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Minutes TC 06/09/2015MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Tuesday, June 9, 2015 at 7:00 P.M. Svore Municipal Building Boardroom The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Tuesday, June 9, 2015. The meeting was held within the boundaries of the Town and was open to the public. STATE OF TEXAS § COUNTY OF DENTON § 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 Steven Glickman Assistant Town Manager/CFO Holly Fimbres Town Secretary/RMO Adam Adams Parks and Recreation Director Patrick Arata Police Chief Pat Cooke Development Services Manager April Reiling PIO/Marketing Manager Danny Thomas Fire Chief John Zagurski Strategic Services Coordinator Mayor Sanders announced the date of Tuesday, June 9, 2015, called the Town Council to order and announced a quorum at 7:02 p.m. The Invocation was offered by Council Member Parrow. The Pledges were led by Mayor Pro Tem Lamont. 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. Veronica Ruangskul, 1 Greenhill Trail, representing Keep Trophy Club Wild (KTCW), began to speak regarding the Community Garden project but was stopped by the Mayor so that she could speak under the appropriate agenda item. Town Council Minutes June 9, 2015 Pagel of 30 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. Consider and take appropriate action regarding the Minutes dated May 12, 2015. (Town Secretary Note: Approved as presented in the Town Council agenda packet.) Motion made by Mayor Pro Tem Lamont, seconded by Council Member Parrow, to approve the Consent Agenda Item 1. Motion passed unanimously. REGULAR SESSION 2. Consider and take appropriate action regarding the Community Garden project. Mayor Sanders stated that there have been some citizens that have expressed concern regarding the Community Garden project. He recommended that Council ask Town Staff any questions that they needed answered in order to work through the issues; and refer this item to the Town Manager to meet with the concerned citizens and the Parks and Recreation Board Liaison to bring conclusions to the issues. He advised that there was concern on who would be in charge of the project and how it would be managed. He stated that Council has expressed concern that there is no agreement in place and the project has continued to move forward. Council Member Reed stated that a reason the original motion passed at the January 27, 2015, meeting was because there was clearly a group that said they would take responsibility of the project. Council Member Rowe recognized Girl Scout Troop 3909 for doing what they committed to do. He commented that the Council needs to determine who is going to manage the project after they receive all the facts. Council Member Parrow commented that the Council was willing to get the project started, and pointed out that it was to be a volunteer based project. He stated that he was concerned that this will become a Town project and the Town will be the responsible party. Town Manager Seidel stated that there are some items that need to be addressed, particularly identifying the entity to manage the project. He stated that he plans to meet with the Mayor, Parks and Recreation Board Liaison Shoffner, Assistant Town Manager/CFO Glickman, and Parks and Recreation Director Adams, as well as the concerned citizens and involved stakeholders to come up with some solutions for what is best for the community. Ms. Ruangskul stated that subsequent to the January 27, 2015, meeting, there was supposed to be a Community Garden Association to be formed in order to manage and sub -lease the garden spaces. Therefore, KTCW believed that their involvement was unnecessary and that it was in the best interest for them to act in an advisory capacity position to the Girl Scouts. It was KTCW's understanding that the citizens who had envisioned this project would be willing to establish a non-profit association that would operate the garden and enter into an agreement with the Town, rather than KTCW. She stated that if it is the best interest of all the parties, then KTCW would be willing to accept the role to be involved, even as a temporary solution until the association is formed. She added that the agreement was not in place because they have had discussions since January but they decided to step down since a Community Garden Association was to be formed. Town Council Minutes June 9, 2015 Page 2 of 30 Discussion took place regarding remaining items to complete the project and items that have not been met, and the mechanism, approved at the January 27, 2015 Council meeting, to have the item come back annually for review. Bonnie Seraphine, 9 Llano Drive, stated that the Community Garden Association came up because of their experience moving forward with the project, and that the Association would be the one who would run the garden. Part of the discussion, at the January 27, 2015 Council meeting, was that KTCW would utilize lead gardeners to handle the day-to-day operations, and they saw the need for an entity to take on the day-to-day tasks. She added that KTCW would remain involved because they will offer needed resources, and apologized if the Council believed that the Association was already established. Council Member Rowe stated that the Council's impression, regardless of who handles the day-to-day functions, was that KTCW would be responsible for the general management of the project. Council Members Reed and Parrow commented that they do not want this to be a Town project. Motion: Motion made by Council Member Parrow, seconded by Council Member Reed, to refer this item to the Town Manager to finalize an agreement with the appropriate organization(s) to satisfy the original motion of January 27, 2015, and to work with concerned and involved citizens to develop a solution to areas of concern, and bring this item back to Council if no apparent solution is reached. Council Member Rowe stated that he would like to give the Town Manager the ability to come up with a solution but not to enter into an agreement with another party. He wanted to give the Town Manager the ability to provide recommendations to the Council. Council Member Kurtz commented that whoever signs the lease will be the responsible party for the project. Mayor Sanders stated that his intent was that the item would be referred to Town Manager, and if KTCW is willing to enter into an agreement, then the only item that would come back to the Council would be the agreement for approval. Town Manager Seidel stated that he currently has the following objectives: 1) To review what was required and where they stand regarding the Council motion that was made on January 27, 2015, and seek guidance from Council where needed; 2) To develop a meeting with the stakeholders and develop a schedule; 3) To develop who is managing the garden and develop a lease agreement; 4) To develop guidelines for the garden operational rules; 5) To meet with the neighbors and keep them involved with the process; 6) To provide recommendations to Council; and 7) Based upon feedback and recommendations from Council, either receive authorization to execute a lease agreement with the appropriate entity or make an alternative decision. Amended Motion: Amended Motion made by Council Member Parrow, seconded by Council Member Reed, in order to incorporate points raised by Council, to refer this item to the Town Manager to draft an agreement with appropriate organization(s), to work with concerned and involved citizens to develop a solution to areas of concern, and bring this item back to Council for final approval. Ted Powell, 12 Reading Court, stated that he is probably the most concerned citizen because the garden is four feet away from his fence. He would like to make sure that he is one of the citizens that the Town contacts so that he is involved in the process. Lori Hicks, 119 Creek Courts Drive, stated that Girl Scout Troop 3909 planned this project to earn their Silver Award, and that they started planning the project about a year ago. She advised that there is little left to complete the garden and that they are willing to alter the garden in hopes that some compromise can be found. She Town Council Minutes June 9, 2015 Page 3 of 30 encouraged all who are involved in the process of negotiating to consider compromising so that this project can be completed. Additionally, she encouraged the Council to allow them to put the dirt, which is currently in the parking lot, into the garden beds in order to preserve it. Naomi Hicks, Sydney Farrell, Madison Davis, Girl Scout Troop 3909, thanked the Council for their support of the project and stated that they have put a lot of time and effort into this garden that will benefit the entire community. (Town Secretary Note: Randle Davis filled out a Speaker Request form but did not wish to speak after all the discussion.) Council Member Kurtz recognized the Girl Scouts for all their hard work. Mr. Powell requested that the Council not allow the Girl Scouts to fill the boxes with dirt until the parties come to an agreement. Council Member Reed clarified that this project is on pause, based on the motion, until the item has been solved. The vote was taken. Motion passed unanimously. 3. Receive an update from GSBS regarding the Police and Town Hall facility; discussion of update, timeline and project schedule. Attachment A — Police Department and Town Hall Presentation Tom Batenhorst, GSBS Principal, provided an update regarding the Police and Town Hall facility, which included: Existing Aerial View; Existing Conditions of Access, Trees, Slope, and Sight lines; Site Plan Building Setbacks; Site Plan Existing Tree Canopy; Site Plan Unused Land; and Site Plan. Discussion took place regarding a retaining wall in the front of the facility and excavation in the rear of the facility. Mr. Batenhorst continued his presentation, which included: Floor Plan; Elevations; Eastward and Westward Views; and Concept Rendering and Material. Council Member Rowe commented that the glass exterior walls will have predominately southwest exposure and stated that the Council may want to consider other potential options. Town Manager Seidel stated that a couple of things will change in terms of the layout, such as the location of the Elected Official office, and that Town Staff is still working on those items. Discussion took place regarding the appropriate number of seating for the dais, 15 seats, and proposed seating for the audience, and the elevation change from the floor to the dais. Council Member Parrow asked to study the possibility of placing a door from the dais to the Community room. Mayor Sanders asked to have the Elected Official office door off the Public Lobby, as opposed to having it off the Police Lobby. He suggested utilizing the front portion of the A.V. room for storage with door access on the side of the room, within the Public Lobby. Additionally, he suggested having a reception area as soon as you walk into the facility. Town Council Minutes June 9, 2015 Page 4 of 30 Mr. Batenhorst stated that they will attempt to have the A.V. room door accessed within the Council Chambers, and then have the back entry wall in the Public Lobby be a place to have the Town emblem, and have a desk for a receptionist. Discussion took place regarding the two ramps on each side of the dais and the possibility of eliminating the right ramp if access was gained from a door into the Community room. Additional discussion took place regarding eliminating the Janitorial space on the Town Hall side, and having an area for an outdoor patio off the Break Area. Council Member Shoffner stated that he liked the exterior of the middle section, but the sides of the facility do not reflect the same standard. Council Member Rowe commented that he liked the general direction of the aesthetics of the facility and asked the Council to be cognizant of the surrounding areas, which includes hotels. Council Member Parrow stated that he liked the aesthetics of the Fire Department, the combination of brick and stone, and asked to incorporate some more depth and character to the exterior of the facility. Council Member Reed stated that he liked the general direction they are headed with the facility. Mayor Pro Tem Lamont commented that he liked the stone and that he is not in favor of the roof style. Council Member Kurtz commented that he cares about the function of the building and that the facility will be there for the next 50 years. Council Member Shoffner stated that he liked Mr. Batenhorst's original vision with the different architectural features, and that he liked the middle portion of the current proposed facility. Mayor Sanders stated that he liked the pitched roof and does not want a flat roof. He added that he would like to have some relief down the long walls, especially the one against Trophy Wood Drive. He suggested the possibility of having the Elected Official office located within the Town Hall offices, based on his knowledge of other cities not utilizing the office when it is located off the main lobby. Additionally, he suggested looking into having a small serving area in the Council Chambers and the Police Training room for coffee and drinks. Council Member Parrow requested that when designing the Council Chambers, to consider displaying the monitors in a more easily viewable fashion for the citizens. Mr. Batenhorst stated that he would come back and provide an update to the Council in two to four weeks. No action was taken on this item. 4. Receive public input regarding the Police and Town Hall facility; discussion of same. Richard Senelly, 35 Meadowbrook Lane, stated that he is speaking as a citizen and not a member of the Planning and Zoning Commission. He suggested that the Council consider access for ingress and egress off of TW King to provide the Town with the best opportunity of development in the future. He feels that the access to the Town Hall is understated from Plaza Drive, and possibly rename it and designate it as the main point. He stated that it appears that the Police access is convoluted because there is a fire lane that runs past secured parking and then comes to a halt towards the back of the facility, and that there should be a plan in place for the space behind the facility. He commented that the center of the facility has some nice features and that it would be nice to see those features in the rest of the facility. He believed that there should be some flexibility regarding open office planning. He commented that it appears that there are not many exits, and that he liked the suggestion of having a reception area when people enter the facility. Town Council Minutes June 9, 2015 Page 5 of 30 Council Member Reed asked Mr. Senelly for his opinion regarding an open concept verses a cubicle concept. Mr. Senelly stated that there are a number of opportunities to address that and one is to have individual offices for key employees with window access, and to have the other employees in the middle of the facility. Another option would be to address when privacy is needed and when it is not, and when offices could be shared and having work area stations. He stated that flexibility is the key of the future, and commented to possible use hip ends verses gable ends for the roof. Pearl Ford, 2 Spring Creek Court, thanked to the Council for making the decision to purchase the land and move forward with the new facility. She stated that she is not favorable to the exterior of the facility, especially the end that faces Trophy Wood Drive. She pointed out that there is adequate parking spaces in the future parking portion, but that there does not seem to be adequate parking spaces in front of the facility. She added that she does not care for the roof style, and that she is in favor of having a front receptionist area. She commented that based on her own experience, the flexibility of not having permanent walls will save funds, and that the key employees should have permanent walls. Additionally, she feels that there is not enough space by the dais in the Council Chambers for when there are joint meetings. Council Member Parrow suggested possibility having the center area of the dais, the same level as the floor in order to have extra flexibility. Discussion took place regarding secured parking and the addition of more parking spaces, and the possibility to have a future yard or shop building to the east of the facility. Mayor Sanders supported the idea of the driveway going back to TW King. Additionally, he suggested taking the Council and Town Manager's input, reproducing the plan of offices, and sending the revision to the Council through email. No action was taken on this item. 5. Consider and take appropriate action regarding authorizing Town Staff and Mark McLiney, with SAMCO Capital Markets (the Town's Financial Advisor), to pursue a bond refunding for interest rate savings and to manage future bond capacity and other matters related thereto. Town Manager Seidel stated that there is potential to refund the 2007 General Obligation Bonds to save interest and secure debt capacity for future years. He added that the market has changed within the last few weeks and interest rates are drifting up. Mark McLiney, with SAMCO Capital Markets (the Town's Financial Advisor), provided an update and stated that they have the preliminary taxable values and can now proceed in the process of refunding the 2007 General Obligation Bonds. The goal of the interest rate is to maintain $0.11 I&S tax rate, and have the annual debt service obligations decline in 2017. He advised that they plan to receive bids on July 9, 2015, and have the Council consider proceeding on July 14, 2015, if they can give the Town positive savings and manage the tax rate. He added that there is another option of doing tax notes as an alternative if the rates are not where they need them to be. Motion: Motion made by Mayor Pro Tem Lamont, seconded by Council Member Rowe, to authorize Town Staff and Mark McLiney with SAMCO Capital Markets to pursue a bond refunding for interest rate savings and to manage future bond capacity and other matters related thereto. Motion passed unanimously. RECESSED AT 9:31 P.M. FOR A BREAK RECONVENED AT 9:40 P.M. INTO REGULAR SESSION Town Council Minutes June 9, 2015 Page 6 of 30 6. Receive presentation regarding General Fund Revenues; discussion of same. Assistant Town Manager/CFO Glickman introduced newly hired Controller Amber Karkauskas. He provided the Fiscal Year 2016 General Fund Revenue presentation, which included: Property Tax Rate by Year; Property Tax Revenue by Year; Property Tax Detail; Sales Tax Revenue by Year; Sales Tax Detail; Franchise Fees by Year; Franchise Fee Detail; Licenses and Permits by Year; Licenses and Permits Detail; Intergovernmental Revenue by Year; Charges for Service by Year; Fines and Fees by Year; Miscellaneous Revenue by Year; Investment Revenue by Year; Revenue distributions for Fiscal Year 2016 Proposed; Revenue Total by Year; and Revenue Detail by Year. Council Member Shoffner commented that they are taking a very conservative approach. Town Manager Seidel stated that Town Staff does take a conservative approach and have become better at forecasting. Mayor Sanders congratulated Assistant Town Manager/CFO Glickman for passing his Certified Public Accountant exam. Controller Karkauskas commented that she was excited about her new position with the Town. Town Manager stated that the General Fund Expenditures and Supplemental agenda item will be moved from the June 23, 2015, Council agenda to the July 14, 2015, Council agenda. No action was taken on this item. 7. Consider and take appropriate action to appoint the Mayor and two (2) Council Members to serve as the Town Council Appointment Committee for Boards, Commissions, and Corporations; including discussion of the application and interview process. Motion: Motion made by Mayor Pro Tem Lamont, seconded by Council Member Shoffner, to appoint Mayor Sanders, and Council Members Rowe and Kurtz to serve as the Town Council Appointment Committee for Boards, Commissions, and Corporations. Motion passed unanimously. 8. Receive the Mayor's State of the Town Address; discussion of same. Attachment 8 - Mayor's State of the Town Address Mayor Sanders presented the Mayor's State of the Town Address. No action was taken on this item. 9. Consider and take appropriate action regarding a Resolution of the Town Council nominating one (1) person to serve as a member of the Denco 9-1-1 District Board of Managers; and providing an effective date. Attachment C— Resolution No. 2015-10 Motion made by Mayor Pro Tem Lamont, seconded by Council Member Kurtz, to approve Resolution No. 2015-10, nominating Sue Tejml to serve as a member of the Denco 9-1-1 District Board of Managers; and providing an effective date. Motion passed unanimously. Town Council Minutes June 9, 2015 Page 7 of 30 10. Town Manager Seidel's update regarding the following; Council discussion and provide input regarding same. • Trophy Club Park • Mosquito update Town Manager Seidel updated the Council and addressed questions; no action taken, update only. 11. Items for Future Agendas to include discussion of Agenda Items for consideration on the upcoming Regular Session Council Agenda for June 23, 2015 meeting and discussion of Future Agenda Items, to include discussion of the below items from the Future Agenda list: 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 first placing that item on the Future Agenda Items list. All requests for agenda items must comply with Charter requirements. A) Consider and take appropriate action regarding policy on equipment schedule for replacement program. (Shoffner 8/26/2014) (1 -Dec 9) (2 -March 10) (3 -June -9) B) Consider and take appropriate action regarding reviewing schedule of fees for outside baseball tournaments and capacity. (Lamont 12/9/2014) (1 -March 10) (2 -June -9) Mayor Sanders asked to have the Fire/EMS committee provide an update to the Council at their July 14, 2015, meeting. Town Manager Seidel commented that his goal is to have an agenda item at the July 14, 2015 Council meeting regarding the Community Garden project. Council Member Shoffner asked to have Future Agenda Item, Consider and take appropriate action regarding policy on equipment schedule for replacement program, on the June 23, 2015, Council agenda. Council Member Shoffner stated that Future Agenda Item, Consider and take appropriate action regarding reviewing schedule of fees for outside baseball tournaments and capacity, will be dealt with through the Organized Sports Council subcommittee and will be handled at a future date. Mayor Sanders asked to have Future Agenda Item, Discussion of possible Charter amendments, on the June 23, 2015, Council agenda. Additionally, he mentioned that the City of Grapevine Finance Director would be willing to give a presentation regarding use of hotel occupancy tax funds. Discussion took place regarding the City of Roanoke's plans to construct a wall along Bob Cat Boulevard and their desire to place within Town limits to save existing trees. Additional discussion ensued regarding residential fencing that separates the cities' respective corporate boundaries that may need repair. EXECUTIVE SESSION 12. 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 551.072 Deliberations about Real Property to deliberate the purchase, exchange, lease, or value of real property if deliberation in an open meeting would have a detrimental effect on the position of the governmental body in negotiations with a third person: Town Council Minutes June 9, 2015 Page 8 of 30 Potential Purchase of Property B. Section 551.071(2) Consultation with Attorney to consult with its attorney on a matter in which the duty of the attorney to the Governmental Body under the Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflict with the Open Meetings Act: Legal Advice related to appointing a Building Standards Commission CONVENE INTO EXECUTIVE SESSION - START TIME —10.44 P.M. RECONVENE INTO REGULAR SESSION - START TIME —11:12 P.M. RECONVENE INTO REGULAR SESSION 13. Consider and take appropriate action regarding the Executive Session. No action was taken on this item. ADJOURN Motion made by Council Member Rowe, seconded by Mayor Pro Tem Lamont, to adjourn. Motion carried unanimously. Meeting adjourned at 11:14 P.M. Holly Fimbres) Town Secretary/RMO Town of Trophy Club, Texas C. Nick Sanders, Mayor Town of Trophy Club, Texas Town Council Minutes June 9, 2015 Page 9 of 30 ATTACHMENT A Police Department and Town Hall Presentation Town Council Minutes June 9, 2015 Page 10 of 30 J J Q I z 0 ❑ Q Z W rr a W W _U J 0 0- m J U LL 0 a WE W -� yyy� a aR cl LLI t w t LL 0 w Z MLU .�L o J Q n• AL I k e"• �p ~ i Q If � W Q �Cl) X W P (n W W It ON 0 w z J C7 V) CSI w 0- 0 3AI?JG E)NI)i'M'11Sd3 10 a J" < N ZLJ � m � I zi © = � C o0 '�ydo 14i z w 3AI?10 aNl)i'M'11Sd3 I l II � I 1 lM1� f % II Y U N C W m W 0 U < W 10 y( g m ux LL I= w 3NVI 3ill3 — 1 1j 1 ry fffr Z� � m d QD 4 / � Boa dok 3AI?JG E)NI)i'M'11Sd3 NDas13s oma ae . f I ! 1! I� �I �1 �l �W m N � IX C = 3MVl 32J1� JRA � lL J SL N $ V N Z LJ _-j m 0 m N H a `�- 14i 14, N aY M w t7 ap m V W 2 ap LL w D I H I 14, co z 0 w C6 Q _1 (0 W0 0 i] D Cr � m W co W-1. 0 co o)w Q W o > �rl ✓ r lliZ i t jw. DT— D a - z 0 < z LLI � LL 0 LU Z D LLI 0 0 a- rr 06 (5 z rr III n z III rr I -- n Lo Z C\l 60 C) o 0 ATTACHMENT B Mayor's State of the Town Address Town Council Minutes June 9, 2015 Page 22 of 30 State of the Town 2015 Since taking office in May just over a year ago, the Council and Staff have been very busy trying to accomplish a number of significant objectives. With 4 of our members having never served in a public office and 2 council members only having limited public service, we strived to work together toward common goals. I believe we have accomplished several significant goals and continue to work on our plans. Much of our time has been spent on the goal to move forward on construction of a new Town Hall and Police Facility. With the negotiations already under way with the County Club, we waited for the Club to sign a contract. As the time passed and members of council concerned with the proposed location and the traffic issues related to that location, we agreed to continue to explore other options for land. The 2 logical options were to locate the facility on PD30 (Beck Land) or on land owned by First United Methodist Church across from PD30. Both of these options were fairly close to the existing municipal facilities and allowed our planning to utilize the existing Annex Building which existed on MUD Property. The debt on the construction of the Annex Building still had about 10 years left, so this seemed to make since. The attractive part of locating our buildings on PD 30, was the idea that we might be able to get Mr. Beck to remove or substantially reduce the number of apartments allowed in the approved zoning. It was the unanimous agreement of council that the citizens of Trophy Club did not want apartments on PD30. The town was willing to purchase over 2 acres of land to place the Joint facility of Town Hall and Police in the center of what was being called Town Center and use Hotel Occupancy Tax to construct a Civic Center/Conference Center adjacent to the Town Hall and a planned Hotel on the site. The agreed upon price for the land was $15 per square foot. Mr. Beck did in fact submit plans to P&Z for this new design and at the last minute pulled his request for a modification to PD30 telling the council that he could not get the project financed. Page 1 Town Council Minutes June 9, 2015 Page 23 of 30 During this time we had begun conversations with the leadership of the Methodist Church and had our architect draw general plans that would have allowed the shared parking to provide 100 spaces to the church in times when the town would not be using the parking. The land was surveyed and we received an appraisal and this information was shared with the church. Ultimately the church decided to not sell the land to the town. These plans included utilizing the Annex Building for part of our staff. During this process the council and staff worked on reducing the needed space requirements from what was proposed in early 2014 of almost 43,000 square feet to somewhere between 15,000 and 23,000 square feet depending on how much of the Annex building would be utilized. After the Church decided to not sell their land, we did have a brief conversation with Mr. Beck trying to just buy some land which would have placed our facilities along Trophy Club Drive. The council did not think Mr. Beck would move forward with his plans and he kept trying to tie our construction in with his plans. The Council explored several other options for land which included trying to utilize some park land that could be re -purposed Today, we own over 5.5 acres of land on Trophy Wood drive across from the Hampton Inn and just Northwest of the Holiday Inn being constructed. Tonight we will be continuing our evaluation of the space requirements and general plans for a joint facility of just over 23,000 square feet and consolidating all town staff into one facility. The purchase of this land was accomplished by using $1.35M ($1,346,233) of the 2.5 million Certificate of Obligation that the previous council had approved and borrowed anticipating the purchase of the Country Club Land. The balance of this CO ($1.15M) will be utilized toward the construction of the Town Hall/Police Facility. The current plans include re -purposing the Annex building into some other public use which could include an activity and/or senior center. These plans are not finalized at this time. The Town still does not own the land where the annex building is located and Page 2 Town Council Minutes June 9, 2015 Page 24 of 30 the talks with the MUD about purchasing the land have been put on hold until the MUD completes its Water Study to make sure none of this land would be needed and answer some questions about available parking once an additional Ground Storage Tank was constructed if needed. The council plans at this time are to call a bond election for November 2015 asking the citizens to approve the construction of a joint facility at the new location. Today we do not know the estimated cost, but over the next few weeks or months we will finalize our plans and have a better idea of the cost. The decision to have the bond election will have to be made by council in August. Having said all of this, the town is in very good financial condition maintaining our AA+ Bond Rating and having a General Fund balance at September 30, 2014 of $3,045,021 which is 39.5% of annual General Fund Expenditures for 2014. Our projected general fund balance for Fiscal Year end 2015 is $2,900,000 or 34.7% of expenditures. Our Fiscal Year 2014-15 budget included $2.87 million of Capital Improvements which have been funded with reserves, balance of several notes and utilizing a Tax Note to balance and maintain our Interest & Sinking Tax Rate. Not only is our financial future bright, but we still have 270 total residential lots remaining in town with 109 of those from the PID, 22 from Waters Edge, 27 from the Villas of Hogans Glen, 88 in Cantebury Hills and 14 in the Isle of Turnberry. We have issued 108 building permits YTD with 48 Residential Building Permits in plan review. The process of building new homes in Trophy Club started when I was Mayor 8 years ago and the Council approved the 1St residential PID in Texas. This has allowed us to prosper while other cities struggled to provide any new home development. I am very proud of our 72 full time employees for their dedication to our citizens. This is evidenced by the extra effort they put forth in winter icy months and in extreme weather conditions. As we have just finished the wettest 5 months in many years, I am grateful that the major drainage improvement projects accomplished in the past year have Page 3 Town Council Minutes June 9, 2015 Page 25 of 30 worked and protected our citizens who have found themselves with ground water issues in the past. I am also very grateful to our Public Safety staff (Fire & Police) for the excellent work they perform in difficult situations, specifically in critical life circumstances. I am proud that I receive comments from grateful citizens who are alive today because of their professional efforts. Because I frequently get ask a question about how many employees are in our various departments, here are those numbers: Police 21; Fire/EMS 15; Parks & Recs. 15; Community Development 8; IT 2 and Admin 11. This year our Town has turned 30 years old and has a population of almost 13,000 citizens and should end up with slightly over 14,000 citizens at buildout. Economic development in Town is on the horizon of new and exciting things. Early in 2016 both the full service Holiday Inn and the Homewood Suites should be open and with 4 hotels in town, we should be able to utilize our Hotel Occupancy Tax to provide civic facilities to our citizens without costing the citizens tax dollars. In addition, you should be watching the web site and papers for some exciting announcements about new restraints in town allowing you to enjoy some excellent cuisine. Trophy Club continues to receive recognition for the quality of life we enjoy. Here are some of the recent awards: 1. EDC -413 received the TEDC Economic Excellence Award in 2014 2. Community of the Year in 2014 by the Dallas Builders Association for the Highlands 3. US Census shows our town as the 3rd fastest growth city in DFW from 2010-2013 and the Dallas Business Journal listed us as the 7t" fastest growing zip code in DFW with a 4%+ growth rate. 4. We were ranked 3rd most healthy neighborhood by Dallas Morning News in May of 2014 based on air quality, places to work, access to healthful food and availability of trails and sidewalks. Page 4 Town Council Minutes June 9, 2015 Page 26 of 30 5. In May 2014, D Magazine ranked us 7t" best suburb and in May 2015 we were ranked 5t" Best Neighborhood overall by Dallas Morning News. Your Town Council is pleased and excited with the new leadership in our Town Secretary / Records Manager Holly Fimbres, Police Chief Patrick Arata, Assistant Town Manager / Finance Director Steven Glickman and to have Town Manger Stephen Seidel at the leadership of this new team of qualified staff. And I would be amiss if I did not mention our Town Attorney Patricia Adams who provides needed advice and counsel no matter the day of the week or time of day and Adam Adams for leading the most visible department that makes me smile as our see the quality of our facilities and medians. I will not take the time to mention everyone on staff, but on behalf of Council we say thanks to each of you who do your job day -in day -out. With this leadership team and staff we will strive to achieve the following in the years to come: 1. New and improved transparency with the implementation of a new records management system and the codification of our ordinances. 2. Maintain our current Tax rate or slightly lower and continue to implements Capital Improvement Projects while our growth rate provides increases in Tax revenue. 3. Continue to listen to our citizens and hold the lines of communication open at all times. 4. Utilize the wonderful financial condition of our town and the benefits of a low cost of borrowing to save our citizen's interest and PID resident's money on their Assessments through re -funding of debt. Our Mission is: TO MAINTAIN TROPHY CLUB'S STANDING AS A PREMIER RESIDENTIAL COMMUNITY AND A "GREAT PLACE TO CALL HOME" BY PROTECTING AND PROMOTING THE INTERESTS OF ITS RESIDENTS, BUSINESSES, AND PROPERTY OWNERS. Page 5 Town Council Minutes June 9, 2015 Page 27 of 30 I am honored in working with the Council: With Mayor Pro Tem Greg Lamont for his passion for keeping spending under control and striving to lower the tax rate. Philip Shoffner for all his research and keeping the entire council on our toes (so to speak). Garrett Reed for his knowledgeable leadership as we have worked through development and land acquisitions. Rhylan Rowe for his analytical skills and forward thinking Jim Parrow for this attention to detail and striving to keep our planning for a future building efficient while maintaining the utilization of our current facilities and working with the Methodist church during those negotiations. And to Tim Kurtz, our newest member for his business knowledge and approach to decisions while adding to our forward thinking as we plan for a new joint facility. We are in fact a Great Place to Call Home and this year on the 4t" of July, we will once again place over 30,000 (goal of 40,000) American flags along our streets to show our American Pride. Page 6 Town Council Minutes June 9, 2015 Page 28 of 30 ATTACHMENT C Resolution No. 2015-10 Town Council Minutes June 9, 2015 Page 29 of 30 TOWN OF TROPHY CLUB, TEXAS RESOLUTION NO. 2015-10 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, NOMINATING ONE MEMBER TO THE BOARD OF MANAGERS OF THE DENCO AREA 9-1-1 DISTRICT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Chapter 772, Health and Safety Code, provides that two voting members of the Board of Managers of an Emergency Communications District shall be appointed jointly by all cities and towns lying wholly or partly within such District; and NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: Section 1. That the Town of Trophy Club, Texas, hereby nominates Sue Tejml as a member of the Board of Managers for the Denco Area 9-1-1 Emergency Communication District. Section 2. That this resolution shall become effective immediately upon its passage and approval. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this 9th day of June 2015. ATTEST: �V Holly Fi bres, Town Secretary Town of Trophy Club, Texas APPROVED AS TO FORM: 7QtAxCSLL�� Patricia A. Adams, Town Attorney Town of Trophy Club, Texas C. Nick Sanders, Mayor Town of Trophy Club, Texas (g O ZNAY1 Town Council Minutes June 9, 2015 Page 30 of 30