Minutes TC 05/23/2011MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, May 23, 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, May 23,2011.
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 Mayor
Bill Rose Mayor Pro Tem
Margi Cantrell Council Member
Larry Hoover Council Member
JD Stotts Council Member
Glenn Strother Council Member arrived at 7:00 p.m.
Jeannette Tiffany Council Member -Elect
STAFF AND GUEST(S) PRESENT:
Mike Slye Town Manager
Stephen Seidel Assistant Town Manager
Shannon DePrater Town Secretary
Patricia Adams Town Attorney
Eric Cannon Finance Director
April Reiling PIO / Marketing Manager
Mayor White announced the date of May 23, 2011, called the meeting to order and announced a quorum
at 6:07 p.m.
Mayor White stated that Council member Strother would be late.
WORKSHOP SESSION -6:00 P.M.
1. Discussion with Ray Turco regarding the Citizen Survey Questionnaire.
Town Manager Slye introduced this item and Ray Turco.
Mr. Turco stated the goal is to receive 400 responses. Turco gave a brief overview and discussed the
purpose of the survey. He also stated 400 responses is 5% of the population and explained the Town will
be divided into four areas to make the sample statistically valid; this is to make sure that a true sample is
being taken.
2. Discussion of agenda items posted for consideration on the Regular Session Council Agenda
for May 23, 2011.
CONVENE INTO REGULAR SESSION -START TIME 7:05 P.M.
The Invocation was offered by Council member Hoover.
The Pledges were led by Finance Director Eric Cannon.
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.
Vicky Hardy, 7 Jennifer Court, addressed the Council on behalf of the Board of Directors of the Children's
Advocacy Center in Denton County and thanked all those involved in helping children and briefly
explained the workings of the Center.
3. Consider and take appropriate action regarding a Proclamation proclaiming May 2011 as
Motorcycle Awareness Month.
Motion made by Council member Cantrell, seconded by Council member Strother, to approve
Proclamation 2011-08 establishing the month of May 2011 as motorcycle safety and awareness month in
Trophy Club in conjunction with National Motorcycle Safety and Awareness Month. Motion carried
unanimously.
CONSENT AGENDA
All matters listed as Consent Agenda are considered to be routine by the Town Council and will be
enacted by one motion. There will not be a separate discussion of these items. If discussion is desired,
that item will be removed from the consent agenda and will be considered separately.
4. Consider and take appropriate action regarding the Minutes dated April 4, 2011.
5. Consider and take appropriate action regarding the Minutes dated April 18, 2011.
6. Consider and take appropriate action regarding necessary amendments to financial institution
documents naming authorized representatives on First Financial Bank and TexPool signature
accounts.
Motion made by Council member Hoover, seconded by Mayor Pro Tem Rose, to approve the Consent
Agenda Items 4-6 as presented. Motion carried unanimously.
REGULAR SESSION
7. Consider and take appropriate action regarding an Ordinance canvassing the returns and
declaring the results of the General Election for the Town of Trophy Club to be held on May
14, 2011 for the purpose of electing one (1) Mayor for a three (3) year term, one (1) Council
Member for Place #1 for a three (3) year term, and one (1) Council Member for Place #2 for a
three (3) year term and; ordering and calling a Special Election for the legalization of the sale
of all alcoholic beverages for off-premise consumption only; and providing an effective date.
Motion made by Council member Cantrell, seconded by Council member Stotts, to approve Ordinance
2011-19 canvassing the returns and declaring the results of the General Election for the Town of Trophy
Club to be held on May 14, 2011 for the purpose of electing one (1) Mayor for a three (3) year term, one
(1) Council Member for Place #1 for a three (3) year term, and one (1) Council Member for Place #2 for a
three (3) year term and; ordering and calling a Special Election for the legalization of the sale of all
alcoholic beverages for off-premise consumption only; and providing an effective date. Motion carried
unanimously.
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B. Remarks to and from outgoing Council Member Stotts.
Each Council member thanked Council member Stotts for his service to The Town of Trophy Club.
Council member Stotts made outgoing remarks to Council and the residents in the audience.
9. Oath of Office to be administered by Municipal Court Judge, Mark Chambers, Presentation of
Certificate of Election from Judge Chambers to Incoming Council Members and remarks by
Council Members.
Municipal Judge Mark Chambers administered the Oaths of Office for Bill Rose -Place 1, Jeannette
Tiffany -Place 2 and Connie White -Mayor. Mayor White presented Certificates of Election to the
elected; all made brief remarks.
SHORT BREAK
Council reconvened into Regular Session a 7:53 p.m.
10. Consider and take appropriate action regarding a change order to the Agreement between the
Town and Freese and Nichols for services related to the development of the stormwater
management plan.
Town Manager Slye brought forward a change order that identified the additional hot spot of Cypress
Court, increasing the original total from $87,900 to $111, 675 by an additional $23,775 for the inclusion of
Cypress Court.
Motion made by Mayor Pro Rose, seconded by Council member Hoover, to approve a change order to
the Agreement between the Town and Freese and Nichols for services related to the development of the
stormwater management plan to take the total to $111,675. Motion carried unanimously.
11. Consider and take appropriate action regarding an Ordinance approving a negotiated
resolution between the Steering Committee of Cities Served by Oncor and Oncor Electric
Delivery Company, LLC regarding the Company's application to increase electric rates in all
cities exercising original jurisdiction, declaring existing rates to be unreasonable; adopting
tariffs that reflect rate adjustments consistent with the negotiated settlement; and providing
an effective date.
Motion made by Council member Strother, seconded by Council member Cantrell, to approve Ordinance
2011-20 approving a negotiated resolution between the Steering Committee of Cities Served by Oncor
and Oncor Electric Delivery Company, LLC regarding the Company's application to increase electric rates
in all cities exercising original jurisdiction, declaring existing rates to be unreasonable; adopting tariffs that
reflect rate adjustments consistent with the negotiated settlement; and providing an effective date. Motion
carried unanimously.
12. Consider and take appropriate action regarding a Resolution repealing Resolution No. 2010-12
authorizing participation in various cooperative purchasing programs and adopting a new
Resolution identifying the cooperative purchasing programs approved for Town participation
in accordance with the Town's Procurement Policies and Procedures; and providing an
effective date.
Motion made by Mayor Pro Tem Rose, seconded by Council member Cantrell, to approve Resolution
2011-12 repealing Resolution No. 2010-12 authorizing partiCipation in various cooperative purchasing
programs and adopting a new Resolution identifying the cooperative purchasing programs approved for
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Town participation in accordance with the Town's Procurement Policies and Procedures; and providing an
effective date. Motion carried unanimously.
13. Consider and take appropriate action regarding a Resolution of the Town of Trophy Club,
Texas approving the submission of the grant application for the Community Oriented Policing
Initiative Program for the 2011-201212012-2013/2013-2014 fiscal years; authorizing the Town
Manager or his designee to execute all necessary documents; and provide an effective date.
Motion made by Council member Hoover, seconded by Council member Strother, to approve Resolution
2011-13 approving the submission of the grant application for the Community Oriented Policing Initiative
Program for the 2011-20121 2012-20131 2013-2014 fiscal years; authorizing the Town Manager or his
designee to execute all necessary documents; and provide an effective date. Motion carried unanimously.
14. Consider and take appropriate action regarding financial and variance report dated April 2011.
Motion made by Mayor Pro Tem Rose, seconded by Council member Hoover, to approve the financial
and variance report dated April 2011 as presented. Motion carried unanimously without further
discussion.
15. Town Council Liaison Updates and discussion of same:
-Parks and Recreation Board, May 10, 2011 -Council member Hoover
Council member Hoover gave a brief update of the May 10, 2011 Parks & Recreation meeting and
addressed questions. No action taken, update only.
16. Town Manager Slye's update regarding the following; discussion of the same.
-Introduce Eric Cannon, Finance Director
-GFOA's Distinguished Budget Presentation Award
-Town Council Retreat, June 3, 2011 Update
-TxDot 114/170 Project Update
*-Safe Routes to School Project Update
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:
-May 3, 2011 Chamber Luncheon
-May 5, 2011 National Day of Prayer
-May 5, 2011 NISD Gala
-May 10, 2011 Wounded Warriors Fundraiser
-May 11, 2011 Northwest Communities Partnership Meeting
-May 23, 2011 Home Instead Senior Care -Giving Back to the Community
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
May 23, 2011 Minutes Page 4 of 5
scheduled meeting without first placing that item on the Future Agenda /tems 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 ofthe same. (Staffs, 6121110)
5. Staff proposal regarding the amenity lakes, including associated costs to accept the amenity
lakes from the developer. (Staffs, 1014110)
6. Explore the feasibility of combining the EDCs and improved ways of expending EDC funds.
(Strother, 212412011)
7. Consider and take appropriate action regarding the creation of a "Going Green" initiative
throughout the Town. (White, 2124/2011)
8. Consider and take appropriate action regarding Goals for the Town Manager. (Staffs, 4/18/2011)
9. Consider and take appropriate action regarding updates to the Sign Ordinance (retail windows
and political signs) (White and Cantrell, 5/212011)
No items were added to the future agenda items list.
Council member Cantrell stated she did not wish to go into Executive Session regarding the appointment
of Mayor Pro Tem.
Council did not convene into Executive Session.
EXECUTIVE SESSION
19. Council to convene into executive session to discuss or deliberate the appointment,
employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or
employee pursuant to Section 551.074 (a) (1) of the Texas Open Meetings Act Personnel
Matters (§551.074(a)(1)):
(1) Appointment of Mayor Pro Tern.
RECONVENE INTO REGULAR SESSION
20. Consider and take appropriate action regarding the Executive Session.
Council member Cantrell nominated Council Member Hoover; Mayor Pro Tem Rose seconded.
Nomination approved unanimously.
ADJOURN
Motion made by Council member Cantrell, seconded by Mayor Pro Tem Rose to Adjourn. Meeting
adjourned at 9:14 p.m.
nnon DePrater, Town Secretary
Town of Trophy Club, Texas
May 23, 2011 Minutes
Connie White, Mayor
Town of Trophy Club, Texas
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