Minutes TC 03/17/2014MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, March 17, 2014 at 5:00 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Monday, March 17, 2014. 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:
Connie White
Mayor
Jeannette Tiffany
Mayor Pro Tem, Place 2
Philip Shoffner
Council Member, Place 6
Greg Lamont
Council Member, Place 5
Danny Mayer
Council Member, Place 4 departed 6:32 p.m.
Bill Rose
Council Member, Place 1
TOWN COUNCIL MEMBERS ABSENT:
STAFF AND GUEST(S) PRESENT:
Mike Slye
Town Manager
Stephen Seidel
Assistant Town Manager deported 8:1.01 p.m.
Tammy Ard
Town Secretary
Patricia Adams
Town Attorney
April Reiling
PIO/Marketing Manager
Scott Kniffen
Police Chief
Danny Thomas
Fire Chief
Steven Glickman
Finance Director
Mayor White announced the date of Monday, March 17, 2014 called the Town Council to order and announced a
quorum at 5:04 p.m.
WORKSHOP SESSION
1. Discussion of agenda items posted for consideration on the Regular Session Council Agenda for March 17,
2014.
Council Member Shoffner requested additional back up on agenda items in the agenda. For example, it would have
been helpful to have back up for agenda items 3, 5 and 15 in order to be better prepared for discussion.
2. Discussion of agenda items posted for consideration on the Regular Session Council Agenda for April 7,
2014.
Council Member Shoffner requested we move the agenda item regarding the Agreement with GVT (Subcontractor
of intermedix) to provide the Town with past due ambulance collections for out -of -district customers be moved
from the consent agenda to the regular session in order to discuss the agreement. In addition, requested further
information regarding ambulance service and mutual aid.
March 17, 2014 Minutes Page 1 of 6
Council Member Shoffner requested to receive agenda items upon preparation in order for Council to have
additional time to review the documents rather than when agenda packets are distributed.
3. Presentation by David Rodriguez on Vision North Texas; discussion of same.
Vision North Texas is a public -private -academic partnership to increase awareness about expected growth in the
region. Regional growth is expected to continue, including population and employment. Congestion around Trophy
Club is low to moderate, but expected to become increasingly worse, especially without corrective action to relieve
traffic congestion on major roadways, such as SH 114.
R. Presentation and update by Tom Batenhorst, GSBS Architects regarding joint facility planning; discussion of
same.
Tom Batenhorst, GSBS architects, provided a presentation (attached) to include a few basic layouts regarding the
latest ideas and designs for the proposed joint Town Hall/Police facility. Architects evaluated various buildings in
the area for design ideas and construction materials that may work for the Trophy Club facility. The architect
requested input and received feedback from Council and will continue to work on possible designs and layouts per
Councils directive.
The property where the proposed facility would be #orated requires rezoning and replatting. Currently, the
architect is working on designing a facility that is approximately 39,000 square feet, which includes a Town Hall,
Police Station and Community meeting space. Of the approximately 39,000 square feet, approximately 10,000
square feet would be shared space between the Town Hall, Police Station and community meeting rooms. Several
cost benefits were presented in regards to building a joint facility with shared space which include: saves
construction time, contractor and supplier savings, more efficient building savings, shared space resulting in
reduced space needs and savings from consolidated professional fees. A plaza and/or civic center could be added,
if desired in the future.
5. Discuss and provide direction regarding amendments to the Town Council Rules of Procedure, Chapter 1,
Article 6 of the Code of Ordinances of the Town.
Staff requested clarification on a few items regarding meeting rules of procedure as discussed at a previous Council
meeting.
CONVENE INTO EXECUTIVE SESSION -START TIME — 6:35 p,m.
6. Pursuant to Texas Government Code, Annotated, Subchapter 551, Council will convene into closed
executive session as authorized by:
Section 551.087 Deliberation Regarding Economic Development Negotiations to discuss or deliberate the
offer of financial or other incentives to a business prospect that the Town seeks to have locate within the
territory of the Town and Section 551.071 (2) "Consultation with Attorney", for Consultation with the 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 (551.071
(2)j•
(1) Development incentives for business prospects and development and legal advice regarding potential
development, potential incentives and contractual agreements, and related matters.
RECONVENE INTO REGULAR SESSION - START TIME -8:11 p.m.
March 17, 2014 Minutes Page 2 of 6
RECONVENE INTO REGULAR SESSION
7. Consider and take appropriate action regarding the Executive Session.
No action taken.
The Invocation was offered by Chief Kniffen.
The Pledges were led by Council Member Bill Rose,
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 on 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 three (3) 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.
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.
8. Consider and take appropriate action regarding the Minutes dated March 11, 2014.
9. Consider and take appropriate action regarding an amendment to Chapter 1, "Administration", Article VIII,
"Schedule of Fees", Section 8.11, "Police Department" to add a fee for a Nome Firearms Safety Program
course offered by the Police Department; providing for publication; and providing an effective date.
Motion made by Council Member Rose, seconded by Mayor Pro Tem Tiffany, to approve the Consent Agenda.
Motion passed unanimously.
REGULAR SESSION
10. Town Council Liaison Updates; discussion of same:
e Citizen Financial Advisory Board — March 10th
o EDC 4B —March 10th
e TIRZ Board — March 12th
Town Council Liaisons provided an update addressed questions; no action taken, update only.
11. Town Manager Slye's update regarding the following; discussion of same.
® Election Update
o Fresh Meadow
a Grass/Brush Fire
March 17, 2014 Minutes Page 3 of 6
Chief Thomas gave a brief overview of the Corps of Engineer Brush Fire. A total of twenty (20) local fire
departments responded; Eight (8) Support Service Units; and three (3) Law Enforcement Agencies. A total of 185
acres burned.
Special Thanks to:
Trophy Club Emergency Services Volunteers
Roanoke Fire Department CFA Volunteers
Marathon Construction Company
Wal-Mart
Reno Reds
Hard -8
Chick-Fil-A
Trophy Club Country Club
All the citizens
Town Manager Slye updated the Council and addressed questions; no action taken, update only.
12. Mayor and Council updates regarding training opportunities, educational sessions, and regional meetings;
discussion of same.
• Chamber Luncheon — March 4th
• Mayor's Round Table — March 7th
• Northwest Community Partners Meeting -- March 12th
Mayor White and Council members updated the Council and addressed questions regarding meetings attended; no
action taken, update only.
13. Consider and take appropriate action regarding financial and variance report dated February 2014.
Director of Finance, Steven Glickman gave an overview of the financial and variance report for February 2014,
Motion made by Council Member Rose, seconded by Mayor Pro Tern Tiffany, to approve the financial and variance
report for February 2014.
Motion passed unanimously.
14. Items for Future Agendas.
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.
No changes were made to the list.
15. Consider and take appropriate action regarding a request for an extension of time to allow two temporary
trailers to remain on site at The Church at Trophy Lakes, 800 Trophy Club Drive. Applicant: Jason lee,
Associate Pastor.
March 17, 2014 Minutes Page 4 of 6
Applicant requested to extend the time until lune 15'h for the temporary trailers used as classrooms to be allowed
on church property. Due to weather challenges, the church construction project has been delayed and the
Certificate of Occupancy has not yet been issued.
Motion made by Council Member Lamont, seconded by Council Member Shoff ner, to approve the request for an
extension of time to allow two (2) temporary trailers to remain on site at The Church at Trophy Lakes, 800 Trophy
Club Drive until lune 15, 2014.
Motion passed unanimously.
16. Consider and take appropriate action to contract for services to clean up and remove all vegetation and
beaver dams within the channel located East of Byron Nelson Nigh School, from Bobcat Boulevard and
northward to the future termination of the pedestrian bridge; and authorizing the Town Manager to
execute all necessary documents.
Beavers continue to build dams in the creek impeding drainage flow, and vegetation has grown in a manner that
creates standing water and attracts unwanted wildlife behind residential homes. This item allows staff to clean out
the creek, which would occur in conjunction with construction of the pedestrian bridge. The project will begin
where the channel intersects Bobcat Boulevard and continue northward up to the location site of the pedestrian
bridge. Once this project is done it will also substantially improve the Town's ability to maintain this area. This
project will be paid for with Storm Drainage Fee dollars.
Motion made by Council Member Rose, seconded by Mayor Pro Tem Tiffany, to approve authorize the contract
with Lenart Development not to exceed $19,850 for services to clean up and remove all vegetation and beaver
dams within the channel located l=ast of Byron Nelson High School, from Bobcat Boulevard and northward to the
future termination of the pedestrian bridge.
Motion passed unanimously.
17. Consider and take appropriate action regarding CFAB Initiatives.
CFAB Chairman Mike Buck, 2401 Lilyfield Drive, addressed Council and requested more projects moving forward.
Mr. Buck listed a few possible project examples for CFAB, including potential public-private partnership
opportunities for the town, potential contract examination, project to further expand the strategic map, proposed
debt obligation issues, etc.
Staff suggested that CFAB examine the economic impact of Trophy Club Park and determine if it is a viable asset
for the Trophy Club community.
Motion made by Council Member Lamont, seconded by Council Member Rose, to task CFAB with looking into the
feasibility of Trophy Club Park.
Motion passed unanimously.
EXECUTIVE SESSION
18. Pursuant to the following designated sections of the Texas Local Government Code, Annotated, Chapter
551, the Council will convene into closed executive session to discuss the following:
A. To deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal
of a public officer or employee;
Town Secretary, Tammy Ard (6 month trial period)
March 17, 2014 Minutes Page S of 6
B. Texas Government Code 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: Water and
wastewater services for PID; CCN; alternative services for the PID; legislative processes and actions;
terms of representation; terms of interlocal agreement for provision of water and wastewater services;
Town assets and related matters.
C. Texas Government Code Section 551.087 Deliberation Regarding Economic Development Negotiations
to discuss or deliberate the offer of financial or other incentives to a business prospect that the Town
seeks to have locate within the territory of the Town.
(1) Potential Projects in the Trophy Wood Drive area
CONVENE INTO EXECUTIVE SESSION - START TIME — 9:22 p.m.
RECONVENE INTO REGULAR SESSION - START TIME —10.43 p.m.
RECONVENE INTO REGULAR SESSION
19. Consider and take appropriate action regarding the Executive Session.
Motion made by Council Member Rose, seconded by Mayor Pro Tem Tiffany, to remove Town Secretary, Tammy
Ard from probationary status.
Motion passed unanimously.
No action taken on other executive session items.
ADJOURN
Motion made by Council Member Lamont, seconded by Council Member Rose, to adjourn. Motion carried
unanirno4siy, meeting aalournea at IU:4:5 P.M.
Ta �y Ard, To `n Secretary C nnie White, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
March 17, 2014 Minutes Page 6 of 6
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