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Minutes TC 01/27/2018 - Council Retreat TOWN OF TROPHY CLUB TOWN COUNCIL RETREAT MINUTES SATURDAY,JANUARY 27,2018,9:00 A.M. LOCATION:1 TROPHY WOOD DRIVE,TROPHY CLUB,TEXAS TRAINING/EOC ROOM/COUNCIL CHAMBERS The Town Council of the Town of Trophy Club,Texas, met in a Retreat Session on Saturday,January 27,2018. 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 L.Fleury Council Member, Place 1 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 Tony Jaramillo Director of Parks and Recreation David Dodd Town Attorney Amber Karkauskas Director of Finance Holly Fimbres Town Secretary/RMO Mike Pastor Information Technology Manager Patrick Arata Police Chief Jonathan Phillips Director of Administrative Services Wade Carroll Fire Chief Tommy Uzee Director of Community Development James Edwards Human Resources Manager John Zagurski Budget Manager Mayor Sanders announced the date of Saturday, January 27, 2018, called the Town Council to order and announced a quorum at 9:04 a.m. (Town Secretary Note: The agenda items were presented in the following order: Citizen Presentations; Agenda Items No. 1 and 2; Executive Session; Agenda Items No. 11 and 12; Agenda Item No. 14; Agenda Item No. 13; Agenda Items No.3 through 9;Executive Session;and Agenda 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. RETREAT SESSION 1. Discussion of and take appropriate action regarding Goals and Objectives for each Town Department (Mayor Sanders and Mayor Pro Tem Rowe). Mayor Sanders commented that he wanted the ability for each department to briefly go over their current years Goals and Objectives. He remarked that the development of Staff had been a big accomplishment and he noted that this served as the first Council Retreat at the new Town Hall facility. Town Manager Class stated that each department's current year Goals and Objectives had been incorporated into the Goals for the Fiscal Year 2018-2019 Budget presentation. Council Member Fleury thanked everyone for their participation and support of the recent proclamations that she requested related to the betterment of quality of life for youth. No action was taken on this item. 2. Discussion of and take appropriate action regarding Goals for the Fiscal Year 2018-2019 Budget (Council Member Shoffner and Mayor Pro Tem Rowe). Director of Finance Karkauskas briefly went over the Finance Department's current year Goals,which included the following:implement J.P.Morgan smart data;the ability for Staff to upload purchasing card receipts and code each receipt would be kicked off in February; streamline accounts payable; reduce bi-weekly accounts payable to be processed weekly; assist departments with purchase orders to be in conformance with internal policies; improve vendor management processing;consolidate payroll and bank accounts;and present the Popular Annual Financial Report to Council by March 1st. She then presented the Fiscal Year 2018-2019 Budget Calendar, Goals and Objectives,Revenues,Services and Supplies and Potential Supplemental Requests. Discussion took place regarding the services that MuniServices was providing related to hotel revenue auditing and delinquent billing(HOTMO fund),which included visiting each hotel in order to review their records. Director of Finance Karkauskas advised that MuniServices would perform audits on two hotels each year and revisit them every five years for checks and balances. Council Member Shoffner inquired about getting a detailed report for sales taxes since they were down but the reason for the decline had not been identified. Director of Finance Karkauskas responded that Staff had previously not seen those trends decline but Staff should be able to identify the cause. Additionally, Council Member Shoffner was not in favor of MuniServices going onsite to each hotel because it gave the appearance of distrust. Mayor Sanders recommended that Staff reach out to other municipalities to see if they had their auditors go offsite to the hotels to review hotel records. Mayor Pro Tern Rowe was not in favor of auditors going offsite to the hotels. He recommended that the Town engage with an outside firm to collect the appropriate fees and have Staff create an ordinance for delinquent hotel occupancy taxes, recouping the cost to receive the audited numbers, as well as any penalties or other associated fees. Council Member Lamont commented that new software was implemented about every three years and it may be appropriate to consider software that would link with other departments and have a longer life span. Town Manager Class responded that Staff was in the planning stages of utilizing the budget software system that would allow residents to review financial documentation directly from Incode. Conversation took place that the STARS report for the sales tax analysis was not required but was an appropriate tool for transparency. Mayor Sanders inquired about delinquent financials being presented to Council for conideration. Director of Finance Karkauskas responded that the First Quarter Investment Report should be presented to Council at their next meeting and the monthly financials should be presented to Council approximately 60 days after the months closing. Town Council Retreat Minutes January 27,2018 Page 2 of 15 Council Member Shoffner inquired about Staff reporting hotel occupancy tax information that was not kosher to the State as opposed to allocating approximately $4,000 for MuniServices assistance. Budget Manager Zagurski responded that Staff would look into that ability. Council Member Kurtz reiterated that he would like a response on that. Town Manager Class noted that David Pettit should have the updated forecasting and reporting for the Tax Increment Reinvestment Zone No. 1 completed in the next three weeks. Director of Administrative Services Phillips briefly went over the Administrative Services'current year Goals,which included the following: maintaining flu shots offered to employees and implementing a weight loss program; implementing the new network system; reviewing the implementation of geographic information system services; implementing the replacement storage area network;wiring the building for cable services;conducting a point-to- point wireless network connection survey;and working on Standard Operating Procedures for the Municipal Court. Council Member Jensen inquired about the cable wiring of the building for emergency services. Director of Administrative Services Phillips responded that the cable would provide activation capability in the event of weather emergencies. Discussion took place that this was not a mandatory item for the building to be used during emergencies. It had originally been included to be installed but was precluded during the vetting process. Mayor Sanders inquired about creating onboarding forms through NeoGov for hiring and internal forms. Director of Administrative Services Phillips responded that the Human Resources Department was using NeoGov for receiving applications and were in the process of creating an onboard form. He added that they were utilizing the onboarding for policies and procedures,as well as for benefits. Mayor Sanders recommended that Staff reach out to the City of Bedford because they conducted cancer screening for their firefighters through DNA testing since cancer was the leading cause of deaths for firefighters. Additionally, he requested that Staff work with the Trophy Club Municipal Utility District(TCMUD) No. 1 regarding the point-to-point wireless network connection at the maintenance barn and wastewater treatment plant. Director of Administrative Services Phillips responded that Staff had a preliminary discussion with TCMUD No. 1 Staff and a future meeting would be scheduled with them. Director of Administrative Services Phillips presented the Fiscal Year 2018-2019 Goals and Objectives, particularly the evaluation of the Town's website. Council Member Shoffner recommended that the Town work with the TCMUD No. 1 to make the website simple and resident friendly. Mayor Pro Tern Rowe commented that future maintenance of the Town's website would need to be reviewed. Director of Administrative Services Phillips discussed Town Personnel specific to organizational changes, staff forecasting,salary survey/market true-up,and the merit plan. Mayor Pro Tern Rowe commented that a salary survey was conducted in 2014,which emphasized that when there was a turnover in staffing it was due to the employees going to another city with more activity in their department or to advance in their careers. He did not desire to get into a bidding war when employees resigned. Town Manager Class responded that stability was a factor and he wanted to stabilize the workforce to provide top service for the residents. Council Member Lamont commented that it would be difficult to compare the Town to other cities because each city is unique,for example the City of Southlake has a larger retail base and the Town of Westlake has an academy. Town Council Retreat Minutes January 27,2018 Page 3 of 15 Director of Administrative Services Phillips responded that comparisons were a difficult process because of size, population,and growth. Council Member Shoffner remarked that the intangibles should be used to attract applicants because of the Town's uniqueness,such as police officers do not have to patrol a highway. Council Member Kurtz commented that the Town could serve well for some entry level positions and a work culture should be created where employees want to stay because it would be difficult to increase the budget year after year for salary adjustments and true-ups. Council Member Shoffner reiterated that the Council wanted to reward those employees who went above and beyond with their job performance. He was in favor of implementing a tiered merit system because employees who fail expectations should not realize an increase. Director of Administrative Services Phillips highlighted on the Texas Municipal Retirement System, health insurance, risk management, and utilities. He continued the presentation with Services and Supplies for Human Resources, Information Services, and Municipal Court. Additionally, he expanded on the transition to Office 365, which would be an additional $17,000 to the budget. The Office 365 full suite would not be provided to every employee. Council Member Jensen recommended that Staff evaluate as to who should only have the email portion and then purchase Office products,such as Word,for those users that need it. RECESSED AT 10:40 A.M.FOR A BREAK RECONVENED AT 10:50 A.M.INTO RETREAT SESSION Director of Parks and Recreation Jaramillo briefly went over the Parks and Recreation, Streets, and Facilities Department's current year Goals, which included the following: replacing the windscreen at the tennis courts; repairing the tables at Independence Park; and possible removal of the cannon to reinstall the bucket feature at the Splash Pad. Council Member Shoffner commented that his family enjoyed the bucket when it was previously installed. Mayor Pro Tem Rowe recommended that Staff solicit input from the Parks and Recreation Board. Director of Parks and Recreation Jaramillo continued his presentation and advised that Staff implemented storage of outside Splash Pad components, paving and drainage improvements were scheduled for Indian Creek Drive and Phoenix Drive,and Town streets and parking lots would be restriped. Council Member Shoffner recommended that Staff create a survey for the Phoenix Drive project that asked those effected residents to list the pros and cons they experienced during the project in order to better gauge how to handle future projects. Additionally,he wanted proper notification given to those effected residents. Town Manager Class advised that notification to those effected residents could be accomplished through TC Alerts. Director of Parks and Recreation Jaramillo presented their Fiscal Year 2018-2019 Goals and Objectives that included possibly tying the pond irrigation system to Independence Park East, installing a dock at the East Pond, and applying for a sports field lighting grant at Harmony Park fields. Town Manager Class added that the Greater Northwest Soccer Association was willing to enter into an agreement with the Town to cover 50 percent of the cost to light the fields and to provide irrigation for the fields, but Staff was currently working on researching if there was a need for an additional transformer. Town Council Retreat Minutes January 27,2018 Page 4 of 15 Director of Parks and Recreation Jaramillo advised that Staff was reviewing creating a third season for Kickball, which would shorten the regular season,run games later,or cut teams down to 10 players. Council Member Jensen was not in favor of creating an additional Kickball season. Director of Parks and Recreation Jaramillo informed the Council that Staff would be moving the life guard certification program back to the American Red Cross, who works with the Fire Department to offer drowning training. Staff was researching the possibility of performing all street panel replacements in-house. The main con to hiring an outside company was a higher cost but the main pro would be that the projects would be completed sooner. Council Member Shoffner recommended that Staff perform as many street panel replacements as possible in- house. Director of Parks and Recreation Jaramillo discussed increasing the MX/ATV entry fees at Trophy Club Park and increasing the swim team fees. Council Members Jensen and Shoffner recommended that no increase be implemented for Town residents. Mayor Pro Tern Rowe suggested that Staff work with the Army Corps of Engineers to allow side-by-sides at Trophy Club Park. Director of Parks and Recreation Jaramillo responded that they seemed to be onboard with allowing that but a new track would have to be installed. He added that the Town's Master Plan was due for a review. Council Member Kurtz commented that residents were not allowed to ride their bicycles on the trails but there was a trail for walking and a trail for horseback riding. Director of Parks and Recreation Jaramillo responded that he believed a trail subcommittee implemented the trails but he would review the ability for residents to be allowed to ride their bicycles. Director of Parks and Recreation Jaramillo advised that the Parks Department would be redesigning various medians and convert them to xeriscape,installing flower bed tips in various medians,and replacing various mature damaged Bradford Pear trees on Indian Creek medians. Council Member Shoffner recommended installing Crepe Myrtles on Indian Creek medians. Mayor Sanders noted that some residents had actually purchased some of those trees years ago. Director of Parks and Recreation Jaramillo advised that the repainting of the Spray Pad feature would be performed in-house. He briefly discussed the Capital Replacement items for the Recreation and Parks Departments and the Capital Improvement Program for the Streets and Facilities Departments. The Harmony Park playground would be scheduled for replacement in Fiscal Year 2020 because the parts were becoming obsolete. Software had been purchased that would allow Staff to plug in the equipment description, serial number, and hours spent per month maintaining the equipment and the software would provide the timeline when the equipment would need to be replaced. Conversation ensued regarding pending issues at the Independence Park East concessions,such as installing a sink and air conditioning. Council Member Shoffner mentioned that the installation of a sink and air conditioning at the Independence Park East concessions could be accomplished through the Facilities Department and the TCR Youth Baseball Association could reimburse the Town. He added that there was a same situation at Independence Park West and Harmony Park. Town Council Retreat Minutes January 27,2018 Page 5 of 15 Director of Community Development Uzee briefly went over the Community Department's current year Goals, which included the following: implementation of a zoning calendar; creation of policies for Code Enforcement; continue Staff training;creation of Standard Operating Procedures for each of their positions;and 707 inspections were performed since October 1, 2017. He then presented the Fiscal Year 2018-2019 Goals and Objectives, Revenues,and their Capital Improvement Program for wayfinding signage. Additionally, he advised that Staff was reviewing amending their fee schedule to include a tiered inspection fee because several inspections were being performed at no additional cost. Council Member Shoffner wanted to ensure that any amendments did not discourage residents from pursuing remodeling their homes. Council Member Kurtz was in favor of providing a courtesy warning to those who place signs out on the weekends, but if that individual continued to place signs out then a ticket should be issued. Police Chief Arata presented the Police Department's 2018-2019 Goals and Objectives,which included conducting a Town survey of the Police Department, a policy review, and improving information posted on social media. He discussed the reorganization of adding two Captain positions over Patrol and the Criminal Investigation and Support Services Division, which would move the Lieutenant position to a Captain position and move the CID Sergeant position to a Captain position. He announced that Lieutenant Shields would be retiring in March because of her husband's business transfer. Discussion took place that the Northwest Independent School District provided 75 percent of the School Resource Officer's(SRO's)pay and that during the school breaks the SRO's would be placed in Patrol. Police Chief Arata discussed the possible increase of one full-time equivalent officer when PD 30 and PD 25 were developed. He also advised that blue light stations would be installed along the trails and other locations around Town. Additionally,he went over their Capital Replacement Expenses for outgoing years. Discussion took place about pursuing grants for technology since cities were moving away from radios and moving toward cell phones. Town Manager Class inquired if the Council had any objections to the proposed Police Department reorganization. There were no objections to the proposed Police Department reorganization. Fire Chief Carroll briefly went over the Fire Department's current year Goals, which included improving their response times. He explained that the average response time of four minutes and twenty-five seconds was being reported instead of the 90th percentile due to coding errors within the Town's record management system,which dispatch services use to code emergency calls. He advised that a fix was being worked through with dispatch and that better data would follow later in the year. Fire Chief Carroll advised that he was closely monitoring both Town call volume and peak time hours and when necessary would be requesting the part-time firefighter position be pushed to the addition of a full-time firefighter on each shift when necessary. This was expected to happen within the next two years. Additionally, he stated that the Fire Department was working with Baylor Grapevine on decreasing the door-to-needle time. Conversation ensued regarding that the majority of their patients were taken to Baylor Grapevine. The Fire Department would have to maintain a good response and scene time measurements on cardiac and stroke patients for one year to receive the Mission Lifeline award offered through the American Heart Association. The award requires that the Town cooperate with the local hospitals to ensure that the time measurements for door- to-needle and door-to-balloon times for stroke and cardiac patients were met. Fire Chief Carroll advised that the LUCAS device had been utilized twice and he presented the Fiscal Year 2018- 2019 Goals and Objectives,Revenues,Personnel,Services and Supplies,and Capital Replacement. Town Council Retreat Minutes January 27,2018 Page 6 of 15 Council Member Shoffner stated that this would serve as the third request since he had taken office to change to a new billing company. He inquired if the intent was to obtain a higher rate of payments received by insurance companies. Fire Chief Carroll responded that the current company withholds about 12 percent from payments received and the proposed company would only withhold approximately nine percent. This would not add any additional costs to residents or their insurance companies but would net additional revenue for the Town. Council Member Shoffner inquired if the responding cities for mutual aid charged their cities rates or would they adhere to what the Town charged. Fire Chief Carroll responded that they typically sought mutual aid from surrounding cities that mirrored Town policies,such as the City of Southlake or the Town of Flower Mound. Fire Chief Carroll expanded on additional personnel for the following: a part-time Fire Marshal to oversee plan review of PD 25, PD 30,and all new construction;an Emergency Manager to share with the Town of Westlake and the City of Roanoke to develop a regional emergency management group; and increase shift staffing to have six firefighters per shift 24 hours a day. Council Member Shoffner remarked that he did not want to fund supplemental personnel just to provide mutual aid for the other cities since their crews were smaller in number, especially with Westlake and Roanoke having a high spike of day visitors. Fire Chief Carroll assured Council that he was monitoring the number of times that we respond mutual aid to both Westlake and Roanoke and that both entities were attempting to increase their staffing to accommodate their growth as well. (Town Secretary Note:Council entered into Executive Session) 3. Discussion of and take appropriate action regarding Healthcare Insurance offered to Town Staff (Council Member Kurtz and Mayor Pro Tern Rowe). Director of Administrative Services Phillips discussed that significant changes were made for the Fiscal Year 2017- 2018 healthcare plan such as increased deductibles and maximum out of pocket expenses for employees, higher emergency room copayments,elimination of out-of-network providers,and a narrowed network of physicians. Council Member Jensen inquired about the cost that the Town incurred since the cost varied depending on which plan the employee selected. Director of Administrative Services Phillips responded that each plan covered 80 percent from the health insurance and 20 percent from the employee. Staff bases the healthcare budget as if every employee selected the high plan rate. He noted that Staff was initially presented with a 75 percent increase to health insurance costs but Staff was able to reduce that to 12 percent through submission of a Request for Proposals. Mayor Pro Tem Rowe inquired if the risk pool was limited to employees only when the Town sought out proposals. Director of Administrative Services Phillips responded that the current risk pool was 64 employees because the Town previously participated in the Texas Municipal League pool but they experienced several issues with them. Mayor Pro Tern Rowe commented that Staff may want to examine a private company that was part of risk pool for several hundred,which would create more choices for employees. Council Member Kurtz remarked that if another spike in costs was realized next year then it would be feasible for Staff to evaluate possibly increasing premiums. Town Council Retreat Minutes January 27,2018 Page 7 of 15 4. Discussion of and take appropriate action regarding Capital Improvement Projects;including Town Hall and upcoming street repair projects(T.Class). Town Manager Class presented the Capital Improvement Project (CIP) list that was provided by Teague Nall & Perkins (TNP). He advised that the TCMUD No. 1 would be removing some trees from the utility easements pertaining to the Indian Creek Drive and Phoenix Drive project. The TCMUD No. 1 Board of Directors discussed this item at their prior meeting and tabled the item to be considered at their February 20th meeting because of the issue with tree mitigation funds. The project would be slated for bid in the early Summer with a start date in the late Fall. Additionally,Staff and TNP would begin reviewing the expansion of future CIP projects. Council Member Shoffner inquired if the Town or TCMUD No. 1 requested the boring. Town Manager Class responded that TNP presented the issue to the TCMUD No 1. He noted that there was no responsibility to protect a tree within an easement. Council Jensen inquired about the price per square foot for the 12 projects that were listed. Town Manager Class responded that he would have to obtain that information. Mayor Pro Tern Rowe commented that the information could be presented in a cost model form. Mayor Sanders suggested that Staff send out communications to the residents through TC Alerts in order to advise them of the upcoming Trophy Club Drive project from Meadow Creek Court to the Roundabout. Council Member Shoffner added that the road before the bridge was failing rapidly and it would be beneficial to have Staff proceed with panel replacements in-house. Mayor Pro Tem Rowe commented that the bridge would need to be addressed in the near future. Council Member Shoffner recommended that Staff evaluate adding the intersection at Trophy Club Drive and Indian Creek Drive for street panel replacement and possibly utilizing Tax Increment Reinvestment Zone No. 1 funding. Mayor Sanders desired to explore a drainage improvement project to be performed by Tom Thumb because there was a collection of dirt in the creek area. Council Member Shoffner commented that Staff should verify with the homeowner at 31 Creekmere Drive to see if they would be interested in providing an easement to the Town because there were five culverts and one was currently blocked, which should be cleaned out. He added that panel replacement could also be performed at Creekmere Drive. 5. Town Council Future Agenda Item No.3 Discussion of and take appropriate action regarding the Veterans Memorial (Mayor Sanders and Council Member Jensen). Mayor Sanders advised that the Trophy Club Women's Club received a donation of $10,000 and they were evaluating installing a statue of a bronze service dog at the Veterans Memorial site. He wanted to see if there was a willingness to review a proposal and designate an area for a bronze service dog. Council Member Jensen remarked that three residents had approached the Council and he wanted to have a definitive statement about the Council's stance on proceeding with any future requests. He was not in favor of installing a statue at the site due to prior conflict regarding engraving of pavers. Town Council Retreat Minutes January 27,2018 Page 8 of 15 Mayor Sanders commented that there were some residents that wanted to continue selling pavers because they did not have an opportunity to purchase an engraved paver. He sought Council's direction whether to take out the blank pavers and replace them with engraved pavers. Council Member Fleury was in favor of replacing the blank pavers with engraved pavers because it would be at no cost to the Town and she offered to be the liaison to help finish the site. Mayor Pro Tem Rowe provided background that the initial proposal was presented in 2012 by the Trophy Club Women's Club and then four years later Council approved their original design to be completed with Town funds because no activity had taken place during that time period. Council Member Kurtz added that the Town even provided parking in that area and that the Women's Club could possibly reserve their funds to help veterans,such as through their events. Council Member Lamont was acceptable to allowing the blank pavers to be engraved and allowing the installation of a bronze service dog as long as there were no additional fees incurred by the Town. Council Member Shoffner believed that the vision for the Veterans Memorial site was fulfilled and that it was a completed project. He did not have an issue with the blank pavers being engraved and allowing Council Member Fleury to act as the liaison but then afterwards the project would be officially complete. He was not in favor of installing a bronze service dog because it was not part of the original vision and he did not want the area to become grounds for a political debate. Council Member Fleury believed that the pavers should be opened for engraving until they were gone at no cost to the Town. She felt that the flagstones gave the appearance that the site was incomplete. Main Motion: Main Motion made by Council Member Jensen, seconded by Mayor Pro Tern Rowe, to have the Town Manager contact Metroport Veterans Association offering them the ability to manage the project of selling additional pavers and having them engraved for the remainder of the currently placed pavers at their cost and that no other work would be allowed. Town Manager Class was concerned about the quality of control if Staff was expected to oversee the project. Council Member Shoffner recommended that the Town remove the pavers, Metroport Veterans Association be responsible for the engraving, and then Metroport would provide the Town with the engraved pavers to be reinstalled. Mayor Sanders suggested that additional pavers be purchased to start the process of taking some current pavers out to allow for engraving to occur,that way there would not be open areas in the sidewalk. Council Member Shoffner clarified that Metroport should purchase the additional pavers to be installed on a temporary basis, Metroport would have the pavers engraved, and Metroport would provide the engraved pavers to the Parks and Recreation Department to be installed. Director of Parks and Recreation Jaramillo advised that two pallets of pavers would need to be purchased. Motion to Amend: Motion to Amend made by Mayor Pro Tern Rowe, seconded by Council Member Jensen, to advise Metroport Veterans Association that they would need to presell the un-engraved pavers to match the number of current un- engraved pavers and provide them to the Town for installation. Town Council Retreat Minutes January 27,2018 Page 9 of 15 Discussion took place that it would be expected that Metroport Veterans Association would provide all the engraved pavers to the Parks and Recreation Department to be installed at one time. Motion to Amend the Amendment: Motion to Amend the Amendment made by Council Member Shoffner, seconded by Mayor Pro Tem Rowe, to be specifically for the pavers between the current pavers and the sandstones. Motion to Amend the Amendment carried 6-1-0 with Mayor Sanders, Mayor Pro Tem Rowe, and Council Members Jensen, Kurtz, Lamont,and Shoffner voting for,and with Council Member Fleury voting against. The vote for the Motion to Amend as Amended was taken, to advise Metroport Veterans Association that they would need to presell the un-engraved pavers to match the number of current un-engraved pavers and provide them to the Town for installation;specifically for the pavers between the current pavers and the sandstones. Motion to Amend as Amended carried 6-1-0 with Mayor Sanders, Mayor Pro Tem Rowe, and Council Members Jensen, Kurtz, Lamont,and Shoffner voting for,and with Council Member Fleury voting against. Motion to Amend: Motion to Amend made by Council Member Fleury, seconded by Mayor Sanders, to finish the engraving of the sandstones. Council Member Kurtz commented that he experienced difficulty when he attempted to purchase a paver and sandstone and he ended up donating his funds. Motion to Amend the Amendment: Motion to Amend the Amendment made by Council Member Lamont, seconded by Council Member Fleury, to limit the inscription of the sandstones to the name of the veteran, date of service, and branch of service. Motion to Amend the Amendment failed for lack of majority 2-4-0, with Council Members Fleury and Lamont voting for, and with Mayor Sanders, Mayor Pro Tem Rowe, and Council Members Jensen and Shoffner voting against. (Town Secretary Note:Council Member Kurtz had stepped away during the vote) Mayor Pro Tem Rowe spoke against the Motion to Amend due to conflicts that arose on social media regarding engraving of the sandstones. The vote for the Motion to Amend was taken,to finish the engraving of the sandstones. Motion to Amend failed for lack of majority 1-6-0, with Council Member Fleury voting for, and with Mayor Sanders, Mayor Pro Tem Rowe,and Council Members Jensen, Kurtz, Lamont,and Shoffner voting against. The vote for the Main Motion as Amended was taken, to have the Town Manager contact Metroport Veterans Association offering them the ability to manage the project of selling additional pavers and having them engraved for the remainder of the currently placed pavers at their cost and that no other work would be allowed;to advise Metroport Veterans Association that they would need to presell the un-engraved pavers to match the number of current un-engraved pavers and provide them to the Town for installation; specifically for the pavers between the current pavers and the sandstones. Main Motion as Amended passed unanimously 7-0-0. 6. Discussion of and take appropriate action regarding potential Interlocal Agreements with various Sports Associations(Council Member Lamont and Mayor Pro Tem Rowe). Motion to Refer: Motion to Refer made by Mayor Pro Tem Rowe, seconded by Council Member Jensen, this agenda item to the Organized Sports Council Subcommittee. Motion to Refer passed unanimously 7-0-0. Town Council Retreat Minutes January 27, 2018 Page 10 of 15 7. Discussion of and take appropriate action regarding Town Retention Ponds(Council Member Shoffner and Mayor Pro Tem Rowe). Director of Parks and Recreation Jaramillo advised that the Town received an estimate to install a dock for approximately$30,000. Mayor Sanders commented that the area has remained unfinished and that it had drainage and overgrowth issues. The concrete piers were previously installed and he sought Council's direction whether they would like to proceed with installing a dock. Council Member Shoffner remarked that the ponds have been called several names, Amenity Lakes, West Amenities Lakes, irrigation ponds; but he clarified that the correct terminology was retention ponds. He did not believe that a large amount of funds should be spent on retention ponds. Mayor Pro Tern Rowe provided some background that over the years the homebuilders marked them as amenities and that they had fish in the lakes for fishing. The main issue with them was that they were left unfinished and they did not represent the Town well. He was not opposed to improvements being made but he commented that any reasonable improvement would not be worth a large amount of funds due to erosion issues. Mayor Sanders commented that initially a developer dug out that area for fill dirt and filled it with water after being required to drill a well;otherwise it would have been empty holes. Council Member Shoffner agreed that the area appeared to be incomplete but he warned that if they proceeded with installing a dock,then it would be presented as a liability to the Town for any future issues. Discussion took place that there were fish in the lake and that the fountains were working but the aerator pump was none functioning. Mayor Pro Tern Rowe offered some suggestions to improve the area, such as erosion control and potentially relocating the trail approximately 15 to 20 feet in order to address an issue with silt. Main Motion: Main Motion made by Mayor Sanders, seconded by Council Member Jensen,to allocate $30,000 to install a dock on the existing concrete piers at the retention pond. Motion to Amend: Motion to Amend made by Council Member Jensen, seconded by Mayor Sanders, to utilize the funds from the Parkland Dedication fund. Motion to Amend passed unanimously 7-0-0. The vote for the Main Motion as Amended was taken, to allocate $30,000 to install a dock on the existing concrete piers at the retention pond;and to utilize the funds from the Parkland Dedication fund. Main Motion as Amended passed unanimously 7-0-0. 8. Discussion of and take appropriate action regarding the purchase, implementation, and applying for possible grant funds for the installation of security cameras at the entranceways of Trophy Club and Police license plate readers requiring such things as registration, insurance and stolen vehicles (Council Member Lamont and Council Member Kurtz). Council Member Lamont recommended that the Town review applying for grant funding to install security cameras at the entranceways of Town and to purchase a Police license plate reader due to recent vehicles being stolen in the apartments. He added that New York recognized a decrease in crime due to the installation of cameras. Town Council Retreat Minutes January 27,2018 Page 11 of 15 Motion: Motion made by Council Member Lamont to look into the possibility of receiving grant funds for four cameras at the main entrances and a license plate reader. Motion failed for lack of a second. 9. Discussion of and take appropriate action regarding the proposed Loop Road(T.Class). Motion to Table: Motion to Table made by Council Member Jensen, seconded by Mayor Pro Tern Rowe,Agenda Item No. 9 to the next Council meeting on February 13,2018. Motion to Table passed unanimously 7-0-0. EXECUTIVE SESSION 10. Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act),the Council will convene into executive session to discuss the following: A) Section 551.074 Personnel Matters under Subsection(1)to discuss or deliberate the appointment, evaluation and duties of a public officer or employee: 1. Contract Review of Town Manager Thomas M.Class,Sr.(Mayor Sanders) 2. Contract Review of Town Attorney J.David Dodd III(Mayor Sanders) 3. Contract Review of Town Secretary Holly Fimbres(Council) B) 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, specifically: Pending Litigation(D.Dodd) CONVENED INTO EXECUTIVE SESSION-START TIME—1:07 P.M. RECONVENED INTO REGULAR SESSION-START TIME—1:42 P.M. RECONVENED INTO EXECUTIVE SESSION-START TIME—3:41 P.M. RECONVENED INTO REGULAR SESSION-START TIME—4:58 P.M. RECONVENED INTO RETREAT SESSION 11. Consider and take appropriate action regarding a Proclamation of the Town Council recognizing February 2018 as Kindness Awareness Month in Trophy Club;and providing an effective date(Council Member Fleury and Mayor Sanders). Council Member Fleury read the proclamation into the record. Motion: Motion made by Council Member Fleury,seconded by Council Member Jensen,to approve Proclamation No.2018- 02, recognizing February 2018 as Kindness Awareness Month in Trophy Club; and providing an effective date of January 27,2018. Motion passed unanimously 7-0-0. Town Council Retreat Minutes January 27,2018 Page 12 of 15 Council Member Fleury dedicated the proclamation to her mother, Mabel Fleury, who was the epitome of kindness. Mabel spread kindness everywhere she went and with everyone she met. Several people have expressed their appreciation of Mabel and commented that the world would be a better place if everyone were a little more like her. Mabel believed that there was good in everyone, that we should be good to everyone, and most importantly we should all be kind to one another. Mabel's legacy will be lived on through her grandsons, daughter,and the Trophy Club community. Additionally, Council Member Fleury requested participation with the donation of new or used sneakers for their Campaign 4 Kindness. The sneakers would be delivered to orphanages in Africa to promote and encourage thoughts of kindness globally. 12. Consider and take appropriate action regarding the award of bids for paving and drainage improvements for Indian Creek Drive and Phoenix Drive;and authorizing the Mayor or his designee to execute all necessary documents(T.Jaramillo). Director of Parks and Recreation Jaramillo advised that the lowest bid received for the paving and drainage improvements for Indian Creek Drive (from Fair Green Drive to Meadowbrook Lane) and Phoenix Drive (from Pebble Beach Drive to Shields Drive) was in the amount of$2,337,137,which was received by Quality Excavation, LTD. Motion: Motion made by Mayor Pro Tern Rowe, seconded by Council Member Jensen, to award the bid to Quality Excavation, LTD.for paving and drainage improvements for Indian Creek Drive and Phoenix Drive; and authorizing the Mayor or his designee to execute all necessary documents. Council Member Shoffner inquired if the Town anticipated any boring under medians or sidewalks for this project. Town Manager Class responded that Staff did not anticipate the need for that. The vote was taken. Motion passed unanimously 7-0-0. 13. Case FP-16-001(PD-30/Town Center Addition) Consider and take appropriate action regarding a request for approval of a final plat for Trophy Club Town Center Addition,Lots 1-51(X),Block A,located in Planned Development No.30,on the northeast corner of SH 114 and Trophy Club Drive(L.Payne). Council Member Shoffner stated that the applicant changed the first two pages but the third page was not changed, per the final plat that was received at the dais. He commented that the name of Sadie Street was changed to Maddy Lane on page 1 and a maintenance responsibility note specific to the Townhomes Property Owners Association with was placed on page 2. He inquired if Mr.Chase McCrea agreed that the wording on page 3 would be corrected per conditions placed by the Planning and Zoning Commission. Chase McCrea, Chief Financial Officer with Beck Ventures, confirmed that they would correct the three pending items regarding conditions that the Planning and Zoning Commission approved at their January 25,2018: 1. Removing "streets" from the Owner's Dedication since there are no streets being platted (only access easements). 2. Change the year on the signature blocks from 2017 to 2018. 3. Correct the misspelling in Note No.of the General Notes on page 3"no"to"not" Mr. McCrea stated that they did not initially change page 3 because it would have required them to have eight parties sign it. Town Council Retreat Minutes January 27,2018 Page 13 of 15 Motion: Motion made by Mayor Pro Tern Rowe, seconded by Council Member Kurtz,to approve the final plat for Trophy Club Town Center Addition, Lots 1 - 51(X), Block A, located in Planned Development No. 30, on the northeast corner of SH 114 and Trophy Club Drive,as presented at the dais. Motion carried 6-1-0 with Mayor Sanders,Mayor Pro Tern Rowe,and Council Members Fleury,Jensen,Kurtz and Shoffner,and with Council Member Lamont voting against. 14. Consider and take appropriate action regarding approving a Settlement Agreement with JSB Properties,L.P. and JLIS,LLC(D.Dodd). Mayor Sanders advised that this agreement was tied to the approval of the PD 30 final plat and payment of Parkland Dedication. The Planning and Zoning Commission approved the final plat at their January 25, 2018 meeting. Mayor Pro Tern Rowe briefly summarized main points of the agreement specific to Section 2 related to payments due to the Town for Parkland Dedication: $500,000 payable upon approval of final plat on PD 30 by Town Council; $150,000 payable upon issuance of Certificate of Occupancy for the multi-family units in PD 30; and $100,000 payable on or before January 31, 2020. Additionally, Section 3 calls for Town Staff and the applicant to meet to discuss terminology of the PD 30 zoning document. Council Member Jensen inquired if the agreement addressed the plaintiff dropping the lawsuit against the Town of Trophy Club and Nick Sanders. Mayor Pro Tern Rowe responded that Section 2 of the agreement stated "the above styled and numbered case shall be resolved by an agreed order of dismissal with prejudice." Chase McCrea, Chief Financial Officer with Beck Ventures, confirmed that their attorney would file a motion to dismiss with prejudice,which meant that they could not bring any future action regarding this issue. Motion: Motion made by Mayor Pro Tern Rowe,seconded by Council Member Shoffner,to approve the Rule 11 Settlement Agreement between JSB Properties,L.P.,JLIS,LLC,the Town of Trophy Club,and Nick Sanders. Motion passed unanimously 7-0-0. RECESSED AT 2:01 P.M.FOR A BREAK RECONVENED AT 2:11 P.M.INTO RETREAT SESSION 15. Consider and take appropriate action regarding the Executive Session(H.Fimbres). Motion: Motion made by Mayor Pro Tern Rowe, seconded by Council Member Jensen, to amend the Employment Agreement for Town Secretary Holly Fimbres by removing Section 3 (B),Salary Adjustments:This Agreement shall be automatically amended to reflect any salary adjustments that are provided or required by the Town's compensation policies,and by amending Section 18,Notices,to reflect the new Town Hall address. Motion passed unanimously 7-0-0. Town Council Retreat Minutes January 27,2018 Page 14 of 15 Motion: Motion made by Mayor Pro Tern Rowe, seconded by Council Member Jensen, to amend the Employment Agreement for Town Manager Tom Class by removing Section 3 (B), Salary Adjustments,This Agreement shall be automatically amended to reflect any salary adjustments that are provided or required by the Town's compensation policies, by removing Section 8 (D), At the commencement of this Agreement the Town Manager will direct the Town Director of Finance to provide to the Town Council within 30 days following the end of each calendar quarter beginning with the first calendar quarter of 2017 a written report that outlines the travel, entertainment and other job related expenses incurred by the Town Manager during the applicable calendar quarter, by amending Section 19, Notices, to reflect the new Town Hall address, and by amending Section 3 (A), Base Salary,to reflect an annual base salary of$160,500. Motion passed unanimously 7-0-0. ADJOURN Mayor Sanders adjourned the meeting at 5:00 p.m. Holly Fimbre•,Town Secretary ,4 C. ick Sanders, Mayor Town of Trophy Club,Texas - Town of Trophy Club,Texas CO RY 1, Town Council Retreat Minutes January 27,2018 Page 15 of 15