Minutes TC 08/15/2011MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, August 15, 2011 at 6:00 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club, Texas, met in Regular Session on Monday, August 15,
2011. The meeting was held within the boundaries of the Town and was open to the public.
ST ATE OF TEXAS §
COUNTY OF DENTON §
TOWN COUNCIL MEMBERS PRESENT:
Connie White Mayor
Larry Hoover Mayor Pro Tem
Bill Rose Council Member
TOWN COUNCIL MEMBERS ABSENT:
Jeannette Tiffany Council Member
STAFF AND GUEST(S) PRESENT:
Mike Slye Town Manager
Stephen Seidel Assistant Town Manager
Shannon DePrater Town Secretary
Patricia Adams Town Attorney
Scott Kniffen Police Chief
Margi Cantrell
Glenn Strother
Danny Thomas
Eric Cannon
April Reiling
Michael Aguilera
Adam Adams
Council Member
Council Member
Fire Chief
Finance Director
PIO / Marketing Manager
Financial Analyst
Parks and Recreation Director
Mayor White announced the date of August 15, 2011, called the meeting to order and announced a
quorum at 6:08 p.m. Mayor White stated Council member Strother would be late and Council member
Tiffany would be absent.
WORKSHOP SESSION -6:00 P.M.
1. Budget Overview; discussion of same.
Town Manager Slye gave an overview of the current budget with changes made at the last budget
workshop. Town Manager Slye and Staff addressed questions from Council.
Council member Strother arrived at 6: 17 p.m.
Presentation included in the minutes.
2. Discussion of agenda items posted for consideration on the Regular Session Council Agenda
for August 15,2011.
3. Discussion of proposed agenda items for the September 12, 2011 Regular Session Agenda.
Mayor White called a short break at 7:02 p.rn.
CONVENE INTO REGULAR SESSION -START TIME -7:10 P.M.
The Invocation was offered by Mayor Pro Tem Hoover.
The Pledges were led by Council member Rose.
Citizen Presentations
This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the
agenda. The Council is not permitted to take action on or discuss any presentations made to the Council
at this time concerning 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 three (3) minutes or the
time limit determined by the Mayor or presiding officer. To speak during this item you must complete the
Speaker's form that includes the topic(s) of your statement. Topics of presentation should be limited to
matters over which the Council has authority.
Jennifer Winmill, 7 St. Andrews Court, addressed the Council stating she is not in favor of the tax rate
increase.
Trish Myers, 800 Trophy Club Drive, invited the entire Council and management staff to the Community
Breakfast at the Church of Trophy Lakes on Saturday, September 3, 2011 from 7:00 a.m. until 10:00 a.m.
Pearl Ford, 2 Spring Creek Court, addressed the Council; she is not in favor of the tax rate increase,
would like Council to utilize user fees at all amenities.
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.
Council member Rose requested agenda items 7,8, and 9 be removed from the consent agenda.
4. Consider and take appropriate action regarding the Minutes dated August 1, 2011.
5. Consider and take appropriate action regarding the Minutes dated August 5, 2011 (Budget
Workshop).
6. Consider and take appropriate action regarding an Ordinance amending the FY10-11 Budget
(Budget Amendment No.4) appropriating $188,854.00 for the purchase of Tyler Technology
software; and providing an effective date.
10. Consider and take appropriate action regarding an Interlocal Agreement for Participation in
Fort Worth's Environmental Collection Center Household Hazardous Waste Program,
designating the Town Manager, or his designee as the Household Hazardous Waste Collection
Coordinator and designating the Assistant Town Manager as the alternate.
Motion made by Council member Cantrell, seconded by Council member Rose to approve consent
agenda items 4, 5, 6, and 10, as presented. Motion carried unanimously.
7. Consider and take appropriate action regarding a Resolution of the Town Council of the Town
of Trophy Club, Texas approving an Interlocal Agreement for Collection of the Emergency
Services Assessment on the Trophy Club Public Improvement District No. 1 entitled
"Interlocal Cooperation Agreement -Tax Collections"; and providing an effective date.
8. Consider and take appropriate action regarding an Interlocal Cooperation Agreement for Tax
Collection between Denton County and the Town of Trophy Club, and designating Eric
August 15, 2011 Minutes Page 2 of 5
Cannon, Director of Finance as the Liaison, and authorizing the Mayor or her designee to
execute all necessary documents.
9. Consider and take appropriate action regarding an Interlocal Cooperation Agreement for PID
Assessments between Denton County and the Town of Trophy Club, and designating Eric
Cannon, Director of Finance as the Liaison, and authorizing the Mayor or her designee to
execute all necessary documents.
Motion made by Council member Rose, seconded by Council member Cantrell to approve consent
agenda items 7, 8, and 9 as amended to change the Town's contact information to "Town Secretary".
Motion carried unanimously.
REGULAR SESSION
11. Consider and take appropriate action regarding the award/rejection of bids for Harmony Park
Improvements, apparent lowest responsible bidder Dream Construction, LP, in an amount not
to exceed $44,002.97, and authorizing the Mayor or her designee to execute all necessary
documents.
Parks and Recreation Adam Adams addressed Council, stating management recommends awarding the
bid to Dream Construction, LP.
Motion made by Council member Cantrell seconded by Mayor Pro Tem Hoover, to award the bid to
Dream Construction, LP for Harmony Park Improvements in an amount not to exceed $44,002.97.
Motion carried unanimously.
12. Consider and take appropriate action regarding a Resolution amending Resolution No. 2008-
22 amending the Municipality of Trophy Club Handbook for Elected and Appointed Officials;
and providing an effective date.
Town Manager Slye stated a couple of meetings ago, Council member Cantrell requested a few changes
to the Handbook, including, number of boards you can serve on and elected officials cannot be on
boards. Town Manager Slye and Town Attorney Adams propose term limits of six years, just as Council
as appointments not to exceed six years beginning October 1, 2011.
Slye also asked Council to consider allowing the MUD Directors to serve as liaisons on the boards.
No action, discussion only. This item will be brought back to the September 12, 2011 meeting.
13. Consider and take appropriate action regarding a Resolution to approve the placement of a
proposal on the September 26,2011 Town Council Public Meeting Agenda to adopt a 2011-12
Tax Rate that will exceed the lower of the rollback rate or the effective tax rate; calling Public
Hearings on September 12, 2011 and September 19, 2011; requiring the publication of notice
of public hearing; and providing an effective date.
Motion made by Mayor Pro Tem Hoover, seconded by Council member Strother to approve Resolution
No. 2011-20 to approve the placement of a proposal on the September 26, 2011 Town Council Public
Meeting Agenda to adopt a 2011-2012 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 12, 2011 and
September 19, 2011, requiring publication of a Notice of Public Hearing on Tax Increase in accordance
with the law; and providing an effective date, setting the rate at $0.54.
August 15, 2011 Minutes Page 3 of 5
Council member Strother wanted to make sure that the official record reflects that this is the published
rate and not the adopted rate. The adopted rate does not happen until September 26, 2011 and it is
certainly his hope to get closer to a flat tax.
A roll-call vote was taken. The motion passed 5:0 with Rose, White, Cantrell, Hoover, and Strother voting
in favor.
Mayor White read into the record:
On September 26, 2011, the Town Council will hold a Public Meeting to adopt a 2011 tax rate that will
exceed the lower of the rollback rate or the effective tax rate. As required by law, Public Hearings on a
tax increase will be held on September 12, 2011 and September 19, 2011.
14. Consider and take appropriate action to retain Gateway Planning Group to provide
professional planning services in an amount not to exceed $15,500 and authorizing the Town
Manager or his designee to execute necessary documents.
Town Manager Slye stated this item is geared to moving the 26 acre tract forward. Slye is asking Council
to consider moving excess money to engage his services and speak on the Town's behalf with the
property owner's attorney and team to present a workable document to Council.
Town Manager Slye will use the following to fund the contract:
• Finance -Schools & Training = 1,000
• Finance -Travel & Per Diem = 1,000
• Finance -Advertising = 3,000
• Legal -Outside Professional Services = 5,1 00
• Parks: Independence Labor = 5,400
If approved, Town Manager Slye will present the Transfer of Appropriations documents for the next
Council agenda.
Motion made by Council member Rose, seconded by Council member Cantrell, to retain Gateway
Planning Group to provide professional planning services in an amount not to exceed $15,500 and
authorize the Town Manager or his designee to execute necessary documents. Motion carried
unanimously.
15. Town Council Liaison Updates; discussion of same:
-August 9,2011 Parks & Recreation Meeting -Mayor Pro Tem Hoover
Mayor Pro Tem Hoover updated the Council on the August 9,2011 Parks and Recreation Board meeting
and addressed questions. No action taken, update only.
16. Town ManagerSlye's update regarding the following; discussion of the same.
-Update on School Crossing Guards
-Update on Health Insurance Provider
Town Manager Slye updated the Council and addressed questions. No action taken, update only.
17. Mayor and Council Updates regarding training opportunities, educational seSSions, and
regional meetings; discussion of same.
-August 5, 2011 Mayor's Roundtable
-August 9, 2011 Northeast Leadership Forum
-August 10, 2011 Northwest Communities Partnership Meeting
August 15, 2011 Minutes Page 4 of 5
Mayor White and Council members gave a brief update of the meetings they attended since the last
Council meeting. No action taken, update only.
18. 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.
1. Consider and take appropriate action regarding procurement policies and their alignment with State
statutes. (Rose, 211110)
2. Consider and take appropriate action regarding placing policies and procedures on the Town web
site. (Rose, 211110)
3. Consider and take appropriate action regarding noise regulations for Oil and Gas Well Drilling and
Production (Rose, 4126110)
4. Staff update regarding Marshall Branch Creek area located North of HWY114; discussion and action
of the same. (Stotts, 6121110)
5. Staff proposal regarding the amenity lakes, including associated costs to accept the amenity lakes
from the developer. (Stotts, 1014110)
6. Explore the feasibility of combining the EDCs and improved ways of expending EDC funds. (Strother,
2124/2011)
7. Consider and take appropriate action regarding the creation of a "Going Green" initiative throughout
the Town. (White, 2/24/2011)
8. Consider and take appropriate action regarding Goals for the Town Manager. (Stotts, 411812011)
9. Consider and take appropriate action regarding updates to the Sign Ordinance (retail windows and
political signs) (White and Cantrell, 5/212011)
10. Consider and take appropriate action regarding ball park signage. (Cantrell, 61612011)
11. Consider and take appropriate action regarding a Golf Cart Community. (Tiffany, 61612011)
12. Consider and take appropriate action regarding allowing one board appointment at a time, no elected
officials and possible term expirations (Cantrell, 711812011)
13. Consider and take appropriate action regarding updating/revising Board, Commission, and
Committee Handbook (Rose, 711812011)
14. Consider and take appropriate action regarding the Park Bond projects and fund allocation to include
a comprehensive cost/status review of all projects included in the original park bond presentations.
(Rose, 8/1/2011) Scheduled 9/12/2011
15. Consider and take appropriate action regarding splash pad options at Harmony Park, including
input/direction from Council to Staff to start construction and have available next summer. (Strother,
8/1/2011)
Council member Cantrell requested that items 4 and 12 be removed and 8 be addressed after the budget
is complete,
Council member Rose requested to remove 2 and update 13 to read "Rewrite of Handbook for Elected
and Appointed Officials, with projected completion date of February 15, 2012",
ADJOURN
Motion made by Council Member Cantrell, seconded by Council member Rose to adjourn. Motion carried
unanimously. Meeting adjourned at 8:30 p.m.
SQs nnon DePrater, own Secretary
Town of Trophy Club, Texas
August 15, 2011 Minutes
c/0flnieWhite, Mayor
Town of Trophy Club, Texas
Page 5 of 5
Town of Trophy Club
August 15, 2011
FY12 Budget
Overview
Budget Calendar
March 11 Friday • Council Retreat - Budget Philosophy and Calendar Discussion
March 18 Friday • Capital Needs Requests provided to Managers
April 1 Friday • Capital Needs Requests due from Managers
April 18 Friday
April 25 Monday
May 2 Monday
May 5 - 6 Thursday-Friday • Management Team Strategic Business Planning Retreat
May 11 Wednesday • Base Budgets due back from Managers
June 3 Friday • 2011-2012 Budget Overview with Council – Retreat
July 18 Monday • Management Budget Update with Council – 5:30PM Workshop
July 25 Monday
July 29 Friday • Hand Deliver Hard Copy Proposed Budget to Council Members
August 5 Friday • Council Workshop - Budget Discussion - 1:00 PM
August 15 Monday
September 12 Monday
September 19 Monday
September 26 Monday
October 1 Saturday • Fiscal Year 2011-2012 Begins
• Mid-Year Review Presentation to Council & Review of Capital
Needs with Managers
• Denton County Appraisal District Submits Preliminary Tax Values
• Tarrant County Appraisal District Submits Preliminary Tax Values
• Certified Appraisal Roll Due from Denton Central Appraisal District
• Second Public Hearing on Tax Increase
• Public Hearing on Budget
• Adopt PID Assessment Rate
• Announce Meeting to Adopt Tax Rate
• Announce Vote on Tax Rate
• Special Called Council Meeting
• Budget Adoption
• Tax Rate Adoption
• Approve Tax Roll
• Vote to Ratify Property Tax Revenue
• Submit Effective and Rollback Rate Calculations to Town Council
• Vote to Propose Tax Rate (over Effective Rate)
• Set Public Hearings for September 12 and September 19
• Public Notice of Public Hearing on Tax increase
• Publish Notice of Effective and Rollback Tax Rates, Statement
and Schedules
• First Public Hearing on Tax Increase
• Public Hearing on PID Service Assessment
• Announce Meeting to Adopt Tax Rate
FY12 Budget
ADOPTED PROPOSED
ACTUAL BUDGET BUDGET
FY10 FY11 FY12
ANTICIPATED REVENUE 12,653,616$ 13,546,729$ 10,161,468$
ANTICIPATED EXPENDITURES 7,660,249$ 13,422,913$ 10,057,584$
UNAPPROPRIATED BALANCE 4,993,367$ 123,816$ 103,883$
EXPENDITURES
Manager's Office 607,333$ 546,417$ 653,727$
Human Resources 44,304$ 81,752$ 88,663$
Information Systems 200,197$ 296,337$ 313,377$
Legal 146,431$ 154,818$ 156,507$
Police 1,411,945$ 1,468,489$ 1,643,499$
Emergency Medical Services 656,246$ 676,891$ 749,677$
Streets 429,613$ 398,446$ 443,579$
Parks 777,289$ 912,577$ 1,130,584$
Recreation 517,661$ 615,088$ 553,208$
Community Events -$ -$ 46,837$
Planning & Zoning 160,895$ 144,694$ 158,398$
Community Development 546,884$ 191,206$ 255,578$
Finance 257,275$ 390,915$ 375,451$
Municipal Court 73,782$ 79,751$ 81,030$
Facilities Management 73,369$ 77,580$ 80,320$
Debt Service 911,721$ 1,392,330$ 1,358,316$
Trophy Club Park 100,205$ 126,000$ 117,041$
Street Maintenance Sales Tax 94,439$ 126,273$ 129,424$
EDC 4A 202,018$ 288,774$ 294,661$
EDC 4B 91,378$ 124,595$ 167,950$
Storm Drainage 116,923$ 248,000$ 93,358$
Hotel Occupancy Tax 19,000$ 20,050$ 20,975$
Capital Projects Fund 221,340$ 5,061,930$ 1,145,426$
TOTAL 7,660,249$ 13,422,913$ 10,057,584$
SUMMARY OF COMBINED BUDGETS
FY12
FY12 Budget
FUND ANALYSIS
ADOPTED PROPOSED
ACTUAL BUDGET BUDGET
FY10 FY11 FY12
GENERAL:
REVENUE 5,987,176$ 6,155,099$ 6,770,693$
EXPENSES 5,903,225$ 6,034,961$ 6,730,433$
NET 83,951$ 120,138$ 40,260$
DEBT SERVICE:
REVENUE 931,484$ 1,392,330$ 1,364,499$
EXPENSES 911,721$ 1,392,330$ 1,358,316$
NET 19,762$ -$ 6,183$
TROPHY CLUB PARK:
REVENUE 77,594$ 126,000$ 120,000$
EXPENSES 100,205$ 126,000$ 117,041$
NET (22,610)$ -$ 2,959$
STREET MAINTENANCE SALES TAX:
REVENUE 132,420$ 126,273$ 146,950$
EXPENSES 94,439$ 126,273$ 129,424$
NET 37,981$ -$ 17,526$
EDC 4A:
REVENUE 265,694$ 288,774$ 294,900$
EXPENSES 202,018$ 288,774$ 294,661$
NET 63,676$ -$ 239$
FY12 Budget
FUND ANALYSIS
ADOPTED PROPOSED
ACTUAL BUDGET BUDGET
FY10 FY11 FY12
EDC 4B:
REVENUE 132,917$ 128,273$ 167,950$
EXPENSES 91,378$ 124,595$ 167,950$
NET 41,539$ 3,678$ -$
STORM DRAINAGE:
REVENUE 128,880$ 248,000$ 130,000$
EXPENSES 116,923$ 248,000$ 93,358$
NET 11,956$ -$ 36,642$
HOTEL OCCUPANCY:
REVENUE 17,713$ 20,050$ 21,050$
EXPENSES 19,000$ 20,050$ 20,975$
NET (1,287)$ -$ 75$
CAPITAL PROJECTS FUND:
REVENUE 4,979,737$ 5,061,930$ 1,145,426$
EXPENSES 221,340$ 5,061,930$ 1,145,426$
NET 4,758,397$ -$ -$
TOTAL:
REVENUE 12,653,616$ 13,546,729$ 10,161,468$
EXPENSES 7,660,249$ 13,422,913$ 10,057,584$
NET 4,993,367$ 123,816$ 103,883$
Ad Valorem Tax Analysis
Budget Year FY12 $ Increase % Increase
Prior Year's Certified Value 768,444,280$
Prior Year's Levy 4,367,266$
Prior Year's M&O Tax Rate 0.39722$
Prior Year's I&S Tax Rate 0.11778$
Prior Year's Tax Rate 0.51500$
Current Year's Certified Value 828,422,663$ 59,978,383$ 7.81%
New 2011 Value 69,474,263$
Current Year's Net Certified Value 758,948,400$ (9,495,880)$ -1.24%
Effective Rate 0.5284$
Rollback Rate 0.5679$
Value of $.01 82,842$
Interest & Sinking Fund Beginning Balance -$
FY07 G.O. Debt Service 1,054,064$
Total General Fund Debt Service Rqmt 1,054,064$
Proposed Ad Valorem Tax Rate Computation:
Proposed Tax Rate 0.424807$
Proposed Levy 3,887,175$
100% Collection Rate 3,887,175$
Proposed Ad Valorem Tax Rate for Debt Service:
Proposed Tax Rate 0.115193$
Proposed Levy 1,054,064$
100% Collection Rate 1,054,064$
Total Proposed Ad Valorem Tax Rate 0.5400$
% Increase over Effective Rate 2.2%
PROPOSED AD VALOREM SCHEDULE
FY12 Budget –Revenue Highlights
Tax Value -$828,422,663
New Construction 9.0%
Existing -1.2%
Sales Tax increase -$70K
Mixed Beverage decrease: $4K
Developer’s Fees: $85K
New Home Permits 220 = $550K
Interest Income = $20K
SEMO = $185,128
FY12 Proposed Tax Rate = $0.54/$100 –2.2% increase
Estimated FY11 Year End Savings = $196,233
Increased Pool Revenue -$27,750
FY12 Budget –Expense Highlights
2% COLA for those employees at market salary
Parks Operations & Maintenance = 2.5 employees
Capital Expenses = $110,900 (2 Tahoes, 3 Virtual Servers, Code Enforcement vehicle)
Health Insurance ($575 PEPM)
Capital Accrual program = $190,431
Codification -$9K
New Police Sergeant
Phase 1 -salary true-up -$89,100
Formal Internship Program -$15K
Dispatch Agreement -$47,953
Full time Code Enforcement program
Contingency $20K
Part –Time Comm Development Permit Assistant
$13,000 Fire Dept Utility Vehicle
Meals On Wheels -$2,000
Capital Accrual Clean Up -$66,743 Increase in General Fund Capital Replacement contribution to segregate Storm Drainage & Street Maintenance Sales Tax contributions.