Minutes TC 07/25/2017 - Regular and Joint Session TOWN OF TROPHY CLUB
TOWN COUNCIL REGULAR AND JOINT SESSION MINUTES
TUESDAY,JULY 25,2017 at 7:00 P.M.
LOCATION: 100 MUNICIPAL DRIVE,TROPHY CLUB,TEXAS
SVORE MUNICIPAL BUILDING BOARDROOM
The Town Council of the Town of Trophy Club,Texas, met in a Regular and Joint Session on Tuesday,July 25, 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
Rhylan Rowe Mayor Pro Tern, Place 3
Alicia Fleury Council Member, Place 1 arrived at 7:18 p.m.
Eric Jensen Council Member, Place 2
Tim Kurtz Council Member, Place 4
Greg Lamont Council Member, Place 5
Philip Shoffner Council Member, Place 6
STAFF PRESENT:
Tom Class Town Manager Amber Karkauskas Director of Finance
David Dodd Town Attorney Mike Pastor Information Technology Manager
Holly Fimbres Town Secretary/RMO Ron Powell Acting Director of Community Development
Wade Carroll Fire Chief John Zagurski Budget Manager
Tony Jaramillo Director of Parks and Recreation
TROPHY CLUB MUNICIPAL UTILITY DISTRICT(TCMUD)NO. 1 BOARD MEMBERS PRESENT DURING THE JOINT SESSION:
Kevin Carr President
Greg Wilson Vice President
Bill Rose Secretary/Treasurer
Jim Hase Director
TCMUD NO. 1 BOARD MEMBERS ABSENT:
Jim Thomas Director
TCMUD NO. 1 STAFF PRESENT DURING THE JOINT SESSION:
Mike McMahon Interim General Manager
Laurie Slaght District Secretary
Renae Gonzales Finance Manager
Steven Krolczyk Human Resources Manager/Financial Analyst
Mayor Sanders announced the date of Tuesday, July 25, 2017, called the Town Council to order and announced a
quorum at 7:00 p.m.
The Invocation was offered by Town Manager Class.
The Pledges to the American Flag and Texas Flag were led by Council Member Lamont.
(Town Secretary Note: The agenda items were presented in the following order: Citizen Presentations;
Announcements and Reports; Consent Agenda; Regular Session Agenda Items No. 5 through 7; Joint Session
Agenda Items No. 9 through 12;and Executive Session)
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.
Jason Hoffman, 38 Cimarron Drive, expressed his appreciation for the improvements made to the soccer fields at
Lakeview Elementary. Mr. Hoffman also served as the U7/U8 Commissioner with the Greater Northwest Soccer
Association Board of Directors. He advised that approximately 800 children were registered to play soccer, with
110 teams needing a location to practice and play games; therefore there was a necessity to have a bathroom
within close proximity to the fields. Recently there had been some negative feedback about the portable
restroom, but he noted that there had been a portable restroom at that location for the past 10 years. He
supported the current placement of the portable restroom because from his observation, as a coach and a parent,
it was in a safe and visible location for children to use the facility.
ANNOUNCEMENTS AND REPORTS
1. Receive Town Manager Class' update regarding the following,discussion and provide input regarding same
(Staff):
• Police Records—Members of the Police Explorer Post No. 953 have completed approximately 80 percent
of scanning arrest records. Phase II, scanning of the police case files, should be concluded by the end of
Summer.
• Town Hall — The interior has been substantially completed; furniture was installed; the Information
Technology department has been working on cabling issues;the irrigation lines have been completed;and
construction remained on schedule and under budget.
2. Receive Town Council Liaison Updates;discussion of same(Staff):
• Economic Development Corporation 4B,July 17,2017
Council Liaison-Mayor Pro Tern Rhylan Rowe
• Parks and Recreation Board,July 24,2017
Council Liaison-Council Member Philip Shoffner
Mayor Pro Tem Rowe advised that the Economic Development Corporation 4B considered monthly financials,their
Fiscal Year 2017-2018 Budget, and met in Executive Session to discuss the Trophy Wood District Request for
Proposals.
Council Member Shoffner stated that the primary item discussed by the Parks and Recreation Board was regarding
Trophy Club Park fees. Additionally,the Board decided to go back to monthly meetings verses quarterly meetings.
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 Town Council Regular Session Minutes dated June 27,
2017(Staff). (Town Secretary Note:Approved as presented in the Town Council agenda packet)
Town Council Minutes July 25, 2017 Page 2 of 7
4. Referred Agenda Item - Consider and take appropriate action regarding an Ordinance adopting a new
Section 1.10.031, "Authority" of Part I, "In General" of Division 2, "Water Conservation and Drought
Response", of Article 1.10, "Environmental Protection" of Chapter 1, "General Provisions" and amending
Subsection (b) of Section 1.10.092, "Policy statement; year-round water management and conservation
requirements" and adopting a new Subsection (a)(6) of Section 1.10.096, "Restrictions during Stage 1" of
Part III, "Drought Contingency Plan"of Division 2, "Water Conservation and Drought Response", of Article
1.10, "Environmental Protection" of Chapter 1, "General Provisions" of the Town of Trophy Club Code of
Ordinances;and providing an effective date(Staff).
Motion made by Council Member Lamont, seconded by Mayor Pro Tem Rowe, to approve the Consent Agenda
Items 3 and 4.
Motion passed unanimously 6-0-0.
REGULAR SESSION
5. Consider and take appropriate action regarding acceptance of the budget adopted by the Crime Control and
Prevention District and ordering a public hearing August 8, 2017 on the budget to be held in accordance
with state law(Staff).
Discussion took place that the $18,000 budgeted for the Evidence Custodian would assist with the overlap period
for hiring and training a new employee. The item was also budgeted in the Town's General Fund but was
considered as a separate position because the current part-time position was on a contract basis and the proposed
position would be a full-time employee with benefits.
Council Member Shoffner remarked that $18,000 was a substantial amount to train an employee. Budget
Manager Zagurski responded that most likely the hiring of that position would not occur at the beginning of the
fiscal year.
Council Member Shoffner stated that $18,000 was almost the full amount that was funded last fiscal year for the
contract position;therefore there would a surplus of funds within the Crime Control and Prevention District(CCPD)
budget. Budget Manager Zagurski responded that there would need to be an increase to General Fund
Expenditures by the amount of the overlap period. He explained that the proposed full-time position had not been
approved when the CCPD approved their budget, which was the reason for funding of each position within the
CCPD budget and the Town's General Fund.
(Town Secretary Note:Council Member Fleury arrived)
Council Member Shoffner inquired if the CCPD had discussed items for the remaining funds to be applied towards.
Budget Manager Zagurski advised that the CCPD approved their budget as presented and any remaining funds
would go into the CCPD Fund balance.
Council Member Lamont asked if the CCPD would have to request approval for expenditures that were not initially
requested. Budget Manager Zagurski responded that budget amendments had to be presented to the CCPD Board
for approval and then it would be presented to the Council for approval.
Motion:
Motion made by Mayor Pro Tern Rowe, seconded by Council Member Jensen, to accept the Fiscal Year 2018
budget adopted by the CCPD and ordered a public hearing on August 8, 2017 for the budget to be held in
accordance with State law.
Motion passed unanimously 7-0-0.
Town Council Minutes July 25,2017 Page 3 of 7
6. Consider and take appropriate action regarding the Fiscal Year 2018 Budget related to Other Funds;
discussion of same(Staff).
Director of Finance Karkauskas presented the Fiscal Year 2018 Budget related to Other Funds, which included the
following funds: Capital Projects; Debt Service; Court Security; Court Technology; CCPD; EDC 4B; Hotel Occupancy
Tax;and Street Maintenance Sales Tax.
Council Member Lamont inquired about the $20,000 for crosswalk flasher maintenance within the Street
Maintenance Sales Tax Fund. Budget Manager Zagurski responded that this item would cover annual battery
replacements, re-painting of crosswalk areas,solar panels,and street striping.
Council Member Lamont asked about the $27,000 for an administrative vehicle replacement within the CCPD
Fund. Budget Manager Zagurski explained that there was a patrol vehicle being replaced out of the General Fund
and this administrative vehicle would be through the CCPD Fund. The current administrative Chevrolet Tahoe
would be repurposed for a patrol vehicle that was being moved offline.
Director of Finance Karkauskas continued the presentation regarding the TIRZ No. 1 Fund. She expanded on the
outstanding liability of$350,000 to be paid in Fiscal Year 2018 for the infrastructure incentive in the Trophy Wood
District,specific to the HG Sply development.
Discussion took place that remaining payments could be made as long as the fund was solvent.
Director of Finance Karkauskas presented the Recreation Programs Fund and the Trophy Club Park Fund. She
explained that full-time personnel was removed from the Trophy Club Park Fund until the fund recognized 100
percent of expenditures in order to ensure that operations would continue for a solid year if another weather
catastrophe occurred.
Discussion ensued that the Town may be required to return the funds received from the Federal Emergency
Management Agency if the Trophy Club Park project did not continue, but despite this the fund would see neither
a profit nor a loss.
Council Member Shoffner was not in favor of placing personnel within this fund unless they performed a specific
duty for the Park because it would eventually flood again. He explained that even when the Park was completely
under water, approximately 50 percent of an employees pay was coming from the Park fund when no possible
work could have been performed.
Director of Finance Karkauskas proceeded with the presentation regarding the Storm Drainage Utility Fund.
Council Member Shoffner received confirmation from Staff that the Town had notified the TCMUD No. 1 of the
Town's upcoming street projects. Additionally, he requested a legal opinion on the following scenario: If the Town
performed a street project on Phoenix Drive, and the TCMUD No. 1 did not participate with the project, and a
water line had to be moved because it was in the street, could the Town require the TCMUD No. 1 to move their
water line into the easement at the expense of the TCMUD No. 1.
Town Attorney Dodd advised that he would have to perform some research before giving a legal opinion.
No action was taken on this item.
Town Council Minutes July 25,2017 Page 4 of 7
7. Discussion of items for Future Agendas to include agenda items for consideration on the August 8, 2017
Council agenda and items from the Town Council Future Agenda Items list(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.
Mayor Sanders recommended that Agenda Item No. 15, Town Council Future Agenda Item No. 4 - Opening of
Division 2, Meetings and Rules of Procedure, be presented at the August 22, 2017 Council meeting due to there
being a large amount of agenda items on the August 8, 2017 Council agenda.
RECESSED AT 7:52 P.M. FOR A BREAK
RECONVENED AT 8:02 P.M. INTO A JOINT SESSION
EXECUTIVE SESSION
8. 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 551.072 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 and Section 551.087
Deliberation 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:
North of Highway 114,east of Trophy Club Drive(Council Member Shoffner and Council Member Kurtz)
CONVENED INTO EXECUTIVE SESSION-START TIME—8:30 P.M.
RECONVENED INTO REGULAR SESSION-START TIME—9:33 P.M.
ENTERED INTO A JOINT SESSION WITH THE TCMUD NO. 1 AT 8:02 P.M.
9. Review of and take appropriate action regarding the Interlocal Cooperation Agreement for Administration
of Fire Protection Services between the Town of Trophy Club and the Trophy Club Municipal Utility District
No. 1(Town Council).
Fire Chief Carroll advised that the agreement required that the Fire Department provide proof of performance in
the form of an annual audit checklist to ensure the readiness and proper maintenance of TCMUD No. 1 owned
assets. A preliminary report was provided in April 2017 and the agenda packet included an updated Annual Report
to date.
Motion:
Motion made by Council Member Lamont, seconded by Council Member Kurtz, to receive the Fire Department
Annual reports as presented in the Town Council agenda packet.
Motion passed unanimously 7-0-0.
10. Consider and take appropriate action regarding the Fire Protection Services Fiscal Year 2017-2018 budget
(Town Council).
TCMUD No. 1 Finance Manager Gonzales handed out a revised spreadsheet that reflected the certified tax roll as
received that day. She explained that the TCMUD No. 1 would transfer approximately $608,896 to the Town for
Fire Protection Services in monthly payments of$50,741.
Town Council Minutes July 25,2017 Page 5 of 7
Fire Chief Carroll pointed out that the TCMUD No. 1 initially showed $16,000 budgeted for the Denton/Tarrant
County Fire Pledge but it was decreased to$10,000,which reflected the accurate amount for Fire calls.
Motion:
Motion made by Council Member Fleury, seconded by Council Member Shoffner, to approve the Fire Protection
Services Fiscal Year 2017-2018 budget as presented at the dais.
Council Member Jensen inquired why Vehicle Maintenance went from $20,000 in Fiscal Year 2017 to $46,000 in
Fiscal Year 2018.
Fire Chief Carroll explained that he moved approximately $13,000 from the Fuel & Lube line into Vehicle
Maintenance because Preventative and Maintenance costs were included with the Fuel & Lube line, which would
have been difficult to track. Additionally, he advised that there were funds now budgeted for emergency repairs.
Council Member Shoffner pointed out that there was an increase for Schools &Training and he commended Fire
Chief Carroll because Fire personnel were now receiving the necessary training and testing that was not previously
budgeted for by previous administration.
TCMUD No. 1 Board Secretary/Treasurer Rose inquired what percentage was used for salary increases. Budget
Manager Zagurski responded that two(2) percent was calculated for salary increases.
TCMUD No. 1 Board Vice President Wilson asked why there were no funds budgeted for Physicals/Testing. Fire
Chief Carroll explained that he moved physicals to Pre-employment Physicals/Testing because of tracking
purposes.
TCMUD No. 1 Board President Carr inquired about the increase to the Communications/Mobiles line. Fire Chief
Carroll responded that the increase was due to the software module for records management system for building
inspections.
The vote was taken.
Motion passed unanimously 7-0-0.
11. Receive an update from Fire Chief Wade Carroll regarding the Fire Department's Standard Operating
Procedures(Town Council).
Fire Chief Carroll advised that the Fire Department's Standard Operating Procedures (SOP) were approved by the
Town Manager, as required by the Interlocal Cooperation Agreement for Administration of Fire Protection
Services. He remarked that the SOP's were posted and disseminated to all Fire Department personnel through the
Lexipol system.
No action was taken on this item.
12. Consider and take appropriate action regarding an Amendment to Section 7.1, Retail Customer Charge,
Subsection (a) of the Amended and Restated Contract for Wholesale Water Supply and Wastewater
Treatment Services and Water and Wastewater Operational Services (Mayor Sanders and Council Member
Shoffner).
Mayor Sanders advised that the Council desired to make the appropriate changes to Section 7.1, Retail Customer
Charge, to eliminate the stipulation that required TCMUD No. 1 to provide to the Town any amended or revised
MUD Rate Order adopted by MUD not later than sixty (60) days before the effective date of any new rates and
charges.
Town Council Minutes July 25, 2017 Page 6 of 7
Motion:
Motion made by Mayor Pro Tern Rowe, seconded by Council Member Shoffner, to approve the Amendment to
Section 7.1, Retail Customer Charge, Subsection (a) of the Amended and Restated Contract for Wholesale Water
Supply and Wastewater Treatment Services and Water and Wastewater Operational Services, as presented in the
Town Council agenda packet.
Motion passed unanimously 7-0-0.
TCMUD No. 1 Board Secretary/Treasurer Rose expressed his appreciation to Council Member Shoffner for initiating
the proposed amendment.
ADJOURN
Motion made by Council Member Kurtz, seconded by Mayor Pro Tern Rowe, to adjourn the meeting at 9:34 p.m.
Motion passed unanimously 7-0-0.
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Holly Fimbres,Town Secretary /- I \ C. Nick Sanders, Mayor
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Town Council Minutes July 25,2017 Page 7 of 7