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Town Council Minutes - 01/14/2020TOWN OF TROPHY CLUB TOWN COUNCIL REGULAR SESSION MINUTES TUESDAY, JANUARY 14, 2020 7:00 P.M. LOCATION: 1 TROPHY WOOD DRIVE, TROPHY CLUB, TEXAS COUNCIL CHAMBERS The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Tuesday, January 14, 2020. The meeting was held within the boundaries of the Town and was open to the public. TOWN COUNCIL MEMBERS PRESENT: C. Nick Sanders Mayor Eric Jensen Mayor Pro Tem, Place 2 Alicia L. Fleury Council Member, Place 1 Sean Bone Council Member, Place 3 Karl Monger Council Member, Place 4 Michael Geraci Council Member, Place 5 Philip Shoffner Council Member, Place 6 STAFF PRESENT: Steve Norwood Town Manager David Dodd Town Attorney Holly Fimbres Town Secretary/RMO Patrick Arata Police Chief Wade Carroll Assistant Town Manager Mike Erwin Finance Manager Ernest Gillespie Senior Accountant Tony Jaramillo Director of Parks and Recreation Mike Pastor Information Services Manager Tommy Uzee Director of Community Development Steve Zieverink Information Services Specialist Mayor Sanders advised that it was the last meeting for Town Secretary Fimbres. Town Secretary Fimbres announced the date of January 14, 2020, called the Town Council to order and announced a quorum at 7:00 p.m. The Invocation was offered by Senior Pastor Barry Clingan with The Church of Trophy Lakes. The Pledges to the American Flag and Texas Flag were led by Council Member Shoffner. CITIZEN PRESENTATIONS This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. The Council is not permitted to take action on or discuss any presentations made to the Council at this time concerning an item not listed on the agenda. The Council will hear presentations on specific agenda items prior to the Council addressing those items. You may speak up to four (4) minutes or the time limit determined by the Mayor or presiding officer. To speak during this item, you must complete the Speaker's form that includes the topic(s) of your statement. Topics of presentation should be limited to matters over which the Council has authority. There were no citizen presentations. ANNOUNCEMENTS AND REPORTS j 1. Recognition of the Byron Nelson High School girls' volleyball team for winning the Class 6A State Championship (S. Norwood). Mayor Sanders introduced Coach Groth and recognized the Byron Nelson High School girls' volleyball team for winning the Class 6A State Championship. The Byron Nelson Bobcat volleyball team beat the Plano West Wolves in a five -set thriller at the 2019 UIL 6A Volleyball State Championship game on Saturday, Nov. 23, 2019, earning the first state title in the sport in both the school and Northwest ISD's history. In the title game, the Bobcats won by scores of 21-25, 25-12, 22-25, 25-15, 15-7 to earn their first state championship. Following the state final, media members voted Byron Nelson Junior Charitie Luper as the title game's MVP. Ms. Luper has verbally committed to play for the UCLA Bruins following her last year as a Byron Nelson Bobcat in 2020-21. She was joined on the UIL's 6A all -tournament team by Junior teammate Payton Chamberlain, who has verbally committed to the Wyoming Cowgirls, and Senior teammate Paige Flickinger, who signed a letter of intent to play for the LSU Tigers. The victory marks the culmination of an accolade -filled season for the Bobcats, which includes top rankings in multiple national polls. In the week leading up to the championship game, for instance, USA Today ranked the Bobcats as the top team in the nation in its final poll of the 2019 season. With their championship, the Bobcats finish the season with an overall record of 50-2, the first 50-win season in school history. The Bobcats are led by Head Coach Brianne Groth; she is assisted by Coaches Amy Lilly, April Ryan, Whitney Key, Jennifer Ladusau and Missy Mitchell- McBeth. Mayor Sanders presented them with a sign stating Home of the 2019 State Champions BNHS Girls' Volleyball Team to be placed at the four Town entries. Coach Groth thanked the community and the Town for their support throughout an amazing season. 2. Recognition of Police Officer Scott Voigt for his years of service that he provided to the Town of Trophy Club (Mayor Sanders). Mayor Sanders recognized Officer Scott Voigt for being with the Trophy Club Police Department for 13 years and a reserve police officer for seven years previously. Officer Voigt was the Police Department's Community Service Officer and worked with HOA's and other community partners to help coordinate efforts to ensure that the Town remained safe. Officer Voigt was also responsible for organizing and teaching the Citizens Police Academy as well as being the department's liaison with the TCEVA and the COP coordinator. This program consists of citizen volunteers helping the Police Department patrol the streets of Trophy Club and looking for things out of place. This year marks the second year the COP's were responsible for assisting the Police Department in making sure no holiday packages were stolen. Mayor Sanders presented officer Voigt with a certificate of appreciation with Mrs. Elaine Voigt present. Officer Voigt thanked the Council for their support. 3. Recognition of Town Secretary Holly Fimbres for the years of service that she provided to the Town of Trophy Club (Mayor Sanders). Mayor Sanders recognized Town Secretary Fimbres and commented on her years of service and dedication as well as her kindness to all. He shared his opinion that she has by far been the best Town Secretary ever hired in the Town of Trophy Club. Council Member Shoffner provided the history to the hiring of Town Secretary Fimbres and Council Members' Geraci, Monger, Jensen, Bone and Fleury added their compliments and best wishes to Town Secretary Fimbres. Commissioner Rowe commented on Town Secretary Fimbres' level of communication and expertise Holly brought to work from the beginning and she had been an automatic fit for the Town and the Town Council. He also praised her work throughout the years. Mr. Greg Lamont shared his praises and compliments toward Town Secretary Fimbres and wished her the best in her new position at the City of Grapevine. Town Council Minutes January 14, 2020 Page 2 of 6 Mayor Sanders moved to Regular Session to discuss Item #11 and take appropriate action. REGULAR SESSION 11. Consider and take appropriate action regarding a Proclamation of the Town Council recognizing February 2020 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 Monger, to approve Proclamation No. 2020-01, recognizing February 2020 as Kindness Awareness Month in Trophy Club; and providing an effective date of January 14, 2020. Motion carried unanimously 7-0-0. Council Member Fleury introduced Byron Nelson High School's Lead Counselor Paige Smith, PTSA President Dina Kuhlman and Board Members Renee Bar and Jill Millican, Freshman President Emma Bar, Sophomore President Miles Millican, Senior President/Academic Scholar/Football Team Member Brandon Boeth, Medlin Middle School PTA President Wendie Bailey, Beck Elementary PTA President Beth Ann Sands, Board Member Jill Millican and Lakeview Elementary PTA Board Member Leslie Greco -Poole. Council Member Fleury thanked each one for their participation and support of all activities that involve Kindness Awareness Month. Mayor Sanders presented each one with Proclamation 2020-01. 4. Receive Town Manager Norwood's update and provide input regarding the following (S. Norwood): • May 2, 2020 Election —January 15, 2020 begins the first day to file an application for a place on the May 2, 2020 ballot for Mayor, Council Member Place No. 1 and Council Member Place No. 2 on the Trophy Club Town Council. Filing will end on February 14, 2020 and applications may be obtained through the Town Secretary's Office. Marquee Information Boards — installation will begin this week, dependent on the weather, with an expected completion date at the end of January 2020. Trophy Club Finance Manager — Mr. Mike Erwin has joined the Trophy Club Town Staff this past week, with a Bachelors Degree from Baylor University and a Master's Degree from UNT. Finance Manager Erwin brings many years of municipality experience, with his last two positions being held with the towns of Kerrville and Decatur. Mr. Erwin comes from a long line of public servants where his father retired as City of Hurst Fire Chief. 5. Receive Town Council Liaison update; discussion of same (S. Norwood): *Charter Review Commission, December 16, 2019 and January 13, 2020 Council Liaison - Council Member Philip Shoffner Council Member Shoffner reported that the Charter Review Commission met on Monday, January 13, 2020 and were preparing the final draft report with a total of three recommendations. Council Member Shoffner mentioned that Commissioner Opipare had asked if the Town Council would want to add anything to the final report. Council Member Shoffner shared one topic discussed in detail pertained to a council member having to resign if filing for a different office and the definition of a quorum and commented on the professionalism and time the Commission spent reviewing the entire Charter before making their final recommendations. Council Member Shoffner felt the Council chose high quality Commissioners to review the Charter, commended Chairperson Sheridan on his leadership and was in favor of the recommendations to be presented to the Citizens of Trophy Club. He reported there will be one more meeting on January 27, 2020 to finalize their full report and present to the Town Council on Town Council Minutes January 14, 2020 Page 3 of 6 February 1, 2020. Town Secretary Fimbres confirmed this item will be presented at the February 1, 2020 Town Council for review and then presented at the February 11, 2020 Town Council to call the special election. Council Member Shaffner asked that Town Secretary Fimbres send the three recommendations from the Charter Review Commission to the Town Council prior to the February 1, 2020 Town Council. 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. 6. Consider and take appropriate action regarding the Town Council Regular Session Minutes dated December 10, 2019 (S. Norwood). 7. Consider and take appropriate action regarding the financial and variance report dated September 2019 (S. Norwood). 8. Consider and take appropriate action regarding the financial and variance report dated October 2019 (S. Norwood). 9. Consider and take appropriate action regarding the 2020 Council Meeting Schedule (S. Norwood). 10. Consider and take appropriate action regarding an Ordinance amending Article A1.000, General Provisions, of Appendix A, Fee Schedule, within the Town's Code of Ordinances, and provide an effective date (S. Norwood). Motion: Motion made by Mayor Pro Tern Jensen, seconded by Council Member Bone, to approve Consent Agenda Items No. 6 through No. 10. Motion carried unanimously 7-0-0. 12. Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club ordering and calling a General Election to be held on May 2, 2020 for the purpose of electing one (1) mayor and one (1) Councilmember to Place No. 1 and one (1) Councilmember to Place No. 2 on the Trophy Club Town Council, each for a term of three (3) years respectively and providing an effective date (S. Norwood). Motion: Motion made by Mayor Sanders, seconded by Council Member Bone, to approve Ordinance No. 2020-01, ordering and calling a General Election to be held on May 2, 2020 for the purpose of electing one (1) mayor and one (1) Councilmember to Place No. 1 and one (1) Councilmember to Place No. 2 on the Trophy Club Town Council, each for a term of three (3) years respectively and providing an effective date of January 14, 2020. Motion carried unanimously 7-0-0. 13. Discussion of items for Future Agendas to include agenda items for consideration on the February 1, 2020 Council Retreat agenda and on the February 11, 2020 Council agenda, as well as items from the Town Council Future Agenda Items list (S. Norwood). 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. Town Council Minutes January 14, 2020 Page 4 of 6 A) Item No. 6 from the Future Agenda Items list: Task the Town Attorney and Planning and Development Department to identify all Town situations that allow citizen petition where ministerial duty is required. (Shoffner & Sanders 10/8/2019) (1-January 14, 2020) Council Member Fleury requested to add two items to the Town Council Future Agenda Items list: *Citizen Survey for the wants and needs of the Community, similar to the 2013 survey previously performed. *Formation of a Loop Road Committee that involves concerned citizens that are willing to share their talents, resources, connections and time to help address items that the Community is interested in as well as supporting. Mayor Sanders inquired if cyber training for elected officials and staff had been scheduled or completed. Town Manager Norwood commented on checking to see if this is a state requirement versus a local option. Assistant Town Manager Carroll confirmed this is a new requirement for elected officials and Town employees but the curriculum has not been finalized through the State level; and once this has been received, a decision to handle in- house or contract an outside service will be reviewed. Council Member Monger asked if an updated report was available on cyber threats. IT Manager Pastor stated a recent report displayed cyber attacks were extremely high with the last update exhibiting over 30,000 per week. Mayor Sanders commented on the importance of recognizing and what to look for when receiving emails and all the potential risks of clicking on an email that could result in a virus that could hold a municipality ransom. Council Member Geraci asked if the State had set a deadline for the training to be completed for municipalities. Assistant Town Manager had read the deadline was in the timeframe of end of June through August and that this item was high on the radar for the Town staff. Council Member Shoffner stated that he read the deadline was set for June 14, 2020 for elected officials and governmental employees to complete this training. Town Attorney Dodd provided an update regarding Agenda Item No. 13 (A) identifying any situation that arose that the Town had a ministerial duty to vote in a certain manner, and after reviewing the only situation would be replatting. He stated the Town's current ordinance allowed for a petition but that the State Law did not require or allow a petition, which would make this administrative, not ministerial. Town Attorney Dodd's recommendation was to bring forth a new ordinance to match the State Law and remove the petition and super majority vote and confirmed the ordinance would be presented to the Council in the next couple of months. Council Member Geraci requested that the Future Agenda Item for the Loop Road Committee be discussed at the Strategic Planning Session. EXECUTIVE SESSION 14. Pursuant to the following designated section of the Texas Government Code, Annotated, Chapter 551(Texas Open Meetings Act), the Council convened into executive session to discuss the following: A) Section 551.074 Personnel Matters to discuss or deliberate the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee: Town Secretary position search (S. Norwood) CONVENED INTO EXECUTIVE SESSION — START TIME— 8:05 P.M. RECONVENED INTO REGULAR SESSION —START TIME — 8:56 P.M. Town Council Minutes January 14, 2020 Page 5 of 6 RECONVENED INTO REGULAR SESSION 15. Consider and take appropriate action regarding the Executive Session (S. Norwood). Motion: Motion made by Mayor Pro Tern Jensen, seconded by Council Member Shoffner, to authorize Mayor Sanders, Town Manager Norwood and Assistant Town Manager Carroll to interview candidates for the Town Secretary position. Motion carried unanimously 7-0-0. Motion: Motion made by Council Member Shoffner, seconded by Council Member Bone, to authorize Town Manager Norwood to name an Acting Town Secretary. Motion carried unanimously 7-0-0. ADJOURNMENT Town Secretary Fimbres adjourned the meeting at 8:57 p.m. Wade Carroll, Assistant Town Manager C. Nick Sanders, Mayor Town of Trophy Club, Texas Town of Trophy Club, Texas Town Council Minutes January 14, 2020 Page 6 of 6 ADJOURNMENT Motion: Motion made by Vice Chairperson Rowe, seconded by Commissioner Edstrom, to adjourn the meeting at 8:01 p.m. Motion carried unanimously 6-0-0. Wade Carroll, Assistant Town Manager Dennis Sheridan, Chairperson Town of Trophy Club, Texas Town of Trophy Club, Texas F R0P c<1 03 0 ()A R-� Charter Review Commission Minutes January 13, 2020 Page 6 of 6