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Minutes TC 08/16/2010MINUTES FROM BUDGET WORKSHOP/REGULAR SESSION TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Monday, August 16, 2010 5:30 P.M. Svore Municipal Building Boardroom STATE OF TEXAS § COUNTY OF DENTON § The Town Council of the Town of Trophy Club, Texas, met in a Budget Workshop/Regular Session on Monday, August 16, 2010 The meeting was held within the boundaries of the Town and was open to the public. TOWN COUNCIL MEMBERS PRESENT: Connie White Bill Rose Glenn Strother JD Stotts Margi Cantrell Larry Hoover Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member STAFF AND GUEST(S) PRESENT: Stephen Seidel Acting Town Manager Lisa Hennek Town Secretary Patricia Adams Town Attorney Kathy DuBose Finance Director Scott Kniffen Police Chief Danny Thomas Fire Chief Adam Adams Parks Director Carolyn Huggins Community Development Director Mike Pastor Information Systems Director Ed Helton Director of Street Services Garin Giacomarro Town Manager's Office Intern Shannon DePrater Deputy Town Secretary Mayor White announced the date of August 16, 2010, called the meeting to order and announced a quorum at 5:33 p.m. Mayor White stated that the Council will be convening into Budget Workshop and asked that people sign up on the clip boards at the back of the room if they wanted to speak on Item 4. WORK SESSION Conducted in the SVORE Municipa/ Board Room 1. 2010-421-T Town Council Budget Discussion; discussion of the same. Presentation is attached Assistant Town Manager Seidel welcomed everyone and explained that this is one of many in a series of workshops the Council and Staff have conducted during this season. Minutes dated August 16, 2010 1 Finance Director DuBose explained the 2010-11 Revenues, Expenditures, Property Tax Rate, Effective Tax Rate, Rollback Tax Rate and Tax Rates. The roll back tax rate is the limit the State has put on operation and maintenance and cannot be increased over 8% without being subject to a roll back. Staff explained that the proposed tax rate and that the majority of the debt service rate is for General Obligation Bonds voted upon by residents for the Street improvements and the Capital Improvement projects for parks. Finance Director DuBose clarified that Staff originally proposed a budget with a $0.06 tax increase. After reviewing the proposal Staff determined that the revenue stream was inadvertently not captured. Once corrected, the proposed budget tax increase was reduced by $003. Mayor White clarified that the original amount estimated for the Park Bond was $400,000. However because of the great bond rating the Town received, the Town was able to save about $75,000. Mayor White explained that the residents did vote for a tax increase when they voted for the Park Bond. Rather than increasing taxes, the Council cut the operation budget. White is concerned that perhaps too much from the operation budget had been cut and there is not enough left over to pay for Capital Improvements. Council member Cantrell advised Acting Town Manager Seidel and Finance Director DuBose that we need to make sure enough I&S tax is being taken in order to pay for the drainage issues, future large road projects and facilities projects. Finance Director DuBose explained that last year Staff presented a comprehensive plan for Streets which included the first half of a drainage study. Shortly after the Parks Committee presented the Bond packet and that election was successful. Acting Town Manager Seidel stated the Council needs to have long range financial planning and should be approached in multi years in order to accommodate the aging infrastructure. Mayor White asked if they have cut the budget too short. Finance Director DuBose stated that is for Council to decide. Acting Town Manager Seidel explained that all departments have wish lists but it is ultimately up to the Council. Mayor White stated that she is not talking about the niceties and luxuries, she is concerned whether they have properly planned for the things that need to be replaced and maintained for the future. Acting Town Manager Seidel explained that we are only a few weeks away from replacing the air conditioner in the entire Svore building. Because of the grant Staff was able to get, the cost for the replacement is only $300. With the use of GASB, Staff is able to look at doing the same thing for vehicles. The real bonus is the street maintenance sales tax and the Street Department has done a great job repairing the streets, unfortunately some projects are just too big and cost too much money. Finance Director DuBose explained that a few projects were moved from this budget to the FY 2011-12 because of the Parks Bond. Page 6 of the proposed budget is the Management Team's recommendation of the Capital Improvement Projects that Council should move forward with. Council member Strother stated that the residents were aware that there would be a substantial tax increase to pay for the Park Bond. Strother commended Staff's review and lowering of the proposed tax increase from $006 to $003 Strother suggested that Council propose the tax increase slightly higher tonight in order to give them some flexibility. Mayor Pro Tem Rose confirmed that the budget proposed by the Town Manager, does not include a merit increase or a COLA and that Staff has not received either in two years and does not include the cost for the completion of the drainage study. Council member Cantrell asked about the personnel additions to the Parks Department. Parks and Recreation Director Adams explained that his budget allows for two new maintenance workers to come Minutes dated August 16, 2010 2 on in February and one irrigator to come on in the last quarter, all to help with the medians. Adams stated that there are some irrigation problems, the dog park is going to be coming online and there are approximately 35 medians and Bobcat Blvd. The Parks Department is maxed out. Acting Town Manager Seidel said that he has directed Adam Adams to examine opportunities to outsource median mowing and field operation over this fiscal year, and bring forward an analysis in FY 2011-12. Seidel stated that Trophy Club Drive heading west on Bobcat, the first and second medians will be zero-scaped by September and the other three will be completed in the fall. Staff is hoping to have five of the other medians completed in the spring and change out the remaining medians next summer and winter. Council member Stotts clarified the trash franchise fee was reduced due to the number of new homes being built and reduced the end cost to the residents. Mayor White asked that only the new personnel in the Parks Department be denoted with an asterisk. Mayor White does not want the employees who are changing funding source from half Town/MUD to 100% Town confused as new personnel. Mayor White asked Council what budget items they wanted to cover over the next few meetings. Mayor Pro Tem Rose would like Staff to tackle the end of year summary and comparative analysis to allow the Council to compare to other cities. Motion made by Mayor Pro Tem Rose, seconded by Council member Cantrell that the Acting Town Manager prepare a Request for Proposal for Legal Services. Mayor White stated that the Council was not posted for action and asked Town Attorney Adams if the Council can direct the Acting Town Manager to get further information regarding a Request for Proposal for Legal Services. Town Attorney Adams stated that this is a catch 22, as Council needs a majority and they are not allowed to vote. Adams also stated that considering this is her department she would like to speak to it and answer Council's questions. Acting Town Manager Seidel said that he could work with Town Attorney Adams and Finance Director DuBose to compare Legal Services in other municipalities. Council member Cantrell requested that the comparison include cities comparable to the size of Trophy Club. Acting Town Manager Seidel explained that Council must consider similar issues faced in other communities and Southlake is experiencing similar issues to Trophy Club. This makes it hard to compare apples to apples and Council needs to find a balance with a mixture between size and location. Mayor White asked Acting Town Manager Seidel to work with Mayor Pro Tem Rose, Council member Cantrell and Staff in preparing the information and analysis for the August 30, 2010 meeting. Mayor Pro Tem Rose commented that a Request for Proposal would do the same thing. Council will hold Special Sessions on August 23 and 30, 2010 and Regular Session on September 13 and 20, 2010 and a Special Session on September 27, 2010. Council adjourned the Budget Discussion at 6:51 p.m. Council reconvened into Regular Session 7:06 p.m. The Invocation was offered by Council member Strother. The Pledges were led by Council member Stotts. 2. 2010-437-T Police Chief Scott Kniffen to present certificates to the citizens who attended the Community Emergency Response Team class held on Saturday, August 7 and Sunday, August 82010. Minutes dated August 16, 2010 3 Chief Kniffen introduced Bob Radder who made the presentation. Radder explained the CERT program is designed to help communities prepare for effective disaster response through training and planning. Trained volunteers serve as a force multiplier in many different areas including disaster response, shelter support, crowd control, and evacuation freeing professional first responders to focus on the most critical needs at that time. Police Chief Kniffen and Fire Chief Thomas introduced the following who completed the CERT training and who will serve Trophy Club in this capacity as the first Community Emergency Response Team in Trophy Club. Twyla Berry Jeff Janak Sandra Millett Charles Goodrich Milton Leonard Wayne Hummer Luanne Wing David Scott Bill Armstrong David Henry Bonnie Armstrong Deandra Pugh Scott Johnson attended the CERT training in Denton and Bob Radder has completed the CERT Train-the-Trainer class. Deandra Pugh thanked both Police Chief Kniffen and Bob Radder for putting together and holding the training. No action taken, presentation only. CITIZEN PRESENTATIONS: Scott Voigt, 540 Timber Ridge Drive -Questioned if the Council discussed cutting any city services prior to calling a Park Bond election. Susan Edstrom, 269 Oak Hill Drive -Asked the Council to focus on the Town's positive story. The passing on the Park Bond originally projected an 11 % tax increase, which has now been reduced to 3%. Jim Thomas, 7 Meadowbrook Lane -Asked Council to consider and keep in mind the tax base of all the new homes in the PID. Karen Passiak, 18 Overhill -Asked the Council to listen to the people of Trophy Club and not outsource the Police Department. REGULAR SESSION 3. 2010-436-T Consider and take appropriate action regarding a Resolution authorizing the preparation of documents with respect to the proposed issuance of "Town of Trophy Club, Texas General Obligation Refunding Bonds, Series 2010". Presentation is attached. Finance Director DuBose introduced Dan Almon from Southwest Securities. Minutes dated August 16, 2010 4 2010 Mr. Almon explained that the proposed Bond issuance is approximately $2,860,000, with the refunding bond proceeds to be used to refund the General Obligation Bonds, Series 2001 and the General Obligation Refunding Bonds, Series 2002. The refunding will result in an estimated cash flow savings of $213,617, with a Present Value of $186,127, which is 7.84% and 6.83%, respectively, of the bonds being refunded. These savings are net of all related bond issuance costs. Actual savings may vary but will be consistent with prevailing interest rates when the bonds are actually sold on or about September 16, Motion made by Rose, seconded by Strother to approve Resolution authorizing the preparation of documents with respect to the proposed issuance of "Town of Trophy Club, Texas General Obligation Refunding Bonds, Series 2010". Motion passed unanimously without further discussion. 4. 2010-435-T Discussion of the City of Roanoke cost estimates for providing Police Services to the Town. Mayor White welcomed the crowd and stated that the crowd may be here out of fear and misinformation and that the fear that has been created is wrong and unnecessary. White stated that all Council members made a commitment to be fiscally responsible and the Council should be able to bring an idea forward as a suggestion, without resulting in this type of fear or bad publicity. Mayor White stated that she does not support this idea, contrary to the information that is being reported. The Council could not discuss this idea behind closed doors as it would have violated the Public Information Act. White stated that had the Council been allowed to discuss behind closed doors, this idea may have been dismissed prior to it hitting the public. Mayor White would like to examine regionalization in certain areas, but does not support outsourcing the Police Department. White stated that she does however support respectful com m u n ication. Mayor Pro Tem Rose appreciates the superior support shown towards the Police Department. Rose stated that the bell rang at the last budget meeting prior to him having an opportunity to speak to this idea. Rose stated that Safety and Security is the Council's number one priority and the Town has one of the lowest crime rates in this area. Trophy Club is blessed to have a great Police Department and great residents, Rose said that he has no intention of outsourcing the Police Department. As a retired military officer Rose wants control and although the Council does not have direct control over the Police Chief, Rose feels that all control would be lost in the Police Department was outsourced. Council member Stotts thanked the residents for coming. Stotts stated this is just an idea and it is not for only him to decide but for the entire Council to consider this as an option His point is that there are different ways to accomplish things and provide services necessary to the Town. Stotts asked Staff to turn on the projector. Mayor White reminded the audience about respectful communications. Council member Stotts said that he has been asked why he went after the most sacred cow in Town. Stotts responded that he did not know that there were any and he was not aware that he was going to have his hands tied as a Council member. Stotts said that it was his responsibility as a Council member to do due diligence regarding fiscal matters of the Town, and this idea is not reflective of the Police Department and that he does not have a personal agenda. Council member Stotts began to make a presentation. Presentation is attached. Stotts tried to present simple stats corresponding to the informal proposal submitted by the City of Roanoke. Several residents interrupted and asked that Council's comments be limited to three minutes. Council member Stotts stated that if adjustments are not made and as the Highlands develop, four to five Police Officers will have to be added, increasing vehicles and equipment and the Town will need a new Police Station. Stotts said that he is fine with this and that the Police Department has made the very most and best with their current building. The MUD owns the area that the current Police building is on, and Minutes dated August 16, 2010 5 once the Town is built out, the MUD will need to build a new water tower on that location which is another issue for the Council to consider. Stotts stated that the Council needs to consider long range planning, taxes have been raised the past two years in a row and will continue to increase over the next few years and he does not think this is the right thing for retail and residential development. Stotts explained that the Council is also the PID Board. Out of the PID and out of future tax payers' money, the Town has spent close to a half a million on a trail that does not go anywhere, a half a million for lakes, that have not been filled -all of which will be coming out of the budget. The residents called Point of Order as the PID was not posted under this Item. Council member Stotts said that he wanted to bring this up to Council in private first, however the Public Information Act prevented him from doing so. Stotts stated that it is unfortunate that the Council and residents cannot have a civilized discussion regarding the needs of the Town. The crowd interrupted Council member Stotts and he cancelled his presentation. Council member Cantrell commended the Police Department as they have provided her with wonderful vacation watch; however the Council has long-term fiscal responsibilities and big decisions to make. Debt services escalated by $479,000, which is a 50% increase on that one line item alone. Council needs to consider whether to issue a Certificate of Obligation or pay as they go for Street improvements and also has to consider the drainage issues, the Council can no longer ignore some of the Capital Improvement Projects. Cantrell challenged that this budget is not in trouble. Yet the Council has to consider that the employees have not had merits or COLAs in the past three years, which is not fair to the Staff and Trophy Club is indeed very lucky to have a property increase compared to other cities. Cantrell asked the residents to let this Council evaluate all areas and then, after due diligence, make the best decisions for the future. Council member Hoover recalled living in Trophy Club when Denton County provided Police Service and stated that he is totally opposed to outsourcing the Police Department. Council member Strother stated that he has prayed for patience and understanding. Council's #1 Goal is a Safe and Secure Community. The only way he would consider this is if the quality is improved and the costs reduced. Strother pointed out that there is over 100 plus years of combined services on the police department. Respecting Council member Cantrell's point, the Council was elected to look at the long term needs of the Town, while maintaining the current quality of service. This was only an idea and a potentially good opportunity for the Town to partner with a neighboring community for services, however, when looking at the quick numbers, facts and history Strother does not think outsourcing can work. Mayor White stated that there were a lot of residents who signed up to speak and she asked that they be mindful if others say the same thing. Mayor Pro Tem Rose made a Public Service Announcement stating all Trophy Club has Community Policing, the Citizens Police Academy, the Citizens Fire Academy, the Community Emergency Response Team, neighborhood watch, Citizens on Patrol, and offers a free concealed handgun class to residents. If you want involved Police, get involved. Sandra Millet, 1108 Berkshire Court -Against -Stated that her husband received great care from the Police Department last June. Ms Millet questioned how the Council can understand the Police and Fire Departments when only looking at numbers provided in the budget; however no member of Council has attended the Police or Fire Academy Terry Thomas, 23 Hillcrest Court-Against -Asked the Council to let Roanoke contract with Trophy Club and stated that anyone who takes over will take over a hornets' nest. Dan Bishop, 102 Lakeshore -Neutral -Does not expect the Police Department to be outsourced. If you look at Facebook, you would think Trophy Club is not immune to hard times, which is what Dallas and Fort Worth used to think. Thanked Council member Stotts for at least looking at different ways to save money as that is what all Council members should do. Minutes dated August 16, 2010 6 Tracey Hunter, 19 Monterey Drive-Against -Years ago the Police and Fire Departments saved her son's life and they know our Town and our children. Ms. Hunter stated that the residents can outsource any Council member who chooses to outsource the Police Department. Jennifer Winmill, 7 St. Andrews Court-Against -Told the Council to get out and bring business into the Town if they are that worried about the budget. The Police Department keeps the Fort Worth gangs from coming to the schools. Susan Edstrom, 269 Oak Hill Drive-Against -Asked the press not to use the figures provided to Channel 5 by Council member Stotts last night or tonight. I\IIs. Edstrom stated that Council member Stotts continues to use inaccurate numbers even after the Mayor cautioned him at the August 2, 2010 Budget workshop. Edstrom stated that Council should be aware of the Town Manager job description posted to The Mercer Group's website and that effective communication works both ways. Telling the Town Manager about a meeting after the fact is not forthright. Ms. Edstrom explained the procedures to add an item to the agenda and respectfully asked the Council to keep the award winning Chief of Police in house. Dave Edstrom, 269 Oak Hili Drive-Against -Gave his time to Susan Edstrom. Michael Zerger, 220 Oak Hill Drive-Against -Although a bad idea, Mr. Zerger thanked Council member Stotts for bringing forward a fiscal idea. J.J. Isherwood, 2 Green Brook Court-Against -Stated that this is obviously a serious proposal as seen in Stotts' presentation. Mr. Isherwood said this idea is inconceivable, his family picked this Town because the Police Department. Deandra Pugh, 2 Chimney Rock Drive-Against -Agreed that emotions have run high on both sides and both have said things that were out of lined. Ms. Pugh is not only opposed to this idea but is also disturbed that Council would even consider outsourcing the Police Department. Ms. Pugh questioned if the Council truly represents her. Currently she has 544 signatures of people opposed to outsourcing the Police Department. Ms. Pugh respectfully thanked the Council for doing a thankless job. Dr. Kathy Byrd, 2 Lake Forest Court-Against -Stated that the Council is in between a rock and a hard place, where there is smoke there is usually fire. As both a business owner and resident, Dr. Byrd has called the Police and Fire Departments and while her letter to the Council was very rough, it was written with the best intentions. Dr. Byrd thanked the Council for trying to watch the pennies and questioned how the Council could consider getting rid of the Police Department and also build a dog park. Dr. Byrd suggested that rather than discussing things as the Council did, perhaps exercise discussion in public debate. Corrine Megon, 12 Straight Creek Court-Against -Stated that people ask if the Town has full-time Police and Fire Departments -Trophy Club needs the people. Ms. Megon supports the men in blue. Neil Crowder, 544 Indian Creek Drive-Against -Stated that he was not going to be a gracious as he feels Council member Stotts, without the knowledge of the Town Manager, betrayed the Police Department and still, tonight, tried to sell the residents on this idea. Mr. Crowder said that he and his wife pay a lot of taxes for Stotts' kids to play in the park. They voted for a new Fire Station and they would have voted for a new Police Station. Joel Quile, 350 Quorum Drive-Against -Loves Council member Stotts and knows his heart; however this was a dumb idea. Pastor Quile stated that the Council broke the lines of how this is supposed to work under the Charter and Council-Manager form of government. Emily Quile, 350 Quorum Drive -Gave her time to Joel Quile Daryl Wendland, 121 Pebble Beach-Against -Mr. Wendland asked Council not to consider this idea and asked that they follow the rules and procedures for Council members. Minutes dated August 16, 2010 7 Karen Passiak , 18 Overhill Drive-Against -Spoke under Citizen Presentations and yielded her time to the next neighbor. Dean Murray , 505 Glen Hurst Court-Against -Within three minutes of his two-year son calling 911 (while playing in his car) the Police Department arrived at his home . Mr . Murray said that nothing is easy about budgets and the Town is going keep the Police Department, they just have to find the money. Mr. Murray thanked God that he is able to come before Council and voice his concerns . Lynda Sanders , 7 Hayes Court-Against -Ms . Sanders said that there is a difference of opinion when deciding what action really means. This is not the first elected body that has had fiduciary responsibility and other cities cancelled the 4th of July celebration due to budget cuts . Ms. Sanders suggested evaluating outsourcing the mowing of the medians as an option . Luanne Wing , 1115 Wilshire Drive , Trophy Club, TX -Against -Praised the Police Department for their phenomenal grant writing , community focus and maturity . Ms . Wing commended Sergeant Tony Syms for his work on Tara 's Law . Ms . Wing later came back for the record and corrected the last name as Simmons with no disrespect was intended by this. Robert Clark, 1113 Sunset Drive -Against -Mr. Clark was disturbed that he had to find out about potential outsourcing of the Police Department on AM Radio and would have rather saw it posted on an agenda. Evan Callahan, 420 Parkview Drive -Against -Hopes Council member Stotts enjoyed his stint on the Council. Mr. Callahan stated that the Officers are not just a number on a budget document but are people that residents interact with daily and who provide a great level of service . This is just a bad idea. Requested the Council look at what is occurring on a National level and what happens to government when they go against the will of the people . Kirk Bedinger , 9 Woodlands Court -For -Mr . Bedinger is embarrassed by this community and the Mayor and how they blasted Council member Stotts . As the budget process goes forward , the Council needs to look at the Police Department , not so the Department gets outsourced as the issue is bigger than this. Bill Armstrong , 18 Avenue -Against -Stated that the community just showed the Council what shock and awe is with their support of the Police Department. Mr. Armstrong handed each member of the Council a blue ribbon . Philip Sterling, 33 Alamosa Drive -Against -Stated that he is confused about the Council 's goals and objectives and that a great amount of time was invested in community policing initiatives . Mr. Sterling said outsourcing would be going down the wrong road if we are trying to attract potential home buyers, this year the Town does not have Poli ce Department, next year no Fir e Department Mr . Sterling compared outsourcing to diapers -although expensive they provide a valuable service. Bruce Morey, 546 Timber Ridge Drive -Against -Need to know where we have been before we can know where we are going . Mr . Morey thinks that people may have lost sight as amenities cost money. Mr. Morey applauded the audience for showing up and taking an interest and the Council for doing due diligence. Mr. Morey thinks that there are other options that can be discussed to save money rather than getting rid of the Police Department Jeff Janak, 5 Greenleaf Drive -Against -Stated that he is disappointed that this item even came up as an idea. Phil Devon, 543 Timber Ridge Drive -Signed up to speak against but was no longer in attendance . Stuart Herrgoat , 9 Avenue 20 -Against -Mr . Herrgoat is upset of how this happ e ned and how this ha s affected the morale of the Police Department Nick Sanders, 7 Hayes Court -Stated that the one thing he learned in the four y ea rs he was on the Council is that budget on the out years is a bad guess . Sanders corrected misinformation that there are M inutes dated August 16 , 2010 8 no plans for the MUD to build an elevated water tower where the Police Department currently is. If the MUD did build something, it would be an above ground storage tank. The philosophy of Trophy Club policing is vastly different than that of our neighbor. The crime level has been kept low because of the service level of two Officers per shift and the second is the attitude of Community Policing. The Charter dictates that the Council give the Town Manager direction. Matt Pugh, 2 Chimney Rock Drive -Stated that there are Law Enforcement Officers and there are Peace Officers. Trophy Club has Peace Officers who really do care about the Town. Mr. Pugh hopes that these employees stick with us as the damage has already been done to the Police Department because of this . Carl Megow, 13 Straight Creek -Stated that he does not have much to say as others have been very eloquent in their opposition. Mr. Megow thanked the Council for their volunteerism. Steven Kohs, 18 Overhill Drive -Called Mayor White and Council member Stotts despicable and feels that both owe each Police Officer, their wives and children an apology . There was panic with the Officers when they had to tell their families after learning this information from the Police Chief- Mayor White stated that several letters had been submitted for the record and will be included to the Minutes . Mayor White clarified that the Park Bond was a bond brought forth by the citizens and passed in the November 2009 Election and the Council is obligated to this Bond . White implored the citizens to complete the upcoming survey this fall. Mayor White asked Town Attorney Adams if consensus was needed from the Council regarding further analysis . Town Attorney Adams explained that the Council could not be polled ; however direction could be given to the Town Manager regarding this issue . Acting Town Manager Seidel stated that based on the Council comments he will assume that the Council does not want Staff to pursue outsourcing the Police Department Council member Strother thanked the citizens for attending the meeting and voicing their opinions . Discussion only, no action. Council took a five minute break at 9:51 p.m. Council reconvened Into Regular Session at 10:07 p.m. 5. 2010-425-T Consider and take appropriate action regarding financial and variance report dated July 2010. Council member Cantrell confirmed that the Revenues are up 6 .3% and the expenditures are under by 4 .7% , and asked if Staff anticipated the numbers staying this way or are there some major adjustments still to occur . Finance Director DuBose stated that there will be some lagging Revenues and the biggest accruals will be the Sales Tax and Franchise Fees. Franchise fees were based on 2009 which was an abnormality due to the mild weather . DuBose explained that the year end estimates (calculated once a year) are located in the Budget Book as opposed to the variance reports . Council member Cantrell requested clarification as to the estimated year end numbers . Council member Strother suggested adding the budget estimates to the August financials and closely estimate anticipated year end numbers . Motion made by Rose , seconded by Hoover to approve the financial and variance report dated July 2010 . Motion passed unanimously without further discussion. Minutes dated August 16 , 2010 9 6. 2010-429-T Present and discuss 2010 Certified Appraisal Records and Effective/Rollback Tax Rate Calculations. Mayor White explained that municipalities are required to publish their rollback tax rates in the newspaper, along with the effective tax rate and other required schedules . These are currently scheduled to publish on August 18, 2010 in the Trophy Club Times . The rollback tax rate divides the overall property taxes into two categories-maintenance and operations (M&O) taxes and debt service taxes . By law , the rollback rate for taxing units is set at an eight percent (8%) increase in operating taxes. The effective tax rate is generally the property taxes divided by the current year's taxable value of properties that were on the tax roll in both years . This rate excludes taxes on properties no longer in the taxing unit and also excludes the current taxable value of new properties (growth). The Town of Trophy Club's effective rate for this year is $0.4888141$100 valuation, and the rollback rate is $0.574402/$100 valuation. The Public Improvement District , which is governed by the Chapter 372 of Local Government Code, requires different publishing and meeting notices as opposed to Chapter 26 of the Tax Code. As a result, neither an effective or rollback rate is calculated . For your information, staff has, however, provided the Certified Assessment Roll Grand Totals Report for the PID. No action taken, presentation only 7. 2010-428-T Consider and take appropriate action regarding a Resolution to approve the placement of a proposal to adopt a 2010 Tax Rate on the September 27, 2010 Town Council Public Meeting Agenda as an action item, and announce a Public Hearing date regarding the adoption of the FY10-11 Budget. Finance Director DuBose explained that the Property Tax Code specifies that "when a proposed rate exceeds the rollback rate or the effective rate , whichever is lower, the taxing unit's governing body , other than for a small taxing unit, a water district or a school district , must vote to place a proposal to adopt the tax rate on the agenda of a future meeting as an action item " The Proposed 2010-11 Budget is funded with a proposed tax rate of $.50032 1 $100 (O&M .38065, .11967). The overall proposed tax rate represents a $0 .030032 increase from the current year . Although this proposed rate is below the rollback rate , it is above the effective tax rate and requires two separate public hearings . Mayor White does not feel the Council has adequately reviewed the budget and would like to see it published at $0 .52 as the review is not yet complete . Council member Cantrell said that she would be comfortable with $0 .53 . Motion made by Hoover, seconded by Cantrell , to approve Resolution to approve the placement of a proposal on the September 27, 2010 , Town Council Public Meeting Agenda to adopt a 2010 tax rate that will exceed the lower of the rollback rate or the effective tax rate ; calling public hearings on a tax increase to be held on September 13 , 2010 and September 20 , 2010 , requiring publication of a Notice of Public Hearing on Tax Increase in accordance with the law ; and providing an effective , setting the rate at $0 .535 . Council member Cantrell confirmed that the Town 's official paper name change from the Trophy Club Times to the Times Register . Staff will bring forward a Resolution changing the name . Council member Stotts would like to see merit increases for the employees added. Council member Strother confirmed merit increases would cost approximately $37,000. Mayor Pro Tem Rose stated that the Police Department is underpaid compared to other cities. Acting Town Manager Seidel stated that these items can be added to the budget meeting scheduled for August 23, 2010 Seidel asked the Council to forward specific questions to him so that he may include in the Agenda. Minutes dated August 16 , 2010 10 Council member Strother stated that Council needs to be good stewards of the funds and cautioned that Council can not set higher than approved, but can set lower. Strother asked the Council to consider relocation costs for Town Manager and COLA and merit increases for the employees. Mayor White called the question. The Motion passed with Mayor White, Mayor Pro Tem Rose and Council member Cantrell voting for and Council members Strother and Stotts voting against. 8. 2010-427-T Consider and take appropriate action regarding the creation of a Citizen's Financial Budget Board. Mayor Pro Tem Rose added this item at the December 7, 2009 Council meeting At the August 2, 2010 Council meeting , Council members Stotts and Cantrell requested Staff bring this item forward on this Agenda . Council member Cantrell stated that they Ways and Means Group had not been called since 2008. Town Attorney Adams stated that the Ways and Means Committee was changed to an Advisory Group in 2003. Each Citizen Advisory Group has a specific purpose as explained by the group's mission statement, and members work on a variety of projects and make recommendations to the Town Council regarding their group's specific area through their Staff Administrator. Mayor Pro Tem Rose stated that the Citizen's Financial Budget Board can assist the Town Council and Manager by preparing documents consistent with Charter and GFOAT and salary/benefits study. Rose suggested that a few of the Council members discuss the role of this Board. Council member Stotts suggested that the Council restart Ways and Means Group , and down the road amend their role to fit the objection of a Citizen 's Financial Budget Board. Council member Rose explained that this group served in an advisory capacity and Council does not want to wait and modify. Council member Cantrell agreed with Council member Stotts. Mayor White stated that Ways and Means serve as advisory to Staff only . Council member Hoover stated that Council needs help with long range planning and Ways and Means does not fit the bill . Deandra Pugh, 2 Chimney Rock -Undecided -Questioned if the Ordinance creating Ways and Means would suit the Council objective and cautioned the Council not to cut their noses off to spite their faces. Council member Rose would like to see Board members who have experience with Program Performance Budgeting . Dean Murray, 505 Glenhurst Court -For -Likes this idea and stated that this Town is full of serious horse power which is a free resource. A Board of two to three members would be a good way to go . Acting Town Manager Seidel stated that Council needs to have a long range plan . Finance Director DuBose reminded the Council her department has been short-staffed based on the hold of one opening pending the SEMO Contract . DuBose asked the Council for a bit more patience and to wait and see how a full staff could operate . Council member Strother likes the concept idea ; however he thinks that this is going to involve Staff more than Council anticipated . Strother is undecided whether this needs to be a board or committee. Mayor Pro Tem Rose has already drafted an Ordinance with reference to the Charter. Mayor White asked Town Attorney Adams the difference between Boards and Commissions Adams explained that Boards and Commissions need to post agendas and publish minutes, thereby tasking the Staff liaison to do such. Finance Director DuBose stated that in the past she worked on several Blue Ribbon Committees in the City of Denton. Minutes dated August 16 , 2010 11 Bill Armstrong , Avenue 20 -Stated that Council touched the tip of the iceberg with this Item . It w i ll take dreamers and realist to plan for the community needs. Council member Cantrell stated that Council is discussing two different groups, one is for long range planning and the other is to help the Council research options so that there is not a repeat issue of tonight. Mayor White suggested that Council look at the Financial Budget Board to accomplish something more immediate and also a long term planning Committee. Council directed Mayor Pro Tem Rose and Council member Cantrell to work on the Financial Budget Board and Council members Strother and Hoover to work on a long term planning Committee and bring concepts back to Council. 9. 2010-434-T Items for Future Agendas Council member Cantrell asked that Staff post an updated salary scale on the website, reconsider the Budget Calendar as Council needs to start earlier in the process and bring forward an Item to discuss new Council liaison to the Boards and Commissions . This will occur during the Annual Appointments on September 27 , 2010 10. 2010-433-T Acting Town Manager Seidel's update regarding the following; discussion of the same. 1. Xeriscaping along Bobcat Blvd -Staff will start with the medians closest to Bobcat Blvd . and will work their way west to the Town limit sign . The Xeriscaping will be very attractive . 2. Town Hall Meeting -Parks Projects -The Town Hall meeting is scheduled for Wednesday , August 25 at 7 :00 p.m . There will be a presentation and discussion concerning current and future park capital improvement projects . The presentation will include topics such as the new baseball fields at Independence Park , Freedom Park Dog Park, the current and future spray pads , and trail system improvements in Trophy Club Park . 11. 2010-432-T Mayor and Council Updates regarding training opportunities, educational sessions, and regional meetings; discussion of same. • August Chamber Luncheon • Taste of Northeast -Trophy Club was a sponsor and Mayor White was a Judge and this was a great Event. • Chamber of Commerce Mayor's Roundtable -Good Session regarding trails , with information from COG and growth opportunities . • Trophy Club Country Club Patio -Grand Opening -Beautiful patio , the Country Club is certainly enhancing its facilities . 25 1h• Anniversary -Mayor White clarified that this is not a Town paid event. This event is be i ng hosted completely by volunteers who have obtained sponsorships. ADJOURN The Mayor adjourned the meeting at 11 :30 p.m. ~onnie White, Mayor Town of Trophy Minutes dated August 16 , 2010 12 Bu d g e t W o r k s h o p Au g u s t 1 6 , 2 0 1 0 Tr o p h y C l u b P a r k $ 1 2 6 , 0 0 0 ED C 4 B $1 2 8 , 2 7 3 ED C 4 A $2 5 3 , 5 4 5 St o r m D r a i n a g e Ut i l i t y $1 3 0 , 0 0 0 De b t S e r v i c e F u n d $1 , 3 6 9 , 7 1 9 St r e e t M a i n t e n a n c e Sa l e s T a x $1 2 6 , 2 7 3 General Fund $5,988,720 Ho t e l O c c u p a n c y T a x $20,050 Capital Projects $844,415 20 1 0 20 1 0 -- 20 1 1 R e v e n u e s 20 1 1 R e v e n u e s $ 8 , 9 8 6 , 9 9 5 $ 8 , 9 8 6 , 9 9 5 General Fund $5,988,720 D e b t S e r v i c e F u n d $ 1 , 3 9 0 , 7 1 9 S t o r m D r a i n a g e U t i l i t y $ 1 3 0 , 0 0 0 S t r e e t M a i n t e n a n c e S a l e s T a x $ 1 2 6 , 2 7 3 T r o p h y C l u b P a r k $ 1 2 7 , 4 5 8 E D C 4 A $ 2 5 2 , 7 7 4 Capital Projects $4,136,930 H o t e l O c c u p a n c y T a x $ 2 0 , 0 5 0 E D C 4 B $ 1 2 4 , 5 9 5 20 1 0 20 1 0 -- 20 1 1 E x p e n d i t u r e s 20 1 1 E x p e n d i t u r e s $ 1 2 , 2 9 7 , 5 1 9 $ 1 2 , 2 9 7 , 5 1 9 Up d a t e d A u g 6 Pr o p e r t y T a x R a t e Pr o p e r t y T a x R a t e Tw o C o m p o n e n t s : Tw o C o m p o n e n t s : •• Op e r a t i o n s a n d M a i n t e n a n c e ( O & M ) Op e r a t i o n s a n d M a i n t e n a n c e ( O & M ) •• De b t S e r v i c e De b t S e r v i c e Ef f e c t i v e T a x R a t e Ef f e c t i v e T a x R a t e Ta x r a t e t h a t w o u l d p r o d u c e Ta x r a t e t h a t w o u l d p r o d u c e th e s a m e a m o u n t o f t a x e s i f th e s a m e a m o u n t o f t a x e s i f ap p l i e d t o t h e s a m e p r o p e r t i e s ap p l i e d t o t h e s a m e p r o p e r t i e s ta x e d i n b o t h y e a r s . ta x e d i n b o t h y e a r s . Ro l l b a c k T a x R a t e Ro l l b a c k T a x R a t e O& M x 1 0 8 % O& M x 1 0 8 % + D e b t S e r v i c e R a t e + D e b t S e r v i c e R a t e Ro l l b a c k T a x R a t e Ro l l b a c k T a x R a t e •• Ro l l b a c k Ro l l b a c k .5 7 4 4 0 2 .5 7 4 4 0 2 •• Pr o p o s e d Pr o p o s e d .5 0 0 3 2 0 .5 0 0 3 2 0 •• Ef f e c t i v e Ef f e c t i v e .4 8 8 8 1 4 .4 8 8 8 1 4 •• Cu r r e n t Cu r r e n t .4 7 0 0 0 0 .4 7 0 0 0 0 Ta x R a t e s Ta x R a t e s Pr o p o s e d T a x R a t e Pr o p o s e d T a x R a t e Ef f e c t i v e R a t e o v e r C u r r e n t R a t e Ef f e c t i v e R a t e o v e r C u r r e n t R a t e •• 1. 8 8 c e n t s 1. 8 8 c e n t s Pr o p o s e d O v e r E f f e c t i v e R a t e Pr o p o s e d O v e r E f f e c t i v e R a t e •• 1. 1 5 c e n t s 1. 1 5 c e n t s O& M O& M De b t De b t Se r v i c e Se r v i c e Total Total 20 0 9 T a x R a t e 20 0 9 T a x R a t e .3 8 8 3 8 .3 8 8 3 8 .0 8 1 6 2 .0 8 1 6 2 .47000 .47000 20 1 0 P r o p o s e d 20 1 0 P r o p o s e d .3 8 0 6 5 .3 8 0 6 5 .1 1 9 6 7 .1 1 9 6 7 .50032 .50032 Ov e r ( U n d e r ) 2 0 0 9 Ov e r ( U n d e r ) 2 0 0 9 (. 0 0 7 7 3 ) (. 0 0 7 7 3 ) .0 3 8 0 5 .0 3 8 0 5 .03032 .03032 Ta x R a t e s Ta x R a t e s Tr o p h y C l u b Tr o p h y C l u b Av e r a g e H o m e V a l u e Av e r a g e H o m e V a l u e •• 20 1 0 20 1 0 $ 2 6 7 , 2 1 5 $ 2 6 7 , 2 1 5 •• 20 0 9 20 0 9 $ 2 6 2 , 5 9 1 $ 2 6 2 , 5 9 1 •• 20 0 8 20 0 8 $ 2 5 1 , 0 4 7 $ 2 5 1 , 0 4 7 •• 20 0 7 20 0 7 $ 2 2 5 , 2 6 8 $ 2 2 5 , 2 6 8 •• 20 0 6 20 0 6 $ 2 1 0 , 3 6 3 $ 2 1 0 , 3 6 3 Pr o p o s e d T a x R a t e Pr o p o s e d T a x R a t e Av e r a g e H o m e V a l u e Av e r a g e H o m e V a l u e •• 20 1 0 $ 2 6 7 , 2 1 5 20 1 0 $ 2 6 7 , 2 1 5 Pr o p o s e d r a t e = Pr o p o s e d r a t e = $8 0 $8 0 pe r y e a r f o r pe r y e a r f o r av e r a g e h o m e o w n e r / 6 . 6 7 p e r m o n t h av e r a g e h o m e o w n e r / 6 . 6 7 p e r m o n t h O& M O& M De b t De b t Se r v i c e Se r v i c e Total Total 20 0 0 T a x R a t e 20 0 0 T a x R a t e .4 1 7 5 0 .4 1 7 5 0 .0 4 3 0 1 .0 4 3 0 1 .46051 .46051 20 1 0 T a x R a t e 20 1 0 T a x R a t e .3 8 0 6 5 .3 8 0 6 5 .1 1 9 6 7 .1 1 9 6 7 .50032 .50032 Ne t C h a n g e Ne t C h a n g e (. 0 3 6 8 5 ) (. 0 3 6 8 5 ) .0 7 6 6 6 .0 7 6 6 6 .03981 .03981 Ta x R a t e Ta x R a t e 10 Y e a r C o m p a r i s o n 10 Y e a r C o m p a r i s o n Ca p i t a l I m p r o v e m e n t Ca p i t a l I m p r o v e m e n t 20 1 0 20 1 0 -- 20 1 1 P r o j e c t 20 1 1 P r o j e c t •• In d i a n C r e e k In d i a n C r e e k –– Cr e e k m e r e Cr e e k m e r e to G r e e n h i l l $ 7 7 0 , 0 0 0 to G r e e n h i l l $ 7 7 0 , 0 0 0 Ca p i t a l I m p r o v e m e n t D e b t I m p a c t Ca p i t a l I m p r o v e m e n t D e b t I m p a c t No T a x R a t e I m p a c t No T a x R a t e I m p a c t 20 1 0 20 1 0 -- 20 1 1 20 1 1 Le v e l P a y m e n t Le v e l P a y m e n t –– 1 c e n t i n 2 0 1 1 1 c e n t i n 2 0 1 1 --2012 2012 Co u l d A c c e l e r a t e R e p a y m e n t Co u l d A c c e l e r a t e R e p a y m e n t Bu d g e t T i m e l i n e Bu d g e t T i m e l i n e Au g u s t 2 Au g u s t 2 Mo n d a y Mo n d a y Pr o p o s e d B u d g e t O v e r v i e w Pr o p o s e d B u d g e t O v e r v i e w Au g u s t 1 6 Au g u s t 1 6 Mo n d a y Mo n d a y Bu d g e t D i s c u s s i o n Bu d g e t D i s c u s s i o n Re g u l a r C o u n c i l M e e t i n g Re g u l a r C o u n c i l M e e t i n g Vo t e t o P r o p o s e T a x R a t e ( o v e r e f f e c t i v e r a t e ) Vo t e t o P r o p o s e T a x R a t e ( o v e r e f f e c t i v e r a t e ) Se t P u b l i c H e a r i n g f o r S e p t . 1 3 a n d S e p t . 2 0 Se t P u b l i c H e a r i n g f o r S e p t . 1 3 a n d S e p t . 2 0 Au g u s t 2 3 / 3 0 Au g u s t 2 3 / 3 0 Mo n d a y ( s Mo n d a y ( s )) Sp e c i a l C a l l e d M e e t i n g ( i f ne c e s s a r y ) B u d g e t D i s c u s s i o n Sp e c i a l C a l l e d M e e t i n g ( i f ne c e s s a r y ) B u d g e t D i s c u s s i o n Se p t e m b e r 1 3 Se p t e m b e r 1 3 Mo n d a y Mo n d a y Re g u l a r C o u n c i l M e e t i n g (m o v e d f r o m S e p t 6 ) Re g u l a r C o u n c i l M e e t i n g (m o v e d f r o m S e p t 6 ) Bu d g e t D i s c u s s i o n Bu d g e t D i s c u s s i o n Fi r s t P u b l i c H e a r i n g o n T a x R a t e Fi r s t P u b l i c H e a r i n g o n T a x R a t e Pu b l i c H e a r i n g o n P I D Pu b l i c H e a r i n g o n P I D Se p t e m b e r 2 0 Se p t e m b e r 2 0 Mo n d a y Mo n d a y Bu d g e t D i s c u s s i o n Bu d g e t D i s c u s s i o n Se c o n d P u b l i c H e a r i n g o n T a x R a t e Se c o n d P u b l i c H e a r i n g o n T a x R a t e Pu b l i c H e a r i n g o n B u d g e t Pu b l i c H e a r i n g o n B u d g e t Ad o p t P I D r a t e Ad o p t P I D r a t e Se p t e m b e r 2 7 Se p t e m b e r 2 7 Mo n d a y Mo n d a y Bu d g e t A d o p t i o n Bu d g e t A d o p t i o n Ta x R a t e A d o p t i o n Ta x R a t e A d o p t i o n Oc t o b e r 1 Oc t o b e r 1 Fr i d a y Fr i d a y Fi s c a l Y e a r 2 0 0 9 Fi s c a l Y e a r 2 0 0 9 -- 20 1 0 B e g i n s 20 1 0 B e g i n s 2010-435 Discussion of the City of Roanoke cost estimates for providing Police Services to the Town. FOR OR / NAME ADDRESS AGAINST / ~i( f ~~~()M1 I B 4 J(J tUvU2 ~eN f\/ 1}.4-IDs+ J J7,4 I,(J Sf(y;:;;:J 33 Aft{1U 1 ~a J)r. / ;t;};~s-I \ / ~(~~ {t{tJ r ~ ,<:!L 'it ,~ j _ /l(jJ _ J j/''''JJ-~ (~f. 17~~K--~ ,r 7 , ... I f---f---- ~ I -------------------- 2010-435 Discussion of the City of Roanoke cost estimates for providing Police Services to the Town. FOR OR NAME. ADDRESS AG A INST r v:~fle.~/~d, 1 I-r; A/~l1ItJl 7dJel.'JTl' U , A/L "" 'A ~TI- '7 ~ 2010-435 Discussion of the City of Roanoke cost estimates for providing Police Services to the Town. FOR OR AGAINSTADDRESS 2010-435 Discussion of the City of Roanoke cost estimates for providing Police Services to the Town. FOR OR NAME ADDRESS AGAINST 7 /V~tCk ).cm./~t- ..t/.fVJt:t!l Put?\' vi CA R.L'-/ /'1~G-G w ./ ..-$VUlbll .J!e ,/s 7 j-)I9V~j ?r 2 0 '-7 ;?vi !lev ~c 1< Dr , /;;.., :;'Ta-A I G-HI /t fJ yep Hla----.i2/L CR 6-6-k A Jr9.\..;-l ~tJ' · Y5t-J /f~1J I N.!.} f~rR.J17~5 J 2010-435 Discussion of the City of Roanoke cost estimates for providing Police Services to the Town. FOR OR NAME ADDRESS AGAINST INU I?/(,L 7J 1'"1/e ..a" ~1 ~ - - -;;11iJ~ I~/~6G' [)/$ It-C ,4", .A.JS / 2010-435 Discussion of the City of Roanoke cost estimates for providing Police Services to the Town. AGAINST LETTERS RECEIVED Name ADDRESS For I Against 1 Linda Rohloff Straight Creek Court Against 2 Betty Tyler Former Trophy Club resident A_gainst 3 Wayne Hummer 23 Creekmere Drive Against 4 Charles Armstron 18 Panorama Trail Against 5 Joyce Frey 214 Durango Drive N/A 6 Eddie Price 1 Cimarron Drive Against 7 Chuch and Pam Swartz 215 Pebble Beach Drive A_gainst CALLS RECEIVED 1 Carolyn Avery-Dahl 110 Summit Cove Against 2 Pam Murphy 119 Summit Cove Against 3 Gladys Boucher 112 Summit Cove A_gainst From: Linda Rohloff < > To: Connie White Cc: JD Stotts; bose@cLtrophyclub.tx.us <bose@ci.trophyclub.tx.us >; Glenn Strother; Larry Hoover; Margi Cantrell; Stephen Seidel Sent: Wed Aug 04 10:40:01 2010 Subject: Police Department Mayor White , I have just received an e-mail regarding the city council members discussions on "doing away" with our police department. I can assure you I did not buy a home in Trophy Club so that my safety and or response time for my safety could be outsourced to a town as far away as Roanoke . I am incensed and appalled that this could even be considered. I wonder if the people who are buying homes in the new sub-divisions are aware that they are buying homes that will not be protected by a police force in their own town. This is politics at its ugliest. We are spending several million dollars to build a new fire station. I voted for this bond. We just spent over a million dollars renovating a pool and building a swim park for our children, and while those are important items, we consider our police department of less value and or importance than a swim park? I live alone, do not own a gun and have never once worried that my home was being watched and protected on a regular basis . If you take my security away from me even in tough economic times I will move I remember one particular trying time, I arrived home and my beloved Dalmatian Dog was dying. I could not lift him up in order to get him to the car and on to the vet. Two officers arrived within minutes and helped me put him in the car; they waved off my thanks and immediately went back to the business of protecting us l Mayor , I vote and while that may not matter to you , I will go door to door and house to house in order to keep our police department in tact and our town safe . Do not think the citizens to be dumb or non-caring where their safety is at stake. Linda Rohloff Straight Creek Court From: 8etty& Wess [mailto :] Sent: Wednesday, August 04 , 2010 12:12 PM To: 'cwhite@ci.trohpyclub.t:x.us'; 'brose@ci.trophyclub.t:x.us'; 'gstrother@ci.trophyclub.t:x.us'; 'jstotts@ci.trophyclub.t:x.us'; 'Ihoover@ci.trophyclub.t:x.us'; 'mcantrell@trophyclub.t:x.us' Subject: Town Police Department Please read the following email into the public record during council meeting on Aug 16th , 2010 While I am not a resident ofTrophy Club any longer my mother still re sides in the town and my two small children and I visit Trophy Club three or four times a week. I always feel protected when I visit your town . I se e the officers patrolling and know them to be conscientious and caring individuals who value the citizens and visitors they are protecting. The idea proposed by city council to eliminate this quality and highly decorated department greatly trouble s me and I do not believe this is an acceptable answer when a town is faced with making financial decisions. One of the rea sons I visit your town and spend money in your stores and restaurants is because of the safe environment your police department fosters. I will strongly reconsider spending my time and money in your town if this proposal is pushed forward. Best regards, Betty Tyler Former resident and concerned visitor From: Wayne Hummer To: Connie White Sent: Mon Aug 09 16:32:152010 Subject: Police Department Dear Mayor Whjte, 1 was shocked to hear that you and the cow1Cil are considering outsourcing police services to Roanoke . 1 have lived in Trophy Club for nearly 2S years and ] am convinced that this is the s ingle worst idea that I have heard expressed during that time and that this is a very shortsighted idea . Years ago Trophy Club had "outsourced" police service from the Denton County Sheriffs department. Tills did not work very well then even though we were a much s maller town and that is the reason we started our own police department in the first place. The present day Trophy Club police department i s made up of dedicated officers who know and care about Trophy Club and the citizens of the town. Chief Kniffen and his officers do a great job and it is inconceivable to me that any outsourced agency would provide Trophy Club with a level of service comparable to what we enjoy today. From a financial standpoint it is easy to see what will happen if this idea goes forward. Roanoke will undoubtedly quote a price that is below what we pay for police services now and that will sound good to some people. Then in the future after Roanoke starts providing police service they will find that certain things were underestimated, or that they have found out more things that they did not know about, or something like that and the cost will start going up . Before long we will find ourselves in a situation where we have a lower level of police service but are paying the sa me, or more, than we would be paying for our own police department. I s this your vision for Trophy Club ? 1 don't think so and I urge you to do whatever you can to kilJ this idea now. This proposal should never have seen the light of day. Immeasurable damage has already been done to the morale of our dedicated police officers and in addition to eliminating thi s prorn";:11 frnm :my futur e c0 nc;i ckrCltion 11hink a rl1hlic apo lo~y to the polic e department would be in order. Sincerely , Wayne Hummer 23 Creekmere Drive Trophy Club, TX 76262 817-491-3241 Charles L. Armstrong 18 Panorama Trail Trophy Club, Texas 76262 817.312.2630 email August 8, 2010 Ms. COl11Ue White Mayor, Trophy Club, Texas Dear COl11Ue: I am concerned about alleged consideration to outsource our city's police activities to another town. I oppose this for reasons known to everyone knowledgeable about such practices: • outsourcing commodity-like "housekeeping" services can save money and effort without adversely affecting results • outsourcing core competences or vitaJ services is a recipe for (at best) disappointment; at worst, it produces disaster -unsatisfactory interim results, followed by costly recovery or retooling Thjs does not reflect badly on any adjacent community's service providers. A rapidly-growing city like ours, however, needs its own , dedicated service forces. As our senior, elected officiaJ, it is your responsibility to retain those forces, including our police department. Consequently, I ask you make a part of our city's public record (via statement at next City Council meeting), your intention to retain Trophy Club's Police Department within our city infrastructure for the duration of your term as Mayor. Furthermore, please establish a policy by wmch no Mayor or City Council can outsource police services without a majority vote of Trophy Club's registered voters. Please confirm you will do tills via return mail by August 31, 2010. A corollary issue revealed through conversations, emails, and news articles concerns alleged "secret" discussions among Trophy Club City Council members whlch might have violated the City Charter. I don't know if discussions addressing police service outsourcing violated the Charter. If so, offenders should be removed from office. If not, those "accused" by name should be publicly exonerated at a City Council meeting and i!00~al press. Please let me know you will follow up this issue, as well. / ...-" . _~Ite-~S'C (/ II ~l ~ e huck Armstrong Lieutenant Colonel, U.S. Marin Corps (retired) Copy: Chief of Police , Trophy C b Police Department, Trophy Club, Texas Copy: City Manager, Trophy Club, Texas Lisa Hennek From: Connie White Sent: Friday , August 13, 2010 10 :32 AM To: Lisa Hennek Subject: Fw: outsourcing of police services issue Not sure if my prev note worked . Please include for monday's meeting Thx, Connie ----Original Message ---- From Joyce Frey To Connie White, 0111 Kose; JU ::itotts; Margl ~a"trell; Larry Hoover; Glenn Strother Sent Fri Aug 130947:122010 Subject outsourcing of police services issue Mayor White and Council Members, It is with dismay that I have followed the response by some citizens to a budget planning proposal under consideration to outsource police services. Those who have sought to make political capital out of a serious issue could be viewed as self serving. Those who are claiming we would all be in jeopardy in our homes are creating unnecessary fear Members of the city council are supposed to constantly monitor spending of public funds to meet their fiduciary responsibility . I fear for your loss of necessary objective decision making in the face of what may be a verbal minority fervently hope you are able to carry out your responsibilities in the light of reason, Judgment, factual information, non biased thought, democratic process, consideration of the best interests of all citizens, freedom from fear of political repercussions and using the time needed to thoroughly research all options . I would hate to have an elected council that is afraid to speak out with what he/she thinks needs to be examined, on any subject -not just this one -due to fear of an organized pressure group. Trophy Club deserves mature thinking to meet the demands and problems of the current economy . NOTE I cannot appear at the next meeting to present these comments but would give permission for a reading of my comment during the public portion of the meeting . Joyce Frey 214 Durango Drive Trophy Club, Tx IMPORTANT WARNING: This message is intended for the use of the person or entity to which it is addressed and may contain information that is privileged and confidential, the disclosure of which is governed by applicable law. If the reader of this message is not the intended recipient or the employee or agent responsible to deliver it to the intended recipient you are hereby notified that any dissemination, distribution, or copying of thiS Information IS STRICTLY PROHIBITED.[v:102105] ':::/ JgJ&~/ -ji;L/c e jJ{2-r;: OUI / .5o-u ;eC/'N G ~ (3//7' Cou,rv5 e,Gh t!C H"p ;/Cl-IC ,-U Ai).// e !fll)///,-e ,/-//:?;7() YL r:='~ /0-# -fo-tl ,;2t:i5-e..r J.,D 5'/0 //5 r /.J-72 ({"/ Ii ~:1Y2 ~A.-b L~--/Z,/ jd-'66 /en g.<:~ 5;/£ 077./£/0 ~.r;,'#G U b /Z £ /?}.7/ ~/e ~)../-e,v ,5'-8/ jJ ~ L ~/ 'V~ £ lhc 0 .:C e. ;?sr/3 7-crV 5 ;2~-rl1Z-e 114 € Jv r / / / ~rc. '/)..(ffl /?7?-c: ~~/ b.sv ,#-,/ W7h:J----V ·7):te y ~C j?/f)-7.P /0 [J f) r:::..j" A--€ T /? c.7/,0 C (i / ;--)'; N &-12. J ,;-e -;0 j.J.->4L.J'Il ';:;-?e / £> F ~ flo H / 5;Fo 1'3 (' -..;;; / ~( e 4 ~7 I ~!M j)--f!-£ 0 N P 1< -'-3 I rj_ 4-q ? _ I 4--;/ 7 C.-<!.~/c''-'_ )~, August 13, 2010 To the Trophy Club City Council Members: I understand that the City Council of Trophy Club is considering eliminating the Trophy Club Police Department and outsourcing their services to the town of Roanoke. This is a very disturbing position and it compelled me to write this letter for your consideration . My wife and I have lived in Trophy Club since the mid 1980's and we feel fortunate to have purchased our home in this community. We have raised our children here and have benefitted from the various amenities the Town of Trophy Club has to offer. One of the most desirable amenities Trophy Club offers is the superb police force we have and the resulting low crime our community enjoys. Over the years we have gotten to know many of the fine officers employed by our Police Department. Some are neighbors, some are friends, but we consider each and every one of them as a valued part of our community . Our Police Department is "in tune" with the residents of our community and have their fingers on the pulse of our neighborhoods. As a result , we enjoy a low crime rate because of their diligence, their caring, their understanding, and their professionalism. We raised our two sons in Trophy Club. As they were growing up, a variety of policemen got to know them and their circle of friends and associates. By keeping in touch with the young people, and providing us with a variety of reports as to their whereabouts, behavior, and their friend's behavior, we benefitted greatly as we could keep track of them and modify our parental skills to cope with the various issues that often come up when dealing with teenagers and young people. Our oldest son became a Police Explorer at the urging of Officer Wess Tyler, Detective Simmons, Officer Montgomery, and others. Riding with the police in the evenings, and as sociating with high quality individual s in the police force was an outstanding resource for us, for our kids, and ultimately for our community as they grew up and became law abiding, productive individuals. I cannot thank the Trophy Club Police Department enough for their as sistance and guidance through the "tough years " YOU CANNOT PUT A PRICE POINT ON A RESOUCE SUCH AS THAT. Additionally, they interacted with many other teens and were regarded by them as trusted friends, not "despised COpS" as many young people regard the police. They did more, much more, than just sit in the bushes with a radar gun giving speeding tickets. They were (and are currently I'm sure) involved with the members of our community and the resulting successes with our children can be partly attributed to their skills, caring, discretion, and diligence as they helped to guide them. This is absolutely invaluable to our community and again, I believe, partly responsible for our low crime rate. They are involved, they intervene, and they have helped us greatly . I travel on business and am often out of town but I feel fortunate that I don't have to worry about my family or property while I'm gone becau se of the superb performance of the Trophy Club PD. My wife knows many of them personally and has many of their cell phone numbers. I know without a doubt, that if she needed anything at all, they would be there in an instant to assist and deal with whatever might required . YOU CANNOT. PUT A PRICE POINT ON THAT. The quality of life we enjoy here will change should you decide to outsource their services to Roanoke. The services we have become accustomed to will be diluted, the response times will be slower, and the community interaction will disappear. Trophy Club will not be the quality community it is now. Many of the fine officers have worked here for years and consider Trophy Club PD as their preferred career choice. Many could probably make more money elsewhere, or could see "more action" elsewhere but they have committed their lives to our community and we should be, and we are, thankful for that . You should not consider outsourcing without realizing that you are altering their lives as well as the quality of life of Trophy Club residents in an attempt to save a few dollars. These people have been our friends, they've protected us and our neighborhoods and your actions could seriously affect their careers in a negative manner, something they certainly don't deserve after we've benefitted from their commitment to us. I urge you to vote against this terrible idea. The people of Trophy Club deserve the outstanding Police Department we currently have. Chuck and Pam Swartz 215 Pebble Beach Drive Trophy Club, Texas 76262 817-430-4508 Save Our Police Department Important information the citizens of Trophy Club should know: I believe that the idea of outsourcing the Trophy Club Police Department is NOT a budget issue, but a personal agenda of a select few council members and the mayor. Below are some facts that were gathered, which any citizen can find in public record that support my "idea". • The Trophy Club town budget is posted online . You will notice that the Trophy Club Police Budget is on page 55 for a total of $1,472,521. The Parks and Rec budget is broken down into several "subcategories" listed in numerous pages. (see page 2). Although it is not illegal to have the budget broken down into several subcategories, it is deceitful to the public. If you add up all of the Parks and Rec Budget, it totals $1,461,474. This means that the Police have $11,047 more in their budget than the Parks and Rec department. (2010 -2011 budget) • If the town DOES NOT outsource the Police Department to Roanoke, the 2011-2012 budget has a Police budget of $1,421,522. If you do the math, that's approximately one officer's salary LESS than the previous years budget. You will also notice that the Parks and Rec budget goes UP significantly to $1,844,535. This means that the Parks and Rec department now will have $423,013 MORE than the Police budget this fiscal year . • If this was indeed a "budget issue," the town could submit a bid to provide Police services to the Town of Westlake, (which is currently being provided by Keller PD.) Trophy Club could easily submit a bid that would be less than Keller's bid and still give Trophy Club enough money to put several hundred thousand dollars back INTO the general fund. • The bid from Roanoke to provide Police services to the Town of Trophy Club shows 1.5 Officers. The Trophy Club town council currently requires Trophy Club to have 2 Police Officers on the street at all times . The quote given by Roanoke is an underbid if they keep the same standard of 2 Officers on the street. These facts show that this is NOT a budget issue . If there is enough money to add $423,013 to the Parks and Rec budget, making the Parks and Rec budget the single highest budget for the Town of Trophy Club, there is absolutely NO reason to outsource our Police Department. Summarized from Proposed FY1 0-11 Trophy Club Town Budget 2010-2011 2011-2012 Page 69 Parks General $621,338 $929 ,363 Page 71 Indy Park $71,010 $118 ,140 Page 73 Harmony $45,000 $46 ,350 Page 75 Lakeview Soccer Fields $16,940 $17,448 Page 77 Parks Medians & Common areas $144 ,993 $154,344 Page 79 Freedom Park $10,000 $17,300 Page 83 Recreation General $186,025 $187,992 Page 85 Recreation Pools $227 ,936 $233 ,693 Page 87 Recreation Programs $3,250 $3,349 Page 89 Day Camp Programs $68,790 $69,449 Page 91 Community Events Programs $43 ,766 $44,464 Page 93 Swim Team $22,426 $22,643 Page 94 Athletic Programs $0 $0 Park / Rec TOTAL ----> $1 ,461,474 $1,844 ,535 Page 55 Police TOTAL ----> $1,472,521 $1,421,522 Difference Parks/Rec vs Police -$11,047 $423 ,013 Roanoke Proposal for Police Svcs $869 ,343 N/A Roanoke Proposal adj for 2 vs 1,5 on duty patrol officers $1 ,052 ,930 N/A Differrence TC Police vs Roanoke Proposal ----> $419,591 Gap between Roanoke Police Srvcs and projected cost of Parks/Rec 2011-2012 ($3,4 22 ) What would outsourcing the Police do for our town? • Roanoke Police Officers have no "Vested interest" in the Town of Trophy Club . Their 'IVested interest" is in the citizens and businesses within the Town of Roanoke. Response times will likely be much slower than the fast response we currently have with our OWN police Officers. • With Roanoke likely spending more time in THEIR OWN town, the crime rate is likely to rise. This WILL drive down the property values for homeowners in Trophy Club. This will also affect our economic development. Slower response times and higher crime rate will keep businesses from coming to Trophy Club and will force the current businesses to leave. Lack of business in Trophy Club will cause our taxes to rise. • If we find that outsourcing to Roanoke did not work and the council decided to start a Police Department back up in Trophy Club, it would cost MILLIONS of dollars. They would have to purchase patrol vehicles again, computer systems, licenses for computer systems, specialized software that is very expensive, uniforms, training etc. These items are currently either paid for, or they are being paid for. Starting over again would cost the town at least 2 years PD budget to begin again. • Trophy Club has a School Resource Officer who has worked hard to build relationships with our children while in a school setting. If you perform an open record request, you will find that the School Resource Officer handled between 350 and 400 calls at the TROPHY CLUB SCHOOLS last school year. Can you really put a price on the safety of our children? Budget information found on the previous page was gathered from the Trophy Club town website. All of the information is posted online and available for anyone to view. 16?Y)t &ft/N;~: J ;!/h/e, ke~4fJ~T u~A-'L) ({)u/ .Jourec./"v'C;"; ?#e-/bvce j;'.e/l"/.: ~ ~/.5<:V ,_/'J~-e) ~~/~r 8< A ~U47CJ '72> 5av~ e~//L.e.N-/~ $V()fL~1:2 ) ;' f /J-ln ON A'i .5 jJ..r2-~,I::jrJC ~/t-J 5tvfop?7/,1.:./us/, :70 /."'7 '7",J ,K',u".,.] flhrl~ 7~P7 &b 13 l-f' ,u,:/ ,;;:frMe-, V:i /" 70 /e;7 yOtI MJ41<J ,I=vSr-~ '-,5A1~ --- --- -~~;J~ Karen Passiak 18 Overhill Drive A Great Place to Call Home Respect, Community, Good Neighbors, Beautiful, Energetic, Pride, Involved, Safe These are the words that come to mind when I think of Trophy Club, Texas Crime, Identity Theft, Burglary, Misguided Children, Disrespect, Disregard These are the words that do not come to mind when I think of Trophy Club, Texas. Although, things do happen, even in wonderful towns such as Trophy Club. When I sought a community with items on a list I never dreamed that a town like Trophy Club existed. After living here and being involved in several programs within Trophy Club I found it to be a truly great place to call home. One reason for that are the Trophy Club Fire Department and the Trophy Club Police Department. Hand in hand, together, they make Trophy Club safe and protected . It saddens me to think that because they are managed by two separate entities that one stays and one goes. One gets and the other gets nothing. This is not about the Fire Department for I respect, admire and trust them equally with the Police Department . I was fortunate to participate in this year's Citizen Police Academy and I hope to do the same for the next Citizen's Fire Academy. Over the weeks and hours I spent in the Citizen's Police Academy, I learned a great deal about the operation and the various services that they offer the citizens of Trophy Club . My appreciation for the things they do and the time and effort spent not only working in the community but supporting it as well. Six years ago my amazing Aunt came to live with me. She had the misfortune of being diagnosed with Alzheimer's Disease. As her disease progressed, knowledge, experience and expertise was needed as she had good days and not so good days for Aunt Adele never truly had a bad day. If it hadn't been for Sgt Tyler and his certification and true caring, my Aunt's last couple of years may have been more challenging then what they were. I pray that someone else in the community will not have a similar situation without Sgt Tyler. I have no children but cannot imagine our schools without School Resource Officer Keith Burris and the valuable impact he has. on Trophy Club's youth. Identity theft without TOny Simmons. Training and community involvement such as National Night Out, etc without Scott Voigt. The list goes on and on. I would like to close by asking the Mayor and Town Council to have a Town Hall, listen to the people of Trophy Club. As you can see, the people of Trophy Club care and they care about the service that they have grown to expect, anticipate and rely on. Consider all aspects of a decision like this by talking to the people . They have voices and they care as deeply or more about the budget and the community as you do so please listen and don't react. During the August 2nd Town Council meeting, Chief Kniffen was commended for having one of the top agencies in the State of Texas. Trophy Club's Finance Department was also awarded a top honor by the state of Texas for their budget. Please learn from these two incredible accomplishments and seriously consider what it would mean to the citizens of Trophy Club to lose an incredible Police Department to outsourcing. I am Dan Bishop 102 Lakeshore Dr Trophy Club Thank you for this time tonight. I am not here to speak for or against the outsourcing of the TC PD but to encourage you to look at our government spending in a broader picture. I really do NOT expect to see the PD department outsourced and as I said I am not speaking pro or con on that issue. If you read the comments on face book you would think that TC is immune to hard times. That is what Dallas and Fort Worth thought two years ago and today they are facing a deficit of $130 million and $73 million respectively. Advocates of the Fire, Police and Teachers never want to control spending in those areas but can our kids afford what we are leaving them in the form of higher spending that THEY will need to pay for in the future. As I said I expect The TC PD will stay intact. But, let's discuss the future growth of that department. How will we pay for it? If I understand the PD 5 year plan correctly that started in 2009 (and I have it outlined here) we will add an additional 15 police officers by 2014 . As of 2009 according to the PD 5 year plan we have 14 officers with a population of 8539 and expect a population of 12,500 by 2014. Our population will increase by 50% and the PD department by 100%. Our ratio today of officers per 1,000 residents is 1.64 and will become 2.32 per 1,000. Assuming an average annual cost of each officer at $70,000 including benefits the total new additional cost will be $1,050,000. This does not include the cost of their support such as vehicles, personal gear, administrative, etc. How do you pay for that? At some point do we not have to consider that we have to stop spending? It's easy to spend others people's money. From the Trophy Club Police Department 5 year plan Data received in the Fall of 2008 indicated that , in January, 2009 , our population would be 8539 . With no increase in staffing, our full time ratio will fall to 1.64 officers per 1000 residents (14 full time officers/8539 estimated residents). The need to increase our patrol presence , increase supervisory oversight, and improve services in the Operations and Special Services Divisions through creation of new positions will be evaluated during the budget process each year. fY 2009-10 -Create a full-time Community Service Officer position (which will require hiring one full time patrol officer), create an additional Patrol Sergeant position, create an additional School Resource Officer position (with shared funding between the Town and NISD), and divide the Animal Control and Code Enforcement duties into two positions . fY 2010-11 -Create one additional patrol officer position, an additional School Resource Officer position (with shared funding between the Town and NISD), and one Detective Sergeant position . fY 2011-12 -Create a Patrol Lieutenant and two additional patrol positions. Creation of CID rotation program . fY 2012-13 -Create a Detective Lieutenant, one Detective Sergeant specific to juvenile investigations, and one patrol position . fY 2013-14 -Create two patrol positions, an additional Community Service position, and one administrative support position If am an correct the above count comes to 15 additional full time police officers and one staff According to the 5 year plan our population will be approximately 12,500 people in 2014 We will now have a ratio of 2.32 per 1,000 residents. I do want to say thanks to Councilman Stotts for at least looking for ways to save the taxpayer money and for the TC to spend less in running the city . I would encourage all of you to do that. In case you have not noticed that is what the people are telling government to do at all levels. So let's not stop here let's include other areas of service that can be done by using private companies for items such as park maintenance, mowing, etc . The Cato Institute has found that employees of state and local governments earn an average of 26% more than do the corresponding job in the private sector. I can get my lawn mowed for $25.00 and three people will show up to do the job . How much would it cost to have 3 city workers show up and mow the same yard . I would guess a lot more than $25 .00 If we spend wisely today we will not have to tax unjustly tomorrow . Thank You for your time