will be purchased and installed by Trophy Club, the Agencies shall be solely responsible for entering into such Software Update Agreements and/or Software Maintenance Agreements from the manufacturer as necessary to ensure that the equipment owned by the Agencies will be maintained and upgraded to meet the requirements of the System when the County performs System upgrades. 3.7 Trophy Club shall be solely responsible for having periodic maintenance (PM) performed on its Subscriber Units at least every two years which shall include tuning and alignment of the Subscriber Units and updating the Subscriber Units with the latest firmware available. 3.8 The County shall not be liable to the Agencies for the lack of interoperability between the Subscriber Units and the System if the Agencies fails to perform the required PM and/or obtain the software and/or firmware upgrades recommended by the County and/or the 28 4 | Page Radio Communications System Agreement/Town of Trophy Club Fire & Police Departments 2021-22 manufacturer of the Subscriber Units necessary to communicate through the System as set forth in Sections 3.5, 3.6, and 3.7 above. IV. OBLIGATIONS OF THE COUNTY 4.1 The County will allow Trophy Club to use County provided Talk Groups, which are a primary level of communication for Users on the System (“Talk Group”), comparable to a channel on a conventional radio system, for the exclusive use of Trophy Club. Talk Groups will be established for the Agencies by the County. 4.2 The System Manager will not activate radios on the Trophy Club Talk Groups nor make changes to the Trophy Club radios without first receiving authorization from the designated representative of the Agencies, unless, in the opinion of the County, such action is necessary to eliminate harmful interference. 4.3 The County is solely responsible for: (1) Coordinating Talk Groups among System Users; (2) Grouping of Talk Groups to allow transmitting and receiving on all associated Talk Groups as required by the Agencies; and (3) The operation, maintenance, and control of the System V. FEES 5.1 The fees payable for the term of this Agreement are set out in Exhibit B which is attached and incorporated for all purposes. 5.2 The County may increase the fees each October 1st, the beginning of each County fiscal year, by an amount not to exceed five percent (5%) of the previous year’s fees. The County will provide ninety (90) days’ notice to Trophy Club before increasing the fees. 5.3 Based on the fees described above, the County will calculate the annual fee due based upon the total number of Subscriber Units and submit an invoice to the Agencies on or before October 1st of each year. This amount is subject to change when the Agencies add or delete the number of Subscriber Units in service. The Agencies must notify the System Manager in writing of any addition or deletion of Subscriber Units. 5.4 Fees for Additions - The amount owed for annual fees for additions of Subscriber Units will be prorated for the year added, invoiced immediately, and amounts will be due within thirty (30) days of receipt of the invoice for the addition(s). 29 5 | Page Radio Communications System Agreement/Town of Trophy Club Fire & Police Departments 2021-22 5.5 Deletions - No refunds for deletions will be made for the Agencies deletion of Subscriber Units during the period of the Agreement. The fees for the upcoming fiscal year will be calculated based on the number of Subscriber Units in service on the radio system as of May 1st of the current contract year. 5.6 In the event a new Inter-Local Agreement is not executed prior to the expiration of this Agreement, and the Sheriff’s Office continues to provide access to the Radio Communications System, the Agencies shall reimburse and compensate the County for access to the Denton County Radio Communications System at the rate set by the Denton County Sheriff and approved by the Denton County Commissioners Court for the next fiscal year. VI. PAYMENT DUE 6.1 The Agencies agree to pay the County the annual fees specified under Article V within thirty (30) days of the receipt of the invoice. Should the Agencies add Subscriber Units or Talk Groups to the Service within a Term, the Agencies agree to pay the additional fee(s) due within thirty (30) days of invoice. All payments for expenses incurred as a result of the performance of the Agreement shall be made only from current revenues legally available to each respective Party. VII. TERMINATION 7.1 Either Party may terminate this Agreement at any time by giving ninety (90) days advance written notice. The Agencies shall pay for all fees incurred through the effective date of termination. If the County permanently discontinues the operation of its System, this Agreement shall terminate on the date of discontinuance without further notice, and the County will reimburse the Agencies the pro-rated amount of the fees previously paid by the Agencies for the use of the System for the then current fiscal year. VIII. RELEASE AND HOLD HARMLESS TO THE EXTENT PERMITTED BY LAW, EACH PARTY AGREES TO WAIVE ALL CLAIMS AGAINST, TO RELEASE, AND TO HOLD HARMLESS THE OTHER PARTY AND ITS RESPECTIVE OFFICIALS, OFFICERS, AGENTS, EMPLOYEES, IN BOTH THEIR PUBLIC AND PRIVATE CAPACITIES, FROM ANY AND ALL LIABILITY, CLAIMS, SUITS, DEMANDS, LOSSES, DAMAGES, ATTORNEYS, FEES, INCLUDING ALL EXPENSES OF LITIGATION OR SETTLEMENT, OR CAUSES OF ACTION WHICH MAY ARISE BY REASON OR INJURY TO OR DEATH OF ANY PERSON OR FOR LOSS OF, DAMAGE TO, OR LOSS OF USE OF ANY PROPERTY 30 6 | Page Radio Communications System Agreement/Town of Trophy Club Fire & Police Departments 2021-22 ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT. IN THE EVENT THAT A CLAIM IS FILED, EACH PARTY SHALL BE RESPONSIBLEFOR ITS PROPORTIONATE SHARE OF LIABILITY. IX. IMMUNITY In the execution of this Agreement, neither of the Parties waives, nor shall be deemed hereby to have waived any immunity or any legal or equitable defense otherwise available against claims arising in the exercise of governmental powers and functions. By entering into this Agreement, the Parties do not create any obligations, express or implied, other than those set forth herein, and this Agreement does not create any rights in parties who are not signatories to this Agreement. X. ASSIGNMENT The Agencies agree to retain control and to give full attention to the fulfillment of this Agreement. The Agencies cannot assign or sublet this Agreement without the prior written consent of the County. Further, the Agencies cannot sublet any part or feature of the work to anyone objectionable to Denton County. Trophy Club also agrees that the subletting of any portion or feature of the work, or materials required in the performance of this Agreement, does not relieve the Agencies from its full obligations to the County as provided by this Agreement. XI. ENTIRE AGREEMENT This Agreement represents the entire and integrated agreement between Denton County and Trophy Club and supersedes all prior negotiations, representations and/or agreements, either written or oral, between Denton County and Trophy Club. This Agreement may be amended only by written instrument signed by Denton County and Trophy Club. 31 7 | Page Radio Communications System Agreement/Town of Trophy Club Fire & Police Departments 2021-22 XII. NOTICES Unless notified otherwise in writing, all notices are required to be given to either Party in writing and delivered in person or sent via certified mail to the other Party at the following respective addresses: County: 1 Denton County Judge Denton County Commissioners Court 1 Courthouse Drive, Ste 3100 Denton, Texas 76201 2 Denton County Sheriff Denton County Sheriff’s Office 127 N. Woodrow Lane Denton, Texas 76205 3 Assistant District Attorney Counsel to the Sheriff 127 N. Woodrow Lane Denton, Texas 76205 Name of Agency: Town of Trophy Club Fire & Police Departments Contact Person Mayor Alicia Fleury Address 1 Trophy Wood Dr. City, State, Zip Trophy Club, TX 76262 Telephone 682-237-2900 Email afleury@trophyclub.org XIII. AUTHORITY TO SIGN The undersigned officers and/or agents of the Parties hereto are the properly authorized officials or representatives and have the necessary authority to execute this Agreement on behalf of the Parties. XIV. SEVERABILITY The provisions of this Agreement are severable. If any paragraph, section, subdivision, sentence, clause, or phrase of this Agreement is for any reason held to be contrary to the law or contrary to any rule or regulation having the force and effect of the law, such decisions shall not affect the remaining portions of the Agreement. However, upon the occurrence of such event, 32 8 | Page Radio Communications System Agreement/Town of Trophy Club Fire & Police Departments 2021-22 either Party may terminate this Agreement by giving the other Party thirty (30) days written notice. XV. VENUE This Agreement and any of its terms or provisions, as well as the rights and duties of the Parties hereto, shall be governed by the laws of the State of Texas. The Parties agree that this Agreement shall be enforceable in Denton County, Texas, and if legal and necessary, exclusive venue shall lie in Denton County, Texas. XVI. INTERPRETATION OF AGREEMENT Although this Agreement is drafted by the County, this is a negotiated document. Should any part of this Agreement be in dispute, the Parties agree that the Agreement shall not be construed more favorably for either Party. XVII. REMEDIES No right or remedy granted herein or reserved to the Parties is exclusive of any right or remedy granted by law or equity; but each shall be cumulative of every right or remedy given hereunder. No covenant or condition of this Agreement may be waived without the express written consent of the Parties. It is further agreed that one (1) or more instances of forbearance by either Party in the exercise of its respective rights under this Agreement shall in no way constitute a waiver thereof. XVIII. SUCCESSORS AND ASSIGNS The Parties each bind themselves, their respective successors, executors, administrators, and assigns to the other Party to this contract. Neither Party will assign, sublet, subcontract or transfer any interest in this Agreement without the prior written consent of the other Party. No assignment, delegation of duties or subcontract under this Agreement will be effective without the written consent of all Parties. EXECUTED duplicate originals on the dates indicated below: 33 9 | Page Radio Communications System Agreement/Town of Trophy Club Fire & Police Departments 2021-22 SIGNED AND AGREED BY THE TOWN OF TROPHY CLUB, TEXAS: BY: _______________________________________ Date:___________________________ Alicia Fleury, Mayor Town of Trophy Club 1 Trophy Wood Dr. Trophy Club, TX 76262 682-237-2900 Approved as to content: _____________________________ David Jones, Interim Fire Chief _____________________________ Patrick Arata, Chief of Police Approved as to form: _______________________________ Attorney for Agency 34 10 | Page Radio Communications System Agreement/Town of Trophy Club Fire & Police Departments 2021-22 APPROVED BY THE DENTON COUNTY COMMISSIONERS COURT OF DENTON COUNTY, TEXAS: BY: ________________________________________ Date:________________________ Andy Eads, County Judge Denton County Commissioners Court 1 Courthouse Drive, Ste 3100 Denton, Texas 76201 (940)349-2820 Approved as to content: _____________________________ Denton County Sheriff’s Office Approved as to form: _____________________________ Assistant District Attorney Counsel to the Sheriff 35 Exhibit B Denton County Sheriff’s Office Radio Communications System Agreement Agency Payment Worksheet Agency: Town of Trophy Club Fire and Police Departments Payment Contact Person: Wade Carroll, Town Manager and/or Anita Otterson, Acting Town Secretary Phone Number: 682-237-2900 Email(s): wcarroll@trophyclub.org and/or aotterson@trophyclub.org Address: 1 Trophy Wood Drive City, State, Zip Trophy Club, TX 76262 Agency Should Include this Worksheet with Each Payment Sent to Denton County. Make checks payable to: Denton County Mail payments to: Radio Communications Systems Agreement Payments Denton County Auditor 1 Courthouse Drive, Ste 2000 Denton, Texas 76208 Please select one of the following options: Tier 1 Tier 3 Radio User ONLY - $4 each per month Includes Tier 1 User + add on of Subscriber Services (program once per year and PM radios every two years) - $6 each per month FD Radio Subscribers 38 $1,824.00 FD Radio Subscribers 38 $2,736.00 PD Radio Subscribers 45 $2,160.00 PD Radio Subscribers 45 $3,240.00 Total Amt Per Year = $3,984.00 Total Amt Per Year = $5,976.00 BILLED ANNUALLY Please make your Tier selection, sign and date below. Circle One: Tier 1 / Tier 3 _________________________________________________________________________ Signature of Agency Representative Title Date 36 Page 1 of 2 1 0 7 8 To: Mayor Fleury and Town Council From: Matt Cox, Community Development Director CC: Wade Carroll, Town Manager Anita Otterson, Acting Town Secretary Re: ILA Between Town and NCTCOG Date: Town Council Meeting – May 18, 2022 Agenda Item: Take appropriate action to approve the Interlocal Agreement (ILA) with North Central Texas Council of Governments (NCTCOG) for the purchases of certain goods and services, and authorizing the Town Manager or his designee to execute all necessary documents (M. Cox). Strategic Link: Infrastructure & Development: Collaborate effectively with other governmental entities. Administrative & Financial Services: Exercise fiscal discipline in all Town operations. Background and Explanation: Staff would like to participate in the TXShare program offered by NCTCOG. This is a new program designed to deliver a “marketplace” that meets the needs of North Texas Public Sector entities. The program is the direct outcome of local governments partnering together to identify common needs for the state of Texas and to develop solutions through collaboration and cooperative purchasing programs. There are many different options in the TXShare program that cover every facet of local government operations, including Green Initiatives, Police and Fire, Facility Maintenance, Fleet, Human Resources, Public Works, Landscaping, and more. Through each of these options, each section provides you directions on how to purchase, a contact, a link for contract information, pricing or discount percentage amount, and a link to the vendor’s website. Financial Considerations: There is no cost to join this cooperative. The Street Department does plan to use this cooperative to secure pavement analysis work. The cost of the work is not to exceed $50,000 and appears as an agenda item. Legal Review: Town Attorney Dodd has reviewed the ILA. Staff Recommendation: Staff recommends approval of the ILA with NCTCOG. 37 Page 2 of 2 1 0 7 8 Town Council Approval: _______________________ Mayor or Designee 38 39 40 41 Page 1 of 2 To: Mayor and Town Council From: Matt Cox, Director of Community Development CC: Wade Carroll, Town Manager Anita Otterson, Acting Town Secretary Re: Pavement Analysis Services by DTS Town Council Meeting, May 18, 2022 Agenda Item: Take appropriate action regarding a requisition for procurement of the pavement analysis services from Data Transfer Solutions (DTS) for the Town of Trophy Club for a fee not to exceed $50,000, over two fiscal years. Strategic Link: Infrastructure & Development: 1. Develop a long-term evaluation and maintenance plan for all Town owned infrastructure. 2. Collaborate effectively with other governmental entities. Administrative & Financial Services: 1. Exercise fiscal discipline in all Town operations. Safety & Security: 1. Prioritize traffic Safety. 2. Foster a safe environment for residents and visitors. Background and Explanation: The Community Development Department is requesting the authorization and use of Data Transfer Solutions (DTS) for pavement analysis throughout the Town of Trophy Club. Services will be obtained through the TX Share program offered by NCTCOG. DTS is a Transportation Planning, Engineering, GIS, and Asset Management solutions company focused on performance-based analysis of infrastructure including pavement and any features above ground located within the right-of-way, including sidewalks, ADA ramps, and signs. DTS has provided data collection services for Houston, Southlake, Arlington, San Antonio, Austin, and El Paso. The utilization of the DTS data collections will allow staff to make informed data-based decisions when planning for future CIP needs, by using a multi-year strategy based off the newest technology driven information provided. 42 Page 2 of 2 Financial Considerations: Funding for the agreement with DTS is through the Street Maintenance Fund, Street Maintenance line item. An existing PO for street repairs will be closed and the $42,000 will be used to issue a PO for DTS for FY22. DTS services may also be used next year if appropriated to a total of $50,000. Legal Review: The Town attorney has reviewed the agreement. Board/Commission/ or Committee Recommendation: Not applicable Staff Recommendation: Staff recommends approval of the agreement with Data Transfer Solutions (DTS) for a fee not to exceed $50,000 for the purchase of pavement analysis over two years. Attachments: Data Transfer Solutions (DTS) Quote/Agreement Requisition Request 43 PAVEMENT ANALYSIS SERVICES REQUEST FOR SERVICES ATTACHMENT A MAXIMUM PRICE PER TIERED GROUP Description: Unit Unit Base Cost $ Unit Cost ($) 0-200 Lane Miles Unit Cost ($) 201- 700 Lane Miles Unit Cost ($) 701+ Lane Miles Total Units Agreed Upon Cost ($)/Unit Total Agreed Upon Cost ($) 1 Automatically and continuously measure pavement cracking, texture, rutting, width, and pavement type Lane Mile1 $35 $35 $35 2 Collect pavement surface distress through automated means Lane Mile1 $40 $40 $40 3 Provide a digital condition rating system to collect user defined severity/extent based pavement distresses and pertinent roadway attributes to accommodate a standardized approach to collecting data Lump Sum $4,500 4 Collect dual-wheel path roughness data to International Roughness Index standards Lane Mile1 $5 $5 $5 5 Roadway information that shall be collected and provided to the Participant at a minimum includes items a. through i. in Roadway information³ Lane Mile1 $5 $5 $5 6 Collect digital images at 25-foot intervals of the road surface condition and link to a geodatabase (minimum forward facing imagery) Lane Mile1 $2 $2 $2 7 Collect sidewalk data to include location, length, width and condition and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable Lane Mile1 $20 $20 $20 8 Collect sidewalk ADA ramp data to include location, configuration, presence of truncated domes or other detectable warning feature, and condition and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable. Each $5 9 Collect roadway sign data to include type and location and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable Each $1.50 10 Collect photos of ADA ramps, sidewalks, and/or roadway signs inventoried under items 7, 8, and 9 above. Each $0 11 Collect location of curb and gutter and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable Linear Feet $0.01 0 60 2100 60 40 2400 1 4500 60 5 300 60 300 60 120 0 0 0 0 35 4500 5 2 44 12 Collect location and type of visible in-pavement features such as valves, manhole covers, etc. and create shape (.shp) files for incorporation into the Participant’s GIS system, if applicable Each $1 13 Load assessment data for all Participant- maintained pavements into a pavement management software system required by local government Participant(s), if applicable. Cost includes base cost plus lane mile unit cost. Each Partici pant $4,500 $0 $0 $0 14 Implement map module so that pavement condition and other data can be integrated, displayed, and accessed through the map interface in a format consistent with the Participant’s horizontal and vertical control network system, if applicable. Cost includes base cost plus lane mile unit cost. Each Partici pant $1,750 $0 $0 $0 15 Provide to the Participant the pavement condition data in a pavement management system database approved by Participant. Coordinate with the Participant’s IT department to provide pavement condition data in a format compatible with the Participant’s Environmental Systems Research Institute (ESRI) GIS database, if applicable. Cost includes base cost plus lane mile unit cost. Each Partici pant $1,750 $0 $0 $0 16 Calculate a Pavement Condition Index (PCI) score for each road segment using an approved pavement management system and in accordance with ASTM D6433. Provide results compatible with the Participant’s GIS database, if applicable Lane Mile1 $4 $4 $4 17 Calculate the International Roughness Index for each road segment in accordance with ASTM E1926. Provide results compatible with the Participant’s GIS database, if applicable Lane Mile1 $1 $1 $1 18 With input from Participant’s staff, devise a weighing system taking into account PCI, IRI, average daily traffic for thoroughfares (traffic count raw data provided by Participant), and public safety emergency routes; and apply this 0-100 numeric index to the roadway information collected for the entire jurisdiction. Cost includes base cost plus lane mile unit cost. Lane Mile1 $4,000 $1 $1 $1 19 Estimate the annual budget required to meet the long term goals regarding desired pavement condition levels. Cost includes base cost plus lane mile unit cost. Each Partici pant $2,500 $0 $0 $0 20 Create a five year and ten year pavement rehabilitation plan with input from Participant’s staff. Cost includes base cost plus lane mile unit cost. Each Partici pant $2,500 $0 $0 $0 21 Recommend the computer hardware and software needed for successful implementation, potentially including recommendations for licenses of pavement management system software and other geodatabase software as needed. Each Partici pant $500 22 Train Participant staff and provide assistance to the Public Works and IT Department as needed for the use of data collected through the fully automated system (20 person maximum per class) Day $2,000 0 60 60 1 1 0 0 0 0 4 240 1 60 0 2500 2500 2500 2500 0 45 23 Collect and analyze pavement structural condition information through the use of a falling weight deflectometer in accordance with industry standards on designated participant- owned roadways ** 24 Collect and analyze pavement structural condition information through the use of Ground Penetrating Radar (GPR) in accordance with industry standards on designated participant-owned roadways ** 25 Collect and analyze pavement structural condition information through the use of pavement cores in accordance with industry standards on designated participant-owned roadways (traffic control included)2 ** SUBTOTAL 26 Additional miscellaneous services, selected by Participant, not to exceed 15% of total bid. (Enter total amount here. Services are to be detailed on a separate page.) TOTAL ¹Lane mile is to be defined as a mile traveled as 1. A single pass on alleyways 2. A centered single pass on residential streets 3. Includes the outside lane in each direction for collectors and arterials (2 total). ²Spacing for pavement cores to be negotiated with each participant. ³Roadway information that shall be collected and provided to the Participant at a minimum includes: a. Street Name b. Endpoint One, Endpoint Two, and Segment ID c. Segment Length and Pavement Width d. Inventory Date e. Pavement Type f. Segment Functional Classification g. Pavement condition scored depending on the requirements of local government Participant(s) (Example: Pavement condition scored as one of the MicroPaver 19 surface distress codes with corresponding unit of measure scored every 100 feet longitudinally) h. Pavement performance information that includes rutting using a minimum of seven (7) sensors (include pricing for nine (9) sensors as well), fatigue cracking, transverse cracking using a minimum of four sensors, and longitudinal cracking i. Pavement age (if necessary to develop pavement life curves) **Services to be negotiated with each community when requested. These items may require the service of an engineer, either p rovided by the client or contracted by the vendor. Data Transfer Solutions, LLC Participant Signature: ______________________________ Signature: ______________________________ Names: ______________________________ Name: ______________________________ Title: ______________________________ Title: ______________________________ Date: ______________________________ Date: ______________________________ Donna M. Huey President 5/13/22 56 26712477 0 0 41732 0 41732 46 PURCHASE REQUISITION FORM PO Number Date :5/18/2022 Department Streets Vendor (Name & Address)Delivery Address Project# Data Transfer Solutions, LLC 1 Trophy Wood Drive 3680 Avalon Park E Blvd Ste. 200 Trophy Club, TX 76262 Orlando, FL 32828 Account Number Description Quantity Unit Amount Total Amount 10-360-65500 Pavement Analysis 1 41,732.00 $41,732.00 $- $- $- $- $- $- $- $- Co-op info:Purchase through TX Share ILA with NCTCOG $- Total $41,732.00 This is for Data Transfer Solutions (DTS) to conduct pavement analysis and provide information on the data collected 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. 47 Page 1 of 2 To: Mayor and Town Council From: Tony Jaramillo, Director of Parks and Recreation CC: Wade Carroll, Town Manager Anita Otterson, Interim Town Secretary Re: Approval for existing Purchase Order price increase Town Council Meeting, May 18, 2022 Agenda Item: Consider and take action regarding a price increase on a procurement request between the Town of Trophy Club and Professional Turf Products that was approved on October 25, 2021. Strategic Link: Administrative & Financial Services – Exercise fiscal discipline in all Town operations. Background and Explanation: At the October 25, 2021, Council meeting, Council authorized the replacement of a 2006 Toro Multi Pro Spray Rig Model number 4117 and a 2011 Toro 36” Grandstand Mower for $48,948.50. Because of the climate supply chain, delivery of the units has taken longer than expected, however, are ready now for delivery. Professional Turf Products notified staff that a $2,790.02 increase will need to be implemented because of price increases from their supplier. The revised total is $51,738.52. Although the new total cost exceeds $50,000, an open bid process is not required because Professional Turf Products is an approved vendor through BuyBoard and have met the competitive procurement process. Staff was able to save $27,700 from the netting replacement project at Independence Park East scheduled this fiscal year. These funds may be utilized toward the price increase of the Toro units. 48 Page 2 of 2 Financial Considerations: Funding is available in the FY22 Amended Capital Replacement Fund under the Park’s items. The above mentioned savings will provide the additional funds. Legal Review: Not applicable Board/Commission/ or Committee Recommendation: Not applicable Staff Recommendation: Staff recommends approval of the $2,790.02 price increase from Professional Turf Products for the replacement of the 2006 Toro Multi Pro Spray Rig Model number 4117 and 2011 Toro 36” Grandstand Mower approved during the October 25, 2021, Council meeting. Attachments: Purchase Requisition Form Professional Turf Products Price Increase Letter Revised Toro Spray Rig Estimate Revised Toro Grandstand 36” Mower Estimate 49 50 51 52 53 54 55 Page 1 of 3 To: Mayor and Town Council From: Wade Carroll, Town Manager CC: Jill Lind, Director of Communications & Marketing Anita Otterson, Interim Town Secretary Re: Approve the contract extension with Five Stone Creative for Audio / Visual Meeting Management Services, increasing PO 22-00091 from $13,500 to $22,500 ($2,250 per month, 4 months). Town Council Meeting, May 18, 2022 Agenda Item: Approve the contract extension with Five Stone Creative for Audio / Visual Meeting Management Services, increasing PO 22-00091 from $13,500 to $22,500 ($2,250 per month, 4 months). Strategic Link: This item relates primarily to the following strategic priorities and goals of the Town’s strategy map. o Administrative & Financial Services: Evaluate cost-benefit of departmental services and programs delivered o Administrative & Financial Services: Exercise fiscal discipline in all town operations Background and Explanation: This item is before Council because it is at the end of its six-month trial period, which was in effect from 12/1/2021 to 5/1/2022. Per the contract, any adjustments would be made at the end of the trial period. If both parties were amenable, a contract extension for services would be requested for approval by Town Council. Five Stone Creative has been working with the Town of Trophy Club to provide high-quality personal video services, including production, recording, and video streaming of all Town Council, Animal Shelter Advisory Board, Building Standards Commission, Charter Review Commission, Crime Control & Prevention District, Economic Development Corporation 4B, Ethics Review Commission, Parks & Recreation Board, Planning & Zoning Board, Tax Increment Reinvestment Zone 1 Board, and Zoning Board of Adjustments meetings, as well as a potential for further conversions if requested. Five Stone Creative has endeavored to continue its partnership with the Town of Trophy Club to implement the optimal setup for the Town’s needs for public meetings. Below is an outline of the 6-month contract with Five Stone Creative for Audio / Visual Meeting Management Services: The monthly cost to technically manage all meetings within the council chambers includes: 56 Page 2 of 3 o Record and stream all Town Council meetings (Based on an estimated 20-22 meetings per year, 2 Technicians per meeting) o Record all city meetings held in council chambers (Based on an estimated 20-26 meetings per year, 1 Technician per meeting) o Organize, convert, and distribute final recording files of all meetings in YouTube-ready format o Manage and maintain all council chambers technology, including: In-room microphones and sound reinforcement system In-room monitors In-room iPad system Live switching and streaming system Recording system o Meeting room management, including: Consulting and management of Town relationship with Electro Acoustics and VersaTrust On-site consultant present to assess and test any technical work being performed in the room Organization and storage of equipment in the control room (FSC requests exclusive access to the control room) Consult with staff as needed for changes, improvements, and maintenance costs related to the technical performance of equipment in council chambers o Communication with Town staff regarding meeting schedules and any/all matters related to technology in Council chambers. (FSC requests 45-day minimum notice for adding or changing meeting dates) o Provide detailed instructions to record meetings on the rare occasions when an FSC technician is unavailable due to last-minute schedule changes by the city. Financial Considerations: Currently, the Town of Trophy Club has two active purchase orders with Josh Miller LLC (Five Stone Creative). The first (PO 22-00091), which falls under the professional outside services category of the Town Manager’s Office budget, is for Council Chambers Technical Management services in the amount of $13,500 ($2,250 per month, six months). This is the PO staff is asking to increase the amount to $22,500. The second (PO 22-00087), which falls under a professional services category from the Communications & Marketing Department budget, is for Creative Media Management & Video Production Services in the amount of $36,000 ($4,000 per month, nine months). Staff is seeking approval to increase PO 22-00091 from $13,500 to $22,500. Legal Review: 57 Page 3 of 3 This item is ready for Council Board/Commission/ or Committee Recommendation: Not applicable Staff Recommendation: Approve the contract extension with Five Stone Creative for Audio / Visual Meeting Management Services, increasing PO 22-00091 from $13,500 to $22,500 ($2,250 per month, 4 months). Attachments: Purchase Order 22-00091 Purchase Order 22-00087 Audio / Visual Meeting Management Services Extension Proposal Town Council Approval: __________________________________ _ _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Mayor Alicia Fleury or designee 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 Page 1 of 3 To: Mayor and Town Council From: Matt Cox, Director of Community Development CC: Wade Carroll, Town Manager Anita Otterson, Acting Town Secretary Re: Case ME-22-001 (Social Oak Sign Meritorious Exception) Town Council Meeting, May 18, 2022 Agenda Item: Case ME-22-001 (Social Oak Sign Meritorious Exception) Consider and take appropriate action on a Meritorious Exception for Social Oak Wine & Whiskey Bar generally located at the northeast corner of SH Hwy 114 and Trophy Club Drive addressed as 2230 E Hwy 114, Suite 550. Strategic Link: Infrastructure & Development – Foster a business-friendly environment. Background and Explanation: Section 3.09.010 of the Town’s Code of Ordinances allows an interested party to make a request for a Meritorious Exception to the Planning & Zoning Commission and Town Council to consider a proposal that does not conform to the sign regulations but may have merit and make a positive contribution to the visual environment. A request for a Meritorious Exception is necessary for the proposed signs at Social Oak Wine & Whiskey Lounge because it exceeds the sign height prescribed in the Planned Development No. 30 (PD-30). The PD states that sign shall fit within: HEIGHT 2 feet, 6 inches (30 inches) WIDTH 40 feet As shown on Exhibits A (Social Oak Front Sign) and B (Social Oak Rear/Back Sign) the proposed dimensions are: Social Oak Front Sign HEIGHT 4 Feet WIDTH 15.46 Feet OVERALL SF 61.84 SF Social Oak Back Sign HEIGHT 7.5 Feet WIDTH 7.5 Feet OVERALL SF 56.25 SF84 Page 2 of 3 Social Oak Front Sign Social Oak Back Sign Financial Considerations: Not applicable. Legal Review: Town Attorney has reviewed and has no objection. Planning and Zoning Commission Recommendation: The Planning and Zoning Commission considered this item on May 5, 2022. The Commission recommended approval with a 6-1 vote as presented. 85 Page 3 of 3 Staff Recommendation: Staff recommends approval of the request. Attachments: Exhibit A-Social Oak Proposed Sign Front Exhibit B-Social Oak Proposed Sign Back 86 By tjohnson at 2:53 pm, Feb 21, 2022 87 88 89 By tjohnson at 2:53 pm, Feb 21, 2022 90 91 92