Town Council Minutes - 07-25-23Town of Trophy Club
Town Council Regular Meeting Minutes
7/25/2023
The Trophy Club Town Council met on July 25, 2023. The meeting was held at Town Hall, 1
Trophy Wood Dr, Trophy Club, TX 76262.
Town Council Members Present:
Jeannette Tiffany
Mayor
Stacey Bauer
Council Member, Place 1
Jeff Beach
Council Member, Place 2
Dennis Sheridan
Council Member, Place 3/Mayor Pro Tem
Karl Monger
Council Member, Place 4
LuAnne Oldham
Council Member, Place 5
Steve Flynn
Council Member, Place 6
Staff Present:
Patrick Arata
Interim Town Manager
Dean Roggia
Interim Town Attorney
Terri Johnson
Interim Town Secretary
Jason Wise
Fire Chief
Bobby Tillman
Acting Police Chief
Matt Cox
Community Development Director
April Duvall
Finance Director
Denise Deprato
HR Director
Jill Lind
Communications and Marketing Director
Tamara Smith
Assistant to the Town Manager
CALL TO ORDER AND ANNOUNCE A QUORUM
Mayor Tiffany called the meeting to order at 7:00 pm announcing a quorum present with all
Council members in attendance.
INVOCATION led by Pastor Barry Clingan, The Church at Trophy Lakes
PLEDGES led by Mayor Pro Tem Dennis Sheridan
Pledge of Allegiance to the American Flag
Pledge of Allegiance to the Texas Flag
PUBLIC COMMENTS
There were no public comments at this time.
1
COMMUNITY SPOTLIGHT
1. Receive Annual Update from Metroport Chamber (Sally Aldridge, President &
CEO)
Mayor Tiffany introduced Trophy Club resident Sally Aldridge, President & CEO of
Metroport Chamber.
Ms. Aldridge presented a slide presentation covering the State of the Chamber 2022-
2023.
2. Award of Scholarships by TCEVA (Gretchen Woefller, TCEVA President)
Gretchen Woefller, TCEVA President briefed the Town Council about the Trophy Club
Emergency Volunteer Association which serves under the umbrellas of both the Trophy
Club Police and Fire Departments. She reviewed the programs the Association offers.
The group was present at this Council meeting to present their 2"d Annual Scholarships
to the following children of Trophy Club First Responders:
Recipients:
Katherine Hards & Ashley Hards
Parents: Dusten and Kathleen Hards
Recipient:
Raegan Arata
Parents: Patrick and Nicole Arata
Recipient:
Sarah Januszewski
Parents: Dave Januszewski and Lori Pospisil
3. Recognize Staff in the TC Parks and Recreation Department and present
Proclamation 2023-15 for July 2023 as Parks and Recreation Month (Council
Members Stacey Bauer & Steve Flynn)
Council Member Bauer recognized the Town of Trophy Club's Parks and Recreation
Department and thanked each one of them for all their hard work and especially for this
year's spectacular July 4t' Celebration.
Council Member Flynn read Proclamation 2023-15 proclaiming July 2023 as Parks and
Recreation Month.
4. Working for You ... Trophy club
a) Update from Town Council Members
Council Member Bauer expressed appreciation to the Trophy Club Fire Department
for sending staff and resources to the City of Perryton, in the Texas Panhandle after
they were devastated by a tornado a few weeks ago. This is a list of those
firefighters who answered the call:
Shawn Garrett, Firefighter/Engineer
Oswaldo Ramirez, Firefighter/Paramedic
Brad Teel, Firefighter/Paramedic
Kevin Arrington, Firefighter/Paramedic
Matt Hinig, Firefighter/Paramedic
Council Member Bauer also reminded everyone that the Town Manager recruitment
is underway and asked for the community to get involved by submitting feedback,
questions, and comments at www.trol)hvclub.org/engage.
Bauer also reported on a meeting she and Mayor Tiffany had with Community
Development Director Matt Cox to get updates on what this department does for the
community.
Council Member Flynn reported that he stopped and thanked Town Employees who
were working on beautifying the medians in the summer heat. He suggested that
others take the time to thank the hard-working employees.
Council Member Monger welcomed the new Trophy Club Rotary Club President
Travis Inge to the meeting. He reported that the Rotary Club would be working on
the upcoming First Responders Day event, which will be October 28, 2023.
Monger also reminded everyone that the Metroport Veteran's Breakfast would be
held on the 2n° Saturday of the month at Meat U Anywhere BBQ at 9:00 AM.
Council Member Beach mentioned that he and Council Member Bauer had attended
the Texas Municipal League's (TML) Newly Elected Officials Orientation this past
week in Round Rock.
Council Member Oldham announced that applications for positions on the Town's
Board and Commissions were being received. She thanked those who are currently
serving and invited anyone interested to apply.
Oldham also mentioned the newly launched Explore Trophy Club initiative which
kicked off July 25, 2023.
b) Update from Finance Subcommittee
There was no report from the Finance Subcommittee.
d) Quick Civic Tip (Dean Roggia, Interim Town Attorney)
Mayor Tiffany introduced Town Attorney Dean Roggia who gave a brief review of
Chapter 1 of the Town's Code of Ordinances, regarding Rules of Decorum.
The following item was taken out -of -order:
9. Trophy Club EDC-4B Budget
a) Conduct a Public Hearing regarding the Trophy Club Economic Development
Corporation (EDC) 4B Budget for Fiscal Year 2024 (Patrick Arata, Interim Town
Manager)
Mayor Tiffany opened the Public Hearing at 7:34 pm. Patrick Arata, Interim Town
Manager reported that no one signed up to speak on this item.
The Mayor closed the Public Hearing at 7:35 pm.
b) Consider and take appropriate action regarding the Trophy Club Economic
Development Corporation (EDC) 4B Budget for Fiscal Year 2024 (Travis Inge,
EDC-413 Vice Chair & Patrick Arata, Interim Town Manager)
Interim Town Manager Arata introduced the Vice Chair of the Trophy Club Economic
Development Corporation (EDC) 4B, Mr. Travis Inge. Vice Chair Inge informed the
Town Council that the EDC Board unanimously approved this budget which includes
$300,000 for a new grant program for existing Trophy Club businesses.
Following discussion by the Council, Mayor Pro Tern Sheridan made the motion to
approve the Trophy Club Economic Development Corporation (EDC) 4B Budget for
Fiscal Year 2024. The motion was seconded by Council Member Monger and
passed with a unanimous vote.
The agenda returned to the original order at this time.
4c) Update from Town Manager (Patrick Arata, Interim Town Manager)
Patrick Arata reported that Police Captain Steve Woodard had been serving as the
Acting Police Chief while Arata was serving as the Interim Town Manager. Arata
expressed his sincere thanks to Captain Woodard for serving as the Acting Police
Chief. For the remainder of Arata's time serving as Interim Town Manager, the
Acting Police Chief role will be transitioned to Police Captain Bobby Tillman.
Arata reported on the Parks and Recreation Board of Directors meeting held July
24th
CONSENT AGENDA
Mayor Pro Tern Sheridan requested that Item #7 be removed from the Consent Agenda.
5. Consider and take appropriate action to approve the Town Council Workshop
Minutes and the Regular Meeting Minutes dated June 27, 2023 (Terri Johnson,
Interim Town Secretary)
6. Consider and take appropriate action to approve the Town Council Special
Meeting Minutes dated July 11, 2023 (Terri Johnson, Interim Town Secretary)
Upon motion by Council Member Flynn, seconded by Council Member Bauer, the Town
Council unanimously approve Consent Agenda Items #5 & #6.
INDIVIDUAL ITEMS
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7. Consider and take appropriate action to increase the Purchase Order with
Strategic -Government Resources (SGR) for Interim Town Secretary services
(Denise Deprato, Director of Human Resources)
Mayor Pro Tern Sheridan requested more information for the Purchase Order and the
Purchase Requisition Form,
Upon motion by Mayor Pro Tern Sheridan, seconded by Council Member LuAnne
Oldham, the motion to increase the Purchase Order with Strategic Government
Resources (SGR) for Interim Town Secretary services was unanimously approved.
8. Trophy Club Crime Control and Prevention District (CCPD) Budget
a) Conduct a Public Hearing regarding the Trophy Club Crime Control and
Prevention District (CCPD) Budget for Fiscal Year 2024 submitted to the Town
Council by the CCPD Board (Patrick Arata, Interim Town Manager)
Mayor Tiffany opened the Public Hearing at 7:45 pm. Interim Town Manager Arata
reported that no one had signed up to speak on this issue. The Mayor closed the
Public Hearing at 7:45 pm.
b) Consider. and take appropriate action regarding the approval of the Trophy
Club Crime Control and Prevention District (CCPD) Budget for Fiscal Year 2024
submitted to the Town Council by the CCPD Board (Leo Daniels, CCPD Chair &
Patrick Arata, Interim Town Manager)
Arata reported to the Town Council that the Town receives $0.02 from the State
Sales Tax collected in Trophy Club. One cent of this amount goes to the General
Fund Budget. The remaining one cent is divided three ways as follows:
'/z of one cent goes to the Economic Development Corporation
% of one cent goes to the Crime Control and Prevention District
% of one cent goes to the Street Maintenance Fun
He reported that the funds received for the CCPD supports the Police Department
Budget.
CCPD Chairman Leo Daniels was present and answered questions from the Council.
Town Attorney Roggia reported that all proposed projects fit the parameters of the
law.
Mayor Pro Tern Sheridan made the motion to approve the Trophy Club Crime
Control and Prevention District (CCPD) Budget for Fiscal year 2024. The motion
was seconded by Council Member Monger and passed with a unanimous vote.
10. Case FP-23-004 The Oak Estates (3H)
Consider and take appropriate action to approve a request for a Final Plat for Lots
1-9, Block A, The Oak Estates at Trophy Club, consisting of 4.339 acres out of the
Thomas J. Allen Survey, Abstract No. 7, located west of Milsons Point Drive,
Trophy Club, Texas (Matt Cox, Community Development Director)
Community Development Director Matt Cox reported that this property was formerly
known as gas well site 3H and is zoned R-15 Single Family District. The property owner
is requesting to develop the property as eight residential lots and one open space lot
with a public cul-de-sac street serving each lot. The Preliminary Plat for The Oak
Estates at Trophy Club was approved by the Town Council on September 27, 2021.
P&Z Chair Mike Biggs was in attendance and discussed an access/safety concern a
resident had brought up at the P&Z review. He reported that an amicable solution was
found regarding the inclusion of a traffic sign.
Planning Consultant Helen -Eve Beadle was also present and explained details of the
Final Plat to the Town Council.
Council Member Beach made the motion to approve the Final Plat, subject to Lot 100X,
Block L, of The Highlands at Trophy Club Neighborhood 7, Phase 3C Addition being
deeded to the Town of Trophy Club or the right-of-way and access easement, be
executed and accepted by the Town of Trophy Club, prior to Final Plat filing.
The motion was seconded by Mayor Pro Tern Sheridan and passed with the unanimous
vote of the Town Council.
11. Case PD-AMD-23-001 (Hutchins BBQ)
a) Conduct a Public Hearing regarding a request made by Hutchins National, LLC
to amend Planned Development District-25 (PD-25) to accommodate Roy
Hutchins BBQ. The subject property is legally described as Trophy Woods
Business Center, Block B, Lot 2R2, approximately 2.052 acres and is generally
located at the northeast corner of Trophy Wood Drive and SH 114 in the Town
of Trophy Club, Tarrant County, Texas. The property is addressed as 3000 SH
114, Trophy Club, Texas (Matt Cox, Community Development Director)
Mayor Tiffany opened the Public Hearing at 7:58 pm. No one was present to speak
to this item. The Mayor closed the Public Hearing at 7:59 pm.
b) Consider' and possibly act on a request made by Hutchins National, LLC to
amend Planned Development District-25 (PD-25) to accommodate Roy
Hutchins BBQ. The subject property is legally described as Trophy Wood
Business Center, Block B, Lot 2R2, approximately 2.052 acres and is generally
located at the northeast corner of Trophy Wood Drive and SH 114 in the Town
of Trophy Club, Tarrant County, Texas (Michael Biggs, P&Z Chair & Matt Cox,
Community Development Director)
It was reported that the applicant, Hutchins National, LLC, has requested a Planned
Development District (PD-25) amendment, to Tract 3, to accommodate outside
storage containers, a walk-in cooler on the exterior of the building, exterior
modifications, and signage at their location at 3000 SH 114 in Trophy Wood
Business Center.
The Trophy Club Planning & Zoning Commission_ Chair Mike Biggs reported that the
P&Z voted 5-1 to recommend approval of the PD amendment with the following
conditions:
1) Change the wood fence screening around the walk-in cooler to the CMU to
match the existing walls;
2) Add a perforated metal fence screen around the two exhaust fans; and
3) Add a note that the smokestacks will be painted in a monochromatic high -
temperature paint to blend with the roof color.
Mayor Pro Tern Sheridan led the lengthy discussion from the Town Council.
The motion was made by Council Member Beach and seconded by Council Member
Monger to adopt Ordinance 2023-10 approving the amendment to the Planned
Development with the following conditions:
1) Change the wood fence screening around the walk-in cooler to the CMU to
match the existing walls;
2) Add a perforated metal fence screen around the two exhaust fans; and
3) Add a note that the smokestacks will be painted in a monochromatic high -
temperature paint to blend with the roof color.
The motion carried with the following 5-2 vote:
Ayes: Council Members Bauer, Flynn, Monger, Beach, and Mayor Tiffany
Noes: Mayor Pro Tern Sheridan and Council Member Oldham
TOWN OF TROPHY CLUB, TEXAS
ORDINANCE NO. 2023-10 P&Z
AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS AMENDING
ORDINANCE NO. 2002-41 P&Z, AND ORDINANCE NO. 2015-44 P&Z KNOWN AS PD
PLANNED DEVELOPMENT DISTRICT NO. 25, TROPHY WOOD BUSINESS
CENTER, BY ADOPTING EXHIBIT "D" ENTITLED "TRACT 3 DEVELOPMENT
PLANS", TO ADOPT EXHIBITS 3-1 THROUGH 3-7 TO EXHIBIT "D-3" FOR LOT 211-
2, BLOCK B, TROPHY WOOD ADDITION (TRACT 3) AS SET FORTH IN EXHIBITS 3-
1 THROUGH 3-7 TO EXHIBIT "D-3"; PROVIDING FOR INCORPORATION FO
PREMISES; PROVIDING FOR AMENDMENTS TO ADOPT EXHIBITS 3-1 THROUGH
3-7 PROVIDING A FINAL DETAILED SITE PLAN, LANDSCAPE PLAN, BUILDING
ELEVATIONS, SITE LINE STUDIES, PHOTOMETRIC PLAN, RETAINING WALL AND
FENCE CRITERIA, AND SIGNAGE CRITERIA, PROVIDING FOR AN AMENDMENT
TO THE COMPREHENSIVE ZONING ORDINANCE OF THE TOWN; PROVIDING
APPLICABLE REGULATIONS; PROVIDING A SAVINGS AND REPEALER CLAUSE;
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 A SEVERABILITY CLAUSE; PROVIDING
FOR PUBLICATION; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; AND
PROVIDING AN EFFECTIVE DATE
12. Consider and take appropriate action regarding the approval of the Trophy Club
Capital Improvement Plan Budget for Fiscal Year 2024-2028 (April Duvall, Finance
Director)
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Interim Town Manager Arata explained to the Council that the Charter required that the
Town Council receive the C-1-13 Budget before the end of July, each year. No action was
required on this item.
13. Consider and take appropriate action to contract with CivicPlus for CivicClerk
software (April Duvall, Finance Director & Terri Johnson, Interim Town Secretary)
Finance Director April Duvall presented this contract for a new agenda software program
for the Town Secretary's office to help with agenda and minute preparation, among other
processes. She reported that the contract for the current agenda software will expire
September 30, 2023, and this would replace that software.
Council Member Beach stated that it looked like she had negotiated a good discount for
the Town.
Upon motion by Council Member Flynn, seconded by Council Member Bauer, the Town
Council unanimously voted to approve the contract with CivicPlus for CivicClerk
software.
14. Consider and take appropriate action to approve and award an Information
Technology Support Services contract to netGenius, Inc. (Tamara Smith,
Assistant to the Town Manager)
Tamara Smith, Assistant to the Town Manager, reported that the current contract for IT
Support Services would expire August 25 , 2023. The Town entered a procurement
process to request proposals for information technology support services. Twelve valid
proposals were received, along with one invalid proposal. The twelve were narrowed
down to two. Through a rigorous selection process, netGenius, Inc. was chosen as they
checked all the boxes the Town sought out for in the proposal.
The proposed contract is a renewable one-year contract at the price of $191,520/year.
There will be an overlap beginning August 1, 2023, until the contract begins on October
1, 2023.
The company's co-founders Ben Singleton and Moeed Siddiqui were present and
addressed the Council.
Following a brief discussion, Council Member Beach made the motion to approve and
award an Information Technology Support Services contract to netGenius, Inc. The
motion was seconded by Council Member Bauer and passed with the unanimous vote of
the Town Council.
This next agenda item (#15) was moved to be considered after the Executive Session.
15. Discuss and provide direction on the Request for Proposal (RFP) for Legal
Services, or hire as a Town employee (Tamara Smith, Assistant to the Town
Manager)
16. Discuss the result of the MUD Feasibility Study (Council Member Jeff Beach &
Council Member Steve Flynn)
E.
Town Council's Strategic Partnership (MUD) subcommittee is made up of Council
Members Beach and Flynn.
Council Member Beach gave a brief history of the joint discussions with the City of
Westlake and the Municipal Utility District (MUD) for the potential dissolution of the
MUD. He reported that an Executive Summary had been received, which was shared
with the Town Council.
Council Member Flynn reported that the next step would be to have a joint meeting with
all three entities to determine if all three entities were ready to move forward together.
Interim Town Manager Arata reported that it does take all three entities to dissolve the
MUD.
Following discussion by the Town Council, direction was given to Interim Town Manager
Arata to get a copy of the complete Feasibility Study and share with the Town Council.
No action was taken.
17. Discuss the establishment of a Public Arts Committee, Commission, or Board
(Tamara Smith, Assistant to the Town Manager)
Tamara Smith, Assistant to the Town Manager, reminded the Council that at their June
27th Workshop, direction was given to explore the creation of a Public Arts & Culture
Committee.
Mayor Tiffany reported that she had researched other towns who have this type of
Committee.
Tamara Smith gave the Council a Boards, Committees, Commissions handout which
included a suggested scope of work for the Public Arts Committee.
Council Member Oldham stated that the Appointments Committee was hoping to get this
Committee established in time to make appointments for Town Council's approval in
September.
It was the consensus of the Council to have the creation of this committee on the next
Council meeting's agenda.
18. Future Agenda Items List (Patrick Arata, Interim Town Manager)
Interim Town Manager Arata reviewed the future agenda items list.
Council Member Bauer requested that Council receives an update on Phase II of the
Community Pool and a report on revenues for Trophy Club Park. Council Member
Beach agreed with her request.
Mayor Tiffany recessed the open meeting at 9:26 pm and announced that the Town Council
would convene in Executive Session to discuss the following:
EXECUTIVE SESSION
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19. Pursuant to the following designated section of the Texas Governmental Code,
Annotated, Chapter 551 (Texas Open Meetings Act), the Council will recess
into executive session to discuss the following:
a) Section 551.074 Personnel Matters to deliberate the appointment, employment,
evaluation, reassignment, duties, discipline, or dismissal of a public officer or
employee
1. Town Manager
2. Town Secretary
3. Town Attorney
Mayor Tiffany excused herself after Item #19 was discussed and left the Executive Session at
10:48 pm. Mayor Pro Tem Sheridan presided over the remainder of the meeting.
20. Pursuant to the following designated section of the Texas Governmental Code,
Annotated, Chapter 551 (Texas Open Meetings Act), the Town will recess into
executive session to discuss the following:
a) Section 551.071 Consultation with Attorney
The Mayor Pro Tem adjourned the Executive Session at 11:09 pm.
RECONVENE INTO REGULAR SESSION
Mayor Pro Tem Sheridan reconvened the regular session at 11:10 pm.
15. Discuss and provide direction on the Request for Proposal (RFP) for Legal
Services, or hire as a Town employee (Tamara Smith, Assistant to the Town
Manager)
Council Member Flynn made the motion to approve a Letter of Agreement for legal
services with the Taylor, Olson, Adkins, Sralla, Elam Law Firm and appoint Dean Roggia
as the Town Attorney.
The motion was seconded by Council Member Monger and carried with the unanimous
vote of the Town Council.
21. Consider and take appropriate action regarding Executive Session (Mayor Pro
Tem Dennis Sheridan)
No further action was needed on discussions held in Executive Session.
ADJOURN
Mayor Pro Tem Sheridan made the motion to adjourn at 11:10 pm. The motion was seconded
by Council Member Beach and passed unanimously.
Attest: �OF IROp6,
Terri Johrtbn, Interim TpWn S Si noi5,Sheridan, Mayor
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