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Minutes TC 08/12/2014MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Tuesday, August 12, 2014 at 6:00 P.M. Svore Municipal Building Boardroom The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Tuesday, August 12, 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: 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 Philip Shoffner Council Member, Place 6 STAFF AND GUEST(S) PRESENT: Mike Slye Town Manager Stephen Seidel Assistant Town Manager Tammy Ard Town Secretary Patricia Adams Town Attorney April Reiling PIO/Marketing Manager Scott Kniffen Police Chief Steven Glickman Finance Director Matt Jones Senior Planner Danny Thomas Fire Chief Pat Cooke Development Services Manager John Zagurski Budget Analyst Mayor Sanders announced the date of Tuesday, August 12, 2014 called the Town Council to order and announced a quorum at 6:02 p.m. WORKSHOP SESSION 1. Discussion of agenda items posted for consideration on the Regular Session Council Agenda for August 12, 2014. Mayor Pro Tem Lamont questioned if a budget item is discussed can action be taken later during budget discussion agenda item #12. Council Member Shoffner thanked staff for sending items early for review. Council Member Shoffner had questions regarding: —> Financial & Variance Report on consent agenda — Recreational programs fund — this item was added as there has been activity during the year Adam Adams, Parks & Recreation Director provided a brief description of Recreation programs fund as a programming fund for any type of recreational program which programs trips that pay for themselves, pay for a piece of equipment, pay instructors Requested clarification regarding the reason for extending the deadline for applications for CFAB Clarification was given noting that there were several boards/commissions that needed additional applications to fill all the vacancies on the board/commission. Ethics Commission, ZBA as well as CFAB as two additional seats were added to CFAB requiring additional applicants 2. Discussion of Agenda Items posted for consideration on the upcoming Regular Session Council Agenda for the August 26, 2014 meeting. Town Manager Slye started by indicating that corrections to this agenda are forthcoming and some of the items do not fall under the heading indicated. In addition, Town Manager Slye gave a brief explanation of the Interlocal Agreement for Emergency Services Assessment for the PID. Council had questions regarding: —> Special Use Permit for the snow cone stand — what happens next —> Request to fast track sign ordinance for the upcoming election season — Town Manager Slye explained the ordinance will need to be vetted thru the Planning & Zoning Commission —> Request for ORR report to include the time spent and the cost —> Question regarding the vote for the Denco 9-1-1 Board —> Question regarding RFP for Parks — the RFP will be issued by the Town Manager and Council can request that the RFP be analyzed thru CFAB; it was also discussed that CFAB review the RFP prior to the RFP being issued allowing for CFAB to make a recommendation to Council regarding the language for the RFP —> School Resource Officer — where do we stand on getting this position working —> Final Plat of the Villas Hogan's Glen Phase II drainage —> PID Agreement —> Parks RFP — CFAB Council Liaison participation in the RFP process; allow for bidding for separate segments and pieces of the RFP in addition to a collective piece (for example: allowing someone to bid on just medians) 3. Discuss and receive update regarding Fiscal Year 2015 Budget. Town Manager Slye provided an update regarding the Fiscal Year 2014-2015 budget and provided a breakdown of activity since the August 1, 2014 Budget Workshop. Attachment —Workshop Presentation Town Manager Slye and Steven Glickman, Finance Director provided clarification regarding the TMRS phase-in rate of 15.68% and the full rate of 17.62%, TMRS liability, merit increase, Police & Fire salary true up, EDC 4B Economic Development/Marketing Coordinator, Lakeview soccer field improvements. Attachment B — Budget Workshop Presentation BREAK - START TIME — 7.15 P.M. RECONVENE — 7.20 P.M. CONVENE INTO REGULAR SESSION - START TIME — 7:20 P.M. The Invocation was offered by Mayor Sanders. The Pledges were led by Chief Thomas. Tuesday, August 12, 2014 Minutes Page 2 of 16 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. No citizens addressed the Council. 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. 4. Consider and take appropriate action regarding the Minutes dated July 15, 2014. 5. Consider and take appropriate action regarding the Minutes dated July 22, 2014. 6. Consider and take appropriate action regarding an ordinance of the Town amending Section 16.02, "Board Established/Number of Members/Terms Established and Qualifications" of Article XVI, "Citizens Financial Advisory Board" of Chapter 1, "Administration" in order to add two (2) new seats to the Citizens Financial Advisory Board for a total of seven (7) members; providing for engrossment and enrollment; and providing an effective date. 7. Consider and take appropriate action regarding financial and variance report dated June 2014. S. Consider and take appropriate action regarding an Interlocal Agreement for the TML Multistate Intergovernmental Employee Benefits Pool as a participating member of the health risk pool; and authorizing the Mayor or his designee to execute all necessary documents. Motion passed unanimously to approve the Consent Agenda as corrected at the dais. PUBLIC HEARING 9. Conduct a Public Hearing regarding the Trophy Club Crime Control and Prevention District (CCPD) Budget for Fiscal Year 2014-2015 submitted to the Town Council by the CCPD Board. CONVENE INTO PUBLIC HEARING - START TIME — 7:46 P.M. PUBLIC HEARING - END TIME— 7:47 P.M. RECONVENE INTO REGULAR SESSION - START TIME — 7:47 P.M. REGULAR SESSION 10. Presentation by Dan Leal from the Children's Advocacy Center. This item was moved prior to the consent agenda. Tuesday, August 12, 2014 Minutes Page 3 of 16 Dan Leal with the Children's Advocacy Center for Denton County provided an overview for the Children's Advocacy Center. The Children's Advocacy Center serves children who have been suspected of being abused and the organization works with various law enforcement agencies to help children through the difficult process. The Children's Advocacy Center requests that the town contribute to help fund the Children's Advocacy Center programs. In calendar year 2013, Children's Advocacy Center provided 40 services to citizens who live in Trophy Club and requests $1,179 to help fund programs in the upcoming calendar year. If the fund is not met, no child will be turned away. The following people spoke in addition to Dan Leal on behalf of the Children's Advocacy Center: • Vicki Hardy, 7 Jennifer Court, has 42 years with working with children in our community. Mrs. Hardy stated to make it personal, 3 women and 3 men in this room would have needed this service as we were growing up; it is personal and it is here. Mrs. Hardy thanks the Council for their continued support because it means so much to the children and their future. Matt Shirley, 1512 Main Street, Southlake, thanks the Council for funding the Children's Advocacy Center. Request the Council come for a tour and see where their money is spent. If you come when the children are here please bring your handkerchief because you will not get out of the lobby without crying guaranteed. Attachment C— Children's Advocacy Center for Denton County Municipal Fair Share Calculation Attachment D — Children's Advocacy Center for Denton County Presentation only, no action taken. 11. Consider and take appropriate action to authorize the Towns participation in a joint project with the Trophy Club Women's Club to aid in the construction of the Veteran's Memorial. This item was moved prior to the consent agenda following agenda item #10. Jan Tomlinson, 219 Indian Creek Drive, Chair Trophy Gardeners of Trophy Club Women's Club and the Chair of the Military Veteran's Memorial. Jan Tomlinson, presented information about the Garden Club projects throughout town. A request was made by one of the members to create a Veteran's Memorial using ammo boxes and the idea grew from there. The location was determined and a flagpole and up light was installed. Phase 2 includes the installation of a walkway and a granite monument to be placed on Parkview Drive. Once the walkway is complete the monument will be installed. Phase three includes columns with the five branches of the military represented and customizable pavers that the Garden Club is selling for $50 the proceeds will go to the memorial. Several vendors (such as Alpine Materials supplied all the decomposed granite for the walkways) have donated materials and monies, and the Stars and Stripes team donated over $4,000 from the 2014 July 4th Parade of Patriots proceeds. Financial ambassadors, fifth graders from Beck Elementary school kids also raised $500 through their Living Museum project. Trophy Club Gardeners are requesting that the Town assist them with both grading, framing and pouring of the concrete. Mrs. Tomlinson introduced Rhonda Labor, Jeannette Tiffany and Danielle Blake AttachmentE—Veteran's Memorial Motion made by Council Member Parrow, seconded by Council Member Shoffner, to approve participation in the Trophy Club Women's construction of the Veteran's Memorial by providing the grading, framing and pouring of concrete as recommended by Town Staff Motion passed unanimously. Tuesday, August 12, 2014 Minutes Page 4 of 16 12. Consider and take appropriate action on items discussed during the Fiscal Year 2015 proposed budget workshop including: a. Texas Municipal Retirement System (TMRS) Contribution Rate b. 3% Merit employee Increase c. Police and Fire Salary True Up d. EDC -46 Personnel Position e. Lakeview Soccer Field Improvements f. Related items discussed during budget workshop Attachment F— Five Year Personnel History Town Manager Slye provided a five year personnel growth history. Town Manager Slye provided an overview of the items listed in this agenda item and answered questions regarding the same. a. Texas Municipal Retirement System (TMRS) Contribution Rate Motion made by Mayor Pro Tem Lamont, seconded by Council Member Rowe to fund the total TMRS increase of 17.62%. Motion passed unanimously. b. 3% Merit employee Increase If effective October 1, 2014 3% annual adjustment equates to $120,000 If effective April 1, 2015 1 %% for 6 months adjustment equates to $60,000 Main motion Motion made by Council Member Rowe, seconded by Mayor Pro Tem Lamont to move forward with a $60,000 merit increase budget to be applied October 1, 2014 and thereafter in fiscal year 2015 at the discretion of the Town Manager. Motion as amended passed unanimously. Amended motion Motion made by Mayor Sanders, seconded by Mayor Pro Tem Lamont to amend the original motion to change the effective date to be effect April 1, 2015 in lieu of October 1, 2014 leaving $60,000 as the merit increase budget. Motion carried 4-2-0 with Mayor Sanders, Mayor Pro Tem Lamont, Council Member Parrow and Council Member Shoff ner, voting for and Council Member Reed and Council Member Rowe voting against. c. Police and Fire Salary True Up Motion made by Council Member Reed, seconded by Council Member Parrow, to ask CFAB to investigate the police and fire salary true up, report back within the next 120 days and make a recommendation to Council and CFAB to present their recommendation to Council. Motion passed unanimously. ** Council Member Shaffner asked that CFAB reach out to the MUD regarding the fire side of the salary true up. Tuesday, August 12, 2014 Minutes Page 5 of 16 d. EDC -413 Personnel Position Motion made by Council Member Shoffner, seconded by Mayor Pro Tem Lamont not to fund the ED/Marketing Coordinator position in the Fiscal Year 2014-2015 budget. Motion passed unanimously. e. Lakeview Soccer Field Improvements Main motion Motion made by Council Member Shoffner, seconded by Council Member Rowe to remove the ambulance for fiscal year 2014-2015 budget and replace that capital expenditure item with Lakeview Soccer Field Improvements. Motion carried 4-2-0 with Mayor Sanders, Mayor Pro Tem Lamont, Council Member Shoffner and Council Member Rowe voting for and Council Member Parrow and Council Member Reed voting against. Council Member Shoffner would like to explore all options (i.e. replace the box or replace the chasse instead of a complete replacement) Additional motion Motion made by Council Member Parrow to defer this decision until we receive the reports from the Fire Chief on the ambulance and provide the information needed to make a better decision including looking at different options (changing the existing cab on the existing chasse). Motion failed for lack of a second. Motion made by Council Member Reed, seconded by Council Member Rowe, to amend the original motion to fund the purchase of the ambulance through the maintenance and operations budget with $60,000 over a three (3) year period. Motion failed for lack of majority 3-3-0 with Council Member Reed, Council Member Rowe and Mayor Sanders voting for and Council Member Parrow, Mayor Pro Tem Lamont and Council Member Shoffner voting against. BREAK - START TIME — 9:18 P.M. RECONVENE - 9:27 P.M. f. Related items discussed during budget workshop - Questions and modifications regarding reducing Mayor and Council expenses Motion made by Mayor Sanders, seconded by Mayor Pro Tem Lamont to reduce the mayor/council budget line item by $8,000 leaving the Meals on Wheels (MOW) amount included and removing the Mayor cell phone. Motion passed unanimously. - Discussion regarding the stipend; request for more information Main Motion Motion made by Council Member Parrow, seconded by Mayor Pro Tem Lamont to have the stipend at a flat dollar amount for each employee as opposed to the tiered stipend at the $89,500 amount as recommended by Mayor Pro Tem Lamont. * Town Manager Slye clarified that the stipend is not a percentage amount and is a fixed dollar amount Council Member Parrow requested to amend his motion to the change the stipend amount to a flat $250 per employee. Motion failed for lack of a second. Tuesday, August 12, 2014 Minutes Page 6 of 16 Motion made by Mayor Pro Tem Lamont, seconded by Council Member Shoffner to table this item until the August 26, 2014 council meeting and bring back this item with additional information regarding how many employees receive each tier, look at whether Trophy Club MUD will be budgetingY2 for the fire department employees * Town Manager Slye clarified that the stipend tiers were paid to employees in fiscal year 2013-2014 as follows: $1,800 -11 employees $1,500 -3 employees $1,200 — 57 employees Motion carried 5-1-0 with Council Member Parrow, Council Member Reed, Council Member Rowe, Mayor Pro Tem Lamont and Council Member Shoffner voting for and Mayor Sanders voting against. - Request to begin budget process sixty (60) days earlier than this budget cycle Motion made by Council Member Reed, seconded by Council Member Rowe to start the budget process sixty (60) days earlier next fiscal year than we started this fiscal year. Motioned failed for lack of majority 1-5-0 with Council Member Parrow voting for and Council Member Reed, Council Member Rowe, Mayor Pro Tem Lamont, Council Member Shoffner and Mayor Sanders voting against. * Town Manager Slye clarified that our charter dictates that a proposed budget is owed to the council on July 315tof every year. -Request for retirement options to be analyzed and reviewed Motion made by Council Member Reed, seconded by Mayor Pro Tem Lamont to direct CFAB over the next six (6) months to analyze our retirement plan options and contributions and report back to Council notifying what the options are and discuss the liabilities are in terms of unfunded liabilities. Motion carried 4-2-0 with Council Member Reed, Council Member Rowe, Mayor Pro Tem Lamont and Council Member Parrow voting for and Mayor Sanders and Council Member Shoffner voting against. 13. Consider and take appropriate action regarding a record vote on a not -to -exceed Fiscal Year 2015 ad valorem tax rate and schedule two public hearings to meet Truth in Taxation requirements and/or as required by the Charter and related matters. Motion made by Mayor Pro Tem Lamont, seconded by Council Member Shoffner, to set the tax rate not to exceed $0.490 and to set the public hearing dates for September 9, 2014 & September 15, 2014. Roll call vote: Mayor C. Nick Sanders Yea Mayor Pro Tem Lamont Yea Council Member Jim Parrow Yea Council Member Garrett Reed Yea Council Member Rhylan Rowe Yea Council Member Philip Shoffner Yea Motion carried. 14. Consider and take appropriate action regarding the approval or rejection of the Trophy Club Crime Control and Prevention District (CCPD) Budget for Fiscal Year 2014-2015 submitted to the Town Council by the CCPD Board. Tuesday, August 12, 2014 Minutes Page 7 of 16 "Town Attorney Adams noted that should the Council reject the Trophy Club Crime Control and Prevention District (CCPD) Budget for Fiscal Year 2014-2015 as submitted the Council and CCPD would need to meet jointly to amend the CCPD budget. Motion made by Council Member Shoffner, seconded by Council Member Rowe, to reject the Trophy Club Crime Control and Prevention District (CCPD) Budget for Fiscal Year 2014-2015 as submitted to the Town Council by the CCPD Board. Motion passed unanimously. 15. Consider and take appropriate action regarding a Final Plat for Waters Edge at Hogan's Glen, Phase III (21.123 acres) located in Planned Development No. 22. Applicant: Jacobs on behalf of BDMR Development, LLC (FP -14-060). A. Consider and take appropriate action regarding a Subdivider's Agreement between the Town and BDMR Development, LLC for the installation of public improvements and facilities for Waters Edge at Hogan's Glen, Phase III, an approximate 21.123 acre tract of land; and authorizing the Mayor or his designee to execute all necessary documents. Item moved up after the Public Hearing prior to agenda item #12. Matt Jones, Senior Planner provided an overview of this item noting the final plat is for twenty-two (22) residential lots and five (5) common open space lots to be located at Waters Edge at Hogan's Glen, Phase III. The preliminary plat was approved in December 2007 with the planned development approved in 2000. There is some preliminary grading work that needs to be completed before final approval is granted and construction can begin on the project. Council asked questions about the flood plain and wanted to make sure that drainage issues are addressed. ** Council Member Reed requested that the Planning & Zoning Chairman attend Council meetings in order to answer any technical questions Council may have. Motion made by Mayor Sanders, seconded by Mayor Pro Tem Lamont, to approve the final plat for Waters Edge at Hogan's Glenn, Phase III located in planned development 22. Motion passed unanimously. Motion made by Mayor Pro Tem Lamont, seconded by Council Member Shoffner, to approve the Subdivider's Agreement for Waters Edge at Hogan's Glen, Phase III. Motion passed unanimously. 16. Consider and take appropriate action regarding an Ordinance of the Town ordering and calling a Special Election to be held on November 4, 2014 for the purpose of electing one (1) Council Member for Place No. 4 to the Town Council for the remainder of an unexpired term (expiring in 2015); providing for canvassing of returns; providing for a runoff election as necessary; adopting provisions relative to publication and other matters necessary to conduct the election; and providing an effective date. Motion made by Council Member Shoffner, seconded by Council Member Parrow, to approve Ordinance 2014-23 of the Town ordering and calling a Special Election to be held on November 4, 2014 for the purpose of electing one (1) Council Member for Place No. 4 to the Town Council for the remainder of an unexpired term. Motion passed unanimously. 17. Consider and take appropriate action regarding the approval of correspondence from the Town to Fellowship United Methodist Church for potential shared parking on Town owned facilities adjacent to Church property and authorizing the Mayor and Council members to sign the correspondence. Tuesday, August 12, 2014 Minutes Page 8 of 16 Motion made by Council Member Parrow, seconded by Council Member Reed, to approve the letter to the Fellowship United Methodist Church for potential shared parking on Town owned facilities should the Town purchase the property from the church. Motion passed unanimously. 18. Consider and take appropriate action to appoint two Council Members to work with Trophy Club MUD No. 1 Board on evaluation of current agreement for Water & Waste Water Services and the possible development of changes to the current agreement. Motion made by Council Member Shoffner, seconded by Council Member Parrow, to appoint Mayor Pro Tem Lamont and Mayor Sanders to work with Trophy Club MUD No. 1 Board on evaluation of current agreement for water and waste water services and the possible development of changes to the current agreement. Motion passed unanimously. 19. Consider and take appropriate action regarding an Ordinance of the Town amending Chapter 10, "Public Safety" by amending various sections of Article IV, "Peddlers and Solicitors"; providing amendments to Definitions; providing for the adoption of a Do-Not-Solicit/No Knock List, providing a criminal penalty not to exceed $500.00 per day for a violation, and providing a penalty of permit revocation or suspension; and providing an effective date. Motion made by Council Member Shoffner, seconded by Council Member Parrow, to approve ordinance 2014-21 amending Chapter 10, "Public Safety" by amending various sections of Article IV, "Peddlers and Solicitors". Motion passed unanimously. 20. Town Council Liaison Updates; discussion of same: • Royal Troon Subcommittee (Parks & Recreation Subcommittee), August 7, 2014 Council Member Shoffner Council Member Shoffner updated the Council and addressed questions; no action taken, update only. 21. Town Manager Slye's update regarding the following; discussion and provide input regarding same. • Cell Tower at Indy Park • Update on Fire/EMT on policy related to being out of Town/District in emergency vehicles • Update on Town/MUD Email software Town Manager Slye updated the Council and addressed questions; no action taken, update only. 22. 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. + Council Member Shoffner requested item #4 (Consider and take appropriate action regarding action regarding no knock, solicitation and handbill ordinance.) be removed from the list. Tuesday, August 12, 2014 Minutes Page 9 of 16 + Mayor Sanders questioned whether item #1 should be removed from the list Council Member Rowe requested the item remain on the list and that his name be placed next to item #1 and have this item be discussed at a workshop. + Mayor Sanders noted item #9 (Consider and take appropriate action regarding creating a charter review committee for the May 2015 election be created.) was added by Mayor Pro Tem Lamont. Mayor Sanders understanding is that we are too early in the cycle of when we can actually call a charter review. Town Attorney Adams confirmed we are too early to have an election because that is going to be November 2015. The Charter requires every seven (7) years. The council can do this more frequently and the council can propose charter amendments of their own; however, the earliest date we can have an election is November 2015 as the constitution and statue requires that you have an exact two year period on the election dates from 2013 to 2015 being May 11, 2013 and May 9, 2015 we miss it by a couple of days. Mayor Pro Tem Lamont agreed this item can be removed from the list. + Mayor Sanders brings item #10 "Consider and take appropriate action regarding median aesthetics relative to the three (3) medians being replaced due to the Indian Creek reconstruction project" to our attention and believes this is a byproduct of our current road improvement project and comments that citizens made and if we are going to deal with this issue we probably need to try to get it moving or it will be too late to deal with. Council Member Reed requested we discuss this at the next council meeting. ADJOURN Motion made by Council Member Lamont, seconded by Council Member Parrow, to adjourn. Motion carried unani ously. Meeting adjourned t 10:26 p.m. Ta Ard, T Secretary To n of Trop lub, Texas C. Nick Sanders, Mayor Town of Trophy Club, Texas Tuesday, August 12, 2014 Minutes Page 10 of 16 ATTACHMENT A Workshop Presentation Tuesday, August 12, 2014 Minutes Page 11 of 16 January24-25 Friday & Saturday April 11 Friday April 28 Monday May 5 Monday BUDGET CALENDAR Fiscal Year 2015 • Town Council and Management Retreat/Strategic Planning • Denton Central Appraisal District begins sending out weekly preliminary appraisal totals • Tarrant Appraisal District submits 1st preliminary appraisal totals • Mid -Year Review Presentation to Council May 6 - June 5 • Departmental Budget Meetings June 13 Friday • Preliminary GF Expenditures and Revenues Completed July 22 Tuesday • Management Budget Update with Council July 25 Friday • Certified Appraisal Roll Due from Denton & Tarrant Appraisal July 31 Thursday • Hand Deliver Hard Copy Proposed Budget to Council Members August 1 Friday • Denton County Tax Assessor/Collector provides Effective and Rollback Tax Rates • Council Workshop - Budget Discussion - 1:00 PM • Publish Notice of Public Hearing on CCPD Budget August 12 Tuesday • Public Hearing on CCPD Budget • Submit Effective & Rollback Rate Calculations to Town Council • Vote to Propose Tax Rate (if over Effective Rate) • CCPD Budget Adoption • Set Public Hearings for September 9th and September 15th (if applicable) August 29 Friday • Publish Notice of Public Hearing on the Budget • Publish Notice of Proposed Tax Rate and (if applicable) Public Hearings on Tax Rate • Publish Notice of Public Hearing on PID Service Assessment September 9 Tuesday • First Public Hearing on Tax Rate (if applicable) • Public Hearing on Budget • Resolution accepting proposed SAP & setting Public Hearing date September 15 Monday • Second Public Hearing on Tax Rate (if applicable) • Public Hearing on PID Service Assessment September 23 Tuesday • Budget Adoption • Tax Rate Adoption • Approve Tax Roll • Vote to Ratify Property Tax Revenue • Adopt PID Assessment Rate October 1 Wednesday • Fiscal Year 2014-2015 Begins Town of Trophy Club - Five Year Forecast - General Fund FY 14 FY 15 FY 16 FY 17 FY 18 FY 19 Estimate Proposed Planning Planning Planning Planning Beginning Fund Balance $ 2,627,264 $ 2,970,042 $ 2,861,946 $ 3,051,732 $ 3,175,645 $ 3,253,343 Revenue: Property Tax 4,550,075 5,159,285 5,581,239 5,890,028 5,974,757 6,058,045 Franchise Fees 761,169 812,506 838,132 846,633 853,986 869,486 Sales Tax 659,365 676,323 693,731 711,600 803,445 827,381 Licenses and Permits 859,236 710,631 579,537 307,376 278,348 234,651 Fines and Fees 582,638 466,101 445,503 453,285 461,454 468,615 Intergovernmental 231,382 154,130 175,130 177,130 179,130 181,130 Charges for Service 210,685 261,900 267,116 272,454 277,919 283,514 Interest Revenue 2,500 6,000 7,000 8,000 12,000 18,000 Grant Revenue 77,018 77,018 - - - - Miscellaneous 102,000 103,550 105,632 107,745 109,893 112,075 8,036,068 8,427,444 8,693,020 8,774,251 8,950,932 9,052,897 Total Revenue Expenditures: Personnel 5,713,227 6,098,681 6,319,854 6,473,322 6,624,310 6,774,489 Services/Supplies 1,946,279 1,956,701 1,961,137 1,954,773 2,026,681 2,054,509 Capital 211,863 136,158 233,243 233,243 233,243 233,243 7,871,369 8,191,540 8,514,234 8,661,338 8,884,234 9,062,241 Total Expenditures Other Sources (Uses): Transfers In 188,897 11,000 11,000 11,000 11,000 11,000 Transfers Out (10,818) (355,000) - - - - Total Other Sources (Uses) 178,079 (344,000) 11,000 11,000 11,000 11,000 Net Increase (Decrease) 342,778 (108,096) 189,786 123,913 77,698 1,656 Ending Fund Balance $ 2,970,042 1 $ 2,861,946 1 $ 3,051,732 1 $ 3,175,645 1 $ 3,253,343 1 $ 3,254,999 Fund Balance as % of Expenditures 37.73% 34.94% 35.84% 36.66% 36.62% 35.92% The General Fund Expend]11FY2011 FY 2011 ACTUAL FY 2012 ACTUAL FY 2013 ACTUAL FY 2014 BU FY 2014 ESTIMATE FY 2015 PROPOSED FY 2016 PROJECTED FY 2017 PROJECTED Property Tax $ 3,442,842 $ 3,852,874 $ 4,149,900 $ 4,589,856 $ 4,550,075 $ 5,159,285 $ 5,581,239 $ 5,890,028 Licenses and Permits 792,067 1,112,979 947,870 937,860 859,236 710,631 579,537 307,376 Franchise fees 608,806 693,722 718,952 729,870 761,169 812,506 838,132 846,633 Sales Tax 508,187 606,714 609,889 625,375 659,365 676,323 693,731 711,600 Fines and Fees 554,312 684,807 644,611 497,727 582,638 466,101 445,503 453,285 Intergovernmental 290,498 265,686 184,689 214,008 231,382 154,130 175,130 177,130 Charges for Service 209,305 214,821 235,594 198,763 210,685 261,900 267,116 272,454 Investment Income 4,124 5,632 4,919 5,500 2,500 6,000 7,000 8,000 Grant Revenue - - 75,599 - 77,018 77,018 - - Prior Year Adjustment - (217,750) - - - - - - Miscellaneous Income 91,320 87,000 203,766 85,000 102,000 103,550 105,632 107,745 Total Revenues sollF $ 6,501,461 $ 7,306,485 $ 7,775,789 $ 7,883,959 $ 8,036,068 $ 8,427,444 $ 8,693,020 $ 8,774,251 Expend]11FY2011 TUAL FY 2012 ACTU ' FY 2013 A ryl FY 2014 0116 FY 2014 ESTIMATE FY 2015 PROPOSED FY 2016 PROJECTED FY 2017 PROJECTE Manager's Office $ 556,489 $ 636,758 $ 707,166 $ 872,641 $ 820,828 $ 915,255 $ 928,591 $ 949,011 Human Resources 90,060 94,839 102,771 98,382 78,233 93,028 95,841 98,036 Information Services 287,448 330,204 342,319 374,271 368,456 410,470 403,776 405,692 Legal 146,881 154,236 171,157 184,246 208,393 193,843 199,356 203,247 Police 1,463,179 1,638,863 2,068,309 1,963,011 2,050,084 2,143,751 2,253,097 2,294,245 Emergency Medical Services 688,213 695,139 768,367 853,933 817,404 878,433 929,776 947,764 Streets 384,513 417,998 766,411 444,452 409,231 413,348 449,801 463,647 Medians - - - 306,772 276,533 300,683 312,112 319,882 Parks 951,328 1,141,216 947,734 980,967 1,005,554 1,039,160 1,076,519 1,094,996 Recreation 523,691 470,550 496,390 553,828 523,317 566,101 583,786 593,301 Community Events 48,114 47,890 47,374 55,915 49,785 60,201 61,935 63,723 Planning & Zoning 154,225 233,134 257,138 241,753 345,585 - - - Community Development 189,425 248,339 319,168 355,601 371,157 574,917 596,477 580,602 Finance 360,548 528,143 372,816 395,440 385,688 404,840 430,981 449,450 Municipal Court 80,260 78,929 68,731 84,994 81,571 86,468 89,256 91,164 Facilities Maintenance 76,483 65,341 75,345 72,200 79,550 111,042 102,929 106,577 Total Expenditures $ 6,000,855 $ 6,781,579 $ 7,511,194 $ 7,838,406 $ 7,871,369 $ 8,191,540 $ 8,514,234 $ 8,661,338 Other Sources (Uses) FY 2011 FY 2012 FY 2013 FY 2014 FY 2014 FY 2015 FY 2016 FY 2017 FY 2017 ACTUAL ACTUAL ACTUAL BUDGET ESTIMATE PROPOSED PROJECTED PROJECTED Transfers In $ 75,000 $ 64,019 $ 12,300 $ 11,000 $ 188,897 $ 11,000 $ 11,000 $ 1700 Transfers Out (46,631) (100,615) (780,734) - (10,818) (355,000) - - Total Other Sources (Uses) $ 28,369 $ (36,596) $ (768,434) $ 11,000 $ 178,079 $ (344,000) $ 11,000 $ 11,000 Fund Balance Detail FY 2011 FY 2012 FY 2013 FY 2014 FY 2014 FY 2015 FY 2016 FY 2017 Fund Balance 30% of Total Expenditures) ACTUAL ACTUAL ACTUAL BUDGET ESTIMATE PROPOSED PROJECTED PROJECTED Beginning fund balance $ 2,113,820 $ 2,642,792 $ 3,131,102 $ 2,851,702 $ 2,627,264 $ 2,970,042 $ 2,861,946 $ 3,051,732 Net increase (Decrease) 528,975 488,310 (503,838) 56,553 342,778 (108,096) 189,786 123,913 Ending Fund Balance $ 2,642,795 $ 3,131,102 $ 2,627,264 $ 2,908,255 $ 2,970,042 $ 2,861,946 $ 3,051,732 $ 3,175,645 Fund Balance Detail FY 2011 ACTUAL FY 2012 ACTUAL FY 2013 AC FY 2014 FY 2014 STIMATE FY 2015 PROPOSED FY 2016 PROJECTED FY 2017 PROJECTED Reserve Fund balance 30% of Total Expenditures) 1,800,257 2,034,474 2,253,358 2,351,522 2,361,411 2,457,462 2,554,270 2,598,401 Assigned Fund Balance 228,138 228,138 228,138 228,138 228,138 - - - Unassigned Fund Balance in (42,777) (314,285) (285,172) (216,209) (149,518) (119,943) (233,243) (233,243) Excess (Deficit) of 30% 614,400 868,490 145,768 328,596 380,493 404,484 497,462 577,244 Total Fund balance 2,642,795 3,131,102 2,627,264 M 2,908,255 2,970,042 2,861,946 3,051,732 3,175,645 **NOTE: THE EQUIPMENT REPLACEMENT RESERVE BALANCE IS A COMPONENT OF THE GENERAL FUND'S UNASSIGNED FUND BALANCE FY 2011 FY 2012 FY 2013 FY 2014 FY 2014 FY 2015 FY 2016 FY 2017 Equipment Replacement ACTUAL ACTUAL JWCTUAL UDGETMESTIMATE PROPOSED PROJECTED PROJECTED Contribution $ 44,711 $ 435,939 $ 231,209 $ 216,209 $ 194,034 $ 233,243 $ 233,243 $ 233,243 Capital Purchases (42,777) (314,285) (285,172) (216,209) (149,518) (119,943) (233,243) (233,243) Increase (Decrease) 1,934 121,654 (53,963) - 44,516 113,300 - - Beginning Reserve Balance 32,331 34,265 155,919 101,956 101,956 146,472 259,772 259,772 **Ending Reserve Balance $ 34,265 $ 155,919 $ 101,956 $ 101,956 $ 146,472 $ 259,772 $ 259,772 $ 259,772 **NOTE: THE EQUIPMENT REPLACEMENT RESERVE BALANCE IS A COMPONENT OF THE GENERAL FUND'S UNASSIGNED FUND BALANCE Budget Workshop —General Fund Changes from August 1st Workshop 1. Revenue Decreased $41,698 a. Removed IT portion of SEMO Contract - $60,302 b. Added $17,000 from EDC 4B to fund ED/Marketing Coordinator c. Added $1,604 to Sales Tax based on August receipts 2. Personnel Decreased $44,374 a. Removal of 1% COLA b. Changed proposed additional Firefighter/Paramedic to % year funding instead of a full year c. Accounted for newly created vacancies for the ED/Marketing Coordinator and Police Officer 3. Services/Supplies Decreased $14,500 a. Removed Backup Strategy Consultation Cost - $14,000 reduction b. Received Audit Engagement Letter - $500 reduction 4. Transfers Out Increased $355,000 a. 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O LO �LO N TH C� O LO O TH Z 70 0 FM C7 0 U) U) W � � 70 Z 70 O O Z N U 0 0 E LU � E a a VU.J c O 0 W W (1) FM z w 2 w O d w CM) CM) O (1) 2 W W Q J 70 lz m 00 O 00 O m .w 0 m 0 3: 4-j 0 4-j O C7 M 70 O U) W W W (nM w FM LO TH H ATTACHMENT C Children's Advocacy Center for Denton County Municipal Fair Share Calculation Tuesday, August 12, 2014 Minutes Page 13 of 16 Children's Advocacy Center for Denton County Municipal Fair Share Calculation A B C D E F G H I J Q) o1' U o o\� ao F ° � oo � Q' rr M o U o N N 4c �c 2 Argyle 0 0 0.00% $0 $2,000 $732 $1,741.98 3 Aubrey 9 3 0.04% $265 4 Carrollton 1751 102 7.50% $51,619 $25,000 $25,000 $14,360.00 5 Coppell 438 26 1.88% $12,912 $6,443 $2,000 $3,000.00 6 Corinth 550 32 2.36% $16,214 $10,638 $8,028 $8,651.81 7 Dallas 111 321 0.48% $3,272 8 Decatur 17 5 0.07% $501 9 Denton 3201 255 13.71% $94,365 $119,141 $101,210 $121,648.00 10 Flower Mound 1078 77 4.62% $31,779 $21,883 $16,641 $16,641.00 11 Fort Worth 105 24 0.45% $3,095 12 1 Frisco 617 76 2.64% $18,189 $12,000 $11,898 $7,000 13 Gainesville 349 34 1.49% $10,257 14 Hickory Creek 20 3 0.09% $590 $1,000 $3,014 $1,510.00 15 Highland Village 175 26 0.75% $5,159 $2,800 $3,925 $1,857.00 16 Justin 89 7 0.38% $2,624 $1,000 $1,000 17 Krugerville 3 1 0.01% $88 $88 $0 18 Krum 166 16 0.71% $4,894 $4,894 $1,690 $1,683.91 19 Lake Dallas 204 21 0.87% $6,014 $7,000 $6,000 $15,000 $12,000.00 20 Lewisville 5136 292 22.00% $151,409 $25,000 $25,000 $22,000 $21,750.00 21 Little Elm 1840 144 7.88% $54,243 $44,678 $37,662 $23,981.00 22 Northlake 14 6 0.06% $413 $729 23 Pilot Point 6 3 0.03% $177 $177 $535 24 Ponder 12 2 0.05% $354 $1,000 $348.40 25 Roanoke 200 18 0.86% $5,896 $3,951 $1,042 $4,644.80 26 Sanger 429 30 1.84% $12,647 $12,157 $10,253 $13,993.87 27 The Colony 983 74 4.21% $28,979 $27,354 $31,915 $16,000.00 28 Trophy Club 40 14 0.17% $1,179 $426 $254 $116.13 29 Other 585 61 2.51% $17,246 $0.00 30 Cooke County 81 9 0.35% $2,388 $2,388 $3,465 $0.00 31 Dallas County 543 41 2.33% $16,008 $0.00 32 Wise County* 496 48 2.12% $14,622 $10,628 $5,045 $0.00 33 Tarrant County 375 40 1.61% $11,055 $0.00 34 Collin County 58 13 0.25% $1,710 $0.00 35 Denton County Total 3669 279 23,35011,8141100.00%1$688,357.74 15.71% $108,162 $31,874 $37,611 $32,675 $95,049.00 $368,219.00 $321,576.00 $46,295.00 $310,222.90 36 ATTACHMENT D Children's Advocacy Center for Denton County Tuesday, August 12, 2014 Minutes Page 14 of 16 tu 0 3: �-) Q ecu v R wW • a �.. oc u �— coz --i > Qj Q U ' W �, " >. `0 vi-0 ro4-1 O v w O V cu aj +�© R3 ate+ un i C Qj -� fCi tU © O C x .E Qj 7' Q — R3 ,� _ 'n vi p� V Q} }, vi Q T Cll X i ai rz L Q1 © V V w tU ft3 © Q d1 C i Ln S ++ 5 fly un C v Q Q v x" ° u ra CPL° vro V) °� =^ In D CL U VQi ajN CL O 7. vi Ill C O C-0 :3 p C © C© O rCs w W .> S cn j C 4 — X C D W p O ' a � ,_, C C fL O E u Q� o c o `° U d O V cn CL LA u (1) Ln ru ru CL u-C u° .- u si o u V dk a � (11 -0 +� C .:.. u 0ro C v 0) u o W 0 •�� Q1 +� C O 4-1 C v 0) u o m {� U V 4-' v C O w 0 4 jkC 0 N > " ro 7 +_+ a p O CJ Q E Q1 +� C O 4-1 C v an F m V 4-' v C O w 0 jkC N > " ro 7 +_+ a p O Q E C O v O 4-1 C O V T V Qy L 0 v CO L O O 0 O'�sE a) V 0O E -' D 765 -0 P W �, o 0 M �, O C CV s 0 Z V 0 Q S ra i.ii i O 4' 4-1 V 'S �j w L O a-+ ro N v dU) v1 C QJ V < -O O D O V C ro a S- O -:. 3: A,CN �n a c o �� I 00 r 00 SAV' 1 � W F— z CPN W V — O Lo U 0 o 0 Z X g > s` W J V Z LLI o C) {= U 00 ATTACHMENT E Veteran's Memorial Tuesday, August 12, 2014 Minutes Page 15 of 16 Military Veterans Memorial History Each year Trophy Gardeners conduct a fund raising euent to raise money for uarious educational and beautification projects throughout our town. Example: firehouse landscaping, Christmas decorations for the round about, benches for the trail system, etc. After our fund raising garden tour in 2011 we decided to use the majority of our funds to create a memorial honoring our ueterans. Approual was giuen to build the memorial on a piece of property located on Parkuiew Driue. The existing park area was essentially unused and without purpose. — "phase I of the project was the installation of a flagpole and uplight. On Nouember 11, 2012 the memorial was dedicated in a formal military ceremony. Phase I I will be the installation of a walkway from the street to the memorial and the placement of a granite monument denoting the memorial. The walkway will contain an area for commemoratiue pauers for "generic" messages such as "Thanks for your seruice". Phase I I i will be the installation of fiue granite tablets denoting each of the fiue branches of the military. In front of those tablets will be an area auailable for commemoratiue pauers honoring ueterans. Phase I ii will be the deuelopment of the infrastructure of the park area which will include walkways, planting beds, water feature, sculptures, etc. 'r OUR PARTNERS: We could not do this project without the support of our Parks and Rec Dept. They prouide aduice and assistance and we absolutely depend on their expertise to ouersee all that takes place. Our material Partners are those who haue donated materials such as concrete, decomposed granite, uplighting, and the labor and materials for our seating area around the flagpole. Will be using x 8pavers in nn4" Ami Te ue Pewt ila}� as of the pavers pavers place in the areas that are Indic ted on Flee drawing. These bands will e be in depth and v rious wid� {{��s e 7► wawa ex ands an� are availa�le or 9 p - I engraving.00 w � r t MILITARY VETERANS. MEMORIAL � IN HONOR OF THE MEN AND WOMEN \ WHO SERVED IN THE , Z� UNITED STATES ARMED FORCES Dedicated November 11, 2012 6, Trophy Gardeners of TCWC Tile granite monument is 72 long ( ! and 36 high. Tile section between the two ` 1 w4wa s, will be used to lace y p i g .,_ our sponsor recognition stones. r IL I ow growing lant material may also be aJded. r 40, 74 r Our Financial and Visionary Partners are The Stars and Stripes organization who worked tirelessly to raise ouer $4,000 by selling tee shirts for July 4th. This memorial will help strengthen their mission to raise further awareness of the importance of patriotism. Our Financial Ambassadors: These are fifth graders of Beck Elementary school who boldly requested donations for our memorial at their "Liuing Museum" program and raised $500. Our Future Partners° This is you! We haue only heard positiue comments regarding the creation of a ueterans memorial and we would like to expedite it's deuelopment. Howeuer, our funding is limited and appreciate any and all assistance. Currently this is a Trophy Gardeners project but when it is completed it will be Trophy Club's inheritance. ATTACHMENT F Five Year Personnel History Tuesday, August 12, 2014 Minutes Page 16 of 16 0 • • CII -m o O N 4—j _tio c� CD rl �—, I c� v 4—J O 70 CD � ° O o to to D cr 4—j 0000mft%,. 47-1 0 N °' � O LLI tz � U o 'b 0 CN 4 o O � w � CN W o tio U N tb w U O 4� c6 L :3 V) CL w cn a LL OO N Q O LO O O � V W Rt I o N LIL O m M r-I O N O� c� N r-I O N 0 0 0 0 0 0 0 0 0 0 0 O O O O O O O O O O O O O O O O O O O O O O O o6 lfl .4 N O o6 ,6 .4 N O N rl r-I r-I r-I r-I C) 0 o O O O O O O O O O O O � N O rl r -I r -I 00 lD � N Ln Ln rl N Lei O O M N Q > O LL_ i O O }, N CO >- =3 41 LL 0- 0 O O ' O M Q)O Ln r--1 q.0O N r -I M N UA LL. N a ca CO N Ln rl O M N LL_ rl O O DO N LL Ln O Ln O Ln O Ln O Ln O 00 00 I- I- lD lD Ln Ln � � M M M M M M M M M M -I --I O LO U LO v� LO U C6 Lose W .� CY