Minutes TC 04/11/2017 MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE,TROPHY CLUB,TEXAS
Tuesday,April 11,2017 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, April 11, 2017. 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
Rhylan Rowe Council Member, Place 3
Tim Kurtz Council Member, Place 4
Philip Shoffner Council Member, Place 6
TOWN COUNCIL MEMBERS ABSENT:
Garrett Reed Council Member, Place 2
STAFF PRESENT:
Tom Class Town Manager
David Dodd Town Attorney
Holly Fimbres Town Secretary/RMO
Adam Adams Director of Parks and Recreation
Amber Karkauskas Director of Finance/CFO
Mike Pastor Information Technology Manager
John Zagurski Budget Manager
Mayor Sanders announced the date of Tuesday, April 11, 2017, called the Town Council to order and announced a
quorum at 7:00 p.m.
The Invocation was offered by Irma Thomas, National Day of Prayer(NDP)Task Force Coordinator.
The Pledges to the American Flag and Texas Flag were led by Council Member Shoffner.
(Town Secretary Note: The agenda items were presented in the following order: Citizen Presentations;
Announcements and Reports; Consent Agenda;Item No. 3;Item No. 5;Item No. 9;Item No. 7;Item No. 8;Item No.
10;Item No. 11;Item No. 12;Item No. 13;Executive Session;Item No. 11;and Item No. 15)
CITIZEN PRESENTATIONS
This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda.
The Council is not permitted to take action on or discuss any presentations made to the Council at this time
concerning an item not listed on the agenda. The Council will hear presentations on specific agenda items prior to
the Council addressing those items. You may speak up to four (4) minutes or the time limit determined by the
Mayor or presiding officer. To speak during this item you must complete the Speaker's form that includes the
topic(s)of your statement. Topics of presentation should be limited to matters over which the Council has authority.
There were no citizen presentations.
ANNOUNCEMENTS AND REPORTS
1. Receive Town Manager Class' update regarding the following; discussion and provide input regarding same
(Staff).
• Volunteer Appreciation Reception —The annual reception will be held at the Trophy Club Country Club
with a tentative date of June 2nd.
• Early Voting—Will begin April 24th and run through May 2nd.
• Community Events — Community Clean-Up will be held on April 29th and the Trophy Club 2017 Spring
Garage Sale will be held on April 22nd.
• Hiring Process— Summer hiring nearing completion, Amber Karkauskas was selected as the Director of
Finance and Chief Financial Officer, Wade Carroll was selected as the Fire Chief, interviews are scheduled
for the Director of Administration position, and the Administrative Assistant position for Permits and
Planning has been posted.
• Town Hall—The building has been dried in, sheet rock was installed in the interior, the exterior brick has
been completed on the west and north walls, the east wall was nearly completion, and brick work on the
front should start next week. The completion date was expected to be September 17th.
Mayor Sanders announced that the Trophy Club Emergency Volunteer Association would be hosting a pancake
breakfast on May 6,2017, Election Day, in close proximity to the voting site at Medlin Middle School.
CONSENT AGENDA
All matters listed as Consent Agenda are considered to be routine by the Town Council and will be enacted by one
motion. There will not be a separate discussion of these items. If discussion is desired, that item will be removed
from the consent agenda and will be considered separately.
2. Consider and take appropriate action regarding financial and variance report dated February 2017(Staff).
3. Consider and take appropriate action regarding the First and Second Quarter Investment Report for Fiscal
Year 2017(Staff).
4. Consider and take appropriate action regarding a Proclamation of the Town Council declaring March 18,
2017 as Arbor Day in Trophy Club(Staff).
5. Consider and take appropriate action regarding an Ordinance amending Section 1.02.001 entitled
"Signature authority of mayor and town manager" of Division1 entitled "Generally" of Article 1.02 entitled
"Administration and Finance"of Chapter 1 entitled"General Provisions"of the Town of Trophy Club Code of
Ordinances;and providing an effective date(Staff).
6. Consider and take appropriate action regarding an Interlocal Joint Election Agreement between the Town
and Tarrant County Elections for administration of the May 6, 2017 Town General Election; and authorizing
the Mayor or his designee to execute all necessary documents(Staff).
Mayor Sanders requested to remove Agenda Item No. 3 and Agenda Item No. 5 from the Consent Agenda.
Motion made by Council Member Rowe, seconded by Council Member Shoffner,to approve Consent Agenda Items
2,4,and 6.
Motion passed unanimously.
Town Council Minutes April 11,2017 Page 2 of 7
REGULAR SESSION
3. Consider and take appropriate action regarding the First and Second Quarter Investment Report for Fiscal
Year 2017(Staff).
Director of Finance/CFO Karkauskas stated that the previously submitted investment report for the First Quarter
contained errors with respect to summing of interest and ending balances of the CD portion of the report, as well
as calculations on the total life and yield under CD's and Total Cash and Investments. The actual beginning and
ending balances were verified as correct.
Motion:
Motion made by Council Member Parrow, seconded by Council Member Kurtz, to approve the First and Second
Quarter Investment Report for Fiscal Year 2017.
Motion passed unanimously.
5. Consider and take appropriate action regarding an Ordinance amending Section 1.02.001 entitled
"Signature authority of mayor and town manager"of Divisionl entitled "Generally"of Article 1.02 entitled
"Administration and Finance"of Chapter 1 entitled"General Provisions"of the Town of Trophy Club Code of
Ordinances;and providing an effective date(Staff).
Director of Finance/CFO Karkauskas advised that the prior procurement policy was presented to the Council in
May 2016,which allowed the Town Manager to enter into contracts for the purchase of goods or services in excess
of fifty thousand dollars ($50,000.00)for which funds had been budgeted in the fiscal year during which payment
was due and were purchased from a cooperative purchasing vendor approved by Resolution in accordance with
the Town's Procurement Policies and Procedures. Staff believed that this item should be amended to allow the
Town Manager to enter into a contract with a maximum amount of$50,000.
Council Member Shoffner recommended lowering the contract amount from$50,000 to$25,000 and to lower the
change order amount from $50,000 to"$10,000 or less or multiple contract change orders with a cumulative total
of$25,000 or less" in order to be consistent with Ordinance No. 2011-22. The reason he suggested the changes
was partly due to the storage shed at Harmony Park not having to be presented to Council since it was under
$50,000. Prior to February 20, 2017, the Council had not seen an agenda item for purchase orders over$50,000,
but he was in favor of having those type of agenda items presented on the Consent Agenda.
Mayor Sanders was concerned that lowering the amount could possibly delay the payment process. Director of
Finance/CFO Karkauskas responded that she performed a brief analysis of the current fiscal year and there had
been 10 items processed that were over $25,000 and under $50,000, which were approved in the budget as
supplemental items. She stated that lowering the amounts could possibly slow the procurement process.
Council Member Kurtz used the example of the storage shed at Harmony Park and he believed that if Council
provided direction on a project and changes were made afterwards, then it should be brought back before the
Council for consideration.
Mayor Pro Tem Lamont inquired about the current internal process of approvals on contracts and change orders.
Director of Finance/CFO Karkauskas responded that the Town Manager reviewed and approved items over
$25,000 and anything under that amount was reviewed by her to ensure that the procurement policy was adhered
to. She noted that items over$3,000 and up to$25,000 had to be issued on a purchase order.
Motion:
Motion made by Council Member Shoffner, seconded by Council Member Rowe, to approve Ordinance No. 2017-
09, amending Section 1.02.001 entitled "Signature authority of mayor and town manager" of Divisionl entitled
"Generally" of Article 1.02 entitled "Administration and Finance" of Chapter 1 entitled "General Provisions" of the
Town of Trophy Club Code of Ordinances; and providing an effective date of April 11, 2017, with the following
amendments:
1) Amend Section 1.02.001,Signature Authority of Mayor and Town Manager, Subsection B,Town Manager,
Item No. 1 to state the following: Contracts for the purchase of goods or services equal to or less than
Town Council Minutes April 11,2017 Page 3 of 7
twenty-five thousand dollars($25,000.00)for which funds have been budgeted or anticipated in the fiscal
year during which payment is due;and
2) Amend Section 1.02.001,Signature Authority of Mayor and Town Manager, Subsection B,Town Manager,
Item No. 3 to state the following: An individual contract change order for an amount of ten thousand
dollars ($10,000.00) or less or multiple contract change orders with a cumulative total of twenty-five
thousand dollars($25,000.00)or less.
Mayor Sanders was concerned that placing a cap of$10,000 on change orders for projects, such as streets, could
potentially delay the project.
The vote was taken.
Motion carried 5-0-1 with Mayor Sanders and Council Members Parrow, Rowe, Kurtz, and Shoffner voting for and
Mayor Pro Tern Lamont voting against.
7. Consider and take appropriate action regarding a Proclamation of the Town Council declaring May 4,2017
as Day of Prayer in Trophy Club(Mayor Sanders).
Council Member Parrow read the proclamation into the record.
Motion:
Motion made by Council Member Parrow, seconded by Council Member Shoffner, to approve Proclamation No.
2017-02,declaring May 4,2017 as Day of Prayer in Trophy Club.
Motion passed unanimously.
Irma Thomas, NDP Task Force Coordinator, thanked the Council for their support and announced that the 25th
Consecutive Observance of the National Day of Prayer would be held at the Trophy Club Clock Tower at noon on
May 4,2017.
8. Consider and take appropriate action regarding a Proclamation of the Town Council declaring April 2017 as
National Child Abuse Prevention Month in Trophy Club(Mayor Sanders).
Council Member Parrow read the proclamation into the record.
Motion:
Motion made by Council Member Parrow,seconded by Council Member Rowe,to approve Proclamation No.2017-
03,declaring April 2017 as National Child Abuse Prevention Month in Trophy Club.
Motion passed unanimously.
Scott Hensel!, Treasurer of the Board of Directors with the Children's Advocacy Center for Denton County, shared
their mission to provide justice and healing. He provided the following statistics: Denton County had a prosecution
rate of 80 percent or higher, last year they performed 700 forensic interviews, and provided 11,000 counseling
sessions. He stated that their funding sources were derived from the Federal Victims of Crime Act, local
communities,and special events. Additionally, he thanked the Council for their ongoing support.
9. Consider and take appropriate action regarding a Resolution relating to the giving of Notice of Intention to
issue Town of Trophy Club,Texas combination tax and revenue Certificates of Obligation, Series 2017; and
providing an effective date(Staff).
Financial Advisor Mark McLiney, with SAMCO Capital Markets, advised that the Notice of Intent specified the not
to exceed amount of$4.5 million, as well as the proposed projects. Bids would be received on May 23, 2017 and
be brought before Council for consideration that evening through an ordinance authorizing the issuance of the
Certificates of Obligation.
Bond Counsel Julie Partain,with Bracewell, LLP,was present to address any questions.
Town Council Minutes April 11,2017 Page 4 of 7
Motion:
Motion made by Council Member Rowe, seconded by Council Member Parrow, to approve Resolution No. 2017-
05, giving of Notice of Intention to issue Town of Trophy Club, Texas combination tax and revenue Certificates of
Obligation,Series 2017;and providing an effective date of April 11,2017.
Motion passed unanimously.
10. Standards of Care
a. Conduct a Public Hearing regarding an Ordinance adopting a new Section 1.08.001 entitled "Summer
Adventure Camp Programs Standards of Care"of Divistioni entitled "Generally"of Article 1.08 entitled
"Parks and Recreation"of Chapter 1 entitled "General Provisions"of the Town of Trophy Club Code of
Ordinances;and providing an effective date(Staff).
Mayor Sanders convened into Public Hearing at 7:42 p.m.
There were no individuals wishing to speak.
Mayor Sanders reconvened into Regular Session at 7:43 p.m.
b. Consider and take appropriate action regarding an Ordinance adopting a new Section 1.08.001 entitled
"Summer Adventure Camp Programs Standards of Care" of Divistioni entitled "Generally" of Article
1.08 entitled "Parks and Recreation"of Chapter 1 entitled "General Provisions"of the Town of Trophy
Club Code of Ordinances;and providing an effective date(Staff).
Council Member Shoffner discussed proposed changes to the ordinance that included: changing "Summer
Adventure Camp Programs" to "Youth Programs" in order to encompass any additional programs that the Town
may host, adding of a Standards of Care Review, and designating the appropriate Town departments within the
Inspection/Monitoring/Enforcement section. Additionally, he acknowledged that in order to receive exempt status
for a youth recreation program, a municipality must adopt standards of care by ordinance after a public hearing for
the program on an annual basis.
Main Motion:
Main Motion made by Council Member Shoffner, seconded by Mayor Pro Tern Lamont,to approve Ordinance No.
2017-10 as amended at the dais, adopting a new Section 1.08.001 entitled "Summer Adventure Camp Programs
Standards of Care" of Divistioni entitled "Generally" of Article 1.08 entitled "Parks and Recreation" of Chapter 1
entitled "General Provisions" of the Town of Trophy Club Code of Ordinances; and providing an effective date of
April 11,2017.
Motion to Amend:
Motion to Amend made by Council Member Kurtz, seconded Mayor Pro Tem Lamont,to modify Section 1.08.001,
Youth Programs Standards of Care, Subsection C, Inspection/Monitoring/Enforcement, Item No. 2 to state the
following:The Recreation Coordinator will make twice weekly visual inspections of the program.
Motion to Amend passed unanimously.
The vote for the Main Motion as Amended was taken,to approve Ordinance No. 2017-10 as amended at the dais,
adopting a new Section 1.08.001 entitled "Summer Adventure Camp Programs Standards of Care" of Divistioni
entitled "Generally" of Article 1.08 entitled "Parks and Recreation" of Chapter 1 entitled "General Provisions" of
the Town of Trophy Club Code of Ordinances;and providing an effective date of April 11,2017; and amend Section
1.08.001, Youth Programs Standards of Care, Subsection C, Inspection/Monitoring/Enforcement, Item No. 2 to
state the following:The Recreation Coordinator will make twice weekly visual inspections of the program.
Main Motion as Amended passed unanimously.
Town Council Minutes April 11,2017 Page 5 of 7
11. Consider and take appropriate action regarding the Public, Educational,and Government(PEG)channel fee
(Staff).
Mayor Sanders requested that the Council consider this item after convening into Executive Session to allow
consultation with the Town Attorney.
After reconvening from Executive Session,Council came back to Item No. 11.
No action was taken on this item.
12. Discussion of and provide direction to Town Staff regarding the Memorial Day ceremony and dedication of
the Veteran's Memorial(Council Member Parrow and Council Member Rowe).
Council Member Parrow advised that he met with the Metroport Veterans Association to discuss the dedication
ceremony of the Veterans Memorial. The consensus was to conduct separate ceremonies for Memorial Day and
Veterans Day. Also, he met with Staff and there was agreeance to have the two ceremonies separate. He
requested that the Council allow Memorial Day to be held on May 29, 2017 at Medlin Cemetery with minimum
staff assistance to provide bunting, a sound system, and traffic control. He would be working with Staff to assist
with vinyl signage for both ceremonies. There was an inquiry to modify the stone entryway monument to the
Veterans Memorial, that was originally dedicated on November 11, 2012 by the Garden Club as a division of the
Trophy Club Women's Club, to read "Dedicated November 11, 2017 Town of Trophy Club,Trophy Club Women's
Club and Metroport Veterans Association." Furthermore, he noted that the Trophy Club Women's Club may
present to Council at a later date a concept for a statue to be installed at the Memorial at their expense.
Additionally,he thanked Sergeant Josue A. De Aquino, U.S.Army Recruiter with the Keller Recruiting Center,for his
service and for attending the meeting.
Discussion took place regarding issues with parking at last year's Memorial Day ceremony and that the event was
held at the Medlin Cemetery to honor those that have passed. Further discussion ensued to possibly have the
Metroport Veterans Association etched into the original stone monument at the Veterans Memorial, but the Town
did not need to be recognized on the monument because the Council's prior action was to complete the original
design.
No action was taken on this item.
13. Discussion of items for Future Agendas to include agenda items for consideration on the April 25, 2017
Council agenda 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) (3-January 10,2017) (4-April 11,2017)
Town Attorney Dodd advised that he reviewed the nuisance ordinance and he believed that it was broad enough
to address all issues that Staff faced.
Mayor Sanders commented that his concern was regarding enforcement of noise complaints. Town Attorney
Dodd responded that he would review the ordinance with the Police Department to ensure that there were no
issues addressing noise complaints.
Town Council Minutes April 11,2017 Page 6 of 7
Mayor Sanders requested to add the following agenda items to the April 25, 2017 Council agenda if Staff was able
to compile the information in time:
1) Consider and take appropriate action regarding the budget and planned aspects for furniture and fixtures
expenses for the new Trophy Club Town Hall facility; and
2) Consider and take appropriate action regarding the budget reallocations from the construction
contingency funds for the new Trophy Club Town Hall facility.
Mayor Sanders received consensus from the Council to hold a Special Council meeting on May 17, 2017 at 9 a.m. in
order to canvass the returns and declare the results of the May 6, 2017 General Election. Additionally, there was
consensus that the Oath of Office for the newly elected Council Members be administered on May 23,2017 at 6:30
p.m.
Council Member Shoffner requested to add the following item to the Town Council Future Agenda Items list: Staff
research the impact and have a contingency plan for the Town should the Trophy Club Municipal Utility District No.
1 Bond Election fail on May 6, 2017.
EXECUTIVE SESSION
14. 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 551.071 Consultation with Attorney under Subsection (2)to consult with the Town Attorney 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 conflicts with the Texas Open Meetings Act:
Enforcement of Ordinances
CONVENED INTO EXECUTIVE SESSION-START TIME—8:24 P.M.
RECONVENED INTO REGULAR SESSION-START TIME—8:50 P.M.
RECONVENED INTO REGULAR SESSION
15. Consider and take appropriate action regarding the Executive Session.
No action was taken on this item.
ADJOURN
Motion made by Mayor Pro Tem Lamont, seconded by Council Member Parrow, to adjourn the meeting at 8:51
p.m. Motion passed unanimously.
II
c'I
Holly Fimbres,Town Secretary A i, C. Nick . de s, Mayor
Town of Tro y Club,Texas Town •f Trophy Club,Texas
4/
e r�� \ M
\
Town Council Minutes April 11, 2017 Page 7 of 7