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Minutes TC 04/28/2015 - Joint SessionMINUTES FROM JOINT AND REGULAR SESSION TOWN OF TROPHY CLUB TOWN COUNCIL AND TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Tuesday, April 28, 2015 at 6:00 P.M. Svore Municipal Building Boardroom The Town Council of the Town of Trophy Club, Texas, and the Trophy Club Municipal Utility District No. 1, met in a Joint Session on Tuesday, April 28, 2015, at 6:00 p.m. and then the Town Council met in a Regular Session at 7:00 p.m. The meeting was held within the boundaries of the Town and was open to the public. STATE OF TEXAS § COUNTY OF DENTON § COUNTY OF TARRANT § TOWN COUNCIL MEMBERS PRESENT: C. Nick Sanders Mayor Greg Lamont Mayor Pro Tem, Place 5 Jim Parrow Council Member, Place 1 Garrett Reed Council Member, Place 2 Rhylan Rowe Council Member, Place 3 Tim Kurtz Council Member, Place 4 Philip Shoffner Council Member, Place 6 STAFF AND GUEST(S) PRESENT: Stephen Seidel Town Manager Patricia Adams Town Attorney Holly Fimbres Town Secretary/RMO Steven Glickman Assistant Town Manager/CFO Adam Adams Parks and Recreation Director Patrick Arata Police Chief Pat Cooke Development Services Manager Donnie Hurd Interim Fire Chief/Assistant Fire Marshal April Reiling PIO/Marketing Manager John Zagurski Strategic Services Coordinator TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD MEMBERS PRESENT: Jim Moss President Jim Hase Vice President Kevin Carr Secretary/Treasurer Jim Thomas Director Neil Twomey Director TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 STAFF PRESENT: Jennifer McKnight General Manager Laurie Slaght District Secretary Pam Liston District Legal Council Mayor Sanders announced the date of Tuesday, April 28, 2015, called the Joint Session to order and announced a quorum at 6:01 p.m. CONVENE INTO JOINT SESSION - START TIME — 6:01 P.M. Town Council Joint and Regular Minutes April 28, 2015 Page 1 of 128 Consider and take appropriate action regarding a ground lease agreement with the Town of Trophy Club Municipal Utility District No. 1 for use of the annex building located at 100 Municipal Drive. Attachment A — Unsigned Lease Agreement for Municipal Building Annex Mayor Sanders explained that the Joint Meeting will end at approximately 5:50 p.m., in order to set up for the Regular Town Council meeting at 7 p.m. He advised that the Sub -Committee, which was comprised of two Council Members and two TCMUD No. 1 Board Members, worked on the details of the ground lease for the Annex Building and stated that there were still a few items left to agree upon. Council Member Reed stated that as a member of the Sub -Committee, he feels that they have a solid lease agreement where both bodies can be comfortable with it. He added that there were some issues with the use of the building, amount of time for the lease, parking, and renovations, which can be discussed and agreed upon at tonight's meeting. Mayor Sanders stated that on page 1, the last paragraph of the Lease Agreement, there is a blank space next to parking spots, and asked if that needs to be decided upon. TCMUD No. 1 Secretary/Treasurer Carr stated that it currently appears that the Town needs a minimum of two years before their new facility is built. He stated that if the Town uses the facility for a meeting room with high attendance, than that could be an issue. He added that another factor is if there is a water storage tank on site, then parking is restricted there, and they need parking for their staff. TCMUD No. 1 Director Twomey stated that the initial discussion was that once the Town occupies the new Town Hall facility, then there would be at least 23 spaces allocated for the remaining staff that remained at the Annex building. Mayor Sanders clarified that Council has taken no action to decide exactly how large the building will be at the new facility, and that the last action they took was that they came up with the square footage when they were looking at the Methodist Church property, which included utilizing the entire Annex building. He asked if the blank should be filled regarding the parking spaces on the first page, or possibly have removed the portion that references Exhibit B. TCMUD No. 1 General Manager McKnight stated that was intended to ensure that the Town gets the parking north of the Annex building, and that she believes there are 11 parking spaces that would be included in the exhibit. Council Member Shoffner pointed out that if the TCMUD No. 1 went into this agreement believing that they were using the Annex building for office space, then they would not have put a Permitted Use section on the second page. He stated that the Town is exploring all options, not just office use. TCMUD No. 1 Secretary/Treasurer Carr stated that there are things that they would prefer not to have because of their neighbors. Mayor Pro Tem Lamont asked if they could change "room" to "rooms" within the Permitted Use section, in case they had a community center there. Council Member Rowe commented that there should not be an issue regarding parking when the new facility is built, and recommended leaving that section out of the agreement. TCMUD No. 1 Director Thomas stated that they looked in terms of what they needed regarding parking, and they wanted to identify the number of spaces that they would need to put a reserve for TCMUD No. 1 employees and visitors. Town Council Joint and Regular Minutes April 28, 2015 Page 2 of 128 TCMUD No. 1 Secretary/Treasurer Carr asked how many employees are in the Annex building. Town Manager Seidel stated that there is approximately 15 Town Staff who office in the Annex, but that does not include Police Department staff along with their Police issued vehicles. Mayor Sanders received consensus to leave the 23 allocated parking spaces, and include an Exhibit B for front parking spaces along the Annex building. Mayor Pro Tem Lamont stated that he would like to go with what they originally agreed upon length of term for the agreement, which was 25 years. He explained that if they limited the term to 10 years, it would be difficult if they wanted to do a community center, and it would not be cost effective because it could take two years to complete the new joint facility, leaving about eight years left. He added that it was originally a three year notice, and now it is down to a one year notice. Additionally, he stated that the initial discussion was that they would only require the office space if a government entity requirement was imposed, and now it is for any business reason. Council Member Reed stated that there were multiple discussions about this during the meeting, and asked that they look at what they all can agree upon regarding terms in order to expedite things. Council Member Rowe asked what the Sub -Committee agreed upon. Council Member Kurtz stated that it was his understanding that it was for 10 years, with the TCMUD No. 1 giving the Town a one year notice to vacate after the 10 years, but they would only give notice to vacate if the state required TCMUD No. 1 to change the use. Mayor Sanders asked if the one year notice could be given any time during the 10 year lease term. TCMUD No. 1 Secretary/Treasurer Carr stated that their intent was that at year 9, the TCMUD No. 1 would have to give a one year notice. Council Member Reed explained that the general intent was to purchase the Methodist Church property and utilize the Annex building, and now they are going to try to put all the facilities in one building which leaves an asset to the Town that could become of great benefit for the community. He added that if that is the route the Council takes, then 10 years is not enough time to pay back the loan they will have to take out. He asked if the TCMUD No. 1 would be willing to work with them to possibly do a 25 year lease. Discussion took place regarding different options they discussed at the Sub -Committee meeting regarding renewal options. TCMUD No. 1 Secretary/Treasurer Carr stated that he personally has no issue if the building was used as a community center. Council Member Reed inquired what the potential need for the TCMUD No. 1 was to use the Annex building in the future. Mayor Sanders asked if the TCMUD No. 1 took action already and approved this lease agreement. TCMUD No. 1 Secretary/Treasurer Carr stated they did agree on a similar agreement. Mayor Pro Tem Lamont and Council Member Parrow agreed that they would prefer a 25 year agreement. Council Member Rowe stated that he is satisfied with what the Sub -Committee agreed upon, and if something comes up they can revisit the issue. Town Council Joint and Regular Minutes April 28, 2015 Page 3 of 128 Council Member Parrow stated that it does not specify in the Termination clause when the lease could be terminated, and that he understands that the intent is at the end of nine years but it does not state that. He asked if the Council agrees to what it now states, would the TCMUD No. 1 maintain the right if they had a need for the building, they would just have to give a one year notice to vacate the Annex building at any time during the 10 years. Town Attorney Adams stated that it could be read either way, but pointed out that it states that the landlord shall give written notice to Tenant at least one year prior to the effective date of the termination, which is September 30, 2025. Council Member Shoffner stated that he agreed with Mayor Pro Tem Lamont and Council Member Parrow, and that he would like to see the lease term established for as long as possible. He added that the Council wants to use the Annex building for a greater purpose, especially since the residents are still paying for the building, and utilize the building for something for the community. Council Member Reed pointed out that the attorneys have not reviewed this document. Mayor Sanders stated that he is not opposed to the 10 years, but he would like to see it for longer. He suggested as a compromise they that they either extend the 10 years or allow for a longer notice. He explained that he does not want to leave it vague about changing its use and the landlord reserving the right to terminate the lease earlier than the termination date when the Town is still paying on the building for another 10 years. TCMUD No. 1 discussed extending the term to 15 years and possibly sending this agreement back to the Sub - Committee for further review. Mayor Sanders received consensus from the Council to agree to 15 years, which would also change the termination date, and asked that it be changed in the agreement to be brought back to both parties for approval. Additionally, he asked that the first sentence in the Termination clause be tightened down and be more specific. Mayor Pro Tem Lamont stated that he has a concern on the second page leaving the Landlord's own business purposes, as a reason to vacate the building. Council Member Parrow agreed with Mayor Pro Tem Lamont, and stated that the initial intent in January 2015 was only if TCEQ or another governmental agency required the TCMUD No. 1 to have more space than they would be able to terminate the lease. Council Member Kurtz stated what Mayor Pro Tem is referring to was agreed upon during the Sub -Committee meeting, the only way the lease terminates is if the state or another governmental body comes in and mandates it. Mayor Sanders stated that what he is hearing is that the Sub -Committee will meet again, and be specific about the ability to terminate, other than for business purposes. He received a consensus to leave the Base Rent as is, and to change "room" to "rooms or spaces" within the Permitted Use section. Mayor Pro Tem Lamont pointed out that item B.2., on page 4, states that the tenant agrees not to alter the premises. He stated that if the Town decides to stay in the Annex building and wanted to build a community center, then the Town would have to go back to the TCMUD No. 1 for approval. Council Member Reed stated that the Sub -Committee, from the Town's stand point, did not agree to interior changes having to be approved by the TCMUD No. 1. He stated that he would only be willing to agree to that if it were an exterior change to the building, such as parking, that would alter the TCMUD No. 1 facility. Town Council Joint and Regular Minutes April 28, 2015 Page 4 of 128 Council Member Parrow pointed out that within Section D.1., Alterations, on page 5, the TCMUD No. 1 could require the Town to restore the facility back to its original condition after the Town invests funds to possibly alter the building into a community center. Mayor Sanders stated that he sees an issue with the phrase "restore the premise to the condition existing at the commencement date" he recommended adding "unless otherwise agreed upon in writing" so if there were agreed upon changes, the landlord would not require them to return it to its original condition. He stated that he does not have an issue going to the TCMUD No. 1 for proposed changes to the facility to ensure that they will meet Fire code and safety standards, but he is not in favor on basing their approval on preference. TCMUD No. 1 Secretary/Treasurer Carr stated that he agreed that and if the TCMUD No. 1 approves the Town changes, then they should not expect them to remove the changes. Mayor Sanders recommended that 6.2.e., Alter the Premises, be revised to include the phrase "without prior approval." Mayor Sanders stated that there have been points made tonight and there are still points to be addressed. He noted that they have agreed in principle to 15 years, and to have the Sub -Committee meet again to address the necessary changes to the agreement. Council Member Reed stated that he would like to meet in an executive session prior to the Sub -Committee meeting to ensure that they address all the concerns. Council Member Rowe made a comment that any changes there were made to the agreement after the Sub - Committee met was not acting in good faith. No action was taken on this item. 2. Consider and take appropriate action regarding the lease of offices in the Svore Municipal Building located at 100 Municipal Drive. No action was taken on this item. 3. Consider and take appropriate action regarding fire protection services for property that is outside of the TCMUD No.1 district and outside of the PID boundaries. Mayor Sanders commented that Council Member Shoffner found a 2008 Interlocal Cooperation Agreement between the two entities for Fire Protection Services. He asked if Town Staff was able to find where the TCMUD No. 1 took action to deal with an agreement that had all entities named. Town Attorney Adams stated that she and Town Staff have been researching the consolidation documents to see if that was addressed within them. Mayors Sanders stated that the 2008 Interlocal Agreement did clarify unincorporated areas, which references providing service to unincorporated areas. He advised that they will deal with this item another time. No action was taken on this item. 4. Receive an update from the Fire/EMS Joint Sub -Committee regarding Fire/EMS services; discussion of same. No action was taken on this item. Town Council Joint and Regular Minutes April 28, 2015 Page 5 of 128 S. Consider and take appropriate action regarding infrastructure assets being deeded over to the TCMUD No. 1. Mayor Sanders stated that there are five items regarding infrastructure assets that need to be deeded over to the TCMUD No. 1, and that Town Staff and TCMUD No. 1 Staff will continue to work on, which will be discussed on a future Town Council agenda. No action was taken on this item. Mayor Sanders adjourned the Joint Meeting at 6:53 p.m. CONVENE INTO REGULAR SESSION - START TIME — 7:00 P.M. Mayor Sanders announced the date of Tuesday, April 28, 2015, called the Regular Town Council to order and announced a quorum at 7:00 p.m. The Invocation was offered by Council Member Parrow. The Pledges were led by Council Member Shoffner. CITIZEN PRESENTATIONS This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. The Council is not permitted to take action on or discuss any presentations made to the Council at this time concerning an item not listed on the agenda. The Council will hear presentations on specific agenda items prior to the Council addressing those items. You may speak up to four (4) minutes or the time limit determined by the Mayor or presiding officer. To speak during this item you must complete the Speaker's form that includes the topic(s) of your statement. Topics of presentation should be limited to matters over which the Council has authority. There were no citizen presentations. CONSENT AGENDA All matters listed as Consent Agenda are considered to be routine by the Town Council and will be enacted by one motion. There will not be a separate discussion of these items. If discussion is desired, that item will be removed from the consent agenda and will be considered separately. 6. Consider and take appropriate action regarding the Minutes dated March 24, 2015. (Town Secretary Note: Approved as presented in the Town Council agenda packet) 7. Consider and take appropriate action regarding designating Assistant Town Manager/CFO Steven Glickman to serve as Acting Town Manager in compliance with Section 4.06 of the Trophy Club Town Charter. Attachment 8 —Acting Town Manager Designation Letter Motion made by Mayor Pro Tem Lamont, seconded by Council Member Shoffner, to approve the Consent Agenda Items 6 and 7. Motion passed unanimously. Town Council Joint and Regular Minutes April 28, 2015 Page 6 of 128 REGULAR SESSION 8. Recognition of the 2014 Citizen of the Year Nominees and announce the recipients; discussion of same. Mayor Sanders recognized each 2014 Citizen of the Year nominees: • Matt Tibbitts • Lizette Cortes • Mindi Bone Mayor Sanders announced Mindi Bone as the 2014 Citizen of the Year Award recipient, and presented her with a certificate and plaque. Additionally, he presented Matt Tibbitts and Lizette Cortes with a certificate. Mayor Sanders recognized each 2014 Youth Citizen of the Year nominees: • Samantha Ellis • Laura Miley • Brandon Michaelis Mayor Sanders announced Brandon Michaelis as the 2014 Youth Citizen of the Year recipient, and presented him with a certificate and plaque. Additionally, he presented Samantha Ellis and Laura Miley with a certificate. PIO/Marketing Manager Reiling stated that she will post a re -cap on the Town's website and send a press release to the newspaper. 9. Consider and take appropriate action regarding a Proclamation of the Town Council declaring May 7, 2015, as Day of Prayer in Trophy Club. Attachment C — Proclamation No. 2015-09 Council Member Parrow read the proclamation into the record. Motion: Motion made by Council Member Parrow, seconded by Council Member Rowe, to approve Proclamation No. 2015- 09, declaring May 7, 2015 as Day of Prayer in Trophy Club. Motion passed unanimously. Mayor Sanders presented Irma Thomas, NDP Task Force Coordinator, with the proclamation and stated that she has been a participant with this observance for over 23 years. Mrs. Thomas stated that the observance will be at the Trophy Club Clock Tower at noon on May 7, 2015, unless it rains, then it will be held at the Fellowship United Methodist Church. 10. Consider and take appropriate action regarding new Police and Town Hall Facility and receive presentation from GSBS Principal Tom Batenhorst; discussion of same. Attachment D — Police and Town Hall Facility Presentation Attachment E — Capital Budget Summary Mayor Sanders announced that the Council authorized an offer to be made on roughly 5.5 acres of land along Trophy Wood Drive, which is under contract and expected to close on the property on May 4, 2015. He stated that the Council is moving forward with possibilities of design and space for the facility. Town Council Joint and Regular Minutes April 28, 2015 Page 7 of 128 Tom Batenhorst, GSBS Principal, provided a presentation regarding the new Police Department and Town Hall facility, and potential budget estimates. The presentation included: an aerial photo of the property site; Site Plan for Phase 1; Site Plan for Phase 2; Cost Comparison for joint Police Department and Town Hall projects in the North Texas area that have been built within the last seven years, excluding Heber Town Hall and Police facility, which is in Salt Lake City, Utah; Space Allocation for the new Town Hall, Public Safety, and Common Public Spaces, based on a total square footage of 23,841; Space Allocation for the new Town Hall, Public Safety, and Common Public Spaces, based on a total square footage of 19,397, including the utilization of the Annex building; Capital Budget Summary based on a 23,841 square foot facility; Capital Budget Summary based on a 19,397 square foot facility, including the utilization of the Annex building; and Delivery Process Pros and Cons of Design, Bid, and Build versus Construction Manager at Risk. He provided a schedule of potential dates that need to be met in order to call a November Bond Election, and stated that he and Town Staff are looking for direction tonight. Additionally, he stated that the second handout that he passed out was a detailed summary of the Capital Budget for a new facility based on it being 23,841 square feet, and based on it being 19,397 while continuing to utilize the Annex building, which does not include it being a lead certified building. Council Member Reed inquired about the cost difference between the Heber example and the Towns proposed facility. Mr. Batenhorst stated that both are based on $276 per square foot but there are additional costs of furniture, information technology, etc. Council Member Reed asked if the proposed cost includes an EOC room. Mr. Batenhorst stated that he believes the Police training room will be the harden room, which will be able to withstand against a degree of wind and storm. He added that the Council needs to determine what level of hardness they would like the room to be. Council Member Reed asked about the cost for a hardened room that is about 800 square feet, which would include items such as a backup generator. Mr. Batenhorst stated that he would have to look into the cost. He added that the Police Department will have additional harden rooms which will include two holding cells, evidence room, and an armory room. He stated that the budget regarding the utilities needs to be discussed as well. Council Member Reed stated that he wants to respect the tax payer dollars, and he believes there is a threshold that appears excessive and he believes that threshold would be over $7 million. Discussion took place regarding verifying the requirement of a harden room for employee protection, including the estimated cost. Town Manager Seidel stated that a reason to have a harden room is so that the Town can still maintain operations in the event of a disaster. Mr. Batenhorst advised that the Geo -Tech Foundation study would be for the suspended slab, which helps ensure stability of the slab. Mayor Pro Tem Lamont inquired about suspended slabs. Mr. Batenhorst recommended that this type of facility be a 50 year building, which most municipal and school projects are. He stated that the suspended slab is elevated off the ground surface to allow the ground to expand and contract without impacting the slab and the slab is held with the piers that are drilled down to rock or other strata to allow for a stable slab. Town Council Joint and Regular Minutes April 28, 2015 Page 8 of 128 Council Member Kurtz asked if a budget of $6.9 million is attainable to build the facility of this size. Mr. Batenhorst stated that based on history of similar facilities in the area it is not going to be attainable for and approximately 24,000 square feet facility. Council Member Reed inquired about to process of removing the existing soil and shipping in new soil, similar to what is done in retail construction. Mr. Batenhorst stated that the modification he is speaking about can get the potential movement down to less than an inch. He explained that another option would be to dig out the entire site about 5 to 10 feet deep, put it back with eight inch lifts with water to get the right moisture content. The thought is that the clay will not dry out but he is not aware if that can be the case for a 50 year facility. For larger projects such as warehouses, there is a caterpillar that shots water down into the soil, which is not cost feasible for a smaller project. Another option would be to take out the soil and bring in good soil. He advised that they need to review a Geo -Tech report to be able to choose the best option. He added that one out of 10 projects that he would do, might not be a suspended slab for a Town Hall. Council Member Rowe commented that would support the option that offers a worst case scenario of movement of less than one inch. Mayor Sanders commented that he believes the funds spent up front to ensure that the foundation stays where it should, would be well spent for a 50 year facility. He explained that he does not want to under budget for the new facility, which will be on the ballet in November 2015, and noted that if not all the funds are not spent, then it could be repurposed. He stated that the Council will not know the true cost until some engineering is done and bids are received. He asked, assuming that the Council went with Construction Manager at Risk, who would be the project manager to be onsite every day. Mr. Batenhorst stated that either firm would provide daily onsite monitoring of the project. Mayor Pro Tem Lamont asked to pull out furnishings from the cost since it will not last for the life of the bond. Mr. Batenhorst stated that it can be pulled and noted that other items, such as information technology services, can be decided on how the Council wants to fund them. Council Member Reed asked that Town Staff look at how much CCPD will be able to contribute, and see what items can be pulled and covered by those funds. Town Manager Seidel commented that any time debt is issued, issuance cost is paid, which is a minimum of about $20,000. Mr. Batenhorst stated that he would like direction from the Council to be more confident with the layout of the building, the materials to construct the building, and the appearance of the building, in order to bring back to the Council for follow-ups. There was consensus from the Council to proceed with moving all employees out of the Annex facility and into the new facility. Council Member Parrow asked how soon Mr. Batenhorst could bring back an update to Council. Mr. Batenhorst stated that he should be able to come back in about a month with some ideas for additional input. He added that they will help the Council find the best way to get them the best value within reasonable terms of being a municipal facility, so that it will be something they are proud of, that it will weather tight, and will take normal commercial maintenance. Town Council Joint and Regular Minutes April 28, 2015 Page 9 of 128 Mayor Sanders asked Town Manager Seidel to explain how Mr. Batenhorst's fees for services provided are funded. Town Manager Seidel stated that he would have to verify but he believes the upper limit was approximately $320,000, which includes lead certification funds, and is paid through a 2012 tax note, with a remaining balance of $270,000. He stated that within a certain number of days prior to an election, a reimbursement resolution can be done for incurred cost and could be reimbursed. Mayor Sanders asked for an item to find out time wise for this in order to be a part of the Bond Election. Motion: Motion made by Mayor Sanders, seconded by Council Member Parrow, to continue the planning and designing of approximately a 23,841 square foot facility. Discussion took place that this vote was for the purpose of giving Mr. Batenhorst direction for design purposes in order to move forward. Revised Main Motion: Motion made by Mayor Sanders, seconded by Council Member Parrow, to revise his main motion to move forward with planning and design for the construction of a building that will accommodate all staff at one location, based on current designs and is roughly 24,000 square feet. Motion passed unanimously. Mayor Pro Tem Lamont brought up the possibility of reducing the amount of open space to save on construction cost. 11. Consider and take appropriate action regarding the acceptance of the Audit for the Town of Trophy Club, Fiscal Year 2013-2014. Attachment F —Audit Presentation John DeBurro, Senior Audit Manager with Weaver and Tidwell, LLP, provided the Audit presentation, which included: Engagement Team; Engagement Timeline; Audit Process; Auditor Results; Auditor Communications for the year ended September 30, 2014; Required Communications to those in Charge of Governance; Financial Highlights; and New Standards for Fiscal Year 2015. Additionally, he thanked the Town Council and Town Staff for making this a successful audit. Mayor Sanders thanked Mr. DeBurro and Town Staff for their work on the audit and making this a successful audit. Council Member Shoffner asked if it was typical to not having deficiencies. Mr. DeBurro stated that it is more typical than not, and commended Assistant Town Manager/CFO Glickman for doing an excellent job. Council Member Shoffner commented that last year was the first year not to have a significant amount of deficiencies and stated that it is good that this trend is continuing. Town Manger Seidel stated that an unmodified or clean opinion is the highest level the Town can receive. He added that Town Staff works hard to ensure that there are no major or minor deficiencies, and that they are constantly looking at ways to improve efficiencies. He recognized Strategic Services Coordinator John Zagurski, Chief Financial Analyst April Ezell, and Finance Consultant Eddie Peacock for their assistance during the process and for doing an outstanding job. Town Council Joint and Regular Minutes April 28, 2015 Page 10 of 128 Motion: Motion made by Council Member Rowe, seconded by Council Member Reed, to accept the Audit for the Town of Trophy Club, Fiscal Year 2013-2014. Motion passed unanimously. 12. Consider and take appropriate action regarding options provided by the Town Staff for general signage on poles and painted on road beds regulating traffic within and around the Round -About previously discussed at the Town Council meeting on February 24, 2015. Attachment G — Round -About Presentation Town Manager Seidel stated that this item is based on feedback from the February 24, 2015, Town Council meeting. He recognized Project Manager Ed Helton, Development Services Manager Pat Cooke, Police Chief Patrick Arata, and Town Engineer Tom Rutledge for their review of options. RECESSED AT 8:55 P.M. FOR A BREAK RECONVENED AT 8:59 P.M. INTO REGULAR SESSION Town Engineer Tom Rutledge stated that he and Town Staff have met and discussed the round -about signage. He provided a presentation that included round -about aerial photos, current signage, street views, and possible modified signage. He stated that the signage in question, are the 11 pedestrian crossing signs as you enter the throat of the round -about. He added that if Council determined to take the signs down, it would be consistent with what is allowed and recommended within the Texas Manual on Uniform Traffic Control Devices (TMUTCD). Main Motion: Motion made by Council Member Rowe, seconded by Council Member Kurtz, to accept the proposed changes at the round -about for eliminating signage. Council Member Kurtz inquired about the double lines to be able to ticket drivers. Police Chief Arata stated that is something they are still reviewing but the amount of lane that would be limited by the double line would be very short, approximately 15 feet, which would not serve a purpose for what they had discussed. Town Engineer Rutledge stated it would almost be like solving one issue but creating another because it hinders the vehicles that need to make the right turn. He stated that the desire is to have the traffic in the round -about to have full right of away. Discussion took place that the brick cross-over may not be recognized as a crosswalk. Council Member Shoff ner commented that it would be helpful to have a solid white line on either side of the brick to designate the area as a crosswalk. Mayor Sanders stated that he was not in favor of removing the crosswalk ahead signs on the northern portion of Trophy Club Drive or the one on the southern portion of Trophy Club Drive. Council Member Reed asked if the speed limit in the round -about is consistent with the 20 mph signs that are posted. Police Chief Arata stated that the speed limit is 30 mph. Discussion took place regarding other crosswalk ahead signs on Trophy Lake Drive. Town Council Joint and Regular Minutes April 28, 2015 Page 11 of 128 Amended Motion: Amended motion made by Mayor Sanders, seconded by Mayor Pro Tem Lamont, to keep the sign on Trophy Club Drive, at the median on the south bound Trophy Club Drive before the round -about, as well as the one Trophy Club Drive going north bound before the round -about. Council Member Rowe commented that he believed the end result from the February 24, 2015, Council meeting discussion was to include removing the 20 mph signs. Amendment to Amended Motion: Amendment to the Amended Motion made by Council Member Shoffner, seconded by Council Member Rowe, to include the painting of white stripes on either side of the two brick crosswalks on Trophy Club Drive. Motion passed unanimously. The vote was taken for the Amended Motion. Motion passed unanimously. Council Member Parrow commented that a suggestion was made during the February 24, 2015 was cobble stoning the yield lane from Trophy Club to Trophy Lake to have drivers slow down and yield. Amendment to the Amended Main Motion: Amendment to the Amended Main Motion made by Council Member Parrow to do some physical change to the yield sign area going from Trophy Club Drive to Trophy Lake Drive to enhance the physical recognition of the yield sign. Motion failed for lack of a second. Amendment to the Amended Main Motion: Amendment to the Amended Main Motion made by Council Member Rowe, seconded by Council Member Kurtz, to include removal of the 20 mph signage. Mayor Sanders stated that he would not vote in favor of the motion because it adds some value to warn drivers to slow down. The vote was taken for the Amendment to the Amended Main Motion. Motion carried 6-1-0 with Mayor Pro Tem Lamont, and Council Members Parrow, Reed, Rowe, Kurtz, and Shoffner voting for, and Mayor Sanders voting against. Bill Rose, 219 Inverness, stated that the area Council Member Parrow is speaking about, where the yield is at, there is a dotted line that goes around the round -about. He stated that Southlake has a similar arrangement but they don't have dash lines. He recommended possibly removing the dash lines because a driver has a sense of ownership with that dash line, but without it, the driver might be more inclined to yield. Town Engineer Rutledge stated that the dash lines are there to keep the drivers aware that there are two lanes. Amendment to the Amended Main Motion: Amendment to the Amended Main Motion made by Council Member Reed, seconded by Mayor Pro Tem Lamont, to make a solid line out of the three dash lines and eliminate the fourth dash line. Town Engineer Rutledge stated that the purpose of the dotted line was for drivers in the right lane to turn right and be able to designate that lane. Revised Amendment to the Amendment Motion: Amendment to the Amended Motion made by Council Member Reed, seconded by Mayor Pro Tem Lamont, to remove his original amendment and changed the motion to the removal of the dash lines in the round -about on Trophy Club Drive heading south bound as the drivers approach Trophy Lake Drive. Town Council Joint and Regular Minutes April 28, 2015 Page 12 of 128 Council Member Reed explained that he believes drivers feel, as they approach the yield, that they have their own lane and they do not yield, so if there is only one lane then they have to yield. Police Chief Arata commented that the dash line is a neutral area for either driver, and if the dash line is eliminated then the person yielding now has no protection. The vote was taken for the Amendment to the Amended Main Motion. Motion failed for lack of majority 2-5-0 with Council Members Parrow and Reed voting for, and Mayor Sanders, Mayor Pro Tem Lamont, and Council Members Rowe, Kurtz, and Shoffner voting against. The vote was taken for the Main Motion as Amended, which was to remove the extra cross walk signs in the round -about area; keeping the two crosswalk ahead signs on Trophy Club Drive, at the median on the south bound Trophy Club Drive before the round -about, as well as the one Trophy Club Drive going north bound before the round -about; painting of white stripes on either side of the two brick crosswalks on Trophy Club Drive; and removal of the 20 mph signage. Motion passed unanimously. Mayor Pro Tem Lamont thanked Council Member Parrow for his work on this item. Laura Vandal, 1 Meadowbrook Lane, stated that her children go to Lakeview Elementary and she takes the round- about to take them to school. She thanked Police Chief Arata for his quick response to placing an officer at the round -about, and Council Member Parrow for his response back to her. She stated that she feels the main issue is Roanoke commuters, but since having the parked officer there, she feels that the round -about is extremely better. She feels that having police presence for awhile will make a difference. 13. Consider and take appropriate action regarding an Ordinance of the Town amending Article I, "Animals" of Chapter 2, "Animal Control' of the Code of Ordinances of the Town, by amending Section 1.01, "Definitions" and by repealing Section 1.16, "Livestock, Wild or Prohibited Animals" and by adopting a new Section 1.16 prohibiting the keeping or harboring of Fowl within the Town; providing a penalty; and providing an effective date. Mayor Sanders stated that the Animal Shelter Advisory Board tried to get together and meet this last week but they did not get to accomplish everything they set out to accomplish. He advised that Susan Edstrom contacted him and stated that Animal Shelter Advisory Board was not finished and was not ready to make a recommendation to Council, and requested the Council to table the item. He stated that the item did allow for Council discussion of fowl, and that Ms. Edstrom also advised that approximately 30 families do have chickens at their homes. Motion: Motion made by Council Member Reed, seconded by Council Member Rowe, to table this item until the Animal Shelter Advisory Board is ready to make a recommendation. Council Member Shoffner commented that Council had tasked this to the Animal Shelter Advisory Board at the end of last year, and now that they have met Council should give them the opportunity to bring it back to Council for a recommendation. The vote was taken. Motion passed unanimously. 14. Consider and take appropriate action regarding the Mid -Year Financial Report for Fiscal Year 2015. Attachment H — FY 2015 Mid -Year Financial Report Town Council Joint and Regular Minutes April 28, 2015 Page 13 of 128 Assistant Town Manager/CFO Glickman provided the Mid -Year Financial Report for Fiscal Year 2015, which is the report containing summary information regarding the financial status of the Town's funds through March 31, 2015. The Town remains in excellent financial condition as exhibited by higher than anticipated general fund revenues in multiple areas coupled with lower than anticipated general fund expenditures. Motion: Motion made by Mayor Pro Tem Lamont, seconded by Council Member Parrow, to approve the Mid -Year Financial Report for Fiscal Year 2015. Council Member Shoffner stated that he noticed some items have gone above their budgeted amount, and asked if they look at the department or each line item. Assistant Town Manager/CFO Glickman stated that if a department spends more in one line item and less in another, it more or less then equals out. Town Manager Seidel advised that during the budget process, they meet with the department heads and address any line items that goes over or under budget, but noted that there are occasions where a situation comes up during the year that was not predicted. The vote was taken. Motion passed unanimously. 15. Consider and take appropriate action regarding Verizon cellular infrastructure and a potential lease between the Town and Verizon. Town Manager Seidel stated that Town Staff is looking for direction from Council to see if they would like to pursue one or both of the lease opportunities between the Town and Verizon. Discussion took place regarding the possibility of areas, such as a sports facility, to place the cellular infrastructure; having something similar to the flag pole at the golf course; discussion with the Mormon Church about a utility easement; and if a road were built to have it where grass can grow on it to make it less noticeable. Town Manager Seidel stated that probably the biggest concern, regarding the park lease, is having an 8 foot path of concrete, since the Independence East area is a premier location. Motion: Motion made by Council Member Reed, seconded by Council Member Parrow, to not approve the lease at Independence East, by the baseball field. Mayor Sanders stated that he does not believe that is the best location for the cellular infrastructure. Council Member Rowe stated that he would be interested in knowing what exactly it would look like and know the impact on service for citizens who use Verizon. He stated that some residents may be upset with the aesthetics, but that they also may not realize where others are already located within the Town. Mayor Sanders explained that just because there is a tower at that location, does not ensure improved cellular reception. Mayor Pro Tem Lamont asked how tall the pole was at the Country Club was. Town Manager Seidel stated that he does not know the answer but can look into that. Town Council Joint and Regular Minutes April 28, 2015 Page 14 of 128 Discussion took place about the possibility of Verizon approaching Byron Nelson High School or to NISD for a location on their facilities, which would come before the Council for approval. Council Member Parrow commented that there is debate about the effect of microwave transmissions, and does not want to expose their residents to an increased health risk. The vote was taken. Motion carried 6-1-0 with Mayor Sanders, Mayor Pro Tem Lamont, and Council Members Parrow, Reed, Kurtz, and Shoffner voting for, and Council Member Rowe voting against. Motion: Motion made by Council Member Rowe, seconded by Council Member Reed, to instruct the Town Manager to proceed with allowing a cell tower along the Oncor right-of-way on one of the towers, along Highway 114, close to the Plaza Shopping Center, east of old Beck Park. Town Manager Seidel stated that Oncor will place this antenna on their existing tower. The vote was taken. Motion passed unanimously. Motion: Motion made by Mayor Sanders, seconded by Mayor Pro Tem Lamont, to instruct the Town Manager to discuss with Verizon and continue the investigation with NISD to secure the triangle piece of land along Bobcat Boulevard and Marshal Creek Road for monumentation and for potential site for a cell tower. Town Manager Seidel provided an update regarding Town Staff discussion with Mehran Aghili about Medlin Middle School and NISD about the triangle piece of property. The vote was taken. Motion failed for lack of majority 3-4-0 with Mayor Sanders, Mayor Pro Tem Lamont, and Council Member Rowe voting for, and Council Members Parrow, Reed, Kurtz, and Shoffner voting against. 16. Town Council Liaison Updates; discussion of same: *Parks and Recreation Board, April 20, 2015 Council Liaison - Council Member Philip Shoffner Provided update, no action taken, just discussion. 17. Town Manager Seidel's update regarding the following; Council discussion and provide input regarding same. • Dog Park Survey • Back to Nature Day/Spring Family Camp Out • ATM/CFO Duties Town Manager Seidel updated the Council and addressed questions; no action taken, update only. 18. Items for Future Agendas to include discussion of Agenda Items for consideration on the upcoming Regular Session Council Agenda for May 12, 2015 meeting and discussion of Future Agenda Items. This item allows Council to request the placement of items on upcoming agendas when the topic of discussion requires research and review that cannot be accomplished in the time frame between regular Council meetings. However, a Council Member may request that an item be placed on the next regularly scheduled meeting without Town Council Joint and Regular Minutes April 28, 2015 Page 15 of 128 first placing that item on the Future Agenda Items list. All requests for agenda items must comply with Charter requirements. Mayor Sanders noted that he had asked to combine these two items into one item because no one was discussing them at the early part of the meeting during workshops. He requested that an item be added to the Town Council Future Agenda Items list for discussion and action related to town garage/special/estate/moving sales, etc., and an item for be added for review of ordinance to allow golf carts, not including special vehicles. Mayor Pro Tem Lamont asked if the signage item, on the upcoming May 26, 2015 meeting, is regarding the slip roads. Mayor Sanders stated that the item is regarding directional signage possibly on Trophy Club Drive to direct you to the high school and middle school and park, as well as marketing signs similar to Southlake that he presented on February 10, 2015. Council Member Shoffner asked to remove Item No. 7 to consider and take appropriate action regarding forming a committee of residents to create a site/action plan for Trophy Club Park. Council Member Reed requested that an item be added to the Town Council Future Agenda Items list for discussion of and take appropriate action regarding changing the speed limit in the round -about from 20 to 30 miles, and to add an item for an update only regarding the Holiday Inn and to have the owner and general contractor present in order to inform the citizens of their status. Town Manager Seidel stated that they met with the owner today and Holiday Inn may come in for a request to change their Site Plan. He stated that he would keep them updated on this item. Council Member Rowe requested that an item be added to the Town Council Future Agenda Items list for discussion of and take appropriate action regarding the Town involvement with the kickball organization for scheduling and establishing a body to represent the kickball players. EXECUTIVE SESSION 19. Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Council will convene into executive session to discuss the following: A. Section 551.074(a)(1), Personnel Matter. To discuss or deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee: Town Attorney, Patricia Adams B. Section 551.072, Deliberation about Real Property. To deliberate the purchase, exchange, lease, or value of real property where deliberation in an open meeting would have a detrimental effect on the position of the governmental body in negotiations with a third person: Potential sites for the location of a new Police and Town Hall Facility, Annex Building, and Potential Lease of Property CONVENE INTO EXECUTIVE SESSION - START TIME —10:30 P.M. RECONVENE INTO REGULAR SESSION - START TIME —12:17 A.M. Town Council Joint and Regular Minutes April 28, 2015 Page 16 of 128 RECONVENE INTO REGULAR SESSION 20. Consider and take appropriate action regarding the Executive Session. Agenda Item No. 19 (13): Motion made by Council Member Rowe, seconded by Mayor Pro Tem Lamont, to authorize Town Manager Seidel to execute all necessary documents in relation to the land purchase for the future Town Hall and Police facility. Motion passed unanimously. Agenda Item No. 19 (A): Motion made by Mayor Pro Tem Lamont, seconded by Council Member Rowe, to approve a three percent merit increase to Town Attorney Adams effective immediately. Motion passed unanimously. ADJOURN Motion made by Council Member Kurtz, seconded by Council Member Rowe, to adjourn. Motion carried unanimously. Meeting adjourned at 12:18p.m. 0 �±�Q UN1 Holly Fimbre , Town Secretary/RMC) Town of Trophy Club, Texas C. Nick Sanders, Mayor Town of Trophy Club, Texas Town Council Joint and Regular Minutes April 28, 2015 Page 17 of 128 ATTACHMENT A Unsigned Lease Agreement for Municipal Building Annex Town Council Joint and Regular Minutes April 28, 2015 Page 18 of 128 DRAFT LEASE AGREEMENT FOR MUNICIPAL BUILDING ANNEX Basic Information Date: , 2015 Landlord: TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 ("District"), a political subdivision of the State of Texas created and operating pursuant to Section 59, Article XVI, of the Texas Constitution, and Chapters 54 and 49 of the Texas Water Code Landlord's Address: Attn: General Manager 100 Municipal Drive Trophy Club, TX 76262 Tenant: TOWN OF TROPHY CLUB, TEXAS ("Town"), a Texas home rule municipal corporation Tenant's Address: Attn: Town Manager 100 Municipal Drive Trophy Club, TX 76262 Premises: The real property described on Exhibit "A", which is attached to and made a part hereof for all purposes, including all of the building and permanent improvements located thereon, containing 4,630 square feet, more or less, constructed by Tenant in 2005, as an annex at the west end of the Landlord's previously existing Svore Municipal Building. The leased premises is commonly referred to by the parties and others as the "Municipal Building Annex." The Premises is located at: 100 Municipal Drive Trophy Club, TX 76262 The Premises includes parking for Town employees and visitors without limitation until a Town Hall building is completed. Upon completion of the Town Hall, the Premises will include 23 allocated parking spots in the location shown on the map or diagram attached to this lease as Exhibit "B", which includes parking spots located along the front (north side) of the building assigned for visitor parking only during business hours. The parking spots allocated in this agreement are designated LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 1 April 23, 2015 Town Council Joint and Regular Minutes April 28, 2015 Page 19 of 128 pursuant to the conditions that exist at 100 Municipal Drive as of the date of this agreement. The parties acknowledge that the amount of allocated parking spots may change at the District's sole discretion in the event the parking lot is reduced due to expansion of District facilities. Term (years): Ten (10) Years, with an option to extend as provided in this Lease Commencement Date: October 1, 2015 [or as otherwise agreed] Termination Date: September 30, 2025 [or as otherwise agreed] Landlord reserves the right to terminate this lease earlier than the stated Termination Date if the Premises is determined by the Landlord's board of directors to be needed for the Landlord's own business purposes. Landlord shall give written notice to Tenant at least one year (365 days) prior to the effective date of the termination. The lease will then terminate upon the effective date stated in the notice. Base Rent (monthly): $1.00 per year for the Premises, plus associated costs as provided in this Lease including legal costs of preparing this Lease as provided in Paragraph D.18 of this Lease. Tenant's Pro Rata Share: One Hundred Percent (100%) of the described Premises Security Deposit: None Permitted Use: Office, storage, community meeting room (but not to include an animal control shelter) Insurance: Tenant agrees to maintain property insurance upon the building, other permanent improvements, landscaping around the building, and the leasehold improvements in the Premises in an amount equal to the full replacement cost, plus insurance coverage for removal of debris. Tenant shall be responsible for the deductible amount payable in respect of such insurance. Tenant also agrees to maintain commercial general liability insurance, including contractual liability insurance coverage, covering Tenant's operations within the Premises, with combined single limits of not less than $2,000,000 per occurrence for bodily injury or property damage, naming Landlord as additional insured. Tenant also agrees to maintain worker's compensation insurance in the amount not less than $500,000, with a waiver of subrogation in favor of Landlord. Tenant's Rebuilding Obligations: If the Premises are damaged by fire or other elements, Tenant will be responsible for fully repairing or rebuilding the Premises and improvements at Tenant's expense or with the proceeds of its property insurance, including all structural elements of the building, partitions, walls, ceiling systems, wiring, light fixtures, floors, finishes, wall LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 2 April 23, 2015 Town Council Joint and Regular Minutes April 28, 2015 Page 20 of 128 coverings, floor coverings, signs, doors, hardware, windows, window coverings, plumbing, heating, ventilating, and air-conditioning equipment, and other improvements in the Premises, and landscaping around the building. Building will be reconstructed in the same configuration as existed prior to becoming damaged or destroyed unless prior written approval of the Landlord is received to allow for a different configuration. A. Definitions A.1. "Agent" means agents, contractors, employees, licensees, and, to the extent under the control of the principal, invitees. A.2. "Essential Services" means utility connections reasonably necessary for occupancy of the Premises for the Permitted Use. A.3. "Injury" means (1) harm to or impairment or loss of property or its use, (2) harm to or death of a person, or (3) "personal and advertising injury" as defined in the form of liability insurance Tenant is required to maintain. A.4. "Rent" means Base Rent plus any other amounts of money payable by Tenant to Landlord. Clauses and Covenants B. Tenant's Obligations B.1. Tenant agrees to - B.I.a. Lease the Premises for the entire Term beginning on the Commencement Date and ending on the Termination Date. B.1. b. Accept the Premises in their present condition "AS IS," the Premises being currently suitable for the Permitted Use. B.I.c. Obey (a) all laws relating to Tenant's use, maintenance of the condition, and occupancy of the Premises and Tenant's use of any common areas and (b) any requirements imposed by utility companies serving or insurance companies covering the Premises. B.I.d. Pay annually, in advance, on the first day of the lease year, the Base Rent to Landlord at Landlord's Address. B.I.e. Pay a late charge of 5 percent of any Rent not received by Landlord by the tenth day after it is due. B. Lf. Obtain and pay for all utility services used by Tenant and not provided by LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 3 April 23, 2015 Town Council Joint and Regular Minutes April 28, 2015 Page 21 of 128 Landlord. To the fullest extent practical, the utility services for Tenant shall be separated from the utility services to Landlord, and the utility service companies shall send invoices directly to Tenant. Any cost to separate the utilities and establish direct billing to Tenant shall be paid by Tenant. If is not practical to separate one or more utility services, then the utility service billed to Landlord will be paid by Landlord and allocated between the parties in a reasonable manner, and Tenant agrees to pay Tenant's Pro Rata Share of any utility services provided by Landlord. B.I.g. Allow Landlord to enter the Premises to perform Landlord's obligations, inspect the Premises, and show the Premises to prospective purchasers or tenants. B.I.h. Repair, replace, and maintain all parts of the Premises, normal wear excepted. Landlord is not obligated to repair, replace, or maintain any part of the Premises. B.1. i. Allow Landlord to file a financing statement perfecting the security interest created by this lease. B.1 j. Vacate the Premises on the last day of the Term. B.I.k. INDEMNIFY, DEFEND, AND HOLD LANDLORD, AND ITS AGENTS, HARMLESS FROM ANY INJURY (AND ANY RESULTING OR RELATED CLAIM, ACTION, LOSS, LIABILITY, OR REASONABLE EXPENSE, INCLUDING ATTORNEY'S FEES AND OTHER FEES AND COURT AND OTHER COSTS) OCCURRING IN ANY PORTION OF THE PREMISES. THE INDEMNITY CONTAINED IN THIS PARAGRAPH (i) IS INDEPENDENT OF TENANT'S INSURANCE, (ii) WILL NOT BE LIMITED BY COMPARATIVE NEGLIGENCE STATUTES OR DAMAGES PAID UNDER THE WORKERS' COMPENSATION ACT OR SIMILAR EMPLOYEE BENEFIT ACTS, (iii) WILL SURVIVE THE END OF THE TERM, AND (iv) WILL APPLY EVEN IF AN INJURY IS CAUSED IN WHOLE OR IN PART BY THE ORDINARY NEGLIGENCE OR STRICT LIABILITY OF LANDLORD BUT WILL NOT APPLY TO THE EXTENT AN INJURY IS CAUSED BY THE GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OF LANDLORD OR ITS AGENTS. B.2. Tenant agrees not to - B.2.a. Use the Premises for any purpose other than the Permitted Use. B.2. b. Create a nuisance. B.2.c. Permit any waste. B.2.d. Use the Premises in any way that would increase insurance premiums or void insurance on the Premises. B.2.e. Alter the Premises. B.2.f. Allow a lien to be placed on the Premises. LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 4 April 23, 2015 Town Council Joint and Regular Minutes April 28, 2015 Page 22 of 128 B.2.g. Assign this lease or sublease any portion of the Premises without Landlord's written consent. C. Landlord's Obligations C.1. Landlord agrees to - C -La. Lease to Tenant the Premises for the entire Term beginning on the Commencement Date and ending on the Termination Date. C.I.b. Obey all laws relating to Landlord's ownership of the Premises. Cl.c. Provide the Essential Services, but all charges for installing or separating utility service connections or from use charges relating to the Premises shall be paid by Tenant. C. Ld. [Provision for return of Security Deposit is intentionally deleted since there is no Security Deposit by Tenant under this Lease.] C.2. Landlord agrees not to - C.2.a. Interfere with Tenant's possession of the Premises as long as Tenant is not in default. D. General Provisions Landlord and Tenant agree to the following: D.1. Alterations. Any physical additions or improvements desired by Tenant must be submitted in writing to Landlord and must be approved in writing by Landlord. Any physical additions or improvements to the Premises made by Tenant will become the property of Landlord. Landlord may require that Tenant, at the end of the Term and at Tenant's expense, remove any physical additions and improvements, repair any alterations, and restore the Premises to the condition existing at the Commencement Date, normal wear excepted. D.2. Janitorial Services. The parties agree to cooperate with each other to negotiate with a single janitorial service to clean the Premises occupied by Tenant and the building occupied by Landlord, but in the absence of a joint agreement between the parties each parry shall be responsible for its own janitorial services at its own cost. D.3. Landscape Fees Tenant agrees that its employees will provide care for the landscaping around the Premises of the Municipal Building Annex and around the Svore Municipal Building. The parties agree to cooperate with each other to make any decisions required relating to the landscape care for the Premises occupied by Tenant and the remainder of Landlord's property at the Svore Municipal Building, but in the absence of a joint decision between the parties each parry shall be responsible for its own landscape care decisions. LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 5 April 23, 2015 Town Council Joint and Regular Minutes April 28, 2015 Page 23 of 128 D.4. Abatement. Tenant's covenant to pay Rent and Landlord's covenants are independent. Except as otherwise provided, Tenant will not be entitled to abate Rent for any reason. D.5. Insurance. Tenant will maintain the insurance coverages described in the Insurance paragraph on page 2 of this lease. D. 6. Release of Claims/Subrogation. LANDLORD AND TENANT RELEASE EACH OTHER AND LIENHOLDER, AND THEIR RESPECTIVE AGENTS, FROM ALL CLAIMS OR LIABILITIES FOR DAMAGE TO THE PREMISES, DAMAGE TO OR LOSS OF PERSONAL PROPERTY WITHIN THE PREMISES, AND LOSS OF BUSINESS OR REVENUES THAT ARE COVERED BY THE RELEASING PARTY'S PROPERTY INSURANCE OR THAT WOULD HAVE BEEN COVERED BY THE REQUIRED INSURANCE IF THE PARTY FAILS TO MAINTAIN THE PROPERTY COVERAGES REQUIRED BY THIS LEASE. THE PARTY INCURRING THE DAMAGE OR LOSS WILL BE RESPONSIBLE FOR ANY DEDUCTIBLE OR SELF-INSURED RETENTION UNDER ITS PROPERTY INSURANCE. LANDLORD AND TENANT WILL NOTIFY THE ISSUING PROPERTY INSURANCE COMPANIES OF THE RELEASE SET FORTH IN THIS PARAGRAPH AND WILL HAVE THE PROPERTY INSURANCE POLICIES ENDORSED, IF NECESSARY, TO PREVENT INVALIDATION OF COVERAGE. THIS RELEASE WILL NOT APPLY IF IT INVALIDATES THE PROPERTY INSURANCE COVERAGE OF THE RELEASING PARTY. THE RELEASE IN THIS PARAGRAPH WILL APPLY EVEN IF THE DAMAGE OR LOSS IS CAUSED IN WHOLE OR IN PART BY THE ORDINARY NEGLIGENCE OR STRICT LIABILITY OF THE RELEASED PARTY OR ITS AGENTS BUT WILL NOT APPLY TO THE EXTENT THE DAMAGE OR LOSS IS CAUSED BY THE GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OF THE RELEASED PARTY OR ITS AGENTS. D. 7. Casualty/Total or Partial Destruction D. 7. a. If the Premises are damaged by casualty and can be restored within ninety days, Tenant will, at its expense, restore the roof, foundation, and structural soundness of the exterior walls of the Premises, landscaping, and any leasehold improvements within the Premises to substantially the same condition that existed before the casualty and Tenant also will, at its expense, be responsible for replacing any of its damaged furniture, fixtures, and personal property and performing Tenant's Rebuilding Obligations. D. 7.b. If Tenant cannot complete the portion of the restoration for which Tenant is responsible within ninety days, Landlord has an option to restore the Premises. If Landlord chooses not to restore, this lease will terminate. If Landlord chooses to restore, Landlord will notify Tenant in writing of the estimated time to restore and give Tenant an option to terminate this lease by notifying Landlord in writing within ten days from receipt of Landlord's estimate. If Tenant does not notify Landlord timely of Tenant's election to terminate this lease, the lease will continue and Landlord will restore the Premises. LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 6 April 23, 2015 Town Council Joint and Regular Minutes April 28, 2015 Page 24 of 128 D. 7. c. To the extent the Premises are untenantable after the casualty, the Rent will be adjusted as may be fair and reasonable. D. 8. Condemnation/Substantial or Partial Taking D.8.a. If the Premises cannot be used for the purposes contemplated by this lease because of condemnation or purchase in lieu of condemnation, this lease will terminate. D.8.b. If there is a condemnation or purchase in lieu of condemnation and this lease is not terminated, Tenant will, at Tenant's expense, restore the Premises, and the Rent payable during the unexpired portion of the Term will be adjusted as may be fair and reasonable. D.8.c. Tenant will have no claim to the condemnation award or proceeds in lieu of condemnation. D.9. Uniform Commercial Code. Tenant grants Landlord a security interest in Tenant's personal property now or subsequently located on the Premises. This lease is a security agreement under the Uniform Commercial Code. Landlord may file financing statements or continuation statements to perfect or continue the perfection of the security interest. D.10. Default by Landlord/Events. Defaults by Landlord are failing to comply with any provision of this lease within thirty days after written notice and failing to provide Essential Services to Tenant within ten days after written notice. D. 11. Default by Landlord/Tenant's Remedies. Tenant's remedies for Landlord's default are to sue for damages and, if Landlord does not provide an Essential Service for thirty days after default, terminate this lease. D. 12. Default by Tenant/Events. Defaults by Tenant are (a) failing to pay timely Rent, (b) abandoning or vacating a substantial portion of the Premises, and (c) failing to comply within ten days after written notice with any provision of this lease other than the defaults set forth in (a) and (b). D. 13. Default by Tenant/Landlord's Remedies. Landlord's remedies for Tenant's default are to (a) enter and take possession of the Premises, after which Landlord may relet the Premises and receive the rent directly by reason of the reletting, and Tenant agrees to reimburse Landlord for any expenditures made in order to relet; (b) enter the Premises and perform Tenant's obligations; and (c) terminate this lease by written notice and sue for damages. Landlord may enter and take possession of the Premises by self-help, by picking or changing locks if necessary, and may lock out Tenant or any other person who may be occupying the Premises, until the default is cured, without being liable for damages. D. 14. Default/Waiver/Mitigation. It is not a waiver of default if the nondefaulting party fails to declare immediately a default or delays in taking any action. Pursuit of any remedies set forth in this lease does not preclude pursuit of other remedies in this lease or provided by applicable law. Landlord and Tenant have a duty to mitigate damages. LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 7 April 23, 2015 Town Council Joint and Regular Minutes April 28, 2015 Page 25 of 128 D.15. Security Deposit. [Provision relating to use of Security Deposit to pay Tenant's rent or other obligations is intentionally deleted since there is no Security Deposit under this Lease.] D.16. Holdover. If Tenant does not vacate the Premises following termination of this lease, Tenant will become a tenant at will and must vacate the Premises on receipt of notice from Landlord. No holding over by Tenant, whether with or without the consent of Landlord, will extend the Term. D.17. Alternative Dispute Resolution. Landlord and Tenant agree to mediate in good faith before filing a suit for damages. D. 18. Attorney's Fees. If either party retains an attorney to enforce this lease, the party prevailing in litigation is entitled to recover reasonable attorney's fees and other fees and court and other costs. In addition, the legal costs of preparing this lease shall be paid by Tenant. D. 19. Venue. Exclusive venue is in Denton County, Texas, in which the Premises are located. D.20. Entire Agreement. This lease, its exhibits, addenda and riders, are the entire agreement of the parties concerning the lease of the Premises by Landlord to Tenant. There are no representations, warranties, agreements, or promises pertaining to the Premises or the lease of the Premises by Landlord to Tenant, and Tenant is not relying on any statements or representations of any agent of Landlord, that are not in this lease and any exhibits, addenda, and riders. D.21. Amendment of Lease. This lease may be amended only by an instrument in writing signed by Landlord and Tenant. D.22. Limitation of Warranties. THERE ARE NO IMPLIED WARRANTIES OF MERCHANTABILITY, OF FITNESS FOR A PARTICULAR PURPOSE, OR OF ANY OTHER KIND ARISING OUT OF THIS LEASE, AND THERE ARE NO WARRANTIES THAT EXTEND BEYOND THOSE EXPRESSLY STATED IN THIS LEASE. D.23. Notices. Any notice required or permitted under this lease must be in writing. Any notice required by this lease will be deemed to be delivered (whether actually received or not) when deposited with the United States Postal Service, postage prepaid, certified mail, return receipt requested, and addressed to the intended recipient at the address shown in this lease. Notice may also be given by regular mail, personal delivery, courier delivery, facsimile transmission, electronic message, or other commercially reasonable means and will be effective when actually received. Any address for notice may be changed by written notice delivered as provided herein. D.24. Abandoned Property. Landlord may retain, destroy, or dispose of any property left on the Premises at the end of the Term. LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 8 April 23, 2015 Town Council Joint and Regular Minutes April 28, 2015 Page 26 of 128 D.25. Subordination. Landlord subordinates its security interest and liens to purchase - money security interests in Tenant's personal property located on the Premises, but Landlord's ownership interest in the land and permanent improvements shall not be subordinated to any security interest of a third party against Tenant. D.26. Advertisement of Premises. During the last six months of the Term, Landlord may place a sign on the Premises advertising the Premises for rent or sale. D.27. Extension Option. Landlord grants Tenant an option to extend the Term for one additional five year period beginning on the day immediately following the expiration of the original Term and continuing to the date five years after the end of the original Term (the "Additional Term"). Tenant's rights under this option terminate if (1) the lease or Tenant's right to possession of the Premises is terminated, (2) Tenant assigns its interest in the lease or sublets any portion of the Premises, (3) Tenant fails to timely exercise the option, or (4) default exists by Tenant at the time Tenant seeks to exercise the option. During the Additional Term the lease will continue as written, except that there shall be no further extension option at the end of the Additional Term. An option to extend for the Additional Term must be exercised by written notice delivered to Landlord at least one year and not more than eighteen months before the Termination Date. D.28. Asbestos. Buildings or structures located on the Premises may contain asbestos - containing material or presumed asbestos -containing material as defined by OSHA regulations. Tenant has inspected the Premises and conducted such tests and inspections as Tenant deems necessary or desirable. Tenant will provide Landlord with copies of all such test results and inspections. Tenant will comply with all rules and regulations relating to asbestos in performing any maintenance, housekeeping, construction, renovation, or remodeling of the Premises, and Tenant will bear all costs related to removal and disposal of asbestos from the Premises. E. Additional Provisions Landlord and Tenant agree to the following: E.1. Interlocal Agreement. This Lease is entered into by the parties as an interlocal agreement pursuant to the Interlocal Cooperation Act, Texas Government Code, Chapter 791, et seq., as amended (the "Act"), which provides authority for governmental entities of the State of Texas to enter into interlocal agreements with each other regarding governmental functions and services as set forth in the Act. Both the Landlord and Tenant are governmental entities entrusted with the expenditure of public funds and both are interested in efficiently and effectively managing public assets. E.2. Effective Date. This Lease shall become effective upon approval by each of the respective governing bodies of the parties and upon execution by their respective authorized representatives, provided that the identical version of this Lease between the parties is approved by each of the respective governing bodies of those entities and executed by their respective authorized representatives. LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 9 April 23, 2015 Town Council Joint and Regular Minutes April 28, 2015 Page 27 of 128 E.3. Public Purpose. Pursuant to Section 272.005 of the Texas Local Government Code, each party to this Lease has determined and hereby declares: (a) this Lease is to promote a public purpose of that party by providing office space and other community -related purpose space for the performance of services and opportunities for gathering for the benefit of the residents, property owners, businesses, customers, taxpayers, and voters of either party, and (b) that the terms of this Lease promote and maintain the public purpose of such party. E.4. Tenant's Use of Premises in Svore Municipal Building. At the time this Lease is prepared and executed, Tenant is occupying several offices in the Svore Municipal Building and is periodically using the board room in the Svore Municipal Building for its Town Council meetings, for elections, and other municipal purposes, when the board room is not being used for a previously scheduled purpose of Landlord. Tenant agrees to end its occupancy of all space in the Svore Municipal Building no later than thirty (30) days following substantial completion of Tenant's construction of a new Town Hall, unless a separate Lease Agreement is negotiated and approved by both Landlord and Tenant at that time. In addition, Landlord may require Tenant to move out of Tenant's occupied offices in the Svore Municipal Building at any time upon at least ninety (90) days prior written notice to Tenant in the event that Landlord requires use of such offices for its own purposes. E. 5. Landlord's Use of Premises in Annex Building. As part of the consideration for this Lease of the Municipal Building Annex to Tenant, Landlord reserves the right to use the conference and meetings rooms in the Municipal Building Annex for meetings and other purposes of the Landlord when such rooms are not being used for a previously scheduled purpose of Tenant. LANDLORD TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. I James Moss, President Board of Directors TENANT TOWN OF TROPHY CLUB, TEXAS Nick Sanders, Mayor LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 10 April 23, 2015 Town Council Joint and Regular Minutes April 28, 2015 Page 28 of 128 Exhibit "A" Legal Description of Leased Property [to be obtained from surveyor] LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 11 Apii123, 2015 Town Council Joint and Regular Minutes April 28, 2015 Page 29 of 128 Exhibit `B" Site Plan of Premises and Parking Area [to be prepared] LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 12 Apii123, 2015 Town Council Joint and Regular Minutes April 28, 2015 Page 30 of 128 ATTACHMENT B Acting Town Manager Designation Letter Town Council Joint and Regular Minutes April 28, 2015 Page 31 of 128 T(c..TOWN OF ± TROPHY CLUB 100 Municipal Drive .Trophy Club, Texas 76262 April 22, 2015 Holly Fimbres Town Secretary Town of Trophy Club 100 Municipal Drive Trophy Club, Texas 76262 Re: Acting Town Manager Designation Dear Ms. Fimbres: Please allow this letter to serve as official notice that I wish to designate Steven Glickman, Assistant Town Manager/CFO to serve as Acting Town Manager in compliance with Section 4.06 of the Trophy Club Town Charter in the event I am incapacitated or unavailable. The Acting Town Manager shall perform all administrative duties normally reserved for the Town Manager during a period of absence or disability. This designation will remain in full force until a time in which another is designated. Thank you for your consideration in this matter. Stephen Seidel Town Manager Town of Trophy Club Town Council Joint and Regular Minutes April 28, 2015 Page 32 of 128 ATTACHMENT C Proclamation No. 2015-09 Town Council Joint and Regular Minutes April 28, 2015 Page 33 of 128 TOWN OF TROPHY CLUB, TEXAS PROCLAMATION NO. 2015-09 A PROCLAMATION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, TO RECOGNIZE MAY 7, 2015 AS THE DAY OF PRAYER IN TROPHY CLUB; RECOGNIZING THAT 2015 IS THE 64th CONSECUTIVE ANNUAL OBSERVANCE OF THE NATIONAL DAY OF PRAYER; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the 64th observance of the National Day of Prayer will be held on Thursday, May 7, 2015, with the theme "Lord, Hear Our Cry" as inspired by 1 Kings 8:28 which says, "Hear the cry and the prayer that your servant is praying in your presence this day"; and WHEREAS, public prayer and national days of prayer have a long and significant history in American tradition dating back to the first call to prayer in 1775 when the Continental Congress asked the colonies to pray for wisdom in forming a nation; and WHEREAS, in 1952 the Congress of the United States by a joint resolution enacted legislation setting aside an annual day of prayer for the nation, and in 1988 this law was amended permanently setting the day as the first Thursday of every May; and WHEREAS, the National Day of Prayer enables us to recall and teach the way in which our forefathers sought the wisdom of God when faced with critical decisions, thus reaffirming the spiritual principles upon which this nation was founded; and WHEREAS, in these trying and challenging times, when the world is so unsettled and when many of our brave citizens and members of the military are far from home, making great sacrifices and defending freedom for those abroad and those here at home, we humbly ask God for their protection and pray for peace throughout the world; and WHEREAS, on this day leaders and citizens across our nation and state will join in united prayer to acknowledge our dependence on God, to give Him thanks for blessings received, to request healing for wounds endured, and to seek His grace, guidance, strength and protection upon us as a people and a nation. NOW, THEREFORE, I Nick Sanders, in conjunction with the Town Council of the Town of Trophy Club, Texas by the Power vested in me as Mayor of Trophy Club, hereby proclaim Thursday, May 7, 2015, as a DAY OF PRAYER in Trophy Club to coincide with the NATIONAL DAY OF PRAYER and that this proclamation shall take effect from and after its date of passage, in accordance with law; and it is so proclaimed. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas this 28th y of riL.�015. C. Nick Sanders, Mayor Holly Fi br s, Town Secretary Town of Trophy Club, Texas Town of Trophy Club, Texas Town Council Joint and Regular Minutes April 28, 2015 Page 34 of 128 ATTACHMENT D Police and Town Hall Facility Presentation Town Council Joint and Regular Minutes April 28, 2015 Page 35 of 128 a I r LL N U) N N LL r-, LL LL G) U) U) M � � O Ln 00 00 d� N M O M C U X N to U +, _U N � � � N N Q O Q O Q O > � O N — E+� U U ro O O O C: U a a O (n N u O O O O 00 a a U a 0 C N .Q Q N N N LL a a O Ln 00 N N O U Q U to U to U +, _U > > > Q O Q O Q O > � 3AIHG DNIX 'M'i iSV3 . 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SITE WORK, PAVEMENT, SIDEWALKS AND LANDSCAPING 1a. UPCHARGE FOR SLOPED SITE 2. NEW CONSTRUCTION COST: TOWN HALL & PD 235 2.a Suspended slab $15/SF 3. PROFESSIONAL SERVICES, TESTING, SURVEYS, PRE -CON 4. PERMITS & FEES 0.0010 5. FURNISHINGS 6. SPECIAL EQUIPMENT -AV 7. UTILITY IMPROVEMENTS 8. INFORMATION TECHNOLOGY SERVICES 9. MOVING EXPENSES 10. OWNER'S CONTINGENCY $500,000 $100,000 $5,502,635 $357,615 $849,184 $5,603 $262,251 $23,841 $0 $71,523 $10,000 $178,808 TOTAL PROJECT BUDGET: $333.94 $7,961,459 1, SITE WORK a. Site Work is included in 2.a $0 $0 2. LAND ACQUISITION a. TBD $0 $0 $0 3. PROFESSIONAL SERVICES (blue is prime AE) (red is others) a. CONCEPT DESIGN 50 b. ARCHITECT/ ENGINEER SERVICES 8% of constluctlon 8% $524,820 c. CIVIL ENGINEERING- on site only, $20,000 per acre 3 $ 20,000 $60.000 d. EXTERIOR BUILDING DESIGN CONSULTANT $ 1.00 /sf $23,841 e. INDEPENDENT COST ESTIMATING 0.5% $28,013 I. INCREASE MEETINGS AND CA $25,000 g. LANDSCAPING CONSULTANT -$10k per acre 3 S 10,000 $30,000 h. COMMUNICATION CONSULTANT $0 I, LEED DESIGN 1% $0 I. OWNER'S REPRESENTATIVE $0 k. FURNITURE DESIGN 10% $26,225' I. GRAPHIC CONSULTANT (included in 3.b) $0 m. ENVIRONMENTAL STUDY $0 n. ROOF CONSULTANT $ 1.00 fsf $23,641 o. CONSTRUCTION MANAGER PRE -CONSTRUCTION SERVICES $7,500 p. SITE SURVEY w/ TOPOGRAPHY $7,500 q. ARCHEOLOGICAL SURVEY $1,500 r. GEOTECHNICAL SURVEY& SOIL INVESTIGATION $5,000 s. CONSTRUCTION MATERIALS INSPECTION & TESTING 25.51(sf x $1.50/sf $ 1.50 fsf $35,762 I. INDEPENDENT HVAC AIR TEST &BALANCE $ 2.00 fsf 47,682 u, LEED COMMISSIONING $ 1.00 fsf $0 y. DOCUMENT REPRODUCTION $2,500 $849,184 4. PERMITS & FEES a. TEXAS ACCESSIBILITY PLAN REVIEW AND INSPECTION FEES 0.1% $2,801 b. CITY PERMIT FEES $0 $2,801 5. FURNISHINGS a. FURNITURE 511.00 fsf $262,251 $262,251 6. SPECIAL EQUIPMENT a. AUDIOVISUAL 5 1.00 /sf $23,841 $23,841 7. UTILITY IMPROVEMENTS $0 8. INFORMATION TECHNOLOGY SERVICES a, I.T. CABLING, FIBER OPTICS, SYSTEMS TIE-INS $ 2.00 /sf $47,662 b. BUILDING SYSTEM & EQUIPMENT c. TELEPHONES $ 1.00 /sf $23,841 $71,523 9. OCCUPANCY EXPENSES a. MOVING COST $10,000 $10,000 10. OWNER'S CONTINGENCY 3% $178,808 Town Council Joint and Regular Minutes April 28, 2015 Page 48 of 128 TROPHY CLUB GSBS Budget 4.28.15 19,397 @ $235/ SF & annex at 3,475 @ $50/SF Capital Budget Summary- 19,397 Sf @ $240/SF & Annex Renovation 1. SITE WORK, PAVEMENT, SIDEWALKS AND LANDSCAPING 1a. UPCHARGE FOR SLOPED SITE 2. NEW CONSTRUCTION COST: TOWN HALL & PD 240 2.a Suspended slab $151 SF 2b. Annex Renovation 50 3. PROFESSIONAL SERVICES, TESTING, SURVEYS, PRE -CON 4. PERMITS & FEES 0.0010 5. FURNISHINGS 6. SPECIAL EQUIPMENT -AV 7. UTILITY IMPROVEMENTS 8. INFORMATION TECHNOLOGY SERVICES 9. MOVING EXPENSES 10. OWNER'S CONTINGENCY 3475 $400,000 $100,000 $4,655,260 $291,147 $173,750 $739,911 $4,655 $213,367 $19,397 $0 $58,191 $10,000 $148,393 TOTAL PROJECT BUDGET: $359.30 $6,814,091 1. SITE WORN a. Site Work is included in 2.a $0 $0 2. LAND ACQUISITION a. TBD $0 $0 $0 3. PROFESSIONAL SERVICES (blue is prime AE) (red Is others) a. CONCEPT DESIGN $0 In. ARCHITECT/ ENGINEER SERVICES 8% of construction 8% $449,614 c. CIVIL ENGINEERING -on site only, $20,000 persons 3 $ 20,000 560.000 d. EXTERIOR BUILDING DESIGN CONSULTANT $ 1.00 /sf $19,397 e. INDEPENDENT COST ESTIMATING 0.5% $23,276 f. INCREASE MEETINGS AND CA $25,000 g. LANDSCAPING CONSULTANT-$1Okparaore 3 $ 10,000 $30,000 h, COMMUNICATION CONSULTANT $0 L LEED DESIGN 1% $0 I. OWNER'S REPRESENTATIVE $o k. FURNITURE DESIGN 10% $21,337 I. GRAPHIC CONSULTANT (included in 3.b) $0 m. ENVIRONMENTAL STUDY $0 n. ROOF CONSULTANT $ 1.00 /sf $19,397 o. CONSTRUCTION MANAGER PRE -CONSTRUCTION SERVICES $7,500 P. SITE SURVEY w/ TOPOGRAPHY $7,500 q. ARCHEOLOGICAL SURVEY $1,500 r. GEOTECHNICAL SURVEY& SOIL INVESTIGATION $5,000 s, CONSTRUCTION MATERIALS INSPECTION & TESTING 25.5Ksf x $1.501sf $ 1.50 /sf $29,096 L INDEPENDENT HVAC AIR TEST & BALANCE $ 2.00 fsf 5 33,794 u. LEED COMMISSIONING $ 1.00 /sf $0 v. DOCUMENT REPRODUCTION $2,500 $739,911 4. PERMITS & FEES a. TEXAS ACCESSIBILITY PLAN REVIEW AND INSPECTION FEES 0.1% $2,328 b. CITY PERMIT FEES $0 $2,328 5. FURNISHINGS e. FURNITURE $ 11.00 /sf $2131367 $213,367 6. SPECIAL EQUIPMENT a. AUDIOVISUAL S 1.00 /cf $19,397 $19,397 7. UTILITY IMPROVEMENTS $0 B. INFORMATION TECHNOLOGY SERVICES a. I.T. CABLING, FIBER OPTICS, SYSTEMS TIE-INS S 2.00 /sf $38,794 o BUILDING SYSTEM & EQUIPMENT c. TELEPHONES 5 1.00 /sf $19,397 $68,191 S. OCCUPANCY EXPENSES a. MOVING COST $10,000 $10,000 10. OWNER'S CONTINGENCY 3% $148,393 Town Council Joint and Regular Minutes April 28, 2015 Page 49 of 128 ATTACHMENT F Audit Presentation Town Council Joint and Regular Minutes April 28, 2015 Page 50 of 128 L =0 U C S O I Q Q AR i c 0 U D 70 O n V) V) a� U O OL El 0 D V) (1) 70 D El 0 n 0 0 M O N 0 0) of 0 0 U c 0 0 F-- Li e T�� 00 N O co Ln (D O) W N M, 0 (N C N .Q Q 0) of O C 7 O U c 0 0 H U ,,W^^ v /I Q W C V uAkk16M 0� N �-C m� CL U 3� L� O 0) of O C 7 O U c 0 0 H 4 s 4 C 3 0 A u I C i 0 N C N Q Q U) 0) of 0 C 7 0 U c 0 0 H rl J 0 0 Q mg N N .Q Q N C 7 0) N of C C O O C 7 O U c 0 0 H O N 3 N 3 E t � LCL C V) O CY) L • /1 N H � O a co •y > �CL O CY) AR U O O Q Q O E O Ow AR m M, N C N Q Q C- O U } O U � Q O } O � � O � U � O N O O } 7�7 � U } U 7 U - � O U p 0 0 N o U U U o Q U O O O O O Q m U O m M, N C N Q Q AR 0) of O C 7 O U c 0 0 H 0 Ln > .�.0 E O LO O O � O U � •� O � O N > O O OU LE O O O 0) of O C 7 O U c 0 0 H Ll L7 Z o C N .Q Q N 7 C 7 0) N ry O . c O O O E c O O Q O O D Q aD aD DL O O O D Ln O O Q Q) E Q) O CD C- 4— Q) — a) U O O U U Q O E O O . 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N 0,00}� '0��•� 0cn OND"''O }0E0 O}Z 0 o -C 0 00 O N 0) - 0'n�� UO �0•�� 00 N.�00 00 }� q)E ' c0�0 �} O�---c U �� j0� 0 -con -G O U< aN U O O cn�-0 i, uu 0 6.4 in 3 N 00 N 0) n 7 N ry Q 0 CL H L4Fj 00 i t 9 a 00 0 co 00 0) M, 0 N C N .Q Q E O U N O N Q � m O OD a� Cr Q 00 L o 0 o N (1) O r -I MM$ cn —) CT L4Fj 00 i t 9 a 00 0 co 00 0) M, 0 N C N .Q Q ATTACHMENT G Round -About Presentation Town Council Joint and Regular Minutes April 28, 2015 Page 84 of 128 U a D m V x a O W Q J x a O MI 0 Z Ir Tr Z 3 O Ln 0 N ka 00 C4 re CL Q 00 N 0 LO 00 0) M, N C N .Q Q ME H c L CL 00 N 0 00 0) m M, 0 N C N .Q Q 414 414 AF 41 T YPIV, tl , 6 -1 � M1 1. ro)EpD u Dr. - got L'L A dw, I 414 m a � y fR „_ C � J J=c Cl Q YL O 0 Z CD 0 cu -o MNKK ca E w m co c@ v� 2 E0 �+ ca? 00 N 0 00 a) 0) T 0 N C N .Q Q 40 40 0 0)H / • 1 00 N 0 0 0) M, 0 N C N .Q Q 414 414 0 00 N 0 N N 0) m M, 0 N C N .Q Q 414 414 � � .!� � .|max . ! ■ � j t co \ _ G N � 414 �K Q 00 N O V O) N O) 1 T O N C N .Q Q 414 414 LM-... � i m, f 00 N 0 LO 0) M, 0 N C N .Q Q 414 414 00 N 0 N M, 0 N C N .Q Q 414 414 y G i06 'a m a> a u 00 N 0 N M, 0 N C N .Q Q 414 414 00 N 0 00 0) M, 0 N C N .Q Q 414 414 y�rG a ;ia� t s s • }"OM1 y�rG a ;ia� 00, 1k A! ki 87 a 0 0)N 00 N 0 N O N M, O N C N .Q Q 414 414 0 ruw dW 4 ` w�rryy •-1 �' , f 1 'aa gnlydoal Com' a. :,. s to) 06 c �- m AW- r.-, Id. -i z ATTACHMENT H FY 2015 Mid -Year Financial Report Town Council Joint and Regular Minutes April 28, 2015 Page 107 of 128 Kom*-� TOWN OF TROPHY CLUB FY14-15 Mid Year Rnanclal Report' rl;A41 1"I"I TOWN OF * TROPHY CLUB (c 100 Municipal Drive -Trophy Club, Texas 76262 Dear Town Council, At the midpoint of the Town of Trophy Club's Fiscal Year, Town Management presents the Fiscal Year 2015 Mid -Year Financial report. The report contains summary information regarding the financial status of the Town's funds. Through March 31St, the Town has received 77% of the budgeted revenues in the General Fund, while expenditures total only 44% of the budgeted amount. Property Tax revenue has been 98% received through March. Revenues for sales tax and licenses and permits are largely in-line with their respective budgets. Annual electric and gas franchise fees are received in May and comprise 70% of the budgeted revenues for franchise fees. Fines and fees are only at 38% of budgeted revenues; this is primarily due to recreational fees which do not start generating revenue until the summer months. Recreational related fees represent 48% of budgeted Fines and Fees revenues. Charges for Service are at 78% of the budgeted amount due to NISD prefunding the Town's Student Resource Officers and PID reimbursements. Expenditures are largely in-line with the budget with the exception of Facilities Maintenance and the Manager's office. Facility Maintenance has consumed 72% of the budgeted amount through March due to prepayment of annual property insurance that comprised 50% of the department's total budget. The Manager's Office has consumed 59% of the budgeted amount through March due to personnel related expenditures and changes; these expenditures are offset by increased revenue and savings in other areas. The financial data contained in this report is not final or audited, and is subject to change as the fiscal year progresses. The Town staff will continue to be exercise discipline in the utilization of tax dollars while deliver the best service possible. As always our organization will continue to make Trophy Club "a great place to call home!" Sincerely, Steven Glickman Assistant Town Manager/CFO April 22, 2015 Cc: Stephen Seidel Town Council Joint and Regular Minutes April 28, 2015 Page 109 of 128 GENERAL FUND SUMMARY YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Other Sources Original RevisedBudget Year to Date Variance % Received Budget Transfers In $ 11,000 $ 11,000 $ 5,500 (5,500) 50% Total Available Resources $ 8,498,348 $ 8,599,488 $ 6,620,862 $ (1,978,626) 77% Original Revenues RevisedBudget Year to Date Variance % Received Budget Property Tax $ 5,166,466 $ 5,166,466 $ 5,071,981 $ (94,485) 98% Licenses and Permits 710,631 710,631 361,131 (349,500) 51% Franchise Fees 812,506 812,506 204,788 (607,718) 25% Sales Tax 676,323 698,133 373,028 (325,105) 53% Fines and Fees 466,101 571,101 214,853 (356,248) 38% Intergovernmental 192,901 127,231 71,152 (56,079) 56% Grants 77,018 77,018 38,297 (38,721) 50% Charges for Service 260,852 300,852 233,491 (67,361) 78% Investment Income 6,000 6,000 2,416 (3,584) 40% Miscellaneous Income 118,550 118,550 44,224 (74,326) 37% Total Revenues $ 8,487,348 $ 8,588,488 $ 6,615,362 $ (1,973,126) 77% Other Sources Original RevisedBudget Year to Date Variance % Received Budget Transfers In $ 11,000 $ 11,000 $ 5,500 (5,500) 50% Total Available Resources $ 8,498,348 $ 8,599,488 $ 6,620,862 $ (1,978,626) 77% Other Uses Original RevisedBudget Year to Date Variance % Used Budget Transfers Out $ (385,000) $ (385,000) $ - $ 385,000 0% Total Outflows of Resources $ 8,642,593 $ 8,743,733 $ 3,690,773 $ 5,052,960 42% Town Council Joint and Regular Minutes April 28, 2015 Page 110 of 128 Original Expenditures RevisedBudget Year to Date Variance % Used Budget Manager's Office $ 899,938 $ 1,051,078 $ 615,351 $ 435,727 59% Human Resources 92,495 90,495 33,143 57,352 37% Information Services 423,312 512,312 265,492 246,820 52% Legal 193,389 188,389 79,835 108,554 42% Police 2,110,098 2,005,098 931,251 1,073,847 46% Emergency Medical Services 1,016,722 1,002,722 389,699 613,023 39% Streets 411,677 456,677 161,263 295,414 35% Medians 299,310 291,310 132,956 158,354 46% Parks 1,043,416 1,025,916 420,380 605,536 41% Recreation 550,039 546,539 124,054 422,485 23% Community Events 60,201 60,201 18,442 41,759 31% Community Development 572,921 562,921 231,110 331,811 41% Finance 387,097 369,097 171,366 197,731 46% Municipal Court 85,936 84,936 36,063 48,873 42% Facilities Maintenance 111,042 111,042 80,369 30,673 72% Total Expenditures $ 8,257,593 $ 8,358,733 $ 3,690,773 $ 4,667,960 44% Other Uses Original RevisedBudget Year to Date Variance % Used Budget Transfers Out $ (385,000) $ (385,000) $ - $ 385,000 0% Total Outflows of Resources $ 8,642,593 $ 8,743,733 $ 3,690,773 $ 5,052,960 42% Town Council Joint and Regular Minutes April 28, 2015 Page 110 of 128 $200,000 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 Gross Sales Tax Receipts OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP From FY 2014 Audited Financial Statements Based on FY 2014 Audit Numbers FY 2014 FY 2015 The large sales tax spike for February is due to a delinquent payment Town Council Joint and Regular Minutes April 28, 2015 Page 111 of 128 Original Revised Fund balance Budget Revised Budget Year to Date Reserve Fund balance Budget Budget Beginning fund balance $ 2,960,660 $ 2,851,702 $ 3,045,021 + Net increase (Decrease) (144,245) (144,245) 2,930,089 Ending Fund Balance $ 2,816,415 $ 2,707,457 $ 5,975,110 $200,000 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 Gross Sales Tax Receipts OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP From FY 2014 Audited Financial Statements Based on FY 2014 Audit Numbers FY 2014 FY 2015 The large sales tax spike for February is due to a delinquent payment Town Council Joint and Regular Minutes April 28, 2015 Page 111 of 128 Original Fund balance Detail Budget Revised Budget Year to Date Reserve Fund balance (30% of Total Expenditures) $ 2,477,278 $ 2,507,620 $ 1,107,232 Assigned Fund Balance 228,138 228,138 228,138 Unassigned Fund Balance in Excess (Deficit) of 30% 202,839 172,497 4,639,740 Total Fund balance $ 2,908,255 $ 2,908,255 $ 5,975,110 $200,000 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 Gross Sales Tax Receipts OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP From FY 2014 Audited Financial Statements Based on FY 2014 Audit Numbers FY 2014 FY 2015 The large sales tax spike for February is due to a delinquent payment Town Council Joint and Regular Minutes April 28, 2015 Page 111 of 128 Departmental Budget Reports YEAR TO DATE MARCH I Percent of Budget Year Transpired 50% Town Council Joint and Regular Minutes April 28, 2015 Page 112 of 128 Manager's Office General Fund Summary Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 6,027,651 1,954,139 275,803 $ 6,013,791 2,014,139 330,803 $ 2,824,571 842,090 24,112 $ 3,189,220 1,172,049 306,691 47% 42% 7% Total $ 8,257,593 $ 8,358,733 $ 3,690,773 $ 4,667,960 44% Town Council Joint and Regular Minutes April 28, 2015 Page 112 of 128 Manager's Office Information Services Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 757,082 Services & Supplies 142,856 $ 921,722 $ 565,946 $ 129,356 49,405 355,776 79,951 61% 38% Total $ 899,938 $ 1,051,078 $ 615,351 $ 435,727 59% Personnel expenditures are higher than anticipated due to turnover and changes in the Manager's Office. Town Council Joint and Regular Minutes April 28, 2015 Page 112 of 128 Legal Information Services Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 162,446 Services & Supplies 30,943 $ 157,446 30,943 $ 75,769 4,066 $ 81,677 26,877 48% 13% Total $ 193,389 $ 188,389 $ 79,835 $ 108,554 42% Town Council Joint and Regular Minutes April 28, 2015 Page 112 of 128 Human Resources Information Services Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 87,655 Services & Supplies 4,840 $ 85,655 $ 32,410 $ 4,840 732 53,245 4,108 38% 15% Total $ 92,495 $ 90,495 $ 33,143 $ 57,352 37% Town Council Joint and Regular Minutes April 28, 2015 Page 112 of 128 Information Services Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 191,325 200,374 31,613 $ 186,825 $ 88,537 293,874 176,955 31,613 - $ 98,288 116,919 31,613 47% 60% 0% Total $ 423,312 $ 512,312 $ 265,492 $ 246,820 52% Services & Supplies are higher than anticipated due to the purchase of a hosted exchange and the MUD buyout. Town Council Joint and Regular Minutes April 28, 2015 Page 112 of 128 Departmental Budget Reports YEAR TO DATE MARCH IPercent of Budget Year Transpired 50% Town Council Joint and Regular Minutes April 28, 2015 Page 113 of 128 Police EMS Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 1,868,734 Services & Supplies 241,364 $ 1,773,734 $ 231,364 833,282 97,969 $ 940,452 133,395 47% 42% Total $ 2,110,098 $ 2,005,098 $ 931,251 $ 1,073,847 46% Town Council Joint and Regular Minutes April 28, 2015 Page 113 of 128 Medians EMS Category Original Budget Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 764,304 73,058 179,360 $ 750,304 73,058 179,360 $ 353,787 $ 35,912 - 396,517 37,146 179,360 47% 49% 0% Total $ 1,016,722 $ 1,002,722 $ 389,699 $ 613,023 39% Town Council Joint and Regular Minutes April 28, 2015 Page 113 of 128 Medians Streets Category Original Budget Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 222,195 189,482 - $ 212,195 $ 189,482 55,000 93,416 67,847 - $ 118,779 121,635 55,000 44% 36% 0% Total $ 411,677 $ 456,677 $ 161,263 $ 295,414 35% Town Council Joint and Regular Minutes April 28, 2015 Page 113 of 128 Medians Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 151,083 Services & Supplies 148,227 $ 148,083 $ 143,227 67,849 $ 65,107 80,234 78,120 46% 45% Total $ 299,310 $ 291,310 $ 132,956 $ 158,354 46% Town Council Joint and Regular Minutes April 28, 2015 Page 113 of 128 Municipal Court Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 75,397 Services & Supplies 10,539 $ 74,397 $ 33,117 10,539 2,946 $ 41,280 7,593 45% 28% Total $ 85,936 $ 84,936 $ 36,063 $ 48,873 42% Town Council Joint and Regular Minutes April 28, 2015 Page 113 of 128 Departmental Budget Reports YEAR TO DATE MARCH I Percent of Budget Year Transpired 50% Facilities Maintenance Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 111,042 $ 111,042 $ 80,369 $ 30,673 72% Total $ 111,042 $ 111,042 $ 80,369 $ 30,673 72% The Town's annual property insurance premiums were paid for in full under Facilities Maintenance in order to take advantage of an early payment discount. (This expenditure represents 50% of the department's budget, and the actual cost was $923 less than the budgeted amount.) Town Council Joint and Regular Minutes April 28, 2015 Page 114 of 128 Finance Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 266,946 Services & Supplies 120,151 $ 248,946 $ 120,151 111,362 60,005 $ 137,584 60,146 45% 50% Total $ 387,097 $ 369,097 $ 171,366 $ 197,731 46% Facilities Maintenance Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 111,042 $ 111,042 $ 80,369 $ 30,673 72% Total $ 111,042 $ 111,042 $ 80,369 $ 30,673 72% The Town's annual property insurance premiums were paid for in full under Facilities Maintenance in order to take advantage of an early payment discount. (This expenditure represents 50% of the department's budget, and the actual cost was $923 less than the budgeted amount.) Town Council Joint and Regular Minutes April 28, 2015 Page 114 of 128 Community Development Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 429,897 Services & Supplies 143,024 $ 419,897 $ 195,238 $ 143,024 35,872 224,659 107,152 46% 25% Total $ 572,921 $ 562,921 $ 231,110 $ 331,811 41% Facilities Maintenance Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 111,042 $ 111,042 $ 80,369 $ 30,673 72% Total $ 111,042 $ 111,042 $ 80,369 $ 30,673 72% The Town's annual property insurance premiums were paid for in full under Facilities Maintenance in order to take advantage of an early payment discount. (This expenditure represents 50% of the department's budget, and the actual cost was $923 less than the budgeted amount.) Town Council Joint and Regular Minutes April 28, 2015 Page 114 of 128 Departmental Budget Reports YEAR TO DATE MARCH I Percent of Budget Year Transpired 50% Community Events Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 60,201 $ 60,201 $ 18,442 $ 41,759 31% Total $ 60,201 $ 60,201 $ 18,442 $ 41,759 31% Town Council Joint and Regular Minutes April 28, 2015 Page 115 of 128 Recreation Parks Category Original Budget Revised Budget Year to Date Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 657,422 321,164 64,830 $ 644,922 $ 316,164 64,830 283,771 $ 112,497 24,112 361,151 203,667 40,718 44% 36% 37% Total $ 1,043,416 $ 1,025,916 $ 420,380 $ 605,536 41% Community Events Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 60,201 $ 60,201 $ 18,442 $ 41,759 31% Total $ 60,201 $ 60,201 $ 18,442 $ 41,759 31% Town Council Joint and Regular Minutes April 28, 2015 Page 115 of 128 Recreation Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 393,165 Services & Supplies 156,874 $ 389,665 $ 90,088 $ 156,874 33,966 299,577 122,908 23% 22% Total $ 550,039 $ 546,539 $ 124,054 $ 422,485 23% Community Events Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 60,201 $ 60,201 $ 18,442 $ 41,759 31% Total $ 60,201 $ 60,201 $ 18,442 $ 41,759 31% Town Council Joint and Regular Minutes April 28, 2015 Page 115 of 128 CAPITAL PROJECTS FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Other Sources Budet Bud et Year to Date Variance % Received g g Transfer In $ 385,000 $ 385,000 $ - $ - 0% Total $ 385,000 $ 385,000 $ - $ - NA Expenditures Original Revised Year to Date Variance % Used Budget Budget Capital Outlay 4,627,524 4,627,524 869,170 3,758,355 19% Total $ 4,627,524 $ 4,627,524 $ 869,170 $ 3,758,355 19% Original Revised Revised Fund Balance g Budget Revenues Beginning Fund Balance $ 4,275,854 Year to Date $ 4,505,273 Variance % Received (4,042,024) gud g et (804,864) Budget g From FY 2014 Audited Ending Fund Balance $ 233,830 $ 233,830 Contributions $ 200,000 $ 200,000 $ 63,367 $ 136,633 32% Interest Income $ 500 $ 500 $ 939 $ (439) 188% Total $ 200,500 $ 200,500 $ 64,306 $ 136,194 32% Original Revised Other Sources Budet Bud et Year to Date Variance % Received g g Transfer In $ 385,000 $ 385,000 $ - $ - 0% Total $ 385,000 $ 385,000 $ - $ - NA Expenditures Original Revised Year to Date Variance % Used Budget Budget Capital Outlay 4,627,524 4,627,524 869,170 3,758,355 19% Total $ 4,627,524 $ 4,627,524 $ 869,170 $ 3,758,355 19% Town Council Joint and Regular Minutes April 28, 2015 Page 116 of 128 OrigBudget Revised Fund Balance g Budget to Date Beginning Fund Balance $ 4,275,854 $ 4,275,854 $ 4,505,273 +Net Increase (Decrease) (4,042,024) (4,042,024) (804,864) From FY 2014 Audited Ending Fund Balance $ 233,830 $ 233,830 $ 3,700,409 1 Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 116 of 128 DEBT SERVICE FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Other Sources Bud et Bud et Year to Date Variance % Received g g Transfers In $ 127,350 $ 127,350 $ 18,200 $ 109,150 14% Total $ 127,350 $ 127,350 $ 18,200 $ 109,150 14% Expenditures Original Revised Year to Date Variance % Used Revenues $ 1,088,000 $ 1,088,000 Year to Date Variance % Received Interest Payments Bud g et Budget g 245,996 235,916 51% Property Tax $ 1,498,303 $ 1,498,303 $ 1,468,050 $ (30,253) 98% Interest Income 250 250 145 (105) 58% Total Revenue $ 1,498,553 $ 1,498,553 $ 1,468,195 $ (30,358) 98% Original Revised Other Sources Bud et Bud et Year to Date Variance % Received g g Transfers In $ 127,350 $ 127,350 $ 18,200 $ 109,150 14% Total $ 127,350 $ 127,350 $ 18,200 $ 109,150 14% Expenditures Original Budget Revised Budget Year to Date Variance % Used Principal Payments $ 1,088,000 $ 1,088,000 $ 470,000 $ 618,000 43% Interest Payments 481,912 481,912 245,996 235,916 51% Paying Agent Fees 3,750 3,750 750 3,000 20% Total Expenditures $ 1,573,662 $ 1,573,662 $ 716,746 $ 856,916 46% From FY 2014 Audited Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 117 of 128 Original Revised Fund Balance Year to Date Budget g Beginning Fund Balance $ 122,222 $ 122,222 $ 118,092 +Net Increase (Decrease) 52,241 52,241 769,649 Ending Fund Balance $ 174,463 $ 174,463 $ 887,741 From FY 2014 Audited Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 117 of 128 CRIME CONTROL PREVENTION DISTRICT YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Revised Revenue Expenditures to Date Variance % Received Budget BudgetYear $ 92,246 Budget Sales Tax $ 147,272 $ 147,272 $ 83,674 $ (63,598) 57% Interest Income - - 46 46 NA Total Revenue $ 147,272 $ 147,272 $ 83,720 $ (63,552) 57% Original Revised Other Uses BudgetYear to Date Variance % Used Budget Transfer to Debt Service $ 75,000 $ 75,000 $ - $ 75,000 NA Total Other Uses $ 75,000 $ 75,000 $ - $ 75,000 NA Original Revised Fund Balance Expenditures Budget g Year to Date Year to Date Variance % Used $ 92,246 Budget Budget (11,192) (71,692) Services & Supplies $ 36,285 $ 36,285 $ 4,546 $ 31,739 13% Capital Expenses 47,179 107,679 36,466 71,213 34% Total Expenditure $ 83,464 $ 143,964 $ 41,012 $ 102,952 28% Capital Expenses: The Police department purchased a 2015 Chevrolet Tahoe & Police graphics for the vehicle Original Revised Other Uses BudgetYear to Date Variance % Used Budget Transfer to Debt Service $ 75,000 $ 75,000 $ - $ 75,000 NA Total Other Uses $ 75,000 $ 75,000 $ - $ 75,000 NA From FY 2014 Audited Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 118 of 128 Original Revised Fund Balance Budget g Budget g Year to Date Beginning Fund Balance $ 92,246 $ 92,246 $ 93,746 +Net Increase (Decrease) (11,192) (71,692) 42,708 Ending Fund Balance $ 81,054 $ 20,554 $ 136,454 From FY 2014 Audited Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 118 of 128 COURT SECURITY FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 507 Revenue OrigBudget Revised to Date Variance % Received g Budget Municipal Court Security Fee $ 3,788 $ 3,788 $ 1,310 $ (2,478) 35% Total Revenue $ 3,788 $ 3,788 $ 1,310 $ (2,478) 35% Original Revised Other Uses Bud et Bud et Year to Date Variance % Received g g Transfer to General Fund $ 3,000 $ 3,000 $ 1,500 $ 1,500 50% Total Other Uses $ 3,000 $ 3,000 $ 1,500 $ 1,500 50% Town Council Joint and Regular Minutes April 28, 2015 Page 119 of 128 Uriginall Kevisea Fund Balance Budget Budget Year to Date Beginning Fund Balance $ 22,526 $ 22,526 $ 22,293 From FY 2014 Audited +Net Increase (Decrease) 788 788 (190) Financial Statements Ending Fund Balance $ 23,314 $ 23,314 $ 22,103 Town Council Joint and Regular Minutes April 28, 2015 Page 119 of 128 COURT TECHNOLOGY FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Expenditures Original Revised Year to Date Variance % Used Budget Budget Purchased Services $ 5,730 $ 5,730 $ 803 $ 4,927 14% Total Expenditure $ 5,730 $ 5,730 $ 803 $ 4,927 14% Original Revised Revenue Budget g Year to Date Variance % Received Beginning Fund Balance Bud g et Budget g $ 23,960 Fines & Fees $ 5,000 $ 5,000 $ 1,747 $ (3,253) 35% Miscellaneous - - - - NA Total Revenue $ 5,000 $ 5,000 $ 1,747 $ (3,253) 35% Expenditures Original Revised Year to Date Variance % Used Budget Budget Purchased Services $ 5,730 $ 5,730 $ 803 $ 4,927 14% Total Expenditure $ 5,730 $ 5,730 $ 803 $ 4,927 14% From FY 2014 Audited Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 120 of 128 Original Revised Fund Balance Budget g Budget g Year to Date Beginning Fund Balance $ 22,071 $ 22,071 $ 23,960 +Net Increase (Decrease) (730) (730) 944 Ending Fund Balance $ 21,341 $ 21,341 $ 24,904 From FY 2014 Audited Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 120 of 128 ECONOMIC DEVELOPMENT COPORATION 4B YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Revised Revenue Bdietl ug Year to Date Variance % Received Bud g et Budget g Variance % Used Sales Tax $ 327,272 $ 327,272 $ 181,084 $ 146,188 55% Interest Income 300 300 242 58 81% Total Revenue $ 327,572 $ 327,572 $ 181,326 $ 146,246 55% Original Revised Other Uses Original Budget Year to Date Variance % Used g g Transfer to General Fund $ 155,634 $ 89,964 $ 44,982 $ 44,982 50% Total Other Uses $ 155,634 $ 89,964 $ 44,982 $ 44,982 50% Original Revised Fund Balance Bdietl ug Expenditures Year to Date Year to Date Variance % Used Beginning Fund Balance Budget Budget $ 339,715 +Net Increase (Decrease) 2,612 Auditing $ 1,000 $ 1,000 $ - $ 1,000 0% Advertising 3,000 3,000 2,280 720 76% Printing 500 500 - 500 0% Schools & Training 2,120 2,120 270 1,850 13% Dues & Membership 1,050 1,050 - 1,050 0% Travel & Per Diem 1,533 1,533 30 1,503 2% Office Supplies 400 400 15 385 4% Miscellaneous Expense 7,100 7,100 1,411 5,689 20% Capital EDC Projects 11,850 11,850 - 11,850 0% Incentive Programs 140,773 140,773 23,462 117,311 17% Total Expenditures $ 169,326 $ 169,326 $ 27,468 $ 141,858 16% Original Revised Other Uses Original Budget Year to Date Variance % Used g g Transfer to General Fund $ 155,634 $ 89,964 $ 44,982 $ 44,982 50% Total Other Uses $ 155,634 $ 89,964 $ 44,982 $ 44,982 50% From FY 2014 Audited Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 121 of 128 Revised Fund Balance Bdietl ug Year to Date g Beginning Fund Balance $ 167,530 $ 167,530 $ 339,715 +Net Increase (Decrease) 2,612 68,282 108,876 Ending Fund Balance $ 170,142 $ 235,812 $ 448,591 From FY 2014 Audited Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 121 of 128 HOTEL OCCUPANCY YEAR TO DATE MARCH Percent of Budget Year Transpired 50% From FY 2014 Audited Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 122 of 128 Original Revised Fund Balance Revenue Year to Date Year to Date Variance % Received Beginning Fund Balance gud g et Budget g $ 283,481 +Net Increase (Decrease) 194,891 Hotel Occupancy Tax $ 233,416 $ 233,416 $ 102,510 $ (130,906) 44% Interest income 300 300 215 (85) 72% Total Revenue $ 233,716 $ 233,716 $ 102,725 $ (130,991) 44% From FY 2014 Audited Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 122 of 128 Original Revised Fund Balance Expenditures Year to Date Year to Date Variance % Used Beginning Fund Balance Budget Budget $ 283,481 +Net Increase (Decrease) 194,891 Printing $ - $ - $ 14,150 $ (14,150) N/A Event Rentals $ 38,825 $ 38,825 $ 7,080 $ 31,745 18% Total Expenditures $ 38,825 $ 38,825 $ 21,230 $ 17,595 55% From FY 2014 Audited Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 122 of 128 Original Revised Fund Balance Year to Date Budget g Budget g Beginning Fund Balance $ 285,590 $ 285,590 $ 283,481 +Net Increase (Decrease) 194,891 194,891 81,495 Ending Fund Balance $ 480,481 $ 480,481 $ 364,976 From FY 2014 Audited Financial Statements Town Council Joint and Regular Minutes April 28, 2015 Page 122 of 128 STORM DRAINAGE UTILITY FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Other Uses OrigBudget Revised to Date Variance % Used g Budget Transfer to Debt Service $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Total Other Uses $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Working Capital Year to Date Operating Days Beginning Working Capital $ 155,056 145 +Net Increase (Decrease) 163,135 153 Ending Working Capital $ 318,191 298 Drainage Capital Projects Original RevisedYear to Date Budget Budget 2013 CO Proceeds $ Original Revised 688,867 Operating Funds Expenses Revenue 164,000 Year to Date Year to Date Variance % Received g Bud g et Budget g Operating Expenses 178,283 178,283 Storm Drainage Fees $ 402,800 $ 402,800 $ 201,217 $ (201,583) 50% Miscellaneous Revenue 21,000 21,000 - (21,000) NA Interest Income 100 100 29 (71) NA Total Revenue $ 423,900 $ 423,900 $ 201,246 $ (222,654) 47% Other Uses OrigBudget Revised to Date Variance % Used g Budget Transfer to Debt Service $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Total Other Uses $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Working Capital Year to Date Operating Days Beginning Working Capital $ 155,056 145 +Net Increase (Decrease) 163,135 153 Ending Working Capital $ 318,191 298 Drainage Capital Projects Original RevisedYear to Date Budget Budget 2013 CO Proceeds $ Original Revised 688,867 Operating Funds Expenses 164,000 164,000 Year to Date Variance % Used Budget g (313,174) (313,174) Operating Expenses 178,283 178,283 18,297 159,986 10% Debt Service 178,963 178,963 14,114 164,849 NA Total Expenses $ 357,246 $ 357,246 $ 32,411 $ 324,835 9% Other Uses OrigBudget Revised to Date Variance % Used g Budget Transfer to Debt Service $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Total Other Uses $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Working Capital Year to Date Operating Days Beginning Working Capital $ 155,056 145 +Net Increase (Decrease) 163,135 153 Ending Working Capital $ 318,191 298 Drainage Capital Projects Original RevisedYear to Date Budget Budget 2013 CO Proceeds $ 578,174 $ 578,174 $ 688,867 Operating Funds 164,000 164,000 164,000 Project Detail Indian Creek (313,174) (313,174) (343,821) Timber Ridge/Fresh Meadow - - (22,599) Cypress Court Drainage Inlets (30,000) (30,000) - Pin Oak Court (80,000) (80,000) - Pebble Beach Drive (205,000) (205,000) - Broadway Creek Improvements and Amenity Lake Slopes (114,000) (114,000) - Remaining Funding $ - $ - $ 486,447 Town Council Joint and Regular Minutes April 28, 2015 Page 123 of 128 STREET MAINTENANCE SALES TAX FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Revenue Original to Date Variance % Received Bud g et BudgetYear Year to Date Sales Tax $ 163,636 $ 163,636 $ 90,542 $ (73,094) 55% Interest Income $ - $ - $ 4 $ 4 N/A Total Revenue $ 163,636 $ 163,636 $ 90,546 $ (73,094) 55% Original Revised Expenditures BudgetYear to Date Variance % Used Budget Operating Expenditures $ 131,300 $ 131,300 $ 43,405 $ 113,402 33% Total Expenses $ 131,300 $ 131,300 $ 43,405 $ 87,895 33% Original Revised Other Uses BudgetYear to Date Variance % Used Budget Transfer To Debt Service $ 25,000 $ 25,000 $ 12,500 $ 12,500 50% Total Other Uses $ 25,000 $ 25,000 $ 12,500 $ 12,500 50% Town Council Joint and Regular Minutes April 28, 2015 Page 124 of 128 Original Revised Fund Balance Year to Date Budget g Budget g Beginning Fund Balance $ 24,268 $ 24,268 $ 39,915 From FY 2014 Audited +Net Increase (Decrease) 7,336 7,336 34,641 Financial Statements Ending Fund Balance $ 31,604 $ 31,604 $ 74,556 Town Council Joint and Regular Minutes April 28, 2015 Page 124 of 128 TROPHY CLUB PARK FUND Original Revised YEAR TO DATE MARCH Expenses r Percent of Budget Year Transpired 50% Year to Date Original Variance Revised gud g et Revenue Budget g Year to Date Variance %Received $ 43,008 gud g et 43,008 Budget g 17,968 $ 25,040 Park Revenue $ 153,752 $ 153,752 $ 61,351 $ (92,401) 40% Interest Income $ - $ - $ 6 $ 6 NA Total Revenue $ 153,752 $ 153,752 $ 61,357 $ (92,395) 40% Town Council Joint and Regular Minutes April 28, 2015 Page 125 of 128 Original Revised Expenses Year to Date Variance %Used gud g et Budget g Salaries $ 43,008 $ 43,008 $ 17,968 $ 25,040 42% Longevity 112 112 112 - 100% Stipend 300 300 900 (600) 300% Retirement 4,222 4,222 1,693 2,529 40% Medical Insurance 2,826 2,826 1,177 1,649 42% Dental Insurance 155 155 102 53 66% Vision Insurance 32 32 15 17 48% Life Insurance & Other 211 211 98 113 46% Social Security Taxes 2,673 2,673 1,150 1,523 43% Medicare Taxes 630 630 269 361 43% Unemployment Taxes 306 306 63 243 21% Workman's compensation 1,033 1,033 - 1,033 0% Total Personnel Services $ 55,508 $ 55,508 $ 23,548 $ 31,960 42% Professional Outside Services $ 5,000 $ 5,000 $ 2,470 $ 2,530 49% Auditing 1,000 1,000 - 1,000 0% Software & Support 3,849 3,849 106 3,743 3% Advertising 1,500 1,500 82 1,418 5% Printing 1,416 1,416 1,244 172 88% Schools & Training 340 340 - 340 0% Service Charges & Fees 6,000 6,000 - 6,000 0% Electricity 3,600 3,600 1,065 2,535 30% Water 1,697 1,697 836 861 49% Telephone 1,600 1,600 888 712 55% Communication/Pagers/Mo biles 1,560 1,560 939 621 60% Property Maintenance 10,500 10,500 10,179 321 97% Equipment Maintenance 2,426 2,426 664 1,762 27% Independent labor 10,200 10,200 4,800 5,400 47% Portable Toilets 4,000 4,000 1,519 2,482 38% Dues & Membership 320 320 30 290 9% Travel & Per Diem 387 387 1,140 (753) 295% Office Supplies 1,013 1,013 670 343 66% Postage 318 318 - 318 0% Fuel 1,490 1,490 505 985 34% Uniforms 645 645 310 335 48% Community Events 6,500 6,500 8,642 (2,142) 133% Small tools 1,400 1,400 30 1,370 2% Furniture/Equipment <$5,000 1,720 1,720 1,867 (147) 109% Maintenance Supplies 451 451 241 210 53% Miscellaneous Expense 557 557 60 497 11% Total Services & Supplies $ 69,489 $ 69,489 $ 38,287 $ 31,202 55% Town Council Joint and Regular Minutes April 28, 2015 Page 125 of 128 TROPHY CLUB PARK FUND CONTINUED Capital Expense $ 25,330 $ 25,330 $ 24,112 $ 1,218 95% Total Expenses $ 150,327 $ 150,327 $ 85,947 $ 64,380 57% Original Revised Other Uses et Budget Year to Date Variance %Used gud g g Park Administration Transfer $ 8,000 $ 8,000 $ 4,000 $ 4,000 50% Total Other Uses $ 8,000 $ 8,000 $ 4,000 $ 4,000 50% Working Capital Year to Date Operating Days Beginning Working Capital $ 1,830 4 +Net Increase (Decrease) (28,590) (65) Ending Working Capital $ (26,760) (61) Town Council Joint and Regular Minutes April 28, 2015 Page 126 of 128 RECREATIONAL PROGRAMS YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Revenue Original Revised Year to Date Variance % Received Budget Budget tecreational Programs $ 4,000 $ 4,000 $ 578 $ (3,422) 14% otal Revenue $ 4,000 $ 4,000 $ 578 $ (3,422) NA Expenditures Original Revised year to Date Variance % Used Budget Budget recreational Programs $ 4,000 $ 4,000 $ 1,443 $ 2,557 36% otal Expenditures $ 4,000 $ 4,000 $ 1,443 $ 2,557 NA Town Council Joint and Regular Minutes April 28, 2015 Page 127 of 128 Original Revised Fund Balance Budget Budget Year to Date Beginning Fund Balance $ 4,000 $ 4,000 $ 2,812 +Net Increase (Decrease) - - (865) Ending Fund Balance $ 4,000 $ 4,000 $ 1,947 Town Council Joint and Regular Minutes April 28, 2015 Page 127 of 128 30TH ANNIVERSARY FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Revenue BudgetYear to Date Variance % Received Budget Donations $ - $ - $ 10,124 $ 10,124 NA Total Revenue $ - $ - $ 10,124 $ 10,124 NA Original Revised Expenditures BudgetYear to Date Variance % Used Budget Community Events $ - $ - $ 7,977 $ (7,977) NA Total Expenditures $ - $ - $ 7,977 $ (7,977) NA Town Council Joint and Regular Minutes April 28, 2015 Page 128 of 128 Revised Fund Balance Bdsel ug Year to Date g Beginning Fund Balance $ 2,114 $ 2,114 $ 2,114 +Net Increase (Decrease) - - 2,148 Ending Fund Balance $ 2,114 $ 2,114 $ 4,262 Town Council Joint and Regular Minutes April 28, 2015 Page 128 of 128