Agenda Packet TC 11/08/2016
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Town CouncilPage 4 of 138Meeting Date: November 8, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-636-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:10/26/2016 In control:Town Council
On agenda:11/8/2016 Final action:
Title:Acting Town Manager Arata's update regarding the following; discussion and provide input regarding
same (Staff):
*Newly Hired Employee
*Bread Winners Café
*Veterans Day Ceremony
*Christmas Event
*Town Hall Construction
Attachments:
DateVer.Action ByActionResult
Acting Town Manager Arata's update regarding the following; discussion and provide input regarding same (Staff):
*Newly Hired Employee
*Bread Winners Café
*Veterans Day Ceremony
*Christmas Event
*Town Hall Construction
Agenda Item No. 1
Town CouncilPage 5 of 138Meeting Date: November 8, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-642-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:10/28/2016 In control:Town Council
On agenda:11/8/2016 Final action:
Title:Consider and take appropriate action regarding the Town Council Regular Session Minutes dated
October 11, 2016 (Staff).
Attachments:Draft TC Regular Session Minutes October 11, 2016.pdf
DateVer.Action ByActionResult
ConsiderandtakeappropriateactionregardingtheTownCouncilRegularSessionMinutesdatedOctober11,2016
(Staff).
Agenda Item No. 2
Town CouncilPage 6 of 138Meeting Date: November 8, 2016
MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Tuesday, October 11, 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, October 11, 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:
Patrick Arata Acting Town Manager
Steven Glickman Assistant Town Manager/CFO
David Dodd Town Attorney
Holly Fimbres Town Secretary/RMO
Pat Cooke Development Services Manager
Rick Lasky Interim Fire Chief
Ron Ruthven Town Planner
John Zagurski Strategic Services Coordinator
Mayor Sanders announced the date of Tuesday, October 11, 2016, called the Town Council to order and
announced a quorum at 7:01 p.m.
The Invocation was offered by Mayor Sanders.
The Pledges to the American Flag and Texas Flag were led by Council Member Shoffner.
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.
Pam Daubert, 2827 Exeter Drive, filled out a Speaker Request Form and provided a handout to the Council
regarding an ice machine request for the Fire Station but she left prior to the item being presented.
Nathan Dally, 2817 Chatswood Drive, commented that he was in the process of obtaining his Communication merit
badge from the Boy Scouts of America. He thanked the Council for the opportunity to observe how the Council
communicated during their meetings.
Town CouncilPage 7 of 138Meeting Date: November 8, 2016
Interim Fire Chief Lasky announced that the month of October was Breast Cancer Awareness month and presented
the Council with an issued t-shirt that represented a portion of the Trophy Club Fire Department uniform, which
recognized their support for the cause.
ANNOUNCEMENTS AND REPORTS
1. Acting Town Manager Arata's update regarding the following; discussion and provide input regarding same
(Staff).
*Early Voting
*October Events
*Town Hall Construction
Acting Town Manager Arata updated the Council and addressed questions; no action was taken on this item.
Council Member Shoffner recommended that the monthly Fire Department Report be provided to both the Town
Council and Trophy Club Municipal Utility District (TCMUD) No. 1 Board of Directors; therefore alleviating the Fire
Chief from having to attend TCMUD No. 1 Board of Directors meetings since the Town now operated the Fire
Department.
2. Town Council Liaison Updates; discussion of same:
*Economic Development Corporation 4B, October 3, 2016
Council Liaison - Council Member Rhylan Rowe
Council Member Rowe 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.
3. Consider and take appropriate action regarding the Minutes dated September 13, 2016 (Staff). (Town
Secretary Note: Approved as presented in the Town Council agenda packet).
4. Consider and take appropriate action regarding financial and variance report dated August 2016 (Staff).
5. Consider and take appropriate action regarding the Fourth Quarter Investment Report for Fiscal Year 2016
(Staff).
6. Consider and take appropriate action regarding a Proclamation of the Town Council declaring November
7-11, 2016 as Municipal Court Week in Trophy Club; and providing an effective date (Staff).
7. Consider and take appropriate action regarding an Interlocal Cooperation Agreement between the Town
and Denton County for Public Safety Application Support and Maintenance for the Police Department; and
authorizing the Mayor or his designee to execute all necessary documents (Staff).
8. Consider and take appropriate action regarding an Interlocal Cooperation Agreement between the Town
and Denton County for Public Safety Application Support and Maintenance for the Fire Department; and
authorizing the Mayor or his designee to execute all necessary documents (Staff).
Motion made by Mayor Pro Tem Lamont, seconded by Council Member Rowe, to approve the Consent Agenda
Items 3 through 8.
Motion passed unanimously.
Town Council Minutes October 11, 2016 Page 2 of 8
Town CouncilPage 8 of 138Meeting Date: November 8, 2016
PUBLIC HEARING
9. Conduct a public hearing regarding amendments to the Town of Trophy Club’s Code of Ordinances,
amending Section 14.02.052 - General Definitions, Section 14.02.103 - Use Table and Section
14.02.252 - Sale of Alcoholic Beverages in order to amend regulations regarding the sale of alcoholic
beverages in the Town. Case ADM-16-13 (Staff).
Mayor Sanders opened the public hearing at 7:15 p.m.
There was no one present that wished to speak regarding the item.
10. Conduct a Public hearing regarding amendments to the Town of Trophy Club’s Code of Ordinances,
amending Section 14.02.103 - Use Table and amending Article 14.02 - Zoning Ordinance by creating a new
section to be called Section 14.02.356 - Solar Panel Systems in order to provide comprehensive standards
for the construction, placement and maintenance of solar panels in the Town. Case ADM-16-14 (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 7:17 p.m.
REGULAR SESSION
11. Consider and take appropriate action regarding amendments to the Town of Trophy Club’s Code of
Ordinances, amending Section 14.02.052 - General Definitions, Section 14.02.103 - Use Table and Section
14.02.252 - Sale of Alcoholic Beverages in order to amend regulations regarding the sale of alcoholic
beverages in the Town. Case ADM-16-13 (Staff).
Town Planner Ruthven presented the item and stated that on May 7, 2016, Trophy Club voters approved a local
option referendum that allowed “The legal sale of all alcoholic beverages including mixed beverages”. Therefore,
Staff was proposing adding four categories for Specific Use Permit (SUP) requests to the Town’s Code of
Ordinances for the following: Alcoholic Beverage Sales for Off-Premises Consumption (Beer & Wine Only);
Alcoholic Beverage Sales for Off-Premises Consumption – Liquor (Package) Store; Alcoholic Beverage Sales for On-
Premise Consumption in Conjunction with a Restaurant Use; and Alcoholic Beverages for On-Premise Consumption
- Bar or Tavern. The four categories would require the approval of an SUP by the Council, upon the
recommendation of the Planning and Zoning (P&Z) Commission, prior to any issuance of the certificate of
occupancy. Staff proposed tying the SUP to the owner of the business and to have an automatic expiration upon a
change in ownership. Additionally, he advised that the P&Z Commission approved the item at their August 18,
2016 meeting subject to the following condition: A bar/tavern shall be no closer than 1,500 feet from another
bar/tavern as measured from front door to front door using the measurement methodology already in place in the
code.
Discussion took place that a restaurant with an SUP could not exceed 75 percent of their gross receipts for alcohol
sales. Additional conversation ensued that the proposed P&Z Commission requirement of 1,500 applied to bars
and taverns, not restaurants, and that the Council would have the ability to grant a waiver to allow two bars or
taverns to be less than 1,500 feet from front door to front door.
Council Member Rowe inquired about an example that would apply to the proposed provision of “Additional
development conditions/waivers. The council may attach additional development conditions, or grant specific
waivers to applicable code requirements, to the specific use permit that the council, in its discretion, determines
are appropriate for buffering, safety, security, and compatibility for and to adjacent properties”. Town Planner
Ruthven advised that the waiver could be for a pertinent development condition such as screening or buffering, or
for a multi-tenant center that had a church within 300 feet of a restaurant with alcohol sales. Additionally, he
stated that Planned Development (PD) zoning was not included with the permitted uses since a request would
trigger an amendment to the applicable PD district zoning.
Town Council Minutes October 11, 2016 Page 3 of 8
Town CouncilPage 9 of 138Meeting Date: November 8, 2016
Council Member Rowe asked about his prior recommendation to allow for the emerging use of tap rooms that
were a combination of on and off-premise consumption. Town Planner Ruthven stated that there would be
flexibility to allow that type of use under the Texas Alcoholic Beverage Commission classification of BG, Wine and
Beer Retailer’s Permit, which allowed for on and off-premise consumption.
Motion:
Motion made by Council Member Rowe, seconded by Council Member Kurtz, to approve Ordinance No. 2016-45
P&Z, amending Section 14.02.052 - General Definitions, Section 14.02.103 - Use Table and Section 14.02.252 - Sale
of Alcoholic Beverages of the Town of Trophy Club’s Code of Ordinances in order to amend regulations regarding
the sale of alcoholic beverages in the Town. Case ADM-16-13, with the following modifications:
Amend Section 14.02.252, Sale of alcoholic beverages, Subsection (e), Specific use permit (SUP), Number
(3), Compliance Required, Alpha (D), Alcoholic Beverages for On-Premise Consumption – Bar or Tavern,
Romanette (i) to state the following: A bar or tavern shall not be located closer than 300 feet to any
property used exclusively for religious or educational purposes. The method of measurement shall be
along the property lines of the street fronts and from front door to front door, and in direct line across
intersections. A hotel shall not be considered a residential use for the purpose of this section.
Remove Sec 14.02.252, Sale of alcoholic beverages, Subsection (e), Specific use permit (SUP), Number (3),
Compliance Required, Alpha (D), Alcoholic Beverages for On-Premise Consumption – Bar or Tavern,
Romanette (ii): A bar or tavern shall be no closer than 1,500 from another bar/tavern as measured along
the property lines of the street fronts and from front door to front door, and in a direct line across
intersections.
Council Member Rowe changed the 500 feet requirement to 300 feet and removed live-in healthcare or residential
from Romanette (i) because that would have highly impacted the upcoming Trophy Wood district, as well as the
PD 30 development. Additionally, he removed Romanette (ii) because it was an unnecessary market limitation for
future development.
The vote was taken.
Motion carried 6-1-0 with Mayor Sanders, Mayor Pro Tem Lamont, and Council Members Reed, Rowe, Kurtz and
Shoffner voting for, and Council Member Parrow voting against.
12. Consider and take appropriate action regarding amendments to the Town of Trophy Club’s Code of
Ordinances, amending Section 14.02.103 - Use Table and amending Article 14.02 - Zoning Ordinance by
creating a new section to be called Section 14.02.356 - Solar Panel Systems in order to provide
comprehensive standards for the construction, placement and maintenance of solar panels in the Town.
Case ADM-16-14 (Staff).
Town Planner Ruthven presented the item and stated that on August 9, 2016 the Council directed Staff to move
forward with amendments to the Town’s Code of Ordinances regarding the placement of solar panels. He advised
that the P&Z Commission approved the item at their August 18, 2016 meeting subject to the following conditions:
1.Section a(1): add “and/or photovoltaic generating apparatus” after “solar panel system” beginning the
paragraph;
2.Section a(1): add “or small solar panels not to exceed 18” x 18” at the end of the paragraph;
3.Section b(3): New sub-section to be worded: “The solar panel color shall match the roof color”;
4. Section c(3): add “or from any adjacent property” to the end of the paragraph;
5. Section d(1)c(vi): New sub-section to be worded: “Screening, if required”
Town Planner Ruthven pointed out that Section b(3) would be difficult to accomplish and Section c(3) contradicted
the Councils’ prior recommendation to remove golf course restrictions
Discussion took place that typically the solar panel replacement company provided the required documentation,
such as an engineering analysis of the system. Additional conversation ensued about screening of ground
mounted solar panels and that fences that abutted to the golf course could not exceed six (6) feet in height. Staff
placed a provision to allow solar panels, with an approved SUP, that did not meet the requirements.
Town Council Minutes October 11, 2016 Page 4 of 8
Town CouncilPage 10 of 138Meeting Date: November 8, 2016
Main Motion:
Main Motion made by Council Member Rowe, seconded by Council Member Parrow, to approve Ordinance No.
2016-46 P&Z, amending Section 14.02.103 - Use Table and amending Article 14.02 - Zoning Ordinance by creating
a new section to be called Section 14.02.356 - Solar Panel Systems of the Town of Trophy Club’s Code of
Ordinances in order to provide comprehensive standards for the construction, placement and maintenance of
solar panels in the Town. Case ADM-16-14, with the following modifications:
Remove Section 14.02.356, Solar Panel Systems, Subsection (b), Roof mounted systems, Number 3: The
solar panel color shall match the roof color.
,
Number 3, to
Amend Section 14.02.356, Solar Panel Systems, Subsection (c), Ground mounted systems
state the following: Ground mounted systems shall be screened such that the system is not visible from a
public or private street.
Council Member Rowe removed the hardship of having to match the roof mounted solar panel color to the roof
color and then removed the requirement that ground mounted solar panels had to be screened so that they were
not visible from any adjacent property. Additionally, he removed the requirement that a ground mounted system
had to be located behind the principal structure on the property.
Council Member Shoffner inquired about the purpose for ground mounted solar panels having to be screened
since roof mounted solar panels would be visible. Town Planer Ruthven advised that the main reason was
aesthetics for the detached structure but pointed out that they could be screened with vegetation.
Motion to Amend:
Motion to Amend made by Council Member Shoffner, seconded by Council Member Rowe, to remove the
screening requirement around ground mounted solar systems.
Council Member Rowe spoke in favor of the amendment and believed that the proposed ordinance offered a
mechanism to ensure the proper installation of solar panels.
The vote for the Motion to Amend was taken, to remove the screening requirement around ground mounted
solar systems.
Motion to Amend failed for lack of majority 2-5-0 with Council Members Rowe and Shoffner voting for, and
Mayor Sanders, Mayor Pro Tem Lamont, and Council Members Parrow, Reed, and Kurtz voting against.
The vote for the Main Motion was taken, to approve Ordinance No. 2016-46 P&Z, amending Section
14.02.103 - Use Table and amending Article 14.02 - Zoning Ordinance by creating a new section to be called
Section 14.02.356 - Solar Panel Systems of the Town of Trophy Club’s Code of Ordinances in order to provide
comprehensive standards for the construction, placement and maintenance of solar panels in the Town. Case
ADM-16-14, with the following modifications:
Remove Section 14.02.356, Solar Panel Systems, Subsection (b), Roof mounted systems, Number 3: The
solar panel color shall match the roof color.
,
Amend Section 14.02.356, Solar Panel Systems, Subsection (c), Ground mounted systemsNumber 3, to
state the following: Ground mounted systems shall be screened such that the system is not visible from a
public or private street.
Main Motion passed unanimously.
Since it was Town Planner Ruthven’s last Council meeting, Mayor Sanders recognized and thanked him for his
service that he provided to the Town.
Town Planner Ruthven thanked the Council for their support and stated that he had enjoyed his time served with
the Town.
Town Council Minutes October 11, 2016 Page 5 of 8
Town CouncilPage 11 of 138Meeting Date: November 8, 2016
13. Consider and take appropriate action regarding proposed Town Council meeting dates for November and
December 2016 (Staff).
Motion:
Motion made by Council Member Parrow, seconded by Council Member Kurtz, to cancel the November 22, 2016
and December 27, 2016 Council meetings.
Motion passed unanimously.
14. Referred Agenda Item: Consider and take appropriate action regarding the award or rejection of the
proposal for Entryway Monumentation, Wayfinding, and Parks Signage for the Town of Trophy Club; and
authorizing the Town Manager or his designee to execute all necessary documents (Town Council).
Council Member Shoffner advised that the Council Committee, which consisted of himself, Council Member Rowe,
and Council Member Reed, was able to meet on October 11, 2016 to discuss the item.
Main Motion:
Main Motion made by Council Member Shoffner, seconded by Council Member Rowe, to refer the Parks signage
portion to the Parks and Recreation Board for their recommendation.
Council Member Shoffner advised that several sections were removed from the scope of the project in order to
focus on entryway monumentation and medians. The Council Committee believed that the Parks and Recreation
Board would be the best avenue to offer recommendations for the Parks signage and that Staff would be the best
avenue to work on wayfinding signage.
Mayor Sanders suggested adding a timeframe for the Parks and Recreation Board to return their
recommendations to the Council, as well as placing an extension for the entire item to be presented to Council.
Motion to Amend:
Motion to Amend made by Council Member Rowe, seconded by Mayor Pro Tem Lamont, that the Parks and
Recreation Board return their recommendation to Council by the December 13, 2016 Council meeting.
Motion to Amend passed unanimously.
The vote for the Main Motion as Amended was taken, to refer the Parks signage portion to the Parks and
Recreation Board for their recommendation and that the Parks and Recreation Board return their
recommendation to Council by the December 13, 2016 Council meeting.
Main Motion as Amended passed unanimously.
Motion to Refer:
Motion to Refer made by Council Member Shoffner, seconded by Mayor Pro Tem Lamont, the entire agenda item
to the January 24, 2017 Council meeting.
Motion passed unanimously.
15. Consider and take appropriate action regarding a Resolution of the Town Council adopting an investment
policy; and providing an effective date (Staff).
Assistant Town Manager/CFO Glickman advised that the adoption of the investment policy was an annual
requirement and that no changes were proposed to the policy.
Motion:
Motion made by Council Member Rowe, seconded by Mayor Pro Tem Lamont, to approve Resolution No. 2016-31,
adopting an investment policy; and providing an effective date of October 11, 2016.
Motion passed unanimously.
Town Council Minutes October 11, 2016 Page 6 of 8
Town CouncilPage 12 of 138Meeting Date: November 8, 2016
16. Discussion of and provide direction to Town Staff regarding organizing and conducting an annual Memorial
Day and Veteran’s Day ceremony; discussion of same (N. Sanders and J. Parrow).
Council Member Parrow advised that the Town purchased bunting and that local businesses provided signage for
last year’s Memorial Day ceremony; therefore the only cost associated for next year’s ceremony would be for
manpower. Additionally, he stated that the approximate cost for the Veteran’s Day ceremony would be $200 to
purchase six (6) flags and aluminum poles to carry each flag and then the additional expense of manpower.
Council Member Shoffner was in favor of proceeding with organizing the ceremonies by partnering with Metroport
Veterans, Medlin Cemetery Association, or another organization to help offset the cost and to be more volunteer
driven events, similar to how the Fall Festival partners with Fellowship United Methodist Church.
Assistant Town Manager/CFO Glickman stated that the Town paid approximately $580 for the Memorial Day
ceremony, with the majority of the amount going towards employee overtime pay.
Mayor Sanders recommended reaching out to the Trophy Club Women’s Club to assist with the Veteran’s Day
ceremony.
Council Member Kurtz agreed that the events should be through a partnership and recommended contacting the
Stars and Stripes Committee.
Mayor Sanders provided direction to authorize Council Member Parrow to work with the Parks and Recreation
Department, Police Department, and other Town volunteer organizations to plan and conduct an annual
Memorial Day ceremony and Veteran’s Day ceremony.
17. Discussion of items for Future Agendas to include agenda items for consideration on the upcoming Regular
Session Council Agenda for October 25, 2016 and items from the Town Council Future Agenda Items list, to
include discussion of the below item (Staff).
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. 3 - Detail review of the nuisance ordinance. (Rowe 4/12/2016) (1-July 12, 2016) (2-October 11,
2016)
Mayor Sanders received consensus to leave Item No. 3 on the Town Council Future Agenda Items list.
B) Item No. 4 - Discussion of PD 21 (Plaza Shopping Center) related to signage specific to window signs.
(Sanders 7/12/2016) (1-October 11, 2016)
Town Planner Ruthven advised that the property owner submitted an application to amend the signage provisions.
Mayor Sanders requested to remove Item No. 4 from the Town Council Future Agenda Items list.
C) Item No. 5 - Consider repealing Section 14.02.253(3)(A) related to tree houses. (Shoffner 7/12/2016)
(1-October 11, 2016)
Council Member Shoffner advised that he would work with the Town Attorney about appropriate changes to the
Code of Ordinances.
Town Council Minutes October 11, 2016 Page 7 of 8
Town CouncilPage 13 of 138Meeting Date: November 8, 2016
Mayor Sanders requested to add the following agenda item to the October 25, 2015 Council agenda: Consider and
take appropriate action regarding the new Trophy Club Town Hall and Police Department facility specific to the
review of items that were removed from the original plan and the financial status of available funds (N. Sanders
and J. Parrow).
Mayor Sanders requested to remove Item No. 6 from the Town Council Future Agenda Items list: Consider
establishing who will be responsible for organizing and conducting an annual Memorial Day ceremony at Medlin
Cemetery and an annual Veterans Day ceremony at the Veterans Memorial. (Parrow 9/27/2016) (1-December 27,
2016)
EXECUTIVE SESSION
18. Pursuant to the following designated section 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 551.074 Personnel Matters under Subsection (1) to discuss or deliberate the appointment,
employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee:
1. Town Manager position search
2. Town Boards and Commissions
B) Section 551.071 Consultation with Attorney under Subsection (2) on a matter in which the duty of the
attorney to the Governmental Body under the Texas Disciplinary Rules of Professional Conduct of the
State Bar of Texas clearly conflict with the Open Meetings Act; Section 551.087 Deliberations regarding
Economic Development Negotiations under Subsection (2) to discuss or deliberate the offer of financial
or other incentives to a business prospect; and Section 551.072 Deliberation 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:
Legal advice regarding the Purchase or Transfer of Property and Economic Development Incentives
CONVENED INTO EXECUTIVE SESSION - START TIME – 8:35 P.M.
RECONVENED INTO REGULAR SESSION - START TIME – 9:29 P.M.
RECONVENED INTO REGULAR SESSION
19. Consider and take appropriate action regarding the Executive Session.
No action was taken on this item.
ADJOURN
Motion made by Council Member Parrow, seconded by Council Member Kurtz, to adjourn the meeting at 9:30 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 October 11, 2016 Page 8 of 8
Town CouncilPage 14 of 138Meeting Date: November 8, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-643-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:10/28/2016 In control:Town Council
On agenda:11/8/2016 Final action:
Title:Consider and take appropriate action regarding financial and variance report dated September 2016
(Staff).
Attachments:Financial Report September FY15-16.pdf
All Fund Budget Report.pdf
DateVer.Action ByActionResult
Consider and take appropriate action regarding financial and variance report dated September 2016 (Staff).
Agenda Item No. 3
Town CouncilPage 15 of 138Meeting Date: November 8, 2016
Monthly Financial Statement
PhotoCredit:
MayorProTemLamont2016
September 2016
Town CouncilPage 16 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
GENERALFUNDSUMMARY
YeartoDateSeptember2016100%PercentofBudgetYearTranspired:
OriginalRevised
RevenuesYeartoDateVariance%Received
BudgetBudget
PropertyTax5,801,544$$5,809,044$5,766,791$(42,253)99%
LicensesandPermits558,606598,606598,586(20)100%
FranchiseFees947,257972,257948,188(24,069)98%
SalesTax753,125793,125807,44614,321102%
FinesandFees420,359347,859355,7587,899102%
ChargesforService274,909274,909300,99226,083109%
InvestmentIncome18,00026,00033,4777,477129%
MiscellaneousIncome240,000260,00084,011(175,989)32%
TotalRevenues$9,013,800$9,081,800$8,895,250$(186,550)98%
OriginalRevised
OtherSourcesYeartoDateVariance%Received
BudgetBudget
TransfersIn$111,000$111,000$111,702702101%
TotalAvailableResources$9,124,800$9,192,800$9,006,952$(185,848)98%
OriginalRevised
ExpendituresYeartoDateVariance%Used
BudgetBudget
Manager'sOffice$843,529$852,529$824,952$27,57797%
Legal196,972311,972298,74113,23196%
Police2,352,8712,327,8712,205,335122,53695%
EmergencyMedicalServices916,059933,059921,65111,40899%
Streets420,120380,120355,25324,86793%
Parks1,388,7951,353,7951,325,63628,15998%
Recreation
658,647638,647631,0007,64799%
CommunityEvents
31,88135,88125,21810,66370%
CommunityDevelopment582,726612,726575,34137,38594%
Finance410,419410,419399,72510,69497%
MunicipalCourt87,07782,07775,4166,66192%
HumanResources123,872168,872159,1529,72094%
InformationServices531,262511,262470,50440,75892%
FacilitiesMaintenance112,079112,07999,32112,75889%
TotalExpenditures$8,656,309$8,731,309$8,367,244$364,06596%
OriginalRevised
OtherUsesYeartoDateVariance%Used
BudgetBudget
TransfersOut$385,000$548,000$265,283(282,717)48%
TotalOutflowsofResources$9,041,309$9,279,309$8,632,527$81,34893%
Town CouncilPage 17 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
GENERALFUNDSUMMARYCONTINUED
OriginalRevised
FundBalanceYeartoDate
BudgetBudget
Beginningfundbalance3,662,226$$3,662,226$3,691,189
+Netincrease(Decrease)83,491(86,509)374,425
EndingFundBalance$3,745,717$3,575,717$4,065,614
Revised
Original
FundBalanceDetailYeartoDate
Budget
Budget
ReserveFundbalance
(30%ofTotalExpenditures)
$2,596,893$2,619,393$2,510,173
AssignedFundBalance
CommittedFundBalance166,000166,000200,000
UnassignedFundBalancein
Excess(Deficit)of30%
982,825982,8251,355,441
TotalFundbalance$3,745,718$3,768,218$4,065,614
BasedonFiscalYear20142015auditedfinancialstatements.
GeneralFundSalesTaxReceipts
FY2015FY2016
55,381.2360,941.66
OCT
120,000.00
62,495.8379,043.05
NOV
100,000.00
56,315.6356,546.26
DEC
47,004.2464,779.94
JAN
80,000.00
95,802.2783,068.29
FEB
FY2015
45,169.2756,324.77
MAR
60,000.00
50,647.9053,840.99
APR
FY2016
40,000.00
61,533.5063,123.00
MAY
58,648.5260,544.94
JUN
20,000.00
54,958.0365,333.77
JUL
0.00
65,761.9673,402.10
AUG
OCTNOVDECJANFEBMARAPRMAYJUNJULAUGSEP
55,702.2370,512.57
SEP
Town CouncilPage 18 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
DEPARTMENTALBUDGETREPORTS
YeartoDateSeptember2016100%PercentofBudgetYearTranspired:
GeneralFundSummary
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel6,245,821$$6,255,321$6,029,625$225,69696%
Services&Supplies2,194,6252,260,1252,149,609110,51695%
Capital215,863215,863188,01027,85387%
Total8,656,309$$8,731,309$8,367,244$364,06596%
Manager'sOffice
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel689,144$$684,144$681,583$2,561100%
Services&Supplies154,385168,385143,36925,01685%
Total843,529$$852,529$824,952$27,57797%
Legal
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel165,480$$220,480$220,324$156100%
Services&Supplies31,49291,49278,41613,07686%
Total196,972$$311,972$298,741$13,23196%
Police
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel$2,022,142$2,009,642$1,861,508$148,13493%
Services&Supplies284,929272,429299,008(26,579)110%
Capital45,80045,80044,81998198%
Total$2,352,871$2,327,871$2,205,335$122,53695%
EMS
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel$793,590$805,590$799,459$6,13199%
Services&Supplies104,469109,469106,1063,36397%
Capital18,00018,00016,0861,91489%
Total$916,059$933,059$921,651$11,40899%
Town CouncilPage 19 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
DEPARTMENTALBUDGETREPORTSCONTINUED
YeartoDateSeptember2016PercentofBudgetYearTranspired:100%
Streets
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel$220,656$205,656$193,437$12,21994%
Services&Supplies199,464174,464161,81612,64893%
Total$420,120$380,120$355,253$24,86793%
Parks
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel$786,327$761,327$730,698$30,62996%
Services&Supplies579,868569,868576,247(6,379)101%
Capital22,60022,60018,6913,90983%
Total1,388,795$$1,353,795$1,325,636$28,15998%
Recreation
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel$417,042$397,042$392,244$4,79899%
Services&Supplies161,605161,605149,68211,92393%
Capital80,00080,00089,074(9,074)111%
Total$658,647$638,647$631,000$7,64799%
CommunityEvents
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Services&Supplies$31,881$35,881$25,218$10,66370%
Total$31,881$35,881$25,218$10,66370%
CommunityDevelopment
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel$451,227$456,227$459,864$(3,637)101%
Services&Supplies131,499156,499115,47741,02274%
Total$582,726$612,726$575,341$37,38594%
Town CouncilPage 20 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
DEPARTMENTALBUDGETREPORTSCONTINUED
YeartoDateSeptember2016100%
PercentofBudgetYearTranspired:
Finance
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel$285,126$280,126$276,866$3,26099%
Services&Supplies125,293130,293122,8597,43494%
Total$410,419$410,419$399,725$10,69497%
MunicipalCourt
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel$77,388$72,388$69,428$2,96096%
Services&Supplies9,6899,6895,9883,70162%
Total$87,077$82,077$75,416$6,66192%
HumanResources
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel$119,557$144,557$134,889$9,66893%
Services&Supplies4,31524,31524,26352100%
Total$123,872$168,872$159,152$9,72094%
InformationServices
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Personnel$218,142$218,142$209,323$8,81996%
Services&Supplies263,657243,657241,8411,81599%
Capital49,46349,46319,34030,12339%
Total$531,262$511,262$470,504$40,75892%
FacilitiesMaintenance
CategoryOriginalBudgetRevisedBudgetYeartoDateVariance%Used
Services&Supplies$112,079$112,079$99,321$12,75889%
Total$112,079$112,079$99,321$12,75889%
Town CouncilPage 21 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
DEBTSERVICEFUND
YeartoDateSeptember2016100%PercentofBudgetYearTranspired:
OriginalRevised
RevenuesYeartoDateVariance%Received
BudgetBudget
PropertyTax1,704,718$$1,704,718$1,696,764$(7,954)100%
InterestIncome2502503,0322,7821213%
TotalRevenue1,704,968$$1,704,968$1,699,796$(5,172)100%
OriginalRevised
OtherSourcesYeartoDateVariance%Received
BudgetBudget
TransfersIn87,206$$87,206$106,502$(19,295)122%
Total87,206$$87,206$106,502$(19,295)122%
OriginalRevised
ExpendituresYeartoDateVariance%Used
BudgetBudget
PrincipalPayments$1,339,500$1,379,500$1,378,000$1,500100%
InterestPayments383,067390,567$390,299268100%
PayingAgentFees4,50016,500$14,2552,24586%
TotalExpenditures1,727,067$$1,786,567$1,782,554$4,013100%
OriginalRevised
FundBalanceYeartoDate
BudgetBudget
BeginningFundBalance105,367$$105,367$118,542
+NetIncrease(Decrease)
65,10765,10723,743
EndingFundBalance170,474$$170,474$142,285
BasedonFiscalYear20142015auditedfinancialstatements.
Town CouncilPage 22 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
CAPITALPROJECTSFUND
YeartoDateSeptember2016100%PercentofBudgetYearTranspired:
OriginalRevised
RevenuesYeartoDateVariance%Received
BudgetBudget
$(26,238)N/A
Contributions$$$26,238
InterestIncome100$$100$28,336$28,23628336%
Total100$$100$54,574$1,99854574%
OriginalRevised
OtherSourcesYeartoDateVariance%Received
BudgetBudget
BondProceeds$9,750,000$9,750,000$9,455,000$(295,000)97%
BondPremium$$$537,946$537,946N/A
TransferIn385,000$$548,000$265,283$(282,717)48%
Total10,135,000$$10,298,000$10,258,229$(39,771)100%
OriginalRevised
ExpendituresYeartoDateVariance%Used
BudgetBudget
CapitalOutlay
8,848,4048,848,4043,237,287(5,611,117)37%
Total8,848,404$$8,848,404$3,237,287$(5,611,117)37%
IncludesTownHallconstructionplanningcosts.
OriginalRevised
FundBalanceYeartoDate
BudgetBudget
BeginningFundBalance1,293,027$$1,293,027$1,694,546
+NetIncrease(Decrease)1,286,6961,286,6967,075,516
EndingFundBalance2,579,723$$2,579,723$8,770,062
BasedonFiscalYear20142015auditedfinancialstatements.
Town CouncilPage 23 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
TROPHYCLUBPARKFUND
YeartoDateSeptember2016100%PercentofBudgetYearTranspired:
OriginalRevised
Revenue
YeartoDateVariance%Received
BudgetBudget
ParkRevenue165,000$$165,000$46,270$(118,730)28%
InterestIncome$$$$N/A
MiscellaneousRevenue$$$61,106$61,106N/A
TotalRevenue165,000$$165,000$107,377$(57,623)65%
OriginalRevised
ExpensesYeartoDateVariance%Used
BudgetBudget
Salaries$45,544$45,544$37,622$7,92283%
Longevity204204204100%
Stipend300300300100%
Retirement3,5043,5043,38611897%
MedicalInsurance3,0003,0002,78022093%
DentalInsurance2332332161792%
VisionInsurance323230294%
LifeInsurance&Other2392392112888%
SocialSecurityTaxes2,8362,8362,25058679%
MedicareTaxes66866852614279%
UnemploymentTaxes3063062297775%
Workman'scompensation1,0941,09492616885%
TotalPersonnelServices$57,960$57,960$48,681$9,27984%
ProfessionalOutsideServices
$2,500$2,500$$2,5000%
Auditing1,0001,0001,000100%
Software&Support7,2417,2418,041(800)111%
Advertising1,2351,23551971642%
rainingN/A
Schools&T
ServiceCharges&Fees8,4958,4957,1201,37584%
Electricity2,8002,8002,06074074%
Water1,7471,7473,088(1,341)177%
Telephone1,9001,9001,982(82)104%
Communication/Pagers/Mobiles
9339331,734(801)186%
Insurance
1,2001,2001,200100%
PropertyMaintenance10,50010,5003,9736,52738%
EquipmentMaintenance2,3842,3841,44294260%
Independentlabor26,60026,60010,50816,09340%
PortableToilets3,6443,6443,19345188%
Dues&Membership2502502500%
Travel&PerDiem49249232416866%
OfficeSupplies1,0441,04431273230%
Postage3273279423329%
Fuel1,2501,2502151,03517%
Uniforms52052035616468%
CommunityEvents14,90014,9004,39110,50929%
Smalltools1,2001,200321,1683%
Furniture/Equipment<$5,000
1,9201,9205,997(4,077)312%
MaintenanceSupplies464464234415%
MiscellaneousExpense5005005000%
TotalServices&Supplies$95,046$95,046$57,603$37,44361%
Includesnewbrochureholdersandmessageboards.
TotalExpenses153,006$$153,006$106,284$46,72269%
Town CouncilPage 24 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
TROPHYCLUBPARKFUNDCONTINUED
OriginalRevised
OtherUsesYeartoDateVariance%Used
BudgetBudget
ParkAdministrationTransfer
$8,000$8,000$8,000$100%
TotalOtherUses8,000$$8,000$8,000$100%
Operating
WorkingCapitalYeartoDate
Days
BeginningWorkingCapital$(74,410)(166)
+NetIncrease(Decrease)(6,907)(15)
EndingWorkingCapital$(81,317)(182)
BasedonFiscalYear20142015auditedfinancialstatements.
Town CouncilPage 25 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
STORMDRAINAGEUTILITYFUND
YeartoDateSeptember2016100%PercentofBudgetYearTranspired
OriginalRevised
RevenueYeartoDateVariance%Received
BudgetBudget
StormDrainageFees414,700$$414,700$420,665$5,965101%
InterestIncome100100914814914%
TotalRevenue414,800$$414,800$421,579$6,779102%
OriginalRevised
ExpensesYeartoDateVariance%Used
BudgetBudget
OperatingExpenses195,303195,303205,499(10,196)105%
DebtService175,400175,400175,679(279)100%
TotalExpenses$370,703$370,703$381,177$(10,474)103%
OriginalRevised
OtherUsesYeartoDateVariance%Used
BudgetBudget
TransfertoDebtService$62,206$62,206$62,206$100%
TotalOtherUses$62,206$62,206$62,206$100%
Operating
WorkingCapitalYeartoDate
Days
BeginningWorkingCapital237,458$197
+NetIncrease(Decrease)(21,804)(18)
EndingWorkingCapital$215,654179
BasedonFiscalYear20142015auditedfinancialstatements.
OriginalRevised
DrainageCapitalProjectsYeartoDate
BudgetBudget
FundingSource
2013COProceeds$206,139$206,139$238,741
OperatingFunds36,48836,488100,000
ProjectDetail
IndianCreek
$
TimberRidge/FreshMeadow
CypressCourtDrainageInlets
(20,000)(20,000)
86,322
PinOakCourt
(51,260)(51,260)
62,547
TownHall
100,000
PebbleBeachDrive(71,367)(71,367)
89,872
BroadwayCreekImprovements
andAmenityLakeSlopes
(100,000)(100,000)
RemainingFunding$$$0
Town CouncilPage 26 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
CRIMECONTROLPREVENTIONDISTRICT
YeartoDateSeptember2016100%PercentofBudgetYearTranspired:
OriginalRevised
RevenueYeartoDateVariance%Received
BudgetBudget
SalesTax186,433$$186,433$192,526$6,093103%
InterestIncome7171N/A
TotalRevenue186,433$$186,433$192,597$6,164103%
OriginalRevised
ExpendituresYeartoDateVariance%Used
BudgetBudget
Services&Supplies$57,400$57,400$34,522$22,87860%
CapitalExp
enses125,000125,00093,56631,43475%
TotalExpenditure$182,400$182,400$128,089$54,31170%
OriginalRevised
FundBalanceYeartoDate
BudgetBudget
BeginningFundBalance38,491$$38,491$134,265
+NetIncrease(Decrease)
4,0334,03364,508
EndingFundBalance
$42,524$42,524$198,773
BasedonFiscalYear20142015auditedfinancialstatements.
Town CouncilPage 27 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
STREETMAINTENANCESALESTAXFUND
YeartoDateSeptember2016100%PercentofBudgetYearTranspired:
OriginalRevised
RevenueYeartoDateVariance%Received
BudgetBudget
SalesTax182,554$$182,554$196,865$14,311108%
InterestIncome$$$30$30N/A
TotalRevenue182,554$$182,554$196,895$14,311108%
OriginalRevised
ExpendituresYeartoDateVariance%Used
BudgetBudget
OperatingExpenditures160,412$$242,912$245,056$113,402101%
TotalExpenses$160,412$242,912$245,056$(2,144)101%
OriginalRevised
OtherUsesYeartoDateVariance%Used
BudgetBudget
TransferToDebtService25,000$$25,000$25,000$100%
TotalOtherUses$25,000$25,000$25,000$100%
OriginalRevised
FundBalanceYeartoDate
BudgetBudget
BeginningFundBalance49,584$$49,584$65,306
+NetIncrease(Decrease)(2,858)(2,858)(73,161)
EndingFundBalance$46,726$46,726$(7,855)
BasedonFiscalYear20142015auditedfinancialstatements.
Town CouncilPage 28 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
COURTTECHNOLOGYFUND
YeartoDateSeptember2016100%PercentofBudgetYearTranspired:
OriginalRevised
RevenueYeartoDateVariance%Received
BudgetBudget
Fines&Fees4,000$$4,000$3,481$(519)87%
TotalRevenue4,000$$4,000$3,481$(519)87%
OriginalRevised
ExpendituresYeartoDateVariance%Used
BudgetBudget
PurchasedServices$5,200$5,700$5,904$(204)104%
TotalExpenditure$5,200$5,700$5,904$(204)104%
IncodeannualCourtmaintenance.
OriginalRevised
FundBalanceYeartoDate
BudgetBudget
BeginningFundBalance21,437$$21,437$21,519
+NetIncrease(Decrease)
(1,200)(1,200)(2,423)
EndingFundBalance$20,237$20,237$19,096
BasedonFiscalYear20142015auditedfinancialstatements.
Town CouncilPage 29 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
COURTSECURITYFUND
PercentofBudgetYearTranspired:
YeartoDateSeptember2016100%
OriginalRevised
RevenueYeartoDateVariance%Received
BudgetBudget
MunicipalCourtSecurityFee
$3,000$3,000$2,620$(380)87%
TotalRevenue3,000$$3,000$2,620$(380)87%
OriginalRevised
ExpendituresYeartoDateVariance%Used
BudgetBudget
PurchasedServices$$1,300$952$34873%
TotalExpenditure$$1,300$952$348N/A
OriginalRevised
YeartoDateVariance%Received
OtherUses
BudgetBudget
TransfertoGeneralFund$3,000$3,000$3,000$100%
TotalOtherUses$3,000$3,000$3,000$100%
OriginalRevised
FundBalanceYeartoDate
BudgetBudget
BeginningFundBalance$21,793$21,793$21,903
+NetIncrease(Decrease)(1,332)
EndingFundBalance$21,793$21,793$20,571
BasedonFiscalYear20142015auditedfinancialstatements.
Town CouncilPage 30 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
ECONOMICDEVELOPMENTCOPORATION4B
YeartoDateSeptember2016100%PercentofBudgetYearTranspired:
OriginalRevised
RevenueYeartoDateVariance%Received
BudgetBudget
SalesTax365,109$$365,109$393,731$(28,622)108%
InterestIncome4504501,289(839)286%
TotalRevenue365,559$$365,559$395,019$(29,460)108%
OriginalRevised
ExpendituresYeartoDateVariance%Used
BudgetBudget
Auditing1,000$$1,000$1,000$100%
Advertising5,2005,200955,1052%
Printing5005005000%
Schools&Training1,3101,31034596526%
Dues&Membership1,0501,0501,0500%
Travel&PerDiem694694306644%
OfficeSupplies2502502500%
MiscellaneousExpense7,9507,9502,5005,45031%
EDCProjects3,7503,7503,50025093%
IncentivePrograms140,773140,773140,7730100%
PayingAgentFee200(200)N/A
DebtService208,473208,473208,47310%
TotalExpenditures$370,950$370,950$356,915$14,03596%
TCEventCentercompetitivestudy.
OriginalRevised
FundBalanceYeartoDate
BudgetBudget
BeginningFundBalance490,480$$490,480$3,060,400
+NetIncrease(Decrease)(5,391)(5,391)38,104
EndingFundBalance$485,089$485,089$3,098,504
BasedonFiscalYear20142015auditedfinancialstatements.
Variancedueto2015CObondissuance.Landinventoryassettotals$2,538,765.Spendableresourcestotals$559,739.
Town CouncilPage 31 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
FY2015FY2016
EDC4BSalesTaxComparative
OCT27,691$$30,471
NOV31,248$$39,522
50,000
DEC28,158$$28,273
45,000
JAN23,502$$32,390
40,000
FEB47,901$$41,534
35,000
MAR22,585$$28,162
30,000
APR25,324$$26,920
25,000
FY2015
MAY30,767$$31,562
20,000
FY2016
15,000
JUN29,324$$30,272
10,000
JUL27,479$$32,667
5,000
AUG32,881$$36,701
0
SEP27,851$$35,256
Town CouncilPage 32 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
HOTELOCCUPANCY
YeartoDateSeptember2016100%PercentofBudgetYearTranspired:
OriginalRevised
RevenueYeartoDateVariance%Received
BudgetBudget
HotelOccupancyTax354,520$$354,520$302,374$(52,146)85%
4thofJulyRevenue3,3103,310N/A
Interestincome500500763263153%
TotalRevenue355,020$$355,020$306,447$(48,573)86%
OriginalRevised
ExpendituresYeartoDateVariance%Used
BudgetBudget
0%
Advertising$83,000$83,000$$83,000
EventRentals46,82546,82572,954(26,129)156%
July4Celebration26,00026,00026,0000%
ServiceCharges&Fees6(6)NA
CapitalOutlay44,871(44,871)NA
TotalExpenditures$155,825$155,825$117,831$82,86576%
OriginalRevised
OtherUsesYeartoDateVariance%Used
BudgetBudget
$100%
TransferOut$100,000$100,000$100,000
TotalOtherUses$100,000$100,000$100,000$100%
OriginalRevised
FundBalanceYeartoDate
BudgetBudget
BeginningFundBalance451,931$$451,931$475,748
+NetIncrease(Decrease)99,19599,19588,616
EndingFundBalance$551,126$551,126$564,364
BasedonFiscalYear20142015auditedfinancialstatements.
Town CouncilPage 33 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
RECREATIONALPROGRAMS
YeartoDateSeptember2016100%
PercentofBudgetYearTranspired:
OriginalRevised
RevenueYeartoDateVariance%Received
BudgetBudget
RecreationalPrograms8,000$$10,000$10,398$398104%
TotalRevenue8,000$$10,000$10,398$398104%
OriginalRevised
ExpendituresYeartoDateVariance%Used
BudgetBudget
RecreationalPrograms8,000$$10,000$11,313$(1,313)113%
TotalExpenditures8,000$$10,000$11,313$(1,313)113%
Includeskickballandarcheryexpenses.
OriginalRevised
FundBalanceYeartoDate
BudgetBudget
BeginningFundBalance2,812$$2,812$3,395
+NetIncrease(Decrease)(914)
EndingFundBalance$2,812$2,812$2,481
BasedonFiscalYear20142015auditedfinancialstatements.
Town CouncilPage 34 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
TIRZ#1
YeartoDateSeptember2016100%
PercentofBudgetYearTranspired:
OriginalRevised
RevenueYeartoDateVariance%Received
BudgetBudget
PropetyTax$6,095$6,095$10,493$4,398172%
SalesTax1,0001,000$(1,000)0%
TotalRevenue$7,095$7,095$10,493$3,398148%
OriginalRevised
ExpendituresYeartoDateVariance%Used
BudgetBudget
N/A
IncentivePrograms$$400,000$400,000$
TotalExpenditures$$400,000$400,000$N/A
InfrastructurecostsforBreadWinnersCaf é.
OriginalRevised
FundBalanceYeartoDate
BudgetBudget
BeginningFundBalance8,291$$8,291$6,062
+NetIncrease(Decrease)7,0957,095(389,507)
EndingFundBalance$15,386$15,386$(383,445)
BasedonFiscalYear20142015auditedfinancialstatements.
Town CouncilPage 35 of 138Meeting Date: November 8, 2016
TOWNOFTROPHYCLUB
SEPTEMBER2016FINANCIALREPORT
ANNIVERSARYFUND
YeartoDateSeptember2016100%
PercentofBudgetYearTranspired:
OriginalRevised
RevenueYeartoDateVariance%Received
BudgetBudget
Donations$$$24$24N/A
TotalRevenue$$$24$24N/A
OriginalRevised
ExpendituresYeartoDateVariance%Used
BudgetBudget
CommunityEvents$$$3,054$(3,054)N/A
TotalExpenditures$$$3,054$(3,054)N/A
Revised
Original
OtherUsesYeartoDateVariance%Used
BudgetBudget
TransferOut$$$702$(702)N/A
TotalOtherUses$$$702$(702)N/A
OriginalRevised
FundBalanceYeartoDate
BudgetBudget
BeginningFundBalance$4,614$4,614$3,497
+NetIncrease(Decrease)(3,732)
EndingFundBalance$4,614$4,614$(235)
BasedonFiscalYear20142015auditedfinancialstatements.
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Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-650-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:10/31/2016 In control:Town Council
On agenda:11/8/2016 Final action:
Title:Consider and take appropriate action regarding a Resolution repealing Resolution No. 2016-18,
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; 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 Programs.pdf
RES 2016-33 - Authorizing Participation in Coop Purchasing Programs.pdf
DateVer.Action ByActionResult
ConsiderandtakeappropriateactionregardingaResolutionrepealingResolutionNo.2016-18,authorizingparticipation
invariouscooperativepurchasingprograms,andadoptinganewresolutionauthorizingparticipationinvarious
cooperativepurchasingprogramsinaccordancewiththeTown’sProcurementPoliciesandProcedures;authorizing
executionofanyandallnecessaryagreementsforparticipationinthecooperativeprogramsbytheMayororhis
designee;approvingrelatedcontractsandthepaymentofrelatedfeesinaccordancewiththebudget;andprovidingan
effective date (Staff).
Agenda Item No. 4
Town CouncilPage 68 of 138Meeting Date: November 8, 2016
To: Mayor and Town Council
From:Steven Glickman, Assistant Town Manager/CFO
CC: Patrick Arata, Acting Town Manager
Holly Fimbres, Town Secretary/RMO
Re: Purchasing Cooperatives
Town Council Meeting, November 8, 2016
Agenda Item:
Consider and take appropriate action regarding a Resolution repealing Resolution No. 2016-18,
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; 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 cooperativeor governmental entity that may provide a financial benefit and/or
efficiency in the Town’s procurement operations. The resolution includes adding NASPO
Valuepoint 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:
RES No. 2016-33
Recommendation:
Staff recommends Council approval of the resolution as presented.
Page 1 of 1
Town CouncilPage 69 of 138Meeting Date: November 8, 2016
TOWN OF TROPHYCLUB,TEXAS
RESOLUTIONNO.2016-33
A RESOLUTIONOFTHETOWNCOUNCILOFTHETOWNOF
TROPHYCLUB,TEXAS,REPEALINGRESOLUTIONNO.2016-18
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 cooperativepurchasingprogramandprovidesthat
purchasesmadepursuanttoanagreementwith a localcooperativeorganizationsatisfy
statelawsrequiringthelocalgovernmenttoseekcompetitivebidsforthepurchaseof
thegoodsorservices;and
WHEREAS,
theProcurementPoliciesandProceduresoftheTownofTrophy
Clubauthorizepurchasesfrom a cooperativepurchasingprogramorotherapproved
stateprogram providedthatthe TownCouncilhas approvedparticipation;and
WHEREAS
, Town’sparticipationinthecooperativepurchasingprogramsand
otherapprovedstateprogramswillimproveefficiencyinthepurchasingprocessby
allowingtheTowntomeetcompetitivebidrequirements,toidentifyandpurchasegoods
andservicesfromqualifiedvendors,torelievetheburdensofthegovernmental
purchasingfunction,andtorealizethevariouspotentialeconomies,including
administrative cost savingsthat such programsprovide;and
WHEREAS,
uponconsiderationofthe cooperativepurchasing programs
specifiedinthisResolution,andallmattersattendantandrelatedthereto,theTown
CouncilisoftheopinionthattheTown’sparticipationintheseprogramsisbeneficial
andshouldbeapproved,thatResolutionNo.2016-18shouldberepealedinitsentirety,
thatthisResolutionbeadopted,andthattheTownManagerorhisdesigneeis
appointedastheProgramCoordinatorfortheTown’smembershipinsuchcooperative
programs;and
Town CouncilPage 70 of 138Meeting Date: November 8, 2016
WHEREAS,
intheeventthatparticipationinanyofthecooperativepurchasing
programsapprovedbythisResolutionrequirestheexecutionofanAgreementand / or
thepaymentof a fee, such AgreementandfeeareherebyapprovedandtheMayoror
hisdesigneeisherebyauthorizedtoexecuteanynecessaryAgreementsfor
participationinsuchprogram(s)andtheProgramCoordinatorisauthorizedtoapprove
thepaymentofapplicablefeesprovidedthatfundsarebudgetedandavailableforsuch
participation.
NOW,THEREFORE,BEITRESOLVEDBYTHETOWNCOUNCILOFTHE
TOWN OF TROPHYCLUB,TEXAS,THAT:
Section 1.Theforegoingpremises,whichareherebyfoundtobetrueandto
bein thebestinterestofthe TownofTrophyClubanditscitizens,areherebyadopted.
Section 2.TheTown’sparticipationinthefollowingcooperativepurchasing
programsisherebyauthorizedandapprovedinaccordancewiththetermsofthis
Resolution andofthe TownofTrophyClubProcurementPoliciesandProcedures:
BuyBoard
Choice Partners
City of Frisco
City of Grapevine
City of Roanoke
Denton County
Department of Information Resources (DIR)
Houston-Galveston Area Council Cooperative Purchasing Program (H-GAC)
NASPO Valuepoint
National Cooperative Purchasing Alliance (NCPA)
National Joint Powers Alliance (NJPA)
North Central Texas Council of Government (NCTCOG) Cooperative Purchasing Program
Tarrant County
Texas Building and Procurement Commission (TBPC)
Texas Interlocal Purchasing System (TIPS)
Texas Multiple Award Schedules (TXMAS)
Texas Procurement and Support Services (TPASS)
The Cooperative Purchasing Network (TCPN)
Trusted Purchasing Alliance (TPA)
US Communities
US General Services Administration (GSA)
Western States Contracting Alliance
Section 3.TheTownManagerorhisdesigneeisappointedastheProgram
CoordinatorfortheTown’smembershipinapprovedcooperativepurchasingprograms.
TheProgramCoordinatorisauthorizedtoapprovethepaymentofapplicablefeesfor
approvedprogramsprovidedthatfundsarebudgetedandavailablefor such
participation.
RES 2016-33Page 2 of 3
Town CouncilPage 71 of 138Meeting Date: November 8, 2016
Section 4.TheMayororhisdesigneeisherebyauthorizedtoexecuteany
necessaryAgreementsforparticipationinsuchprogram(s)accordingtothetermsand
conditionssetforthinthisResolutionandtheTown’sProcurementPoliciesand
Procedures.
Section 5.ThisResolutionshallbecomeeffectiveimmediatelyuponits
passage.
PASSEDANDAPPROVED
bytheTownCounciloftheTownofTrophyClub,
Texas,this 8thdayofNovember2016.
C. Nick Sanders, Mayor
Town of Trophy Club, Texas
\[SEAL\]
ATTEST:
Holly Fimbres, Town Secretary
Town of Trophy Club, Texas
APPROVED TO AS FORM:
J. David Dodd III, Town Attorney
Town of Trophy Club, Texas
RES 2016-33Page 3 of 3
Town CouncilPage 72 of 138Meeting Date: November 8, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-637-T Version:1 Name:
Type:Agenda Item Status:Public Hearing
File created:10/26/2016 In control:Town Council
On agenda:11/8/2016 Final action:
Title: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 (Staff).
Attachments:Staff Report - SUP-16-010.pdf
Exhibit A – Application.PDF
Exhibit B – Floor Plan.PDF
Exhibit C – Location and Zoning Map.PDF
Exhibit D – Ordinance No. 2016-48 P&Z.pdf
DateVer.Action ByActionResult
ConductapublichearingregardingarequestforaSpecificUsePermitforon-premisealcoholsalesinconjunctionwitha
restauranttobeoperatedaspartofaHolidayInnHotel,onLot3R3,BlockB,TrophyWoodBusinessCenterlocatedat
725 Plaza Drive (Staff).
Agenda Item No. 5
Town CouncilPage 73 of 138Meeting Date: November 8, 2016
To:Mayor and Town Council
From: Ron Ruthven, Interim Town Planner
CC: Patrick Arata, Acting Town Manager
Steven Glickman, Assistant Town Manager/CFO
Holly Fimbres, Town Secretary/RMO
Re: Case #SUP-16-010
Town Council Meeting, November 8, 2016
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 (Staff).
REQUEST:
The applicant,Raj Patel, is requestingapproval of a Specific Use Permit (SUP) for the sale of
alcoholic beveragesfor on-premiseconsumptionfor 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 be located inside the hotel.
A similar request was approved by the Planningand Zoning Commission on June 23, 2016 by a
5-0 vote but was denied without prejudice by the Town Councilon August 9, 2016withthe
Council directing the applicant that, if they wished to reapplyfor the SUP, the following items
are requested by the Council as copied from the August 9, 2016 Town Council minutes:
Submittal of an “action plan orpresentation that showed the conceptof Crooked Pint”;
“Either documentation be provided or a representative from Holiday Inn be present to
advise that they believed the development would be successful with the sale of
alcohol.”
The attached “Exhibit A” contains the Council requested documentation
The following are the minutes from the August 9, 2016 Town Council meeting for original SUP
request:
Page 1 of5
Town CouncilPage 74 of 138Meeting Date: November 8, 2016
“Referred Agenda Item: Consider and take appropriate action regarding an Ordinance for a
Specific Use Permitfor on-premise alcohol sales in conjunctionwith a restaurant tobe
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).
Council Member Parrow inquired when Holiday Inn planned to open the hotel. Raj Patel, Owner
of the Holiday Inn, stated that theyplanned to open November 16, 2016.
CouncilMemberReedaskedMr.Pateltoexpandonthefranchisor.Mr.Patelrespondedthat the
franchisor wasGreen Mill Restaurant, out of NorthDakota, and thatthis would bethefirst
location in Texas. Hestated that he purchased the franchise rights for two locations that would
both be located inhotels,one in TrophyClub and onein the Lancaster/Desoto area. He advised
that a separate manager would be hired for the restaurant and the franchisor would train the
employees. Additionally, he stated that he currently operated 20 restaurants and three (3)
hotels with a restaurant and bar.
Conversation took place that thehotel was adequately parked but the restaurant was not, and
that breakfast would be served to hotel gueststhrough therestaurant kitchen.
Motion:
Motionmade byMayorPro TemLamont, seconded by Mayor Sanders, to approve Ordinance
No.2016-26 P&Z, for a Specific Use Permit (SUP) for on-premise alcohol sales in conjunction
with a restaurant called The Crooked Pint Ale House 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.
CouncilMember Kurtz inquired whentherestaurant would open. Mr. Patel stated that the
restaurant and hotel would haveto openat the same time. Additionally, he confirmed that the
franchisor approved the plansfor the prior approved footprints of the restaurant and that they
were not requiring any changes.
Discussion took place that if the SUP were not approved then Holiday Inn would not be able to
open because a requirement of Holiday Inn was to have a full servicehotel with restaurantand
bar. Council voiced their concerns thatthere was a lengthy delay from when the Site Plan was
initially approved and when the Specific Use Permit was applied for, and that the operating
manager of the restaurant had not yet been hired.
CouncilMember Kurtz requested thatMr. Patelprovide the Council with a list of hotelsthat he
owned that had a restaurant and servedalcohol.Mr. Patelstated that he wouldprovide a list
and gavean example of a Hilton Garden in New Braunfels.
Mr. Patel explained thatthegrading permit was approved on January 14, 2014 and the building
plans were approved prior to January 1, 2014. He stated that he lost the franchise on January
13, 2014 because he was unable to start construction by January 1, 2014; therefore he had to
apply for the franchise again causing the initial delay in construction for three to four months.
Page 2 of5
Town CouncilPage 75 of 138Meeting Date: November 8, 2016
CouncilMember Shoffner inquired aboutthereason Mr. Patel was unable to start construction
on time because a special meeting had been called specifically forconsideration of the replatof
the property on December 30,2013.Mr. Patelresponded that hewas unable to breakground
on time, which referred to when the slabwas poured.
Council MemberShoffner asked Mr. Patel if hehad any Texas Alcohol Beverage Commission
(TABC) violations at any of his other hotel locations. Mr. Patelstated that hehad not received
any violations.
DevelopmentServices Manager Cooke commented that annual building and fire inspections are
performed onhotelsand if the hotel were not in compliance with the Town’s ordinances and
regulations then there would be the ability to not renew the annualTABC license. Town Planner
Ruthven advised that the Council had the abilitytoimpose conditions ontheSUP.
CouncilMemberKurtzaskedMr.PatelhowlongheknewthatheneededtoapplyfortheTABC
license. Mr. Patel stated that this was the first time he had to go before Council for approval of
an SUP but he knew from the beginning that the hotel would have a restaurant and bar.
The vote was taken.
Motionfailedforlackofmajority 3-4-0 withMayorSanders,MayorProTemLamont,and
CouncilMemberRowevotingfor,andCouncilMembersParrow,Reed,Kurtz,andShoffner
voting against.
Conversation ensued that if the SUP were denied then the applicant would have to wait 12
monthsbeforethe SUPcould be considered again but if the SUP were denied without prejudice
then the SUP could be considered again without a waiting period.
Motion to Reconsider:
Motion made by Mayor ProTem Lamont, seconded by Council MemberKurtz, to reconsiderItem
No.16,ConsiderandtakeappropriateactionregardinganOrdinancefor a SpecificUsePermit
for on-premise alcohol sales in conjunction with a restaurant tobe operated as part of a Holiday
Inn Hotel,onLot 3R3,Block B, Trophy Wood Business Center, located at 725 Plaza Drive, Case
SUP-16-009.
Motion to Reconsider passed unanimously.
Motion to Deny without Prejudice:
Motion made by Council Member Reed, and secondedbyCouncil MemberParrow, todeny
Ordinance No.2016-26 P&Z withoutprejudice.
Council Member Kurtz commented that he would beinfavor ofreconsideringtheSUPwith an
action plan or presentation that showed the concept of CrookedPint. Mayor Sanders suggested
that either documentation be provided or a representative from Holiday Inn would be present
when the itemwasreconsideredto advisethattheybelieved the development would be
successful with the saleof alcohol.
Page 3 of5
Town CouncilPage 76 of 138Meeting Date: November 8, 2016
Town PlannerRuthven noted that a newapplication would have to be submitted in order forthe
itemto be reconsidered and that it would go through the entire process again.
The vote for theMotion to Deny without Prejudice was taken.
MotiontoDenywithoutPrejudicecarried 5-2-0 withMayorSanders,MayorProTem
and Council Members Parrow, Reed, and Kurtz voting for, and Council Members
Lamont,
Rowe and Shoffner voting against.”
RESTAURANT DETAILS:
According tothe restaurant’s web site, www.crookedpint.com, the restaurant isdescribed as
follows:
“You may call it“ThePint.”Youmight 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 ofour Lucys and you’ll be hookedforsure!)
Crooked Pint Ale House is a nouveauurban pub withthe feel of a local neighborhood restaurant.
Crooked Pint offers a full menu and a generous selection of beer, quality craftbrews, wines,and
spirits.
Fromthe rough-sawn oak floors and classic pub furnishings and finishes, tothe 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 homeat
Crooked Pint.
The menu featuresclassicpub fairewith nearly 60 choices for lunch, dinner, and weekend
brunch as well as kids’ menu selections.”
According tothegroundfloor plan includedin the approved site plan for the hotel, the
restaurant floorarea will contain approximately 5,000 square feet and will be located on the
ground floor, south sideof 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 hundredfeet(300’)of achurch,public school or private school, orpublic hospital.
The following measurementsdetail the proximityof therestauranttothe uses listed below. All
measurements are calculated based on a straight line drawn from thefront door of the
restaurant to the closest point of the building mentioned below. For churches and hospitalsthe
required measurement method prescribed by the Code of Ordinances would yield a
significantly greater distance than is shown below:
Minimum separation of300 feet requiredper Code of Ordinances:
Distance to closest school (public or private): 1.1 miles (Walnut Grove Elementary
School – Carroll ISD)
Distance toclosestchurch: 4,000feet (Lake Cities
Page 4 of5
Town CouncilPage 77 of 138Meeting Date: November 8, 2016
Church of Christ)
Distance to closest hospital: 2,000 feet (Baylor Medical Center)
No minimum separationrequired:
Distance to closestresidence:450 feet
PUBLIC NOTICEREQUIREMENT:
Per therequirements of the State of Texasand theTrophy 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 500feet of the subject property. To date
nocorrespondencehasbeen received.
PLANNING AND ZONING COMMISSION RECOMMENDATION:
The Planning and Zoning Commission voted to approve this item by a vote of (6-0) at the October
27, 2016 meeting subject to the following condition:
That a representative from Green Hill restaurant be present for Council meeting when this
item is presented.
STAFF REVIEW AND RECOMMENDATION:
Staff recommends approval.
Attachments: Exhibit A – Application
Exhibit B – Floor Plan
Exhibit C – Location and Zoning Map
Exhibit D – Ordinance No. 2016-48 P&Z
Page 5 of5
Town CouncilPage 78 of 138Meeting Date: November 8, 2016
Exhibit A
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TOWN OF TROPHY CLUB, TEXAS
ORDINANCE NO. 2016-48P&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 107 of 138Meeting Date: November 8, 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 2016-48 P&Z Page 2 of 4
Town CouncilPage 108 of 138Meeting Date: November 8, 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 2016-48 P&Z Page 3 of 4
Town CouncilPage 109 of 138Meeting Date: November 8, 2016
PASSED AND APPROVED
by the Town Council of the Town of Trophy Club,
Texas, this 8thday ofNovember 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:
J. David Dodd III, Town Attorney
Town of Trophy Club, Texas
ORD 2016-48 P&Z Page 4 of 4
Town CouncilPage 110 of 138Meeting Date: November 8, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-644-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:10/28/2016 In control:Town Council
On agenda:11/8/2016 Final action:
Title:Consider and take appropriate action regarding a Proclamation of the Town Council declaring
November 17, 2016 as World Pancreatic Cancer Day in Trophy Club; and providing an effective date
(N. Sanders and R. Rowe).
Attachments:Request for Proclamation of World Pancreatic Cancer Day.pdf
PRO 2016-12 - World Pancreatic Cancer Day.pdf
DateVer.Action ByActionResult
ConsiderandtakeappropriateactionregardingaProclamationoftheTownCouncildeclaringNovember17,2016as
World Pancreatic Cancer Day in Trophy Club; and providing an effective date (N. Sanders and R. Rowe).
Agenda Item No. 6
Town CouncilPage 111 of 138Meeting Date: November 8, 2016
Pancreatic Cancer Action Network
Volunteer
2016 Proclamations Campaign Toolkit
Town CouncilPage - 112 1 - of 138Meeting Date: November 8, 2016
Volunteer
2016 Proclamations Campaign Toolkit
Table of Contents
Proclamations 101 3
Cover Letter Template 4
5
Proclamations Template
Volunteer Engagement Opportunities 6
Cancer Deaths by State 7
Town CouncilPage - 113 2 - of 138Meeting Date: November 8, 2016
Proclamations 101
WHAT is the proclamation?
This proclamation officially designates November 17 as World Pancreatic Cancer Day and is issued by a municipality such as a
city, county or state. Proclamations are a great volunteer recruitment tool and can be very effective in building awareness
about pancreatic cancer amongst your local community and elected officials.
WHY should I obtain proclamations?
To recruit new volunteers for the organization and for advocacy
To raise awareness about World Pancreatic Cancer Day
To inform others in your community about the impact of pancreatic cancer
WHERE should I request proclamations from?
Your city, town or borough (approach the mayor or city council)
Your county or parish (approach the county council)
Your state (approach the state legislature or governor)
Please note, however, that only a municipality can issue a proclamation. Individual legislators, such as U.S. representatives,
U.S. senators and state assembly members, should not be approached.
When you request a proclamation, you are simply asking for a stamp of approval to declare November 17 as World Pancreatic
Cancer Day in the given municipality. The offices you call will likely be excited to help because a proclamation isn’t generally
considered controversial. It’s a win for us AND for them!
WHEN should I start requesting them?
We recommend that you plan to begin the proclamation process in mid-September so we can get as much leverage out of
them as possible. The process takes an average of 60 days to complete, so start early!
HOW do I request a proclamation?
It’s easy! Just follow these steps:
World Pancreatic
1.Work with your Proclamations Chair (most likely the person that sent you this toolkit) and check the
Cancer Day proclamations map to see if a proclamation has already been requested from your city, county or state.
2.If no proclamation has been requested from your municipality, contact the office (mayor’s office for city
proclamations, county commissioner for county proclamations, etc.) to ask how the process works. Specific
differences may exist from one municipality to another. If a proclamation request has already been made, you can
reach out to our Government Affairs & Advocacy department for advice on how to write a letter of support for the
proclamation already in process.
3.Send in our template cover letter and template proclamation text after you’ve edited the documents and filled in
any information specific to your area.
to let us know that you’re working on it.
4.Complete our Proclamation Requestor form
5.Politely follow up on your request by calling the office after a week has passed to ensure the process is moving along.
6.Think about ways you can involve others who might be interested in helping you with this effort. Refer to Volunteer
Engagement Opportunities for a list of tasks that you can assign to others or do yourself.
7.Once you’ve received the proclamation, let others know! Use the template letter to the editor, template press
release and template public remarks, to let your community know about your accomplishment and share pictures on
social media using #wagehope and #pancAWARE. Then, check in with your Proclamations Chair for other
opportunities.
Ready to get started?
Follow the steps above, or contact the proclamations team at advocacy@pancan.org or 202-742-6699. We’re here to help you!
Town CouncilPage - 114 3 - of 138Meeting Date: November 8, 2016
Cover Letter Template
Dear Sir or Madam \[insert specific name if you can\]:
As your constituent, I am writing on behalf of the estimated 41,780 Americans who will die of pancreatic cancer in
1
2016, approximately \[X*\] of whom live in \[state\]. In 2016, pancreatic cancer will afflict more than 53,070
Americans, 71 percent of whom will die within one year of their diagnosis, and 92 percent of whom will die within
five years of diagnosis.
\[Insert a brief summary of your personal story and why this issue is important to you. Please try to keep it to 3-4
sentences.\]
This year, pancreatic cancer surpassed breast cancer to become the third leading cause of cancer-related death in
the United States, and it is projected to become the second leading cause by 2020. It is the only major cancer with
a five-year relative survival rate in the single digits at just eight percent. We need your help to shine a spotlight on
this disease and finally make progress in developing treatments and early detection tools. By issuing a proclamation
supporting the observance of November 17 as World Pancreatic Cancer Day in \[enter municipality name\], you can
help us raise awareness in our community.
We request that a total of \[number\] originals of the proclamation be made available for our records. Please contact
me at \[insert phone number, email address, etc.\] with any questions. I look forward to working with you to issue a
proclamation that will recognize November 17 as World Pancreatic cancer Day and bring much needed attention to
this deadly disease. Thank you for your interest in this important issue.
Sincerely,
\[Insert name and home mailing address\]
1
* Use the chart titled Cancer Deaths by State to find the number of deaths in your state.
Town CouncilPage - 115 4 - of 138Meeting Date: November 8, 2016
Proclamations Template
\[Insert Municipality Name Here\] Proclamation
RESOLUTION
Declaring November 17 as “World Pancreatic Cancer Day” in the \[municipality\]of \[name\].
WHEREAS in 2016, an estimated 53,070 people in the United States will be diagnosed with pancreatic cancer, one
of the deadliest cancers, and 41,780 will die from the disease;
WHEREAS pancreatic cancer surpassed breast cancer this year to become the third leading cause of cancer death in
the United States, and it is projected to become the second leading cause by 2020;
WHEREAS pancreatic cancer is the only major cancer with a five-year relative survival rate in the single digits at just
eight percent;
WHEREAS when symptoms of pancreatic cancer present themselves, it is generally in later stages, and 71 percent
of pancreatic cancer patients die within the first year of their diagnosis;
WHEREAS approximately \[X\] deaths will occur in \[state\] in 2016;
WHEREAS pancreatic cancer is the seventh most common cause of cancer-related death in men and women across
the world;
WHEREAS there will be an estimated 418,451 new pancreatic cancer cases diagnosed worldwide in 2020;
WHEREAS the good health and well-being of the residents of \[municipality name\] are enhanced as a direct result of
increased awareness about pancreatic cancer and research into early detection, causes and effective treatments;
therefore be it
RESOLVED that the \[governing body\] designate November 17 as “World Pancreatic Cancer Day” in the
\[municipality\].
Town CouncilPage - 116 5 - of 138Meeting Date: November 8, 2016
ESTIMATED NUMBER OF DEATHS FOR SELECTED CANCER BY STATE,
Thank you.
Volunteer Engagement Opportunities
Remember that our goal is to get as many volunteers engaged in securing and publicizing these proclamations as
possible! Below is a list of different ways volunteers can get involved in the proclamation process. These are only
a few suggestions; there are many ways to take part.
From Home:
-Post a photo on social media
-Request the proclamation
-Alert their member of Congress about the proclamation (social media/phone call to let them know that a
local or state proclamation was secured; note that U.S. senators and representatives should not be asked
to secure a national proclamation or for their support on state or local initiatives.)
-Organize/arrange transportation to pick up the proclamation
-Send a thank you note to the issuing municipality (many volunteers can do this activity!)
-Personalize and send a Letter to the Editor to a media outlet
-Invite volunteers to join the Advocacy Leader when the proclamation is read into the record
-Invite volunteers to next affiliate meeting where the proclamation will be read/announced
-Ask local hospital(s) to include the issuance of the proclamation in a staff bulletin
Affiliate Activities:
-Ask the DCA to include in the note they send to donors
-Work with the Media Chair to distribute media packets
-Read the proclamation at an affiliate meeting
-Acknowledge the proclamation at your PurpleLight/PurpleStride
Traveling with Other Volunteers:
-Be there to pick up the proclamation
-Take a photo of proclamation being picked up
-Speak at a city council meeting thanking the municipality
-Speak on television about the proclamation (Volunteers should connect with their Affiliate’s Media Chair or
Pancreatic Cancer Action Network Public Relations staff to obtain talking points for all interview
opportunities)
- 6 -
Town CouncilPage 117 of 138Meeting Date: November 8, 2016
2016
Brain/ Non-
Nervous Female Colon & Lung & Hodgkin
State All SitesSystemBreastRectumLeukemiaLiverBronchusLymphomaOvaryPancreasProstate
Alabama
10,650
3006709204304203,260340260690470
Alaska
1,070†50†††
7090†29070
Arizona
11,800
3607809805105902,830410310900590
Arkansas
6,830
1704306002602602,190210150420270
California
59,060
1,7604,4005,1802,5603,60012,2302,1401,5304,3903,050
Colorado
7,760
2705606503303701,690260240560430
Connecticut
6,780
1904504503103001,690220170540320
Delaware
2,050
5013015080100600605014090
Dist. of Columbia
980††80††
90902109070
Florida
43,600
1,0802,8803,5001,7701,87011,9601,4809403,0801,970
Georgia
16,840
4601,2601,5006207304,7004904201,090730
Hawaii
2,480†
1302309015057010050230100
Idaho
2,810
9018022012011067010070210160
Illinois
24,080
6001,6602,0301,0109306,5408005701,6401,020
Indiana
13,510
3508601,0705704604,020440300860520
Iowa
6,470
1903805702602301,770250160430280
Kansas
5,540
1803604602602101,540200130390220
Kentucky
10,350
2506008303903603,570330200610340
Louisiana
9,110
2206307903304702,620280180650360
Maine
3,320
9017023014012097012060230130
Maryland
10,560
2708208503905102,670310260800480
Massachusetts
12,630
3307708905206303,380390330930530
Michigan
21,100
6101,4101,6408508006,0307804801,520790
Minnesota
9,850
2806107504804102,430500240660470
Mississippi
6,480
1504206302402801,930170110440280
Missouri
12,970
3208801,0505205503,950370250860470
Montana
2,020
6013017080705207060130120
Nebraska
3,500
11021033015013089013070240180
Nevada
4,970
1503804801802101,390160110360240
New Hampshire
2,770
80170190110907708060210130
New Jersey
16,150
4001,2801,4506406703,8305104401,260680
New Mexico
3,690
100260350150210790130110240200
New York
34,910
8802,4102,8301,4601,6508,7701,2009202,6601,550
North Carolina
19,620
6001,3601,4807508305,8206104501,240820
North Dakota
1,270†††
8012050330†9060
Ohio
25,510
6301,7002,0601,0001,0207,4208505701,8001,060
Oklahoma
8,260
2205306903403302,470280190500340
Oregon
8,150
2405006603404302,100280220570410
Pennsylvania
28,700
6801,9402,3401,2401,1407,5301,0307002,0901,190
Rhode Island
2,090
501201609010058060†12090
South Carolina
10,330
2506908303604203,010310240730450
South Dakota
1,6405060
1101307046050†11080
Tennessee
14,560
3609001,2305506304,610450300870540
Texas
39,450
1,0502,7803,5201,6602,4709,6201,3209502,6501,520
Utah
2,970
12027024014013046012090250200
Vermont
1,3905060††
701005039010070
Virginia
14,910
3901,0801,1605806404,0804903901,050630
Washington
12,770
4108209705106603,170440350920630
West Virginia
4,750
1202704001801401,46017090270160
Wisconsin
11,630
3507108405404203,060460300840550
Wyoming
1,000†50††††
709023070
United States
595,69016,05040,45049,19024,40027,170158,08020,15014,24041,78026,120
*Rounded to nearest 10. †Estimate is fewer than 50 deaths. ‡Liver includes intrahepatic bile duct.
Source: American Cancer Society Facts &Figures 2016 http://www.cancer.org/acs/groups/content/@research/documents/document/acspc-047069.pdf
Accessed May 24, 2016
Town CouncilPage - 118 7 - of 138Meeting Date: November 8, 2016
TOWN OF TROPHY CLUB, TEXAS
PROCLAMATION NO. 2016-12
A PROCLAMATION OF THE TOWN COUNCIL OF THE TOWN OF
TROPHY CLUB, TEXAS, SUPPORTINGTHE PANCREATIC CANCER
ACTION NETWORKIN PROCLAIMING NOVEMBER 17, 2016AS
WORLD PANCREATIC CANCER DAYIN TROPHY CLUB, TEXAS; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS
in 2016, an estimated 53,070 people in the United States will be
diagnosed with pancreatic cancer, one of the deadliest cancers, and 41,780 will die
from the disease;and
WHEREAS
pancreatic cancer surpassed breast cancer this year to become the
third leading cause of cancer death in the United States, and it is projected to become
the second leading cause by 2020; and
WHEREAS
pancreatic cancer is the only major cancer with a five-year relative
survival rate in the single digits at just eight percent;and
WHEREAS
when symptoms of pancreatic cancer present themselves, it is
generally in later stages, and 71 percent of pancreatic cancer patients die within the first
year of their diagnosis;and
WHEREAS
approximately 2,650deaths will occur in Texas in 2016;and
WHEREAS
pancreatic cancer is the seventh most common cause of cancer-
related death in men and women across the world;and
WHEREAS
there will be an estimated 418,451 new pancreatic cancer cases
diagnosed worldwide in 2020;and
WHEREAS
the good health and well-being of the residents of the Town of
Trophy Clubare enhanced as a direct result of increased awareness about pancreatic
cancer and research into early detection, causes and effective treatments.
NOW, THEREFORE, I, MAYOR C. NICK SANDERS, IN CONJUNCTION WITH
THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, DO HEREBY
PROCLAIM NOVEMBER 17, 2016AS:
WORLD PANCREATIC CANCER DAY
PASSED AND APPROVED
by the Town Council of the Town of Trophy Club, Texas,
this 8thday of November2016.
_______________________________ ________________________________
Holly Fimbres, Town Secretary C. Nick Sanders, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
Town CouncilPage 119 of 138Meeting Date: November 8, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-645-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:10/28/2016 In control:Town Council
On agenda:11/8/2016 Final action:
Title: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 (Staff).
Attachments:
DateVer.Action ByActionResult
ConsiderandtakeappropriateactionregardinganOrdinanceforaSpecificUsePermitforon-premisealcoholsalesin
conjunctionwitharestauranttobeoperatedaspartofaHolidayInnHotel,onLot3R3,BlockB,TrophyWoodBusiness
Center located at 725 Plaza Drive (Staff).
Agenda Item No. 7
Town CouncilPage 120 of 138Meeting Date: November 8, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-659-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:11/2/2016 In control:Town Council
On agenda:11/8/2016 Final action:
Title:Consider and take appropriate action regarding a discretionary service agreement with Oncor Electric
Delivery Company LLC for the relocation of overhead facilities to underground and the payment of
related fees; providing an effective date; and authorizing the Town Manager or his designee to
execute all necessary documents (Staff).
Attachments:Staff Report - Utility Relocation.pdf
Discretionary Service Agreement.pdf
DateVer.Action ByActionResult
ConsiderandtakeappropriateactionregardingadiscretionaryserviceagreementwithOncorElectricDeliveryCompany
LLCfortherelocationofoverheadfacilitiestoundergroundandthepaymentofrelatedfees;providinganeffectivedate;
and authorizing the Town Manager or his designee to execute all necessary documents (Staff).
Agenda Item No. 8
Town CouncilPage 121 of 138Meeting Date: November 8, 2016
To: Mayor and Town Council
From:Steven Glickman, Assistant Town Manager/CFO
CC: Patrick Arata, Acting Town Manager
Holly Fimbres, Town Secretary/RMO
Re: Utility Relocation
Town Council Meeting, November 8, 2016
Agenda Item:
Consider and take appropriate action regarding a discretionary service agreement with Oncor
Electric Delivery Company LLC for the relocation of overhead facilities to underground and the
payment of related fees; providing an effective date; and authorizing the Town Manager or his
designee to execute all necessary documents (Staff).
Explanation:
With the design of the Harmony Park parking lot encroaching onto existing utilities facilities,
they are required to be relocated. The agreement with Oncor is to relocate overhead facilities
underground which allowed more parking spaces to be designed. The total cost of that
relocation is $56,578.08. In addition, Charter Cable will relocate overhead facilities
underground at a cost of $3,054.60. Estimated costs for the relocations were included in the
engineer’s estimated project cost which is what staff based the budget for the projects.
Attachments:
Discretionary Service Agreement
Recommendation:
Staff recommends Council approval of the Discretionary Service Agreement with Oncor as
presented.
Page 1 of 1
Town CouncilPage 122 of 138Meeting Date: November 8, 2016
3338126
November2016
8
the Town of Trophy ClubMunicipal Entity
Relocate all overhead facilities to underground, install a switch gear, and install a new pad mounted transformer to serve the existing park
lighting. The Town will install all of the conduit for this project. Oncor will install the switch gear pad, the new transformer pad, and the pull box
to tie into the existing underground primary. The cost of this relocation will be $56,578.08
Construction complete-cost is good for 30 days
Oncor Electric Delivery
2001 N industrial blvd
Bedford, TX 76021
ATTN:Clayton DeBord
Town CouncilPage 123 of 138Meeting Date: November 8, 2016
the Town of Trophy Club
100 Municipal Drive
Trophy Club, TX
76262
the Town of Trophy Club
100 Municipal Drive
Trophy Club, Tx
76262
the Town of Trophy Club
The Town of Trophy Club agrees to pay a relocation cost of $56,578.08 and install all of the conduit for this project.
the Town of Trophy Club
Patrick Arata
Clayton DeBord
Utility Designer
Acting Town Manager
10/21/16
Town CouncilPage 124 of 138Meeting Date: November 8, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-647-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:10/28/2016 In control:Town Council
On agenda:11/8/2016 Final action:
Title:Discussion of items for Future Agendas to include agenda items for consideration on the upcoming
Regular Session Council Agenda for December 13, 2016 and items from the Town Council Future
Agenda Items list, to include discussion of the below item (Staff).
A)Item No. 1 - 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) (4-November 8, 2016)
Attachments:December 13, 2016 Upcoming Agenda.pdf
Items for Future Agendas updated 10-17-2016.pdf
DateVer.Action ByActionResult
DiscussionofitemsforFutureAgendastoincludeagendaitemsforconsiderationontheupcomingRegularSession
CouncilAgendaforDecember13,2016anditemsfromtheTownCouncilFutureAgendaItemslist,toincludediscussion
of the below item (Staff).
A)ItemNo.1-ReviewnegotiatingwiththeTrophyClubMunicipalUtilityDistrictNo.1totransferthetitlefortheland
thattheAnnexBuildingisbuilton.(Lamont11/10/2015)(1-February9,2016)(2-May10,2016)(3-August9,2016)
(4-November 8, 2016)
Agenda Item No. 9
Town CouncilPage 125 of 138Meeting Date: November 8, 2016
Meeting Date 12/13/2016
Announcements & Reports
No.
Acting Town Manager Arata's update regarding the following; discussion and
1Town Mgr
provide input regarding same (Staff).
Town Council Liaison Updates; discussion of same (Staff):
2Town Sec
STAFF
RESORDPROCFile IDDept
No. Consent
RPT
Consider and take appropriate action regarding the Town Council Special Session
3Town Sec
Minutes dated November 2, 2016 (Staff).
Consider and take appropriate action regarding the Town Council Special Session
4Town Sec
Minutes dated November 3, 2016 (Staff)
ConsiderandtakeappropriateactionregardingtheTownCouncilRegularSession
5Town Sec
Minutes dated November 8, 2016 (Staff).
Consider and take appropriate action regarding financial and variance report
6Finance
dated October 2016 (Staff).
STAFF
No. Public HearingRESORDPROCFile IDDept
RPT
Conduct a public hearing regarding Oncor filing certain information with the Town
of Trophy Club and review of necessary information for the Town’s analysis of the
7Finance
Company’s filing in connection with Resolution No. 2016-11 (Staff).
STAFF
No. Regular SessionRESORDPROCFile IDDept
RPT
Receive the Parks and Recreation Board recommendation regarding Park signage;
8Finance
discussion of same (Town Council).
Consider and take appropriate action regarding a determination of the
reasonableness of the existing rates of Oncor, and if necessary, just and
reasonable rates shall be determined to be thereafter observed and enforced for
9Finance
all services of Oncor within the Town of Trophy Club, Texas, in connection with
Resolution No. 2016-11 (Staff).
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 January 10, 2017 and items
10
Town Sec
from the Town Council Future Agenda Items list, to include discussion of the
below item (Staff).
A) Item No. 2 - Discussion of Green Ribbon grants for the beautification along the
sound wall on State Highway 114. (Sanders 3/8/2016) (1-June 14, 2016) (2-
September 13, 2016) (3-December 13, 2016)
B) Item No. 5 - Review of any conflicts within the golf cart ordinance (Ordinance
No. 2016-23) related to allowing motorized carts to travel on all park and linear
trails. (Lamont 9/27/2016) (1-December 27, 2016)
Town CouncilPage Page 1 of 2 126 of 138Meeting Date: November 8, 2016
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
11
Town Sec
executive session to discuss the following:
STAFF
No. Regular SessionRESORDPROCFile IDDept
RPT
Consider and take appropriate action regarding the Executive Session.
12Town Sec
Town CouncilPage Page 2 of 2 127 of 138Meeting Date: November 8, 2016
Town Council Future Agenda Items List
(Updated 10/17/2016)
1. 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) (4-November 8, 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.
8/9/2016 - Mayor Sanders advised that several items have taken precedence and that this
item can remain on the list until the applicable time to deal with it.
9/19/2016 – This item was scheduled to be placed on a future Joint Meeting agenda,
tentatively for January 2017, with the TCMUD No. 1 Board of Directors.
2. 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) (3-December
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.
9/13/2016 – Mayor Sanders received consensus to leave this item due to the upcoming
construction of the sound wall. Town Manager Seidel advised that it could be accomplished
through a tri-city partnership with Westlake and Roanoke.
3. Detail review of the nuisance ordinance. (Rowe 4/12/2016) (1-July 12, 2016)(2-October11,
2016)(3-January 10, 2017)
7/12/2016 - Town Staff are continuing to work on this item.
10/11/2016 – Town Staff are continuing to work on this item.
4. Consider repealing Section 14.02.253(3)(A) related to tree houses. (Shoffner 7/12/2016)
(1-October 11, 2016) (2-January 10, 2017)
10/11/2016 – Council Member Shoffner advised that he would work with the Town Attorney
about appropriate changes to the Code of Ordinances.
5. Review of any conflicts within the golf cart ordinance (Ordinance No. 2016-23) related to
allowing motorized carts to travel on all park and linear trails. (Lamont 9/27/2016) (1-
December 27, 2016)
Page 1 of 1
Town CouncilPage 128 of 138Meeting Date: November 8, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-648-T Version:1 Name:
Type:Agenda Item Status:Executive Session
File created:10/28/2016 In control:Town Council
On agenda:11/8/2016 Final action:
Title:Pursuant to the following designated section 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 551.074 Personnel Matters under Subsection (1) to discuss or deliberate the
appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer
or employee:
1.Town Secretary Holly Fimbres (Town Council)
2.Town Manager position search (Town Council)
3.Board of Directors of the Denton County Transportation Authority (Staff)
B)Section 551.087 Deliberations regarding Economic Development Negotiations under
Subsection (2) 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 (Town Council)
C)Section 551.072 Deliberation regarding Real Property to discuss or 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:
Potential Projects and Incentives (Town Council)
Attachments:
DateVer.Action ByActionResult
PursuanttothefollowingdesignatedsectionoftheTexasGovernmentCode,Annotated,Chapter551(TexasOpen
Meetings Act), the Council will convene into executive session to discuss the following:
A)Section551.074PersonnelMattersunderSubsection(1)todiscussordeliberatetheappointment,employment,
evaluation, reassignment, duties, discipline or dismissal of a public officer or employee:
1.Town Secretary Holly Fimbres (Town Council)
2.Town Manager position search (Town Council)
3.Board of Directors of the Denton County Transportation Authority (Staff)
B)Section551.087DeliberationsregardingEconomicDevelopmentNegotiationsunderSubsection(2)todiscussor
deliberatetheofferoffinancialorotherincentivestoabusinessprospectthattheTownseekstohavelocatewithin
the territory of the Town:
Potential Projects and Incentives (Town Council)
C)Section551.072DeliberationregardingRealPropertytodiscussordeliberatethepurchase,exchange,lease,or
valueofrealpropertyifdeliberationinanopenmeetingwouldhaveadetrimentaleffectonthepositionofthe
governmental body in negotiations with a third person:
Town CouncilPage 129 of 138Meeting Date: November 8, 2016
File #:2016-648-T,Version:1
Potential Projects and Incentives (Town Council)
Agenda Item No. 10
Town CouncilPage 130 of 138Meeting Date: November 8, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-651-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:11/1/2016 In control:Town Council
On agenda:11/8/2016 Final action:
Title:Consider and take appropriate action regarding a Resolution of the Town Council casting the Town’s
one (1) allocated vote for a person to serve as a member of the Board of Directors of the Denton
County Transportation Authority (Staff).
Attachments:Staff Report - DCTA Board of Directors.pdf
Denton County Judge Letter dated 10-26-16.pdf
RES 2016-34 - DCTA Board of Directors.pdf
DateVer.Action ByActionResult
ConsiderandtakeappropriateactionregardingaResolutionoftheTownCouncilcastingtheTown’sone(1)allocated
vote for a person to serve as a member of the Board of Directors of the Denton County Transportation Authority (Staff).
Agenda Item No. 11
Town CouncilPage 131 of 138Meeting Date: November 8, 2016
To: Mayor and Town Council
From:Holly Fimbres, Town Secretary/RMO
CC: Patrick Arata, Acting Town Manager
Steven Glickman, Assistant Town Manager/CFO
Re: Board of Directors of the Denton County Transportation Authority
Town Council Meeting, November 8, 2016
Agenda Item:
Consider and take appropriate action regarding a Resolution of the Town Council casting the
Town’s one (1) allocated vote for a person to serve as a member of the Board of Directors of
the Denton County Transportation Authority (Staff).
Explanation:
The Town of Trophy Club received a letter from Mary Horn, Denton County Judge, regarding
the Town casting one (1) vote for a person to serve as a member of the Board of Directors of
the Denton County Transportation Authority (DCTA). Municipalities with a population of more
than 500, but less than 17,000, located in the County, have three board representatives.
This was a two-step processwith Council completing the first step on September 27, 2016 by
approving Resolution No. 2016-22, nominating Eric Jensen to serve as a member of the Board
of Directors of the DCTA. The second step is for the Town to cast its one (1) vote for an
individual that is listed on the DCTA Board of Directors ballot. The Town’s vote must be
received by the Denton County Judge on or before November 30, 2016. The three individuals
receiving the highest plurality vote, as a result of the ballots cast, will be designated to serve on
the Board of Directors of the DCTA.
Attachments:
Denton County Judge Letter
Resolution No. 2016-34
Page 1 of 1
Town CouncilPage 132 of 138Meeting Date: November 8, 2016
Town CouncilPage 133 of 138Meeting Date: November 8, 2016
Town CouncilPage 134 of 138Meeting Date: November 8, 2016
TOWN OF TROPHY CLUB, TEXAS
RESOLUTION NO. 2016-34
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF
TROPHY CLUB, TEXAS, CASTING ITS ONE (1) ALLOCATED VOTE
FORAN INDIVIDUAL TO SERVE AS A MEMBER OF THE BOARD
OF DIRECTORS OF THE DENTON COUNTY TRANSPORTATION
AUTHORITY; PROVIDING FOR SUBMITTAL OF SAME TO THE
DENTON COUNTY JUDGE; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS,
in 2001, the Texas Legislature authorized the creation of the
Denton County Transportation Authority (DCTA);and
WHEREAS,
Denton County Commissioners Court approved a Resolution
creating the DCTA, with the citizens of Denton County confirming the DCTA in
November 2002; and
WHEREAS,
as a Coordinated County Transportation Authority, all citizens of
Denton County are represented on the Board of Directors. Pursuant to
§460.054(b)(3) TEX. TRANSPORTATION CODE, municipalities with a population of
more than 500, but less than 17,000, located in the County, have three board
representatives; and
WHEREAS,
each municipality in the county with a population of more
than·500 but less than 17,000 is entitled tocast one vote; and
WHEREAS,
it is the desire of the Town Council of the Town of Trophy Club,
Texas, to cast it’s one (1) allocated vote to select ______________for placement on
the Board of Directors of the DCTA.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS:
Section 1.That the Town Council of the Town of Trophy Club, Texas,
hereby casts it’s one (1) allocated vote for ______________to serve as a member of
the Board of Directors of the DCTAas listed on Exhibit A.
Section 2.That this Resolution, indicating the selected vote, shall be
submitted to the Denton County Judgeprior toNovember 30, 2016.
Section 3.That this Resolution shall become effective from and after its
date of passage in accordance with law, and it is so resolved.
Town CouncilPage 135 of 138Meeting Date: November 8, 2016
PASSED AND APPROVED
by the Town Council of the Town of Trophy Club,
Texas, this 8th day of November2016.
C. Nick Sanders, Mayor
Town of Trophy Club, Texas
\[SEAL\]
ATTEST:
Holly Fimbres, Town Secretary
Town of Trophy Club, Texas
APPROVED TO AS FORM:
J. David Dodd III, Town Attorney
Town of Trophy Club, Texas
RES 2106-34Page 2 of 2
Town CouncilPage 136 of 138Meeting Date: November 8, 2016
Town CouncilPage 137 of 138Meeting Date: November 8, 2016
Town of Trophy Club 100 Municipal Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2016-649-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:10/28/2016 In control:Town Council
On agenda:11/8/2016 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.
Agenda Item No. 12
Town CouncilPage 138 of 138Meeting Date: November 8, 2016