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Town Council Minutes - 01/09/2021 RetreatTOWN OF TROPHY CLUB TOWN COUNCIL RETREAT MINUTES Saturday, January 9, 2021; 9 AM The Trophy Club Town Council met for their Annual Retreat on Saturday, January 9, 2021. The meeting was held at the Holiday Inn, 725 Plaza Drive, Trophy Club, Texas in their Trophy Club Ball Room. TOWN COUNCIL MEMBERS PRESENT: Alicia L. Fleury Mayor Greg Lamont Mayor Pro Tem, Place 1 Greg Wilson Council Member, Place 2 Sean Bone Council Member, Place 3 Karl Monger Council Member, Place 4 Philip Shoffner Council Member, Place 6 ABSENT: Michael Geraci Council Member, Place 5 STAFF PRESENT: Steve Norwood Town Manager Wade Carroll Assistant Town Manager Leticia Vacek Town Secretary/RMO David Dodd Town Attorney Patrick Arata Police Chief Jack Taylor Fire Chief Tony Jaramillo Director of Parks and Recreation Mike Erwin Finance Manager Jill Lind Communications & Marketing Manager Haley Archer Human Resources Manager Anita Otterson Administrative Assistant CALL TO ORDER Mayor Fleury called the meeting to order at 9:00 am and noted a quorum was present with all Council Members present except Council Member Geraci who was in quarantine due to Covid19. INVOCATION The Invocation was delivered by Wade Carroll, Assistant Town Manager. PUBLIC HEARING ITEMS 1. Case SUP-20-001(Starwood Cafe Alcohol) a) Conduct a Public Hearing for a Request by Starwood Cafe for a Specific Use Permit for Alcoholic Beverage Sales for On -Premises consumption in conjunction with a restaurant use, generally located approximately 345 feet east of Trophy Club Drive and approximately 265 feet north of SH 114. b) Discussion and recommendation regarding a Request by Starwood Cafe for a Specific Use Permit for Alcoholic Beverage Sales for On -Premises consumption in conjunction with a restaurant use, generally located approximately 345 feet east of Trophy Club Drive and approximately 265 feet north of SH 114. Mayor Fleury declared the public hearing open at 9:09 am and asked if there was anyone to speak on Item 1. There being none, Mayor Fleury thanked Mr. Rushiti, owner, of Starwood Cafe for being present and declared the public hearing closed at 9:10 am. She welcomed the Starwood Cafe to Trophy Club mentioning their great selection of breakfast and lunch menu items. January 9, 2021 Page 1 of 6 Mayor Pro Tern Lamont moved to adopt Ordinance 2021-01 allowing a Specific Use Permit for Alcohol Beverage Sales at the Starwood Cafe. Council Member Monger seconded the motion. The motion carried unanimously as follows: AYE: Mayor Fleury, Mayor Pro Tern Lamont, Council Members Wilson, Monger, Shoffner NAY: None ABSENT: Bone, Geraci 2. Case PD-AMD-20-003 (Domestic Pet Services) a) Conduct a Public Hearing for a Request by PD Planned Development District No. 30 (PD-30) to add a definition for "Domestic Pet Services" to Section I-D of the Development Standards and add "Domestic Pet Services" (SUP Required)" to Section 11.A.6 of the Development Standards, located at the Trophy Club Town Center on the northeast corner of Trophy Club Drive and SH 114 (L. Payne). b) Discussion and recommendation for a Request by PD Planned Development District No. 30 (PD-30) to add a definition for "Domestic Pet Services" to Section I-D of the Development Standards and add "Domestic Pet Services (SUP Required)" to Section 11.A.6 of the Development Standards, located at the Trophy Club Town Center on the Northeast Corner of Trophy Club Drive and SH 114 (L. Payne). a-1) Case SUP 20-002 (Pet Bar) Ordinance 2021-03 b-2) Case SUP 20-003 (City Vet) Ordinance 2021-04 Mayor Fleury declared the public hearing open at 9:14 am and announced that the applicant had requested a continuance and asked if there was anyone to speak on Item 2. There being none, Mayor Fleury declared the public hearing closed at 9:15 pm. Mayor Pro Tern Lamont moved to grant a continuance for Item 2. Council Member Monger seconded the motion. The motion carried unanimously as follows: AYE: Mayor Fleury, Mayor Pro Tern Lamont, Council Members Wilson, Monger and Shoffner NAY: None ABSENT: Bone, Geraci COUNCIL RETREAT/GOAL SETTING SESSION 3. Discussion of Topics and Priorities and Ranking thereof related to Fiscal Year 2021 Budget (S. Norwood). Mayor Fleury stated that this would be a more casual day than other retreats and made note of not hiring a facilitator. She thanked everyone for being present on a Saturday noting that she looked forward to today, their discussions, and providing direction to staff. Mr. Norwood explained that holding the Council Retreat was the first step in the FY2021 Budget process. He mentioned that last year, the Council agreed not to increase property taxes and provided staff with direction to move forward with the implementation of the FD Squad Concept. He stated that in light of the Covid19 Pandemic; staff has been very pleased with the double-digit sales tax revenue received the past year. He mentioned that most of the sales tax increase has been due to Amazon, and the Trophy Club Country Club; thus, Trophy Club has done well in comparison to other cities. He noted that this year; there are projects that will compete for funding this year. At Town Hall, he stated that staff are looking at providing services online vs in -person as Covid numbers continue to rise. He stated that having been through such an impactful year; Trophy Club is still in a strong financial position. He added that this is Council's Goals Retreat where council will provide direction and staff will develop a roadmap. He referenced a handout with a dozen topics to seeking Council direction on. Municipal Utility District (MUD) Consolidation Plan for Fire Operations (Top Priority) January 9, 2021 Page 2 of 6 Mayor Fleury began with the Municipal Utility District Consolidation of Fire Operations with the Town. Council Member Wilson mentioned that the Council needed to start thinking of the consolidation well in advance as Westlake requested to be de -annexed from the MUD. He noted the huge tax impact of the consolidation and stated that the newly created Ad -Hoc Committee would need to begin working with the MUD to address this issue. In response to Council Member Wilson; Mike Erwin stated that financially, the MUD debt is not callable. Council Member Wilson noted that financial next steps would need to be in place prior to the consolidation. It was noted that the Ad Hoc Committee comprised of Mayor Fleury, Mayor Pro Tern Lamont, and Council Member Wilson would meet with the MUD Committee to address the Fire Department transfer to the Town of Trophy Club. Mr. Norwood noted that it may be a multi -year consolidation. Council Member Shoffner asked of consolidation functions or opportunities now. The area of Community Development was mentioned as a duplication now as well as many other departments as the consolidation moves forward. Mayor Pro Tern Lamont noted that in the past; many of the functions were shared as everyone was in the same building. Council Member Wilson noted that everyone recognizes that consolidation will eventually happen and it is in the best interest of both entities to do so by absorbing duplication to digest the organization. The newly created Ad -Hoc Committee will begin working with the MUD Directors to address this issue. Drainage Issues throughout Trophy Club -Multi -year Drainage Plan (Top Priority) Council Member Wilson stated that we truly do not know the total cost of our drainage needs. He suggested that a drainage plan be developed holistically; even though the plan would not be implemented at once. He added that strategic planning needed to be used while developing a holistic plan. Mayor Fleury noted that a drainage plan was a top priority and most important was to keep water out of homes. Council Member Monger stated that the information or study provided by the engineering firm be placed on the web for public consumption. Mr. Norwood referenced the utility drainage funds that can be used for the drainage plan. He stated that this would be a more delicate plan. It was noted that this was a top priority of the Council. Digital Transformation (High Priority) Council Member Wilson spoke of the many businesses that have shifted to being able to work from home due to the pandemic. He asked that the town look at better avenues to allow customers the ability to request city services online in order to digitally transform the town. Mayor Fleury mentioned that has been the trend with the implementation of the new Public Information Requests/ORRs System (JustFOIA) and soon to GoLive with the new Agenda Management System (PrimeGov). She also made mention of the new module (CivicAlert) that would be utilized to notify subscribers of bad weather, and all town notifications. It was stated that the goal would be to digitally transform all departments at Town Hall. Remove Council Liaisons (High Priority) Mayor Fleury mentioned that the Council Liaisons were not necessary and that it made sense to remove the Council Liaisons from each of the Boards. Council Member Shoffner mentioned that that the Council would need a report/update from the Chair of each board. At this time, Council Member Bone entered the meeting. Mayor Pro Tern Lamont stated that it would be a good idea to reach out to each Board Chair and request that each Board Chair provide a report to the Town Council. Direction to staff was to place said item on the next agenda to take action on the removal of all Council Liaisons. Entryway Monuments tied to Trophy Club's Golf Heritage Mayor Pro Tern Lamont suggested placing Bronze Statues at entryways as you drive into Trophy Club of the legendary Ben Hogan, Kathy Whitworth, and Byron Nelson as well as Boy and Girl statues representing hope and dreams. Council Member Shoffner mentioned speaking to the families prior to obtain the proper permission to do so. He also asked that Public Art Funds from the Hotel Occupancy Tax (HOT) be utilized for this project. Council Member January 9, 2021 Page 3 of 6 Wilson asked how much was in the HOT Fund. Mr. Erwin replied $1.5 million and added that the fund is typically used for the Annual July 4th Event. Council Member Wilson asked of the annual revenue into said fund. Mr. Erwin stated that in a typical year, it was approximately $400,000 but for 2021, estimated revenue was $200,000. Council Member Wilson expressed that said funds be used for any of the allowed uses such as Public Art, Preservation, and put the funds to use. He noted that if the paying of certain salaries is permissible; said fund should cover those as well. Council Member Shoffner mentioned that the Council discusses this topic each year and nothing is done. Mayor Fleury asked staff to check on the categories that the HOT Funds could be allocated to as well as their percentages. Mayor Pro Tern Lamont mentioned replacing the POW/MIA Wall Plaque at Veterans' Park with the new Space Force Logo. He asked that HOT Funds be utilized to do so. With regards to the Preservation Category; Council Member Shoffner mentioned utilizing said funds for the updating of the Cemetery Entrance and placement of a Historical Marker. Mayor Fleury was in agreement and stated that a Public Art Ad Hoc Committee would be created to look into same. Staff direction is to provide the Council the HOT Fund categories and their percentages of funds to be utilized. Pickle Ball Plan (Top Priority) Tony Jaramillo, Director of Parks and Recreation provided an update stating that staff has been able to obtain information of a Pickle ball Consultant and would keep the Council posted on same. He added that said item was in progress. Mayor Fleury thanked Tony for the update. Long Range Strategic Financial Plan (High Priority) Council Member Wilson stated that he would like to see a multi -year Long Range Strategic Plan with the major projects and their associated costs. He added that this too would be important for the citizens as to identify where we need to be 5 years from now. Council Member Wilson noted the plan would identify how we plan to pay for our major projects and their respective costs for long range strategic planning. Mr. Norwood mentioned that he would provide information on the estimated revenue from the PD-30 Build -Out. He also noted that Covid has changed people's behaviors while the legislative session may bring possible impacts. Mr. Norwood reported that Trophy Club was pretty much built out which would eliminate some expenses and/or create new revenue. It was noted that the Budget/Finance Council Sub -Committee would address said item. Police and Fire Pay Plan (Top Priority) Council Member Wilson stated that he has realized that the town's pay range for our First Responders in comparison with other organizations is low. He asked both Chiefs of their concerns with losing staff to other cities due to their low pay. Chief Taylor responded that they have not yet lost any staff due to their low pay but that is was a concern. Chief Arata stated that in the last 2 years he has lost several officers to other communities due to pay; adding that they were 9-10% below when it comes to pay. Council Member Bone mentioned the town paying a higher salary for Experienced Officers that do not require but the Filed Training is a win for Trophy Club. He asked of the number of officers being hired at entry level versus hiring an experienced officer. Chief Arata noted that his department just hired Officer Elder Guevara who fits that model and brings a number of years of experience to the table. He added that many officers with 5 years' experience earn much more than our TC Officers. Mayor Fleury spoke of the Officer salaries and how they are determined taking into account benefits, vacation leave, etc. Mr. Norwood stated that in the last year, Chief Arata has gone after great people and addressing the pay. Council Monger added that he would prefer to pay more for an experienced Officer rather than risking an incident that may occur with a new cadet. Council Member Wilson stated that the MUD was literally losing people over $4k. Mr. Norwood replied that he would bring back a pay plan and commented on the compression issue that will be created. Council Member Wilson stated that we can study what we are going to do for awhile but we all agree that their pay is low; thus, what can we do today to address this. It was noted that the Police Officer entry pay was increased from $55k to $58K during Covid when all other cities were dealing with none. Council Member Shoffner mentioned that January 9, 2021 Page 4 of 6 he loved the ability to utilize laterals for our officer vacancies as those officers have seen more. He added that for where we are moving towards; he did not have a problem with paying what is needed. He mentioned preaching .more training" is always best for our officers because is it so important. He added the Town would spend less money with laterals and pay a greater salary. Lastly, he gave Chief Arata credit for turning the Police Department around from what it was 8 years ago and noted the same for the Fire Department. Chief Arata thanked Mr. Norwood for supporting the needs of the Police Department. Council Member Wilson also stated that he was willing to pay more; as our officers have been out there during the covid pandemic. Mr. Norwood stated that it is time to change our recruitment and video our Mayor and Council showing support their support for our Police Officers. Mayor Fleury asked that the pay issue be a Top Priority and would like to see that brought forward for implementation as all Council Members were in agreement. Civic/Community Center Mayor Pro Tern Lamont stated that he has heard a cry from the community for years to have a center of at least 3,500 sq ft. He said that Mr. Norwood corrected him that it would cost 4 times his estimate. He stated that the Council could ask the Community via a survey. Mayor Fleury stated that she hears this all the time and stated that they were within the parameters of using HOT Funds for it. She indicated creating a Citizen Committee to see what they can do whether it is for Loop Rd; HOAs, Special Interest Committee to look into a Community Center or other ideas. Mr. Norwood stated that 3,500 sq ft would be too small as there is so much wasted space; he spoke of soft costs and commercial kitchens. He added that staff would look at the feasibility by talking to the hotels to see if that would put more heads in beds. He mentioned the O&M Costs for a Community Center with at least 2 additional employees. Mayor Fleury stated that if thereafter, it is decided not to go through with it; staff could put together the explanation for the decision. Council Member Shoffner asked that a list be compiled of other rooms that sit empty from the FD-EOC to the Country Club and Hotels. He added that on the Loop Rd issue; the town had a blue ribbon committee and it consumed so much time and overwhelmed staff. Council Member Shoffner noted that if we put the number out there for a vote on the Loop Rd issue; folks would see how expensive it would be. Council Member Monger asked what do we really expect from the community center to do or happen there. Mayor Fleury stated that there is a larger need for venues now because groups cannot congregate at people's home. She mentioned the possibility of having a digital library within the center. Council Member Shoffner stated that the survey should include the cost of the community center and that was the reason for his voting 'no' on the citizen survey. It was mentioned that said item could be tabled and placed on a low priority right now since many groups are still not meeting. Council Member Wilson stated that he would not want to use commercial real estate for a community center. Mr. Carroll mentioned having to make cuts in other areas or raise taxes as Community Centers never come close to paying for their costs. Mayor Fleury stated that she was glad they were having this discussion as she receives many phone calls from constituents for a Community Center and is learning of the costs and points. Council Member Bone mentioned that people believe that we can do more due to the property taxes they pay. He added that folks need to know that the majority of the property taxes go to the school district. Council Member Shoffner stated that he did not disagree with a center which would be nice. Council Member Shoffner stated that things will get back to normal and that the HOT Fund will thrive and at that time; we can plan for it with a feasibility study. Residents Form Ad Hoc Committee (High Priority) Mayor Fleury stated that the Council should consider a Resident Ad Hoc Committee for residents that want to get involved and have them tasked with certain community issues. She also noted forming an HOA Committee for information sharing of best contractors, etc... and information. She added that at the same time; it would provide for more citizen led committees. A brief discussion ensued and it was the consensus of the Council to encourage, when needed, an Ad Hoc Committee to Community Issues. January 9, 2021 Page 5 of 6 Traffic Issues 114/377 when Interchange is constructed Council Member Monger mentioned that during that time; Trophy Club will see many more vehicles coming through and expressed his concern of the traffic that will generate. He felt it worthwhile to discuss what could be done. Mayor Pro Tern Lamont asked what can be done. Council Member Bone mentioned the first day of the Trophy Club Drive shut down to one lane; there was a head-on and an overturned car. Mayor Pro Tern Lamont mentioned that the HOA at The Lakes will rebuild their wall and suggested having them shut down their construction during rush hours. Council Member Wilson asked if they could schedule it during the Summer as School would not be in session and asked that a conversation with the HOA be held. Staff will follow-up on this matter. Property Taxes Mr. Norwood stated that he would like for the Council to just be open to a property tax increase as we look into the priorities set out. He stated that he was not asking for one at this point but mentioned the high percentage of residential versus commercial in Trophy Club. He spoke of Addison noting their tax base is 80% commercial and 20% residential which is opposite of Trophy Club. He briefly spoke of health insurance costs continuing to increase as well as materials and concrete. He mentioned there was some revenue that could be expected from the potential project of The Trails. He added that fortunately, our sales tax came in at 34% thanks to Amazon but noted that would plateau. Mayor Fleury asked that the police and fire pay plan be placed on the January 26, 2021 Council Agenda. Executive Session — Executive Session was not held. ADJO RNMENT The ee ef r ite s to discuss; Mayor Fleury adjou _� 71= Y Leti iaVacek, TRMC/C T n Secretary/RMO aicia L. Fleury, Mayor t:77 Town of Trophy Club, Texas January 9, 2021 Page 6 of 6