Agenda Packet TC 01/19/2019 - Council Retreat
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Town Council RetreatPage 2 of 47Retreat Date: January 19, 2019
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Town Council RetreatPage 3 of 47Retreat Date: January 19, 2019
1 Trophy Wood Drive
Town of Trophy Club
Trophy Club, Texas 76262
Legislation Details (With Text)
File #: Version:Name:
2019-024-T1
Type:Status:
Agenda ItemRegular Session
File created:In control:
12/31/2018Town Council
On agenda:Final action:
1/19/2019
Title:
Discussion of and take appropriate action regarding the Town’s Long Term Financial Outlook (T.
Class).
Attachments:
Council Retreat 01-19-19.pdf
DateVer.Action ByActionResult
Agenda Item No. 1:
Discussion of and take appropriate action regarding the Town’s Long Term Financial Outlook (T. Class).
Town Council RetreatPage 4 of 47Retreat Date: January 19, 2019
FY19-20 COUNCIL RETREAT
Town Council RetreatPage 5 of 47Retreat Date: January 19, 2019
TENTATIVE COUNCIL RETREAT SCHEDULE
9:00 a.m. Welcome and Introduction (15 minutes)
9:15 a.m. Financial Forecast (30 minutes)
9:45 a.m. Capital Improvement Projects (30 minutes)
10:15 a.m. FY 19-20 Budget and Capital Budget items (30 minutes)
10:45 a.m. Break
11:00 a.m. Discussion of communication process (30 minutes)
11:30 a.m. Discussion of communication of Council Actions to Citizens (30 minutes)
12:00 p.m. Lunch
12:30 p.m. Discussion of the Fire Department CERT program (30 minutes)
1:00 p.m. Town Council Meeting schedule (15 minutes)
1:15 p.m. Executive Session
TBD Adjourn
Town Council RetreatPage 6 of 47Retreat Date: January 19, 2019
GOALS & OBJECTIVES
Seek additional input that allows staff to submit a budget that reflects
Council’s priorities
High level feedback establishing direction and intent
Focus on available funding and projects:
General fund - fund balance
projected operating funds (FY 2020 revenues versus expenses)
Town Council RetreatPage 7 of 47Retreat Date: January 19, 2019
DISCUSSION OF AND TAKE APPROPRIATE
ACTION REGARDING THE TOWN’S LONG
TERM FINANCIAL OUTLOOK
Town Council RetreatPage 8 of 47Retreat Date: January 19, 2019
FIVE YEAR FORECAST
Revenue Assumptions: 2.01% Overall Increase in Revenues
4.5% Property Tax Value increase, 2.5% cap in out years
3.0% Sales tax revenue increase
1%-3% revenue increase for all other revenue
No new development related revenue
Expenditure Assumptions:
Maintain Services levels
Estimated 3% inflation in personnel costs annually
Town Council RetreatPage 9 of 47Retreat Date: January 19, 2019
FUND BALANCE FORECAST
Goal vs. Actual
$6,000,000
$4,000,000
$2,000,000
FY 19 AdoptedFY 20 ProposedFY 21 PlanningFY 22 PlanningFY 23 Planning
Fund Balance GoalActual Fund Balance
Town Council RetreatPage 10 of 47Retreat Date: January 19, 2019
Town Council RetreatPage 11 of 47Retreat Date: January 19, 2019
DIRECTION
Solving year-over-year fund balance decrease
Two Options
Reduce Services Offered
Increase Revenues
Utilize Dedicated Funding Sources
Capture growth while available
Town Council RetreatPage 12 of 47Retreat Date: January 19, 2019
DISCUSSION OF AND TAKE APPROPRIATE
ACTION REGARDING CAPITAL
IMPROVEMENT PROJECTS
Town Council RetreatPage 13 of 47Retreat Date: January 19, 2019
CAPITAL IMPROVEMENT PROJECTS
Spring of 2020 the Town is scheduled to go out for it’s next debt issuance
Estimated bond package between $6-7 Million
Will not increase Interest & Sinking rate
Current Projects
Indian Creek & Phoenix Drive
Trophy Club Drive
Sundance & Meadowbrook
TNP Paving Assessment
Drainage
Future Projects
Plaza Drive
Canterbury Hills Park
Lakes Trails
Town Council RetreatPage 14 of 47Retreat Date: January 19, 2019
THE LAKE TRAILS – GRANT APPLICATION
Town Council RetreatPage 15 of 47Retreat Date: January 19, 2019
GRANT APPLICATION REQUIREMENTS
1.Proposed grant application: $200,000
2.Funding breakdown: 80% / 20%
3.Town required to have funding available at the time of application
4.Town portion: 20% or $40,000
5.Intention to use in-house services to satisfy Town’s 20% requirement
Town Council RetreatPage 16 of 47Retreat Date: January 19, 2019
PROPOSED PHASING OF PROJECT
•02/01/2019 : Apply for grant thru Texas Parks and Wildlife Department
•Execute the trail project in three phases
•2019 - Durango and Parkview requiring ADA compliance
•2020 - Submit grant application for Phase 2 area of map
•2021 - Submit grant application for Phase 3 area of map
•Approval of 2019 grant does not guarantee subsequent grant approvals
Town Council RetreatPage 17 of 47Retreat Date: January 19, 2019
PROJECT MAP
Town Council RetreatPage 18 of 47Retreat Date: January 19, 2019
FY 2019-2020 BUDGET GOALS
Town Council RetreatPage 19 of 47Retreat Date: January 19, 2019
BUDGET GOALS
REVENUE GOALS:
NO TAX RATE INCREASE/MAINTAIN EXISTING RATE
PURSUE SOUND ECONOMIC DEVELOPMENT OPPORTUNITIES
CONTINUE REGIONAL INITIATIVES FOR THE PROVISION OF SERVICES
EXPLORE ADDITIONAL PARTNERSHIPS
CONTINUE ANNUAL FEE SCHEDULE REVIEW AND ADJUSTMENTS
CONTINUE TO SEEK CREATIVE AND ALTERNATIVE MEANS OF REVENUE
GENERATION
UTILIZE DEDICATED FUNDING SOURCES
Town Council RetreatPage 20 of 47Retreat Date: January 19, 2019
BUDGET GOALS
EXPENDITURE GOALS:
KEEP ANNUAL RECURRING COST INCREASES BELLOW INFLATION
NO NEW PROGRAM EXPENDITURES
CONTINUE TO EMBRACE OCCASIONS TO IMPROVE EFFICIENCIES
CONSIDER COMPENSATION INCREASES FOR A LEANER ORGANIZATION AND
COMPETITIVE EMPLOYMENT ENVIRONMENT
LIMITED USE OF FUND BALANCE FOR ONE-TIME NON-RECURRING EXPENDITURES /
COUNCIL INITIATIVES
MAINTAIN FUNDING FOR ECONOMIC DEVELOPMENT INITIATIVES
CREATE SUSTAINABLE FUNDING FOR EQUIPMENT REPLACEMENT FUND INITIATIVE
Town Council RetreatPage 21 of 47Retreat Date: January 19, 2019
PROPOSED GENERAL FUND BUDGET
FORECAST ASSUMPTIONS
Revenue
4.5% Property Tax Value increase
3.0% Sales tax revenue increase
1%-3% revenue increase for all other revenue
No new development related revenue
______________________
2.01% Overall Increase in Revenues
Town Council RetreatPage 22 of 47Retreat Date: January 19, 2019
PRELIMINARY REVENUES AND FUND
BALANCES
Proposed General Fund Budget:
M&O FY 2019 FY2020
Revenues $10,778,909 $10,995,635
Expenditures (10,743,968) (10,987,665)
Other Sources & Uses (438,461) (489,302)
Net Increase/(Decrease) $ (403,520) $ (481,332)
Fund Balance
Available Fund Balance $4,436,486* $3,955,153
- minimum fund balance 3,223,190 3,296,300
*150 days / 41.29% **131 days/ 36.00%
Town Council RetreatPage 23 of 47Retreat Date: January 19, 2019
Town Council RetreatPage 24 of 47Retreat Date: January 19, 2019
COUNCIL BUDGET INITIATIVES
Other Potential Budget Items
Town Council RetreatPage 25 of 47Retreat Date: January 19, 2019
DISCUSSION OF AND TAKE APPROPRIATE
ACTION REGARDING COMMUNICATION
PROCESSES
Town Council RetreatPage 26 of 47Retreat Date: January 19, 2019
DISCUSSION OF AND PROVIDE DIRECTION
REGARDING COMMUNICATION TO
CITIZENS ABOUT COUNCIL ACTIONS
Town Council RetreatPage 27 of 47Retreat Date: January 19, 2019
DISCUSSION OF AND PROVIDE DIRECTION
REGARDING THE FIRE DEPARTMENT CERT
PROGRAM, INCLUDING POSSIBLE FUNDING
ASPECTS
Town Council RetreatPage 28 of 47Retreat Date: January 19, 2019
CONSIDER AND TAKE APPROPRIATE
ACTION REGARDING THE 2019 COUNCIL
MEETING SCHEDULE
Town Council RetreatPage 29 of 47Retreat Date: January 19, 2019
EXECUTIVE SESSION
Town Council RetreatPage 30 of 47Retreat Date: January 19, 2019
ADJOURN
Town Council RetreatPage 31 of 47Retreat Date: January 19, 2019
1 Trophy Wood Drive
Town of Trophy Club
Trophy Club, Texas 76262
Legislation Details (With Text)
File #: Version:Name:
2019-027-T1
Type:Status:
Agenda ItemRegular Session
File created:In control:
12/31/2018Town Council
On agenda:Final action:
1/19/2019
Title:
Discussion of and take appropriate action regarding Capital Improvement Projects (Council Member
Rowe and Mayor Sanders).
Attachments:
DateVer.Action ByActionResult
Agenda Item No. 2:
DiscussionofandtakeappropriateactionregardingCapitalImprovementProjects(CouncilMemberRoweandMayor
Sanders).
Town Council RetreatPage 32 of 47Retreat Date: January 19, 2019
1 Trophy Wood Drive
Town of Trophy Club
Trophy Club, Texas 76262
Legislation Details (With Text)
File #: Version:Name:
2019-028-T1
Type:Status:
Agenda ItemRegular Session
File created:In control:
12/31/2018Town Council
On agenda:Final action:
1/19/2019
Title:
Discussion of and take appropriate action regarding Goals for the Fiscal Year 2019-2020 Budget;
including Capital Budget Items (T. Class).
Attachments:
DateVer.Action ByActionResult
Agenda Item No. 3:
DiscussionofandtakeappropriateactionregardingGoalsfortheFiscalYear2019-2020Budget;includingCapital
Budget Items (T. Class).
Town Council RetreatPage 33 of 47Retreat Date: January 19, 2019
1 Trophy Wood Drive
Town of Trophy Club
Trophy Club, Texas 76262
Legislation Details (With Text)
File #: Version:Name:
2019-039-T1
Type:Status:
Agenda ItemRegular Session
File created:In control:
1/9/2019Town Council
On agenda:Final action:
1/19/2019
Title:
Discussion of and take appropriate action regarding communication processes (Mayor Pro Tem
Shoffner and Mayor Sanders).
Attachments:
Staff Report - Communication Processes.pdf
DateVer.Action ByActionResult
Agenda Item No. 4:
Discussionofandtakeappropriateactionregardingcommunicationprocesses(MayorProTemShoffnerandMayor
Sanders).
Town Council RetreatPage 34 of 47Retreat Date: January 19, 2019
To: Mayor and Town Council
From:Tommy Uzee, Director of Community Development
CC: Thomas M. Class Sr., Town Manager
Holly Fimbres, Town Secretary/RMO
Re: Public Notification
Town Council Retreat, January 19, 2019
Agenda Item:
Discussion of and take appropriate action regarding communication processes (Mayor Pro Tem
Shoffner and Mayor Sanders).
Strategic Link:
Nature & Beautification – Maintain Town assets, services, and codes of ordinances that
preserve the natural beauty of the Town.
Background and Explanation:
Currently, the Town follows the public notification requirements for proposed zoning changes
as established by the State of Texas.
As written in the Texas Local Government Code and in the Trophy Club Code of Ordinances,
written notice of a public hearing held by the Planning and Zoning Commission shall be sent to
each owner of real property that lies within 200 feet of the specific property requesting the
change. Such notice shall be given not less than 10 days before the public hearing, by mail, to
the property owners appearing on the last approved municipal tax roll.
A notice for the subsequent public hearing held by Town Council shall be published in the
official newspaper of the Town not less than 15 days before the public hearing.
When the Planning andZoning Commission holds a public hearing for proposed textual
amendments to the Zoning Ordinance or Zoning Map which does not affectthe zoning of a
specific property, notice shall be published in the official newspaper of the Town not less than
15 days before the public hearing, without the necessity of notifying property owners by mail.
Notice of the subsequent public hearing held byTown Council shall once again be noticed in the
Town’s official newspaper not less than 15 days before the public hearing.
Page 1 of 2
Town Council RetreatPage 35 of 47Retreat Date: January 19, 2019
Financial Considerations:
Additional notifications will result in increased costs for mailing supplies, postage, and Staff
time.
Legal Review:
The Town Attorney has reviewed this item and concurs with the Staff recommendation.
Staff Recommendation:
Staffrecommends following the legal requirements as governed by the Texas Local
Government Code and the Trophy Club Code of Ordinances.
Attachments:
None.
Page 2 of 2
Town Council RetreatPage 36 of 47Retreat Date: January 19, 2019
1 Trophy Wood Drive
Town of Trophy Club
Trophy Club, Texas 76262
Legislation Details (With Text)
File #: Version:Name:
2019-040-T1
Type:Status:
Agenda ItemRegular Session
File created:In control:
1/11/2019Town Council
On agenda:Final action:
1/19/2019
Title:
Discussion of and provide direction regarding communication to citizens about Council Actions (Mayor
Sanders and Mayor Pro Tem Shoffner).
Attachments:
DateVer.Action ByActionResult
Agenda Item No. 5:
DiscussionofandprovidedirectionregardingcommunicationtocitizensaboutCouncilActions(MayorSandersand
Mayor Pro Tem Shoffner).
Town Council RetreatPage 37 of 47Retreat Date: January 19, 2019
1 Trophy Wood Drive
Town of Trophy Club
Trophy Club, Texas 76262
Legislation Details (With Text)
File #: Version:Name:
2019-041-T1
Type:Status:
Agenda ItemRegular Session
File created:In control:
1/11/2019Town Council
On agenda:Final action:
1/19/2019
Title:
Discussion of and provide direction regarding the Fire Department CERT program, including possible
funding aspects (Mayor Sanders and Mayor Pro Tem Shoffner).
Attachments:
DateVer.Action ByActionResult
Agenda Item No. 6:
DiscussionofandprovidedirectionregardingtheFireDepartmentCERTprogram,includingpossiblefundingaspects
(Mayor Sanders and Mayor Pro Tem Shoffner).
Town Council RetreatPage 38 of 47Retreat Date: January 19, 2019
1 Trophy Wood Drive
Town of Trophy Club
Trophy Club, Texas 76262
Legislation Details (With Text)
File #: Version:Name:
2019-025-T1
Type:Status:
Agenda ItemRegular Session
File created:In control:
12/31/2018Town Council
On agenda:Final action:
1/19/2019
Title:
Consider and take appropriate action regarding the 2019 Council Meeting Schedule (Council Member
Jensen and Mayor Sanders).
Attachments:
Staff Report - 2019 Council Meeting Schedule.pdf
Proposed 2019 Council Meeting Schedule.pdf
DateVer.Action ByActionResult
Agenda Item No. 7:
Considerandtakeappropriateactionregardingthe2019CouncilMeetingSchedule(CouncilMemberJensenandMayor
Sanders).
Town Council RetreatPage 39 of 47Retreat Date: January 19, 2019
To: Mayor and Town Council
From:Holly Fimbres, Town Secretary/RMO
CC: Thomas M. Class Sr., Town Manager
Re: 2019 Council Meeting Schedule
Town Council Retreat, January 19, 2019
Agenda Item:
Consider and take appropriate action regarding the 2019 Council Meeting Schedule (Council
Member Jensen and Mayor Sanders).
Strategic Link:
Administrative & Financial Services – Provide strong internal and external marketing and
communications.
Background and Explanation:
Per Section 3.09, Meetings of the Council, of the Town’s Charter:
The Council shall hold at least two (2) regular meetings a month for at least seven (7)
months and a minimum of one meeting during each of the other five (5) months at a
time to be fixed by Council for such regular meetings. Council may hold as many other
meetings as may be necessary for the transaction of the business of the Town. All
regular meetings shall be held at the Municipal Building or at such other places within
town limits as will permit the attendance of the general public. All meetings will be held
in accordance with open meeting laws of the State of Texas.
Staff believes that it would be appropriate to cancel the following Council meetings:
January 22, 2019
March 12, 2019
July 9, 2019
November 26, 2019
December 24, 2019
Financial Considerations:
Not applicable.
Legal Review:
Not applicable.
Page 1 of 2
Town Council RetreatPage 40 of 47Retreat Date: January 19, 2019
Staff Recommendation:
Staff recommends that Council approve theproposed 2019 Council Meeting schedule, which
cancels the following Council meetings: January 22, 2019; March 12, 2019; July 9, 2019;
November 26, 2019; and December 24, 2019.
Attachments:
Proposed 2019 Council Meeting Schedule
Page 2 of 2
Town Council RetreatPage 41 of 47Retreat Date: January 19, 2019
SunMonTueWedThuFriSatSunMonTueWedThuFriSat
20192019
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27282930312425262728
JANUARY
FEBRUARY
SunMonTueWedThuFriSatSunMonTueWedThuFriSat
20192019
12123456
345678978910111213
1011121314151614151617181920
1718192021222321222324252627
APRIL
MARCH
24252627282930282930
31
Mar 11-15Spring Break
New Year's Day
Jan 01
Mar 12Canceled Council Meeting
Jan 08
Council Meeting
Mar 26Council Meeting
Jan 19
Council Retreat
Jan 22Canceled Council MeetingApr 09Council Meeting
Feb 12Council MeetingApr 19Good Friday
Feb 26 Council MeetingApr 23Council Meeting
Town Council RetreatPage 42 of 47Retreat Date: January 19, 2019
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JULY
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AUGUST
May 14Council MeetingJul 04Independence Day
May 28Council MeetingJul 09Canceled Council Meeting
Jun 11Council MeetingJul 23Council Meeting
Jun 25Council MeetingAug 13Council Meeting
Aug 27Council Meeting
Town Council RetreatPage 43 of 47Retreat Date: January 19, 2019
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DECEMBER
NOVEMBER
Sep 02Labor Day
Nov 12Council Meeting
Canceled Council Meeting
Sep 10Council MeetingNov 26
Nov 28Thanksgiving
Sep 24Council Meeting
Oct 08Council MeetingDec 10Council Meeting
Oct 14Columbus DayCanceled Council Meeting
Dec 24
Oct 22Council MeetingDec 25Christmas
Town Council RetreatPage 44 of 47Retreat Date: January 19, 2019
1 Trophy Wood Drive
Town of Trophy Club
Trophy Club, Texas 76262
Legislation Details (With Text)
File #: Version:Name:
2019-029-T1
Type:Status:
Agenda ItemExecutive Session
File created:In control:
12/31/2018Town Council
On agenda:Final action:
1/19/2019
Title:
Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter
551 (Texas Open Meetings Act), the Council will convene into executive session to discuss the
following:
A)Section 551.071 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:
Cause No. 18-9681-158 Town of Trophy Club v. Michael T. Slye (T. Class)
B)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:
1)North of State Highway 114, east of Trophy Club Drive and west of Town limits (Mayor Pro
Tem Shoffner and Council Member Kurtz)
2)North of State Highway 114, west of Trophy Club Drive (T. Class)
C)Section 551.074 Personnel Matters under Subsection (1) to discuss or deliberate the
appointment, evaluation and duties of a public officer or employee:
1)Quarterly Goals and Contract Review of Town Manager Thomas M. Class, Sr. (Town Council)
2)Quarterly Goals and Contract Review of Town Attorney J. David Dodd III (Town Council)
3)Quarterly Goals and Contract Review of Town Secretary Holly Fimbres (Town Council)
Attachments:
DateVer.Action ByActionResult
Agenda Item No. 8:
PursuanttothefollowingdesignatedsectionsoftheTexasGovernmentCode,Annotated,Chapter551(TexasOpen
Meetings Act), the Council will convene into executive session to discuss the following:
A)Section551.071ConsultationwithAttorneyunderSubsection(2)toconsultwiththeTownAttorneyonamatterin
whichthedutyoftheattorneytothegovernmentalbodyundertheTexasDisciplinaryRulesofProfessionalConduct
of the State Bar of Texas clearly conflicts with the Texas Open Meetings Act, specifically:
Cause No. 18-9681-158 Town of Trophy Club v. Michael T. Slye (T. Class)
B)Section551.072DeliberationregardingRealPropertytodiscussordeliberatethepurchase,exchange,lease,or
valueofrealpropertyifdeliberationinanopenmeetingwouldhaveadetrimentaleffectonthepositionofthe
governmental body in negotiations with a third person:
Town Council RetreatPage 45 of 47Retreat Date: January 19, 2019
File #:2019-029-T,Version:1
1)NorthofStateHighway114,eastofTrophyClubDriveandwestofTownlimits(MayorProTemShoffnerand
Council Member Kurtz)
2)North of State Highway 114, west of Trophy Club Drive (T. Class)
C)Section551.074PersonnelMattersunderSubsection(1)todiscussordeliberatetheappointment,evaluation
and duties of a public officer or employee:
1)Quarterly Goals and Contract Review of Town Manager Thomas M. Class, Sr. (Town Council)
2)Quarterly Goals and Contract Review of Town Attorney J. David Dodd III (Town Council)
3)Quarterly Goals and Contract Review of Town Secretary Holly Fimbres (Town Council)
Town Council RetreatPage 46 of 47Retreat Date: January 19, 2019
1 Trophy Wood Drive
Town of Trophy Club
Trophy Club, Texas 76262
Legislation Details (With Text)
File #: Version:Name:
2019-030-T1
Type:Status:
Agenda ItemRegular Session
File created:In control:
12/31/2018Town Council
On agenda:Final action:
1/19/2019
Title:
Consider and take appropriate action regarding the Executive Session (T. Class).
Attachments:
DateVer.Action ByActionResult
Agenda Item No. 9:
Consider and take appropriate action regarding the Executive Session (T. Class).
Town Council RetreatPage 47 of 47Retreat Date: January 19, 2019