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Town CouncilPage 1 of 198Meeting Date: August 9, 2016
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Town CouncilPage 2 of 198Meeting Date: August 9, 2016
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Town CouncilPage 5 of 198Meeting Date: August 9, 2016
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Town CouncilPage 6 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-419-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Town Manager Seidel's update regarding the following; discussion and provide input regarding same
(Staff):
*Aquatic Facility Schedule
*Town Hall Construction
*Lakeview Construction
*Street Reconstruction
Attachments:
DateVer.Action ByActionResult
Town Manager Seidel's update regarding the following; discussion and provide input regarding same (Staff):
*Aquatic Facility Schedule
*Town Hall Construction
*Lakeview Construction
*Street Reconstruction
Town CouncilPage 7 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-420-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Town Council Liaison Updates; discussion of same (Staff):
*Economic Development Corporation 4B, July 18, 2016
Council Liaison - Council Member Rhylan Rowe
*Parks and Recreation Board, July 18, 2016
Council Liaison - Council Member Philip Shoffner
Attachments:
DateVer.Action ByActionResult
Town Council Liaison Updates; discussion of same (Staff):
*Economic Development Corporation 4B, July 18, 2016
Council Liaison - Council Member Rhylan Rowe
*Parks and Recreation Board, July 18, 2016
Council Liaison - Council Member Philip Shoffner
Town CouncilPage 8 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-421-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Consider and take appropriate action regarding the Minutes dated June 28, 2016 (Staff).
Attachments:Draft TC Minutes June 28, 2016.pdf
DateVer.Action ByActionResult
Consider and take appropriate action regarding the Minutes dated June 28, 2016 (Staff).
Town CouncilPage 9 of 198Meeting Date: August 9, 2016
MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Tuesday, June 28, 2016 at 6:00 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Tuesday, June 28, 2016. The
meeting was held within the boundaries of the Town and was open to the public.
STATE OF TEXAS §
COUNTY OF DENTON §
TOWN COUNCIL MEMBERS PRESENT:
C. Nick Sanders Mayor
Greg Lamont Mayor Pro Tem, Place 5
Jim Parrow Council Member, Place 1
Garrett Reed Council Member, Place 2
Rhylan Rowe Council Member, Place 3 arrived at 6:52 p.m.
Tim Kurtz Council Member, Place 4
Philip Shoffner Council Member, Place 6
STAFF AND GUEST(S) PRESENT:
Stephen Seidel Town Manager
David Dodd Town Attorney
Steven Glickman Assistant Town Manager/CFO
Holly Fimbres Town Secretary/RMO
Adam Adams Parks and Recreation Director
Patrick Arata Police Chief
Pat Cooke Development Services Manager
Carmel Fritz Human Resources Manager
Town Controller
Amber Karkauskas
Rick Lasky Interim Fire Chief
Mike Pastor Information Services Director
Ron Ruthven Town Planner
John Zagurski Strategic Services Coordinator
Mayor Sanders announced the date of Tuesday, June 28, 2016, called the Town Council to order and announced a
quorum at 6:00 p.m.
(Town Secretary Note: The agenda items were presented in the following order: Workshop Session; Citizen
Presentations; Announcements and Reports; Consent Agenda; Item No. 9; Item No. 10; Item No. 11; Item No. 12;
Item No. 13; Executive Session; and Item No. 15)
WORKSHOP SESSION
1.Discussion of Town Attorney duties, Open Meetings Act, Public Information Act, and general litigation;
discussion of same (Staff).
Town Attorney Dodd discussed his general opinion regarding litigation and advised that his duty was to keep the
Council prepared and informed. He explained the general rules regarding the Open Meeting Acts and Public
Information Act and provided examples of case lawsuits. He stated that Attorney-Client Privilege Communications
belong to the client, the Council, and the privilege binds him as the attorney. He advised that one Council Member
could discuss the privilege, which would then waive the entire right of the Council.
Town CouncilPage 10 of 198Meeting Date: August 9, 2016
Discussion ensued regarding walking quorums, personal business versus Town business, and appropriate replies to
emails on non-vote able items.
Town Attorney Dodd discussed proper communication with individuals and developers. He advised that the Town
Manager’s duty was to keep the Council informed about upcoming agenda items and that the Open Meetings Act
was meant for Council’s deliberations to be open to the public. Additionally, he explained that there was not an
issue if a quorum of Council attended another entity’s meeting without a notice of possible quorum being posted,
but he recommended that they not express the opinion of the body.
RECESSED AT 6:50 P.M. FOR A BREAK
RECONVENED AT 7:00 P.M. INTO REGULAR SESSION
REGULAR SESSION
The Invocation was offered by Council Member Parrow.
The Pledges to the American Flag and Texas Flag were led by Council Member Kurtz.
CITIZEN PRESENTATIONS
This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda.
The Council is not permitted to take action on or discuss any presentations made to the Council at this time
concerning an item not listed on the agenda. The Council will hear presentations on specific agenda items prior to
the Council addressing those items. You may speak up to four (4) minutes or the time limit determined by the
Mayor or presiding officer. To speak during this item you must complete the Speaker's form that includes the
topic(s) of your statement. Topics of presentation should be limited to matters over which the Council has authority.
Darryl Howard, 7 Meadow Creek Court, submitted five (5) complaints against Greg Lamont to the Council and
provided a summary of his complaints.
Mayor Sanders requested an opinion from the Town Attorney regarding the appropriateness to hear the
complaints prior to the Ethics Commission receiving the complaints.
Town Attorney Dodd acknowledged that the five (5) complaints were received on June 28, 2016 and not the date
of which the complaints were notarized. He advised that the Ethics Commission was the appropriate forum for the
complaints and that he would be in contact with Mr. Howard regarding the process.
After requesting to address a couple of facts, Mr. Howard commented that in 2003 the Town filed a condemnation
suit against the Lakes of Trophy Club Homeowners Association (HOA) in order to make Town improvements, in an
attempt to allow recreation and public use of the property. He stated that currently there is an explicit sign that
the property was only for the HOA resident’s use. He felt the larger issues were responsibility and authority, and
he wanted to work together to come up with the right decisions for the community.
Judy Howard, 7 Meadow Creek Court, expressed her opinion that if an individual had a comment or issue with
remarks that she made on a public forum then they needed to address her as opposed to her husband. She
expected more professionalism and thanked the Council for their time.
ANNOUNCEMENTS AND REPORTS
2. Town Manager Seidel's update regarding the following; discussion and provide input regarding same (Staff):
*July 4th Celebration Event
*Lakeview Soccer
*Town Hall
Town Manager Seidel updated the Council and addressed questions; no action was taken on this item.
Town Council Minutes June 28, 2016 Page 2 of 8
Town CouncilPage 11 of 198Meeting Date: August 9, 2016
3. Town Council Liaison Updates; discussion of same (Staff):
*Animal Shelter Advisory Board, June 21, 2016
Council Liaison - Council Member Philip Shoffner
Council Member Shoffner updated the Council and addressed questions; no action was taken on this item.
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 May 23, 2016 (Staff). (Town Secretary
Note: Approved as presented in the Town Council agenda packet)
5. Consider and take appropriate action regarding the Minutes dated June 7, 2016 (Staff). (Town Secretary
Note: Approved as presented in the Town Council agenda packet)
6. Consider and take appropriate action regarding financial and variance report dated May 2016 (Staff).
7. Consider and take appropriate action regarding an Interlocal Cooperation Agreement between the Town
and Denton County for the Fiscal Year 2016-2017 Shared Governance Communications and Dispatch
Services System; and authorizing the Mayor or his designee to execute all necessary documents (Staff).
8. Consider and take appropriate action regarding a Site Access Agreement between the Town and Verizon
Wireless for access to the property located at 2901 Bobcat Boulevard; and authorizing the Mayor or his
designee to execute all necessary documents (Staff).
Motion:
Motion made by Mayor Pro Tem Lamont, seconded by Council Member Parrow, to approve the Consent Agenda
Items 4 through 8.
Motion passed unanimously.
REGULAR SESSION
9. Receive an update from Tim McClure with Northwest Independent School District regarding NISD growth;
discussion of same (Staff).
Tim McClure, District Architect and Planner with Northwest Independent School District (NISD), provided an
update regarding NISD growth, which included the following: NISD Municipalities; NISD Aerials in 1996, 2001,
2005, 2008, 2011, 2014, and 2016; Fast Growth Districts; Annual Closing Distribution 1Q16; Vacant Developed Lots
1Q16; Future Lots 1Q16; Overall Housing Data; Project Blizzard; Ten Year Forecast (green areas represented
schools within five (5) percent of their capacity and yellow areas represented schools over capacity); Texas
Education Code Section 25.112; and Beck Elementary School structure with Optimal Class Counts and with
Projected Class Counts.
Council Member Reed inquired about the statistical data on the breakdown of children per household for the
future 24,000 single-family homes to be built within NISD. Mr. McClure responded that across the District they
averaged about .5 children per household, which would equate to approximately 12,000 additional children.
After being asked about the ability for schools to expand within the District, Mr. McClure stated that with the
exception of the original eight schools, the District anticipated to eventually have all the newer schools at an 850
capacity.
Town Council Minutes June 28, 2016 Page 3 of 8
Town CouncilPage 12 of 198Meeting Date: August 9, 2016
Mr. McClure explained that the Texas Education Code Section 25.112 required that a school district may not enroll
more than 22 students in a kindergarten, first, second, third, or fourth grade class, which is the reason for NISD
approaching the Town requesting a temporary portable building. He advised that NISD planned to begin the
development process to construct two additional classrooms after the funds became available through a bond
election in May 2017.
Council recommended alternative solutions that included changing the boundary lines and redirecting students to
schools that were within capacity.
Council Member Shoffner advised that when he was first elected to serve on Council, a representative from NISD
advised that capacity at Beck Elementary would be expanded from 650 to 850 and that no other additions would
be needed. He reiterated Council’s concern of safety for the students and residents, as well as the issue with high
traffic. He noted that his concern was that since he had been on Council, there have not been any new plats
approved and there have been several instances by the dog park or by Canterbury Hills where the boundary line
could have been changed to redirect students.
Council Member Reed commented that NISD built Beck Elementary to serve 850 students and the issue of traffic
congestion will not change based on the additional classrooms.
Mayor Sanders inquired about NISD’s plan to move forward given that the item was tabled at a Planning and
Zoning (P&Z) Commission meeting and the time constraint to publish a public notice prior to the item being
presented at another P&Z Commission meeting.
Mr. McClure responded that there had not been much discussion regarding alternative solutions because NISD had
been waiting for the item to go back before the P&Z Commission. He explained that NISD would have to decide
alternative solutions, and provided examples of possible options of having a classroom on the stage or having
music and art go by cart to classrooms.
Town Planner Ruthven advised the P&Z Commission had a workshop on this item the prior week and they directed
Staff to come back with amendments to the Code of Ordinances. In order to proceed with that direction, a public
notice would be required and the earliest for the P&Z Commission to consider those amendments would be in the
middle of July; therefore the earliest Council could consider the amendments would be at the August 9, 2016
meeting.
Mayor Sanders encouraged Mr. McClure to go back to the School Board to let them know that the Town desired
the District to review relocating boundary lines and relocating some students to help alleviate traffic issues for the
next 10 to 20 years.
Mr. McClure responded that the school’s capacity will remain at 850. He explained that the District moved
forward with a temporary solution of a portable building based on prior portable buildings being allowed within
the Town. He noted that the Town currently does not have an ordinance in place specific to portable buildings.
Council Member Shoffner commented that there was not a guarantee that the District’s Bond Election would pass
in order to construct the additional classrooms. He added that it would be beneficial to know what grade levels
and security mechanisms would be in place for the proposed portable building.
Wendy Murray, 2522 Roseville Drive, stated that the current ordinance required a set amount of distance from a
portable building to a residential area, which could be the possible reason portables were allowed at Lakeview
Elementary.
Maria Mettifogo, 2717 Trophy Club Drive, commented that the proposed portable building would be closer in
proximity to residential area than the portables at Lakeview Elementary. She added that physical education and
art are State mandatory subjects.
Mayor Sanders was not in favor of amending Town ordinances to reduce the setback for portable buildings to be
closer to residential areas. He preferred to have the ability to grant an acceptation and Council agreed with the
Mayor’s statement.
Town Council Minutes June 28, 2016 Page 4 of 8
Town CouncilPage 13 of 198Meeting Date: August 9, 2016
No action was taken on this item.
RECESSED AT 9:02 P.M. FOR A BREAK
RECONVENED AT 9:10 P.M. INTO REGULAR SESSION
10. Receive presentation and provide direction to Town Staff regarding Fiscal Year 2017 General Fund
Expenditures and Supplemental Items; discussion of same (Staff).
Assistant Town Manager/CFO Glickman presented the Fiscal Year 2017 General Fund Expenditures and
Supplemental Items, which included the following: Overview; Personnel Adjustments; Fiscal Year 2017 Capital and
Equipment Replacement; Fiscal Year 2017 Supplemental Items (One-Time Expenditures); Fiscal Year 2017
Supplemental Items (Ongoing Expenditures); Manager’s Office; Legal; Police; EMS; Streets; Medians; Parks;
Recreation; Community Events; Planning and Zoning; Community Development; Finance; Municipal Court; Human
Resources; Information Services; Facility Management; Other Sources/Uses; Expenditure Summary; Budget
Summary; and General Fund Five-Year Forecast.
Council Member Shoffner was in favor of removing the Independence Park West Scoreboards from Supplemental
Items and structuring the item to another budgeted category. Council Member Reed was in favor of removing the
scoreboards, as well as the Freedom Park Automatic Gate System. Council Member Rowe was in favor of
removing the automatic gate system.
Discussion took place that the cost for the Supplemental Item for Backup Police Department Data Storage was due
to having to meet Criminal Justice Information System requirements. Additional conversation ensued regarding
the Supplemental Item for NeoGov, Human Resource software that assists with automating the hiring, onboarding,
and performance evaluation process, which is currently being done manually. Discussion developed about the
Supplemental Item for Customer Relationship Management Mobile App that would be an improved experience for
residents to submit and receive updates on issues they submit to the Town.
Conversation took place that the Council was not in favor of providing a stipend or merit raise to individuals who
needed improvement. Lengthy discussion occurred regarding the following Supplemental Items: reclassifying of a
few Parks and Recreation positions to help absorb the vacant PIO/Marketing Manager position; the additional
position of Building Inspector/Building Maintenance Technician to meet the demands and expectations of
residents in order to provide quality service; and the additional position of Investigative Assistant for Police that
would assist with processing cases that go through the Court system.
Council Member Parrow suggested budgeting the Veterans and Memorial Day events using hotel occupancy tax
funds.
Mayor Sanders suggested categorizing the Supplemental Items by listing them in highest priority to lowest priority
and having an additional Council meeting to discuss the Supplemental Items.
No action was taken on this item.
11. Consider and take appropriate action regarding TMRS CPI adjustment (Staff).
Motion:
Motion made by Mayor Sanders, seconded by Mayor Pro Tem Lamont, to set funding of the TMRS CPI adjustment
to 30 percent.
Motion passed unanimously.
12. Consider and take appropriate action regarding the Town’s offer to take over Trophy Club Municipal Utility
District No. 1 debt for the Fire Station building and the capital lease of the ladder truck, and the purchase of
all wholly and jointly owned assets of the Fire Department; discussion of same (N. Sanders).
Mayor Sanders advised that the offer that the Town submitted to Trophy Club Municipal Utility District (TCMUD)
No. 1 was turned down. TCMUD No. 1 provided a counteroffer to take over Emergency Medical Services (EMS)
and rescinded their previous action to cancel the Interlocal Agreement for Fire Department Personnel Services.
Town Council Minutes June 28, 2016 Page 5 of 8
Town CouncilPage 14 of 198Meeting Date: August 9, 2016
Council Member Parrow felt that it would be most appropriate to have Fire and EMS under the management of
the Town Manager, which would be in the best interest of the community to have all safety and emergency
reporting to one entity.
Council Member Kurtz requested that due diligence be done and to have the Town Manager and TCMUD No. 1
General Manager provide information on the two pension systems. Mayor Sanders agreed and stated that there
had been a lack of understanding as to the outcome of a possible switch of pension systems related to the rate and
contribution.
Council Member Shoffner hoped that the TCMUD No. 1 outcome would have been different but he believed that
the Council should review the TCMUD No. 1 counteroffer for the benefit of the Fire and EMS personnel.
Additionally, he was in favor of entering into Executive Session to discuss and review proposed changes to the
TCMUD No. 1 agreement.
Town Manager Seidel and Assistant Town Manager/CFO Glickman explained that the information that was
discussed by the TCMUD No. 1 Board of Directors related to values and rates were financially inaccurate. Council
discussed discrepancies of TCMUD No. 1 statistics and to possibly have a joint meeting with the TCMUD No. 1.
Council Member Parrow suggested that the Town have a testing period to manage Fire and EMS while allowing
TCMUD No. 1 to address their financial concerns. Council Member Kurtz was in favor of having an open meeting to
discuss the pros and cons from each manager, as well as having the pension system representatives present to
address questions.
Discussion took place regarding TCMUD No. 1 requesting information on Fire and EMS Staff and setting up a
meeting with Staff and pension representatives.
No action was taken on this item. (Town Secretary Note: The action was taken through Item No. 15)
13. Discussion of items for Future Agendas to include agenda items for consideration on the upcoming Regular
Session Council Agenda for July 12, 2016 meeting and items from the Town Council Future Agenda Items
list.
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.
Mayor Sanders requested to remove Item No. 5 from the July 12, 2016 Consent Agenda, Consider and take
appropriate action regarding an Interlocal Agreement between the Town and Northwest Independent School
District for School Resource Officer services for Fiscal Year 2016-2017; and authorizing the Mayor or his designee
to execute all necessary documents. Additionally, Mayor Sanders requested to place Item No. 12 onto the Consent
Agenda and name the same person that was nominated, Consider and take appropriate action regarding a
Resolution nominating one (1) member to serve on the Board of Managers of the Denco Area 9-1-1 District; and
providing an effective date.
Mayor Pro Tem Lamont requested to remove Item No. 11 from the Town Council Future Agenda Items list, which
removed Item No. 16 (B) from the July 12, 2016 Council agenda: Review of transferring the Code Enforcement
Officer and the duties of the position to the Police Department. (Lamont 4/12/2016) (1-July 12, 2016)
Council Member Rowe requested to add an item to the July 12, 2016 Council agenda, Consider and take
appropriate action regarding the Board and Commission Appointment process and the Trophy Club Handbook for
Elected and Appointed Officials.
Town Council Minutes June 28, 2016 Page 6 of 8
Town CouncilPage 15 of 198Meeting Date: August 9, 2016
Mayor Sanders requested to remove Item No. 7 from the Town Council Future Agenda Items list: Discussion of
Interlocal Agreements with TCMUD No. 1 for Fire services and billing services such as trash, drainage, etc. (Sanders
1/26/2016) (1-April 26, 2016) (2-August 9, 2016)
Council Member Kurtz requested to add an item to the Town Council Future Agenda Items list and Mayor Sanders
supported adding the item: Discussion of and possible action regarding how the Town is involved in a Lacrosse
league within the Town.
Council Member Shoffner requested to remove Item No. 12 from the Town Council Future Agenda Items list:
Explore the method used for building remodel requirements. (Shoffner 5/10/2016) (1-August 9, 2016)
EXECUTIVE SESSION
14. Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551
(Texas Open Meetings Act), the Council will convene into executive session to discuss the following:
A. Section 551.071 Consultation with Attorney under Subsection (1) when the governmental body seeks
the advice of its attorney about pending or contemplated litigation and Subsection (2) for consultation
with its attorney on a matter in which the duty of the attorney to the Governmental Body under the
Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflict with the Open
Meetings Act (551.071(1) and (2)):
Legal advice regarding fire and emergency medical services, Interlocal Agreements with the Trophy Club
Municipal Utility District No. 1 for Fire Department Services, Personnel Services, and related matters.
B. Section 551.072 Deliberations regarding Real Property to deliberate the purchase, exchange, lease, or
value of real property if deliberation in an open meeting would have a detrimental effect on the
position of the governmental body in negotiations with a third person:
Trophy Club Fire Station
C. Section 551.074 Personnel Matters to discuss or deliberate the appointment, employment, evaluation,
reassignment, duties, discipline or dismissal of a public officer or employee:
Trophy Club Fire and EMS Personnel
CONVENED INTO EXECUTIVE SESSION - START TIME – 11:43 P.M.
RECONVENED INTO REGULAR SESSION - START TIME – 12:43 A.M.
RECONVENED INTO REGULAR SESSION
15. Consider and take appropriate action regarding the Executive Session.
Agenda Item 14 (A) Motion:
Motion made by Council Member Rowe, seconded by Mayor Pro Tem Lamont, to accept and acknowledge the
rescinding of the cancellation of the Interlocal Agreement for Fire Department Personnel Services that the TCMUD
No. 1 approved at their June 21, 2016 meeting.
Mayor Sanders’ understanding of the action that TCMUD No. 1 took was that the previous agreement was back
into effect.
Council Member Rowe remarked that having attended the TCMUD No. 1 meeting, he did not believe that the
rescinding of the cancellation precluded the Council from moving forward with an agreement.
Town Council Minutes June 28, 2016 Page 7 of 8
Town CouncilPage 16 of 198Meeting Date: August 9, 2016
The vote was taken.
Motion passed unanimously.
Agenda Item 14 (B) Motion:
Motion made by Mayor Pro Tem Lamont, seconded by Council Member Parrow, to direct the Town Manager and
Town Attorney to work on proposed changes to the Interlocal Cooperation Agreement for Administration of Fire
Protection Services, including a list of questions to the TCMUD No. 1 General Manager.
Council Member Shoffner stated that the Council had a series of questions that needed to be addressed, with the
first priority being the protection of the firefighters to ensure they were taken care of.
Mayor Sanders commented that when the Town made the initial offer to TCMUD No. 1 to take over debt service of
the Fire Department, it was the intent to transfer the assets and debt because the residents have already funded
those assets. He advised that under State law, if an emergency was declared, the Mayor had the authority to take
action.
The vote was taken.
Motion passed unanimously.
ADJOURN
Motion made by Council Member Reed, seconded by Council Member Rowe, to adjourn the meeting at 12:52 a.m.
Motion passed unanimously.
___________________________________ ___________________________________
Holly Fimbres, Town Secretary/RMO C. Nick Sanders, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
Town Council Minutes June 28, 2016 Page 8 of 8
Town CouncilPage 17 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-422-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Consider and take appropriate action regarding the Minutes dated July 12, 2016 (Staff).
Attachments:Draft TC Minutes July 12, 2016.pdf
DateVer.Action ByActionResult
Consider and take appropriate action regarding the Minutes dated July 12, 2016 (Staff).
Town CouncilPage 18 of 198Meeting Date: August 9, 2016
MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Tuesday, July 12, 2016 at 7:00 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Tuesday, July 12, 2016. The
meeting was held within the boundaries of the Town and was open to the public.
STATE OF TEXAS §
COUNTY OF DENTON §
TOWN COUNCIL MEMBERS PRESENT:
C. Nick Sanders Mayor
Greg Lamont Mayor Pro Tem, Place 5
Jim Parrow Council Member, Place 1
Garrett Reed Council Member, Place 2
Rhylan Rowe Council Member, Place 3
Tim Kurtz Council Member, Place 4
Philip Shoffner Council Member, Place 6
STAFF AND GUEST(S) PRESENT:
Stephen Seidel Town Manager
Steven Glickman Assistant Town Manager/CFO
David Dodd Town Attorney
Holly Fimbres Town Secretary/RMO
Adam Adams Parks and Recreation Director
Patrick Arata Police Chief
Pat Cooke Development Services Manager
Ron Ruthven Town Planner
Mayor Sanders announced the date of Tuesday, July 12, 2016, called the Town Council to order and announced a
quorum at 7:00 p.m.
The Invocation was offered by Parks and Recreation Director Adams.
The Pledges to the American Flag and Texas Flag were led by Council Member Rowe.
(Town Secretary Note: The agenda items were presented in the following order: Citizen Presentations;
Announcements and Reports; Consent Agenda; Public Hearing; Item No. 11; Item No. 12; Item No. 14; Item No. 13;
Item No. 15; Item No. 16; Item No. 17; Item No. 18; Item No. 19; Item No. 20; Item No. 21; Item No. 22; Item No.
23; and Item No. 24)
CITIZEN PRESENTATIONS
This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda.
The Council is not permitted to take action on or discuss any presentations made to the Council at this time
concerning an item not listed on the agenda. The Council will hear presentations on specific agenda items prior to
the Council addressing those items. You may speak up to four (4) minutes or the time limit determined by the
Mayor or presiding officer. To speak during this item you must complete the Speaker's form that includes the
topic(s) of your statement. Topics of presentation should be limited to matters over which the Council has authority.
There were no citizen presentations.
Town CouncilPage 19 of 198Meeting Date: August 9, 2016
ANNOUNCEMENTS AND REPORTS
1. Town Manager Seidel's update regarding the following; discussion and provide input regarding same (Staff):
*July 4th Celebration
*Pebble Beach Drive, Pin Oak Court, Timberline Court
*Cul-de-sac Medians and Proposed Changes
Town Manager Seidel updated the Council and addressed questions; no action was taken on this item.
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.
2. Consider and take appropriate action regarding the Minutes dated June 14, 2016 (Staff). (Town Secretary
Note: Approved as presented in the Town Council agenda packet).
3. Consider and take appropriate action regarding the 2015 Consumer Confidence Report for the PID (Staff).
4. Consider and take appropriate action regarding the Third Quarter Investment Report for Fiscal Year 2016
(Staff).
5. Consider and take appropriate action regarding an Interlocal Agreement for Ad Valorem Tax Collection
between the Town and Denton County for Tax Year 2016; and authorizing the Mayor or his designee to
execute all necessary documents (Staff).
6. Consider and take appropriate action regarding an Interlocal Agreement for Assessment Collection between
the Town and Denton County for the Trophy Club Public Improvement District No. 1 for 2016 (Infrastructure
Assessment); and authorizing the Mayor or his designee to execute all necessary documents (Staff).
7. Consider and take appropriate action regarding an Interlocal Agreement for Assessment Collection between
the Town and Denton County for the Trophy Club Public Improvement District No. 1 for 2016 (Emergency
Services Assessment - Fire Service); and authorizing the Mayor or his designee to execute all necessary
documents (Staff).
8. Consider and take appropriate action regarding the award or rejection of bids for health and welfare
benefits for the Town of Trophy Club; authorizing the Town Manager or his designee to execute all
necessary documents (Staff).
Motion made by Mayor Pro Tem Lamont, seconded by Council Member Parrow, to approve the Consent Agenda
Items 2 through 8.
Motion passed unanimously.
PUBLIC HEARING
9. Conduct a public hearing regarding a request to amend Ordinance No. 2002-41 P&Z, PD Planned
Development District No. 25, in order to amend the approved site plan for the Holiday Inn Hotel located at
725 Plaza Drive on Lot 3R3, Block B, Trophy Wood Business Center (Staff).
Mayor Sanders opened the public hearing at 7:08 p.m.
There was no one present that wished to speak regarding the item.
Town Council Minutes July 12, 2016 Page 2 of 12
Town CouncilPage 20 of 198Meeting Date: August 9, 2016
10. Conduct a public hearing regarding a request for a Specific Use Permit for on-premise alcohol sales in
conjunction with a restaurant to be operated as part of a Holiday Inn Hotel, on Lot 3R3, Block B, Trophy
Wood Business Center located at 725 Plaza Drive, Case SUP-16-009 (Staff).
There was no one present that wished to speak regarding the item.
Mayor Sanders closed the public hearing and reconvened into Regular Session at 7:11 p.m.
REGULAR SESSION
11. Consider and take appropriate action regarding a Resolution nominating one (1) member to serve on the
Board of Managers of the Denco Area 9-1-1 District; and providing an effective date (Staff).
Jim Carter provided a brief history of the Denco Area 9-1-1 District Board of Managers, highlighted his
qualifications, and thanked the Council for their consideration.
Mayor Pro Tem Lamont acknowledged Mr. Carter for his prior service as Mayor for the Town.
Motion:
Motion made by Mayor Pro Tem Lamont, seconded by Council Member Rowe, to approve Resolution No. 2016-17,
nominating Jim Carter to serve on the Board of Managers of the Denco Area 9-1-1 District; and providing an
effective date of July 12, 2016.
Motion passed unanimously.
12. Town Council to provide direction to Town Staff regarding the regulation of portable classrooms and other
temporary uses (Staff).
Town Planner Ruthven advised that the Planning and Zoning (P&Z) Commission had a workshop on June 23, 2016
to discuss the proposed amendments to the Temporary Use regulations within the Town’s Code of Ordinances. He
noted that the P&Z Commission would consider the amendments at their July 21, 2016 meeting.
Discussion took place regarding health and safety concerns, which are typically addressed through the Specific Use
Permit process.
Tim McClure, District Architect and Planner with Northwest Independent School District (NISD), stated that the
feedback they had received from parents was to not take away the stage area or to have the art class go by cart to
classrooms. He advised that changing the District’s boundary lines are done in the Spring and could not occur this
late in the year. Additionally, he stated that it had not yet been determined which classes would be scheduled to
be located in the portable building.
Conversation ensued regarding the inability to guarantee that the District’s Bond Election would pass in May 2017
and the possibility that the portable building would remain for additional time. Council voiced their frustration
that the District could have been better prepared to address their capacity issues.
Mayor Sanders recommended placing a condition on a Temporary Use Permit to have it expire 30 days at the end
of the school year in 2017, which would allow the District to provide an update the Council at that time.
Council Member Shoffner asked if there would be any zoning violations if a portable building were allowed behind
Samuel Beck Elementary. Town Planner Ruthven responded that the use of the portable building would be part of
the principal use of the property; therefore, the portable building must comply with the principal building such as
landscaping, parking, and masonry standards.
Council Member Shoffner recommended having some of the health and safety items addressed, and he was in
favor of receiving input from Police Chief Arata and Interim Fire Chief Lasky regarding safety and fire prevention.
Town Council Minutes July 12, 2016 Page 3 of 12
Town CouncilPage 21 of 198Meeting Date: August 9, 2016
Council Member Parrow pointed out that according to the Temporary Use regulations in the Code of Ordinances, a
temporary use shall not be permitted nearer than two hundred fifty (250) feet to a residentially zoned district. The
proposed building would be located approximately 180 feet from the PD 15 residential zoning district. Therefore,
a waiver to this requirement would be required as part of the final approval. He recommended that the
Temporary Use Permit be valid until the end of the Spring semester, and the District relocate their boundary lines
at that time.
Erin Myers, 10 Winstead Court, a Beck parent and former PTA President, advised that the District had not sent the
parents any information particular to this item. She stated that school staff was not in favor of having a classroom
on the stage or having the art class on a cart. The students would have to have a silent lunch for all grade levels in
order to have a classroom on the stage. She noted that the teachers were in favor of the portable building, but the
parents were not happy with either option. She believed that another option was to allow some students to go to
Lakeview Elementary.
Mayor Sanders was not in favor of the proposed amendment to the Town’s Code of Ordinances to allow portable
buildings in any zoning district. He preferred a way to approve a Temporary Use Permit that would be tied to a
specific location and timeframe.
Council Member Rowe preferred following a Temporary Use Permit process over pursuing provisions to the Town’s
ordinances to allow for portable buildings.
Council Member Shoffner was concerned with children being placed in the portable building and having a buddy
system in order to go to the restroom; therefore he was in favor of requiring bathrooms in the portable building
through the Temporary Use Permit process. Additionally, he inquired if the District knew what grade levels would
be placed in the portable building.
Mr. McClure responded that it had not yet been determined which grade levels would be placed in the portable
building, but most likely it would be the upper grade levels.
Council Member Reed recommended that the District’s new superintendent attend the Council meeting when this
item was to be considered.
Town Planner Ruthven advised that per the P&Z Commission direction, the next item for the P&Z Commission to
consider would be the proposed amendments to the Town’s Code of Ordinances, which would be considered by
the Council at their August 9, 2016 meeting. After the amendments have been considered, the P&Z Commission
and the Council would consider the Temporary Use Permit.
Dennis Sheridan, Chair of the P&Z Commission, stated that the current Temporary Use Permit process does not list
a school portable building. He inquired if the restriction on bathrooms could be implemented through the
Temporary Use Permit process. Town Planner Ruthven responded that relating to public safety, there could be
conditions requested as long as they were reasonable and prudent.
Mayor Sanders requested that the new superintendent be contacted to be present at the Council meeting that this
item would be considered. He was in favor of Staff continuing to review potential changes to the Temporary Use
Permit process that would allow for other types of trailers only on public school property.
No action was taken on this item.
13. Consider and take appropriate action regarding an Interlocal Agreement for Non-Standard Water and
Wastewater Services between the Town and Trophy Club Municipal Utility District No. 1; and authorizing
the Town Manager or his designee to execute all necessary documents (Staff).
Motion:
Motion made by Council Member Reed, seconded by Council Member Rowe, to approve an Interlocal Agreement
for Non-Standard Water and Wastewater Services between the Town and Trophy Club Municipal Utility District
No. 1; and authorizing the Town Manager or his designee to execute all necessary documents.
Motion passed unanimously.
Town Council Minutes July 12, 2016 Page 4 of 12
Town CouncilPage 22 of 198Meeting Date: August 9, 2016
RECESSED AT 9:16 P.M. FOR A BREAK
RECONVENED AT 9:25 P.M. INTO REGULAR SESSION
14. Consider and take appropriate action regarding the design of the Veterans Memorial; discussion of same
(Staff).
Mike Wilson, Project Manager with Teague Nall and Perkins (TNP), provided an update regarding the design of the
Veterans Memorial, which included the following: an aerial of the location; existing site photos, original sketches
approved in 2012; and design renderings of Option 1 and Option 2. Additionally, he advised that the six (6)
obelisks would be bid as an alternate.
Council Member Shoffner inquired about adding four (4) outside lights that were light-emitting diode (LED). Mr.
Wilson responded that they planned to install in-ground mounted LED lighting that shined up at each obelisk, as
well as on the flag.
Council Member Parrow preferred Option 2 because the dedication pavers were not within the walkway.
Main Motion:
Main Motion made by Council Member Reed, seconded by Council Member Rowe, to approve Option 2.
Alice Murphy, 101 Seminole Drive, President of the Trophy Club Women’s Club, stated that she supported the
military and law enforcement. She advised that she and other members of the Women’s Club met with Staff in June
2016 to review how they could work with the Town to be involved with the Memorial.
Carol Jansen, 195 Durango Drive, Vice President of the Trophy Club Women’s Club, stated that representation of all
the branches were included in their original design by having individual towers with a military emblem on each
tower. She commented that the obelisks were added without their knowledge.
Council Member Rowe advised that the action taken by the Council on February 9, 2016 was to proceed with the
original design that was approved in 2012 with Town funds.
Council Member Parrow clarified that when the presentation was done in February 2016, he made a suggestion to a
few members of the Women’s Club that a possible way for them to remain involved with the Memorial would be to
contribute funds towards the obelisks.
Mayor Sanders inquired about the original height of the towers. Ms. Jansen advised that the original six (6) cement
towers were approximately four (4) feet with an angle on the top for the emblem. Additionally, she stated that the
25 memory bricks were planned to be placed in front of the flag.
Council Member Shoffner commented that the bricks could be placed on the outside edges of the walkway, leaving
the middle section clear for walking, which made Option 1 closer to the original design.
Connie White, 119 Trophy Club Drive, was concerned that there was not much opportunity for the community to
review the proposed designs and provide input. Conversation took place that the design was previously approved
in 2012.
Motion to Amend:
Motion to Amend made by Council Member Rowe, seconded by Council Member Shoffner, to approve Option 2,
requesting that when TNP comes back before Council with bids that they utilize the original design esthetic for the
service towers.
Town Manager Seidel requested that Staff work with TNP regarding the appropriate height and material of the
towers.
Town Council Minutes July 12, 2016 Page 5 of 12
Town CouncilPage 23 of 198Meeting Date: August 9, 2016
The vote for the Motion to Amend was taken, to approve Option 2, requesting that when TNP comes back before
Council with bids that they utilize the original design esthetic for the service towers.
Motion to Amend passed unanimously.
The vote for the Main Motion as Amended was taken, to approve Option 2, requesting that when TNP comes
back before Council with bids that they utilize the original design esthetic for the service towers.
Main Motion as Amended passed unanimously.
15. Consider and take appropriate action regarding an Ordinance amending Ordinance No. 2002-41 P&Z, PD
Planned Development District No. 25, in order to amend the approved site plan for the Holiday Inn Hotel
located at 725 Plaza Drive on Lot 3R3, Block B, Trophy Wood Business Center (Staff).
James Ling, with Huling Enterprises LLC, briefly went over the transpired vote of the P&Z Commission regarding the
color of windows. He stated that the exhibit displayed dark windows but pointed out that the written
specifications on the architectural drawing had white windows and doors. He advised that Holiday Inn, as well as
the owner, preferred white windows. Secondly, Holiday Inn and The Crooked Pint Ale House are requesting larger
signs due to the location of the building from the highway. They requested to delete the Holiday Inn sign on the
east side of the building and install a sign for the hotel and restaurant on the west side.
Council Member Shoffner inquired about the misunderstanding between the developer and Staff.
Town Planner Ruthven explained that the color elevations displayed dark window frames and the architectural
elevations, that were approved on December 30, 2013, referred to the specification sheets, which at that point
had not been submitted. When the specification sheets were submitted with the permit, they reflected the color
white. He advised that the intent was for the window frames to be dark.
Development Services Manager Cooke added that there was a discrepancy when the architectural elevations
displayed dark windows and the specification sheets showed white windows. Instead of the developer proceeding
with a Request for Information to resolve the discrepancy, they ordered white windows and installed one window
which was addressed by Staff in March 2015, but they proceeded to install the remaining windows.
Main Motion:
Motion made by Mayor Pro Tem Lamont, seconded by Mayor Sanders, to approve Ordinance No. 2016-25 P&Z,
amending Ordinance No. 2002-41 P&Z, PD Planned Development District No. 25, to amend the approved site plan
for the Holiday Inn Hotel located at 725 Plaza Drive on Lot 3R3, Block B, Trophy Wood Business Center as follows:
1) Allow the current installed white windows and door frames and adding the white window dividers;
2) Change the following dimensions to signs already approved: South Elevation: Wall sign change from 4’1”x21’ 3”
dimensions to 5’1”x27’3” dimensions, West Elevation: Wall sign change from 3’1”x15’9” dimensions to 4’1”x21’3”
dimensions;
3) East Elevation: Wall sign removed;
4) Approve an additional sign: South Elevation: 1 wall sign dimensions 2’4”x11’6”, Location 11’7” above ground
level along first floor plate, west of front door; and
5) Disallow the following sign request: At the West Elevation: Location 38’2” above ground level, immediately
below the Holiday Inn sign.
Motion to Amend:
Motion to Amend made by Council Member Rowe, seconded by Council Member Kurtz, to allow the sign
1 wall sign. Dimensions: 2’8¼”x13’, Location: 38’2” above ground level,
requested for the West Elevation:
immediately below the Holiday Inn sign.
Council Members Shoffner and Reed spoke against the motion because the primary business was the hotel and the
restaurant was the secondary function of that business. They were concerned that given the height of the sign, it
would remain if the restaurant did not succeed.
Town Council Minutes July 12, 2016 Page 6 of 12
Town CouncilPage 24 of 198Meeting Date: August 9, 2016
1 wall sign.
The vote for the Motion to Amend was taken, to allow the sign requested for the West Elevation:
Dimensions: 2’8¼”x13’, Location: 38’2” above ground level, immediately below the Holiday Inn sign.
Motion to Amend failed for lack of majority 2-5-0 with Mayor Sander and Council Member Rowe voting for, and
Mayor Pro Tem Lamont and Council Members Parrow, Reed, Kurtz, and Shoffner voting against.
Motion to Amend:
Motion to Amend made by Council Member Shoffner, seconded by Mayor Sanders, to remove the addition of the
white window dividers.
Council Member Shoffner remarked that he did not want to include white window dividers if the intention was for
the hotel to have darker windows, which would help add separation between this hotel and the adjacent hotel.
The vote for the Motion to Amend was taken, to remove the addition of the white window dividers.
Motion passed unanimously.
Motion to Amend:
Motion to Amend made by Council Member Parrow, seconded by Council Member Reed, to remove the South
Elevation: 1 wall sign. Dimensions: 2’4½”x11’6¼ ”, Location 11’7¼” above ground level along first floor plate, west
of front door.
Council Member Shoffner spoke against the motion because several surrounding hotels have restaurant signs on
the lower portion of the building.
The vote for the Motion to Amend was taken, to remove the South Elevation: 1 wall sign. Dimensions:
2’4½”x11’6¼ ”, Location 11’7¼” above ground level along first floor plate, west of front door.
Motion to Amend failed for lack of majority 1-6-0 with Council Member Parrow voting for, and Mayor Sanders,
Mayor Pro Tem Lamont, and Council Members Reed, Rowe, Kurtz, and Shoffner voting against.
The vote for the Main Motion as Amended was taken, to approve Ordinance No. 2016-25 P&Z, amending
Ordinance No. 2002-41 P&Z, PD Planned Development District No. 25, to amend the approved site plan for the
Holiday Inn Hotel located at 725 Plaza Drive on Lot 3R3, Block B, Trophy Wood Business Center as follows:
1) Allow the current installed white windows and door frames;
2) Change the following dimensions to signs already approved: South Elevation: Wall sign change from 4’1”x21’ 3”
dimensions to 5’1”x27’3” dimensions, West Elevation: Wall sign change from 3’1”x15’9” dimensions to 4’1”x21’3”
dimensions;
3) East Elevation: Wall sign removed;
4) Approve an additional sign: South Elevation: 1 wall sign dimensions 2’4”x11’6”, Location 11’7” above ground
level along first floor plate, west of front door; and
5) Disallow the following sign request: At the West Elevation: Location 38’2” above ground level, immediately
below the Holiday Inn sign.
Main Motion as Amended passed unanimously.
16. Consider and take appropriate action regarding an Ordinance for a Specific Use Permit for on-premise
alcohol sales in conjunction with a restaurant to be operated as part of a Holiday Inn Hotel, on Lot 3R3,
Block B, Trophy Wood Business Center located at 725 Plaza Drive, Case SUP-16-009 (Staff).
Motion:
Motion made by Council Member Rowe, seconded by Mayor Sanders, to approve Ordinance No. 2016-26 P&Z, for
a Specific Use Permit for on-premise alcohol sales in conjunction with a restaurant to be operated as part of a
Holiday Inn Hotel, on Lot 3R3, Block B, Trophy Wood Business Center located at 725 Plaza Drive, Case SUP-16-009.
Council Member Kurtz was in favor of the owner presenting the item and addressing how the restaurant would be
operated.
Town Council Minutes July 12, 2016 Page 7 of 12
Town CouncilPage 25 of 198Meeting Date: August 9, 2016
Discussion took place regarding the inability for the restaurant to sell alcohol if the Specific Use Permit were to be
denied.
Motion to Refer:
Motion to Refer made by Council Member Shoffner, seconded by Council Member Reed, to an undetermined date.
Mr. Ling commented that if the item were to be referred it would possibly cause a hardship on finishing the project;
therefore, potentially causing the restaurant to pull out.
Dennis Sheridan, Chair of the P&Z Commission, requested clarification on which entity would receive the Specific
Use Permit. Town Planner Ruthven stated that the Specific Use Permit would be tied to land and not to the entity.
Mr. Ling responded that the hotel is a franchise which is operated under Holiday Inn requirements similar to the
restaurant being a franchise.
Council discussed that the Specific Use Permit would allow for alcohol sales to be at 50 percent and that they
wanted the owner to be present when the item was considered by the Council at a future date.
The vote for the Motion to Refer was taken, to an undetermined date.
Motion passed unanimously.
17. Consider and take appropriate action regarding a request to install an electronic message board within a
new monument sign for Wonderland Montessori School located at 2500 Bobcat Boulevard, being located in
the PD-27 zoning district, Case ME-16-003 (Staff).
Marvin Utter, with Razor Signs, addressed the concerns that the P&Z Commission had regarding the proposed
electronic sign, which were: the high school advertising for other businesses; flashing of the electronic sign; and
brightness of the sign. He advised that they would not have off-site advertisement, nor did they intend to have the
sign flashing. He noted that some cities have eight (8) second restrictions for how often LED signs could alternate
between messages, and he stated that the sign would have an automatic dimmer. Additionally, he commented
that the sign would be an important aspect for the school to keep the parents informed.
Main Motion:
Main Motion made by Council Member Rowe, seconded by Council Member Kurtz, to approve the request as
submitted with the following condition: that there would be no flashing videos or automations at a lower than
eight (8) second interval.
Mayor Sanders inquired about the resolution of the sign. Mr. Utter responded that it was a 16 millimeter sign.
Council Member Rowe agreed that it was a low resolution sign and noted that the Town had four (4) other schools
in Town with an electronic sign.
Council Member Shoffner spoke against the motion in order to stay consistent with Ordinance No. 2015-23 that was
approved by the Council in October 2015. He provided a brief history that electronic signs were allowed prior to
2008 but were then prohibited. Additionally, he inquired if the approval of the request would be specific to the
Wonderland Montessori School or the property owner.
Town Planner Ruthven responded that the request was specific to the applicant, which was the Wonderland
Montessori School.
Council Member Parrow inquired about the grounds that the Council had to not approve the request if other
electronic signs had been approved within the Town. Town Attorney Dodd responded that the Council could not
restrict based on content and their regulatory authority would be for manner and means of communication such as
restricting an eight (8) second delay.
Town Council Minutes July 12, 2016 Page 8 of 12
Town CouncilPage 26 of 198Meeting Date: August 9, 2016
Dennis Sheridan, Chair of the P&Z Commission, noted that in several instances it was asked if they were setting
precedence for the future when electronic signage was approved and that the advice given was that each case was
individually acceptable or deniable based on a case-by-case scenario.
Motion to Amend:
Motion to Amend made by Mayor Pro Tem Lamont, seconded by Council Member Shoffner, to limit the time usage
from 7 a.m. to 10 p.m.
Discussion took place regarding the appropriate conditions that could be placed on the approval of the item.
The vote for the Motion to Amend was taken, to limit the time usage from 7 a.m. to 10 p.m.
Motion to Amend passed unanimously.
The vote for the Main Motion as Amended was taken, to approve the request as submitted with the following
conditions: that there would be no flashing videos or automations at a lower than eight (8) second interval and to
limit the time usage from 7 a.m. to 10 p.m.
Motion to Amend carried 5-2-0 with Mayor Sanders, Mayor Pro Tem Lamont, and Council Members Parrow, Rowe,
and Kurtz voting for, and Council Members Reed and Shoffner voting against.
Mr. Utter noted that the sign had to have constant power; therefore, a blank screen would be shown during the
off hours.
18. Consider and take appropriate action regarding an Ordinance amending Chapter 1, “General Provisions” and
Chapter 12, “Traffic and Vehicles” of the Town of Trophy Club Code of Ordinances to allow golf carts to be
driven on designated paths and in designated areas; and providing a penalty and an effective date (P.
Shoffner and G. Reed).
Council Member Shoffner commented that there were additional changes that he would like to make to Article
12.07, Motorized Carts, and that he preferred to make all the changes at one time.
Motion:
Motion made by Council Member Shoffner, seconded by Council Member Rowe, to table the item until August 9,
2016.
Motion carried 6-1-0 with Mayor Sanders, Mayor Pro Tem Lamont, and Council Members Parrow, Rowe, Kurtz, and
Shoffner voting for, and Council Member Reed voting against.
19. Town Council to provide direction to Town Staff regarding the regulation of alcoholic beverages (Staff).
Town Planner Ruthven advised that currently Town regulations allowed restaurants with alcoholic beverage sales,
beer and wine sales for off-premise consumption, and liquor stores. On May 7, 2016, Trophy Club voters approved
a local option referendum that allowed the legal sale of all alcoholic beverages including mixed beverages. The
effect of this election was to enable the Town to allow a higher percentage of alcoholic beverage sales to food
sales ratio in restaurants and to allow stand-alone bars and taverns. Additionally, he stated that Staff proposed
amending the Town regulations to clarify the alcoholic beverage regulations and requested Council’s direction.
Council Member Rowe supported the four (4) proposed amendments to the regulations. He requested that a fifth
category be added for a combination of on and off-premise in order for individuals to go to a tap room to have a
beverage on-site and also be able to purchase the product to take it home (off-site). He provided an example of
two cities that have proceeded in that direction, Highland Village and The Colony.
No action was taken on this item.
Town Council Minutes July 12, 2016 Page 9 of 12
Town CouncilPage 27 of 198Meeting Date: August 9, 2016
20. Consider and take appropriate action regarding the Board and Commission Appointment process and the
Trophy Club Handbook for Elected and Appointed Officials; discussion of same (R. Rowe and N. Sanders).
Mayor Sanders advised that there were instances where it was appropriate for individuals to serve on more than
one board or commission, specifically the Zoning Board of Adjustment (ZBA) and Building Standards Commission
(BSC). Additionally, he noted that under the Residency Requirements of the Handbook for Elected and Appointed
Officials, language could be added that a person serving as a member must reside within the Town unless
otherwise allowed in the specific ordinance that created the Board, Commission, or Corporation.
Council Member Rowe recommended utilizing a dual appointment process when making appointments to the
Economic Development Corporation (EDC) 4B and Tax Increment Reinvestment Zone (TIRZ) No. 1, excluding the
Tarrant County Official and creating additional positions on the TIRZ No. 1 to be consistent with EDC 4B.
Council Member Reed recommended that the Chair on each Board, Commission, and Corporation be a member of
the Ethics Commission.
No action was taken on this item.
21. Consider and take appropriate action regarding acceptance of the budget adopted by the Crime Control and
Prevention District and ordering a public hearing August 9, 2016 on the budget to be held in accordance
with State law (Staff).
Motion:
Motion made by Mayor Pro Tem Lamont, seconded by Council Member Rowe, to accept the budget adopted by
the Crime Control and Prevention District and ordering a public hearing August 9, 2016 on the budget to be held in
accordance with State law.
Council Member Shoffner inquired about putting the item for uniforms under the General Fund. Police Chief Arata
advised that the uniforms were listed under the CCPD budget because it was part of the replacement program,
which will occur every five (5) years, for the older vests.
Council Member Shoffner asked why Professional Outside Services was split between the CCPD budget and the
General Fund budget. Assistant Town Manager/CFO Glickman responded that it was a supplemental item for
CCPD that is funded by salary savings for a consultant to process evidence.
The vote was taken.
Motion passed unanimously.
22. Consider and take appropriate action regarding an Ordinance amending the Fiscal Year 2015-2016 Budget of
the Town of Trophy Club (Budget Amendment No. 1); providing an amendment for the appropriation of
funds related to changes to services and supplies for various departments, revenues not included in the
original budget, personnel changes, incentive agreements, and debt service; an amendment to increase a
budgeted transfer of funds; and providing an effective date (Staff).
Motion:
Motion made by Council Member Rowe, seconded by Mayor Sanders, to approve Ordinance No. 2016-24,
amending the Fiscal Year 2015-2016 Budget of the Town of Trophy Club (Budget Amendment No. 1); providing an
amendment for the appropriation of funds related to changes to services and supplies for various departments,
revenues not included in the original budget, personnel changes, incentive agreements, and debt service; an
amendment to increase a budgeted transfer of funds; and providing an effective date of July 12, 2016.
Council Member Shoffner inquired about the decrease in pool revenue and if any reductions were made to help
offset the decrease. Parks and Recreation Director Adams responded that they have been sending lifeguard staff
home when there is little traffic at the pool.
Town Council Minutes July 12, 2016 Page 10 of 12
Town CouncilPage 28 of 198Meeting Date: August 9, 2016
The vote was taken.
Motion passed unanimously.
23. Workshop with Council to discuss all other funds in the Town budget and provide direction to Town Staff or
take appropriate action (Staff).
Assistant Town Manager/CFO Glickman provided a presentation that included the following: Debt Service Fund;
Capital Projects Fund; Court Security Fund; Court Technology Fund; CCPD; EDC 4B; Hotel Occupancy; Street
Maintenance Sales Tax; TIRZ No. 1; Recreation Program Fund; Anniversary Fund; Storm Drainage Fund; Trophy
Club Park; and Capital Improvement Program.
Council Member Shoffner inquired about the estimated Fiscal Year 2016 Hotel Occupancy revenues being down.
Assistant Town Manager/CFO Glickman responded that was due to a couple of the hotels not openingas had been
projected.
Council Member Shoffner commented that if the street panel replacements were successful, then he would like to
continue replacing sections of streets verses the entire street in order to extend the life of them.
Discussion took place regarding expenditures from the TIRZ No. 1 budget related to updated incentive agreements.
Council Member Shoffner recommended placing the remaining Anniversary Fund’s in the General Fund budget.
Conversation ensued regarding grant funding for Trophy Club Park and possibly reviewing another option for the
high credit card fees attained for Trophy Club Park.
Discussion took place that the Capital Improvement Program list displayed when the projects would begin and end
based on the year(s) funding was shown.
24. Discussion of items for Future Agendas to include agenda items for consideration on the upcoming Regular
Session Council Agenda for August 9, 2016 meeting and items from the Town Council Future Agenda Items
list, to include discussion of the below item from the Future Agenda list:
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.
A) Item No. 9 - Detail review of the nuisance ordinance. (Rowe 4/12/2016) (1-July 12, 2016)
Mayor Sanders requested to add an item to the Town Council Future Agenda Items list: Discussion of PD 21 related
to signage specific to window signs and monument signage.
Council Member Shoffner requested to add an item to the Town Council Future Agenda Items list: Consider
repealing Section 14.02.253(3)(A) related to tree houses.
Town Manager Seidel provided an update regarding the proposed changes to the Interlocal Cooperation
Agreement for Administration of Fire Protection Services and the list of questions.
EXECUTIVE SESSION
(TOWN SECRETARY NOTE: THE COUNCIL DID NOT ENTER INTO EXECUTIVE SESSION)
Town Council Minutes July 12, 2016 Page 11 of 12
Town CouncilPage 29 of 198Meeting Date: August 9, 2016
25. Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551
(Texas Open Meetings Act), the Council will convene into executive session to discuss the following:
A. Section 551.071 Consultation with Attorney under Subsection (1) when the governmental body seeks
the advice of its attorney about pending or contemplated litigation and Subsection (2) for consultation
with its attorney on a matter in which the duty of the attorney to the Governmental Body under the
Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflict with the Open
Meetings Act (551.071(1) and (2)):
Legal advice regarding fire and emergency medical services, Interlocal Agreements with the Trophy Club
Municipal Utility District No. 1 for Fire Department Services, Personnel Services, and related matters.
B. Section 551.072 Deliberations regarding Real Property to deliberate the purchase, exchange, lease, or
value of real property if deliberation in an open meeting would have a detrimental effect on the
position of the governmental body in negotiations with a third person:
Trophy Club Fire Station
C. Section 551.074 Personnel Matters to discuss or deliberate the appointment, employment, evaluation,
reassignment, duties, discipline or dismissal of a public officer or employee:
Trophy Club Fire and EMS Personnel
26. Consider and take appropriate action regarding the Executive Session.
No action was taken on this item.
ADJOURN
Motion made by Council Member Reed, seconded by Council Member Kurtz, to adjourn the meeting at 11:22 p.m.
Motion passed unanimously.
___________________________________ ___________________________________
Holly Fimbres, Town Secretary/RMO C. Nick Sanders, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
Town Council Minutes July 12, 2016 Page 12 of 12
Town CouncilPage 30 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-423-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Consider and take appropriate action regarding a Utility Billing Agreement between the Town of
Trophy Club and Trophy Club Municipal Utility District No. 1; and authorizing the Mayor or his
designee to execute all necessary documents (Staff).
Attachments:Interlocal Agreement for Utility Billing Services.pdf
DateVer.Action ByActionResult
ConsiderandtakeappropriateactionregardingaUtilityBillingAgreementbetweentheTownofTrophyClubandTrophy
ClubMunicipalUtilityDistrictNo.1;andauthorizingtheMayororhisdesigneetoexecuteallnecessarydocuments
(Staff).
Town CouncilPage 31 of 198Meeting Date: August 9, 2016
Town CouncilPage 32 of 198Meeting Date: August 9, 2016
Town CouncilPage 33 of 198Meeting Date: August 9, 2016
Town CouncilPage 34 of 198Meeting Date: August 9, 2016
Town CouncilPage 35 of 198Meeting Date: August 9, 2016
Town CouncilPage 36 of 198Meeting Date: August 9, 2016
Town CouncilPage 37 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-424-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Consider and take appropriate action regarding the award or rejection of proposals for Professional
Auditing Services for the Town of Trophy Club; and authorizing the Town Manager or his designee to
execute all necessary documents (Staff).
Attachments:Staff Report - Auditing Services.pdf
Trophy Club Audit Engagement Letter.pdf
DateVer.Action ByActionResult
ConsiderandtakeappropriateactionregardingtheawardorrejectionofproposalsforProfessionalAuditingServicesfor
the Town of Trophy Club; and authorizing the Town Manager or his designee to execute all necessary documents (Staff).
Town CouncilPage 38 of 198Meeting Date: August 9, 2016
To: Mayor and Town Council
From:Steven Glickman, Assistant Town Manager/CFO
CC: Stephen Seidel, Town Manager
Holly Fimbres, Town Secretary/RMO
Re: Auditing Services
Town Council Meeting, August 9, 2016
Agenda Item:
Consider and take appropriate action regarding the award or rejection of proposals for
Professional Auditing Services for the Town of Trophy Club; and authorizing the Town Manager
or his designee to execute all necessary documents (Staff).
Explanation:
Town staff solicited proposals from prospective auditors for the annual financial statement
audit beginning with the FY 16 audit. The Town has been a client of Weaver and Tidwell for
some time and we are required to open up these services every five years. We received six
responses to the solicitation requests and interviewed five of the respondents. After the
interviews and reference checks we scored the proposals based on each firm’s audit approach,
quality of staff, and cost proposal. Based on that review staff recommends the audit firm of
BrooksCardiel, PLLC with a two year contract with the option for three additional one year
terms and a cost proposal as follows:
FY 2016 - $22,800
FY 2017 - $23,485
FY 2018 - $24,190
FY 2019 - $24,915
FY 2020 - $25,660
Attachments:
Trophy Club Audit Engagement Letter
Recommendation:
Staff recommends Council approve BrooksCardiel, PLLC as the Town’s audit firm for the next
two audits with the option for three additional one year terms.
Page 1 of 1
Town CouncilPage 39 of 198Meeting Date: August 9, 2016
BC
rooksardiel, PLLC
Certified Public Accountants
AUDIT ENGAGEMENT LETTER
August 1, 2016
Town of Trophy Club, Texas
100 Municipal Drive
Trophy Club, TX 78415
Dear Mayor Sanders:
You have requested that we audit the financial statements of the governmental activities, the
business-type activities, the discretely presented component units, each major fund, and the
aggregate remaining fund information of the Town of Trophy Club, Texas, as of September 30,
2016 and 2017, with an optional 2018-2020, and for the years then ended and the related notes to
the financial statements, which collectively comprise the Town of Trophy Club, Texas’s basic
financial statements as listed in the table of contents. We are pleased to confirm our acceptance
and our understanding of this audit engagement by means of this letter. Our audit will be
conducted with the objective of our expressing an opinion on each opinion unit.
Accounting principles generally accepted in the United States of America require that the
included supplementary information, such as management’s discussion and analysis and
budgetary comparison information be presented to supplement the basic financial statements.
Such information, although not a part of the basic financial statements, is required by the
Governmental Accounting Standards Board, who considers it to be an essential part of financial
reporting for placing the basic financial statements in an appropriate operational, economic, or
historical context. As part of our engagement, we will apply certain limited procedures to the
required supplementary information (RSI) in accordance with auditing standards generally
accepted in the United States of America. These limited procedures will consist primarily of
inquiries of management regarding their methods of measurement and presentation, and
comparing the information for consistency with management’s responses to our inquiries. We
will not express an opinion or provide any form of assurance on the RSI. The following RSI is
required by accounting principles generally accepted in the United States of America.
1095 Evergreen Circle | Suite 200 | The Woodlands, TX 77380 | Tel: 281.907.8788 | Fax: 888.875.0587 | www.BrooksCardiel.com
Town CouncilPage 40 of 198Meeting Date: August 9, 2016
Town of Trophy Club
Engagement Letter
Page 2 of 7
This RSI will be subjected to certain limited procedures but will not be audited:
1.Management’s Discussion and Analysis
2.Budgetary Comparison Information
3.GASB-required supplementary pension schedules
Supplementary information other than RSI will accompany the Town’s basic financial statements.
We will subject the following supplementary information to the auditing procedures applied in
our audit of the basic financial statements and certain additional procedures, including
comparing and reconciling the supplementary information to the underlying accounting and
other records used to prepare the financial statements or to the financial statements themselves,
and additional procedures in accordance with auditing standards generally accepted in the
United States of America. We intend to provide an opinion on the following supplementary
information in relation to the financial statements as a whole:
1.Individual nonmajor fund financial statements
2.Combining statements
Also, the document we submit to you will include the following other additional information that
will not be subjected to the auditing procedures applied in our audit of the financial statements:
1.Introductory section
2.Statistical section
The Objective of an Audit
The objective of our audit is the expression of opinions as to whether your basic financial
statements are fairly presented, in all material respects, in conformity with generally accepted
accounting principles and to report on the fairness of the supplementary information referred to
in the second paragraph when considered in relation to the financial statements as a whole. Our
audit will be conducted in accordance with auditing standards generally accepted in the United
States of America and will include tests of the accounting records and other procedures we
consider necessary to enable us to express such opinions. We cannot provide assurance that
unmodified opinions will be expressed. Circumstances may arise in which it is necessary for us
to modify our opinions or add emphasis-of-matter or other-matter paragraphs. If our opinions
on the financial statements are other than unmodified, we will discuss the reasons with you in
advance. If, for any reason, we are unable to complete the audit or are unable to form or have not
formed opinions, we may decline to express opinions or to issue a report as a result of this
engagement.
Town CouncilPage 41 of 198Meeting Date: August 9, 2016
Town of Trophy Club
Engagement Letter
Page 3 of 7
General Audit Procedures
We will conduct our audit in accordance with auditing standards generally accepted in the
United States of America (U.S. GAAS). Those standards require that we plan and perform the
audit to obtain reasonable assurance about whether the basic financial statements are free from
material misstatement. An audit involves performing procedures to obtain audit evidence about
the amounts and disclosures in the financial statements. The procedures selected depend on the
auditor’s judgment, including the assessment of the risks of material misstatement of the financial
statements, whether due to error, fraudulent financial reporting, misappropriation of assets, or
violations of laws, governmental regulations, grant agreements, or contractual agreements. An
audit also includes evaluating the appropriateness of accounting policies used and the
reasonableness of significant accounting estimates made by management, as well as evaluating
the overall presentation of the financial statements.
Internal Control Audit Procedures
Because of the inherent limitations of an audit, together with the inherent limitations of internal
control, an unavoidable risk that some material misstatements may not be detected exists, even
though the audit is properly planned and performed in accordance with U.S. GAAS and, if
applicable, in accordance with Government Auditing Standards, and/or any state or regulatory
audit requirements.
In making our risk assessments, we consider internal control relevant to the entity’s preparation
and fair presentation of the financial statements in order to design audit procedures that are
appropriate in the circumstances but not for the purpose of expressing an opinion on the
effectiveness of the entity’s internal control. However, we will communicate to you in writing
concerning any significant deficiencies or material weaknesses in internal control relevant to the
audit of the financial statements that we have identified during the audit.
Compliance with Laws and Regulations
As part of obtaining reasonable assurance about whether the financial statements are free of
material misstatement, we will perform tests of the Town’s compliance with the provisions of
applicable laws, regulations, contracts, and agreements. However, the objective of our audit will
not be to provide an opinion on overall compliance and we will not express such an opinion.
Town CouncilPage 42 of 198Meeting Date: August 9, 2016
Town of Trophy Club
Engagement Letter
Page 4 of 7
Management Responsibilities
Our audit will be conducted on the basis that management acknowledge and understand that
they have responsibility:
a.For the preparation and fair presentation of the financial statements in accordance with
accounting principles generally accepted in the United States of America;
b.For the design, implementation, and maintenance of internal control relevant to the
preparation and fair presentation of financial statements that are free from material
misstatement, whether due to error, fraudulent financial reporting, misappropriation of
assets, or violations of laws, governmental regulations, grant agreements, or contractual
agreements; and
c.To provide us with:
i.Access to all information of which management is aware that is relevant to the
preparation and fair presentation of the financial statements such as records,
documentation, and other matters;
ii.Additional information that we may request from management for the purpose of
the audit; and
iii.Unrestricted access to persons within the entity from whom we determine it
necessary to obtain audit evidence.
d.For including the auditor’s report in any document containing financial statements that
indicates that such financial statements have been audited by the entity’s auditor;
e.For identifying and ensuring that the entity complies with the laws and regulations
applicable to its activities; and
f.For adjusting the financial statements to correct material misstatements and confirming
to us in the management representation letter that the effects of any uncorrected
misstatements aggregated by us during the current engagement and pertaining to the
current year period under audit are immaterial, both individually and in the aggregate,
to the financial statements as a whole.
With regard to the supplementary information referred to above, you acknowledge and
understand your responsibility: (a) for the preparation of the supplementary information in
accordance with the applicable criteria; (b) to provide us with the appropriate written
representations regarding supplementary information; (c) to include our report on the
supplementary information in any document that contains the supplementary information and
that indicates that we have reported on such supplementary information; and (d) to present the
supplementary information with the audited financial statements, or if the supplementary
information will not be presented with the audited financial statements, to make the audited
financial statements readily available to the intended users of the supplementary information no
later than the date of issuance by you of the supplementary information and our report thereon.
Town CouncilPage 43 of 198Meeting Date: August 9, 2016
Town of Trophy Club
Engagement Letter
Page 5 of 7
As part of our audit process, we will request from management and, when appropriate, those
charged with governance, written confirmation concerning representations made to us in
connection with the audit.
Reporting
We will issue a written report upon completion of our audit of the Town’s basic financial
statements. Our report will be addressed to the governing body of the Town. We cannot provide
assurance that unmodified opinions will be expressed. Circumstances may arise in which it is
necessary for us to modify our opinions, add an emphasis-of-matter or other-matter paragraph(s),
or withdraw from the engagement.
Other
We understand that your employees will prepare all confirmations we request and will locate
any documents or invoices selected by us for testing.
If you intend to publish or otherwise reproduce the financial statements and make reference to
our firm, you agree to provide us with printers’ proofs or masters for our review and approval
before printing. You also agree to provide us with a copy of the final reproduced material for our
approval before it is distributed.
Provisions of Engagement Administration, Timing and Fees
During the course of the engagement, we may communicate with you or your personnel via fax
or e-mail, and you should be aware that communication in those mediums contains a risk of
misdirected or intercepted communications.
The timing of our audit will be scheduled for performance and completion as follows:
Begin Complete
Document internal control and preliminary testsTBD by Town Prior to Sep 15
Mail confirmations October 1 October 1
Perform year-end audit procedures December 5 December 16
Issue audit report n/a January 10
Town CouncilPage 44 of 198Meeting Date: August 9, 2016
Town of Trophy Club
Engagement Letter
Page 6 of 7
Anthony Cardiel is the engagement partner for the audit services specified in this letter. His
responsibilities include supervising BrooksCardiel, PLLC’s services performed as part of this
engagement and signing or authorizing another qualified firm representative to sign the audit
report.
Our fees for each year are as listed below:
Fiscal Year Financial Statement Audit
2016 $22,800
2017 $23,485
2018 $24,190
2019 $24,915
2020 $25,660
Invoices will be rendered every month and are payable upon presentation. We will notify you
immediately of any circumstances we encounter that could significantly affect this initial fee.
Whenever possible, we will attempt to use the Town’s personnel to assist in the preparation of
schedules and analyses of accounts. This effort could substantially reduce our time requirements
and facilitate the timely conclusion of the audit.
Further, we will be available during the year to consult with you on financial management and
accounting matters of a routine nature.
During the course of the audit we may observe opportunities for economy in, or improved
controls over, your operations. We will bring such matters to the attention of the appropriate level
of management, either orally or in writing.
We agree to retain our audit documentation or work papers for a period of at least five years from
the date of our report.
At the conclusion of our audit engagement, we will communicate to the Town Council the
following significant findings from the audit:
Our view about the qualitative aspects of the entity’s significant accounting practices;
Significant difficulties, if any, encountered during the audit;
Uncorrected misstatements, other than those we believe are trivial, if any;
Disagreements with management, if any;
Other findings or issues, if any, arising from the audit that are, in our professional
judgment, significant and relevant to those charged with governance regarding their
oversight of the financial reporting process;
Town CouncilPage 45 of 198Meeting Date: August 9, 2016
Town of Trophy Club
Engagement Letter
Page 7 of 7
Material, corrected misstatements that were brought to the attention of management as a
result of our audit procedures;
Representations we requested from management;
Management’s consultations with other accountants, if any; and
Significant issues, if any, arising from the audit that were discussed, or the subject of
correspondence, with management.
The audit documentation for this engagement is the property of BrooksCardiel, PLLC and
constitutes confidential information. However, we may be requested to make certain audit
documentation available to regulators or other authoritative bodies pursuant to authority given
to it by law or regulation, or to peer reviewers. If requested, access to such audit documentation
will be provided under the supervision of BrooksCardiel, PLLC’s personnel. Furthermore, upon
request, we may provide copies of selected audit documentation to said regulators. They may
intend, or decide, to distribute the copies of information contained therein to others, including
other governmental agencies.
If the foregoing is in accordance with your understanding, please indicate your agreement by
signing the duplicate copy of this letter and returning it to us. If you have any questions, please
let us know.
We appreciate the opportunity to be your financial statement auditors and look forward to
working with you and your staff.
Respectfully,
BrooksCardiel, PLLC
The Woodlands, TX
***************************************************************
RESPONSE:
This letter correctlysets forth our understanding.
Approved by: ______________________________________________________________
Title: _____________________________________________________________________
Town CouncilPage 46 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-425-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Consider and take appropriate action regarding financial and variance report dated June 2016 (Staff).
Attachments:Financial Report June FY15-16.pdf
All Fund Budget Report 6-30-16.pdf
DateVer.Action ByActionResult
Consider and take appropriate action regarding financial and variance report dated June 2016 (Staff).
Town CouncilPage 47 of 198Meeting Date: August 9, 2016
Monthly Financial Statement
J 2016
une
Town CouncilPage 48 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
GENERAL FUND SUMMARY
Year-to-Date 2016Percent of Budget Year Transpired: 75%
OriginalRevised
RevenuesYear-to-DateVariance% Received
BudgetBudget
Property Tax$ 5,801,544$ 5,801,544$ 5,750,049 $ (51,495)99%
Licenses and Permits 558,606 558,606 504,222 (54,384)90%
Franchise Fees 947,257 947,257 813,965 (133,292)86%
Sales Tax 753,125 753,125 593,430 (159,695)79%
Fines and Fees 420,359 420,359 211,273 (209,086)50%
Charges for Service 274,909 274,909 237,765 (37,144)86%
Investment Income 18,000 18,000 21,705 3,705 121%
Miscellaneous Income 240,000 240,000 70,165 (169,835)29%
Total Revenues$ 9,013,800 $ 9,013,800$ 8,202,573$ (811,227)91%
OriginalRevised
Other SourcesYear-to-DateVariance% Received
BudgetBudget
Transfers In$ 111,000$ 111,000$ 55,500 (55,500)50%
Total Available Resources$ 9,124,800 $ 9,124,800$ 8,258,073$ (866,727)91%
OriginalRevised
ExpendituresYear-to-DateVariance% Used
BudgetBudget
Manager's Office$ 843,529$ 843,529$ 582,010$ 261,51969%
Legal 196,972 196,972 261,981 (65,009)133%
Police 2,352,871 2,352,871 1,585,081 767,79067%
Emergency Medical Services 916,059 916,059 630,808 285,25169%
Streets 420,120 420,120 240,655 179,46557%
Parks 1,388,795 1,388,795 855,577 533,21862%
Recreation
658,647 658,647 345,742 312,90552%
Community Events
31,881 31,881 18,429 13,45258%
Community Development 582,726 582,726 433,063 149,66374%
Finance 410,419 410,419 282,406 128,01369%
Municipal Court 87,077 87,077 52,776 34,30161%
Human Resources 123,872 123,872 113,808 10,06492%
Information Services 531,262 531,262 322,009 209,25261%
Facilities Maintenance 112,079 112,079 87,781 24,29878%
Total Expenditures$ 8,656,309 $ 8,656,309$ 5,812,125$ 2,844,18467%
OriginalRevised
Other UsesYear-to-DateVariance% Used
BudgetBudget
Transfers Out$ 385,000$ 385,000$- (385,000)0%
Total Outflows of Resources$ 9,041,309 $ 9,041,309$ 5,812,125$ 2,459,18464%
Town CouncilPage 49 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
GENERAL FUND SUMMARY CONTINUED
Original Revised
Fund Balance Year-to-Date
Budget Budget
Beginning fund balance$ 3,662,226$ 3,662,226$ 3,691,189
+Net increase (Decrease) 83,491 83,491 2,445,948
Ending Fund Balance$ 3,745,717 $ 3,745,717$ 6,137,137
Revised
Original
Fund Balance DetailYear-to-Date
Budget
Budget
Reserve Fund balance
(30% of Total Expenditures)
$ 2,596,893$ 2,596,893$ 1,743,638
Assigned Fund Balance
-
Committed Fund Balance 166,000 166,000 200,000
Unassigned Fund Balance in
Excess (Deficit) of 30%
982,825 982,825 4,193,499
Total Fund balance$ 3,745,718 $ 3,745,718$ 6,137,137
Based on Fiscal Year 2014-2015 audited financial statements.
General Fund Sales Tax Receipts
FY 2015FY 2016
55,381.2360,941.66
OCT
120,000.00
62,495.8379,043.05
NOV
56,315.6356,546.26
DEC
100,000.00
47,004.2464,779.94
JAN
80,000.00
95,802.2783,068.29
FEB
45,169.2756,324.77
MAR
FY 2015
60,000.00
50,647.9053,840.99
APR
FY 2016
40,000.00
61,533.5063,123.00
MAY
58,648.5260,544.94
JUN
20,000.00
54,958.03
JUL
0.00
65,761.96
AUG
OCTNOVDECJANFEBMARAPRMAYJUNJULAUGSEP
55,702.23
SEP
Town CouncilPage 50 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
DEPARTMENTAL BUDGET REPORTS
Year-to-Date 2016
Percent of Budget Year Transpired:
75%
General Fund Summary
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 6,245,821$ 6,245,821$ 4,205,315$ 2,040,50667%
Services & Supplies 2,194,625 2,194,625 1,470,465 724,16067%
Capital 215,863 215,863 136,345 79,51863%
Total$ 8,656,309$ 8,656,309$ 5,812,125$ 2,844,18467%
Manager's Office
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 689,144 $ 689,144 $ 476,065 $ 213,079 69%
Services & Supplies 154,385 154,385 105,945 48,44069%
Total$ 843,529$ 843,529$ 582,010$ 261,51969%
Legal
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 165,480 $ 165,480 $ 220,259 $ (54,779)133%
Services & Supplies 31,492 31,492 41,722(10, 230)132%
Total$ 196,972$ 196,972$ 261,981$ (65,009)133%
Professional services for personnel policies, personnel matters, codification.
Police
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 2,022,142$ 2,022,142$ 1,335,744$ 686,398 66%
Services & Supplies 284,929 284,929 209,888 75,04174%
Capital 45,800 45,800 39,449 6,35186%
Total$ 2,352,871$ 2,352,871$ 1,585,081$ 767,79067%
EMS
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 793,590 $ 793,590 $ 557,998 $ 235,592 70%
Services & Supplies 104,469 104,469 72,810 31,65970%
Capital 18,000 18,000 18,0000%
-
Total$ 916,059$ 916,059$ 630,808$ 285,25169%
Town CouncilPage 51 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
DEPARTMENTAL BUDGET REPORTS CONTINUED
Year-to-Date 2016
Percent of Budget Year Transpired:
75%
Streets
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 220,656 $ 220,656 $ 129,167 $ 91,48959%
Services & Supplies 199,464 199,464 111,488 87,97656%
Total$ 420,120$ 420,120$ 240,655$ 179,46557%
Parks
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 786,327 $ 786,327 $ 502,050 $ 284,277 64%
Services & Supplies 579,868 579,868 338,339 241,52958%
Capital 22,600 22,600 15,188 7,41267%
Total$ 1,388,795$ 1,388,795$ 855,577$ 533,21862%
Recreation
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 417,042 $ 417,042 $ 185,632 $ 231,410 45%
Services & Supplies 161,605 161,605 84,655 76,95052%
Capital 80,000 80,000 75,455 4,54694%
Total$ 658,647$ 658,647$ 345,742$ 312,90552%
Community Events
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Services & Supplies$ 31,881$ 31,881$ 18,429$ 13,45258%
Total$31,881 $31,881 $18,429 $13,452 58%
Community Development
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 451,227 $ 451,227 $ 319,581 $ 131,646 71%
Services & Supplies 131,499 131,499 113,482 18,01786%
Total$ 582,726$ 582,726$ 433,063$ 149,66374%
Town CouncilPage 52 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
DEPARTMENTAL BUDGET REPORTS CONTINUED
Year-to-Date 2016
Percent of Budget Year Transpired:
75%
Finance
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 285,126 $ 285,126 $ 193,563 $ 91,56368%
Services & Supplies 125,293 125,293 88,843 36,45071%
Total$ 410,419$ 410,419$ 282,406$ 128,01369%
Municipal Court
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 77,388$ 77,388$ 47,928$ 29,46062%
Services & Supplies 9,689 9,689 4,848 4,84150%
Total$87,077 $87,077 $52,776 $34,301 61%
Human Resources
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 119,557 $ 119,557 $ 96,769$ 22,78881%
Services & Supplies 4,315 4,315 17,039(12,724) 395%
Total$ 123,872$ 123,872$ 113,808$10, 06492%
Personnel: Employee relations budget primarily used for Holiday Party and employee service recognition, tuition reimbursement disbursement after
fall semester.
Services & Supplies: Benefits consulting, RFP for insurance broker, TX and Federal compliance posters for employees, professional membership dues,
and HR conference expenses resulted in the over-budget status of this category.
Information Services
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Personnel$ 218,142 $ 218,142 $ 140,559 $ 77,58364%
Services & Supplies 263,657 263,657 175,196 88,46066%
Capital 49,463 49,463 6,254 43,20913%
Total$ 531,262$ 531,262$ 322,009$ 209,25261%
Facilities Maintenance
CategoryOriginal BudgetRevised BudgetYear-to-DateVariance % Used
Services & Supplies$ 112,079 $ 112,079 $ 87,781$ 24,29878%
Total$ 112,079$ 112,079$87,781 $24,298 78%
Due to annual insurance prepayment which was $5,126 less than budgeted amount.
Town CouncilPage 53 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
DEBT SERVICE FUND
Year-to-Date 2016Percent of Budget Year Transpired: 75%
Original Revised
RevenuesYear-to-DateVariance% Received
BudgetBudget
Property Tax$ 1,704,718$ 1,704,718$ 1,689,853$ (14,865)99%
Interest Income 250 250 2,216 1,966886%
Total Revenue$ 1,704,968 $ 1,704,968 $ 1,692,069 $ (12,899)99%
Original Revised
Other SourcesYear-to-DateVariance% Received
BudgetBudget
Transfers In$ 87,206$ 87,206$ 35,534$ 51,67341%
Total$ 87,206$ 87,206$ 35,534$ 51,67341%
Original Revised
ExpendituresYear-to-DateVariance% Used
BudgetBudget
Principal Payments$ 1,339,500 $ 1,339,500$ 370,000$ 969,50028%
Interest Payments 383,067 383,067$ 197,423 185,64552%
Paying Agent Fees 4,500 4,500$ 12,255 (7,755)272%
Total Expenditures$ 1,727,067 $ 1,727,067 $ 579,678$ 1,147, 39034%
Original Revised
Fund BalanceYear-to-Date
BudgetBudget
Beginning Fund Balance$ 105,367$ 105,367$ 118,542
+Net Increase (Decrease)
65,107 65,107 1,147,924
Ending Fund Balance$ 170,474$ 170,474$ 1,266, 466
Based on Fiscal Year 2014-2015 audited financial statements.
Town CouncilPage 54 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
CAPITAL PROJECTS FUND
Year-to-Date 2016Percent of Budget Year Transpired: 75%
Original Revised
RevenuesYear-to-DateVariance% Received
BudgetBudget
$ (15,188)N/A
Contributions $-$-$ 15,188
Interest Income$ 100$ 100$ 5,562 $ 5,462 5562%
Total$ 100$ 100$ 20,750$ (9,727)20750%
Original Revised
Other SourcesYear-to-DateVariance% Received
BudgetBudget
Bond Proceeds$ 9,750,000 $ 9,750,000$ 9,455, 000$ (295,000)97%
Bond Premium$ -$ -$ 537,946$ 537,946N/A
Transfer In$ 385,000$ 385,000$ 23,503$ (361,497)6%
Total$ 10,135,000$ 10,135,000$ 10,016,448$ (118,552) 99%
Original Revised
ExpendituresYear-to-DateVariance% Used
BudgetBudget
Capital Outlay
8,848,404 8,848,404 1,632,897 (7, 215,507)18%
Total$ 8,848,404 $ 8,848,404 $ 1,632,897 $ (7,215,507)18%
Includes Town Hall construction planning costs.
Original Revised
Fund BalanceYear-to-Date
BudgetBudget
Beginning Fund Balance$ 1,293,027$ 1,293,027$ 1,694,546
+Net Increase (Decrease) 1,286,696 1,286,696 8,404,301
Ending Fund Balance$ 2,579,723 $ 2,579,723 $ 10,098,847
Based on Fiscal Year 2014-2015 audited financial statements.
Town CouncilPage 55 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
TROPHY CLUB PARK FUND
Percent of Budget Year Transpired: 75%
Year-to-Date 2016
Original Revised
RevenueYear-to-DateVariance% Received
BudgetBudget
Park Revenue$ 165,000$ 165,000$ 22,147$ (142,853) 13%
Interest Income$ - $- $- $- N/A
Total Revenue$ 165,000$ 165,000$ 22,147$ (142,853) 13%
Original Revised
ExpensesYear-to-DateVariance% Used
BudgetBudget
Salaries$ 45,544$ 45,544$ 24,688$ 20,85654%
Longevity 20100%
204 204 4 -
Stipend30100%
300 300 0 -
Retirement 3,504 3,504 2, 338 1, 16667%
Medical Insurance 3,000 3,000 1, 992 1, 00866%
Dental Insurance15 7867%
233 233 5
Vision Insurance 22 1068%
32 32
Life Insurance & Other14 9461%
239 239 5
Social Security Taxes 2,836 2,836 1, 477 1, 35952%
Medicare Taxes343252%
668 668 5 3
Unemployment Taxes141548%
306 306 7 9
Workman's compensation 1,094 1,094 694063%
5 0
Total Personnel Services$ 57,960$ 57,960$ 32,508$ 25,45256%
Professional Outside Services$ 2,500$ 2,500$- $ 2,5000%
Auditing 1,000 1,000 1, 000100%
-
Software & Support 7,241 7,241 7, 961(7110%
20)
Advertising 1,235 1,235 14 1, 09411%
1
Schools & TrainingN/A
- - - -
Service Charges & Fees 8,495 8,495 5, 524 2, 97165%
Electricity 2,800 2,800 1, 562 1, 23856%
Water 1,747 1,747 1, 944(1111%
97)
Telephone 1,900 1,900 1, 4254775%
5
Communication/Pagers/Mobiles 1, 093(1117%
933 933 60)
Insurance 1,200 1,200 1,0%
- 200
Property Maintenance 10,500 10,500 3, 6286,35%
872
Equipment Maintenance 2,384 2,384 1, 4429460%
2
Independent labor 26,600 26,600 4, 228 22,37316%
Portable Toilets 3,644 3,644 2, 503 1, 14169%
Dues & Membership250%
250 250 - 0
Travel & Per Diem321666%
492 492 4 8
Office Supplies 1,044 1,044 21%
217 827
Postage 342910%
327 327 3
Fuel 1,250 1,250 16 1, 08213%
8
Uniforms351668%
520 520 6 4
Community Events 14,900 14,900 3, 948 10,95226%
Small tools 1,200 1,200 32 1, 1683%
Furniture/Equipment <$5,000 1,920 1,920 5, 264 (3,344)274%
Maintenance Supplies 23445%
464 464 1
Miscellaneous Expense500%
500 500 - 0
Total Services & Supplies$ 95,046$ 95,046$ 42,814$ 52,23245%
Includes new brochure holders and message boards.
Total Expenses$ 153,006$ 153,006$ 75,322$ 77,68449%
Town CouncilPage 56 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
TROPHY CLUB PARK FUND CONTINUED
Original Revised
Other UsesYear-to-DateVariance% Used
BudgetBudget
Park Administration Transfer$ 8,000$ 8,000$ 4,000$ 4,00050%
Total Other Uses$ 8,000$ 8,000$ 4,000$ 4,00050%
Operating
Working CapitalYear-to-Date
Days
Beginning Working Capital$ (74,410)
( 166)
+Net Increase (Decrease) (57,175)
( 128)
Ending Working Capital$ (131,585) (294)
Based on Fiscal Year 2014-2015 audited financial statements.
Town CouncilPage 57 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
STORM DRAINAGE UTILITY FUND
Year-to-Date 2016Percent of Budget Year Transpired75%
Original Revised
RevenueYear-to-DateVariance% Received
BudgetBudget
Storm Drainage Fees$ 414,700$ 414,700$ 314,776$ (99,924)76%
Interest Income 100 100 651 551651%
Total Revenue$ 414,800$ 414,800$ 315,427$ (99,373)76%
Original Revised
ExpensesYear-to-DateVariance% Used
BudgetBudget
Operating Expenses 195,303 195,303 78,116 117,18740%
Debt Service 175,400 175,400 163,606 11,794 93%
Total Expenses$ 370,703$ 370,703$ 241,722$ 128,98165%
Original Revised
Other UsesYear-to-DateVariance% Used
BudgetBudget
Transfer to Debt Service$ 62,206$ 62,206$ 3,738 $ 58,4686%
Total Other Uses$ 62,206$ 62,206$ 3,738$ 58,4686%
Operating
Working CapitalYear-to-Date
Days
Beginning Working Capital$ 237,458 197
+Net Increase (Decrease) 69,967 58
Ending Working Capital$ 307,425 256
Based on Fiscal Year 2014-2015 audited financial statements.
Original Revised
Drainage Capital ProjectsYear-to-Date
BudgetBudget
Funding Source
2013 CO Proceeds $ 206,139 $ 206,139 $ 186,053
Operating Funds 36,488 36,488 -
Project Detail
Indian Creek- -
$ -
Timber Ridge/Fresh Meadow - -
-
Cypress Court Drainage Inlets (20,000) (20,000)
89,422
Pin Oak Court (51,260) (51,260)
27,200
Pebble Beach Drive (71,367) (71,367)
69,432
Broadway Creek Improvements
-
and Amenity Lake Slopes
(100,000) (100,000)
Remaining Funding$- $- $ -
Town CouncilPage 58 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
CRIME CONTROL PREVENTION DISTRICT
Year-to-Date 2016Percent of Budget Year Transpired: 75%
Original Revised
RevenueYear-to-DateVariance% Received
BudgetBudget
Sales Tax$ 186,433$ 186,433$ 140,968$ (45,465)76%
Interest Income- 53 53N/A
-
Total Revenue$ 186,433$ 186,433$ 141,021$ (45,412)76%
Original Revised
ExpendituresYear-to-DateVariance% Used
BudgetBudget
Services & Supplies$ 57,400$ 57,400$ 17,672$ 39,72831%
Capital Expenses 125,000 125,000 84,458 40,542 68%
Total Expenditure$ 182,400$ 182,400$ 102,130$ 80,27056%
Original Revised
Fund BalanceYear-to-Date
BudgetBudget
Beginning Fund Balance$ 38,491$ 38,491$ 134,265
+Net Increase (Decrease)
4,033 4,033 38,891
Ending Fund Balance
$ 42,524$ 42,524$ 173,156
Based on Fiscal Year 2014-2015 audited financial statements.
Town CouncilPage 59 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
STREET MAINTENANCE SALES TAX FUND
Year-to-Date 2016Percent of Budget Year Transpired: 75%
Original Revised
RevenueYear-to-DateVariance% Received
BudgetBudget
Sales Tax$ 182,554$ 182,554$ 144,553$ (38,001)79%
Interest Income$ -$ -$ 28$ 28N/A
Total Revenue$ 182,554$ 182,554$ 144,581$ (38,001)79%
Original Revised
ExpendituresYear-to-DateVariance% Used
BudgetBudget
Operating Expenditures$ 160,412$ 160,412$ 89,240$ 113,40256%
Total Expenses$ 160,412$ 160,412$ 89,240$ 71,17256%
Original Revised
Other UsesYear-to-DateVariance% Used
BudgetBudget
Transfer To Debt Service$ 25,000$ 25,000$ 12,500$ 12,50050%
Total Other Uses$ 25,000$ 25,000$ 12,500$ 12,50050%
Original Revised
Fund BalanceYear-to-Date
BudgetBudget
Beginning Fund Balance$ 49,584$ 49,584$ 65,306
+Net Increase (Decrease) (2,858) (2,858) 42,841
Ending Fund Balance$ 46,726$ 46,726$ 108,147
Based on Fiscal Year 2014-2015 audited financial statements.
Town CouncilPage 60 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
COURT TECHNOLOGY FUND
Year-to-Date 2016Percent of Budget Year Transpired: 75%
Original Revised
RevenueYear-to-DateVariance% Received
BudgetBudget
Fines & Fees$ 4,000 $ 4,000 $ 2,554 $ (1,446)64%
Total Revenue$ 4,000$ 4,000$ 2,554$ (1,446)64%
Original Revised
ExpendituresYear-to-DateVariance% Used
BudgetBudget
Purchased Services$ 5,200 $ 5,200 $ 3,424 $ 1,776 66%
Total Expenditure$ 5,200$ 5,200$ 3,424$ 1,77666%
Incode annual Court Maintenance.
Original Revised
Fund BalanceYear-to-Date
BudgetBudget
Beginning Fund Balance$ 21,437$ 21,437$ 21,519
+Net Increase (Decrease) (1,200) (1,200) (871)
Ending Fund Balance$ 20,237$ 20,237$ 20,648
Based on Fiscal Year 2014-2015 audited financial statements.
Town CouncilPage 61 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
COURT SECURITY FUND
Year-to-Date 2016Percent of Budget Year Transpired: 75%
Original Revised
RevenueYear-to-DateVariance% Received
BudgetBudget
Municipal Court Security Fee$ 3,000 $ 3,000 $ 1,915 $ (1,085)64%
Total Revenue$ 3,000$ 3,000$ 1,915$ (1,085)64%
Original Revised
ExpendituresYear-to-DateVariance% Used
BudgetBudget
Purchased Services$ -$ -$ 952$ (952) N/A
Total Expenditure$- $ -$ 952$ (952)N/A
Signage related to gun laws effective January 1, 2016 for Court.
Original Revised
Other UsesYear-to-DateVariance% Received
BudgetBudget
Transfer to General Fund$ 3,000 $ 3,000 $ 1,500 $ 1,500 50%
Total Other Uses$ 3,000$ 3,000$ 1,500$ 1,50050%
Original Revised
Fund BalanceYear-to-Date
BudgetBudget
Beginning Fund Balance$ 21,793$ 21,793$ 21,903
+Net Increase (Decrease) (537)
- -
Ending Fund Balance$ 21,793$ 21,793$ 21,366
Based on Fiscal Year 2014-2015 audited financial statements.
Town CouncilPage 62 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
ECONOMIC DEVELOPMENT COPORATION 4B
Year-to-Date 2016Percent of Budget Year Transpired: 75%
Original Revised
RevenueYear-to-DateVariance% Received
BudgetBudget
Sales Tax$ 365,109$ 365,109$ 289,106$ 76,00379%
Interest Income 450 450 987 (537)219%
Total Revenue$ 365,559$ 365,559$ 290,093$ 75,46679%
Original Revised
ExpendituresYear-to-DateVariance% Used
BudgetBudget
Auditing$ 1,000 $ 1,000 $ 1,000 $ -100%
Advertising 5,200 5,200 5,2000%
-
Printing 500 500 5000%
-
Schools & Training 1,310 1,310 345 96526%
Dues & Membership 1,050 1,050 1,0500%
-
Travel & Per Diem 694 694 30 6644%
Office Supplies 250 250 2500%
-
Miscellaneous Expense 7,950 7,950 2,500 5,45031%
EDC Projects 3,750 3,750 3,500 25093%
Incentive Programs 140,773 140,773 105,580 35,193 75%
Debt Service 208,473 208,473 51,736 156,7370%
Total Expenditures$ 370,950$ 370,950$ 164,691$ 206,25944%
TC Event Center competitive study.
Original Revised
Fund BalanceYear-to-Date
BudgetBudget
Beginning Fund Balance$ 490,480$ 490,480$ 3,060, 400
+Net Increase (Decrease) (5,391) (5,391) 125,402
Ending Fund Balance$ 485,089$ 485,089$ 3,185, 802
Based on Fiscal Year 2014-2015 audited financial statements.
Variance due to 2015 CO bond issuance. Land inventory asset totals $2,538,765. Spendable resources totals $628,405.
Town CouncilPage 63 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
HOTEL OCCUPANCY
Year-to-Date 2016Percent of Budget Year Transpired: 75%
Original Revised
RevenueYear-to-DateVariance% Received
BudgetBudget
Hotel Occupancy Tax$ 354,520$ 354,520$ 214,886$ (139,634) 61%
Interest income 500 500 668 168134%
Total Revenue$ 355,020$ 355,020$ 215,554$ (139,466) 61%
Original Revised
ExpendituresYear-to-DateVariance% Used
BudgetBudget
Advertising $ 83,000 $ 83,000 $ -$ 83,000
0%
Event Rentals
46,825 46,825 56,486 (9,661)121%
July 4 Celebration 26,000 26,000 -26,000 0%
Total Expenditures$ 155,825$ 155,825$ 56,486$ 99,33936%
Original Revised
Other UsesYear-to-DateVariance% Used
BudgetBudget
Transfer Out$ 100,000$ 100,000$ 50,000$ 50,00050%
Total Other Uses$ 100,000$ 100,000$ 50,000$ 50,00050%
Original Revised
Fund BalanceYear-to-Date
BudgetBudget
Beginning Fund Balance$ 451,931$ 451,931$ 475,748
+Net Increase (Decrease) 99,195 99,195 109,067
Ending Fund Balance$ 551,126$ 551,126$ 584,815
Based on Fiscal Year 2014-2015 audited financial statements.
Town CouncilPage 64 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
RECREATIONAL PROGRAMS
Year-to-Date 2016Percent of Budget Year Transpired: 75%
Original Revised
RevenueYear-to-DateVariance% Received
BudgetBudget
Recreational Programs$ 8,000$ 8,000$ 5,751 $ (2,249)72%
Total Revenue$ 8,000$ 8,000$ 5,751$ (2,249)72%
Original Revised
ExpendituresYear-to-DateVariance% Used
BudgetBudget
Recreational Programs$ 8,000$ 8,000$ 7,142 $ 85889%
Total Expenditures$ 8,000$ 8,000$ 7,142$ 85889%
Original Revised
Fund BalanceYear-to-Date
BudgetBudget
Beginning Fund Balance$ 2,812$ 2,812$ 3,395
+Net Increase (Decrease) - - (1,391)
Ending Fund Balance$ 2,812$ 2,812$ 2,004
Based on Fiscal Year 2014-2015 audited financial statements.
Town CouncilPage 65 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
TIRZ #1
Year-to-Date 2016Percent of Budget Year Transpired: 75%
Original Revised
RevenueYear-to-DateVariance% Received
BudgetBudget
Propety Tax$ 6,095 $ 6,095 $ -$ (6,095)0%
Sales Tax 1,000 1,000$ (1,000)0%
-
Total Revenue$ 7,095$ 7,095$ -$ (7,095) 0%
Original Revised
ExpendituresYear-to-DateVariance% Used
BudgetBudget
N/A
Incentive Programs $ -$-$ 299,994 $ (299,994)
Total Expenditures$ -$ -$ 299,994 $ (299,994)N/A
Infrastructure costs for Bread Winners Caf é.
Original Revised
Fund BalanceYear-to-Date
BudgetBudget
Beginning Fund Balance$ 8,291 $ 8,291 $ 6,062
+Net Increase (Decrease) 7,095 7,095 (299,994)
Ending Fund Balance$ 15,386$ 15,386$ (293,932)
Based on Fiscal Year 2014-2015 audited financial statements.
Town CouncilPage 66 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB
JUNE 2016 FINANCIAL REPORT
ANNIVERSARY FUND
Year-to-Date 2016Percent of Budget Year Transpired: 75%
Original Revised
RevenueYear-to-DateVariance% Received
BudgetBudget
Donations$- $- $ 24$ 24N/A
Total Revenue$ -$ -$ 24$ 24N/A
Original Revised
ExpendituresYear-to-DateVariance% Used
BudgetBudget
Community Events$- $- $ 3,054$ (3,054)N/A
Total Expenditures$ -$ -$ 3,054$ (3,054)N/A
Original Revised
Fund BalanceYear-to-Date
BudgetBudget
Beginning Fund Balance$ 4,614$ 4,614$ 3,497
+Net Increase (Decrease) (3,030)
- -
Ending Fund Balance$ 4,614$ 4,614$467
Based on Fiscal Year 2014-2015 audited financial statements.
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Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-445-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:8/4/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Consider and take appropriate action regarding a Resolution repealing Resolution No. 2016-14
authorizing participation in various cooperative purchasing programs and adopting a new resolution
authorizing participation in various cooperative purchasing programs in accordance with the Town’s
Procurement Policies and Procedures authorizing execution of any and all necessary agreements for
participation in the cooperative programs by the Mayor or his designee and approving related
contracts and the payment of related fees in accordance with the budget; and providing an effective
date (Staff).
Attachments:Staff Report - Cooperative Purchasing Program.pdf
RES 2016-18 - Repealing RES 2016-14 Authorizing Participation in Coop Purchasing Programs.pdf
DateVer.Action ByActionResult
ConsiderandtakeappropriateactionregardingaResolutionrepealingResolutionNo.2016-14authorizingparticipation
invariouscooperativepurchasingprogramsandadoptinganewresolutionauthorizingparticipationinvarious
cooperativepurchasingprogramsinaccordancewiththeTown’sProcurementPoliciesandProceduresauthorizing
executionofanyandallnecessaryagreementsforparticipationinthecooperativeprogramsbytheMayororhis
designeeandapprovingrelatedcontractsandthepaymentofrelatedfeesinaccordancewiththebudget;andproviding
an effective date (Staff).
Town CouncilPage 99 of 198Meeting Date: August 9, 2016
To: Mayor and Town Council
From:Patrick Arata, Police Chief
CC: Stephen Seidel, Town Manager
Steven Glickman, Assistant Town Manager/CFO
Holly Fimbres, Town Secretary/RMO
Re: Purchasing Cooperatives
Town Council Meeting, August 9, 2016
Agenda Item:
Consider and take appropriate action regarding a Resolution repealing Resolution No. 2016-14
authorizing participation in various cooperative purchasing programs and adopting a new
resolution authorizing participation in various cooperative purchasing programs in accordance
with the Town’s Procurement Policies and Procedures authorizing execution of any and all
necessary agreements for participation in the cooperative programs by the Mayor or his
designee and approving related contracts and the payment of related fees in accordance with
the budget; and providing an effective date (Staff).
Explanation:
Periodically, Town Staff reviews and initiates the process to add or delete an approved
purchasing cooperative or governmental entity that may provide a financial benefit and/or
efficiency in the Town’s procurement operations. The resolution includes adding the City of
Roanoke to the approved purchasing cooperative list. In general, cooperative purchasing
ensures that the Town is receiving an already bid price without having to do the bidding
ourselves. It ensures that we obtain the intended product or service at the best price, ensuring
good stewardship and fiscal responsibility.
Attachments:
Resolution No. 2016-18
Recommendation:
Staff recommends Council approve the Resolution as presented.
Page 1 of 1
Town CouncilPage 100 of 198Meeting Date: August 9, 2016
TOWN OF TROPHYCLUB,TEXAS
RESOLUTIONNO.2016-18
A RESOLUTIONOFTHETOWNCOUNCILOFTHETOWNOF
TROPHYCLUB,TEXAS,REPEALINGRESOLUTIONNO.2016-14
AUTHORIZINGPARTICIPATIONINVARIOUSCOOPERATIVE
PURCHASINGPROGRAMSANDADOPTING A NEWRESOLUTION
AUTHORIZINGPARTICIPATIONINVARIOUSCOOPERATIVE
PURCHASINGPROGRAMSINACCORDANCEWITHTHETOWN’S
PROCUREMENTPOLICIESANDPROCEDURES; IDENTIFYING
THOSECOOPERATIVEPURCHASINGPROGRAMSAPPROVEDFOR
TOWNPARTICIPATION;APPOINTINGTHETOWNMANAGERORHIS
DESIGNEEASTHEPROGRAMCOORDINATOROFCOOPERATIVE
PURCHASINGPROGRAMS;AUTHORIZINGEXECUTIONOFANY
ANDALLNECESSARYAGREEMENTSFORPARTICIPATIONINTHE
COOPERATIVEPROGRAMSBYTHEMAYORORHISDESIGNEE
ANDAPPROVINGRELATEDCONTRACTSANDTHEPAYMENTOF
RELATEDFEESINACCORDANCEWITHTHEBUDGET;AND
PROVIDINGANEFFECTIVEDATE.
WHEREAS,
Chapter271oftheTexasLocalGovernmentCodeauthorizes
a localgovernmenttoparticipatein a cooperativepurchasingprogramandprovides
thatpurchasesmadepursuanttoanagreementwith a localcooperativeorganization
satisfystatelawsrequiringthelocalgovernmenttoseekcompetitivebidsforthe
purchaseofthegoodsorservices;and
WHEREAS,
theProcurementPoliciesandProceduresoftheTownof
TrophyClubauthorizepurchasesfrom a cooperativepurchasingprogramorother
approvedstateprogram providedthatthe TownCouncilhas approvedparticipation;
and
WHEREAS
, Townsparticipationinthecooperativepurchasingprograms
andotherapprovedstateprogramswillimproveefficiencyinthepurchasing
processbyallowingtheTowntomeetcompetitivebidrequirements,toidentifyand
purchasegoodsandservicesfromqualifiedvendors,torelievetheburdensofthe
governmentalpurchasingfunction,andtorealizethevariouspotentialeconomies,
includingadministrative cost savingsthat such programsprovide;and
WHEREAS,
uponconsiderationofthe cooperativepurchasing programs
specifiedinthisResolution,andallmattersattendantandrelatedthereto,the
TownCouncilisoftheopinionthattheTownsparticipationintheseprogramsis
beneficialandshouldbeapproved,thatResolutionNo.2016-14shouldberepealedin
itsentirety,thatthisResolutionbeadopted,andthattheTownManagerorhis
designeeisappointedastheProgramCoordinatorfortheTownsmembershipin
such cooperativeprograms;and
Town CouncilPage 101 of 198Meeting Date: August 9, 2016
WHEREAS,
intheeventthatparticipationinanyofthecooperative
purchasingprogramsapprovedbythisResolutionrequirestheexecutionofan
Agreementand / orthepaymentof a fee, such Agreementandfeearehereby
approvedandtheMayororhisdesigneeisherebyauthorizedtoexecuteany
necessaryAgreementsforparticipationinsuchprogram(s)andtheProgram
Coordinatorisauthorizedtoapprovethepaymentofapplicablefeesprovidedthat
fundsarebudgetedandavailableforsuchparticipation.
NOW,THEREFORE,BEITRESOLVEDBYTHETOWNCOUNCILOF
THETOWN OF TROPHYCLUB,TEXAS,THAT:
Section 1
.Theforegoingpremises,whichareherebyfoundtobetrueandto
bein thebestinterestofthe TownofTrophyClubanditscitizens,areherebyadopted.
Section 2.
TheTownsparticipationinthefollowingcooperativepurchasing
programsisherebyauthorizedandapprovedinaccordancewiththetermsof
thisResolution andofthe TownofTrophyClubProcurementPoliciesandProcedures:
BuyBoard
ChoicePartners
CityofFrisco
CityofGrapevine
Cityof Roanoke
DentonCounty
DepartmentofInformationResources(DIR)
Houston-GalvestonAreaCouncilCooperativePurchasing Program (H-GAC)
NationalCooperativePurchasing Alliance(NCPA)
NationalJointPowersAlliance(NJPA)
NorthCentralTexasCouncilofGovernment (NCTCOG)CooperativePurchasing Program
TarrantCounty
TexasBuilding andProcurementCommission(TBPC)
TexasInterlocalPurchasing System(TIPS)
TexasMultiple AwardSchedules(TXMAS)
TexasProcurementandSupportServices(TPASS)
TheCooperativePurchasing Network(TCPN)
TrustedPurchasing Alliance(TPA)
USCommunities
USGeneralServicesAdministration (GSA)
WesternStatesContracting Alliance
Section 3.
TheTownManagerorhisdesigneeisappointedastheProgram
CoordinatorfortheTownsmembershipinapprovedcooperativepurchasing
programs.TheProgramCoordinatorisauthorizedtoapprovethepaymentof
applicablefeesforapprovedprogramsprovidedthatfundsarebudgetedand
availableforsuchparticipation.
RES2016-18Page2of3
Town CouncilPage 102 of 198Meeting Date: August 9, 2016
Section 4.
TheMayororhisdesigneeisherebyauthorizedtoexecuteany
necessaryAgreementsforparticipationinsuchprogram(s)accordingtothetermsand
conditions set forthinthisResolutionandtheTownsProcurementPoliciesand
Procedures.
Section 5.
ThisResolutionshallbecomeeffectiveimmediatelyuponits
passage.
PASSEDANDAPPROVED
bytheTownCounciloftheTownofTrophyClub,
Texas,this 9th dayofAugust2016.
C. Nick Sanders, Mayor
Town of Trophy Club, Texas
\[SEAL\]
ATTEST:
Holly Fimbres, Town Secretary
Town of Trophy Club, Texas
APPROVED TO AS FORM:
David Dodd, Town Attorney
Town of Trophy Club, Texas
RES2016-18Page3of3
Town CouncilPage 103 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-444-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:8/3/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Consider and take appropriate action regarding an Interlocal Agreement between the Town of Trophy
Club and the City of Roanoke for the purchase of goods and services; and authorizing the Town
Manager or his designee to execute all necessary documents (Staff).
Attachments:Staff Report - Roanoke Purchasing ILA.pdf
Roanoke Purchasing Interlocal Agreement.pdf
DateVer.Action ByActionResult
ConsiderandtakeappropriateactionregardinganInterlocalAgreementbetweentheTownofTrophyClubandtheCity
ofRoanokeforthepurchaseofgoodsandservices;andauthorizingtheTownManagerorhisdesigneetoexecuteall
necessary documents (Staff).
Town CouncilPage 104 of 198Meeting Date: August 9, 2016
To: Mayor and Town Council
From: Patrick Arata, Police Chief
CC: Stephen Seidel, Town Manager
Steven Glickman, Assistant Town Manager/CFO
Holly Fimbres, Town Secretary/RMO
Re: Roanoke Purchasing Interlocal Agreement
Town Council Meeting, August 9, 2016
Agenda Item:
Consider andtakeappropriate action regardinganInterlocal Agreement between theTown of
Trophy Club and the City of Roanoke for the purchase of goods and services; and authorizing
the Town Manager or his designee to execute all necessary documents (Sta
ff).
Explanation:
The primary purpose of this ILA is to allow the Town to procure the same prices for the same
quantity of radios and radio replacements as the City of Roanoke. In addition, should the Town
find any other current Roanoke contracts advantageous, this item along with a resolution
allowing cooperative purchasing with Roanoke, would provide already bid contract prices
without the Town having to perform the bid process.
Attachment:
Roanoke Purchasing Interlocal Agreement
Recommendation:
Staff recommends Council approve the Interlocal Agreement as presented.
Page 1 of 1
Town CouncilPage 105 of 198Meeting Date: August 9, 2016
INTERLOCAL AGREEMENT
This Interlocal Agreement (Agreement) is made and entered into this 9thday of
Augest,2016, by and between the CITY OF ROANOKE, Texas (hereinafter called
"ROANOKE"), and the TOWN OF TROPHY CLUB, Texas (hereinafter called "TROPHY
CLUB"), each acting by and through its duly authorized officials:
WHEREAS,
ROANOKEand TROPHY CLUBare bothgovernmental entities
engaged in the purchase of goods and services, which is a recognized governmental
function;
WHEREAS,
ROANOKEandTROPHY CLUBwish to enter into thisAgreement
pursuant to Chapter 791 of the Texas Government Code (hereinafter "Interlocal
Cooperation Act") to set forth the terms and conditions upon which ROANOKEand
TROPHY CLUBmay purchase various goods and services commonly utilized by each
party;
WHEREAS,
participation in an interlocal agreement will be highly beneficial to
the taxpayers of ROANOKEand TROPHY CLUBthrough the anticipated savings to be
realized and is of mutual concern to the contracting parties;
WHEREAS,
ROANOKEandTROPHY CLUBhave current funds available to
satisfy any fees owed pursuant to this Agreement.
NOW, THEREFORE,
in consideration of the foregoing and the mutual promises,
covenants and obligations as set forth herein; ROANOKEand TROPHY CLUBagree as
follows:
1.ROANOKEand TROPHY CLUBmay cooperate in the purchase of various
goods and services commonly utilized by the participants, where available and
applicable, and may purchase goods and services from vendors under present and
future contracts.
2.ROANOKEand TROPHY CLUBshall each be individually responsible for
payments directly to the vendor and for the vendor's compliance with all conditions of
delivery and quality of purchased items under such contracts. ROANOKEand TROPHY
CLUBshall each make their respective payments from current revenues available to the
paying party.
3.Notwithstanding anything herein to the contrary, participation in this
Agreement may be terminated by any party upon thirty (30) days written notice to the
other participating party(ies).
4. The undersigned officer and/or agents of the party(ies) hereto are duly
authorized officials and possess the requisite authority to execute this Agreement on
behalf of the parties hereto.
Town CouncilPage 106 of 198Meeting Date: August 9, 2016
5. This Agreement may be executed separately by the participating entities,
each of which shall be deemed an original and all of which together shall constitute one
and the same instrument.
6. This Agreement shall become effective on the day and year first written
above (the Effective Date). The primary term of this Agreement shall be for one (1)
year, commencing on the Effective Date and terminating on October 1, 2017,and shall
thereafter automatically renew for successive one-year terms, unless terminated
according to the terms set forth in Paragraph 3.
7. To the extent allowed by law, each party agrees to release, defend,
indemnify, and hold harmless the other (and its officers, agents, and employees) from
and against all claims or causes of action for injuries (including death), property
damages (including loss of use), and any other losses, demands, suits, judgments and
costs, including reasonable attorneys fees and expenses, in any way arising out of,
related to, or resulting from its performance under this agreement, or caused by its
negligent acts or omissions (or those of its respective officers, agents, employees, or
any other third parties for whom it is legally responsible) in connection with performing
this agreement.
8The laws of the State of Texas shall govern the interpretation, validity,
performance and enforcement of this Agreement.
9. The provisions of this Agreement are severable. If any paragraph,
section, subdivision, sentence, clause, or phrase of this Agreement is for any reason
held by a court of competent jurisdiction to be contrary to law or contrary to any rule or
regulation having the force and effect of the law, the remaining portions of the
Agreement shall be enforced as if the invalid provision had never been included.
10. This Agreement embodies the entire agreement between the parties and
may only be modified in writing executed by both parties.
11. This Agreement shall be binding upon the parties hereto, their successors,
heirs, personal representatives and assigns. Neither party will assignor transfer an
interest in this Agreement without the written consent of the other party.
12. It is expressly understood and agreed that, in the execution of this
Agreement, neither party waives, nor shall be deemed hereby to have waived any
immunity or defense that would otherwise be available to it against claims arising in the
exercise of governmental powers and functions. By entering into this Agreement, the
parties do not create any obligations, express or implied other that those set forth
herein, and this Agreement shall not create any rights in parties not signatories hereto.
13. The declarations, determinations and findings declared, made and found
in the preamble to this Agreement are hereby adopted, restated and made part of the
operative provisions hereof.
Purchasing ILA with Roanoke Page 2 of 3
Town CouncilPage 107 of 198Meeting Date: August 9, 2016
EXECUTED
hereto on the day and year first above written.
CITY OF ROANOKETOWN OF TROPHY CLUB
By: Scott CampbellBy:Stephen Seidel
City ManagerTown Manager
STATE OF TEXAS
§
COUNTY OF TARRANT
§
This instrument was acknowledged before me on the __ day of ______,2016, by
CITY OF ROANOKE, TEXAS,
Scott Campbell, City Managerof the a home-rule
municipal corporation, on behalf of such corporation.
Notary Public in and for the
State of Texas
STATE OF TEXAS
§
COUNTY OFDENTON
§
This instrument was acknowledged before me on the __day of ______, 2016, by
TOWN OF TROPHY CLUB, TEXAS,
Stephen Seidel, Town Managerof the a
home-rule municipal corporation, on behalf of such corporation.
Notary Public in and for the
State of Texas
Purchasing ILA with Roanoke Page 3 of 3
Town CouncilPage 108 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-426-T Version:1 Name:
Type:Agenda Item Status:Public Hearing
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Conduct a public hearing regarding the Trophy Club Crime Control and Prevention District (CCPD)
Budget for Fiscal Year 2016-2017 submitted to the Town Council by the CCPD Board (Staff).
Attachments:
DateVer.Action ByActionResult
ConductapublichearingregardingtheTrophyClubCrimeControlandPreventionDistrict(CCPD)BudgetforFiscalYear
2016-2017 submitted to the Town Council by the CCPD Board (Staff).
Town CouncilPage 109 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-438-T Version:1 Name:
Type:Agenda Item Status:Public Hearing
File created:7/28/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Conduct a public hearing regarding amending Section 14.02.251, Temporary Uses, of the Town of
Trophy Club Code of Ordinances in order to add the use of a portable classroom and provide for other
amendments (Staff).
Attachments:Staff Report - Amendments to Temporary Use Regulations.pdf
Exhibit A – P&Z proposed amendments to temporary use regulations.pdf
Exhibit B - Proposed Ordinance 2016-27 P&Z.pdf
DateVer.Action ByActionResult
ConductapublichearingregardingamendingSection14.02.251,TemporaryUses,oftheTownofTrophyClubCodeof
Ordinances in order to add the use of a portable classroom and provide for other amendments (Staff).
Town CouncilPage 110 of 198Meeting Date: August 9, 2016
To: Mayor and Town Council
From:Ron Ruthven, Town Planner
CC: Stephen Seidel, Town Manager
Holly Fimbres, Town Secretary/RMO
Re: ADM-16-012 – Amendments to Temporary Use Regulations
Town Council Meeting, August 9, 2016
Agenda Item:
Consider and take appropriate action regarding amendments to Section 14.02.251, Temporary
Uses, of the Town of Trophy Club Code of Ordinances in order to add the use of a portable
classroom and provide for other amendments (Staff).
Details:
The primarypurpose of the proposed amendments is to provide for provisions regulating the
placement of portable classroom structures in the Code of Ordinances where no provisions
currently exist to include minor amendments regarding other portions of the regulations. The
attached proposed regulations reflect the final recommendations of the Planning and Zoning
Commission from the July 21, 2016 meeting.
The Commission’s recommendations are the culmination of multi-staged review of this issue.
The following is a chronology of this item:
5/17/2016: Application and request received from NISD to place a portable classroom
building at Beck Elementary;
6/2/2016: Planning and Zoning Commission (P&Z) considers both the request by the
applicant and the proposed potential regulations from staff that would enable
the Town to regulate the portable building.
6/2/2016: The P&Z votes to table both requests as follows:
-The amendments to the temporary use standards in Code of Ordinances are
tabled to a workshop for further discussion;
-The NISD TUP request is tabled for future consideration by the P&Z only after
the Council adopts regulations concerning portable classrooms.
Page 1 of 3
Town CouncilPage 111 of 198Meeting Date: August 9, 2016
6/23/2016: The P&Z conducts a workshop to discuss how to regulate portable classrooms
and other temporary uses. The P&Z directs staff to amend the original potential
amendments to the TUP regulations.
7/12/2016: The Town Council reviews the above Planning and Zoning Commission
recommendations from the June 23, 2016 workshop and directs staff to move
forward with the amendments as recommended by the Planning and Zoning
Commission.
7/21/2016: The Planning and Zoning Commission considers and recommends approval of the
amendments to the regulations as shown in the attached Exhibit A.
Apart from the Commission’s recommendations, staff proposes the deletion of Section (b)
“residential districts”, which currently states: “A temporary use shall not be permitted nearer
than two hundred fifty (250) feet to a residentially zoned district except for subsection (a)(9) of
this section which shall not be located closer than one thousand (1,000) feet to a developed
residential district.”
Staff proposes this deletion for the following reasons:
1.82% of the Town iszonedfor residential uses (the remainder includes 8% - golf course,
10% - commercial/institutional).Given this and the physical layout of the Town, it is
virtually impossible to meet the 250/1,000 foot separation requirement with the
exception of a few areas in the Town.
2.Most of the allowed temporary uses would be the type of use that would customarily be
allowed within a residentially zoned area, including a portable classroom and a concrete
batch plant.
3.Given the proposed language addition allowing the Council to place conditions on a
temporary use permit request, Council may, on a case-by-case basis, place separation,
buffering and screening provisions from any use deemed to be sensitive upon a
proposed temporary use.
Status of NISD Temporary Use Permit (TUP) Request:
Consideration of the TUP application from NISD was tabled by the Planning and Zoning
Commission on June 2, 2016. Provided that this item is approved by the Town Council, the TUP
will be considered by the Commission on August 18, 2016 and by the Town Council on August
23, 2016. The NISD school year begins on August 22, 2016.
Provisions for Estate Sales:
Staff proposes a provision for estate sales. Estate sales would not be considered garage sales
and would be intended to be rare situations. The proposed wording allowing an estate sale is
as follows:
Page 2 of 3
Town CouncilPage 112 of 198Meeting Date: August 9, 2016
“Estate sales. An estate sale is a sale or auction to dispose of a substantial portion of the
materials owned by a person who is recently deceased or who must dispose of the majority of
his or her personal property to facilitate a move. Estate sales shall not include garage sales.
Only one estate sale shall be allowed per address in any three year period. An estate sale shall
only require the approval of the planning and zoning administrator and shall only require the
submission of a temporary use permit application and fee.”
Giventhe sudden nature of an estate sale, staff proposes that an estate sale would only require
administrative approval.
Public Notice Requirement:
As required by the zoning regulations, notification of public hearings regarding this request was
published in the Fort Worth Star Telegram.
Planning and Zoning Commission Recommendation:
The Planning and Zoning Commission voted to approve this item on July 21, 2016 by a vote of
(5-1) subject to the ordinance amendments shown in Exhibit A.
Staff Recommendation and Analysis:
Staff recommends approval of the regulations as approved by the Planning and Zoning
Commission.
Attachments:
Exhibit A – P&Z proposed amendments to temporary use regulations
Exhibit B – Proposed Ordinance 2016-27 P&Z
Page 3 of 3
Town CouncilPage 113 of 198Meeting Date: August 9, 2016
Exhibit A
Sec. 14.02.2151Temporary uses
(a) Permitted uses.TThe following uses, which are classified as temporary uses, may be
permitted for a period of time by the town council, after recommendation by the planning
and zoning commission. Said period of time shall be determined at the time of approval
but shall not exceed the time limit for selected uses as provided herein.
(1)Carnivals.
(2)Circus.
(3)Fairgrounds.
(4)Community festivals (not including community garage sales).
(5)(1)Community garage sales, by special privilege, see subsection (e) of this
section.
(6)Religious assemblies.
(7)Sports events.
(8)Political rallies.
(9)(2)Concrete mixing or batching plant used temporarily by contractors during the
construction of public improvements orbuildings and, in such cases, the
period of time for which the use is granted may be for a period of time
provided in the contract for completion of such public improvement or
building, providing such temporary use is renewed annually.
(10) Armed forces displays.
(11) Educational or informational displays.
(12)(3)Temporary sales of merchandise by nonprofit organizations.
(13)(4)Real estate sales offices (located in a permanent residential structure), but
only during the development of residential subdivisions, provided that such
use shall not be permitted for more than three (3) years.
(14)(5)Off-street parking for model homes in residential districts, provided on one
lot which complies with all setback requirements of the district in which it is
located for a time period of not greater than one year. However, such
temporary use may be renewed annually.
(15)(6)Construction office used temporarily by contractors during the construction
of public improvements or building and, in such cases, the period of time for
which the use is granted may be for a period of time provided in the contract
Town CouncilPage 114 of 198Meeting Date: August 9, 2016
Exhibit A
for completion of such improvement or building, providing such temporary
use is renewed annually.
(16)(7)Real estate offices (located in trailer or manufactured housing), but only for
a time period not to exceed six (6) months; however such uses may be
renewed one (1)time.
(8)Portable classroom buildings for a public schoolsubject to the following
conditions:
A.Prior to consideration, the applicant shall provide the proposed
color of the portable classroom building, which shall require the
final approval of the town council upon the recommendation of the
planningand zoning commission. Masonry shall not be a required
exterior wall material;
B. Portable classroom buildingsshall havebreezeway and overhead
shelterconnections to the main school building;
C.Unless specified differently by the town council, a portable
classroom shall not be placed on any school property anylonger
than one yearfrom the date of approval by the town council;
D. Portable classroom buildings shallcontain separate restroom
facilities in each portable classroom building;
E.Portable classroom buildings shall be connected to the fire alarm
system for the primary buildingas well as to the primary buildings
principal communication system;
F.Prior tooccupancy, a portable classroom building shall be
inspected by the town. The town shall have the authority to
inspect the building at any time as determined by the town
manager or their designee;
G.The portable classroom building shall be anchoredin orderto
withstand a severe wind event;
H. Portable classroom buildingsshalladhere to the overall school
campus security plan such that an active shooter would not have
an additional advantage apart from the existing school security
plan. The Police Chief to review and approve the planprior to
occupancy of the building;
I.Portable classrooms for private schools shallnot be permitted as
a temporary use;
J. Any other conditions as determined by the town council at final
approval.
(9)Estate sales.An estate saleis a sale or auctionto dispose of a
substantial portion of the materials owned by a person who is recently
deceased or who must dispose ofthe majority ofhis or her personal property
to facilitate a move. Estate sales shall not include garage sales. Only one
estate sale shall be allowed per addressin any three year period.An estate
sale shall only require the approval of the planning and zoning administrator
and shall only require the submission of a temporary use permit application
and fee.
Town CouncilPage 115 of 198Meeting Date: August 9, 2016
Exhibit A
(10) Any other temporaryusenot listed herein. Said unlisted use shall be
considered by the town councilupon the recommendation of the planning and
zoning commission.
(b) Residential districts. A temporary use shall not be permitted nearer than two hundred
fifty (250) feet to a residentially zoned district except for subsection (a)(9) of this section
which shall not be located closer than one thousand (1,000) feet to a developed
residential district.
(bc) Temporary use permit.Including the application requirements contained in Section (e),
aApermit for the temporary use of any property for the above-listed uses shall be
secured from the town planning and zoning administrator prior to such use, after
approval by the town council and after payment of all applicable fees. Final council
approval shall be in the form of a resolution. Said resolution may contain any conditions,
or waivers to this section,imposed by the Councilas a condition of approvalin order to
ensure that said use is allowed and conducted such thatthecommunityshealth, safety
andwelfare is protected.
(cd) Time period.
(1) Except where provided herein, the time period for any use allowed by this
section shall be specified in the approving resolution and may not be
extended without the approval of the Town Council. Use of a parcel of
property for any of the above listed uses for more than thirty (30) days,
except for concrete mixingor batching plants, and off-street parking for model
homes in a residential district, during any one year shall constitute a
permanent use and such parcel or property shall automatically again be
subject to the district regulations of the zoning district in which such parcel or
property is located.
(2) AnyAnnual extensionsof the temporary use permit shallmay be issued by the
zoning administratortown councilupon written request by the applicant.
(de) Community garage sale by special privilege. Uponapproval by the town council, after
recommendation by the planning and zoning commission, a community garage sale
shall be permitted by special privilege to civic organizations or nonprofit organizations.
Such events shall not occur more than twice annually; and each event shall be one day
in duration. Approval of said special privilege shall be a condition to prior approval of
operations of the event and the proposed locations of the garage sale sites by the town
department of public safety.
(e) Application requirements.An application for a temporary usepermitshall be submitted a
minimum of 30 days before the proposed use is to begin. At a minimum, the application
shall contain the following:
(1)A completed temporary use permit applicationtoinclude the written
authorizationof the property ownerif the property owner is not the applicant;
(2)Payment of a temporary use permit fee;
Town CouncilPage 116 of 198Meeting Date: August 9, 2016
Exhibit A
(3)A detailed written description of the requestincluding the proposed time
period for the temporary use;
(4)A site plan, drawn to scale, of the proposed location of the temporary use
including any site conditions such as parking, landscaping, screening,
setbacks, etc.;
(5)Pictures and/or architectural building elevations of any proposed buildings
and structures;
(6)Architectural and/or engineered specifications of any proposed buildings and
structureswhere applicable.
Town CouncilPage 117 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB, TEXAS
ORDINANCE NO. 2016-27P&Z
AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS,
AMENDING SECTION 14.02.251,“TEMPORARY USES”, IN THE
ZONING REGULATIONSOF THE CODE OF ORDINANCES;
PROVIDING FOR A PENALTY OF FINE NOT TO EXCEED TWO
THOUSAND DOLLARS ($2,000.00) FOR EACH OFFENSE; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS
, the Town of Trophy Club, Texas is a Home Rule Town acting under
its Charter adopted by the electorate pursuant to Article XI, Section 5 of the Texas
Constitution and Chapter 9 of the Local Government Code; and
WHEREAS,
the Town of Trophy Clubdesires to amend Section 14.02.251
Temporary Uses in the zoning regulations of the Code of Ordinancesto allow provisions
for the regulationof portable classroom structures in addition to other minor
amendments; and
WHEREAS,
notice of a public hearing before the Town Councilwas published in
a newspaper of general circulation in Trophy Clubat least 15 days before such hearing.
NOW THEREFORE BE IT ORDAINED BY THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS:
SECTION 1.
THAT Section 14.02.251 Temporary Uses in the zoning
regulations of the Code of Ordinances, is hereby amendedto read
as follows:
“…
(a) Permitted uses.The following uses, which are classified as temporary
uses, may be permitted for a period of time by the town council, after
recommendation by the planning and zoning commission. Said period of
time shall be determined at the time of approval but shall not exceed the
time limit for selected uses as provided herein.
(1)Community garage sales, by special privilege, see subsection(e) of
this section.
(2)Concrete mixing or batching plant used temporarily by contractors
during the construction of public improvements or buildings and, in
such cases, the period of time for which the use is granted may be for
a period of time providedin the contract for completion of such public
improvement or building, providing such temporary use is renewed
annually.
Town CouncilPage 118 of 198Meeting Date: August 9, 2016
(3) Temporary sales of merchandise by nonprofit organizations.
(4) Real estate sales offices (located in a permanent residential structure),
but only during the development of residential subdivisions, provided
that such use shall not be permitted for more than three (3) years.
(5) Off-street parking for model homes in residential districts, provided on
one lot which complies with all setback requirements of the district in
which it is located for a time period of not greater than one year.
However, such temporary use may be renewed annually.
(6) Construction office used temporarily by contractors during the
construction of public improvements or building and, in such cases, the
period of time for which the use is granted may be for a period of time
provided in the contract for completion of such improvement or
building, providing such temporary use is renewed annually.
(7) Real estate offices (located in trailer or manufactured housing), but only
for a time period not to exceed six (6) months; however such uses may
be renewed one (1) time.
(8)Portable classroom buildings for a public school subject to the
following conditions:
A.Prior to consideration, the applicant shall provide the proposed color of
the portable classroom building, which shall require the final approval of
the town council upon the recommendation of the planning and zoning
commission. Masonry shall not be a required exterior wall material;
B. Portable classroom buildingsshall have breezeway and overhead shelter
connections to the main school building;
C.Unless specified differently by the town council, a portable classroom
shall not be placed on any school property any longer than one year from
the date of approval by the town council;
D.Portable classroom buildings shall contain separate restroom facilities in
each portable classroom building;
E.Portable classroom buildings shall be connected to the firealarm system
for the primary building as well as to the primary buildings principal
communication system;
F.Prior to occupancy, a portable classroom building shall be inspected by
the town. The town shall have the authority to inspect the building at any
time as determined by the town manager or their designee;
G.The portable classroom building shall be anchored in order to withstand a
severe wind event;
H. Portable classroom buildings shalladhere to the overall school campus
security plan such that an active shooter would not have an additional
advantage apart from the existing school security plan. The Police Chief
to review and approve the planprior to occupancy of the building;
I.Any other conditions as determined by the town council at final approval.
ORD 2016-27P&Z Page 2 of 5
Town CouncilPage 119 of 198Meeting Date: August 9, 2016
(9)Estate sales.
An estate saleis a sale or auctionto dispose of a substantial
portion of the materials owned by a person who is recently deceased or who
the majority of
must dispose ofhis or her personal property to facilitate a
. Estate sales shall not include garage sales. Only one estate
move
sale shall be allowed per address in any three year period. An estate
sale shall only require the approval of the planning and zoning
administrator and shall only require the submission of a temporary use
permit application and fee.
(10)Any other temporary use not listed herein. Said unlisted use shall be
considered by the town council upon the recommendation of the
planning and zoning commission.
(b) Temporary use permit.Including the application requirements contained in
Section (e), apermit for the temporary use of any property for the above-
listed uses shall be secured from the town planning and zoning
administrator prior to such use, after approval by the town council and
after payment of all applicable fees.Final council approval shall be in the
form of a resolution. Said resolution may contain any conditions, or
waivers to this section, imposed by the Council as a condition of approval
in order to ensure that said use is allowed and conducted such that the
communitys health, safety and welfare is protected.
(c) Time period.
(1) Except where provided herein, the time period for any use allowed by
this section shall be specified in the approving resolution and may not
be extended without the approval of the Town Council.
(2) Any extension of the temporary use permit shall be issued by the town
councilupon written request by the applicant.
(d) Community garage sale by special privilege. Upon approval by the town
council, after recommendation by the planning and zoning commission, a
community garage sale shall be permitted by special privilege to civic
organizations or nonprofit organizations. Such events shall not occur more
than twice annually; and each event shall be one day in duration. Approval
of said special privilege shall be a condition to prior approval of operations
of the event and the proposed locations of the garage sale sites by the
town department of public safety.
(e)Application requirements.An application for a temporary use permit shall
be submitted a minimum of 30 days before the proposed use is to begin.
At a minimum, the application shall contain the following:
ORD 2016-27P&Z Page 3 of 5
Town CouncilPage 120 of 198Meeting Date: August 9, 2016
(1)A completed temporary use permit application to include the written
authorization of the property owner if the property owner is not the
applicant;
(2)Payment of a temporary use permit fee;
(3)A detailed written description of the request including the proposed
time period for the temporary use;
(4)A site plan, drawn to scale, of the proposed location of the temporary
use including any site conditions such as parking, landscaping,
screening, setbacks, etc.;
(5)Pictures and/or architectural building elevations of any proposed
buildings and structures;
(6)Architectural and/or engineered specifications of any proposed
buildings and structures where applicable.
SECTION 2.
THAT any person, firm or corporation violating any of the provisions
or terms of this ordinance shall be subject to the same penalty as
provided for in the zoning regulations of the Code of Ordinances,
and upon conviction shall be punishable by a fine not to exceed the
sum of Two Thousand Dollars ($2,000.00) for each offense.
SECTION 3.
THAT if any section, paragraph, subdivision, clause, phrase or
provision of this ordinance shall be judged invalid or
unconstitutional, the same shall not affect the validity of this
ordinance as a whole or any portion thereof other than that portion
so decided to be invalid or unconstitutional.
SECTION 4.
THAT this ordinance shall take effect immediately from and after its
passage.
SECTION 5.
THAT all other provisions of the zoning regulations and the Code of
Ordinancesshall remain in full force and effect, except as amended
herein.
PASSED AND APPROVED
by the Town Council of the Town of Trophy Club,
Texas, this 9thday of August 2016.
C. Nick Sanders, Mayor
Town of Trophy Club, Texas
ORD 2016-27P&Z Page 4 of 5
Town CouncilPage 121 of 198Meeting Date: August 9, 2016
\[SEAL\]
ATTEST:
Holly Fimbres, Town Secretary
Town of Trophy Club, Texas
APPROVED TO AS FORM:
David Dodd, Town Attorney
Town of Trophy Club, Texas
ORD 2016-27P&Z Page 5 of 5
Town CouncilPage 122 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-428-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Introduction of Dr. Ryder Warren, the new Superintendent with Northwest Independent School
District; and receive an update regarding the District and Samuel Beck Elementary; discussion of
same (N. Sanders and G. Reed).
Attachments:
DateVer.Action ByActionResult
IntroductionofDr.RyderWarren,thenewSuperintendentwithNorthwestIndependentSchoolDistrict;andreceivean
update regarding the District and Samuel Beck Elementary; discussion of same (N. Sanders and G. Reed).
Town CouncilPage 123 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-439-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/28/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Consider and take appropriate action regarding amendments to Section 14.02.251, Temporary Uses,
of the Town of Trophy Club Code of Ordinances in order to add the use of a portable classroom and
provide for other amendments (Staff).
Attachments:
DateVer.Action ByActionResult
ConsiderandtakeappropriateactionregardingamendmentstoSection14.02.251,TemporaryUses,oftheTownof
TrophyClubCodeofOrdinancesinordertoaddtheuseofaportableclassroomandprovideforotheramendments
(Staff).
Town CouncilPage 124 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-441-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/28/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Receive update from Mayor and Town Manager related to a meeting the Town had with
representatives of Trophy Club Municipal Utility District No. 1 regarding proposed water/sewer rate
increases and tax rate increases; discussion of same (N. Sanders and G. Lamont).
Attachments:
DateVer.Action ByActionResult
ReceiveupdatefromMayorandTownManagerrelatedtoameetingtheTownhadwithrepresentativesofTrophyClub
MunicipalUtilityDistrictNo.1regardingproposedwater/sewerrateincreasesandtaxrateincreases;discussionofsame
(N. Sanders and G. Lamont).
Town CouncilPage 125 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-442-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/29/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Consider and take appropriate action regarding the design of the Veterans Memorial; receive a
presentation from Teague Nall & Perkins; discussion of same (Staff).
Attachments:2016-08-09-Veteran's Memorial - Council Packet.pdf
DateVer.Action ByActionResult
ConsiderandtakeappropriateactionregardingthedesignoftheVeteransMemorial;receiveapresentationfromTeague
Nall & Perkins; discussion of same (Staff).
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Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-440-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/28/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Referred Agenda Item: Consider and take appropriate action regarding an Ordinance for a Specific
Use Permit for on-premise alcohol sales in conjunction with a restaurant to be operated as part of a
Holiday Inn Hotel, on Lot 3R3, Block B, Trophy Wood Business Center, located at 725 Plaza Drive,
Case SUP-16-009 (Staff).
Attachments:Staff Report - Case #SUP-16-009.pdf
Exhibit A - Application.pdf
Exhibit B - Floor Plan.pdf
Exhibit C - Location and Zoning Map.pdf
Exhibit D - Proposed Ordinance 2016-26 PZ.pdf
DateVer.Action ByActionResult
ReferredAgendaItem:ConsiderandtakeappropriateactionregardinganOrdinanceforaSpecificUsePermitforon-
premisealcoholsalesinconjunctionwitharestauranttobeoperatedaspartofaHolidayInnHotel,onLot3R3,BlockB,
Trophy Wood Business Center, located at 725 Plaza Drive, Case SUP-16-009 (Staff).
Town CouncilPage 139 of 198Meeting Date: August 9, 2016
To: Mayor and Town Council
From:Ron Ruthven, Town Planner
CC: Stephen Seidel, Town Manager
Holly Fimbres, Town Secretary/RMO
Re: Case #SUP-16-009
Town Council Meeting, August 9, 2016
Agenda Item:
Referred Agenda Item: Consider and take appropriate action regarding an Ordinance for a
Specific Use Permit for on-premise alcohol sales in conjunction with a restaurant to be
operated as part of a Holiday Inn Hotel, on Lot 3R3, Block B, Trophy Wood Business Center,
located at 725 Plaza Drive, Case SUP-16-009 (Staff).
Update:
This item was deferred indefinitely by the Town Council at the July 12, 2016 meeting in order to
hear from the hotel owner and the restaurant operator. The applicant has informed staff that
the hotel owner and a representative from The Crooked Pint Ale House will be in attendance at
the August 9, 2016 Council meeting.
Request:
The applicant, James Ling with Huling Enterprises LLC, is requesting approval of a Specific Use
Permit (SUP) for the sale of alcoholic beverages for on-premise consumption for a restaurant
inside the new Holiday Inn currently under construction at 725 Plaza Drive. The restaurant will
be called “The Crooked Pint Ale House” and will locate inside the hotel.
According to the restaurant’s web site, www.crookedpint.com, the restaurant is described as
follows:
“You may call it “The Pint.” You might even call it “CP.” But what ever you call it, Crooked Pint
Ale House will soon be your favorite place to get together over a cold beer and a hot meal. (Try
one of our Lucys and you’ll be hooked for sure!)
Crooked Pint Ale House is a nouveau urban pub with the feel of a local neighborhood restaurant.
Crooked Pint offers a full menu and a generous selection of beer, quality craft brews, wines, and
spirits.
Page 1 of 3
Town CouncilPage 140 of 198Meeting Date: August 9, 2016
From the rough-sawn oak floors and classic pub furnishings and finishes, to the fresh recipes and
authentic smiles, everything at Crooked Pint is the real deal.
Families and friends as well as couples and groups will feel welcome and right at home at
Crooked Pint.
The menu features classic pub faire with nearly 60 choices for lunch, dinner, and weekend
brunch as well as kids’ menu selections.”
According to the ground floor plan included in the approved site plan for the hotel, the
restaurant floor area will contain approximately 5,000 square feet and will be located on the
ground floor, south side of the hotel to the west of the main entrance.
Distance Requirements And Proximity Information:
The Trophy Club Code of Ordinances states that no alcoholic beverages may be sold within
three hundred feet (300’) of a church, public school or private school, or public hospital.
The following measurements detail the proximity of the restaurant to the uses listed below. All
measurements are calculated based on a straight line drawn from the front door of the
restaurant to the closest point of the building mentioned below. For churches and hospitals the
required measurement method prescribed by the Code of Ordinances would yield a
significantly greater distance than is shown below:
Minimum separation of 300 feet required per Code of Ordinances:
Distance to closest school (public or private): 1.1 miles (Walnut Grove Elementary
School – Carroll ISD)
Distance to closest church: 4,000 feet (Lake Cities
Church of Christ)
Distance to closest hospital: 2,000 feet (Baylor Medical
Center)
No minimum separation required:
Distance to closest residence: 450 feet
Public Notice Requirement:
Per the requirements of the State of Texas and the Trophy Club Code of Ordinances, a notice of
public hearing concerning the PD amendment was published in the Fort Worth Star Telegram.
Notice was also mailed to 37 property owners within 500 feet of the subject property. To date
no correspondence has been received.
Planning And Zoning Commission Recommendation:
The Planning and Zoning Commission recommended approval of the request on June 23, 2016
by a (5-0) vote.
Page 2 of 3
Town CouncilPage 141 of 198Meeting Date: August 9, 2016
Staff Review And Recommendation:
Staff recommends approval.
Attachments:
Exhibit A – Application
Exhibit B – Floor Plan
Exhibit C – Location and Zoning Map
Exhibit D – Proposed Ordinance 2016-26P&Z
Page 3 of 3
Town CouncilPage 142 of 198Meeting Date: August 9, 2016
Exhibit A
Town CouncilPage 143 of 198Meeting Date: August 9, 2016
Exhibit A
Town CouncilPage 144 of 198Meeting Date: August 9, 2016
Exhibit A
Town CouncilPage 145 of 198Meeting Date: August 9, 2016
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TOWN OF TROPHY CLUB, TEXAS
ORDINANCE NO. 2016-26P&Z
AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS
APPROVINGASPECIFIC USE PERMIT FOR THE SALE OF MIXED
BEVERAGES IN RESTAURANTS BY FOOD & BEVERAGE
CERTIFICATE HOLDERS ONLY LOCATED WITHIN PD PLANNED
DEVELOPMENT #25, TROPHY WOOD BUSINESS CENTER,ONLOT
3R3, BLOCK B;PROVIDING FOR THE INCORPORATION OF
PREMISES;PROVIDING CONDITIONSAPPLICABLE TO USE;
PROVIDING THATSUCH TRACT OF LAND SHALLALSOBE USED IN
ACCORDANCE WITH THE REQUIREMENTS OF THE
COMPREHENSIVE ZONING ORDINANCE AND ALL OTHER
APPLICABLE ORDINANCES OF THE TOWN; PROVIDING FOR AN
AMENDMENTTO THE COMPREHENSIVE ZONING ORDINANCE OF
THE TOWN; PROVIDING APPLICABLE REGULATIONS/
DISCONTINUATION/REVOCATION; PROVIDING A SAVINGS AND
REPEALER CLAUSE; PROVIDING A PENALTY NOT TO EXCEED THE
SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH
OFFENSE AND A SEPARATE OFFENSE SHALL BE DEEMED
COMMITTED EACH DAY DURING OR ON WHICH A VIOLATION
OCCURS OR CONTINUES; PROVIDING A SEVERABILITY CLAUSE;
PROVIDING FOR PUBLICATION; PROVIDING FOR ENGROSSMENT
AND ENROLLMENT; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS,
the applicant seeks to open a restaurant with alcoholic beverage
sales for on-premise consumption within a new Holiday Inn Hotel; and
WHEREAS,
all legal notices, requirements and conditions having been complied
with, theSpecial Use Permit came before the Planning and Zoning Commission; and
WHEREAS,
after public notices were given in compliance with State law and
public hearings were conducted, and after considering theinformation submitted at the
public hearings and all other relevant information and materials, the Planning and
Zoning Commission of the Town has recommended to the Town Council the adoption of
the amendments to the Comprehensive Zoning Ordinance as set forth in this
Ordinance; and
WHEREAS,
after due deliberations and consideration of the recommendation of
the Planning and Zoning Commission and the information and other materials received
at the public hearing, the Town Council has concluded that the adoption of this
Ordinanceamending the Comprehensive Zoning Ordinance of the Town is in the best
interests of the Town of Trophy Club, Texas and of the public health, safety and welfare.
Town CouncilPage 149 of 198Meeting Date: August 9, 2016
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS:
SECTION 1.
INCORPORATION OF PREMISES
The above and foregoing premises are true and correct and are incorporated
herein and made a part hereof for all purposes.
SECTION 2.
SPECIAL USE PERMIT CONDITIONS
2.01. ASpecificUse Permit (SUP)fortheSale of Mixed Beverages in Restaurants by
Food & Beverage Certificate Holders Only located onLot 3R3, Block BwithinPD
Planned Development #25,Trophy Wood Business Center,is hereby approvedas set
forth herein, and the SUP and the use for which it is granted is subject to all Applicable
Regulations andto the following conditions:
A. The Restaurantuse granted by this SUP shall operate within and incidental to
the primary use of the property as a hotel.
SECTION 3.
APPLICABLE REGULATIONS/DISCONTINUATION/REVOCATION
In all respects the Land shall be subject to the applicable regulations contained in
the Comprehensive Zoning Ordinance and all other applicable and pertinent ordinances
and regulations of the Town, including without limitation regulations governing PD
Planned Development #25and all amendments thereto. TheSpecific Use Permit
granted by this Ordinance shall control in cases of conflict between this Ordinance
and/or PD Planned Development #25and/or theComprehensive Zoning Ordinance.
The Specific Use Permit granted hereby shall discontinueif the use for which this
Specific Use Permit is granted ceases to be operated at the permitted location for a
minimum period of six (6) months. Further, this Specific Use Permit shall be subject to
revocation in accordance with the Town Code of Ordinances.
SECTION 4.
SAVINGSAND REPEALER
This Ordinance shall be cumulative of all other ordinances of the Town affecting
the regulation of land and zoning and shall not repeal any of the provisions of those
ordinances except in those instances where the provisions of those Ordinances are in
direct conflict with the provisions of this Ordinancewhether such Ordinances are
codified or uncodified, and all other provisions of the Ordinances of the Town of Trophy
Club, codified or uncodified, not in conflict with the provisions of this Ordinance, shall
remain in full force and effect.Notwithstanding the foregoing, any complaint, action,
cause of action or claim which prior to the effective date of this Ordinance has been
ORD 2016-26P&Z Page 2 of 4
Town CouncilPage 150 of 198Meeting Date: August 9, 2016
initiated or has arisen under or pursuant to such repealed Ordinance(s) shall continue to
be governed by the provisions of that Ordinance and for that purpose the Ordinance
shall be deemed to remain and continue in full force and effect.
SECTION 5.
PENALTY
It shall be unlawful for any person to violate any provision of this Ordinance, and
any person violating or failing to comply with any provision hereof shall be fined, upon
conviction, in an amount notless than One Dollar ($1.00) nor more than Two Thousand
Dollars ($2,000.00), and a separate offense shall be deemed committed each day
during or on which a violation occurs or continues.The penalty provided by this section
shall be cumulative of all other penalties allowed by law, including without limitation, civil
remedies available for enforcement of this Ordinance.
SECTION 6.
SEVERABILITY
The sections, paragraphs, sentences, phrases, clauses and words of this
Ordinance are severable, and if any section, paragraph, sentence, phrase, clause or
word in this Ordinance or application thereof to any person or circumstance is held
invalid or unconstitutional by a Court of competent jurisdiction, such holding shall not
affect the validity of the remaining portions of this Ordinance, and the Town Council
hereby declares that it would have passed such remaining portions of this Ordinance
despite such invalidity, which remaining portions shall remain in full force and effect.
SECTION 7.
PUBLICATION
The Town Secretary of the Town of TrophyClub is hereby directed to publish,
the Caption, Penalty and Effective Date Clause of this Ordinance as required by Section
52.011 of the Texas Local Government Code.
SECTION 8.
ENGROSSMENT AND ENROLLMENT
The Town Secretary of the Town of Trophy Club ishereby directed to engross
and enroll this Ordinance by filing this Ordinance in the ordinance records of the Town.
SECTION 9.
EFFECTIVE DATE
This Ordinance shall become effective from and after its date of adoption and
publication as provided by law, and it is so ordained.
ORD 2016-26P&Z Page 3 of 4
Town CouncilPage 151 of 198Meeting Date: August 9, 2016
PASSED AND APPROVED
by the Town Council of the Town of Trophy Club,
Texas, this 9thday ofAugust 2016.
C. Nick Sanders, Mayor
Town of Trophy Club, Texas
\[SEAL\]
ATTEST:
Holly Fimbres, Town Secretary
Town of Trophy Club, Texas
APPROVED AS TO FORM:
David Dodd, Town Attorney
Town of Trophy Club, Texas
ORD 2016-26P&Z Page 4 of 4
Town CouncilPage 152 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-427-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Tabled Agenda Item: Consider and take appropriate action regarding an Ordinance amending
Chapter 1, General Provisions, and Chapter 12, Traffic and Vehicles, of the Town of Trophy Club
Code of Ordinances to allow golf carts to be driven on designated paths and in designated areas; and
providing a penalty and an effective date (P. Shoffner and G. Reed).
Attachments:ORD 2016-23 - Golf Cart Amendments.pdf
DateVer.Action ByActionResult
TabledAgendaItem:ConsiderandtakeappropriateactionregardinganOrdinanceamendingChapter1,General
Provisions,andChapter12,TrafficandVehicles,oftheTownofTrophyClubCodeofOrdinancestoallowgolfcartstobe
drivenondesignatedpathsandindesignatedareas;andprovidingapenaltyandaneffectivedate(P.ShoffnerandG.
Reed).
Town CouncilPage 153 of 198Meeting Date: August 9, 2016
TOWN OF TROPHY CLUB, TEXAS
ORDINANCE NO. 2016-23
AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS;
AMENDING SECTION 1.08.031, “DEFINITIONS” OF DIVISION 2,
“PARKS AND RECREATION BOARD”, OF ARTICLE 1.08, “PARKS
AND RECREATION”, OF CHAPTER 1, “GENERAL PROVISIONS” OF
THE TOWN OF TROPHY CLUB CODE OF ORDINANCESTO ADD A
DEFINITION FOR MOTORIZED CARTS;AMENDING SUBSECTIONS
(1), (3),AND (7) AND ADDING SUBSECTION (8)OF SECTION
1.08.062, “VEHICULAR REGULATIONS”OF DIVISION 3, “PARK
REGULATIONS”, OF ARTICLE 1.08, “PARKS AND RECREATION”, OF
CHAPTER 1, “GENERAL PROVISIONS” OF THE TOWN OF TROPHY
CLUB CODE OF ORDINANCESTO ALLOW GOLF CARTSIN
DESIGNATED AREAS; AMENDING SECTION 12.07.002,
“DEFINITIONS,”SECTION 12.07.003, “OPERATIONAL
REGULATIONS,” SECTION 12.07.004, “EQUIPMENT,” AND SECTION
12.07.005, “PERMITS AND CART OPERATION STICKERS” OF
ARTICLE 12.07, “MOTORIZED CARTS”, OF CHAPTER 12, “TRAFFIC
AND VEHICLES” OF THE TOWN OF TROPHY CLUB CODE OF
ORDINANCES TO ALLOW FOR VARIOUS AMENDMENTS INCLUDING
THE ADMISSION OF GOLF CARTS IN DESIGNATED AREASAND TO
REMOVE THE PERMITTING REGULATION OF GOLF CARTS;
PROVIDING FOR THE INCORPORATION OF PREMISES, PROVIDING
FOR AMENDMENTS; PROVIDING A SAVINGS AND REPEALER
CLAUSE; PROVIDING SEVERABILITY; PROVIDING FOR
ENGROSSMENT AND ENROLLMENT; PROVIDING A PENALTY NOT
TO EXCEED THE SUM OF FIVE HUNDRED DOLLARS ($500.00) FOR
EACH OFFENSE;PROVIDING FOR PUBLICATION; AND PROVIDING
AN EFFECTIVE DATE.
WHEREAS,
the Town Council of the Town of Trophy Club, Texas (the Town) is
a home rule municipalityempowered to do all acts and make all regulations which may
be necessary or expedient for the promotion of the public health, safety and general
welfare; and
WHEREAS
, Staffhas reviewed the existing Ordinance governing the use of
motorized carts upon park property within the Town and has determined it necessary
and appropriate to recommend that Council make various amendmentsto Chapter 1,
General Provisions and Chapter 12, Traffic and Vehicles of The Town of Trophy Club
Code of Ordinances; and
WHEREAS
, the establishment of additional regulations and prohibitions is
needed for the orderly operation of motorized carts upon Townpark properties and
facilities; and
WHEREAS,
the Town Council has reviewed the proposed amendments and
finds them necessaryand appropriate in the interest of the public health, safety and
welfare.
Town CouncilPage 154 of 198Meeting Date: August 9, 2016
NOW THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS:
SECTION 1.
INCORPORATION OF PREMISES
The above premises are true and correct and are hereby incorporated in the
body of this Ordinance as if fully set forth herein.
SECTION 2.
CHAPTER 1 “GENERAL PROVISIONS” AMENDMENTS
2.01
Section 1.08.031, Definitionsof Division 2, Parksand Recreation Board, of
Article 1.08, Parks and Recreation, of Chapter1, General Provisions of the Town of
Trophy Club Code of Ordinancesis hereby amended to addadefinition for Motorized
cart or cart in alphabetical order as part of the existing list of Definitionsso that the
new definition shall be and read in its entirety as follows and all other definitions not
expressly amended hereby shall remain the same:
“CHAPTER 1 GENERAL PROVISIONS
. . .
ARTICLE 1.08 PARKS AND RECREATION
. . .
Division 2.Parks and Recreation Board
Section 1.08.031Definitions
Motorized cart or cart. Thoseelectric or gasoline powered motor vehicles,
commonly referred to as golf carts, but which must have a minimum of four (4)
wheels, which have an attainable top speed of less than twenty (20) miles per hour
on a paved level surface, and which have a valid Motorized Cart Permit issued in
accordance with Article 12.07, Motorized Carts. Specifically excluded from this
definition are those motorized conveyances commonly referred to as low speed
vehicles (LSVs), neighborhood electric vehicles (NEVs), all terrain vehicles (ATVs),
four-wheelers, Mules, Gators, and go-carts.
2.02
Subsections (1), (3),and (7),are hereby amended, and a new Subsection (8) is
hereby added to Section 1.08.062 Vehicular regulationsof Division 3, Park
Regulations of Article 1.08, Parks and Recreation, of Chapter 1, General Provisions
of the Town of Trophy Club Code of Ordinances to allow for motorizedcarts to travel
within and to park within designated areasof the Town parks and trailsso that
Subsections (1), (3), (7), and (8) shall be and read in theirentirety as follows:
“CHAPTER 1 GENERAL PROVISIONS
. . .
ORD 2016-23Page 2 of 7
Town CouncilPage 155 of 198Meeting Date: August 9, 2016
ARTICLE 1.08 PARKS AND RECREATION
. . .
Division 3. Park Regulations
Section 1.08.062 Vehicular Regulations
(1)Operate a motor vehicle at a rate of speed in excess of fifteen (15) miles per hour
upon a drive,a designated area of a trail, a road or parking lot within or upon
park property unless such area is otherwise posted.
(3)Operate a vehicle, device, motorized assisted scooter or other motorized device
including, but not limited to vehicles known as ATVs anywhere in or upon park
property, including without limitation, a green space or other grassy area, a
common area, a pathway, or a sidewalk, unless such area is specifically
designated for that purpose by the director; provided however that this prohibition
shall not apply to a device for assisting the disabled or a device that is medically
necessary to assist a person with personal mobility.
(7)Cause or allow either an operable or an inoperable motor vehicleor motorized
cartto remain on any parking area for a period of more than twenty-four (24)
continuous hours.
(8)Motorized carts shall only be operated in those areas specifically designated by
the director and identified by the use of signage and/or other pavement
markings.
SECTION 3.
CHAPTER 12 “TRAFFIC AND VEHICLES” AMENDMENTS
3.01
Section 12.07.002, Definitions of Article 12.07, Motorized Carts, of Chapter
12, Traffic and Vehicles of the Town of TrophyClub Code of Ordinances is hereby
amended to remove certaindefinitions and to modify the Motorized cart or cart
definition so that the new definition shall be and read in its entirety as follows and all
other definitions not expressly amended hereby shall remain the same:
“CHAPTER 12 TRAFFIC AND VEHICLES
. . .
ARTICLE 12.07 MOTORIZED CARTS
. . .
Section 12.07.002 Definitions
...
REMOVE
\[\]Cart Operation Sticker or Sticker
REMOVE
\[\]Daytime Operation
ORD 2016-23Page 3 of 7
Town CouncilPage 156 of 198Meeting Date: August 9, 2016
Motorized cart or cart. Those electric orgasoline powered motor vehicles,
commonly referred to as golf carts, but which must have a minimum of four (4)
wheels, which have an attainable top speed of less than twenty (20) miles per hour
on a paved level surface, and which have a valid Motorized Cart Permit issued in
accordance with Article 12.07, Motorized Carts. Specifically excluded from this
definition are those motorized conveyances commonly referred to as low speed
vehicles (LSVs), neighborhood electric vehicles (NEVs), all terrainvehicles (ATVs),
four-wheelers, Mules, Gators, and go-carts.
REMOVE
\[\]Nighttime
REMOVE
\[\]Permit Holder
REMOVE
\[\]Permit or Motorized Cart Permit
REMOVE
\[\]Business Days
3.02
Subsections(a), (c), and (h) of Section 12.07.003, Operational regulations of
Article 12.07, Motorized Carts, of Chapter 12, Traffic and Vehicles of the Town of
Trophy Club Code of Ordinances arehereby amended to remove the nighttime
restriction of golf cart usages and to allow for golf carts on designated paths and in
designated areasso that the amended subsections shall be and read in theirentirety as
follows:
“CHAPTER 12 TRAFFIC AND VEHICLES
. . .
ARTICLE 12.07 MOTORIZED CARTS
. . .
Section 12.07.003Operational Regulations
(a)Operation of cart/compliance with traffic laws. A driver may operate a motorized
cart within the Town Limits of The Town of Trophy Club. Except as provided
herein, while operating a motorized cart upon street(s) of the town a driver shall
comply with all laws applicable to carts and other motorvehicles as set forth in
this article, the Texas Transportation Code, as amended, and other state laws. A
driver shall be subject to citation for all violations of this article, the Texas
Transportation Code, and other applicable state law.
(c)Sidewalk or pedestrian way. A driver shall not operate a motorized cart on any
sidewalk, pedestrian walkway, jogging path, park trail,or any location normally
used for pedestrian traffic, unless such operation is by police or other authorized
town personnel acting in an official capacity and performing an official duty, or
specifically authorized by another section in the Code of Ordinances.
ORD 2016-23Page 4 of 7
Town CouncilPage 157 of 198Meeting Date: August 9, 2016
(h)Parking. A driver of a motorized cart may park a cart only in the same manner
and at the same places designated for the parking of motor vehiclesor motorized
carts. The stopping, standing or parking of motorized carts in an area where
parking is not allowed or in any place or manner,that impedes the flow of traffic,
pedestrian walkways,or a passageway is prohibited. A driver shall not park a
motorized cart within a space designated for disabled persons unless a current
disabled parking placard is displayed on the cart and the person to whom the
placard was issued is operating or being transported in the motorized cart.
Notwithstanding the foregoing, a property owner may designate an area outside
of a parking area specifically for the use of motorized carts, provided that the
area is marked with appropriate signage and that the parking of a cart in that
area does not obstruct a fire lane, ingress or egress to a building, and does not
interfere with the flow of vehicular traffic in a parking area.
3.03
Subsection (a) of Section 12.07.004, Equipment of Article 12.07, Motorized
Carts, of Chapter 12, Traffic and Vehicles of the Town of Trophy Club Code of
Ordinances is hereby amended toremove the permittingrequirements of golf carts and
toallow golf carts anywhere authorized by the Code of Ordinancesso that the amended
subsection shall be and read in itsentirety as follows:
“CHAPTER 12 TRAFFIC AND VEHICLES
. . .
ARTICLE 12.07 MOTORIZED CARTS
. . .
Section 12.07.004 Equipment
(a)General. It shall be unlawful for a person to operate a motorized cart on the
streets of the town or anywhere authorized by the Code of Ordinances if the
motorized cart does not meet all minimum equipment standards, if required
liability insurance for the cart is not maintained, or if a person fails to comply with
any other requirement of this article.
(b)Required Equipment
Motorized Cart Operation. Except as expressly exempted from this article, each
motorized cart operating upon a street(s) within the town shall be required to
meet the minimum equipment standards specified in this article:
(A)Operational headlamps (2 required);
3.04
Section 12.07.005, Permits and Cart Operation Stickers of Article 12.07,
Motorized Carts, of Chapter 12, Traffic and Vehicles of the Town of Trophy Club
Code of Ordinances is hereby repealed in its entirety to remove the permitting
requirements of golf carts.
ORD 2016-23Page 5 of 7
Town CouncilPage 158 of 198Meeting Date: August 9, 2016
SECTION 4.
SAVINGS AND REPEALER
That this Ordinance shall be cumulative of all other ordinances of the Town and
shall not repeal any of the provisions of such ordinances except in those instances
where provisions of those ordinances are in direct conflict with the provisions of this
Ordinance; whether such ordinances are codified or uncodified, and all other provisions
of the Ordinances of the Town of Trophy Club, codified or uncodified, not in conflict with
the provisions of this Ordinance, shall remain in full force and effect.
SECTION 5.
SEVERABILITY
If any section, article, paragraph, sentence, clause, phrase or word in this
Ordinance, or its application to any person or circumstance is held invalid or
unconstitutional by a Court of competent jurisdiction, such holding shall not affect the
validity of the remaining portions of this Ordinance; and the Town Council hereby
declares it would have passed such remaining portions of the Ordinance despite such
invalidity, which remaining portions shall remain in full force and effect.
SECTION 6.
ENGROSSMENT AND ENROLLMENT
The Town Secretary of the Town of Trophy Club is hereby directed to engross
and enroll this Ordinance in accordance with the Home Rule Charter of the Town.
SECTION7.
PENALTY
It shall be unlawful for any person to violate any provision of this Ordinance, and
any person violating or failing to comply with any provision of this Ordinance shall be
fined, upon conviction, not less than One Dollar ($1.00) nor more thanFive Hundred
Dollars ($500.00), and a separate offense shall be deemed committed upon each day
during or on which a violation occurs or continues.
SECTION 8.
PUBLICATION
The Town Secretary of the Town of Trophy Club is hereby directed to publish,
the Caption, Penalty and Effective Date Clause of this Ordinance as required by Section
52.011 of the Texas Local Government Code.
ORD 2016-23Page 6 of 7
Town CouncilPage 159 of 198Meeting Date: August 9, 2016
SECTION 9.
EFFECTIVE DATE
This Ordinance shall become effective from and after its date of adoption and
publication as providedby law, and it is so ordained.
PASSED AND APPROVED
by the Town of Trophy Club, Texas this 9th day of
August2016.
C. Nick Sanders, Mayor
Town of Trophy Club, Texas
\[SEAL\]
ATTEST:
Holly Fimbres, Town Secretary
Town of Trophy Club, Texas
APPROVED TO AS FORM:
David Dodd, Town Attorney
Town of Trophy Club, Texas
ORD 2016-23Page 7 of 7
Town CouncilPage 160 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-429-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Town Council to provide direction to Town Staff regarding the regulation of solar panels (Staff).
Attachments:Staff Report - Solar Panels.pdf
Exhibit A - Survey of Local Community Solar Panel Requirements.pdf
Exhibit B - Federal Tax Incentive Guidelines for Solar Panels.pdf
DateVer.Action ByActionResult
Town Council to provide direction to Town Staff regarding the regulation of solar panels (Staff).
Town CouncilPage 161 of 198Meeting Date: August 9, 2016
To: Mayor and Town Council
From:Ron Ruthven, Town Planner
CC: Stephen Seidel, Town Manager
Holly Fimbres, Town Secretary/RMO
Re: Solar Panel Direction
Town Council Meeting, August 9, 2016
Agenda Item:
Town Council to provide direction to Town Staff regarding the regulation of solar panels (Staff).
Background:
On January 26, 2016 Town staff discussed the possibility of providing specific regulations for
solar panels in the Town where none currently exist. Council directed staff to bring back
potential regulations regarding the placement of solar panels in the Town. Given current
federal income tax incentives available for solar panel installation (attached), staff is seeing a
steady interest from the community concerning the installation of solar panel systems. Per the
Council’s direction, the following regulations are proposed:
“Section 14.02.356 Solar Panel Systems - DRAFT
General purpose and description. The purpose of these regulations is to accommodate solar panel
systems in specific locations in the community while protecting the public's health, safety and welfare,
and to provide a permitting process for solar panel systems to ensure compliance with the requirements
and standards established in this section.
(a) Definitions. The following words and phrases shall have the meanings ascribed to them in this
section except where the context clearly indicates a different meaning:
1.Solar panel system means a combination of equipment and/or controls, accessories,
interconnecting means and terminal elements for the collection, storage and distribution of
solar energy. Solar panel systems do not include individually powered outdoor solar lights,
such as garden lights, accent lights, security lights, or flood lights.
2.Roof mounted systems means a solar energy system affixed to a principal or accessory
building.
3.Ground mounted systems means a solar panel system with a supporting framework that is
placed on, or anchored in, the ground and that is independent of any building or other
structure.
Page 1 of 4
Town CouncilPage 162 of 198Meeting Date: August 9, 2016
(b) Roof mounted systems. The following regulations shall apply to all roof mounted solar panel
systems:
1.A roof mounted system shall not project above the ridgeline of a pitched, gabled or gambrel roof
and shall be parallel to the roofline. No roof mounted system shall be installed greater than six
(6) inches between the panel and roof. Solar panels may not extend beyond roof edges.
2.A roof mounted system shall not exceed the maximum height permitted within the zoning district
system is located within; if the system is to be located on a flat roof such equipment shall be
completely screened from public view with screening which is the same as the architectural style
of the main structure.
3.All roof mounted systems shall be placed upon the building such that the system is not visible
from a public or private street and/or a golf course.
(c) Ground mounted systems. The following regulations shall apply to all ground mounted solar panel
systems:
1.Ground mounted systems shall not exceed eight feet in height.
2.Ground mounted systems shall not be located within the front yard and shall comply with all
zoning district setback and lot coverage requirements. Said system shall not be located in, on or
across a public easement unless authorized in writing by the easement holder.
3.Ground mounted systems shall be located behind the principal structure on the property and
shall be screened such that the system is not visible from a public or private street and/or a golf
course.
(d) General Regulations. The following general regulations apply to all solar panel systems located
within any district:
1. Building Permit Required - A building permit must be obtained prior to the construction or
installation of a solar panel system. An application for building permit must be accompanied by:
A. The appropriate permit fee as established in the Town’s Fee Schedule;
B. A site plan of the proposed solar panel system
C. A survey and legal description of the subject property where the proposed solar panel system
is to be located;
D. A plan view layout of the proposed solar panel system clearly showing:
i. The location of the system;
ii. All components of the system;
iii. Distances to property lines;
iv. Identification of all easements and building setbacks;
v. Existing structures on the site;
E. Elevation drawings showing:
i. The design and height of the proposed solar panel system; and
ii. Detailed drawings of all System components.
F. A line drawing of the electrical components of the System in sufficient detail to allow for a
determination that the manner of installation conforms to the National Electric\[al\] Code.
This information is frequently supplied by the manufacturer;
Page 2 of 4
Town CouncilPage 163 of 198Meeting Date: August 9, 2016
G. Standard installation drawings of the solar energy structure. An engineering analysis of the
system showing compliance with the adopted building code and certified by a licensed
professional engineer registered in the State of Texas shall also be submitted. This analysis
may be supplied by the manufacturer. Wet stamps shall not be required.
2. Construction Standards - solar panel systems must be installed according to the manufacturer’s
recommendations and under the seal of a professional engineer registered in the State of Texas.
Additionally, all components of a solar panel system shall comply with applicable state and local
building codes.
3. Primary Structure Required on Lot - A solar panel system may be erected on a lot only after a
primary structure has been constructed on the lot.
4. Signs - No advertising or other signs shall be allowed on a solar panel system.
5. Town Building Codes / Safety Standards - To ensure the structural integrity of a solar panel
system, the owner of such system must ensure that it is maintained in compliance with all
provisions of the Town of Trophy Club’s building code and zoning regulations. If, upon inspection,
the Town concludes that a solar panel system fails to comply with such codes and regulations or
constitutes a danger to persons or property, then upon written notice to the owner of the solar
panel system, the owner may have thirty (30) calendar days to bring such System into
compliance with applicable standards. Failure to bring such System into compliance shall
constitute grounds for the removal of the solar panel system at the owner’s expense. This notice
requirement shall not preclude immediate action by the Building Official as allowed by law if
public safety requires such action.
6. Maintenance - A solar panel system shall be maintained at all times, including, but not limited
to, maintaining structural integrity and anchoring of system components.
7. Removal of Unsafe Solar Panel System - Solar panel systems that have, due to damage, lack of
repair, or other circumstances, become unstable or pose a danger of collapse shall be removed
or brought into repair within 30 days following notice given by the Building Official. If the System
is not made safe or removed within 30 days of notification from the Town, the Town may remove
the solar panel system and place a lien upon the property for the costs of the removal. However,
the Building Official may order immediate action to prevent an imminent threat to public safety
or property.
8. Pre-existing solar panel systems and nonconforming uses. A solar panel system operative prior to
August 1, 2016 and which may not meet all the regulations of this section shall be allowed to
continue its present usage as a non-conforming use and shall be treated as a non-conforming
use in accordance with this chapter. Routine maintenance shall be permitted on the existing
system. New construction other than routine maintenance on an existing solar panel system
shall comply with the requirements of this article.
9. Solar panel systems shall not create a nuisance and shall be installed such that any light source,
including sunlight, is not reflected onto adjacent properties creating a nuisance.
(e) Specific Use Permit. Any proposed system that fails to meet the minimum requirements of this
section may be authorized upon approval of a Specific Use Permit (SUP). Any SUP for which an
application is submitted under the authority of this section shall be considered on a case-by-case
basis and subject to the sole discretion of the Town Council upon the recommendation of the
Planning and Zoning Commission. The SUP application shall meet all requirements for SUP
applications as specified elsewhere in this Chapter.”
Page 3 of 4
Town CouncilPage 164 of 198Meeting Date: August 9, 2016
The proposed regulations above are essentially a hybrid of the four municipalities who have
regulations mentioned in the survey below. The regulations are written to allow solar panel
systems through only the issuance of a building permit provided the system meets all
requirements of the regulations. Otherwise, the applicant would be required to apply for a
specific use permit in order to have a system approved that did not meet the minimum
requirements of the regulations. The regulations seek to balance the aesthetic expectations of
the community while addressing the demand for individual solar systems given increasing
energy costs and current federal tax incentives.
Solar Panel Regulations In Other Municipalities:
Staff conducted a survey (attached)of local communities regarding their regulation of solar
panels. Out of ten local communities surveyed, four have specific solar panel regulations while
the others are like Trophy Club with no specific regulations.
Staff Direction:
There are currently 12 homes with existing solar panels systems in the Town. Under the
proposed regulations, these homes would be able to keep and maintain their current systems
and, additionally, would be able to replace them as well provided the system complies with the
new regulations. Staff recommends approval.
Attachments:
Exhibit A - Survey of Local Community Solar Panel Requirements
Exhibit B - Federal Tax Incentive Guidelines for Solar Panels
Page 4 of 4
Town CouncilPage 165 of 198Meeting Date: August 9, 2016
Exhibit B
THE FEDERAL
INVESTMENT TAX CREDIT FOR SOLAR PV
Disclaimer
: This factsheet provides an overview and does not constitute professional tax advice or other
professional financial guidance. It should not be used as the only source of information when making
purchasing decisions, investment decisions, or tax decisions, or when executing other binding agreements.
WHAT IS A TAX CREDIT?
Atax credit is a dollar-for-dollar reduction in the amount of income tax you would otherwise owe. For example, claiming
a $1,000 federal tax credit reduces your federal income taxes due by $1,000.
WHAT IS THE SOLAR INVESTMENT TAX CREDIT?
The federal investment tax credit (ITC) is a tax credit that can be claimed on federal income taxes for 30% of the
1
cost of a solar photovoltaic (PV) system. (Other types of renewable energy are also eligible for the ITC but are
beyond the scope of this factsheet.)
The system must be placed in service during the tax year and generate electricity for a home located in the U.S.
A solar PV system must be placed into service before December 31, 2016, to claim the ITCthe tax credit
expires starting in 2017 unless it is renewed by Congress.
There is no maximum amount that can be claimed if the solar PV system was installed in or after 2009.
AM I ELIGIBLE TO CLAIM THE INVESTMENT TAX CREDIT?
You might be eligible for this tax credit if you meet all of the following criteria:
Your solar PV d i
generally means that construction was completed, your utility approved connecting the system to the grid, pre-
2
operating tests determined the equipment works, and you gained ownership of the system.
The solar PV system is located at aresidential location in the U.S. (but not necessarily your primary residence).
You own the solar PV system (e.g., you purchased it with cash or through financing but are not leasing it or in
an arrangement to purchase electricity generated by a system you do not own).
The solar PV system is new
WHAT EXPENSES ARE INCLUDED?
Solar PV panels or PV cells used to power an attic fan (but not the fan itself)
Contractor labor costs for onsite preparation, assembly, or original installation, including permitting fees,
inspection costs, and developer fees
Balance of system equipment, including wiring, inverters, and mounting equipment
Sales taxes on eligible expenses
NC CLEAN ENERGY TECHNOLOGY CENTER MARCH 2015
Town CouncilPage 167 of 198Meeting Date: August 9, 2016
Exhibit B
HOW DO OTHER INCENTIVES I RECEIVE AFFECT THE ITC?
For current information on incentives, including incentive-specific contact information, visit the Database of State
www.dsireusa.org
Incentives for Renewables and Efficiency website at .
REBATE FROM MY ELECTRIC UTILITY TO INSTALL SOLAR
Under most circumstances, subsidies provided by your utility to you to install a solar PV system are excluded from
income taxes through an exemption in federal law.When this is the case, the utility rebate for installing solar is subtracted
3
from your system costs before you calculate your tax credit. For example, if your solar PV system costs $21,000 and your
utility gave you a one-time rebate of $1,000 for installing the system, your tax credit would be:
0.3($21,000 - $1,000) = $6,000
PAYMENT FROM MY ELECTRIC UTILITY FOR RENEWABLE ENERGY CERTIFICATES
When your utility gives you an upfront incentive in exchange for future renewable energy certificates (RECs) or other
environmental attributes associated with the electricity generated, the payment likely will be considered taxable income.
4
If that is the case, the payment will increase your adjusted gross income (AGI), but it will not reduce the ITC.
REBATE FROM MY STATE GOVERNMENT
Unlike utility rebates, rebates from state governments generally do not reduce your tax credit. For example, if your solar
PV system and installation costs totaled $21,000 and your state government gave you a one-time rebate of $1,000 for
installing the system, your tax credit would be:
0.3$21,000 = $6,300
STATE TAX CREDIT
State tax credits for installing solar PV generally do not reduce federal tax credits and vice versa. However, when you
receive a state tax credit, the income you report on your federal taxes will be higher than it otherwise would have been
because you now have less state income tax to deduct. The end result of claiming a state tax credit is that the amount of
the state tax credit is effectively taxed at the federal tax level.
For example, the net percentage reduction for a homeowner in North Carolina who claims both the 35% state tax credit
and the 30% federal tax credit is calculated as follows, assuming a federal income tax rate of 25%:
0.30 + (1 0.25) (0.35) = 56.25%
Note that because reducing state income taxes increases federal income taxes paid, the two tax credits are not additive
(i.e., not 35% + 30% = 65%). For a $21,000 system, the total cost reduction in this example would be:
\[$21,000 0.30\] + \[$21,000 (1 0.25) (0.35)\]
= $6,300 + $5512.50
= $11,812.50
NC CLEAN ENERGY TECHNOLOGY CENTER MARCH 2015
Town CouncilPage 168 of 198Meeting Date: August 9, 2016
Exhibit B
CAN I CLAIM THE ITC, ASSUMING I MEET ALL REQUIREMENTS,
R?
Yes. You do not necessarily have to be a homeowner to claim the tax credit. A tenant-stockholder at cooperative housing
corporation and members of condominiums are still eligible for the tax credit if they contribute to the costs of an eligible
solar PV system. In this case, the amount you spend contributing to the cost of the solar PV system would be the amount
you would use to calculate your tax credit. However, you cannot claim a tax credit if you are a renter and your landlord
installs a solar system, since you must be an owner of the system to claim the tax credit.
PV ON MY VACATION HOME (LOCATED IN THE U.S.)?
Yes. Solar PV systems do not necessarily have to be installed on your primary residence for you to claim the tax credit.
Note, however, that the residential ITC cannot be claimed when you put a solar PV system on a rental unit you own.
5
ED TO THE ELECTRIC GRID?
Yes. A solar PV system does not necessarily have to be connected to the electric grid for you to claim the ITC, as long as
it is generating electricity for use at your residence.
ARE ON MY PROPERTY, BUT NOT ON MY ROOF?
Yes. The solar PV panels located on your property do not necessarily have to be installed on your roof, as long as it is
generating electricity for use at your residence.
E (OR MY RESIDENCE IS ALSO USED FOR A COMMERCIAL
PURPOSE)?
Yes, but if the residence where you install a solar PV system serves multiple purposes (e.g., you have a home office or
your business is located in the same building), claiming the tax credit can be more complicated. When the amount spent
on the solar PV system is mostly used for residential rather than business purposes, the residential credit may be claimed
in full without added complications. However, if less than 80% of the solar PV system cost is a residential expense, only
the percentage tha
PV SYSTEM INSTEAD OF PAYING FOR IT UPFRONT? (IF SO,
HOW DO I TREAT INTEREST, ORIGINATION FEES, AND EXTENDED WARRANTY
EXPENSES?)
Yes. If you financed the system through the seller of the system and you are contractually obligated to pay for the full cost
of the system, you can claim the ITC based on the full cost of the system. Miscellaneous expenses including interest owed
on financing and origination fee and extended warranty expenses are not eligible expenses to include when calculating
your tax credit.
NC CLEAN ENERGY TECHNOLOGY CENTER MARCH 2015
Town CouncilPage 169 of 198Meeting Date: August 9, 2016
Exhibit B
LS BUT HAVE NOT INSTALLED THEM YET?
installed.
OFF-SITE COMMUNITY SOLAR PROGRAM?
The answer depends heavily on your specific circumstances. The IRS states in Questions 25 and 26 in its
Q&A on Tax
that off-ITC under
Credits
some circumstances. However, community solar programs can be structured in a variety of ways, and even if you are
eligible for the tax credit, it may be difficult to claim due to other tax rules.
in a business that operates the community solar project. If your participation is limited to investing in the community solar
project and you do not participate in the operation of the project on a regular, continuous, and substantial basis, you are
constrained in taking advantage of the ITC because you are considered a
credit associated with a passive investment only be used against passive income tax liability, which only applies to income
generated from either a rental activity or a business in which the individual does not materially participate. Many
homeowners will therefore not have passive income against which the ITC can be claimed.
6
OTHER FREQUENTLY ASKED QUESTIONS
WHAT IF THE TAX CREDIT EXCEEDS MY TAX LIABILITY? WILL I GET A REFUND?
This is a nonrefundable tax credit, meaning you will not get a tax refund for the amount of the tax credit that exceeds your
tax liability. However, you can carryover any unused amount of tax credit to the next tax year.
CAN I USE THE TAX CREDIT AGAINST THE ALTERNATIVE MINIMUM TAX?
Yes. The tax credit can be used against either the federal income tax or the alternative minimum tax.
I BOUGHT A NEW HOUSE THAT WAS CONSTRUCTED T MOVE
IN UNTIL 2014. MAY I CLAIM A TAX CREDIT IF IT CAME WITH SOLAR PV ALREADY
INSTALLED?
Yes. Generally, you can claim a tax credit on the expenses related to the new solar PV system that already came installed
on the house for the year in which you moved into the house (assuming the builder did not claim the tax credit). For
example, you can ask the builder to make a reasonable allocation for these costs for purposes of calculating your tax
credit.
HOW DO I CLAIM THE ITC?
After seeking professional tax advice and ensuring you are eligible for the ITC, you can fill out and attach IRS
Form 5695
to your federal tax return (Form 1040 or Form 1040NR). Instructions on filling out the form are available at
.
http://www.irs.gov/pub/irs-pdf/i5695.pdf
NC CLEAN ENERGY TECHNOLOGY CENTER MARCH 2015
Town CouncilPage 170 of 198Meeting Date: August 9, 2016
Exhibit B
WHERE CAN I FIND MORE INFORMATION?
ASK QUESTIONS
Internal Revenue Service, located at 1111 Constitution Avenue, N.W., Washington, DC 20224, and available by
phone at (800) 829-1040.
FIND RESOURCES
The federal statute and IRS guidance: 26 USC § 25D at
www.gpo.gov
www.irs.gov
Updated information on the current status of the ITC: Database of State Incentives for Renewables and Efficiency
e
www.dsireusa.org
Additional information, guides, and factsheets: Solar Energy Industries Association at
www.seia.org
Acknowledgements
T
his factsheet was prepared by Benjamin Inskeepand Autumn Proudlove of the NC Clean Energy Technology Center
team.
The NC Clean Energy Technology Center is a UNC System-chartered Public Service Center administered by the College of Engineering at North Carolina State
University.Its mission is to advance asustainableenergy economy by educating, demonstrating and providing support for clean energytechnologies, practices,and
policies. The Center provides service to the businesses and citizens of North Carolina and beyond relating to the development and adoption of clean energy
technologies.Through its programs and activities, including the SunShot Solar Outreach Partnership, the Center envisions and seeks to promote the development
and use clean energy in ways that stimulate a sustainable economy while reducing dependence on foreign sources of energy, andmitigating the environmental
impacts of fossil fuel use.
This material is based upon work supported by the U.S. Department of Energy under Award Number DEEE0003525.The guide was produced by the NC Clean
Energy Technology Center (formerly the NC Solar Center) with the support of the following team of organizations: ICLEI Local Governments for Sustainability;
International City/County Management Association (ICMA); Interstate Renewable Energy Council, Inc. (IREC); Meister Consultants Group, Inc. (MCG); Solar
Electric Power Association (SEPA); The Solar Foundation (TSF); American Planning Association(APA); and National Association of Regional Councils (NARC).
This guide was prepared as an account of work sponsored by an agency of the United States Government. Neither the United States Government nor any agency
thereof, nor any of their employees, makes any warranty, express or implied, or assumes any legal liability or responsibility for the accuracy, completeness, or
usefulness of any information, apparatus, product, or process disclosed, or represents that its use would not infringe on privately owned rights. Reference herein to
any specific commercial product, process, or service by trade name, trademark, manufacturer, or otherwise does not necessarily constitute or imply its endorsement,
recommendation, or favoring by the United States Governmentor any agency thereof. The views and opinions of authors expressed herein do not necessarily state or
reflect those of the United States Government or any agency thereof.
ENDNOTES
1
26 U.S.C. § 25D
2
Martin, K. (2013, September 9). Guide to federal tax incentives for solar energy (7.0 ed.). Retrieved from www.seia.org
3
26 U.S.C. § 136
4
Internal Revenue Service. (2010, September 3). IRS private letter ruling 201035003. Retrieved from http://www.irs.gov/pub/irs-wd/1035003.pdf \[Note: A Private
Letter Ruling may not be relied on as precedent by other taxpayers.\]
5
located in the United States and used as a
residence by the taxpayer
6
Coughlin, J., Grove, J., Irvine, L., Jacobs, J. F., Philips, S.J., Moynihan, L., Wiedman, J. (2010, November). A guide to community solar: Utility, private, and non-
profit project development. Retrieved from http://www.nrel.gov/docs/fy12osti/54570.pdf
NC CLEAN ENERGY TECHNOLOGY CENTER MARCH 2015
Town CouncilPage 171 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-430-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Discussion of Town Council Future Agenda Item No. 3, Discussion and action related to town
garage/special/estate/moving sales, etc. (Sanders 4/28/2015) (1-July 28, 2015) (2-December 8,
2015) (3-March 8, 2016) (4-June 14, 2016) (5-September 13, 2016)
Attachments:
DateVer.Action ByActionResult
DiscussionofTownCouncilFutureAgendaItemNo.3,Discussionandactionrelatedtotown
garage/special/estate/movingsales,etc.(Sanders4/28/2015)(1-July28,2015)(2-December8,2015)(3-March8,2016)
(4-June 14, 2016) (5-September 13, 2016)
Town CouncilPage 172 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-431-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Discussion of Town Council Future Agenda Item No. 4, Establish a reserve policy for Trophy Club
Park. (Sanders 5/26/2015) (1-August 25, 2015) (2-December 8, 2015) (3-March 8, 2016) (4-June 14,
2016) (5-September 13, 2016)
Attachments:Fund Balance Policy 2016.pdf
DateVer.Action ByActionResult
DiscussionofTownCouncilFutureAgendaItemNo.4,EstablishareservepolicyforTrophyClubPark.(Sanders
5/26/2015) (1-August 25, 2015) (2-December 8, 2015) (3-March 8, 2016) (4-June 14, 2016) (5-September 13, 2016)
Town CouncilPage 173 of 198Meeting Date: August 9, 2016
Town of Trophy Club, Texas
Fund Balance Policy
Purpose
The purpose of this policy is to establish a key element of the financial stability of the
Town by setting guidelines for fund balance. Unassigned fund balance is an important
measure of economic stability. It is essential that the Town maintain adequate levels of
unassigned fund balance to mitigate financial risk that can occur from unforeseen
revenue fluctuations, unanticipated expenditures, and similar circumstances. The fund
balance also provides cash flow liquidity for the Town’s general operations.
Definitions
Fund Equity–A fund’s equity is generally the difference between its assets and its
liabilities.
Fund Balance–An accounting distinction is made between the portions of fund equity
that spendable and nonspendable. These are broken up into five categories:
1.Nonspendable fund balance – includes amounts that are not in a spendable form
or are required to be maintained intact. Examples are inventory or permanent
funds.
2.Restricted fund balance – includes amounts that can be spent only for the specific
purposes stipulated by external resource providers either constitutionally or
through enabling legislation. Examples include grants and child safety fees.
3.Committed fund balance – includes amounts that can be used only for the
specific purposes determined by a formal action of the government’s highest level
of decision-making authority. Commitments may be changed or lifted only by the
government taking the same formal action that imposed the constraint originally.
4.Assigned fund balance – comprises amounts intended to be used by the
government for specific purposes. Intent can be expressed by the governing body
or by an official or body to which the governing body delegates the authority. In
governmental funds other than the general fund, assigned fund balance
represents the amount that is not restricted or committed. This indicates that
resources in other governmental funds are, at a minimum, intended to be used
for the purpose of that fund.
5.Unassigned fund balance – is the residual classification of the general fund and
includes all amounts not contained in other classifications. Unassigned amounts
are technically available for any purpose.
Working Capital–A proprietary fund’s working capital is generally the difference
between its current assets and its current liabilities; it is the amount available to meet
near term obligations.
Town CouncilPage 174 of 198Meeting Date: August 9, 2016
Policy
Committed Fund Balance
The Town Council is the Town’s highest level of decision-making authority and
the formal action that is required to be taken to establish, modify, or rescind a
fund balance commitment is a resolution approved by the Council at the Town’s
Council meeting.
The resolution must either be approved or rescinded, as applicable, prior to the
last day of the fiscal year for which the commitment is made. The amount subject
to the constraint may be determined in the subsequent period.
Assigned Fund Balance
The Town Council has authorized the Town’s Financial Director as the official
authorized to assign fund balance to a specific purpose as approved by this fund
balance policy.
Minimum Unassigned Fund Balance
It is the goal of the Town to achieve and maintain an unassigned fund balance in
the general fund equal to 30% of expenditures. The Town considers a balance of
less than 15% to be cause for concern, barring unusual or deliberate
circumstances.
If unassigned fund balance falls below the Town’s desired goal, the Town will
assess the severity of the issue and based on council direction will proceed with
the following actions. Finance will review all assigned, committed, and reserved
fund balances if feasible council/authorized official may convert these funds to
unassigned. If this is not an option, council/authorized official will look to
generate excess reserves to replenish these unassigned funds to maintain
compliance with this policy. If the Town is unable to become compliant in the
current year, the Town will look to replenish unreserved fund balance in the next
budget cycle.
Order of Expenditure of Funds
When multiple categories of fund balance are available for expenditure (for
example, a construction project is being funded partly by a grant, funds set aside
by the Town Council, and unassigned fund balance), the Town will start with the
most restricted category and spend those funds first before moving down to the
next category with available funds.
Town CouncilPage 175 of 198Meeting Date: August 9, 2016
Proprietary Funds
It is the goal of the Town to achieve and maintain a working capital balance in
proprietary funds of at least 180 days of operating expenses. The Town considers
a working capital balance of less than 90 days of operating expenses to be cause
for concern, barring unusual or deliberate circumstances.
Town CouncilPage 176 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-432-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Discuss and receive update regarding Fiscal Year 2017 Budget; and Town Council to provide
direction to Town Staff as related to Budget (Staff).
Attachments:
DateVer.Action ByActionResult
DiscussandreceiveupdateregardingFiscalYear2017Budget;andTownCounciltoprovidedirectiontoTownStaffas
related to Budget (Staff).
Town CouncilPage 177 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-433-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Consider and take appropriate action regarding a record vote on a not -to-exceed Fiscal Year 2017
Ad Valorem Tax Rate and to schedule two public hearings to meet Truth in Taxation requirements
and/or as required by the Charter and related matters (Staff).
Attachments:Staff Report - Fiscal Year 2017 Tax Rate Discussion.pdf
2016 Effective Tax Rate Worksheet.pdf
DateVer.Action ByActionResult
Considerandtakeappropriateactionregardingarecordvoteonanot-to-exceedFiscalYear2017AdValoremTaxRate
andtoscheduletwopublichearingstomeetTruthinTaxationrequirementsand/orasrequiredbytheCharterandrelated
matters (Staff).
Town CouncilPage 178 of 198Meeting Date: August 9, 2016
To: Mayor and Town Council
From:Steven Glickman, Assistant Town Manager/CFO
CC: Stephen Seidel, Town Manager
Holly Fimbres, Town Secretary/RMO
Re: Fiscal Year 2017 Tax Rate Discussion
Town Council Meeting, August 9, 2016
Agenda Item:
Consider and take appropriate action regarding a record vote on a not -to-exceed Fiscal Year
2017 Ad Valorem Tax Rate and to schedule two public hearings to meet Truth in Taxation
requirements and/or as required by the Charter and related matters (Staff).
Explanation:
The proposed Fiscal Year 2017budget includes an ad valorem tax rate of $0.484 per $100 of
valuation.Of the $0.484/$100 tax rate $0.374/$100 is for maintenance and operations and
$0.11/$100 is to service the Town’s debt requirements for the upcoming fiscal year. The
effective tax rate for Fiscal Year 2017 is $0.455562/$100 and the rollback rate is
$0.490084/$100. A proposed tax rate above the lower of the effective or rollback rates must
be approved via a record vote and also triggers the requirement to hold two public hearings.
Attachments:
2016 Effective Tax Rate Worksheet
Recommendation:
Staff recommends maintaining the proposed $0.484/$100 ad valorem tax rate and setting two
publichearings for Tuesday, August 23, 2016 and Tuesday, September 13, 2016.
Page 1 of 1
Town CouncilPage 179 of 198Meeting Date: August 9, 2016
2016 Effective Tax Rate Worksheet
TOWN OF TROPHY CLUB
See pages 13 to 16 for an explanation of the effective tax rate.
1.2015 total taxable value. Enter the amount of 2015 taxable value on the 2015
tax roll today. Include any adjustments since last year's certification; exclude
Section 25.25(d) one-third over-appraisal corrections from these adjustments.
This total includes the taxable value of homesteads with tax ceilings (will deduct
in line 2) and the captured value for tax increment financing (will deduct taxes in
1
$1,578,930,772
line 14).
2.2015 tax ceilings. Counties, Cities and Junior College Districts. Enter 2015 total
taxable value of homesteads with tax ceilings. These include the homesteads of
homeowners age 65 or older or disabled. Other units enter "0" If your taxing units
adopted the tax ceiling provision in 2015 or prior year for homeowners age 65 or
2
$202,892,731
older or disabled, use this step.
$1,376,038,041
3.Preliminary 2015 adjusted taxable value. Subtract line 2 from line 1.
$0.484000/$100
4.2015 total adopted tax rate.
5. 2015 taxable value lost because court appeals of ARB decisions reduced
2015 appraised value.
A.Original 2015 ARB values:$16,922,601
B.2015 values resulting from final court decisions:-$15,671,174
C.
3
$1,251,427
2015 value loss. Subtract B from A.
6.2015 taxable value, adjusted for court-ordered reductions.
$1,377,289,468
Add line 3 and line 5C.
7. 2015 taxable value of property in territory the unit deannexed after January
4
$0
1, 2015. Enter the 2015 value of property in deannexed territory.
8. 2015 taxable value lost because property first qualified for an exemption in
2015. Note that lowering the amount or percentage of an existing exemption
does not create a new exemption or reduce taxable value. If the taxing unit
increased an original exemption, use the difference between the original
exempted amount and the increased exempted amount. Do not include value
lost due to freeport, "goods-in-transit" exemptions.
A.Absolute exemptions. Use 2015 market value:$16,000
B.Partial exemptions. 2016 exemption amount or
2016 percentage exemption times 2015 value:+$2,844,090
C.
5
$2,860,090
Value loss. Add A and B.
1 Tex. Tax Code § 26.012(14)
2 Tex. Tax Code § 26.012(14)
3 Tex. Tax Code § 26.012(13)
4 Tex. Tax Code § 26.012(15)
5 Tex. Tax Code § 26.012(15)
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2016 Effective Tax Rate Worksheet (continued)
TOWN OF TROPHY CLUB
9. 2015 taxable value lost because property first qualified for agricultural
appraisal (1-d or 1-d-1), timber appraisal, recreational/scenic appraisal or
public access airport special appraisal in 2016. Use only those properties
that first qualified in 2016; do not use properties that qualified in 2015.
A.2015 market value:$0
B.2016 productivity or special appraised value:- $0
C.
6
$0
Value loss. Subtract B from A.
$2,860,090
10.Total adjustments for lost value. Add lines 7, 8C and 9C.
$1,374,429,378
11.2015 adjusted taxable value. Subtract line 10 from line 6.
$6,652,238
12.Adjusted 2015 taxes. Multiply line 4 by line 11 and divide by $100.
13.Taxes refunded for years preceding tax year 2015. Enter the amount of taxes
refunded by the taxing unit for tax years preceding tax year 2015. Types of
refunds include court decisions, Tax Code § 25.25(b) and (c) corrections and Tax
Code § 31.11 payment errors. Do not include refunds for tax year 2015. This line
7
$5,731
applies only to tax years preceding tax year 2015.
14.Taxes in tax increment financing (TIF) for tax year 2015. Enter the amount of
taxes paid into the tax increment fund for a reinvestment zone as agreed by the
taxing unit. If the unit has no 2016 captured appraised value in Line 16D, enter
8
$6,095
"0".
15.Adjusted 2015 taxes with refunds and TIF adjustment. Add lines 12 and 13,
9
$6,651,874
subtract line 14.
16. Total 2016 taxable value on the 2016 certified appraisal roll today. This
value includes only certified values and includes the total taxable value of
homesteads with tax ceilings (will deduct in line 18). These homesteads
10
includes homeowners age 65 or older or disabled.
A.Certified values only:$1,711,441,445
B.Counties: Include railroad rolling stock values
certified by the Comptroller's office:+ $0
6 Tex. Tax Code § 26.012(15)
7 Tex. Tax Code § 26.012(13)
8 Tex. Tax Code § 26.03(c)
9 Tex. Tax Code § 26.012(13)
10 Tex. Tax Code § 26.012(15)
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2016 Effective Tax Rate Worksheet (continued)
TOWN OF TROPHY CLUB
16.C.Pollution control exemption: Deduct the value of
(cont.) property exempted for the current tax year for the
first time as pollution control property:- $0
D.Tax increment financing: Deduct the 2016
captured appraised value of property taxable by a
taxing unit in a tax increment financing zone for
which the 2016 taxes will be deposited into the tax
increment fund. Do not include any new property
11
value that will be included in line 21 below.- $2,299,880
E.Total 2016 value. Add A and B, then subtract C
$1,709,141,565
and D.
17. Total value of properties under protest or not included on certified
12
appraisal roll.
A. 2016 taxable value of properties under protest.
The chief appraiser certifies a list of properties still
under ARB protest. The list shows the appraisal
district's value and the taxpayer's claimed value, if
any or an estimate of the value if the taxpayer
wins. For each of the properties under protest, use
13
the lowest of these values. Enter the total value.$50,051,148
B. 2016 value of properties not under protest or
included on certified appraisal roll. The chief
appraiser gives taxing units a list of those taxable
properties that the chief appraiser knows about but
are not included at appraisal roll certification.
These properties also are not on the list of
properties that are still under protest. On this list of
properties, the chief appraiser includes the market
value, appraised value and exemptions for the
preceding year and a reasonable estimate of the
market value, appraised value and exemptions for
the current year. Use the lower market, appraised
or taxable value (as appropriate). Enter the total
14
value.+ $256,300
11 Tex. Tax Code § 26.03(c)
12 Tex. Tax Code § 26.01(c)
13 Tex. Tax Code § 26.04 and 26.041
14 Tex. Tax Code § 26.04 and 26.041
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2016 Effective Tax Rate Worksheet (continued)
TOWN OF TROPHY CLUB
17.C.Total value under protest or not certified. Add A
$50,307,448
(cont.) and B.
18.2016 tax ceilings. Counties, cities and junior colleges enter 2016 total taxable
value of homesteads with tax ceilings. These include the homesteads of
homeowners age 65 or older or disabled. Other taxing units enter "0". If your
taxing units adopted the tax ceiling provision in 2015 or prior year for
15
$234,922,115
homeowners age 65 or older or disabled, use this step.
$1,524,526,898
19.2016 total taxable value. Add lines 16E and 17C. Subtract line 18.
20. Total 2016 taxable value of properties in territory annexed after January 1,
2008. Include both real and personal property. Enter the 2016 value of property
16
$0
in territory annexed.
21. Total 2016 taxable value of new improvements and new personal property
located in new improvements. New means the item was not on the appraisal
roll in 2015. An improvement is a building, structure, fixture or fence erected on
or affixed to land. New additions to existing improvements may be included if the
appraised value can be determined. New personal property in a new
improvement must have been brought into the taxing unit after January 1, 2015
and be located in a new improvement. New improvements do include property
17
$64,380,740
on which a tax abatement agreement has expired for 2016.
$64,380,740
22.Total adjustments to the 2016 taxable value. Add lines 20 and 21.
$1,460,146,158
23.2016 adjusted taxable value. Subtract line 22 from line 19.
24.
18
$0.455562/$100
2016 effective tax rate. Divide line 15 by line 23 and multiply by $100.
25.COUNTIES ONLY. Add together the effective tax rates for each type of tax the
19
$/$100
county levies. The total is the 2016 county effective tax rate.
15 Tex. Tax Code § 26.012(6)
16 Tex. Tax Code § 26.012(17)
17 Tex. Tax Code § 26.012(17)
18 Tex. Tax Code § 26.04(c)
19 Tex. Tax Code § 26.04(d)
A county, city or hospital district that adopted the additional sales tax in November 2015 or in May 2016 must adjust
its effective tax rate. on page 39 sets out this adjustment. Do not forget to
The AdditionalSales Tax Rate Worksheet
complete the if the taxing unit adopted the additional sales tax on these dates.
Additional Sales Tax Rate Worksheet
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2016 Rollback Tax Rate Worksheet
TOWN OF TROPHY CLUB
See pages 17 to 21 for an explanation of the rollback tax rate.
$0.374000/$100
26.2015 maintenance and operations (M&O) tax rate.
$1,374,429,378
27.2015 adjusted taxable value. Enter the amount from line 11.
28.2015 M&O taxes.
A. Multiply line 26 by line 27 and divide by $100.$5,140,365
B. Cities, counties and hospital districts with
additional sales tax: Amount of additional sales
tax collected and spent on M&O expenses in 2015.
Enter amount from full year's sales tax revenue
spent for M&O in 2015 fiscal year, if any. Other
units, enter "0." Counties exclude any amount that
was spent for economic development grants from
the amount of sales tax spent.+ $0
C.Counties: Enter the amount for the state criminal
justice mandate. If second or later year, the
amount is for increased cost above last year's
amount. Other units, enter "0."+ $0
D.Transferring function: If discontinuing all of a
department, function or activity and transferring it
to another unit by written contract, enter the
amount spent by the unit discontinuing the function
in the 12 months preceding the month of this
calculation. If the unit did not operate this function
for this 12-month period, use the amount spent in
the last full fiscal year in which the unit operated
the function. The unit discontinuing the function will
subtract this amount in H below. The unit receiving
the function will add this amount in H below. Other
units, enter "0."+/- $0
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2016 Rollback Tax Rate Worksheet (continued)
TOWN OF TROPHY CLUB
28.E. Taxes refunded for years preceding tax year
(cont.) 2015: Enter the amount of M&O taxes refunded
during the last budget year for tax years preceding
tax year 2015. Types of refunds include court
decisions, Section 25.25(b) and (c) corrections
and Section 31.11 payment errors. Do not include
refunds for tax year 2015. This line applies only to
tax years preceding tax year 2015.+ $4,434
F.Enhanced indigent health care expenditures:
Enter the increased amount for the current year's
enhanced indigent health care expenditures
above the preceding tax year's enhanced indigent
health care expenditures, less any state
assistance.+ $0
G.Taxes in tax increment financing (TIF): Enter
the amount of taxes paid into the tax increment
fund for a reinvestment zone as agreed by the
taxing unit. If the unit has no 2016 captured
appraised value in Line 16D, enter "0."- $6,095
H.Adjusted M&O Taxes. Add A, B, C, E and F. For
unit with D, subtract if discontinuing function and
$5,138,704
add if receiving function. Subtract G.
29.2016 adjusted taxable value.
$1,460,146,158
Enter line 23 from the Effective Tax Rate Worksheet.
30.2016 effective maintenance and operations rate.
$0.351930/$100
Divide line 28H by line 29 and multiply by $100.
31.2016 rollback maintenance and operation rate.
Multiply line 30 by 1.08. (See lines 49 to 52 for additional rate for pollution
$0.380084/$100
control expenses.
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2016 Rollback Tax Rate Worksheet (continued)
TOWN OF TROPHY CLUB
32.
Total 2016 debt to be paid with property taxes and additional sales tax
revenue.
"Debt" means the interest and principal that will be paid on debts that:
(1) are paid by property taxes,
(2) are secured by property taxes,
(3) are scheduled for payment over a period longer than one year and
(4) are not classified in the unit's budget as M&O expenses.
A:Debt also includes contractual payments to other
taxing units that have incurred debts on behalf of this
taxing unit, if those debts meet the four conditions
above. Include only amounts that will be paid from
property tax revenue. Do not include appraisal
district budget payments. List the debt in Schedule
B: Debt Service.$1,959,678
B: Subtract unencumbered fund amount used to
reduce total debt.-$282,685
C: Subtract amount paid from other resources.-$0
D:Adjusted debt. Subtract B and C from A.
$1,676,993
33.Certified 2015 excess debt collections. Enter the amount certified by the
$0
collector.
$1,676,993
34.Adjusted 2016 debt. Subtract line 33 from line 32.
35.Certified 2016 anticipated collection rate. Enter the rate certified by the
100.000000%
collector. If the rate is 100 percent or greater, enter 100 percent.
$1,676,993
36.2016 debt adjusted for collections. Divide line 34 by line 35.
$1,524,526,898
37.2016 total taxable value. Enter the amount on line 19.
$0.110000/$100
38.2016 debt tax rate. Divide line 36 by line 37 and multiply by $100.
$0.490084/$100
39.2016 rollback tax rate. Add lines 31 and 38.
40.COUNTIES ONLY. Add together the rollback tax rates for each type of tax the
$/$100
county levies. The total is the 2016 county rollback tax rate.
A taxing unit that adopted the additional sales tax must complete the lines for the . A
Additional Sales Tax Rate
taxing unit seeking additional rollback protection for pollution control expenses completes the
Additional Rollback
.
Protection for Pollution Control
Town CouncilPage 186 of 198Meeting Date: August 9, 2016
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2016 Notice of Effective Tax Rate
Worksheet for Calculation of Tax Increase/Decrease
Entity Name:Date:
TOWN OF TROPHY CLUB 08/03/2016
1.
2015 taxable value, adjusted for court-ordered reductions.
Enter line 6 of the Effective Tax Rate Worksheet.$1,377,289,468
2.
2015 total tax rate.
Enter line 4 of the Effective Tax Rate Worksheet.0.484000
3.
Taxes refunded for years preceding tax year 2015.
Enter line 13 of the Effective Tax Rate Worksheet.$5,731
4.
Last year's levy.
Multiply Line 1 times Line 2 and divide by 100.
To the result, add Line 3.$6,671,812
5.
2016 total taxable value. Enter Line 19 of
the Effective Tax Rate Worksheet.$1,524,526,898
6.
2016 effective tax rate.
Enter line 24 of the Effective Tax Rate Worksheet or Line 47
of the Additional Sales Tax Rate Worksheet.0.455562
7.
2016 taxes if a tax rate equal to the effective tax rate is adopted.
Multiply Line 5 times Line 6 and divide by 100.$6,945,165
8.
Last year's total levy.
Sum of line 4 for all funds.$6,671,812
9.
2016 total taxes if a tax rate equal to the effective tax rate is adopted.
Sum of line 7 for all funds.$6,945,165
10.
Tax Increase (Decrease).
Subtract Line 8 from Line 9.$273,353
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TOWN OF TROPHY CLUB
Tax Rate Recap for 2016 Tax Rates
Tax Levy
This is calculated using the
Additional Tax LevyAdditional Tax Levy
Total Adjusted Taxable
Tax Rate Per
Compared to last year's taxCompared to effective tax
Description of Rate
$100
Value (line 19) of the
levy of 7,642,025 rate levy of 6,945,165
Effective Tax Rate
Worksheet
Last Year's Tax Rate0.484000$7,378,710$-263,315$433,545
Effective Tax Rate0.455562$6,945,165$-696,860$0
Notice & Hearing Limit*0.455562$6,945,165$-696,860$0
Rollback Tax Rate0.490084$7,471,462$-170,563$526,297
Proposed Tax Rate0.000000$0$-7,642,025$-6,945,165
Effective Tax Rate Increase in Cents per $100
0.000.4555626,945,165-696,8600
0.500.4605627,021,392-620,63376,226
1.000.4655627,097,618-544,407152,453
1.500.4705627,173,844-468,181228,679
2.000.4755627,250,071-391,954304,905
2.500.4805627,326,297-315,728381,132
3.000.4855627,402,523-239,502457,358
3.500.4905627,478,750-163,275533,584
4.000.4955627,554,976-87,049609,811
4.500.5005627,631,202-10,823686,037
5.000.5055627,707,42965,404762,263
5.500.5105627,783,655141,630838,490
6.000.5155627,859,881217,856914,716
6.500.5205627,936,108294,083990,942
7.000.5255628,012,334370,3091,067,169
7.500.5305628,088,560446,5351,143,395
8.000.5355628,164,787522,7621,219,622
8.500.5405628,241,013598,9881,295,848
9.000.5455628,317,239675,2141,372,074
9.500.5505628,393,466751,4411,448,301
10.000.5555628,469,692827,6671,524,527
10.500.5605628,545,918903,8941,600,753
11.000.5655628,622,145980,1201,676,980
11.500.5705628,698,3711,056,3461,753,206
12.000.5755628,774,5981,132,5731,829,432
12.500.5805628,850,8241,208,7991,905,659
13.000.5855628,927,0501,285,0251,981,885
13.500.5905629,003,2771,361,2522,058,111
14.000.5955629,079,5031,437,4782,134,338
14.500.6005629,155,7291,513,7042,210,564
*Notice & Hearing Limit Rate: This is the highest tax rate that may be adopted without notices and a public hearing. It is the lower of the
rollback tax rate or the effective tax rate.
School Districts: The school tax rate limit is $1.50 for M&O, plus $0.50 for 'New' debt plus a rate for 'Old' debt. 'Old' debt is debt authorized
to be issued at an election held on or before April 1, 1991, and issued before September 1, 1992. All other debt is 'New' debt.
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Tax Levy:
This is calculated by taking the adjusted taxable value (line 19 of Effective Tax Rate Worksheet),
multiplying by the appropriate rate, such as the Effective Tax Rate and dividing by 100.
For School Districts:
This is calculated by taking the adjusted taxable value (line 34 of the Rollback
Tax Rate Worksheet), multiplying by the appropriate rate, dividing by 100 and then adding this
year's frozen tax levy on homesteads of the elderly.
Additional Levy
This is calculated by taking Last Year's taxable value (line 3 of Effective Tax Rate Worksheet),
Last Year:
multiplying by Last Year's tax rate (line 4 of Effective Tax Rate Worksheet) and dividing by 100.
For School Districts:
This is calculated by taking Last Year's taxable value, subtracting Last Year's
taxable value for the elderly, multiplying by Last Year's tax rate, dividing by 100 and adding Last
Year's tax ceiling.
Additional Levy
This is calculated by taking the current adjusted taxable value, multiplying by the Effective Tax Rate
This Year:
and dividing by 100.
For School Districts:
This is calculated by taking the adjusted taxable value (line 34 of the Rollback
Tax Rate Worksheet), multiplying by the Effective Tax Rate, dividing by 100 and adding This Year's
tax ceiling.
COUNTIES
All figures in this worksheet include ALL County Funds. Tax Levy amounts are the sum of each
ONLY:
Fund's Taxable Value X each Fund's Tax Rate.
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2016 Property Tax Rates in TOWN OF TROPHY CLUB
This notice concerns 2016 property tax rates for TOWN OF TROPHY CLUB . It presents information about three tax
rates. Last year's tax rate is the actual rate the taxing unit used to determine property taxes last year. This year's effective
tax rate would impose the same total taxes as last year if you compare properties taxed in both years. This year's
rollback tax rate is the highest tax rate the taxing unit can set before taxpayers can start tax rollback procedures. In each
case these rates are found by dividing the total amount of taxes by the tax base (the total value of taxable property) with
adjustments as required by state law. The rates are given per $100 of property value.
Last year's tax rate:
Last year's operating taxes$5,140,366
Last year's debt taxes$1,511,872
Last year's total taxes$6,652,238
Last year's tax base$1,374,429,378
Last year's total tax rate0.484000/$100
This year's effective tax rate:
Last year's adjusted taxes
(after subtracting taxes on lost property)$6,651,874
÷This year's adjusted tax base
(after subtracting value of new property)$1,460,146,158
=This year's effective tax rate0.455562/$100
This year's rollback tax rate:
Last year's adjusted operating taxes
(after subtracting taxes on lost property and adjusting for
any transferred function, tax increment financing, state
criminal justice mandate and/or enhanced indigent health
care expenditures)$5,138,704
÷This year's adjusted tax base$1,460,146,158
=This year's effective operating rate0.351930/$100
×1.08 = this year's maximum operating rate0.380084/$100
+This year's debt rate0.110000/$100
=This year's rollback rate0.490084/$100
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Statement of Increase/Decrease
If TOWN OF TROPHY CLUB adopts a 2016 tax rate equal to the effective tax rate of 0.455562 per $100 of value, taxes would increase compared to 2015
taxes by $ 273,353.
Schedule A: Unencumbered Fund Balances:
The following estimated balances will be left in the unit's property tax accounts at the end of the fiscal year. These balances are not encumbered by a
corresponding debt obligation.
Type of Property Tax FundBalance
General Fund3,803,339
Debt Service Fund129,647
Schedule B: 2016 Debt Service:
The unit plans to pay the following amounts for long-term debts that are securedby property taxes. These amounts will be paid from property tax revenues (or
additional sales tax revenues, if applicable).
Description of DebtPrincipal orInterest to beOther AmountsTotal Payment
Contract Paid from to be Paid
Payment to be Property Taxes
Paid from
Property Taxes
2004 C O33,00012,810045,810
2007 G O155,00012,8000167,800
2014 C O105,00070,8880175,888
2010 G O210,000153,1060363,106
2010 Refunding180,00038,9000218,900
2013 C O75,00031,9750106,975
2016 C O125,000158,1420283,142
2015 G O Refuding40,00036,624076,624
2016 G O340,000181,4330521,433
Total required for 2016 debt service$1,959,678
-Amount (if any) paid from funds listed in Schedule A$0
-Amount (if any) paid from other resources$0
-Excess collections last year$0
=Total to be paid from taxes in 2016$1,959,678
+Amount added in anticipation that the unit will collect only 100.000000% of its taxes in 2016$0
=Total Debt Levy$1,676,993
---------------------------------------------------------------------------------------------------------------------------------------------------
This notice contains a summary of actual effective and rollback tax rates' calculations. You can inspect a copy of the full calculations at 1505 E. McKinney
Street , Denton, TX 76209.
Name of person preparing this notice: Michelle French
Title: Tax Assessor/Collector
Date prepared: July 25, 2016
Town CouncilPage 191 of 198Meeting Date: August 9, 2016
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Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-434-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Discussion of items for Future Agendas to include agenda items for consideration on the upcoming
Regular Session Council Agenda for August 23, 2016 and items from the Town Council Future
Agenda Items list, to include discussion of the below items:
A)Item No. 5 - Review negotiating with the Trophy Club Municipal Utility District No. 1 to transfer
the title for the land that the Annex Building is built on. (Lamont 11/10/2015) (1-February 9, 2016) (2-
May 10, 2016) (3-August 9, 2016)
B)Item No. 6 - Discussion and consideration of laws related to texting while driving inside the
Town. (Reed 1/26/2016) (1-April 26, 2016) (2-August 9, 2016)
Attachments:August 23, 2016 Upcoming Agenda.pdf
Items for Future Agendas updated 8-2-2016.pdf
DateVer.Action ByActionResult
DiscussionofitemsforFutureAgendastoincludeagendaitemsforconsiderationontheupcomingRegularSession
CouncilAgendaforAugust23,2016anditemsfromtheTownCouncilFutureAgendaItemslist,toincludediscussionof
the below items:
A)ItemNo.5-ReviewnegotiatingwiththeTrophyClubMunicipalUtilityDistrictNo.1totransferthetitlefortheland
that the Annex Building is built on. (Lamont 11/10/2015) (1-February 9, 2016) (2-May 10, 2016) (3-August 9, 2016)
B)ItemNo.6-DiscussionandconsiderationoflawsrelatedtotextingwhiledrivinginsidetheTown.(Reed
1/26/2016) (1-April 26, 2016) (2-August 9, 2016)
Town CouncilPage 192 of 198Meeting Date: August 9, 2016
Meeting Date 8/23/2016
Announcements & Reports
No.
Town Manager Seidel's update regarding the following; discussion and provide
1Town Mgr
input regarding same (Staff):
Town Council Liaison Updates; discussion of same (Staff):
2Town Sec
STAFF
No. ConsentRESORDPROCFile IDDept
RPT
ConsiderandtakeappropriateactionregardingtheMinutesdatedAugust4,2016
3Town Sec
(Staff).
Consider and take appropriate action regarding the award or rejection of the
proposal for Entryway Monumentation, Wayfinding, and Parks Signage for the
4Finance
Town of Trophy Club; and authorizing the Town Manager or his designee to
execute all necessary documents (Staff).
Consider and take appropriate action regarding an extension to the Fiscal Year
2016 Interlocal Agreement for participation in the City of Fort Worth's Household
5Com Dev
Hazardous Waste program; and authorizing the Mayor or his designee to execute
all necessary documents (Staff).
STAFF
No. Public HearingRESORDPROCFile IDDept
RPT
Conduct the First Public Hearing for the proposed tax rate for fiscal year October
1, 2016 to September 30, 2017, and Mayor to announce the date, time and place
6Finance
of the vote on the tax rate (Staff).
STAFF
No. Regular SessionRESORDPROCFile IDDept
RPT
Consider and take appropriate action regarding an Interlocal Agreement between
the Town and Northwest Independent School District for School Resource Officer
7Police
services for Fiscal Year 2016-2017; and authorizing the Mayor or his designee to
execute all necessary documents (Staff).
Consider and take appropriate action regarding an Ordinance of the Town
amending Appendix A, Fee Schedule, to establish fees and rates for water and
wastewater services to customers within the boundaries of Trophy Club Public
8Com Dev
Improvement District (PID) No. 1; providing that Trophy Club Municipal Utility
District No. 1 Services Rules and Policies are applicable to customers within the
PID No. 1; and providing a penalty and effective date (Staff).
Consider and take appropriate action regarding a Resolution repealing Resolution
No. 2015-15 adopting the Municipality of Trophy Club Handbook for Elected and
Appointed Officials and adopting a new Municipality of Trophy Club Handbook for
9Town Sec
Elected and Appointed Officials; and providing an effective date (N. Sanders and
R. Rowe).
Town CouncilPage 193 of 198Meeting Date: August 9, 2016
Consider and take appropriate action regarding an Ordinance repealing Ordinance
No. 2013-23 and adopting an amended Ordinance, designating a certain
contiguous geographic area in the Town of Trophy Club as “Reinvestment Zone
10Town Sec
Number One, Town of Trophy Club, Texas” and creating a Board of Directors for
the Zone; and providing an effective date (N. Sanders and R. Rowe).
Consider and take appropriate action regarding an Ordinance repealing Ordinance
No. 2011-03 and adopting an amended Ordinance, designating the Chair of each
Board, Commission, and Corporation to serve on the Ethics Commission and
11Town Sec
creating an additional alternate position; and providing an effective date (G. Reed
and R. Rowe).
Consider and take appropriate action regarding a Resolution repealing Resolution
No. 2015-13, appointing citizens to serve on the Crime Control and Prevention
District (CCPD) Board and adopting a new Resolution making annual
12Town Sec
appointments, reaffirming existing appointments, and providing an effective date
(Staff).
Consider and take appropriate action regarding the approval or rejection of the
Trophy Club Crime Control and Prevention District (CCPD) Budget for Fiscal Year
13Finance
2016-2017 submitted to the Town Council by the CCPD Board (Staff).
Discuss and receive update regarding Fiscal Year 2017 Budget (Staff).
14Finance
STAFF
No. Upcoming Agenda & Council Future Agenda Items List UpdateRESORDPROCFile IDDept
RPT
Discussion of items for Future Agendas to include agenda items for consideration
on the upcoming Regular Session Council Agenda for September 13, 2016 and
15Town Sec
items from the Town Council Future Agenda Items list (Staff).
STAFF
No. Executive SessionRESORDPROCFile IDDept
RPT
Pursuant to the following designated section of the Texas Government Code,
Annotated, Chapter 551 (Texas Open Meetings Act), the Council will convene into
16Town Sec
executive session to discuss the following:
A. Section 551.074 Personnel Matters to discuss or deliberate the appointment,
employment, evaluation, reassignment, duties, discipline or dismissal of a public
officer or employee:
Crime Control and Prevention District Board
B. Section 551.074 Personnel Matters to discuss or deliberate the appointment,
employment, evaluation, reassignment, duties, discipline or dismissal of a public
officer or employee
Town Manager Stephen Seidel
STAFF
No. Regular SessionRESORDPROCFile IDDept
RPT
Consider and take appropriate action regarding the Executive Session.
17Town Sec
Town CouncilPage 194 of 198Meeting Date: August 9, 2016
Town Council Future Agenda Items List
(Updated 8/2/2016)
1. Consider and take appropriate action regarding signage in medians at Trophy Club Drive,
Trophy Wood Drive, Indian Creek and possibly Bobcat. (Sanders 7/22/2014) (1-Oct 28, 2014)
(2-Feb 10, 2015) (3-May 12, 2015) (4-August 11, 2015) (5-December 8, 2015) (6-March 8,
2016)(7-June 14, 2016) (8-September 13, 2016)
10/28/2014 – Council discussed and would like a plan brought back on a future agenda.
2/10/2015 – Mayor Sanders provided update including examples of Southlake signage.
5/12/2015 – No new update provided.
7/15/2015 – Will be placed on the August 25, 2015 agenda for an update.
8/25/2015 – Town Manager Seidel advised that Town Staff are continuing to work on this
item.
12/8/2015 - Assistant Town Manager/CFO Glickman advised that the Town is in the process
of going out for bids regarding park monument signage and wayfinding signage.
3/8/2016 - Town Manager Seidel advised that Town Staff are continuing to work on this
item.
6/14/2016 – Assistant Town Manager/CFO Glickman advised that this item will come before
the Council through a proposal.
2.Review ordinances regarding Town Homes, Condos and apartments. (Sanders 8/4/2014) (1-
Nov 13, 2014) (2-Feb 24, 2015) (3-May 26, 2015) (4-August 11, 2015) (5-December 8, 2015)
(6-March 8, 2016) (7-June 14, 2016) (8-September 13, 2016)
2/24/2015 – Acting Town Manager Seidel provided update (waiting to fill vacant Planning
position).
5/12/2015 – Mayor Sanders provided an update that this item will be discussed once the
vacant Planning position is filled.
7/15/2015 – Will be placed on the August 25, 2015 agenda for an update.
8/25/2015 – Town Manager Seidel advised that Town Staff are continuing to work on this
item.
12/8/2015 - Mayor Sanders advised that he was concerned that the restrictions for condos
and apartments, such as multiple families living at one address, may be insufficient.
3/8/2016 – Discussed that this item could be addressed during the Comprehensive Plan
process.
6/14/2016 – Assistant Town Manager/CFO Glickman advised that Town Staff are continuing
to work on this item.
3. Discussion and action related to town garage/special/estate/moving sales, etc. (Sanders
4/28/2015) (1-July 28, 2015) (2-December 8, 2015) -March 8, 2016) (4-June 14, 2016) (5-
(3
September 13, 2016)
7/14/2015 – Discussed having this item for an update on the August 25, 2015 agenda.
8/25/2015 – Mayor Sanders commented to possibly look at this item at the end of the year
in time for the next Women’s Garage Sale.
12/8/2015 - Discussion took place that Town Staff is continuing to work on this item.
3/8/2016 - Town Manager Seidel advised that Town Staff are continuing to work on this
item.
Page 1 of 2
Town CouncilPage 195 of 198Meeting Date: August 9, 2016
6/14/2016 – Mayor Sanders advised that this item would allow for discussion to possibly
allow for special estate and moving sales that occur between the Spring and Fall garage
sales that are hosted by the Trophy Club Women’s Club.
4. Establish a reserve policy for Trophy Club Park. (Sanders 5/26/2015) (1-August 25, 2015) (2-
December 8, 2015) -March 8, 2016) (4-June 14, 2016) (5-September 13, 2016)
(3
8/25/2015 – Town Manager Seidel advised that Town Staff are continuing to work on this
item.
12/8/2015 – Discussion took place to have the ability to pay for certain Parks personnel cost
out of the general fund and at the end of the year the Parks budget would reconcile those
costs.
3/8/2016 - Town Manager Seidel advised that Town Staff are continuing to work on this
item.
6/14/2016 – Assistant Town Manager/CFO Glickman advised that the plan is to bring before
the Council a proposal to have 365 days of operating reserves but he advised that the Town
will be out of policy for about 10 years.
5. Review negotiating with the Trophy Club Municipal Utility District No. 1 to transfer the title
for the land that the Annex Building is built on. (Lamont 11/10/2015) (1-February 9, 2016)
(2-May 10, 2016)(3-August 9, 2016)
1/12/2016 – At the January 12, 2016 Council meeting, Council made TCMUD No. 1 an offer
regarding the Annex Building.
5/10/2016 - Town Manager Seidel advised that Town Staff are continuing to work on this
item.
6. Discussion and consideration of laws related to texting while driving inside the Town. (Reed
1/26/2016) (1-April 26, 2016) (2-August 9, 2016)
4/26/2016 - Town Manager Seidel advised that Town Staff are continuing to work on this
item.
7. Discussion of GreenRibbon grants for the beautification along the sound wall on State
Highway 114. (Sanders 3/8/2016) (1-June 14, 2016) (2-September 13, 2016)
6/14/2016 – Mayor Sanders advised that when the sound wall along State Highway 114 is
installed, this item would assist with shrubbery and landscaping through a grant application.
8. Explore regulations and guidelines to allow for golf cart use and parking in Town parks.
(Shoffner and Reed 3/8/2016) (1-June 14, 2016) (2-September 13, 2016)
6/14/2016 – Assistant Town Manager/CFO Glickman advised that it is anticipated to take
action on this item at the July 12, 2016 Council meeting through an Ordinance amendment.
9. Detail review of the nuisance ordinance. (Rowe 4/12/2016) (1-July 12, 2016) (2-October 11,
2016)
7/12/2016 - Town Staff are continuing to work on this item.
10.Discussion of and possible action regarding how the Town is involved in a Lacrosse league
within the Town. (Kurtz 6/28/2016) (1-September 27, 2016)
11. Discussion of PD 21 related to signage specific to window signs and monument signage.
(Sanders 7/12/2016) (1-October 11, 2016)
12. Consider repealing Section 14.02.253(3)(A) related to tree houses. (Shoffner 7/12/2016)
(1-October 11, 2016)
Page 2 of 2
Town CouncilPage 196 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-435-T Version:1 Name:
Type:Agenda Item Status:Executive Session
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter
551 (Texas Open Meetings Act), the Council will convene into executive session to discuss the
following:
A.Section 551.072 Deliberations regarding Real Property to deliberate the purchase, exchange,
lease, or value of real property if deliberation in an open meeting would have a detrimental effect on
the position of the governmental body in negotiations with a third person:
Trophy Club Fire Station
B.Section 551.074 Personnel Matters to discuss or deliberate the appointment, employment,
evaluation, reassignment, duties, discipline or dismissal of a public officer or employee:
Trophy Club Fire and EMS Personnel
C.Section 551.087 Deliberations regarding Economic Development Negotiations to discuss or
deliberate the offer of financial or other incentives to a business prospect that the Town seeks to have
locate within the territory of the Town:
Potential Projects and Incentives
Attachments:
DateVer.Action ByActionResult
PursuanttothefollowingdesignatedsectionsoftheTexasGovernmentCode,Annotated,Chapter551(TexasOpen
Meetings Act), the Council will convene into executive session to discuss the following:
A.Section551.072DeliberationsregardingRealPropertytodeliberatethepurchase,exchange,lease,orvalueof
realpropertyifdeliberationinanopenmeetingwouldhaveadetrimentaleffectonthepositionofthegovernmental
body in negotiations with a third person:
Trophy Club Fire Station
B.Section551.074PersonnelMatterstodiscussordeliberatetheappointment,employment,evaluation,
reassignment, duties, discipline or dismissal of a public officer or employee:
Trophy Club Fire and EMS Personnel
C.Section551.087DeliberationsregardingEconomicDevelopmentNegotiationstodiscussordeliberatetheofferof
financialorotherincentivestoabusinessprospectthattheTownseekstohavelocatewithintheterritoryofthe
Town:
Potential Projects and Incentives
Town CouncilPage 197 of 198Meeting Date: August 9, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-436-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:7/22/2016 In control:Town Council
On agenda:8/9/2016 Final action:
Title:Consider and take appropriate action regarding the Executive Session.
Attachments:
DateVer.Action ByActionResult
Consider and take appropriate action regarding the Executive Session.
Town CouncilPage 198 of 198Meeting Date: August 9, 2016