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02.12.2024 TC Minutes Town of Trophy Club Town Council Meeting Minutes February 12, 2024, 6:00 p.m., Work Session and Regular Meeting 1 Trophy Wood Drive, Trophy Club, Texas 76262 CALL WORK SESSION TO ORDER Mayor Tiffany called the work session to order at 6:00 p.m. COUNCILMEMBERS PRESENT Jeannette Tiffany, Mayor Dennis Sheridan, Mayor Pro Tem Stacey Bauer, Councilmember Place 1 Steve Flynn, Councilmember Place 6 (arrived at 6:16 p.m.) LuAnne Oldham, Councilmember Place 5 Jeff Beach, Councilmember Place 2 Karl Monger, Councilmember Place 4 STAFF MEMBERS PRESENT Brandon Wright, Town Manager Tammy Dixon, Town Secretary Dean Roggia, Town Attorney Jason Wise, Fire Chief Patrick Arata, Police Chief April Duvall, Finance Director Denise Deprato, Human Resources Director Jill Lind, Communications and Marketing Director Chase Ellis, Parks and Recreation Director Tamara Smith, Assistant to the Town Manager WORK SESSION ITEM 1. Presentation and discussion of findings from Town Council's Bobcat Boulevard traffic observations and recommendations for key objectives to be addressed through traffic improvement solutions. (Brandon Wright, Town Manager) Town Manager Wright gave a presentation, discussed the findings of the Town Council's traffic observations, reviewed the key objectives and answered questions from the Town Council. Following discussion, Mr. Wright explained the next step was to engage with an engineering firm for a traffic control plan analysis. Mayor Tiffany adjourned the work session at 6:43 p.m. Town Council Regular Meeting Minutes-February 12, 2024 Page 2 CALL REGULAR MEETING TO ORDER Mayor Tiffany called the regular meeting to order at 7:00 p.m. INVOCATION Pastor Joel Quile of Bara Church, led the invocation. PLEDGES Councilmember Monger stated that Town Council attended the memorial service of native Trophy Club resident, Navy Seal, Special Warfare Operator 2nd Class Nathan Gage Ingram and requested a moment of silence in his honor. Councilmember Monger led the Pledge of Allegiances to the American and Texas Flags. PUBLIC COMMENTS All addresses are located in Trophy Club unless otherwise indicated. Speaker Name and Address Subject (as written on form or stated) Glyn Smith — 13 Jamie Court Water flow/ Drainage Richard Beaty — 18 Hillcrest Court Drainage Tim Humphries — 15 Hillcrest Court Easement Repairs James Janka — 11 Hillcrest Court Drainage on Hillcrest Mindy Connelly — 22 Hillcrest Court Easement/Drainage Jan Beaty— 18 Hillcrest Court Drainage Gene Thie — 16 Hillcrest Court Hillcrest flooding COMMUNITY SPOTLIGHT 2. Trophy Club Emergency Volunteer Association (TCEVA) Gene Popik gave a presentation on the TCEVA highlighting the history and purpose of the organization. 3. Working for You . . . Trophy Club a) Update from Town Council Members Mayor Pro Tem Sheridan spoke about drainage issues in the area of Hillcrest Court and Jamie Court and requested that the issue be added to a future meeting or be looked at by staff to find a possible resolution. Town Council Regular Meeting Minutes-February 12, 2024 Page 3 Council Member Flynn announced Friday, February 16, 2024, was the last day to file for a place on the May 4, 2024, general election ballot. He encouraged everyone to be civil and utilize professionalism during the election season. Mayor Tiffany spoke about the new Town Weekly Newsletter recently launched and is released each Friday. She stated the newsletter provides a comprehensive picture of current projects and events occurring in the Town. She stated the newsletter is sent out through Trophy Club alerts and is also posted on the Town's website. Mayor Tiffany announced she would be representing the Town of Trophy Club on Wednesday, February 14th, 2024, at the Metroport Chamber — State of the Cities luncheon. She stated she was delighted to represent the community and was looking forward to sharing news and information about the Town. b) Update from Town Manager Town Manager Wright provided the following update: • The Arts and Culture Ad Hoc Committee update for March would be postponed until April to allow the Committee to work with a facilitator to assist in achieving its goals to develop a successful Arts and Culture Commission program. • The Fence repair at the corner of Bobcat Blvd. and Parkview Dr. has been completed. • The summer employment program would soon be launched, and open positions will be posted to the Town's website. • On February 14th, the Metroport Chamber will be hosting a membership luncheon featuring a spotlight on the State of the communities. He explained this event provides a valuable platform to directly engage with community leaders and gain insights into the latest developments and initiatives in each of their municipalities. • The Police Department will be hosting a free Identity Theft Awareness program on February 15th at the Lake Cities Church. • The Parks and Recreation Board meeting was scheduled for February 19th at 7:00 p.m. • The Economic Development Board meeting was scheduled for February 27th at 6:00 p.m. c) Quick Civic Tip from Town Attorney Town Attorney Roggia spoke about the legal requirements for Councilmembers to participate in Town Council meetings remotely. Town Council Regular Meeting Minutes-February 12, 2024 Page 4 CONSENT AGENDA This part of the agenda consists of non-controversial, or "housekeeping" items required by law. Items may be removed from Consent by any council member by making such request prior to a motion and vote. Mayor Pro Tern Sherian requested items 7 and 10 to be pulled from Consent. 4. Consider approval of the January 8, 2024, Town Council Regular Meeting Minutes; January 19, 2024, and January 20, 2024, Town Council Retreat Meeting Minutes. (Tammy Dixon, Town Secretary) 5. Consider approval of the First Quarter Investment Report for Fiscal Year 2024. (April Duvall, Director of Finance) 6. Consider a resolution authorizing amendments to financial institution documents naming authorized Town representatives for Texas Local Government Investment Pools TexPool signature accounts. (April Duvall, Director of Finance). The caption of the resolution reads as follows: RESOLUTION NO. 2024-01 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, APPROVING AND AUTHORIZING AMENDMENTS TO FINANCIAL INSTITUTION DOCUMENTS NAMING AUTHORIZED TOWN REPRESENTATIVES ON TEXPOOL SIGNATURE ACCOUNTS; APPOINTING AUTHORIZED REPRESENTATIVES, AND DESIGNATING INVESTMENT OFFICERS. 7. Consider a resolution adopting the method for making written requests for public information. (Tammy Dixon, Town Secretary) Item pulled from Consent. 8. Consider amendments to the Town of Trophy Club Compensation Pay Plan with an effective date of February 12, 2024. (Denise Deprato, Director of Human Resources) 9. Consider authorizing the Town Manager to negotiate and execute a repair contract with Classic Chevrolet of Grapevine, TX in an amount not-to-exceed $150,000 to repair Town vehicles affected by hail damage on June 11 , 2023. (Denise Deprato, Director of Human Resources) 10. Consider authorizing the Town Manager to negotiate and execute a master services agreement with Terralogic Solutions, Inc. for payment kiosk and software services for the Trophy Club Park entrance in the amount of$48,273. (Chase Ellis, Director of Parks & Recreation) Item pulled from Consent. Town Council Regular Meeting Minutes-February 12, 2024 Page 5 Councilmember Flynn moved to approve Consent Items 4, 5, 6, 8, and 9. Councilmember Monger seconded the motion. VOTE ON THE MOTION AYES: Bauer, Flynn, Sheridan, Tiffany, Beach, Monger, Oldham NAYES: None VOTE: 7-0 7. Consider a resolution adopting the method for making written requests for public information. (Tammy Dixon, Town Secretary) Mayor Pro Tem Sheridan requested Town Secretary Dixon explain the process for public information requests. Town Secretary Dixon explained the Public Information Act is currently triggered when a person submits a written request to any staff member and this was not an efficient process due to deadlines. She stated the Town utilized JustFOlA, an online portal, to process public information requests. She explained the proposed resolution designates the methods by which requests can be made to include one designated email, the JustFOlA portal on the town's website, by mail and/or by person. Mayor Pro Tem Sheridan moved to approve Resolution 2024-02 adopting the method for making written requests for public information. Councilmember Flynn seconded the motion. The caption of the resolution reads as follows: RESOLUTION 2024-02 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, ADOPTING THE METHOD FOR MAKING WRITTEN REQUESTS FOR PUBLIC INFORMATION; AND PROVIDING AN EFFECTIVE DATE. VOTE ON THE MOTION AYES: Bauer, Flynn, Sheridan, Tiffany, Beach, Monger, Oldham NAYES: None VOTE: 7-0 10. Consider authorizing the Town Manager to negotiate and execute a master services agreement with Terralogic Solutions, Inc. for payment kiosk and software services for the Trophy Club Park entrance in the amount of$48,273. (Chase Ellis, Director of Parks & Recreation) Mr. Ellis, Director of Parks and Recreation, provided stated the current payment kiosk located at Trophy Club Park was installed in 2014 and was in need of replacement as it has required numerous mechanical and technical repairs; staff manually processes all online purchases for park admittance requiring additional staff time and reducing customer experience. He explained the new kiosk would incorporate improved payment solutions and aesthetics for the entrance; it would create a link between the online payment system and the gate system to omit staff's involvement and automate the park Town Council Regular Meeting Minutes-February 12, 2024 Page 6 admission process; and would provide a more cohesive and friendly customer experience. Councilmember Beach moved to authorize the Town Manager to negotiate and execute a master services agreement with Terralogic Solutions, Inc. for payment kiosk and software services for the Trophy Club Park entrance in the amount of $48,273. Councilmember Bauer seconded the motion. VOTE ON THE MOTION AYES: Bauer, Flynn, Sheridan, Tiffany, Beach, Monger, Oldham NAYES: None VOTE: 7-0 Mayor Tiffany adjourned the Town CouriCii-meeting at 8:12 p.m. / \, ; Jean ewe Ti ';ny, Mayor Attest: ,ck0PH 0• - -- • O� G� Tammy Dixon, To 41 Secretary 3 4ei 0 -.ow (3,01 ✓gNUARN(,-/'