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Town Council Minutes - 01/26/2021TOWN OF TROPHY CLUB TOWN COUNCIL REGULAR MINUTES TUESDAY, JANUARY 26, 2021; 7 PM The Trophy Club Town Council met in a Regular Session on Tuesday, January 26, 2021. The meeting was held at Town Hall, 1 Trophy Wood Drive in the Council Chambers. 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 Michael Geraci Council Member, Place 5 Philip Shoffner Council Member, Place 6 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 Lisa Payne Town Planner CALL TO ORDER Mayor Fleury called the meeting to order at 7:00 pm and noted a quorum was present with Mayor Pro Tem Lamont Council Members Wilson, Bone, Monger, Geraci and Shoffner. INVOCATION The Invocation was led by Pastor Brooks, Lake Cities Church. He prayed for our country where everyone is free, the ability to make our own laws, govern ourselves, speak freely, worship freely and to extend blessings on these women and men who are taking care of their neighbors in this community and to always put God first. PLEDGES The Pledges to the American Flag and Texas Flag were led by Mayor Pro Tem Lamont. Mayor Fleury recognized and congratulated the Byron Nelson High School Competition Cheer Team for their recent UIL Division 2 Spirit State Champion, who will be recognized at the February 23, 2021 Town Council Meeting. PUBLIC COMMENT(S) Town Secretary Vacek confirmed there were no speakers registered for Public Comment. ANNOUNCEMENTS AND REPORTS 1. Receive Town Manager Norwood's Reports (S. Norwood) *Business Spotlight — Starwood CafLs — Dan Rushiti *Recognition of Byron Nelson High School Competition Cheer Team for UIL 6A Division 2 SPIRIT STATE CHAMPION Assistant Town Manager Carroll introduced Mr. Rushiti, owner of Starwood Cafe. Mr. Rushiti thanked the citizens for the tremendous support since their opening in November 2020 and gave a brief family history of how the restaurant January 26, 2021 Page 1 of 6 business came about, noting that Trophy Club is the family's eleventh cafe, a "fill your belly" theme with a touch of healthy flair. Mayor Fleury thanked Mr. Rushiti for his presentation and commented on the flavorful dishes. Assistant Town Manager Carroll commented that beer and wine had recently been added to their menus. PROCLAMATIONS 2. Issuance of Proclamation 2021-01 recognizing the 2020 Ranking for the Town of Trophy Club as the 2"d Safest City in Texas (S. Norwood). Mayor Fleury read Proclamation 2021-01 and made a motion to approve the proclamation. Council Member Monger seconded the motion. The motion carried unanimously. Chief Arata thanked the Council for the recognition and thanked the Police Officers for protecting the Town 24/7, interacting with the schools and citizens, as well as the community being the "eyes and ears" of the Town, helping make Trophy Club the 2nd Safest City in Texas. He praised the involvement and dedication of all Volunteers and Citizens on Patrol Program. Mayor Fleury congratulated Detective Annillo on his recent promotion, with Trophy Club receiving the Grant for the Juvenile Detective Position. A photo was taken of all Officers present with Mayor Fleury. Motion 7-0-0 3. Issuance of Proclamation 2021-02 recognizing February as Kindness Awareness Month in Trophy Club (Mayor Fleury). *BNHS Student Council will announce a February Campaign Kindness Plan. Mayor Fleury read Proclamation 2021-02 and made a motion to approve the proclamation. Council Member Geraci seconded the motion. The motion carried unanimously. Mayor Fleury recognized Trophy Club Rotary Members Heather Hancock and Chasity Murphy for their service in spreading Kindness throughout the Community. Ms. Hancock shared Rotary's Service Projects that include Meals on Wheels, Salvation Army Bell Ringing, Coat Drive, and gathering food/snack packs for weekend meals to BNHS Students. Mayor Fleury mentioned the Trophy Club Rotary has been involved with cleaning up homes in the area as well as community beautification with trash pick-up, and reported that Trophy Club Rotary won the Salvation Army Bell Ringing Project. Ms. Hancock shared their meetings are held on Friday Mornings at the Trophy Club Country Club, 8 AM — 9 AM, with breakfast served, a speaker presentation, and anyone with a heart to serve is welcomed to attend. Mayor Fleury recognized and thanked Trophy Club Residents Alan and Vivian for graciously donating the "Faith Hope and Love" signs seen throughout the Town. Mayor Fleury also recognized Byron Nelson Student Council Representatives to share their Campaign for Kindness Program. Members Sydney Forrester, Dorna Kaufman, Danielle Gomez, Mason Stapleton, and Abigail Springfield gave a brief overview of their service projects that include Support Our Soldiers, a community service drive to deliver necessary items to Soldiers; BNHS Alumni sharing their past service projects, positive message clothespins to all students and faculty, incorporating Black History Month that ties together to spread kindness. Each day there is a new challenge and activity, including a Kindness Dress Up Day (i.e. pajama day), cutting out 2,700 individual hearts with kind messages for all students, who display these on the walls and their backpacks, as well as promoting neighborly camaraderie. Mayor Fleury thanked the Student Council Representatives for their presentation and involving the middle and elementary schools' participation, and invited the Community to participate in the upcoming Virtual Fun Run and Service Project. Motion: 7-0-0 Mayor Fleury announced she would address Item #15 at this time. 15. Take appropriate action on Public Safety Pay Adjustments (S. Norwood). January 26, 2021 Page 2 of 6 Mayor Fleury reported staff had been given the direction to review comparable cities and their Public Safety Salaries for Police and Fire positions. Council Member Monger moved to approve the recommended Public Safety Pay Adjustments. Council Member Wilson seconded the motion. Chief Arata stated that on behalf of the men and women of the TC Police Department, he extended their gratitude for the Mayor and Council's support. Chief Taylor thanked the Council for their approval. Council Member Shoffner thanked Staff for moving quickly and diligently and making this a priority. Mayor Fleury also thanked Staff and Council for the long hours involved with this recommendation. Assistant Town Manager Carroll added his appreciation for the Council's input and feedback and the Staff involved getting the pay adjustments accomplished. The motion carried unanimously. Motion 7-0-0 PUBLIC HEARING ITEM(S): Mayor Fleury declared the Public Hearing Open on the stated items at 7:30 p.m. 4. 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 adoption of Ordinance 2021-02 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) Take appropriate action for adoption of Ordinance 2021-03 for a Request by Pet Bar for a Specific Use Permit in order to operate at Trophy Club Town Center within PD Planned Development No. 30 (PD-30), generally located approximately 650 feet east of Trophy Club Drive and approximately 250 feet north of SH 114 (L. Payne) b (2) Case SUP 20-003 (City Vet) Take appropriate action for adoption of Ordinance 2021-04 for a Request by City Vet for a Specific Use Permit in order to operate at Trophy Club Town Center within PD Planned Development No. 30 (PD-30), generally located approximately 885 feet east of Trophy Club Drive and approximately 165 feet north of SH 114 (L. Payne) Town Planner Payne gave a presentation on the Public Hearing Items for Pet Services in Trophy Club Town Center (PD- 30). The Developer with PD-30 requested that Domestic Pet Services be added to the Code for dog grooming and a veterinarian, and proposed that each use obtain a Special Use Permit (SUP) from the Planning & Zoning Commission and Town Council to determine if a particular use is appropriate in a specific location. Exhibit B shows Domestic Pet Services, with an SUP required. Exhibit C shows the definition of Domestic Pet Services, which includes grooming, training, pet supplies, medical care and medical boarding in an enclosed building and the sale of pets or service for farm animals is not allowed. A Pet Bar falls under the definition of Domestic Pet Services, requires an SUP, as a full service facility, open Monday — Friday, 9 AM — 6 PM, and operate in 2,200 sq. foot suite, with no outdoor usage. City Vet provides veterinary services, requiring an SUP, offering medical, dental, and surgical services, and medical boarding, open 7 — 7 PM, and 8 - 6 PM on Saturday and will operate out of a 3,600 square feet suite, with no outdoor usage. January 26, 2021 Page 3 of 6 Public notices were distributed and staff received three letters from Trophy Club Town Center Residents in support. The Planning & Zoning Commission considered these items on January 7, 2021. A motion to recommend approval for these items was proposed, but the vote failed 2-5. Another motion was made to recommend approval with a revised definition to not include medical care and medical boarding for veterinarian services as allowed uses, and the vote passing of 6-1. The Planning & Zoning Commission unanimously recommended approval of the Pet Bar SUP as proposed. Planning & Zoning recommended a denial for the City Vet SUP, which passed with a vote of 5-2. Staff recommends approval of all three items. Council Member Shoffner questioned, if without the definitions allowed for City Vet, why Planning & Zoning Commission denied with a 6-1 vote and then a 5-2 vote. Mrs. Payne explained the vote of the Planning & Zoning Commissioners. Council Member Shoffner asked if the definition was voted for first. Mrs. Payne reported that taking out medical care and medical boarding was the vote that was approved. Council Member Shaffner asked with the 5-2 vote if the only concern pertained to the yard. Mrs. Payne confirmed the main concern pertained to the yard. Mrs. Payne stated a City Vet Representative explained they have other locations without yards with no issues. Mayor Fleury asked if there were any public comments; there being none, Mayor Fleury declared the Public Hearing closed for all three items at 7:35 P.M. Council Member Shoffner shared his opinion that he was not in favor personally with the approval of this item, as it does not provide sales tax to the Town. He added that he disagreed with the Planning & Zoning Commission and read the ordinance definition of Planning & Zoning's purpose and that these items did not reflect this explanation. He also explained he could not approve a denial for this proposal based on this definition and would support the items. Mayor Pro Tern Lamont made a motion to adopt Ordinance 2021-02 under Item 4B to add a definition for "Domestic Pet Services" to the Code. Council Member Shaffner seconded the motion. The motion carried unanimously. Motion: 7-0-0 Mayor Pro Tem Lamont made the motion to adopt Ordinance 2021-03 for Pet Bar Special'Use Permit (SUP) to operate at the Trophy Club Town Center (PD-30). Council Member Shoffner seconded the motion. The motion carried unanimously. Motion: 7-0-0 Mayor Pro Tern Lamont made the motion to adopt Ordinance 2021-04 for City Vet Special Use Permit (SUP) to operate at the Trophy Club Town Center (PD-30). Council Member Shoffner seconded the motion. The motion carried unanimously. Motion: 7-0-0 Mayor Fleury welcomed the Pet Bar and City Vet to Trophy Club and for providing their services for the urban setting in PD-30 and the Pet -Friendly Restaurants and also thanked Town Planner Payne for working on these items. CONSENT AGENDA All matters listed under Consent Agenda are considered routine by the Town Council and will be enacted by one motion. No separate discussion of these items will be held. Items removed from the consent agenda will be considered individually. S. Take appropriate action regarding the Town Council Regular Meeting Minutes dated December 8, 2020 (L. Vacek). January 26, 2021 Page 4 of 6 6. Take appropriate action adopting Ordinance 2021-06 Calling and Ordering the May 1, 2021 General Election for Council Place 3 and Place 4 (L. Vacek). 7. Take appropriate action for a Contract for Plan Review Services with Carroll Pruitt & Associates (W. Carroll). S. Take appropriate action on a Three Year Renewal Contract in the amount of $3,500 per month with CW Janitorial Services for Town Hall and the Fire Department (W. Carroll). 9. Take appropriate action for an Interlocal Agreement with the City of Grand Prairie for Asphalt Street Repairs (W. Carroll). 10. Take appropriate action for an Agreement with Reynolds Asphalt to match bid pricing received by Grand Prairie during a public bid for asphalt street repair services (W. Carroll). Mayor Pro Tern Lamont moved to approve consent agenda items 5, 6, 7, 8, 9 and 10. Council Member Geraci seconded the motion. The motion carried unanimously. Motion: 7-0-0 INDIVIDUAL ITEMS 11. Take appropriate action appointing Three Members of Council to the Council Budget/Finance Subcommittee for the purpose of fiduciary oversight of the budget and providing input regarding the budget process and administration thereof (Mayor Fleury). Mayor Pro Tern Lamont made a motion to appoint Council Member Shoffner, Council Member Wilson and himself to serve on the Council Budget/ Finance Subcommittee. Council Member Shoffner seconded the motion. The motion carried unanimously. Motion: 7-0-0 12. Take appropriate action for Mayoral Appointments of Two Council Members to serve on the Council Subcommittee for Interviewing Board & Commission Applicants (Mayor Fleury). Mayor Pro Tern Lamont made a motion to appoint Council Member Monger and himself to serve on the Council Board & Commission Subcommittee with Mayor Fleury. Council Member Shoffner seconded the motion. The motion carried unanimously. Motion: 7-0-0 13. Take appropriate action to remove the Council Liaison positions of all Boards & Commissions and require the Board Chair to report their meeting summaries to Town Council (Mayor Fleury). Council Member Geraci made a motion to remove all Council Liaison positions from all Boards & Commissions and require the Board Chair to report the meeting summaries to Town Council. Council Member Bone seconded the motion. The motion carried unanimously. Motion: 7-0-0 14. Take appropriate action Creating a Public Art Committee comprised of Three Council Members appointed by the Mayor (Mayor Fleury). January 26, 2021 Page 5 of 6 Mayor Fleury reported the availability of using 15% of Hotel Occupancy Tax Funds for Public Art Projects such as the Entryway Monumentation. Mayor Fleury moved to appoint Mayor Pro Tern Lamont and Council Member Shoffner to serve with herself on the Public Art Subcommittee. Council Member Monger seconded the motion. The motion carried unanimously. Motion: 7-0-0 16. Setting the Town Council Meetings for Calendar Year 2021 (L. Vacek). Mayor Fleury presented the proposed 2021 Town Council Meeting dates. Assistant Town Manager Carroll and Town Secretary Vacek noted that the MUD confirmed to meet the last week of July for the Joint Meeting to discuss the Fire Budget, with no Town business on the agenda. It was the consensus of the Council to meet once in March, (3/23/21), and once in July, (7/13/21), as well as schedule the Joint MUD Meeting to be held the last week of July. It was noted that the second meetings in November and December would be cancelled. EXECUTIVE SESSION Mayor Fleury recognized Mrs. Neelu Kharbanda, owner of Art Z, and thanked her for being a huge support to the community and schools. Mrs. Kharbanda shared that Art Z is promoting an Art Contest with a theme "Kindness Is", with proceeds benefitting Jonathan's House, a local Foster Care Organization that supports abused and neglected children. There will be three age groups; local businesses have donated items to place in the winning baskets; Winners will be show -cased at Town Hall and asked if the Winners could be recognized at the February 23, 2021 Town Council Meeting. Mayor Fleury recessed the meeting at 7:54 p.m. to convene in executive session. 17. Pursuant to the following designated section of the Texas Government Code, Annotated, Chapter SS1(Texas Open Meetings Act), the Council will convene into executive session to discuss the following: 1) Deliberate Economic Development Negotiations regarding a commercial prospect pursuant to Texas Government Code SS1.087 Economic Development (S. Norwood). RECONVENE INTO REGULAR SESSION 18. Take appropriate action regarding the Executive Session (Mayor Fleury) Mayor Fleury reconvened the meeting at 8:27 pm and stated no action was taken. ADJOURNMENT Ma r Fleury adj r ed the eeting at 8:27 p.m. icia acek, TRMC/CMC/MMC Town Secretary/RMO January 26, 2021 Page 6 of 6