Minutes TC 12/12/2011MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, December 12,2011 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, December 12,
2011. The meeting was held within the boundaries of the Town and was open to the public.
STATE OF TEXAS §
COUNTY OF DENTON §
TOWN COUNCIL MEMBERS PRESENT:
Connie White
Larry Hoover
Margi Cantrell
Bill Rose
Glenn Strother
Jeannette Tiffany
Mayor
Mayor Pro T em
Council Member
Council Member
Council Member
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
Danny Thomas Fire Chief
April Reiling PIO / Marketing Manager
Mayor White announced the date of December 12, 2011, called the meeting to order and announced a
quorum at 6:04 p.m.
WORKSHOP SESSION -6:00 P.M.
1. Presentation by Schrickel, Rollins & Associates (SRA) relative to the Tri-City collaboration on
a landscape and beautification plan for Highway 114/170 and funding options; discussion of
same.
Assistant Town Manager Stephen Seidel introduced Mr. Clint Wofford from Schrickel, Rollins &
Associates.
Town Manager Slye stated that this item was originally scheduled as a joint meeting with Economic
Development Corporation 4B and that President Jim Hicks and Director Larry Mundy were in attendance.
Clint Wofford from Schrickel, Rollins & Associates presented the Council the landscape and beautification
plan for Highway 114/170 and funding options and addressed questions from Council.
Council member Strother left the meeting at 6:25 p.rn.
Mayor White left the meeting at 6:32 p.rn.
Total cost of project is approximately $2 -$2.7 million
• Phase A -trees and irrigation -approximately $600,000
• Phase B -wildflowers and grass -approximately $360,000
• Phase C -fancy perennial beds -approximately $565,000
• Phase D -different monu ments at each gateway -approximately $1.15 million
• Painting sound walls and trees -approximately $42,000
Council member Strother arrived at 6:35 p.m.
Presentation included in the minutes.
2. Discussion of "Independence of Boards, Commissions and Committees" provision of
Handbook.
Item has been tabled to the January 9, 2011 workshop.
3. Discussion of agenda items posted for consideration on the Regular Session Council Agenda
for December 12, 2011.
4. Discussion of proposed agenda items for the January 9, 2012 Regular Session Agenda.
Mayor Pro Tem Hoover called a short break.
CONVENE INTO REGULAR SESSION -START TIME 7:15 P.M.
The Invocation was offered by Mayor Pro Tem Hoover.
The Pledges were led by Marketing Manager/PIO April Reiling.
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.
No Citizen Presentations were made.
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 item 5 be removed from the consent agenda.
6. Consider and take appropriate action regarding the Minutes dated December 2-3, 2011
(Planning the Plan Session).
7. Consider and take appropriate action to ratify the Town's decline of 1% per-subscriber fee for
Public, Education and Government facilities from Charter Cable.
8. Consider and take appropriate action regarding interlocal agreement between the Town and
December 13, 2011 Minutes Page 2 of6
Denton County to provide Ambulance Services, and authorizing the Mayor or her designee to
execute all necessary documents.
Motion made by Council member Cantrell, seconded by Council member Tiffany to approve consent
agenda items 6,7, and 8 as presented. Motion carried unanimously.
5. Consider and take appropriate action regarding the Minutes dated November 14, 2011.
Motion made by Council member Rose, seconded by Council member Cantrell to approve consent
agenda item 5 as amended at the dais. Motion carried unanimously.
REGULAR SESSION
9. Consider and take appropriate action regarding the nomination of Mayor White to the Regional
Emergency Preparedness Planning Council (EPPC).
Town Manager Slye expressed that Mayor White has an interest in serving on this Council.
Motion made by Council member Rose, seconded by Council member Cantrell to nominate Mayor White
to the Regional Emergency Preparedness Planning Council. Motion carried unanimously.
Council Member Rose has stated that Mayor White would be an outstanding selection for this Council; as
she has attended many emergency preparedness seminars and Emergency Preparedness Planning
Council meetings as this topic is very important to Mayor White.
10. Update of the proposed design of the Roundabout for Trophy Club Drive and Trophy Lake
Drive Intersection scheduled for re-bid in January 2012, as well as proposed construction
timeline; discussion of same.
Town Engineer Tom Rutledge presented the proposed design and construction timeline of the
Roundabout Project at Trophy Lake Drive and Trophy Lake Drive and addressed questions from Council.
Town Manager Slye expressed his concern regarding the median at Village Trail and Trophy Lake Drive
and stated that the Council has an item before them tonight for discussion and action. Slye states that
the volume at this intersection has increased with NISD's decision not to bus stUdents.
Mayor White arrived at 7:36 p.m.
The project will be bid in January; a lot of construction companies either slow down or close during the
holidays. The construction is not set to a time table; the contractor will be allowed to work until
completion. Awarding will be done in February 2012 and the notice to proceed will be granted in March
2012. Construction is estimated at 240 calendar days.
Cost of total Roundabout Project is approximately $1.7 million, including the following components:
• Roundabout -Paving & Landscape -$896,000
• Drainage for Roundabout -$205,000
• Water Main Relocation (MUD) -$153,000
• OncorElectric Service Relocation -$12,500
• Street Light Installation by Oncor -$16,500
• New Transformer for Street Lighting -$6,000
• Right-of-way from Church -$TBD
• Alternative -Trophy Club Drive Paving & Sidewalk - $ 537,000
December 13,2011 Minutes Page 30f6
Discussion only; no action taken.
Presentation included in the minutes.
11. Consider and take appropriate action regarding the median at Trophy Lake Drive and Village
Trail.
Town Manager Mike Slye explained the safety issue regarding the median at Trophy Lake Drive and
Village Trail. Town Manager Slye gave Council his recommendation of removing the median and
constructing left turn lanes on Trophy Lake Drive and Village Trail. Town Manager Slye stated that all the
work will be done in-house.
Motion made by Mayor Pro Tem Hoover seconded by Council member Rose to remove the median at
Trophy Lake Drive and Village Trail and constructing the left turning lanes. Motion carried unanimously.
12. Town Manager Slye's update regarding the following; discussion of the same.
-December 2-3, 2011 -Council Strategic Planning Session (Planning the Plan)
-December 10,2011 -Trophy Club's Let it Snow Event
-December 16-22, 2011 -Vacation
-Branding/Logo Update
-HWY 377 and Bobcat Boulevard Traffic Signal Update
-PD-30 Scheduling Update
Town Manager Slye updated the Council and addressed questions. No action taken, update only.
13. Mayor and Council Updates regarding training opportunities, educational sessions, and
regional meetings; discussion of same.
-November 17,2011 -Metroport Cities Partnership Monthly Meeting
-November 28,2011 -26th Congressional DistrictlTxDot Transportation Summit
-December 2, 2011 -Mayor's Roundtable
-December 7,2011 -TML Region 8 Dinner/Meeting
-December 8, 2011 -Emergency Preparedness Planning Council Meeting
-December 9, 2011 -Denton County Mayor's Luncheon
Mayor White and Council members gave a brief update of the meetings they attended since the last
Council meeting. No action taken, update only.
14. Items for Future Agendas.
This item allows Council to request the placement of items on upcoming agendas when the topic of
discussion requires research and review that cannot be accomplished in the time frame between regular
Council meetings. However, a Council Member may request that an item be placed on the next regularly
scheduled meeting without first placing that item on the Future Agenda Items list. All requests for agenda
items must comply with Charter requirements.
1. Consider and take appropriate action regarding procurement policies and their alignment with State
statutes. (Rose, 211110)
2. Consider and take appropriate action regarding noise regulations for Oil and Gas Well Drilling and
Production (Rose, 4126110)
3. Staff proposal regarding the amenity lakes, including associated costs to accept the amenity lakes
from the developer. (Stotts, 1014110)
December 13,2011 Minutes Page 4 of6
4. Explore the feasibility of combining the EDCs and improved ways of expending EDC funds.
(Strother, 2124/2011)
5. Consider and take appropriate action regarding the creation of a "Going Green" initiative throughout
the Town. (White, 212412011)
6. Consider and take appropriate action regarding Goals for the Town Manager. (Stotts, 411812011)
7. Consider and take appropriate action regarding updates to the Sign Ordinance (retail windows and
political signs) (White and Cantrell, 5/212011)
8. Consider and take appropriate action regarding ball park signage. (Cantrell, 61612011)
9. Consider and take appropriate action regarding a Golf Cart Community. (Tiffany, 61612011)
10. Rewrite of Handbook for Elected and Appointed Officials, with projected completion date of
February 15, 2012. (Rose/Slye, 8/15/11)
11. 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)
12. Consider and take appropriate action regarding the Town's park space located just north of the new
ball fields at the corner of Parkview and Bobcat Boulevard to investigate whether or not it would be
beneficial to place on the ballot, for citizens approval, to sale and rezone as commercial and provide
the proceeds towards other parks and recreation needs. (Cantrell, 911212011)
13. Schedule a strategiC planning session (Strother, 9/1212011)
14. Consider and take appropriate action regarding the possibility of erecting a marquee at the North
entrance of the Town and asking the MUD andlor developers to help with the funding. (Cantrell,
11/1412011)
Council member Cantrell asked that items 6 and 13 be removed from the list.
No items were added.
EXECUTIVE SESSION
15. Pursuant to the following designated sections of Texas Government Code, Annotated,
Subchapter 551, the Council will enter into executive session to discuss the following items:
(A) Texas Government Code Section 551.072. To discuss or deliberate the purchase,
exchange, lease, or value of real property where deliberation in an open meeting would
have a detrimental effect on the position of the governmental body in negotiations with a
third person.
(1) Potential land acquisition from Church at Trophy Lakes for public use in construction
of the Roundabout
(8) Texas Government Code Section 551.074(a)(1). To discuss or deliberate the duties of a
public officer or employee pursuant to Section 551.074 (a)(1) of the Texas Open Meetings
act.
(1) Goals for Town Manager, Mike Slye
Council convened into Executive Session at 8:28 p.m.
Council reconvened into Regular Session at 9:16 p.m.
RECONVENE INTO REGULAR SESSION
16. Consider and take appropriate action regarding the Executive Session Items.
Motion made by Council member Strother, seconded by Council member Council member Rose to
authorize the Town Manager to proceed with the offer to purchase the Church at Trophy Lakes Right of
Way as discussed in Executive Session. Motion carried unanimously.
December 13, 2011 Minutes Page 5 of6
ADJOURN
Motion made by Mayor Pro Tem Hoover seconded by Council member Rose to adjourn. Motion carried
unan·t7nously. Meeting adjourned at 9:17 p.m.
/ I /:1 I
Sh nnon DePrater, Tow Secretary Connie White, Mayor
wn of Trophy Club, exas Town of Trophy Club, Texas
December 13, 2011 Minutes Page 6 of 6
01
ROANOKE
TROPHY CLUB
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DEN O`!f
2T WORTH r
WESTLAKE
SOUTHLAKE
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KELLER
TREES AND IRRIGATION $600,000 PAINTING E%=NG WALLS AND ADDMONAL PLANTING
$fi00,000 $642FOOD
TREES AND IRRIGATION $E00,000 PAINTING U=NG WALLS AND ADDITIONAL PLANTING
WILDFLOWERS AND GRASSES $360,DIX1
TREES AND IRRIGATION
$680,000
PAINTING EXL NG WALLS AND ADDITIONAL PLANTING
WILDROWERS AND GRASSES
360,000
PERENNIAL BEDS AT INTER DMONS
$666,000
$1.63 Mll1lON
TREES AND IRRIGATION $600,DW
WILDROWERS AND GRASSES $36D,000
PERENNIAL BEDS AT INTERSEMONS $Bfi5,000
TWELVE SMALL MONUMENTS AND BENTS $1,150,000
$2.68 MILLION
PAINTING EXLSTING WALLS AND ADDITIONAL PLANTING
FOUR LARGE MONUMENT AND BENTS :SUBTRACT: $610,OD0
FUNDING
IMPLEMENTATION STRATEGIES
This document outlines some considerations for implementing the Highway 114/170 Streetscape Enhancements. Implementation of
this plan will improve the visual quality of the Metroport Corridor and will define it with a distinct identity. Projects of this importance
and scope could use a combination of multiple funding sources.
The following list includes potential sources for funding proposed improvements in the master plan:
TxDOT Funding Options
Governor's Community Achievement Awards - 2012 GCAA Applications are due Tuesday, February 7
The Governor's Community Achievement Awards are presented each year to an array of Texas communities with the best grassroots
environmental programs in the state. Communities are judged based on their population size, which is derived from population
estimates from the 2010 Census.* The efforts of these communities to involve citizens, businesses, schools, local government and
youth to keep their city, county or region beautiful will earn 10 of them a share of $2 million in landscaping monies from Texas
Department of Transportation. These prizes are designated for landscaping projects along local state rights-of-way.
Green Ribbon Program - 2013 Applications are due next Spring
Texas Administrative Code: Green Ribbon Program, Title 43, Part I, Chapter 11, Subchapter D. The Green Ribbon Program was
implemented to expand the Houston District’s Green Ribbon Project concept to other areas of the state. The department will
accomplish the requirements of Title 43, Part I Chapter 11, Subchapter D by initiating two specific actions. The first action is to establish
public/private partnerships within specific cities and regions to develop Landscape and Aesthetic Master Plans in districts with cities that
have populations of 100,000 or more. The second action allocates funds for district with non-attainment counties to plant and establish
trees and plants on the state highway system that help mitigate the effects of air pollution. This funding is typically limited to trees,
shrubs and native grasses, mowstrips, bed preparation, and drip irrigation. Funding for this program varies from year to year based on
the
Landscape Partnership Program
The program was created to allow local governments, civic organizations, or private businesses an opportunity to support the aesthetic
improvement of the state highway system by donating 100 percent of the development, establishment, and maintenance of a landscape
project on the right of way.
Donors
Landscape Partnership projects are initiated by the donor (local government or private entity). The donor submits an application to the
appropriate TxDOT district office. The application includes a project concept plan containing sketches, drawings, specifications, and
descriptive text as necessary for the department to consider the application.
Applications are evaluated by the department and an agreed value is placed on the project. Following evaluation of the application, an
agreement is developed that stipulates the donation calculation for the project.
Continued Maintenance
The donor must agree to perform landscape maintenance for a period of not less than two years. All project activities and landscape
maintenance responsibilities are documented in a project agreement. The project agreement is executed by both parties prior to the
initiation of any project activities.
Project Cost Estimates
I.Roundabout –Paving & Landscape $ 896,000
II.Drainage for Roundabout $ 205,000
Subtotal $1,101,000
I.Water Main Relocation (MUD)$ 153,000
II.Oncor Electric Service Relocation $ 12,500
III.Street Light Installation by Oncor $ 16,500
IV.New Transformer for Street Lighting $ 6,000
V.Right-of-way from Church $ TBD
I.Alt. –Trophy Club Drive Paving & Sidewalk $ 537,000
TOTAL $1,673,000 +
•P.I.D. (Public Improvement District) -Remaining $ 260,000