The URL can be used to link to this page

07.27.2021- Complete Agenda PacketTown of Trophy Club Meeting Agenda Town Council 1 Trophy Wood Drive Trophy Club, Texas 76262 July 27, 2021 7:00 PM Council Chambers CALL TO ORDER AND ANNOUNCE A QUORUM Mayor Fleury INVOCATION led by Pastor Barry Clingan, The Church at Trophy Lakes PLEDGES led by Council Member Shoffner Pledge of Allegiance to the American Flag. Pledge of Allegiance to the Texas Flag. PUBLIC COMMENTS This is an opportunity for citizens to address the Council on any matter. The Council is not permitted to discuss or take action on any presentations made to the Council. Presentations are limited to matters over which the Council has authority. Speakers have up to four (4) minutes or the time limit determined by the Presiding Officer. Each speaker must complete the Speakers Form that includes the topic(s) to be presented. You may also email mayorandcouncil@trophyclub.org CONSENT AGENDA 1.Take appropriate action approving the Town Council Regular Session Minutes dated June 22, 2021. (L. Vacek) 2.Take appropriate action to remove the requirement for Chairpersons to present Board & Commission updates to Council. (W. Carroll) 3.Take appropriate action for the selection of the Audit Services Contract. (M. Erwin) 4.Take appropriate action accepting the 3rd Quarter Investment Report. (M. Erwin) 5.Take appropriate action approving the Interlocal Agreements (ILA) with Denton County for Tax Collection Services for the Town of Trophy Club, PIDESD, and PID Infrastructure Assessment. (M. Erwin) ANNOUNCEMENTS AND REPORTS 6.Transparency Stars Award to Finance Department. (W. Carroll) 7.Update on July 4th Events. (T. Jaramillo) PROCLAMATION(S) 8.Issuance of Proclamation 202117 proclaiming August 2021 as Everybody Loves Everybody Month in Trophy Club, Texas. (Mayor Fleury). INDIVIDUAL ITEMS 9.Take appropriate action to approve a request for an amended plat for Trophy Club Section 11, Lots 1365R2 & 1366R1, located south of Meadowbrook Lane, approximately 180 ft. west of Rockwood Drive. (M. Cox) 10.Take appropriate action regarding the approval of the Trophy Club EDC4B Budget. (W. Carroll and M. Erwin) 11.Take appropriate action regarding the approval of the Trophy Club CCPD Budget. (Chief Arata and M. Erwin) 12.Take appropriate action to enter into a contract with a qualified advertising/marketing/design firm to assist the Town in developing an overall Brand Identity (J. Lind) 13.IT Update. (W. Carroll, Danny Owens, & Josh Miller) 14.Future Agenda Items List. (W. Carroll) EXECUTIVE SESSION 15.Executive Session pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act). Section 551.087 Economic Development – Deliberate negotiations regarding commercial and residential prospects. Section 551.074 Personnel Matters – Park Board Appointments. RECONVENE INTO REGULAR SESSION 16.Take appropriate action on Executive Session. ADJOURN One or more members of the Town Council may participate remotely using video conferencing pursuant to Chapter 551 of the Texas Government Code. The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act, LGC.551.071 CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on Friday, July 23, 2021 by 5:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Leticia Vacek, TRMC/CMC/MMC Town Governance Officer/Town Secretary/RMO If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 6822372900, 48 hours in advance, and reasonable accommodations will be made to assist you. Town of Trophy Club Meeting Agenda Town Council 1 Trophy Wood DriveTrophy Club, Texas 76262July 27, 2021 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM Mayor FleuryINVOCATION led by Pastor Barry Clingan, The Church at Trophy Lakes PLEDGES led by Council Member ShoffnerPledge of Allegiance to the American Flag.Pledge of Allegiance to the Texas Flag.PUBLIC COMMENTSThis is an opportunity for citizens to address the Council on any matter. The Councilis not permitted to discuss or take action on any presentations made to the Council.Presentations are limited to matters over which the Council has authority. Speakershave up to four (4) minutes or the time limit determined by the Presiding Officer.Each speaker must complete the Speakers Form that includes the topic(s) to bepresented. You may also email mayorandcouncil@trophyclub.orgCONSENT AGENDA1.Take appropriate action approving the Town Council Regular Session Minutes datedJune 22, 2021. (L. Vacek) 2.Take appropriate action to remove the requirement for Chairpersons to present Board& Commission updates to Council. (W. Carroll) 3.Take appropriate action for the selection of the Audit Services Contract. (M. Erwin) 4.Take appropriate action accepting the 3rd Quarter Investment Report. (M. Erwin) 5.Take appropriate action approving the Interlocal Agreements (ILA) with Denton County for Tax Collection Services for the Town of Trophy Club, PIDESD, and PID Infrastructure Assessment. (M. Erwin) ANNOUNCEMENTS AND REPORTS 6.Transparency Stars Award to Finance Department. (W. Carroll) 7.Update on July 4th Events. (T. Jaramillo) PROCLAMATION(S) 8.Issuance of Proclamation 202117 proclaiming August 2021 as Everybody Loves Everybody Month in Trophy Club, Texas. (Mayor Fleury). INDIVIDUAL ITEMS 9.Take appropriate action to approve a request for an amended plat for Trophy Club Section 11, Lots 1365R2 & 1366R1, located south of Meadowbrook Lane, approximately 180 ft. west of Rockwood Drive. (M. Cox) 10.Take appropriate action regarding the approval of the Trophy Club EDC4B Budget. (W. Carroll and M. Erwin) 11.Take appropriate action regarding the approval of the Trophy Club CCPD Budget. (Chief Arata and M. Erwin) 12.Take appropriate action to enter into a contract with a qualified advertising/marketing/design firm to assist the Town in developing an overall Brand Identity (J. Lind) 13.IT Update. (W. Carroll, Danny Owens, & Josh Miller) 14.Future Agenda Items List. (W. Carroll) EXECUTIVE SESSION 15.Executive Session pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act). Section 551.087 Economic Development – Deliberate negotiations regarding commercial and residential prospects. Section 551.074 Personnel Matters – Park Board Appointments. RECONVENE INTO REGULAR SESSION 16.Take appropriate action on Executive Session. ADJOURN One or more members of the Town Council may participate remotely using video conferencing pursuant to Chapter 551 of the Texas Government Code. The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act, LGC.551.071 CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on Friday, July 23, 2021 by 5:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Leticia Vacek, TRMC/CMC/MMC Town Governance Officer/Town Secretary/RMO If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 6822372900, 48 hours in advance, and reasonable accommodations will be made to assist you. Town of Trophy Club Meeting Agenda Town Council 1 Trophy Wood DriveTrophy Club, Texas 76262July 27, 2021 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM Mayor FleuryINVOCATION led by Pastor Barry Clingan, The Church at Trophy Lakes PLEDGES led by Council Member ShoffnerPledge of Allegiance to the American Flag.Pledge of Allegiance to the Texas Flag.PUBLIC COMMENTSThis is an opportunity for citizens to address the Council on any matter. The Councilis not permitted to discuss or take action on any presentations made to the Council.Presentations are limited to matters over which the Council has authority. Speakershave up to four (4) minutes or the time limit determined by the Presiding Officer.Each speaker must complete the Speakers Form that includes the topic(s) to bepresented. You may also email mayorandcouncil@trophyclub.orgCONSENT AGENDA1.Take appropriate action approving the Town Council Regular Session Minutes datedJune 22, 2021. (L. Vacek) 2.Take appropriate action to remove the requirement for Chairpersons to present Board& Commission updates to Council. (W. Carroll)3.Take appropriate action for the selection of the Audit Services Contract. (M. Erwin)4.Take appropriate action accepting the 3rd Quarter Investment Report. (M. Erwin)5.Take appropriate action approving the Interlocal Agreements (ILA) with Denton Countyfor Tax Collection Services for the Town of Trophy Club, PIDESD, and PIDInfrastructure Assessment. (M. Erwin)ANNOUNCEMENTS AND REPORTS6.Transparency Stars Award to Finance Department. (W. Carroll)7.Update on July 4th Events. (T. Jaramillo)PROCLAMATION(S)8.Issuance of Proclamation 202117 proclaiming August 2021 as Everybody LovesEverybody Month in Trophy Club, Texas. (Mayor Fleury). INDIVIDUAL ITEMS9.Take appropriate action to approve a request for an amended plat for Trophy ClubSection 11, Lots 1365R2 & 1366R1, located south of Meadowbrook Lane,approximately 180 ft. west of Rockwood Drive. (M. Cox)10.Take appropriate action regarding the approval of the Trophy Club EDC4B Budget.(W. Carroll and M. Erwin)11.Take appropriate action regarding the approval of the Trophy Club CCPD Budget.(Chief Arata and M. Erwin)12.Take appropriate action to enter into a contract with a qualifiedadvertising/marketing/design firm to assist the Town in developing an overall BrandIdentity (J. Lind)13.IT Update. (W. Carroll, Danny Owens, & Josh Miller) 14.Future Agenda Items List. (W. Carroll) EXECUTIVE SESSION15.Executive Session pursuant to the following designated sections of the TexasGovernment Code, Annotated, Chapter 551 (Texas Open Meetings Act).Section 551.087 Economic Development – Deliberate negotiations regardingcommercial and residential prospects. Section 551.074 Personnel Matters – Park Board Appointments. RECONVENE INTO REGULAR SESSION 16.Take appropriate action on Executive Session. ADJOURN One or more members of the Town Council may participate remotely using video conferencing pursuant to Chapter 551 of the Texas Government Code. The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act, LGC.551.071 CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on Friday, July 23, 2021 by 5:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Leticia Vacek, TRMC/CMC/MMC Town Governance Officer/Town Secretary/RMO If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 6822372900, 48 hours in advance, and reasonable accommodations will be made to assist you. June 22, 2021 Page 1 of 6 TOWN OF TROPHY CLUB TOWN COUNCIL REGULAR SESSION MINUTES Tuesday, June 22, 2021; 7 PM The Trophy Club Town Council met in a Regular Session on Tuesday, June 22, 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 Karl Monger Council Member, Place 4 Michael Geraci Council Member, Place 5 Philip Shoffner Council Member, Place 6 Greg Wilson Council Member, Place 2 (participated via Video Conference) Dennis Sheridan Council Member, Place 3 (participated via Video Conference) STAFF PRESENT: Wade Carroll Acting 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 Matt Cox Director of Community Development Mike Erwin Finance Manager Jill Lind Communications & Marketing Manager CALL TO ORDER Mayor Fleury called the meeting to order at 7 pm and noted that Council Members Wilson and Sheridan were participating via Video Conference for tonight’s Council Meeting. INVOCATION Pastor Joel Quilé, Bara Church, delivered the Invocation. He thanked our Heavenly Father for his love and asked we not be selfish with this gift, but to lovingly serve with the decisions that need to be made, as well as seeing things from others’ views. He prayed for the good citizens and community that cares and asked everybody love everybody. He prayed for protection for those that are protecting Trophy Club, for peace to reign, joy to flow and for all to care deeply for what God cares for. He prayed for God’s blessing on our Council, and all of our town residents. PLEDGES Council Member Geraci led the pledges to the American and Texas Flags. PUBLIC COMMENT Mayor Fleury called upon Chris Bailey to speak. Mr. Bailey announced that the 5-year anniversary of the tragedy in the shooting of several Dallas Police Officers in Downtown Dallas is next month, in which he started the “Everybody Love Everybody” Movement. He displayed the sign that he held up after the tragedy wanting to do the opposite of Hate. With his Everybody Love Everybody sign; he shared it in Downtown Dallas where the shooting took place and received a wonderful response. Now, when he has downtime, he stands on street corners and plants seeds of Love. He mentioned that every July 7th he displays his sign on street corners the entire day throughout Dallas/Ft. Worth and hopes that Trophy Club would become the “Everybody Love Everybody” Town as well as the most charitable town in Texas. Mayor Fleury thanked Mr. Bailey for his presentation and reminder of the Everybody Love Everybody message, as well as remembering the fallen police officers. She added the official Proclamation will be presented at the July 27, 2021 Town Council Meeting and reminded citizens that July 7th, 2021 is Everybody Love Everybody Day in Trophy Club. June 22, 2021 Page 2 of 6 There being no other speakers, Mayor Fleury addressed Item 6 at this time. 6. Presentation of Town of Trophy Club Citizen Survey Results. (W. Carroll) Ms. Emily Goodwin, EMC Research Principal, presented a power point presentation of the results of the 2021 Citizen Survey with a successful response from 1,014 Residents. The power point presentation is hereby filed with the Town Secretary’s Office. Mayor Fleury thanked Ms. Goodwin for her presentation and stated that Council will meet to discuss the results in detail at a future Council Meeting. ANNOUNCEMENTS AND REPORTS 1. Strategic Plan Update (W. Carroll) Mr. Carroll reported the Strategic Plan would be delivered to Council in December 2021 with the list including the description of the Town Vision, Financial Health of the Town, Goals and Initiatives, Measures for Goals and addressing Council and Citizen Priorities. He stated that some items have already been accomplished, such as the Compensation and Class Study, Citizen Survey, Council discussion regarding Fire and Police Service Levels and Pay, as well as the overall financial health and forecast of the Town. He added there are several items being completed now as the SWOT (Strengths, Weaknesses, Opportunities and Threats) Analysis, due back from Council and Staff. He also shared that the Park’s Departmental Master Plan is almost complete. Lastly, he shared that all departments are developing goals, objectives and strategic initiatives along with estimating the future revenues and expenses to present to Council in December 2021. 2. Fourth of July Update. (W. Carroll) Mr. Carroll gave an update on the Fourth of July Event that includes a 5 K Run at Byron Nelson High School beginning at 7:15 AM, followed by the Patriotic Parade at 9:30 AM. The Celebration will begin at 6 PM, with activities and food vendors, and the Fireworks Display beginning at 9:40 PM. He noted that a shuttle service would be available at Byron Nelson High School to and from the event. He added that a map to all facilities and a list of food vendors would be posted on the front page of the Town’s Website and would include detailed information on where to park, the parade route, and street closures. 3. EDC-4B Meeting on July 7, 2021 at 6PM. (W. Carroll) Mr. Carroll reported the EDC-4B Meeting has been scheduled for July 7, 2021 at 6 PM at Town Hall. CONSENT AGENDA 4. Take appropriate action regarding the Work Session Meeting Minutes dated June 8, 2021 and the Regular Town Council Meeting Minutes dated June 8, 2021. (L. Vacek) 5. Take appropriate action regarding Resolution 2021-05 for the Notice of Intent to Issue Certificates of Obligation, Series 2021 in an amount not to exceed $4.5 million for Drainage, Parks, and Streets Projects. (M. Erwin) Mayor Pro Tem Lamont moved to approve Consent Agenda Items 4 and 5. Council Member Monger seconded the motion. The motion carried as follows: AYE: Wilson, Sheridan, Monger, Geraci, Shoffner, Mayor Pro Tem Lamont and Mayor Fleury. NAY: None Council Member Shoffner noted that the Citizen Survey demonstrated the priority of streets and drainage to the Community. June 22, 2021 Page 3 of 6 INDIVIDUAL ITEMS 6. Said item was addressed at the beginning of the meeting. 7. Take appropriate action regarding Resolution 2021-04 approving a Flag Lowering Policy for the Town of Trophy Club. (Mayor Fleury and Council Member Monger) Mayor Fleury announced that she and Council Member Monger brought this to the agenda after a long conversation with Resident Jim Parrow and recognized Mr. Parrow to speak. Mr. James Parrow, 8 Brookfield Court, thanked the Council for the opportunity to address the Flag Lowering Policy that has been on his heart since 2015. He gave a brief background of why this has been on his heart and stated that on July 16, 2015, Lance Corporal Square Case Skip Wells, Sergeant Carson A. Holmquist, Staff Sergeant David A. Wyatt, Gunnery Sergeant Thomas J. Sullivan, all US Marines, and Logistics Specialist 2nd Class Randall Smith, US Navy, gave their lives in service to their country at the hands of a radical, Islamic Jihadist terrorist in Chattanooga TN. The men were attacked at their recruiting station and after being fired at by more than 100 rounds with an AK47, the terrorist was finally captured by the Police. At the time of their death, Mr. Parrow, a veteran and citizen, expected the Commander-in-Chief to issue a proclamation declaring a national tragedy and lowering the US Flag to half-staff in honor of their sacrifice. This did not take place until the Senate and House of Representatives lowered their flags to half-staff five days later and, following their action, the President gave orders to do the same. Mr. Parrow shared the importance of Veterans and First Responders being supported and justifiably “earned respect”. Mr. Parrow stated in 2015 he contacted the Town Attorney and Town Manager who both were in agreement that a Flag Lowering Policy was worth bringing to Council. It did not pass due to concerns that the Mayor would be issuing a declaration on a daily basis to lower the flags in honor of a hero being buried. However, in reality, the last hero buried in Trophy Club was Joseph J. Strickland (service in 2013) and the flag was not lowered during his burial. Mr. Parrow thanked Mayor Fleury and Council Member Monger for allowing this item to be placed on the Council’s Agenda. Mr. Parrow recommended passing a local ordinance for the Mayor to make a declaration for local heroes. He outlined several changes for the proposed Resolution 2021-04 and reminded everyone the Flag Code is a Guide Only; a suggested plan of respect, which has been revised nine times since 1923. He gave examples of what and what not to do with the Flag. He also recommended that if a funeral for a hero is held in Trophy Club, the Flag Lowering Policy be amended with the words, “by lowering the flag at half-staff the day of a hero’s’ funeral that qualifies under the guidelines“. He also referenced the words in Section 342.5 to add “the Mayor or his/her designee, along with the US President or Office of Governor, approve the Mayor’s right for those specific hours, on that specific day, the lowering of the National, State, and Town Flags from sunrise to sunset.” Mayor Fleury thanked Mr. Parrow for his presentation and for his service to the Country and Community. Chief Taylor complimented Mr. Parrow’s passion, patriotism, and excellent presentation and reminded everyone that the Fire Department is the purveyor in regards to the Flag Code and that the lowering of the Flag remains at the discretion of the Governor of Texas, as the Fire Department is a local entity, not a federal entity. He stated the reason behind the policy is to simplify what the Fire Department does in terms of Flag Lowering. He reported a suggestion was received to add six dates in reference to flying the POW/MIA Flag; the initial policy submitted to Council has four recommended changes listed in red and does not address the Mayor making a declaration to lower the National or State Flag, just the Town Flag. It also discusses the notification to the State of Texas in case of a death, severe injury or significant event within Trophy Club to require the State Flag be lowered per the State Governor’s Office. He added this policy has been written to be clear and concise on when and why the lowering of the flags, and leaves room to add for a Town Flag, as well as the Mayor’s discretion to lower the Flag if due to a local event. Council Member Monger shared his appreciation for the research performed by Chief Taylor and Interim Town Manager Carroll. He also complimented Mr. Parrow’s research and respectful treatment of the Flags and stated that the Mayor can order the American Flag to fly at half-staff if a law enforcement officer were to be killed in the line of June 22, 2021 Page 4 of 6 duty. He confirmed the policy would alert the Governor’s Office but does not require their approval. He also recognized the WWII Veterans attending tonight’s Council Meeting. Council Member Geraci shared his respect for Mr. Parrow and all his work he has done with this project. He shared his opinion that, while losing a brother in combat, he prefers to keep the Town out of the politics in regards to the lowering of the Flag. He reminded everyone this is not listed in the Town’s Charter, which would require Citizen approval. He shared the story behind the Star Spangled Banner and why the Flag is to be raised. Council Member Shoffner reported that when the new Town Hall was built, two flagpoles versus three were approved due to costs, even though Mr. Parrow recommended three at that time. He also shared that the Town does not need a piece of paper or an Ordinanc e or a Resolution to do the right thing. He cited former Mayor Englebeck’s passing and felt the Town should have lowered the flag. He also shared the Mayor should have the power to exercise the right to do the right thing, and recommended if a motion is made, a third flagpole be added to the motion. Council Member Monger added his approval of the addition of the POW/MIA Flag as this is something that Veterans have wanted for many years. Council Member Sheridan shared his opinion that the Town does not need a Resolution to fly the POW/MIA Flag and that the lowering of a flag has become a highly political topic. He added that many citizens do not know why a flag has been lowered and that if an incident occurs, the Mayor can ask the Governor for permission to lower the Flag. He stated he is not in favor of this Resolution. Mayor Fleury read Resolution 2021-04 with recommended changes cited from the Dias. Mayor Pro Tem Lamont shared his appreciation in regards to the Veteran’s comments and input and agreed on adding a third flagpole to Town Hall. Council Member Monger asked Council Member Sheridan to clarify his comments in regards to the Mayor asking for permission from the Governor’s Office and if he was for or against the Resolution presented at the Dias. Mayor Fleury referenced the Resolution presented in his Council packet. Council Member Sheridan confirmed what he received. Council Member Geraci stated he is in support of the installation of a third flagpole to fly the POW/MIA Flag but change it to have the Town Flag lowered if a motion is presented. Mayor Fleury moved to approve Resolution 2021 -04 with the recommended verbalized changes she read into the record. Council Member Monger seconded the motion. The motion carried as follows: AYE: Wilson, Monger, Shoffner, Mayor Pro Tem Lamont, and Mayor Fleury NAY: Sheridan and Geraci Mayor Fleury thanked Chief Taylor and Interim Town Manager Carroll for their research and added a heartfelt thanks to Mr. Parrow for keeping Council on their toes with reminders of being respectful and giving honor when honor is due. She added that she was in agreement with the earlier remarks that the Town Council does not need a piece of paper to do the right thing and that the citizens could count on the Mayor and Council to pay respects when respect is due. 8. Take appropriate action updating the Sports Sub-Committee with current Council Members. (W. Carroll) Mayor Pro Tem Lamont moved to appoint Council Members Geraci, Shoffner, and Mayor Pro Tem Lamont to the Sports Sub-Committee. Council Member Geraci seconded the motion. The motion carried as follows: AYE: Wilson, Sheridan, Monger, Geraci, Shoffner, Mayor Pro Tem Lamont, and Mayor Fleury NAY: None 9. Take appropriate action related to revising the July Town Council Schedule of Meetings (L. Vacek) Mayor Pro Tem Lamont moved to amend the Jul y Town Council Meeting Schedule cancelling the July 13, 2021 Meeting and rescheduling it to July 27, 2021 at 7PM. Additionally, holding the Joint Town Council and Municipal June 22, 2021 Page 5 of 6 Utility District Meeting the same day at 5:30PM. Council Member Shoffner seconded the motion. The motion carried as follows: AYE: Wilson, Sheridan, Monger, Geraci, Shoffner, Mayor Pro Tem Lamont, and Mayor Fleury NAY: None 10. Future Agenda Items List. (W. Carroll) Mr. Carroll reported that bids have been received in regards to the Entryway Monumentation but lacking permission with a few statues and will ask the Council Sub-Committee to meet and give direction. Mr. Carroll noted an update was provided earlier for the Strategic Plan as well as the Citizen Survey results. He also reported that the Freese & Nichols Hazardous Mitigation Plan has been completed and submitted to TCEQ and said item would be removed. Council Member Shoffner recommended the Future Agenda Items List be listed on each Council Agenda for updates or to have the ability to add items. Mayor Fleury and Mayor Pro Tem Lamont were in agreement to listing same on each agenda. Mr. Carroll confirmed this item would be listed on each Council Agenda going forth. EXECUTIVE SESSION 11. Executive Session pursuant to the following sections of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act). Mayor Fleury recessed the meeting into Executive Session at 8:17 pm pursuant to the following sections of the Texas Government Code, Annotated, Chapter 551 – Texas Open Meetings Act. a) Section 551.087 Economic Development – Deliberate negotiations regarding commercial prospects. b) Section 551.071 Consultation with Attorney – Litigation threatened by Steve Norwood. c) Section 551.074 Personnel Matters – Town Manager Agreement. d) Section 551.074 Personnel Matters – Amending Town Secretary Agreement by adding Town Governance Officer to the current title. RECONVENE INTO REGULAR SESSION 12. Take appropriate action regarding Executive Session. Mayor Fleury reconvened the meeting into Regular Session at 9:47 pm. a) Section 551.087 Economic Development – Deliberate negotiations regarding commercial prospects. b) Section 551.072 Consultation with Attorney – Litigation threatened by Steve Norwood. Mayor Fleury reported there was no action on items a and b. c) Section 551.074 Personnel Matters – Town Manager Agreement. Council Member Geraci moved to approve a new Town Manager Agreement for Wade Carroll as discussed in Executive Session beginning July 1, 2021. Council Member Monger seconded the motion. The motion carried as follows: AYE: Wilson, Sheridan, Monger, Geraci, Shoffner, Mayor Pro Tem Lamont, and Mayor Fleury NAY: None June 22, 2021 Page 6 of 6 Mayor Fleury complimented Mr. Carroll on handling the roles of Interim and Acting Town Manager , with his straight-forward hands-on approach, a solid work ethic, a good fit for the community, and stated that Trophy Club was very fortunate to have him in this position. Council Member Geraci welcomed Mr. Carroll in this new role. Mr. Carroll thanked Council for this opportunity and looked forward to many good years with Trophy Club. d) Section 551.074 Personnel Matters – Amending Town Secretary Agreement by adding Town Governance Officer to the current title. Mayor Fleury read a short history of the Municipal Clerk and commented on the antiquated title of “Town Secretary” which did not align with today’s job description as the duties include Elections, Campaign Finance Reporting, Public Information Requests, Records Management, and Boards & Commissions; not to mention keeping up with the various technology and software implementation/updates. She added that all this and more while staying abreast with professional training, certifications and recertification. Mayor Fleury moved to add the title of “Town Governance Officer” to the existing Town Secretary title. Mayor Pro Tem Lamont seconded the motion. The motion carried as follows: AYE: Wilson, Sheridan, Monger, Geraci, Shoffner, Mayor Pro Tem Lamont, and Mayor Fleu ry NAY: None ADJOURNMENT Mayor Fleury adjourned the meeting at 9:51 PM. ___________________________________ Alicia L. Fleury, Mayor Attest: _______________________________________ Leticia Vacek, TRMC/CMC/MMC Town Secretary/RMO Page 1 of 2 To: Mayor and Town Council From: Wade Carroll, Town Manager CC: Leticia Vacek, Town Governance Officer Re: Board and Commission Presentations to Council July 27, 2021 Agenda Item: Take appropriate action to remove the requirement for chair persons to present Board and Commission updates to Council. Strategic Link: Infrastructure & Development: Collaborate effectively with other governmental entities Background and Explanation: On January 26, 2021 Council approved the removal of Council Liaison positions for all Boards and Commissions and require the Board Chairs to report the meeting summaries to Town Council. The motion was made by Council Member Michael Geraci, seconded by Council Member Sean Bone and the vote was 7-0-0 in favor. Staff is requesting that staff members be allowed the opportunity to present Board and Commission meeting summaries to Council and have the Board Chairs available for discussion and questions for any item that requires a Council vote. Staff members generally have the highest level of available information and are charged with the preparation of agendas and supporting documentation and should therefore be able to give a complete and thorough report to Council. Board and Commission Chairs will be able to explain thought processes on the vote and any discussion between board or commission members during the meetings. Board and Commission meetings that only contain updates will not be brought before Council unless requested by Council or the Town Manager through the normal agenda process. Financial Considerations: Not Applicable Legal Review: Not applicable Page 2 of 2 Board/Commission/ or Committee Recommendation: Not applicable Staff Recommendation: Staff recommends removing the requirement for Board Chairs to present meeting summaries to Council. Attachments: • None Town Council Approval: Mayor Alicia Fleury or designee Page 1 of 2 To: Mayor and Town Council From: Mike Erwin, Finance Manager CC: Wade L. Carroll, Town Manager Leticia Vacek, Town Secretary Re: Audit Services Town Council Meeting, July 27, 2021 Agenda Item: Consider and take appropriate action regarding the award or rejection of bids for Professional Auditing Services for the Town of Trophy Club; authorizing the Town Manager or his designee to execute all necessary documents (staff). (M. Erwin) Strategic Link: Administrative & Financial Services – Exercise fiscal discipline in all Town operations. Background and Explanation: Town staff solicited proposals from prospective auditors for the annual financial statement audit beginning with the FY 2021 audit. The Town has been a client of BrooksWatson & Company (formerly BrooksCardiel, PLLC) for some time and we are required to open up these services every five years. We received three responses to the solicitation requests. Management scored the proposals based on each firm’s audit approach, quality of staff, and cost proposal as illustrated on Attachment A. Based on that review staff recommends the audit firm of BKD, LLP. with a three year contract and the option for two additional one year terms and an all encompassing cost proposal as follows: FY 2021 - $46,000 FY 2022 - $47,400 FY 2023 - $48,800 FY 2024 - $50,300 FY 2025 - $51,800 Financial Considerations: Funding will be available in the FY22 Proposed Budget. Page 2 of 2 Legal Review: Not Applicable Board/Commission/ or Committee Recommendation: Not Applicable Staff Recommendation: Staff recommends Council approve BKD, LLP as the Town’s audit firm for the next three audits with the option for two additional one year terms. Attachments: Attachment A Town Council Approval: Mayor Alicia Fleury or designee Attachment A The Town sent out Request for Proposals for auditing services on April 12, 2021 with a due date of June 11, 2021. The proposals were emailed out based on a list provided by Eddie Peacock, the Town’s financial consultant, to 12 different firms and we received responses from 3 of the firms. The three firms that responded were BrooksWatson & CO PLLC, the Town’s current auditor; Eide Bailley, LLP from Abilene and BKD CPA’s & Advisors out of Dallas. The table below shows firm, size of firm, local clients, additional services and cost for first year. Name of Auditing Firm Multi State Years of Experience in Senior Partner Local Clients Additional Services Forbes - America's Best Accounting Firms First year Cost Single Audit Cost BrooksWatson & Co. PLLC N 15 City of Heath; City of Sanger N/A N/A 31,500$4,500$ BKD CPA's & Advisors Y 25 City of Roanoke; Town of Highland Park BKD Thoughtware - series of accounting articles, webinars and videos Yes 39,000$7,000$ Eide Bailly, LLP Y 29 Town of Flower Mound; City of Corinth Webinars Yes 35,000$7,000$ Worked with previously 2021 2022 2023 2024 2025 AVG Cost BrooksWatson & Co. PLLC Y 31,500$ 32,445$ $ 33,420 34,420$ 35,455$33,448$ BKD CPA's & Advisors Y 39,000$ 40,400$ $ 41,800 43,300$ 44,800$41,860$ Eide Bailly, LLP N 35,000$ 36,750$ $ 38,550 $ 40,500 45,525$39,265$ Section 9.09 of the Town’s Code of Ordinance states that “No Certified Public Accountant shall serve more than six (6) consecutive years. That would require BrooksWatson to remove Louis Breedlove from working on the Town’s financials after FY21 for at least one year. BrooksWatson has served the Town well but does not bring the depth of service that the other firms do, (larger firms, continuing education for clients). My recommendation is to select BKD based upon their audit approach and experience. Name of Auditing Firm Audit Approach Experience & Quality of Personnel Compensation Proposal Total Score BrooksWatson & Co. PLLC 1.00 1.00 3.00 1.40 BKD CPA's & Advisors 3.00 3.00 1.00 2.60 Eide Bailly, LLP 2.00 2.00 2.00 2.00 Page 1 of 2 To: Mayor and Town Council From: Mike Erwin, Finance Manager CC: Wade L. Carroll, Town Manager Leticia Vacek, Town Secretary April Duvall, Chief Financial Analyst Re: Fiscal Year 2021 – Third Quarter Investment Report Town Council Meeting, July 27, 2021 Agenda Item: Consider and take appropriate action regarding the Third Quarter Investment Report for Fiscal Year 2021 (M. Erwin). Strategic Link: Administrative & Financial Services – Exercise fiscal discipline in all Town operations. Background and Explanation: The Town’s current interest-bearing accounts have an ending market value of $17,734,983 as of June 30, 2021, which is a decrease of ($758,298) since March 31, 2021. This is primarily due to the majority of ad valorem collections being received in the prior quarters. The portfolio is liquid with a weighted average life of 1 days. The total average yield for this quarter was .23% which is higher than the average rolling 6-month Treasury-Bill yield of .09% for the same period. A substantial portion of the Town’s investments remain placed in the InterBank Insured Cash Sweep account to take advantage of the fund’s liquidity and the favorable .45% yield. Financial Considerations: Interest earnings for this quarter total $10,426 which gives the Town a year to date interest earning of $28,301 for Fiscal Year 2021. Legal Review: Not applicable Page 2 of 2 Board/Commission/ or Committee Recommendation: Not applicable Staff Recommendation: Staff recommends approval of the Third Quarter Investment Report for Fiscal Year 2021. Attachments: Third Quarter Investment Report FY 2021 Town Council Approval: Mayor Alicia Fleury or designee Chief Financial Analyst QUARTERLY INVESTMENT REPORT For the Quarter Ended June 30, 2021 Prepared by Valley View Consulting, L.L.C. The investment portfolio of the Town of Trophy Club is in compliance with the Public Funds Investment Act and the Investment Policy and Strategies. Investment Officer/Finance Manager Disclaimer: These reports were compiled using information provided by the Town. No procedures were performed to test the accuracy or completeness of this information. The market values included in these reports were obtained by Valley View Consulting, L.L.C. from sources believed to be accurate and represent proprietary valuation. Due to market fluctuations these levels are not necessarily reflective of current liquidation values. Yield calculations are not determined using standard performance formulas, are not representative of total return yields, and do not account for investment advisor fees. March 31, 2021 Ave. Yield Book Value Market Value 0.00% $ 1,841,844 $ 1,841,844 0.24% 16,651,437 16,651,437 0.22% $ 18,493,281 $ 18,493,281 June 30, 2021 Ave. Yield Book Value Market Value 0.50% $ 1,677,543 $ 1,677,543 0.25% 16,057,440 16,057,440 0.27% $ 17,734,983 $ 17,734,983 Current Quarter Average Yield (1) Total Portfolio 0.27% Fiscal Year-to-Date Average Yield (2) Total Portfolio 0.23% Rolling Three Month Treasury 0.02% Rolling Six Month Treasury 0.06% TexPool 0.01% Rolling Three Month Treasury 0.06% Rolling Six Month Treasury 0.09% TexPool 0.04% Strategy Summary Quarter End Results by Investment Category: Interest Revenue (Approximate) Quarterly Interest Income $ 10,426 Year-to-date Interest Income $ 28,301 (1) Current Quarter Average Yield - based on adjusted book value, realized and unrealized gains/losses and investment advisory fees are not considered. The yield for the reporting month is used for bank, pool, and money market balances. (2) Fiscal Year-to-Date Average Yields - calculated using quarter end report yields and adjusted book values and does not reflect a total return analysis or account for advisory fees. 1 Town of Trophy Club Valley View Consulting, L.L.C. Asset Type Demand Accounts Money Markets/Local Gov't Investment Pools Totals 2 Valley View Consulting, L.L.C. Economic Overview 6/30/2021 The Federal Open Market Committee (FOMC) maintained the Fed Funds target range at 0.00% to 0.25% (Effective Fed Funds are trading <0.10%), and projects that reduced rates could remain into 2023. First Quarter GDP posted +6.4% (Final). In June, Payrolls added 850k and Unemployment (U2) rose slightly to 5.9%. Crude oil traded up to +/-$75 per barrel. The Stock Markets reached new highs. Housing, Industrial Production, Durable Goods, Consumer Spending, and other indicators moderated and showed signs of strain. The Biden administration and Congress continue to negotiate an infrastructure package. Inflation surged over the FOMC 2+% target, but is considered to be temporary. The Yield Curve "humped" slightly in the two-to-three year maturity sector while the long end fell. 2.00 Treasury Yield Curves 1.80 1.60 1.40 1.20 1.00 0.80 0.60 0.40 0.20 0.00 4,750 4,500 4,250 4,000 3,750 3,500 3,250 3,000 2,750 2,500 2,250 2,000 1,750 1,500 1,250 1,000 750 500 250 0 S&P 500 US Treasury Historical Yields - Since 2006 6.00 5.50 5.00 4.50 4.00 3.50 3.00 2.50 2.00 1.50 1.00 0.50 0.00 US Treasury Historical Yields - Since Nov 2015 3.50 3.00 2.50 2.00 1.50 1.00 0.50 0.00 Six Month T-Bill Two Year T-Note Ten Year T-Note Six Month T-Bill Two Year T-Note Ten Year T-Note June 30, 2020 March 31, 2021 June 30, 2021 Valley View Consulting, L.L.C. Town of Trophy Club 3 $ 17,734,983 $ 17,734,983 $ 17,734,983 1 0.27% (1) (2) Investment Holdings June 30, 2021 Coupon/ Maturity Settlement Book Market Market Life Description Ratings Discount Date Date Par Value Value Price Value (days) Yield Wells Fargo - Cash (3) 0.50% 07/01/21 06/30/21 $ 1,677,543 $ 1,677,543 1.00 $ 1,677,543 1 0.50% InterBank Money Market Account 0.45% 07/01/21 06/30/21 249,092 249,092 1.00 249,092 1 0.45% InterBank Insured Cash Sweep 0.45% 07/01/21 06/30/21 8,255,057 8,255,057 1.00 8,255,057 1 0.45% TexPool LGIP AAAm 0.01% 07/01/21 06/30/21 5,422,976 5,422,976 1.00 5,422,976 1 0.01% TexasCLASS LGIP-Gov't AAAm 0.04% 07/01/21 06/30/21 2,130,315 2,130,315 1.00 2,130,315 1 0.04% (1) Weighted average life - For purposes of calculating weighted average life, bank accounts, pools and money market funds are assumed to have an one day maturity. (2) Weighted average yield to maturity - The weighted average yield to maturity is based on adjusted book value, realized and unrealized gains/losses and investment advisory fees are not considered. The yield for the reporting month is used for bank accounts, pools and money market funds. (3) Effective Blended Rate - Stated Earnings Credit Rate (0.70%) and GAIC Interest Rate (0.40%) adjusted for Balance Assessment fee and then calculated as a Weighted Average Yield. 4 Town of Trophy Club Valley View Consulting, L.L.C. MMA/MMF/LGIP 91% Portfolio Composition Demand Accounts 9% $20 $18 $16 $14 $12 $10 $8 $6 $4 $2 $0 Distribution by Maturity (Millions) Total Portfolio Performance $25 Total Portfolio (Millions) $20 $15 $10 $5 $0 TexPool Weighted Average Yield Rolling 6 Month T-Bill Quarter End Book Value 3.00 2.50 2.00 1.50 1.00 0.50 0.00 Book & Market Value Comparison Issuer/Description Yield Maturity Date Book Value 03/31/21 Increases Decreases Book Value 06/30/21 Market Value 03/31/21 Change in Market Value Market Value 06/30/21 Wells Fargo - Cash (3) 0.50% 07/01/21 $ 1,841,844 $ – $ (164,301) $ 1,677,543 $ 1,841,844 $ (164,301) $ 1,677,543 InterBank Money Market Account 0.45% 07/01/21 249,095 – (3) 249,092 249,095 (3) 249,092 InterBank Insured Cash Sweep 0.45% 07/01/21 8,249,034 6,023 – 8,255,057 8,249,034 6,023 8,255,057 TexPool LGIP 0.01% 07/01/21 6,031,687 – (608,711) 5,422,976 6,031,687 (608,711) 5,422,976 TexasCLASS LGIP-non Gov't 0.00% 07/01/21 – – – – – – – TexasCLASS LGIP-Gov't 0.04% 07/01/21 2,121,621 8,694 – 2,130,315 2,121,621 8,694 2,130,315 TOTAL / AVERAGE 0.27% $ 18,493,281 $ 14,717 $ (773,015) $ 17,734,983 $ 18,493,281 $ (758,298) $ 17,734,983 5 Town of Trophy Club Valley View Consulting, L.L.C. 6 Town of Trophy Club Valley View Consulting, L.L.C. Allocation June 30, 2021 Book & Market Value Total General Fund CARES Debt Service Funds Storm Drainage Utility Hotel Occupancy Tax Parkland Dedication 2017 CO Bond Funds Wells Fargo - Cash $ 1,677,543 $ 1,548,334 $ 131,201 $ – $ – $ (1,992) $ – $ – InterBank Money Market 249,092 124,546 – – – – – 124,546 InterBank Insured Cash Sweep MMA 8,255,057 7,193,340 – – – – – 1,061,717 TexPool LGIP 5,422,976 1,511,577 – 2,768,122 809,129 – – – TexasCLASS LGIP-Gov't 2,130,315 – – – – 1,594,339 535,976 – Total $ 17,734,983 $ 10,377,796 $ 131,201 $ 2,768,122 $ 809,129 $ 1,592,347 $ 535,976 $ 1,186,263 7 Town of Trophy Club Valley View Consulting, L.L.C. Allocation March 31, 2021 Book & Market Value Total General Fund CARES Debt Service Funds Storm Drainage Utility Hotel Occupancy Tax Parkland Dedication 2017 CO Bond Funds Wells Fargo - Cash $ 1,841,844 $ (39,930) $ 273,970 $ – $ – $ 1,607,803 $ – $ – InterBank Money Market 249,095 124,548 – – – – – 124,548 InterBank Insured Cash Sweep MMA 8,249,034 7,185,133 – – – – – 1,063,901 TexPool LGIP 6,031,687 2,559,032 – 2,696,599 776,056 – – – TexasCLASS LGIP-Gov't 2,121,621 – – – – 1,585,705 535,916 – Total $ 18,493,281 $ 9,828,783 $ 273,970 $ 2,696,599 $ 776,056 $ 3,193,508 $ 535,916 $ 1,188,448 Page 1 of 2 To: Mayor and Town Council From: Mike Erwin, Finance Manager CC: Wade L. Carroll, Town Manager Leticia Vacek, Town Secretary Re: Interlocal Agreement for Tax Collection Services Town Council Meeting, July 27, 2021 Agenda Item: Consider and take appropriate action regarding an Interlocal Agreement for Ad Valorem Tax Collection between the Town and Denton County for Tax Year 2021; and authorizing the Mayor or her designee to execute all necessary documents (M. Erwin). Strategic Link: Administrative & Financial Services – Exercise fiscal discipline in all Town operations. Background and Explanation: This ILA provides authority to Denton County to serve as the assessor-collector on behalf of the District for base assessments, as well as penalties, interest, and attorney’s fees. This agreement also provides that Denton County will provide the no new taxes and voter approval tax rate calculations which will be due to the Town by the 7th of August annually. Financial Considerations: The cost of collections is $1.00 per the total number of parcels listed on the municipalities tax roll for tax year 2021. Legal Review: Not applicable Board/Commission/ or Committee Recommendation: Not applicable Staff Recommendation: Staff recommends approval of the Interlocal Agreement for Ad Valorem Tax Collection between the Town and Denton County for Tax Year 2021. Page 2 of 2 Attachments: Letter to Entities 2021 Denton County ILA for Ad Valorem Tax Collection Town Council Approval: Mayor Alicia Fleury or designee DENTON COUNTY Office of Michelle French, P.C.C. Tax Assessor/Collector 1505 E. McKinney St. Denton, TX 76209 July 7, 2021 Dear Taxing Entities, The 2021 Denton County Interlocal Collection Agreement (I.L.A.) is now finalized for issuance. As you know, we notified all taxing entities earlier in the year that the parcel fee for the 2021 tax year is $1.00 per parcel. Due to several legislative changes, we have updated the Interlocal Collection Agreement. It will still be considered a multi- year contract; however, we needed to update the I.L.A. accordingly. We have also updated language referring to timelines and actions taken by our office for truth in taxation calculation services. The Agreement will renew automatically unless terminated by either party. The annual parcel fee will continue to be analyzed annually and submitted to you by separate notice. The Interlocal Agreement is to be submitted to the Denton County Tax Office no later than September 7, 2021. This will provide the necessary time to add the Agreement to the Denton County Commissioners Court Agenda to be properly executed prior to October 1, 2021. We are providing the Agreement in form-fillable PDF format for your convenience. 1. The Agreement must be submitted to our office in triplicate. 2. Please print three (3) copies of the completed Agreement and have all copies signed by the appropriate person in your entity. 3. Failure to submit three (3) originally signed Agreements may delay processing through Commissioners Court. Municipalities that have approved the creation of a Public Improvement District (PID) must complete the Public Improvement District Agreement. The proper Agreement will be dependent on whether the PID is a rate based or fixed lien assessment district. Please feel free to contact our office should you have questions about which district Agreement you may need to complete. The address to mail the completed Agreements is as follows: Office of Michelle French Denton County Tax Assessor/Collector P.O. Box 90223 Denton, TX 76202 Attn: Michelle French or Stacey Dvoracek The physical address is as follows: Office of Michelle French Denton County Tax Assessor/Collector 1505 E. McKinney Street Denton, TX 76209 Attn: Michelle French or Stacey Dvoracek As always, our office is here to assist you with any questions or concerns. We thank you for allowing Denton County to provide consolidated collections to your entity in order to better serve our mutual constituents. Sincerely, Michelle French Denton County Tax Assessor/Collector Page 1 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) THE STATE OF TEXAS § COUNTY OF DENTON § INTERLOCAL COOPERATION AGREEMENT FOR PROPERTY TAX ASSESSMENT AND COLLECTION BETWEEN DENTON COUNTY, TEXAS AND EMERGENCY SERVICES DISTRICT NUMBER #____________, TEXAS INTERLOCAL COOPERATION AGREEMENT –TAX COLLECTION THIS AGREEMENT is made and entered into by and between DENTON COUNTY, a political subdivision of the State of Texas, hereinafter referred to as "COUNTY," and EMERGENCY SERVICES DISTRICT NUMBER ___, Denton County, Texas, also a political subdivision of the State of Texas, hereinafter referred to as " DISTRICT." WHEREAS, COUNTY and DISTRICT mutually desire to be subject to the provisions of Texas Government Code, Chapter 791, the Interlocal Cooperation Act, and and Section 6.24 of the Texas Tax Code, and; WHEREAS, DISTRICT has the authority to contract with the COUNTY for the COUNTY to act as tax assessor and collector for DISTRICT and COUNTY has the authority to so act. 2 2 Page 2 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) NOW THEREFORE, COUNTY and DISTRICT, for and in consideration of the mutual promises, covenants, and agreements herein contained, do agree as follows: Throughout this Agreement, the term "Property Tax Code" means Title 1 of the Texas Tax Code. Throughout this Agreement, the term "tax year" means the calendar year in which the applicable tax lien attaches to the taxable property. The term "collection year" refers to the period commencing on October 1st of the applicable tax year and continuing through the end of the applicable term (September 30th of the following year), in which collection and billing services are to be performed under this Agreement. I. The effective date of this Agreement shall be October 1, 2021. The initial term of this Agreement shall be for a period of one year beginning on the effective date and ending September 30, 2022. The initial term of the Agreement is for tax year 2021 property tax rate calculation, billing and collection services. Following the initial term, this Agreement shall automatically renew for subsequent one-year terms, unless written notice of termination is provided by COUNTY or DISTRICT no later than one hundred-eighty (180) days prior to the expiration date of the then-current term of the Agreement. If said notice is provided, this Agreement shall terminate at the end of the then-current term.. Each renewal term shall be for property tax rate calculation, billing and collection services for the applicable tax year (the first renewal term will be for tax year 2022, the second renewal terms for tax year 2023, etc.). Page 3 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) II. For the purposes and consideration herein stated and contemplated, COUNTY shall provide the following necessary and appropriate services for DISTRICT to the maximum extent authorized by this Agreement, without regard to race, sex, religion, color, age, disability, or national origin: 1. COUNTY, by and through its duly qualified tax assessor/collector, shall serve as tax assessor/collector for DISTRICT for ad valorem tax collection for the tax year. COUNTY agrees to perform all necessary ad valorem assessing and collecting duties for DISTRICT and DISTRICT does hereby expressly authorize COUNTY to do and perform all acts necessary and proper to assess and collect taxes for DISTRICT. COUNTY agrees to collect base taxes, penalties, interest, and attorney's fees. 2. COUNTY agrees to prepare and mail all current and delinquent tax statements required by statute, supplemental changes for applicable property accounts, as well as prepare and mail any other mailing as deemed necessary and appropriate by COUNTY; provide daily, monthly and annual collection reports to DISTRICT; prepare tax certificates; develop and maintain both current and delinquent tax rolls, disburse tax monies to DISTRICT daily (business day) based on prior day tax postings, approve and refund overpayment or erroneous payment of taxes for DISTRICT pursuant to Property Tax Code Section 31 from available current tax collections of DISTRICT; and to meet the requirements of Section 26.04 and Section 42 Subchapter C and develop and maintain such other records and forms as are necessary or required by State law, rules, or regulations. If daily disbursal is to be delayed, COUNTY will notify DISTRICT in the secured web entity folder the reason for the delay. Page 4 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) 3. COUNTY further agrees that it make for DISTRICT the property tax rate calculations required by Property Code Section 26.04 (currently identified in the Section by terms “no new revenue tax rate” and “voter-approval tax rate”), and will do so in accordance with all requirements therein. All such rate calculations will be performed using only the Texas State Comptroller’s “Truth In Taxation” formulas, and at no additional cost to DISTRICT. The information concerning the rate calculations described in this Article II.3 and publications will be provided to DISTRICT in the form prescribed by the Comptroller of Public Accounts of the State of Texas, and as required by Section 26. DISTRICT shall be responsible for all publications as required by Chapter 26. In the event DISTRICT requires early calculation based on certified estimate values, COUNTY will perform the tax rate calculations described in this Article II.3 and provide the required publications to DISTRICT in the same manner as performing the tax rate calculations pursuant to the annual appraisal district reports required to be Certified on July 25 of each tax year. 4. COUNTY agrees, upon request, to offer guidance and the necessary forms for posting notices as required by Chapter 26 of the Property Tax if DISTRICT requests such no less than 7 days in advance of the intended publication date. DISTRICT must approve all calculations and notices, in the format required by COUNTY and Property Tax Code Section 26. The accuracy and timeliness of all required notices are the responsibility of DISTRICT. COUNTY will update tax transparency databases, as required in Property Tax Code Section 26.17(b),(5A,B),(7),(12,),(13) and 26.17(e)(2) with applicable Truth In Taxation worksheets and Notices. DISTRICT is responsible for any other required information posted on a tax transparency database. This Agreement is subject to and Page 5 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) the parties herein shall comply with all applicable provisions of the Property Tax Code and all other applicable Texas statutes. COUNTY will submit to DISTRICT approval forms of the tax rate calculation and required notices. DISTRICT must return executed approval forms to tax assessor/collector as required by law and this agreement. 5. Should DISTRICT vote to increase its tax rate above the statutory voter approval limit (also known as the “rollback” or the “voter approval” rate), the required publication of notices shall be the responsibility of the DISTRICT. Should DISTRICT roll back the tax rate as a result of Tax Rate Election, the required publication of notices shall be the responsibility of DISTRICT. 6. COUNTY agrees to develop and maintain written policies and procedures of its operation. COUNTY further agrees to make available full information about the operation of the County Tax Office to DISTRICT, and to promptly furnish written reports to keep DISTRICT informed of all financial information affecting it. 7. DISTRICT agrees to promptly deliver to COUNTY all records that it has accumulated and developed in the assessment and collection of taxes, and to cooperate in furnishing or locating any other information and records needed by COUNTY to perform its duties under the terms and conditions of this Agreement. 8. COUNTY agrees to allow an audit of the tax records of DISTRICT in COUNTY’S possession during normal working hours with at least 72 hours advance written notice to COUNTY. The expense of any and all such audits shall be paid by DISTRICT. A copy of any and all such audits shall be furnished to COUNTY. 9. If required by DISTRICT, COUNTY agrees to obtain a surety bond for the County Tax Assessor/Collector. Such bond will be conditioned upon the faithful Page 6 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) performance of the tax assessor/collector’s lawful duties, will be made payable to DISTRICT and in an amount determined by the governing body of DISTRICT. The premium for any such bond shall be borne solely by DISTRICT. 10. COUNTY agrees that it will post a notice on its website, as a reminder that delinquent tax penalties will apply to all assessed taxes that are not paid by January 31st of the collection year. 11. COUNTY agrees that it will post to a secure website collection reports for DISTRICT listing current taxes, delinquent taxes, penalties and interest on a daily basis through September 30th of the collection year. COUNTY will provide monthly Maintenance and Operation (hereinafter referred to as “MO”), and Interest and Sinking (hereinafter referred to as “IS”) collection reports; provide monthly recap reports; and provide monthly attorney fee collection reports. 12. DISTRICT retains its right to select its own delinquent tax collection attorney and COUNTY agrees to reasonably cooperate with the attorney selected by DISTRICT in the collection of delinquent taxes and related activities. 13. DISTRICT will provide COUNTY with notice of any change in collection attorney at least 7 days before the effective date of the new collection attorney contract. III. COUNTY hereby designates the Denton County Tax Assessor/ Collector to act on behalf of the County Tax Office and to serve as Liaison for COUNTY with DISTRICT. The County Tax Assessor/Collector, and/or his/her designated substitute, shall ensure the performance of all duties and obligations of COUNTY; shall devote sufficient time and attention to the execution of said duties on behalf of COUNTY in full compliance with the Page 7 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) terms and conditions of this Agreement; and shall provide immediate and direct supervision of the County Tax Office employees, agents, contractors, subcontractors, and/or laborers, if any, in the furtherance of the purposes, terms and conditions of this Agreement for the mutual benefit of COUNTY and DISTRICT. IV. COUNTY accepts responsibility for the acts, negligence, and/or omissions related to property tax service of all COUNTY employees and agents, sub-contractors and/or contract laborers, and for those actions of other persons doing work under a contract or agreement with COUNTY to the extent allowed by law. V. DISTRICT accepts responsibility for the acts, negligence, and/or omissions of all DISTRICT employees and agents, sub-contractors and/or contract laborers, and for those of all other persons doing work under a contract or agreement with DISTRICT to the extent allowed by law. VI. DISTRICT understands and agrees that DISTRICT, its employees, servants, agents, and representatives shall at no time represent themselves to be employees, servants, agents, and/or representatives of COUNTY. COUNTY understands and agrees that COUNTY, its employees, servants, agents, and representatives shall at no time represent themselves to be employees, servants, agents, and/or representatives of DISTRICT. Page 8 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) VII. For the services rendered during the tax year, DISTRICT agrees to pay COUNTY for the receipting, bookkeeping, issuing, and mailing of tax statements as follows: 1. The current tax statements will be mailed by October 10th of the tax year or as soon thereafter as practical. The DISTRICT must adopt its tax year tax rate on or before September 30th of the applicable tax year, if that rate does not exceed the voter- approval tax rate not later than the deadline set forth in Property Tax Code 26.05(a), Election Code 3.005 and 41.001. In order to expedite mailing of tax statements, DISTRICT shall adopt and then deliver its adopted tax rate to COUNTY no later than the applicable adoption deadline described herein. Failure by DISTRICT to adopt and then deliver the adopted tax rate to COUNTY by said applicable adoption deadline may result in delay of processing and mailing DISTRICT tax statements. DISTRICT agrees to assume the costs for additional delayed tax statements, processing and mailing as determined by COUNTY. An additional notice will be sent during the month of March following the initial mailing provided that DISTRICT has requested such a notice on or before February 28th of the collection year. During the initial term of this Agreement, the fee for this service will be $1.00 per statement. During the first and second renewal terms of this Agreement, the fee for this service will be the per statement rate approved by Commissioners Court for the applicable tax year, provided notice of that rate is provided to DISTRICT as described in Section 8 of this Article VII. In the event COUNTY does not provide DISTRICT with said notice, the rate charged during the preceding term will apply. Page 9 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) 2. At least 30 days, but no more than 60 days prior to April 1st of the collection year and following the initial mailing, a delinquent tax statement meeting the requirements of Section 33.11 of the Texas Property Tax Code will be mailed to the owner of each parcel having delinquent taxes. 3. At least 30 days, but no more than 60 days prior to July 1st of the collection year and following the initial mailing, a delinquent tax statement meeting the requirements of Section 33.07 of the Texas Property Tax Code will be mailed to the owner of each parcel having delinquent taxes. 4. For accounts that become delinquent on or after June 1st of the collection year, COUNTY shall mail a delinquent tax statement meeting the requirements of Section 33.08 of the Property Tax Code to the owner of each parcel having delinquent taxes. 5. For accounts that become delinquent on February 1st of the tax year, COUNTY, in its sole discretion, may mail a reminder notice to the owner of each parcel having delinquent taxes not including February 33.11 notices. 6. In event of a tax rate change resulting from a rollback or tax approval election that taxes place after tax bills for DISTRICT have been mailed, DISTRICT agrees to pay COUNTY a programming charge of $5,000.00. COUNTY will, pursuant to Property Tax Code Section 26.07(f) or 26.075(j) will mail corrected statements to the owner of each property. The fee for this service will be the same per statement rate described in Section 1 of this Article VII. When a refund is required per Property Tax Code Section 26.07(g) or 26.075(k), COUNTY will charge a $.25 processing fee per check, in addition to the corrected statement mailing costs. Issuance of refunds, in the event of a Page 10 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) successful rollback election, will be the responsibility of the COUNTY. DISTRICT will be billed for the refunds, postage and processing fees. 7.DISTRICT understands and agrees that COUNTY will, no later than January 31st of the tax year, deduct from current collections of DISTRICT the "Total Cost" of providing all services described in Sections 1-5 above. This "Total Cost" includes any such services that have not yet been performed at the time of deduction. During the initial term of this Agreement, the "Total Cost" of providing all services described in Sections 1- 5 above shall be the total of: $1.00 (the "per parcel rate") x the total number of parcels listed on DISTRICT's preceding tax year Tax Roll on September 30th of the tax year. During the first and second renewal terms of this agreement, the "per parcel rate" will be the per parcel rate approved by Commissioners Court for the applicable tax year, provided notice of that rate is provided to DISTRICT as described in Section 1 and 8 of this Article VII.In the event COUNTY does not provide DISTRICT with said notice, the per parcel rate charged during the preceding term will apply. In the event that a rollback or tax approval election as described in 6 or this Article VII takes place, COUNTY shall bill DISTRICT for the applicable programming charge, check processing fees, refunds paid, and refund postage costs. DISTRICT shall pay COUNTY all billed amounts within 30 days of its receipt of said bill. In the event costs for additional delayed tax statements, processing and mailing are incurred as described in Section 1 of this Article VII, COUNTY shall bill DISTRICT for such amounts. DISTRICT shall pay COUNTY all such billed amounts within 30 days of its receipt of said bill. Page 11 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) 8.The County Budget Office establishes collection rates annually based on a survey of actual annual costs incurred by the County in performing tax collection services. The collection rate for each tax year is approved by County Commissioners’ Court, and all entities are assessed the same per parcel collection rate. Following approval of the collection rate for each tax year, COUNTY will, at least sixty (60) days prior to the expiration date of the then-current term of this Agreement, provide DISTRICT with written notice of that rate. VIII. COUNTY agrees to remit all taxes, penalties, and interest collected on DISTRICT's behalf and to deposit such funds into the DISTRICT’s depositories, as designated: 1.For deposits of tax, penalties, and interest, payment shall be by wire transfer or ACH to DISTRICT's depository accounts only, and segregated into the appropriate MO and IS accounts, as applicable, specified on the Direct Deposit Authorization executed between the DISTRICT and COUNTY. Only in the event of failure of electronic transfer protocol will a check for deposits of tax, penalty and interest be sent by mail to DISTRICT 2.In anticipation of renewal of this Agreement, COUNTY further agrees that deposits will be made daily through September 30th of the collection year. It is expressly understood, however, that this obligation of COUNTY shall not survive termination of this Agreement, whether by termination by either party or by failure of the parties to renew this Agreement. 3.In event that COUNTY experiences shortage in collections as a result of an outstanding tax debt of DISTRICT, the DISTRICT agrees a payment in the amount of shortage shall be made by check or ACH to COUNTY within 15 days after notification of Page 12 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) such shortage. Failure to remit payment of shortage restricts release of collected taxes until such time as payment is remitted. IX. In the event of termination, the terminating party shall be obligated to make such payments as are required by this Agreement through the balance of the tax year in which notice is given. COUNTY shall be obligated to provide services pursuant to this Agreement during such period. X. This Agreement represents the entire agreement between DISTRICT and COUNTY and supersedes all prior negotiations, representations, and/or agreements, either written or oral. This Agreement may be amended only by written instrument signed by the governing bodies of both DISTRICT and COUNTY or those authorized to sign on behalf of those governing bodies. XI. Any and all written notices required to be given under this Agreement shall be delivered or mailed to the listed addresses: Page 13 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) COUNTY: County Judge of Denton County 110 West Hickory Denton, Texas 76201 Telephone: 940-349-2820 DISTRICT: XII. DISTRICT hereby designates _______________________________ to act on behalf of DISTRICT, and to serve as Liaison for DISTRICT to ensure the performance of all duties and obligations of DISTRICT as stated in this Agreement. DISTRICT’s designee shall devote sufficient time and attention to the execution of said duties on behalf of DISTRICT in full compliance with the terms and conditions of this Agreement; shall provide immediate and direct supervision of the DISTRICT employees, agents, contractors, subcontractors, and/or laborers, if any, in the furtherance of the purposes, terms and conditions of this Agreement for the mutual benefit of DISTRICT and COUNTY. XIII. In the event that any portion of this Agreement shall be found to be contrary to law, it is the intent of the parties that the remaining portions shall remain valid and in full force and effect to the extent possible. Wade Carroll - Town Manager 1 Trophy Wood Dr Trophy Club, Tx 76262 Town Manager or assignee Page 14 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) XIV. The undersigned officers and/or agents of the parties are the properly authorized officials and have the necessary DISTRICT to execute this agreement on behalf of the parties. Each party hereby certifies to the other that any resolutions necessary for this Agreement have been duly passed and are now in full force and effect. Executed in triplicate originals this, _____________ day of _________________ 20______. Page 15 of 15 EMER SERVICES DISTRICT # Multi Year ILA (2021) COUNTY BY:___________________________ BY:__________________________ Honorable Andy Eads Name: ________________________ County Judge Title: _________________________ ATTEST: ATTEST: BY:____________________________ BY:__________________________ Juli Luke Name_________________________ Denton County Clerk Title__________________________ APPROVED FORM AND CONTENT: APPROVED AS TO FORM: _______________________________ ______________________________ Michelle French Denton County Attorney Denton County Tax Assessor/Collector Denton County Texas 110 West Hickory Denton, Texas 76201 DISTRICT EMERGENCY SERVICES DISTRICT # _____ Street address: City, state, zip: Email: Phone 2 1 Trophy Wood Dr Trophy Club, Tx 76262 wcarroll@trophyclub.org 682-237-2900 Page 1 of 2 To: Mayor and Town Council From: Mike Erwin, Finance Manager CC: Wade L. Carroll, Town Manager Leticia Vacek, Town Secretary Re: Interlocal Agreement for Public Improvement District ESD Town Council Meeting, July 27, 2021 Agenda Item: Consider and take appropriate action regarding an Interlocal Agreement for Assessment Collection between the Town and Denton County for the Trophy Club Public Improvement District No. 1 for Tax Year 2021 (Emergency Services Assessment – Fire Service); and authorizing the Mayor or her designee to execute all necessary documents (M. Erwin). Strategic Link: Administrative & Financial Services – Exercise fiscal discipline in all Town operations. Background and Explanation: This ILA provides authority to Denton County to perform all necessary ad valorem assessing and collecting duties for DISTRICT and DISTRICT does hereby expressly authorize COUNTY to do and perform all acts necessary and proper to assess and collect taxes for DISTRICT. COUNTY agrees to collect base taxes, penalties, interest, and attorney's fees. Financial Considerations: The cost of collections is $1.00 per the total number of parcels listed on the district’s tax roll for tax year 2021. Legal Review: Not applicable Board/Commission/ or Committee Recommendation: Not applicable Staff Recommendation: Page 2 of 2 Staff recommends approval of the Interlocal Agreement for Public Improvement Assessment between the Town and Denton County for Tax Year 2021. Attachment: 2021 Denton County ILA for Public Improvement District ESD Town Council Approval: Mayor Alicia Fleury or designee Page 1 of 2 To: Mayor and Town Council From: Mike Erwin, Finance Manager CC: Wade L. Carroll, Town Manager Leticia Vacek, Town Secretary Re: Interlocal Agreement for PID Assessments Collection Town Council Meeting, July 27, 2021 Agenda Item: Consider and take appropriate action regarding an Interlocal Agreement for PID Assessments Collection between the Town and Denton County for the Trophy Club Public Improvement District No. 1 for Tax Year 2021 (Infrastructure Assessment); and authorizing the Mayor or her designee to execute all necessary documents (M. Erwin). Strategic Link: Administrative & Financial Services – Exercise fiscal discipline in all Town operations. Background and Explanation: This ILA provides authority to Denton County to serve as the assessor-collector on behalf of the PID for base assessments, as well as penalties, interest, and attorney’s fees. Financial Considerations: The cost of collections is $1.00 per the total number of parcels listed on the municipalities tax roll for tax year 2021. Legal Review: Not applicable Board/Commission/ or Committee Recommendation: Not applicable Staff Recommendation: Staff recommends approval of the Interlocal Agreement for Public Improvement Assessment between the Town and Denton County for Tax Year 2021. Page 2 of 2 Attachment: 2021 Denton County ILA for Public Improvement Assessments Collection Town Council Approval: Mayor Alicia Fleury or designee Page 1 of 14 2021 Fixed Lien PID Assessment ILA THE STATE OF TEXAS § COUNTY OF DENTON § INTERLOCAL COOPERATION AGREEMENT FOR PROPERTY ASSESSMENTSASSESSMENT AND COLLECTION BETWEEN DENTON COUNTY, TEXAS AND CITY/TOWN OF _______________________________________________PUBLIC IMPROVEMENT DISTRICT INTERLOCAL COOPERATION AGREEMENT – ASSESSMENTSCOLLECTION THIS AGREEMENT is made and entered into by and between DENTON COUNTY, a political subdivision of the State of Texas, hereinafter referred to as "COUNTY," and _______________________________________________, Denton County, Texas, also a political subdivision of the State of Texas, hereinafter referred to as "CITY/TOWN." WHEREAS, COUNTY and CITY/TOWN mutually desire to be subject to the provisions of Texas Government Code, Chapter 791, the Interlocal Cooperation Act, and; WHEREAS, pursuant to Chapter 372 of the Texas Local Government Code, Subchapter A, CITY/TOWN has created the _______________________________________________________________________ PUBLIC IMPROVEMENT DISTRICT # ______________, hereinafter referred to as DISTRICT, and has levied special assessments on properties within the boundaries of the CITY/TOWN, and WHEREAS, pursuant to §372.0175 of the Texas Local Government Code, CITY/TOWN has the authority to contract with the COUNTY to perform the duties of Trophy Club PID No. 1 (PID4) Trophy Club PID No. 1 (PID4) Trophy Club PID No. 1 (PID4) 1 Page 2 of 14 2021 Fixed Lien PID Assessment ILA CITY/TOWN relating to collection of special assessments levied by DISTRICT under Chapter 372, Subchapter A, and, NOW THEREFORE, COUNTY and CITY/TOWN, for and in consideration of the mutual promises, covenants, and agreements herein contained, do agree as follows: Throughout this Agreement, the term "Property Tax Code" means Title 1 of the Texas Tax Code. Throughout this Agreement, the term "tax year" means the calendar year in which the applicable tax lien attaches to the taxable property. The term "collection year" refers to the period commencing on October 1st of the applicable tax year and continuing through the end of the applicable term (September 30th of the following year), in which collection and billing services are to be performed under this Agreement. I. The effective date of this Agreement shall be October 1, 2021. The initial term of this Agreement shall be for a period of one year commencing October 1, 2021 and ending September 30, 2022. Following the initial term, this Agreement shall automatically renew for subsequent one-year terms, unless written notice of termination is provided by COUNTY or CITY/TOWN no later than one hundred-eighty (180) days prior to the expiration date of the then-current term of the Agreement. If said notice is provided, this Agreement shall terminate at the end of the then-current term. Each renewal term shall be for property tax rate calculation, billing and collection services for the applicable tax year (the first renewal term will be for tax year 2022, the second renewal terms for tax year 2023, etc.). Page 3 of 14 2021 Fixed Lien PID Assessment ILA II. For the purposes and consideration herein stated and contemplated, COUNTY shall provide the following necessary and appropriate services for CITY/TOWN to the maximum extent authorized by this Agreement, without regard to race, sex, religion, color, age, disability, or national origin: 1. COUNTY, by and through its duly qualified Tax Assessor-Collector, shall collect DISTRICT assessments for current tax year. CITY/TOWN does hereby expressly authorize COUNTY and COUNTY agrees to do and perform for CITY/TOWN all acts necessary and proper to collect said DISTRICT assessments. COUNTY agrees to collect base assessments, penalties, interest, and attorney's fees. 2. COUNTY agrees to prepare and mail all assessment statements (included on the tax statement for each parcel, provide daily, monthly and annual collection reports to CITY/TOWN, maintain both current and delinquent assessment rolls, disburse assessment monies to CITY/TOWN daily (business day) based on prior day assessment postings, and to develop and maintain such other records and forms as are necessary or required by State law, rules or regulations to CITY/TOWN. If daily disbursal is to be delayed, COUNTY will notify CITY/TOWN in the secured web entity folder the reason for the delay. 3. If COUNTY determines, based on DISTRICT assessment roll, that a person erred in paying a DISTRICT assessment by making a duplicate or erroneous payment COUNTY agrees to refund the payment to the person who erred in making it from current DISTRICT assessment collections. COUNTY agrees that such refund will be made as soon as practicable after COUNTY discovers the erroneous payment. The refund shall be Page 4 of 14 2021 Fixed Lien PID Assessment ILA accompanied by a description of the property subject to the assessment sufficient to identify the property. If the property is assigned an account number, COUNTY shall include that number. 4. If COUNTY determines, based on DISTRICT assessment roll, that there has been an overpayment of a DISTRICT assessment, COUNTY shall send the owner a refund application. Upon owner’s return of the accurate and fully completed refund application, COUNTY will issue, from current DISTRICT assessment collections, a refund of the overpayment. 5. COUNTY agrees to develop and maintain written policies and procedures of its operation. COUNTY further agrees to make available full information about the operation of the County Tax Office to CITY/TOWN, and to promptly furnish written reports to keep CITY/TOWN informed of all financial information affecting it. 6. CITY/TOWN agrees to promptly deliver to COUNTY all records that it has accumulated and developed in the assessment and collection of assessments, and to cooperate in furnishing or locating any other information and records needed by COUNTY to perform its duties under the terms and conditions of this Agreement. 7. COUNTY agrees to allow an audit of the assessment collection records of CITY/TOWN in COUNTY’S possession during normal working hours with at least 72 hours advance, written notice to COUNTY. The expense of any and all such audits shall be paid by CITY/TOWN. A copy of any and all such audits shall be furnished to COUNTY. 8. COUNTY agrees that it will post a notice on its website, as a reminder that delinquent assessment penalties will apply to all assessments that are not paid by January 31st of the collection year. Page 5 of 14 2021 Fixed Lien PID Assessment ILA 9. COUNTY agrees that it will post to a secure website collection reports for CITY/TOWN listing current assessments, delinquent assessments, and penalties and interest on a daily basis through September 30th of the collection year. COUNTY will provide monthly collection reports; provide monthly recap reports; and provide monthly attorney fee collection reports. 10. CITY/TOWN retains its right to select its own delinquent collection attorney and COUNTY agrees to reasonably cooperate with the attorney selected by CITY/TOWN in the collection of delinquent assessments and related activities. 11. CITY/TOWN will provide COUNTY with notice of any change in collection attorney at least 7 days before the effective date of the new collection attorney contract. 12. For assessments that become delinquent on February 1st of the tax year, COUNTY, in its sole discretion, may mail a reminder notice to the owner of each parcel having delinquent assessments. III. COUNTY hereby designates the Denton County Tax Assessor/ Collector to act on behalf of the County Tax Office and to serve as Liaison for COUNTY with CITY/TOWN. The County Tax Assessor/Collector, and/or his/her designated substitute, shall ensure the performance of all duties and obligations of COUNTY; shall devote sufficient time and attention to the execution of said duties on behalf of COUNTY in full compliance with the terms and conditions of this Agreement; and shall provide immediate and direct supervision of the County Tax Office employees, agents, contractors, subcontractors, and/or laborers, if any, in the furtherance of the purposes, terms and conditions of this Page 6 of 14 2021 Fixed Lien PID Assessment ILA Agreement for the mutual benefit of COUNTY and CITY/TOWN. This Agreement is subject to and the parties herein shall comply with all applicable provisions of the Texas Property Tax Code and all other applicable Texas statutes. IV. COUNTY accepts responsibility for the acts, negligence, and/or omissions related to property assessments service of all COUNTY employees and agents, sub-contractors and/or contract laborers, and for those actions of other persons doing work under a contract or agreement with COUNTY to the extent allowed by law. It is understood and agreed between COUNTY and CITY/TOWN that the CITY/TOWN, in performing its obligations hereunder, is acting independently, and the COUNTY assumes no responsibility or liabilities in connection therewith to third parties. It is further understood and agreed between COUNTY and CITY/TOWN that the COUNTY, in performing its obligations hereunder, is acting independently, and the CITY/TOWN assumes no responsibilities in connection therewith to third parties. Nothing in this AGREEMENT is intended to benefit any third party beneficiary. CITY/TOWN agrees that it will protect, defend, indemnify, and hold harmless COUNTY and all of its officers, agents, and employees from and against all claims, demands, causes of action, damages, judgments, losses and expenses, including attorney’s fees, of whatsoever nature, character, or description that any person or entity has or may have arising from or on account of any injuries or damages received or sustained by person, persons, or property, on account of or arising out of, or in connection with the performance of the services, including without limiting the generality of the foregoing, any negligent act or omission of the CITY/TOWN or any employee, officer, agent, subcontractor, servant, invitee, or assignee of Page 7 of 14 2021 Fixed Lien PID Assessment ILA the CITY/TOWN in the execution or performance of this AGREEMENT. This provision shall survive the termination of this AGREEMENT. V. CITY/TOWN accepts responsibility for the acts, negligence, and/or omissions of all CITY/TOWN employees and agents, sub-contractors and/or contract laborers, and for those of all other persons doing work under a contract or agreement with CITY/TOWN to the extent allowed by law. VI. CITY/TOWN understands and agrees that CITY/TOWN, its employees, servants, agents, and representatives shall at no time represent themselves to be employees, servants, agents, and/or representatives of COUNTY. COUNTY understands and agrees that COUNTY, its employees, servants, agents, and representatives shall at no time represent themselves to be employees, servants, agents, and/or representatives of CITY/TOWN. VII. For the services rendered during the assessment year, CITY/TOWN agrees to pay COUNTY for the receipting, bookkeeping, issuing, and mailing of assessment statements as follows: 1. The current assessment statements will be mailed by October 10th of the assessments year or as soon thereafter as practical. If CITY/TOWN does not provide COUNTY with the fixed lien assessment levied and the assessment roll by CITY/TOWN’s governing body under Local Government Code Section 372.017 on or before September 10th, COUNTY may charge a $5,000 late processing fee, plus the per statement fee not to exceed $1.00 each. The assessment roll is to be accompanied by the resolution passed by the governing body for the current assessment year. All assessments Page 8 of 14 2021 Fixed Lien PID Assessment ILA become due on receipt of the assessment/tax statement each year. The DISTRICT assessment shall be entered in to the COUNTY records as a fixed lien and applied to the properties assessed by the DISTRICT as reflected on the APPRAISAL DISTRICT records submitted to COUNTY. An additional notice will be sent during the month of March following the initial mailing provided that CITY/TOWN has requested such a notice on or before February 28th of the collection year. During the initial term of this Agreement, the fee for this service will be $1.00 per statement. During the first and second renewal terms of this Agreement, the fee for this service will be the per statement rate approved by Commissioners Court for the applicable assessments year, provided notice of that rate is provided to CITY/TOWN as described in Section 8 of this Article VII. In the event COUNTY does not provide CITY/TOWN with said notice, the rate charged during the preceding term will apply. 2. All unpaid assessments become delinquent on February 1st of the year following the assessment year. Penalty and interest fees accrue at the same rate and time schedule as the same year’s ad valorem property tax. (Property Tax Code, Section 31.02(a) and 33.01(a)). 3. Delinquent assessment collection attorneys become involved at the same times as do the delinquent ad valorem property tax attorneys. (Property Tax Code, Sections 6.30, 33.07, 33.08, 33.11, and 33.48). 4. At least 30 days, but no more than 60 days prior to April 1st of the collection year and following the initial mailing, a delinquent assessments statement meeting the requirements of Section 33.11 of the Property Tax Code will be mailed to the owner of each parcel having delinquent assessments. Page 9 of 14 2021 Fixed Lien PID Assessment ILA 5.At least 30 days, but no more than 60 days prior to July 1st of the collection year and following the initial mailing, a delinquent assessments statement meeting the requirements of Section 33.07 of the Property Tax Code will be mailed to the owner of each parcel having delinquent assessments. 6.For accounts that become delinquent on or after June 1st of the collection year, COUNTY shall mail a delinquent assessments statement meeting the requirements of Section 33.08 of the Property Tax Code to the owner of each parcel having delinquent assessments. 7.In the event DISTRICT levies a supplemental corrected assessment by order of its governing body after the assessment statements have already been mailed, CITY/TOWN shall provide COUNTY with an updated assessment roll identifying the corrected assessments levied by DISTRICT’S governing body under Local Government Code Section 372.017, as corrected by any supplemental assessments levied by its governing body under Section 372.019. CITY/TOWN agrees to pay COUNTY a programming charge of $5,000.00. COUNTY will mail corrected statements to the owner of each affected parcel. County will charge a fee for preparing and mailing will be at rate not to exceed $1.00 per corrected statement. The DISTRICT assessment shall be entered into the COUNTY records as a fixed lien and applied to the properties assessed by the DISTRICT as reflected on the Appraisal District records submitted to COUNTY. The corrected assessment is to be accompanied by the resolution passed by the governing body for the assessment year. The fee for this service will be the same per statement rate described in Section 1 of this Article VII. When a refund is required per Property Tax Code Section 26.07(g), COUNTY will charge a $.25 processing fee per check, in addition to the corrected statement mailing costs. Issuance of refunds, in the event of Page 10 of 14 2021 Fixed Lien PID Assessment ILA a corrected assessment roll, will be the responsibility of the COUNTY. CITY/TOWN will be billed for the refunds, postage and processing fees. 8.CITY/TOWN understands and agrees that COUNTY will, no later than January 31st of the assessment year, deduct from current collections of CITY/TOWN the "Total Cost" of providing all services described in Sections 1-5 above. This "Total Cost" includes any such services that have not yet been performed at the time of deduction. During the initial term of this Agreement, the "Total Cost" of providing all services described in Sections 1-5 above shall be the total of: $1.00 (the "per parcel rate") x the total number of parcels listed on CITY/TOWN's preceding assessments year Assessment Roll on September 30th of the assessments year. During the first and second renewal terms of this agreement, the "per parcel rate" will be the per parcel rate approved by Commissioners Court for the applicable assessments year, provided notice of that rate is provided to CITY/TOWN as described in Section 9 of this Article VII. In the event COUNTY does not provide CITY/TOWN with said notice, the per parcel rate charged during the preceding term will apply. In the event costs for additional delayed assessments statements, processing and mailing are incurred as described in Section 1, COUNTY shall bill CITY/TOWN for such amounts. CITY/TOWN shall pay COUNTY all such billed amounts within 30 days of its receipt of said bill. 9.The County Budget Office establishes collection rates annually based on a survey of actual annual costs incurred by the County in performing assessments collection services. The collection rate for each tax year is approved by County Commissioners’ Court, and all entities are assessed the same per parcel collection rate. Following approval Page 11 of 14 2021 Fixed Lien PID Assessment ILA of the collection rate for each assessments year, COUNTY will, at least sixty (60) days prior to the expiration date of the then-current term of this Agreement, provide CITY/TOWN with written notice of that rate. VIII. COUNTY agrees to remit all assessments, penalties, and interest collected on CITY/TOWN's behalf and to deposit such funds into the CITY/TOWN’s depositories, as designated: 1. For deposits of assessments, penalties, and interest, payment shall be by wire transfer or ACH to CITY/TOWN's depository accounts only as applicable, specific on the Direct Deposit Authorization executed between the CITY/TOWN and COUNTY. Only in the event of failure of electronic transfer protocol will a check for deposits of assessments, penalty and interest be sent by mail to CITY/TOWN. 2. In anticipation of renewal of this Agreement, COUNTY further agrees that deposits will be made daily through September 30th of the collection year. It is expressly understood, however, that this obligation of COUNTY shall not survive termination of this Agreement, whether by termination by either party or by failure of the parties to renew this Agreement. 3. In event that COUNTY experiences shortage in collections as a result of an outstanding assessment debt of CITY/TOWN, the CITY/TOWN agrees a payment in the amount of shortage shall be made by check or ACH to COUNTY within 15 days after notification of such shortage. Failure to remit payment of shortage restricts release of collected assessments until such time as payment is remitted. Page 12 of 14 2021 Fixed Lien PID Assessment ILA IX. In the event of termination, the terminating party shall be obligated to make such payments as are required by this Agreement through the balance of the assessments year in which notice is given. COUNTY shall be obligated to provide services pursuant to this Agreement during such period. X. This Agreement represents the entire agreement between CITY/TOWN and COUNTY and supersedes all prior negotiations, representations, and/or agreements, either written or oral. This Agreement may be amended only by written instrument signed by the governing bodies of both CITY/TOWN and COUNTY or those authorized to sign on behalf of those governing bodies. XI. Any and all written notices required to be given under this Agreement shall be delivered or mailed to the listed addresses: COUNTY: County Judge of Denton County 110 West Hickory Denton, Texas 76201 Telephone: 940-349-2820 CITY/TOWN: Town Manager 1 Trophy Wood Dr Trophy Club, Tx 76262 Page 13 of 14 2021 Fixed Lien PID Assessment ILA XII. CITY/TOWN hereby designates _________________ to act on behalf of CITY/TOWN, and to serve as Liaison for CITY/TOWN to ensure the performance of all duties and obligations of CITY/TOWN as stated in this Agreement. CITY/TOWN’s designee shall devote sufficient time and attention to the execution of said duties on behalf of CITY/TOWN in full compliance with the terms and conditions of this Agreement; shall provide immediate and direct supervision of the CITY/TOWN employees, agents, contractors, subcontractors, and/or laborers, if any, in the furtherance of the purposes, terms and conditions of this Agreement for the mutual benefit of CITY/TOWN and COUNTY. XIII. In the event that any portion of this Agreement shall be found to be contrary to law, it is the intent of the parties that the remaining portions shall remain valid and in full force and effect to the extent possible. XIV. The undersigned officers and/or agents of the parties are the properly authorized officials and have the necessary authority to execute this agreement on behalf of the parties. Each party hereby certifies to the other that any resolutions necessary for this Agreement have been duly passed and are now in full force and effect. Executed in triplicate originals this, _____________ day of _________________ 20____. Town Manager or assignee 2021 Fixed Lien PID Assessment ILA COUNTY CITY/TOWN BY:__________________________ Name: ________________________ Title: _________________________ ATTEST: BY:__________________________ Name_________________________ Title__________________________ APPROVED AS TO FORM: ______________________________ Attorney Denton County BY:___________________________ Honorable Andy Eads County Judge ATTEST: BY:____________________________ Juli Luke Denton County Clerk APPROVED FORM AND CONTENT: _______________________________ Michelle French Tax Assessor/Collector Page 14 of 14 Denton County Texas 110 West Hickory Denton, Texas 76201 _______________________________________ Town of Trophy Club •512 registered runners •A total of $10,462.29 in registrations sales •Swag Bags were provided at the Community Pool from August 30 –July 2 •Meat U Anywhere breakfast was provided by BARA Church •3 Volt attended the race to “hype” the runners •National Anthem was performed by Christi Kendrick with Fellowship United Methodist Church •Various volunteers from Cross City Church assisted with the race •43 registrations were received •Over 70 participants •Congratulations to our parade winners Page 1 of 2 To: Mayor and Town Council From: Lisa Payne, Town Planner CC: Wade Carroll, Town Manager Leticia Vacek, Town Secretary/RMO Re: Case AP-21-001 Town Council Meeting, July 27, 2021 Agenda Item: Case AP-21-001 (Section 11, Lots 1365R2 & 1366R1) Take appropriate action regarding a request for an amended plat for Trophy Club Section 11, Lots 1365R2 & 1366R1, located south of Meadowbrook Lane and approximately 180 feet west of Rockwood Drive. Strategic Link: Nature & Beautification – Maintain Town assets, services, and codes or ordinances that preserve the natural beauty of the Town. Background and Explanation: The applicant has recently owned three consecutive lots on Meadowbrook Lane (Section 11, Lots 1364R, 1365R2, and 1366R1) and has come before P&Z and Council in 2018 and 2019 with amended plats to move common lot lines outward to increase the size of Lot 1365R2. The applicant would now like to move the common lot line between Lots 1365R2 and 1366R1 back to its original location which is 10’ to the east of its current location. Note #13 on the overall plat for Trophy Club Section 11 (Exhibit B) states that there is a 10’ wide utility and/or drainage easement centered about all side lot lines. Thus, this request also includes abandoning a 10’ wide drainage & utility easement (5’ on each side of the old lot line) and establishing a 10’ drainage & utility easement centered on the new lot line. The applicant has obtained signatures from utility entities via the Easement Abandonment Form that is attached (Exhibit C). This form requires these entities to verify if abandonment of the easement is acceptable in this specific location and provide direction if there’s a conflict. Lot 1365R2 is currently vacant and a house sits on Lot 1366R1. Lot 1365R2 will decrease in width from 105’ to 95’ and Lot 1366R1 will increase from 80’ in width to 90’ which means both lots will Page 2 of 2 comply with the 80’ minimum width requirement for properties zoned R-10. This proposed amended plat conforms to the Town’s Subdivision Regulations and Zoning Regulations. Financial Considerations: Not applicable. Legal Review: The Town Attorney has reviewed said item and concurs with staff recommendation. Planning & Zoning Commission Recommendation: The P&Z Commission considered this item on July 1, 2021 and unanimously approved the amended plat. Staff Recommendation: Staff recommends approval of the amended plat. Attachments: • Exhibit A – Location Map • Exhibit B – Section 11 Plat 9.22.1980 • Exhibit C – Easement Abandonment Form • Exhibit D – Amended Plat Exhibit C Exhibit C Exhibit C Exhibit C Exhibit C Exhibit C Exhibit C 6/14/2021 Wes Parnell Lot 55 and 57 Trophy Club, TX 76262 SUBJECT: Encroachment of Lot 55 and 57, Trophy club, TX. Spectrum Communications hereby grants a 10’ encroachment for the purpose of moving easements 5’ back to original standing into a portion of the property easement currently 10’ General Utility Easement associated with the property located at lot 55 and 57, within the City of Trophy Club, Texas 76262. Spectrum Communications reserves the right to have access to any applicable utility easements on the property for the purpose of future construction or maintenance. The owner and/or lessee of said property may also be responsible for the relocation/removal of any structure interfering with access to these easements, if necessary. Spectrum Communications currently has no facilities within this easement. If it has not already taken place, please call 1-800-DIG-TESS to have facilities marked and located within affected easements before any excavations are started. For future reference, please send all utility coordination, abandonments, encroachments, plat signatures, or serviceability requests, or notices of relocation to Please share this information with whoever needs these services. Sincerely, Marla CollierBusiness Development SpecialistSpectrum Communications Exhibit C Exhibit C Page 1 of 2 To: Mayor and Town Council From: Mike Erwin, Finance Manager CC: Wade L. Carroll, Town Manager Leticia Vacek, Town Secretary Re: Adopting EDC 4B Fiscal Year 2022 (FY22) Budget Town Council Meeting, July 27, 2021 Agenda Item: Consider and take appropriate action regarding the approval of the Trophy Club Economic Development Corporation 4B Budget for Fiscal Year 2022 submitted to the Town Council by the EDC 4B Board (M. Erwin). Strategic Link: Administrative & Financial Services – Exercise fiscal discipline in all Town operations. Background and Explanation: The Fiscal Year 2022 EDC 4B Budget has been approved by the Corporation and is ready for adoption. Financial Considerations: The Fiscal Year 2022 EDC 4B Budget projects $657,705 of revenue and $303,015 of expenditures related to economic development for the Town of Trophy Club. Legal Review: None applicable Board/Commission/ or Committee Recommendation: The EDC 4B held a meeting on July 7, 2021 to discuss the proposed Fiscal Year 2022 Budget for EDC 4B and recommended approval of the budget. Staff Recommendation: Staff recommends approval of the FY22 EDC Proposed Budget. Page 2 of 2 Attachments: Fiscal Year 2022 EDC Proposed Budget Town Council Approval: Mayor Alicia Fleury or designee TOWN OF TROPHY CLUB, TEXAS Annual Program of Services EDC 4B FY 2019 ACTUAL FY 2020 APPROVED FY 2020 ACTUAL FY 2021 AMENDED BUDGET FY 2021 ESTIMATE FY 2022 PROPOSED FY 2023 PROJECTED FY 2024 PROJECTED Starting Net Position 636,691$ 331,798$ (32,312)$ 365,706$ 365,706$ 206,553$ 561,243$ $ 924,500 Revenue Sales Tax - General $ 497,487 $ 486,224 $ 575,821 $ 525,000 $ 600,942 $ 600,000 $ 612,000 $ 624,240 NTX Magazine Revenue - - - - - - - - Interest Income 5,454 4,000 - 4,000 0 4,080 4,162 4,245 Miscellaneous Revenue - - 64,106 - - 53,625 52,625 51,625 Total Revenue 502,941$ 490,224$ 639,927$ 529,000$ 600,942$ 657,705$ 668,787$ 680,110$ Expenses Professional Outside Services $ 1,116 $ 4,000 $ 3,254 $ 4,000 $ 4,000 $ 15,000 $ 15,300 $ 15,606 Auditing 2,000 4,000 4,000 4,000 4,000 5,000 5,100 5,202 Advertising 3,895 35,000 - 35,000 15,506 35,000 35,700 36,414 Printing 34 200 - 200 100 200 204 208 Schools & Training - 1,000 - 1,000 1,000 1,000 1,020 1,040 Dues & Membership - 1,200 - 1,200 1,200 1,200 1,224 1,248 Travel & Per Diem - 750 - 750 500 750 765 780 Office Supplies 25 200 - 200 200 200 204 208 Miscellaneous Expense 2,501 4,000 2,500 4,000 2,000 4,000 4,080 4,162 EDC Projects - - - - - - - - Incentive Programs 696,940 - - - 297,722 - - - Transfer to General Fund/DSR - 30,000 30,000 30,000 230,000 40,000 40,000 40,000 Transfer to Debt Service 99,023 201,555 - 203,668 203,668 200,257 201,518 202,263 Bond Principal - - 96,555 - - - - - Bond Interest 1,900 - 105,000 - - - - - Debt Issue Cost - - - - - - - - Paying Agent Fees 400 400 600 400 200 408 416 424 Total Expenses 807,834$ 282,305$ 241,909$ 284,418$ 760,095$ 303,015$ 305,531$ 307,556$ Net Increase (Decrease)(304,893)$ 207,919$ 398,018$ 244,582$ (159,153)$ 354,690$ 363,256$ 372,554$ Ending Net Position $ 331,798 $ 539,718 $ 365,706 $ 610,289 $ 206,553 $ 561,243 $ 924,500 $ 1,297,055 Page 1 of 2 To: Mayor and Town Council From: Mike Erwin, Finance Manager CC: Wade L. Carroll, Town Manager Leticia Vacek, Town Secretary Re: Approval of the CCPD Fiscal Year 2022 (FY22) Budget Town Council Meeting, July 27, 2021 Agenda Item: Consider and take appropriate action regarding the approval of the Trophy Club Crime Control and Prevention District (CCPD) Budget for Fiscal Year 2022 submitted to the Town Council by the CCPD Board (M. Erwin). Strategic Link: Administrative & Financial Services – Exercise fiscal discipline in all Town operations. Background and Explanation: The CCPD Budget met its requirement for one public hearing on July 14, 2021 and can be adopted based on Texas Local Government Code. Financial Considerations: The Fiscal Year 2022 CCPD Budget projects $300,000 in revenue, $52,450 in use of fund balance and $352,450 in expenditures related to the public safety of the Town of Trophy Club. Legal Review: None applicable Board/Commission/ or Committee Recommendation: The CCPD Board met on July 14, 2021 to discuss the proposed Fiscal Year 2022 Budget for CCPD and recommended approval of the budget. Staff Recommendation: Staff recommends approval of the CCPD Budget for Fiscal Year 2022. Page 2 of 2 Attachments: Fiscal Year 2022 CCPD Proposed Budget Town Council Approval: Mayor Alicia Fleury or designee TOWN OF TROPHY CLUB, TEXAS Annual Program of Services CCPD Fund FY 2019 ACTUAL FY 2020 APPROVED FY 2020 ACTUAL FY 2021 AMENDED BUDGET FY 2021 ESTIMATE FY 2022 PROPOSED Beginning Fund Balance 77,222$ 229,884$ 79,228$ 274,091$ 110,856$ 142,204$ Revenue Sales Tax $ 244,325 $ 235,819 $ 284,426 $ 262,500 $ 308,074 $ 300,000 Grant Revenue - - 5,669 - 1,448 - Interest Income - - - - - - Assets Sold - - 3,200 - - - Total Revenue 244,325$ 235,819$ 293,295$ 262,500$ 309,522$ 300,000$ Expenditures Personnel Salaries -$ -$ -$ $ - $ - $ - Overtime - 20,040 2,476 20,040 20,866 - Longevity - - - - - - Annual Stipend - - - - - - Retirement - 2,657 - 2,729 - - Social Security Taxes - 1,242 - 1,242 - - Medicare Taxes - 291 - 291 - - Workers' Compensation - 446 400 446 394 - Total Personnel $ - $ 24,677 $ 2,876 $ 24,748 $ 21,259 $ - Services & Supplies Professional Outside Services 13,783$ 26,000$ 32,081$ $ 26,000 $ 25,957 $ 26,000 Schools & Training 19,260 15,400 15,417 15,400 15,353 16,000 Qualifying Expenses 17,218 18,250 11,290 18,250 14,174 18,500 Meetings - - - - - 700 Office Supplies - - - - - 2,750 Postage - - - - - 500 Publications/Books/Subscription - - - - - 2,500 Uniforms 4,028 6,000 132 6,000 5,905 6,000 Protective Clothing - - 1,931 - - - Small Equipment 46,960 44,900 40,770 50,000 48,838 54,500 Total Services & Supplies 101,248$ 110,550$ 101,620$ 115,650$ 110,228$ 127,450$ Capital Capital Outlay $ 40,297 $ 47,500 $ 45,217 $ 150,000 $ 146,686 $ 225,000 Total Capital 40,297$ 47,500$ 45,217$ 150,000$ 146,686$ 225,000$ Total Expenditures 141,545$ 182,727$ 149,713$ 290,398$ 278,173$ 352,450$ Other Sources (Uses) Transfer Out $ 49,881 $ 51,281 $ 51,281 $ - $ - $ - Total Other Sources (Uses)49,881$ 51,281$ 51,281$ -$ -$ -$ Net Increase (Decrease)152,662$ 104,373$ 194,863$ (27,898)$ 31,348$ (52,450)$ Ending Fund Balance $ 229,884 $ 334,257 $ 274,091 $ 246,193 $ 142,204 $ 89,754 A new way to promote the ethical use of technology in public safety Transparency Portal Flock Safety’s Transparency Portal is the first public-facing dashboard for law enforcement agencies, city leaders, and local government officials to share policies, usage, and public safety outcomes related to automatic license plate recognition (ALPR) technology. Promote transparency and accountability in the use of policing technology in order to build community trust while creating a safer, more equitable society. Make your ALPR policies and usage publically available with a shareable link. Build trust and engage the public in a dialogue about ALPR’s ability to capture objective evidence used by law enforcement to eliminate crime without invading the privacy of citizens. Build community trust while creating a safer, more equitable society. Display your Flock Safety metrics automatically. Tout the ROI of ALPR to stakeholders in your community with real-time usage stats for Hot List alerts, vehicle detection, crimes solved, and more in fully customizable modules. “The [Transparency Portal] underscores our deep commitment to openness, accountability, and integrity." Chief Bowers Piedmont, CA Police Department Provide easy access to Search Audit reports. Demonstrate your commitment to accountability and integrity by proactively providing access to downloadable search audit reports* detailing the user, date, number of cameras, and reason for each search conducted with Flock Safety. *optional feature; can be disabled Transparency Portal FAQs For existing Flock customers 1. What is the Transparency Portal? The Transparency Portal is a tool that allows Flock customers to have a public-facing dashboard that details the policies in place by the purchaser, as well as automatically updated metrics from the Flock system. Its goal is to allow Flock users to engage the public in how the technology is being used effectively and without negatively impacting privacy. 2. Does it cost anything? There is no additional cost to enable the Transparency Portal. 3. Who is able to see the Transparency Portal? Once your organization opts-in to the portal, the portal is available to the entire world via a public url. This url can also be linked to or embedded on any other page. 4. How can I enable a Transparency Portal for my organization? Your Market Manager can assist you in setting up your Transparency Portal. Just reach out to Flock! 5. Can the portal content be customized? Yes! During the setup process, Flock can provide you with recommended defaults, but the content of the portal is totally customizable. Policy names/entries, ordering of items, and what data you show/hide are all able to be customized. Although Flock will recommend default settings, ensuring that the defined policies are accurate is still the responsibility of the organization. 6. What Flock metrics can be included in the portal? ●Hotlist Sources - The hotlist data sources that your organization may be alerted on. e.g. NCIC, NCMEC Amber Alert ●Data Retention - The number of days that the Flock system retains captured data before hard deleting. ●Number of Owned Cameras - The number of cameras owned by the organization. ●Organizations with Access - A list of other organizations that have either search or hotlist access to any cameras owned by the organization. ●Plate Reads (30 days) - The number of license plates captured in the last 30 days for all cameras owned by the organization. ●Plate Hits (30 days) - The number of hotlist hits detected in the last 30 days for all cameras owned by the organization. ●Searches (30 days) - The number of searches done in the last 30 days by any user in the organization. ●Search Audit CSV - A downloadable CSV that makes public all searches done in the last 30 days by any user in the organization. The CSV consists of 4 columns: Unique Anonymized ID of the search, Unique Anonymized ID of the user, the number of cameras searched, the reason listed for the search. EFFICIENT. EFFECTIVE. ELECTRIC. Zero Motorcycles is the next step in police and authority motorcycle evolution . Stealthy, c lean and efficient, electric moto rcycles provide a new tactical advantage in law enforcement, emergency services and mi litary applic at ions . With no gears, c lutch or noise , Zero motorcyc les are easy to operate and improve situational awareness. Whi le in crowds or indoors, the absence of exhaust e liminates vent ilat ion concerns and creates new patro ll ing scenarios . Over 100 agenc ies worldwide be nefit from having Zero moto rcycles in their f leet. ZERO MOTORCYCLES ARE UNIQUELY SUITED FOR -Patro ll ing public lands , parks, beaches, tra ils , running paths -Event safety and crowd control at concerts, parades, sporting events -Traffic enforcement in dense urban centers , pedestrian areas and surface streets -Stea lth patrol for drug enforcement, border/perimeter security, co ll ege campuses and any situation w here si lence is an advantage -Emergency response scenarios where maneuve rabi lity and agi lity are key REASONS TO RIDE ELECTRIC -Economical to operate -about a penny- per-mi le in 'fue l" cost -Easy to maintain -powertrain requires no schedu led maintenance -Bui lt to last -batteries exceed the life of the motorcycle -Community connection -quiet and environmentall y conscious NEW TACTICAL ADVANTAGES -No shifting , instant torque from O rpm -Silent id le and stealthy pursuit -Lightweight, high ly maneuverable -Rapid acceleration up to 102 mph -Rugged on/off-road versati lity ELIMINATE GASOLINE COMPLICATIONS -Reduce noise and exhaust disturbances -Eliminate gas and oi l spi ll s -Eradicate burn and fire risks -No tai lpipe em issions -Never stop for gas, "refuel" from any standard outlet GRANTS AVAILABLE Grants may be avai lable for both public and private organizations when purchasing electric patrol vehicles. Grants -and other incentives -can offset some or all of t he vehic le purchase price. For additional info, contact httQ;//www.PQljcearantshelp,com/ 3 ~1 011 'F AND AUTHOF-ilTY MOTORCYClJ S CUSTOM BUILT TO YOUR SPECIFICATIONS CAPACITIES 6 • Detachable windscreen Top box by G IVI ® and rack Ha nd g uards Side cases by GIVI® and rack W he len® T IR3 lights and siren ZF14.4, Z F14.4 +Power Ta nk ZF7.2 M odel s hown: Zero DSRP wi th avai lab le options . STANDARD POLICE PACKAG E -Whelen® TIR3 Emergency Lights - front, side and rear-facing -Whelen® Siren with PA and Microphone -Front battery/frame protection bars (drop bars) -Stealth mode switch -headlight, taillight, dash li ght cut switch -Locking tank t runk AVAILABLE OPTIONS FOR POLICE MODELS -Power Tank (extends range on Zero DSRP) -Charge Tank (red uces charge t imes on Zero DS RP) -Off-board Quick C hargers (red uce charge times o n all models) -Rear rack, top box, side cases -1 2 V accesso ry socket kit -Hand guards -Aggressive foot pegs - Rain guard -C hain ki t - W indscreen -Te lescoping pole light -LED license p late holder - Parking brake -Smartphone mount COVERT AND CUSTOM The Zero MMX is perfectly suited to m ili tary app licat ions where si le nce , low heat signat u re, lack of exhaust , ease of operation and responsiveness are essentia l. Using Zero Motorcyc les' industry lead ing Z-Force® powertrain, it features quick swappable power packs, direct drive gearing and an air-coo led motor. With no transmission , powertrain fluids or gas , and weighing on ly 275 lb, the Zero MMX is easy to transport and maintain . While designed for military personnel, the Zero MMX is available to civilian agencies for off-road use. COLOR CAPACITY ZF7.2 8 Hand guards Passenger foot pegs Pirelli Scorpion MT-21 Ral lycross tires STANDARD FEATURES -Keyed ignition -Digital dash -Modular and quick swappable power packs - A bility to operate in wet con d iti ons with a one-meter submersion capability -Hand guards -Tie downs and tow cables -Aggressive foot pegs - C hain drive -Off-board charger -Off-road tires -Ki c kstand AVAILABLE OPTIONS - Top rack -Fro nt frame protection/accessory mounting bars -Parking brake - 1 2V accessory socket -Passenger fo ot pegs Model s hown: Zero MM X with ava il ab le options. g 10 THEIRS. Internal combustion : co mpli cated, wasteful , high maintenance. OURS. Z-Force® motor: elegant, efficient, contains one moving part. Z-FORCE@ MOTOR M ASSIVE TORQUE The Z-Force® m oto r was d es ig ned by Zero Motorcycles in Sa nta Cruz, Californ ia, a nd engi neered for opt im um pe rfo rmance, eff icie ncy, size an d re li ab ility. Wi th no flu id s to maintain and a s ing le moving part , t he motor delive rs tro u bl e-free performance for the li fe of t he vehicle. -Up to 11 6 ft-lb of inst ant torq ue and 70 hp -Smoot h, rap id acce leration in all co nd it ions -Requires no rou tin e maintena nce -Air-coo led with no coo lant to change or leak -Re g en erat ive bra kin g extends range ZERO'S MOBILE APP GET CONNECTE D Z-FORCE® POWER PACK MORE EN ER GY ZERO MOTORCYCLE S O Zero Motorcycles' prop riet ary battery syste m s feat ure t he hi ghest e ne rgy and power density in the electric vehic le industry, providing the longest ran ge of any productio n electric motorcyc le. Advanced Li -Ion ce ll c hemist ry and bat tery management systems ensu re a mai ntenance-free lifetim e of service. -Powe r packs on police models are backed by a five-year, un limited mi leage war ranty (one year o n Ze ro MMX, restrict ions apply) -Ce ll s last 2,500 fu ll c harge cycles and re tain greater t han 80% capacit y -Robust, weatherproof batteries are reliable, even in harsh conditio ns -Advanced battery management system w ith enhanced 24/7 cell monitoring -Avai lable Power Tank extends range on Zero DSRP C ustom izing performance and manag ing your fleet of motorcycles is made easy with the free Zero Motorcycles mobi le ap p. Whi le riding , t he ap p p rovides rea l-ti me dat a and serve as a supplement al dash d is p lay. W hi le parked, with the app you can: -C usto m ize top speed, max to rque and regenerat ive braking -See d et ai led ana lysis of battery and charging stat us View d ata on ene rgy use, "fue l" economy and cost savings -Send di agnostic info rmatio n to Ze ro Motorcycles -Save t ime and money by u pdat ing ve h ic le firm w are 11 SPE_C ~IFICATIONS ZERO DSRP ZF14.4 ZERO DSRP ZF14 .4 +POWER TANK RANGE* City 157 mi les (253 km) 196 miles (315 km) Highway, 55 mph (89 km/h) 88 m il es (142 km) 110 miles (17 7 km) • Combined 11 2 mi les (180 km) 141 miles (227 km) Highway, 70 mph (1 13 km/h) 64 m il es (103 km) 80 miles ( 129 km) • Combined 91 m ile s (146 km) 114 miles (183 km) MOTOR Peak torque 116 ft-lb (157 Nm ) 116 ft-lb (157 Nm) Peak power 70 hp (52 kW)@ 3,500 rpm 70 hp (52 kW)@ 3,500 rpm To p speed (max) 102 mph (164 km/h) 102 mph (164 km/h) Top speed (sustained) 90 mph ( 145 km/h ) 90 mph (145 km/h) Type Z-Force® 75-7R pas sive ly air-cooled, high effic iency, rad ial f lux, inter ior permanent hi-temp magnet, brush less moto r Contro ll er Hig h efficiency, 775 amp, 3-phase brush less controll er with regenerative deceleration POWER SYSTEM Power pack Z-Force® Li-Ion in tell igent integrated Z-Force® Li-Ion intelligent integ rated Max capacity 14.4 kWh 18.0 kWh Nominal capac ity 12.6 kWh 15.8 kWh Charger type 1.3 kW, integrated 1.3 kW, integrated Charge time (standard) 9.8 hours ( 100% charged)/ 9.3 hours (95 % charged) 12.1 hours (100% c harged)/ 1 1.6 hours (95% charg ed) • With Charge Tank opti on 2.5 hou rs (100% charged)/ 2.0 hours (95% charged) N/A C harge Tank option charging Speed 75 m iles per hour ( 120 kilometers per hour) N/A With Charge Tank opt ion + onboa rd 2.1 hou rs (100% charged )/ 1.6 hou rs (95% cha rge d) N/A 6kW C harge-Tank+ OE Onboard 91 m il es per hour ( 146 kilometers pe r hour) N/A Cha rging Speed (City, 0 to 95%) • With one accessory charger 5. 7 hours ( 100% cha rged)/ 5 .2 hours (95 % c harged) 7.0 hours (100% charged)/ 6.5 hours (95% cha rged) • With max accessory chargers 2.8 hours (1 00% cha rg ed)/ 2.3 hours (95% charged) 3.3 hours ( 100% charged)/ 2.8 hours (95 % charged) Input Standard 110 V or 220 V Standard 1 10 V or 220 V DRIVETRAIN Transm ission Clutch less direct d ri ve Clutchless direct drive Final drive 90T / 20T, Poly C ha in ® HTD® Carbon TM belt 90T / 20T, Po ly Chain® HTD® Carbon™ belt CHASSIS/ SUSPENSION/ BRAKES Front suspension Showa 41 mm inverted cart ridge fo rks, with adjustab le spring pre load , com pressio n and re bound damping Rear suspension Showa 40 mm piston , p iggy-back reservo ir shock with adjustab le spri ng preload, compression and rebound damping Fro nt suspension travel 7.00 in (178 mm) 7.00 in (1 78 mm) Rear suspension t ravel 7.03 in (179 mm) 7.03 in (179 mm) Front brakes Bosch Gen 9 ABS , J-Juan asymmetric dual p iston f loat in g caliper, 320 x 5 mm disc Rear brakes Bosch Ge n 9 ABS, J-J uan single piston floating caliper, 240 x 4.5 mm d isc Front tire Pirell i MT-60 100/90-19 Pirelli MT-60 100/90-19 Rear tire Pirell i MT-60 130/80-1 7 Pirelli MT-60 130/80-1 7 Front wheel 2.50 X 19 2.50 X 19 Rear wheel 3.50 X 17 3 .50 X 17 DIMENSIONS Whee lbase 56.2 in (1,4 2 7 mm) 56.2 in (1,427 mm) Seat he ig ht 33.2 in (843 mm) 33.2 in (843 mm) Rake 26.5° 26.5° Trail 4.6 in (117 mm) 4.6 in (1 17 mm) WEIGHT Curb weight 443 lb (201 kg) 487 lb (221 kg) Carrying capacity 332 lb (151 kg) 288 lb (131 kg) ECONOMY Equivalent fuel economy (city) 419 MPGe (0.561/100 km) 419 MPGe (0.56 1/100 km) Equivalent fuel economy (highway) 17 2 MPGe (1.37 1/100 k m) 172 MPGe(1.37 l/100 km) Typ ical cost to recharge $1.6 1 $2.02 12 ZERO MOTORCYCLES 0 • Range and top speed vary based o n rid ing style and drivetrain conf iguration. 13 - SPECIFICATIONS ZERO FXP ZF7.2 RANGE * City 88 m il es (142 km) Highway, 55 mph (89 km/h) 51 mi les (82 km) • Combined 65 m iles (105 km) Highway, 70 mph (113 km/h) 32 miles (51 km) • Combined 47 miles (76 km) MOTOR Peak torque 78 ft-lb (106 Nm) Peak power 46 hp (34 kW) @ 4,300 rpm Top speed (max) 85 mph (137 km/h) Top speed (sustai ned) 70 mph (113 k m/h) Type Z-Force® 75-5 passively air-cooled, high eff ic iency, rad ial flux, interior permanent magnet, brushless motor Controller Hig h efficiency, 550 amp, 3-phase brushless controller with regenerative deceleration POWER SYSTEM Power pack Z-Force® Li-Ion intelligent integrated Max capacity 7.2 kWh Nominal capacity 6.3 kWh Charge r type 650 W, integrated Charge time (standard) 9.7 hours (100% cha rged)/ 9.2 hours (95% charged) • Wit h one accessory charger 4.1 hours (100% c harged)/ 3.6 hou rs (9 5% charged) • Wit h max accessory chargers 1.8 hours (100% charged)/ 1.3 hours (95% charged) Input Standard 110 V or 220 V DRIVETRAIN Transmiss ion Clutchless direct drive Final drive 90T / 18T, Poly Chain® HTD® Carbon™ belt CHASSIS/ SUSPENSION / BRAKES Front suspension Showa 41 mm inverted cart ridge forks, w ith adjustable spring preload, compression and rebou nd damping Rear suspension Showa 40 mm piston, pi ggy-back rese rvoir shock w ith adj ustable spring preload, compression and rebound damping Front suspension trave l 8.60 in (218 mm) Rear suspension trave l 8.94 in (227 mm) Front brakes Bosch Gen 9 ABS, J -Juan dual piston floating ca liper, 240 x 4.5 mm disc Rear brakes Bosch Gen 9 ABS, J-Juan s ingle piston fl oating caliper, 240 x 4 .5 mm disc Front ti re Pirelli Scorpion MT 90 A/T 90/90-21 Rear tire Pirelli Scorpion MT 90 A/T 120/80-18 Front wheel 1.85 X 21 Rear wheel 2.50 X 18 DIMENSIONS Wheelbase 56.6 in (1,438 mm) Seat heig ht 3 4 .7 in (881 mm) Rake 25.4° Trail 4.1 in (104 mm) WEIGHT Curb weight 302 lb (137 kg) Ca rrying capac ity 328 lb (149 kg) ECONOMY Equiva lent fuel economy (city) 468 MPGe (0.501/100 km) Equiva lent fuel economy (highway) 172 MPGe (1.371/100 km) Typica l cost to re charge $0.81 14 ZERO MOTORCYCLES 0 ZERO MMX ZF7.2 RANGE* City 79 m iles (127 km) Recon riding 65-175 minutes Aggressive tact ical rid ing 45-1 55 minutes MOTOR Peak torque 78 ft-lb (106 Nm) Peak power 46 hp (34 kW) @ 4,300 rpm Top speed (max) 85 mph (137 km/h) Top speed (sustained) 70 mph (113 km/h) Type Z-Force® 75-5 pass ively a ir-cooled, h igh eff ici ency, ra dial f lux, inter ior permanent magnet , brushless motor Controll er Hig h efficiency, 550 amp, 3-phase brushless contro ll er with regenerat ive deceleration POWER SYSTEM Power pack Z-Force® Li-Ion inte lli gent modular Max capacit y 7.2 kWh Nominal capacity 6.3 kWh C harger type 1 kW, standalone C harg e t ime (standard) 6.0 hours (100% charged)/ 6.5 hou rs (95% c harged) • Wi th one accessory cha rger 3 .5 hours (1 0 0% charg ed)/ 3.0 hou rs (95% charged) • Wit h max accessory c hargers 2.0 hours (100% charged)/ 1.5 hours (95% charged) Input Standard 110 V or 220 V DRIVETRAIN Transmiss ion C lutch less direct drive Fina l drive 65T / 12T, 520 cha in CHASSIS/ SUSPENSION / BRAKES Front suspension Showa 41 mm inve rt ed cartridge forks, w ith ad justable spring preload, com pression and rebound damping Rear suspension Showa 40 mm piston, piggy-back reservo ir shock with adjustable spring pre load, compression and rebound damping Front suspension t rave l 8.60 in (218 mm) Rear suspension travel 8.94 in (227 mm) Front brakes J-Juan dual piston floati ng c aliper, 240 x 4.5 mm d isc Rear brakes J -Ju an single piston f loating caliper, 240 x 4.5 mm disc Front t ire Pirelli MT-21 Ra ll ycross 90/90-2 1 Rear ti re Pire lli MT-21 Ra ll ycross 120/80-18 Front whee l 1.85x 21 Rear wheel 2.50 X 18 DIMENSIONS W heelbase 56.6 in (1,438 mm) Seat height 34.7 in (881 mm) Rake 25.4° Trai l 4.1 in (104 mm) WEIGHT Curb we ight 275 lb (125 kg) Carrying capaci ty 355 lb (161 kg) ECONOMY Equiva lent fuel economy (city) 420 MPGe (0 .561/100 km) Typica l cost to recharge $0.81 • Range and top speed vary based o n riding style and drivetrai n configuration. 15 •-on2020M..-,....,Si.t•Fb6ote-•E-.-Procr.., ti.l.:JonG-60"ICll'lo-e0mllf\0-IDOrrc:,t,,IGID~WOlllapt..._,•AetWll,,,._..Ml,,.,,,1020Food~~• ... .-c.Qto,Utol"'1'))L~•WO.~., lhlUSa\ ... t11--tcW011-...,,pam.•1-~IUOIC'1Pt.1Gnfroll'OIO,....,,_,a-.an--dlit .. St..Clealpl,oni...-....,r.-F«_<_,..._..,... .. _,,.,.Yll"C-,out••not......:ito._,__..,1U~ _...,, ...... 0vt.t .. 11ld<.,,..,.._.,_.."' • .,~,-~-•lndlal(91"1-~-l\l~Aw.a.abl9""'nftl~lt~IOIDWl• ....... ·n.t..u-san-1 .... ...i .. 1r.1«:to,yloclil,on• r-.c--.,to.-pOll<.••••ad~,__,.._,u_,•t-lM<brN..-.c.11V"7Jtft 2021 POUCI &SPKIALUAYIC ■"YIHICL.aS • fordpoUcewhk-..coffl '20 t8MY EF'"'-'"'"'19d •&ll .... of15cftw/20hwy/17tomt:>lf-.i l'l'Ql.l1L .\WO.lchMll,.,.....,oillYW)'.12020 MYEl'•-,--c~ .. llreofl4.._,lc1ual.,,......wlll...,,.~f<AI C0nsumpt1011 •t.,,.t .. -b-.:l on""" t1ow....-i.w.,c1umt2t>o:;u1ofcoruinuous,cn,,..venic.s _.cir-,1oo1emo1n•r-ioer-r1CJNm l)flor tolclir',a.iiti.tKq-~i.dln an lnCIOof f.-11ir•1 7.)0F Tl'l'tfli:ll~-•--•ao;tlrnl9d dulirc 1r..1a1·Ciimll1•Con1101"1C...wt10 fullcoolcondl1,on;~ .. A,,.dloSy.1am.N1 m lO'lll,o r ~..o1ume.An.-tnc.i._.cnwlo9d boo.dr-'"l ll~-•l$0corrot,;19d lO ~~'s12-«111bt,11-,v10 lil'nl.Aai. 1N1fol.._,.ftl>INIIMl~IICCftAOfYlo..-E.........,cyUCht1(flt15-)·~~C-W(.-:.).,,,.,.>:~hdio(•1.4-)~\Mtlnidlltaols ... ...i.bll•fold.lOl~.•9Jr ... •pllcnofEl0~MI l)fOdu(fl•bcMl7681)0Undt,olC0,-l9dt1omlhe~Mlf\llllcont-.tieawdlt,1 todM•~by 1,..U.S(,...ylnfotrn«lon-l«lllon(htl1>·/ffo,d,.t-...e()Of\) Th• Polin Interceptor Utlllty-that come ■ ■tandard •• a hybrid electric v•hlcle (H•v> with AWD-offer• •l&nlflcant potential fuel aavln&•· Jts 11thhJm-100 hybrid battery can provk:le added benefits when considerina the unique k:!Ung demal"Kfs of day-to-day potice use While drlvln1. Pollce Interceptor Ut"lty (standard HEV AWO) projected fuel economy compares favorably against the past-generation Police Interceptor Uu~ty (3.7L AWO) ---, 2018 Police lntarcaptorUtlllty (3.7L AWO) 2Q,QQQ ,....Cl""-npe1- ~ 17 MPG 1~--fflmllt.oconit:wild,.llf\l) ; 1 ,176IAIIO<>lol Ml~pet- 2021 Police Interceptor Utlllty 7 (standard HEY AWD) 20,0QQ ,_o,_,pet,_ + 24 MPG ~~~~-,,.,. = 833 ,allonJott...i~--.- While drlVing, the 2021 Police Interceptor UUl1ty (standard HEV AWD) potentially,.,,.. 343 saHr • of fuel pe, ,..,, oe, '9hocle While ldlln1. Even when not In motion, potJcevehlcln must constantly keep their~ runnlna to power electrical equipment. Ford data Shows that pollee veh,cles spend approximately 61% of each shift at engine Idle; ThlS eciuates to touahly 4.9 hours of «very B*hour shift. The Polk:e lntetceptor Ut1Uty (standard HEY AWO) reduces engine Ide til'rle by pewerlng the hl&h electncal lo.tels of a pohce veh1Clew1th its lithium-Ion battery. So the engine runs less -!ntermtttentlycalled upon to top off the battery 2018 Polka Interceptor Utility (37L AWO) 4 .9 ~~-8~- x.465 .-i-.. ,,....COft_pe ,,_..,. X 2 ....,1ts_...,~ x 365a...,-_, = 1 ,663 .-iion.att1,.i~-)UI T 2021 Police lntarceptOf Ut"fty (standa1d HEY AWO) X .204 .-i....,.t,_COft..,.,...._,_,, x 2 ~-0II x 365a.va .. -.- := 73O,-oon1afl\.et--- While ~Una. the 2021 Police Interceptor Ut1l1tv (standard HEV AWO) potenuaUy sa"'9s 933 gatlonsof fuel Pef vur. pe, vehk:le. J In aummary, th• 2021 Police Interceptor Utlllty (•t•ndard HIV AWD) potantlally ■ave•: An estimated 343 gallons of fuel per year while d riving. ( +) An estimated 933 sallons P8f year saved white vehlcle Is at Idle ( =) An estimated 1,276 gallons saved pe, year, total That's $3,509 in potential savlnas per yeer, ~ vehicle. (Assum1ns en e>tample aas pnce of S2.75 per aauon.) Proit'clln& to 4-. 5-or 6 -year ownership terms, savings could srow to as high as $34.452 at $4.50 per aallon (SH chart at right) Addlttonally. the1e·s a potentlal 25,560 lbs. ol co, output• reduced per year, per vehicle YtSlt fordpollcelntercaptor.com to calculate your own agency's potenllal savings. 2021 Police l nte,captor Utility (standard HEY AWD) Potential Total Savina• at Varytn1 oaa Prlc• and Tanna 4V..r• sv .. ,. ev•r• UOOJsallon $15 ,312 $10.140 $22.068 $3.50/gallon $17,864 $22.330 $26,796 $4.00/gallon $20,416 $25,520 $30,624 $4.50/gallori $22,968 $28,710 S,34,452 2021 POLtcl &SPKIALSIRVtclVIHICUS • fordpoUcwehklN.com D••lsn•d exclusl v•ly for law-enforcement ol)efatlona. th• Police lnterceptOf Utility has l hl1h-powered powertraln cholcH to optimize. The standard 3.3L V6 Hybrid propels at a 318 combined system net horsepower and 322 lb ·tt of combined system net toraue 1 Generatna an~ more lorn"lidable 400 hp,' the available twin-turbo. d1rKHnject1on 3.0L EcoBoost•V6 also delivers a powerfU. 415lb-ft 1 1\at torque curve across the rf?llran~ Output for the optK>Oal flex-fuel. 3.3L V615 a robust 285 horses. Naturally asoirated V6 muscle emploV5 twin independent variable camshaft timing (Ti·VCT) to help with peak power or efficiency, as conditions warrant. Potlce •callbr ■tH lntelll1 ent AWD l ■n•t ■n add-on -It '■ the ■tanCNrd mod■ of o~r ■t l on: a full-ti ma, atways-,actlve ■y■t ■m thatcontlnually adJu ■t■ torque d istribution. And it·s easy to OP@l'ate Just dl'1ve. Preemptive torQue Is debve,ed by the m1U1second amona all 4 wheets to help ma,umlze tracttOn 1n snow or ra.in, on Ice or aravet. and even when maneuvenna 011erdry pavement. Torque Is allocated prec1sety from the front 10 the rear. uP to 100% of avalabte toraue 10 eithaf aJ11le. Thenfs no detay 1n detivery AggresSM! handhn& ataf1-/speedtspredctableancteasy. ThtsunQJeAWOwasco-devt'loped with EVOC (Emersencv Vehicle Operator Cour~) Instructors for the utmost respansiveness and performance W'I challenama si1uatt0ns.. In addition, pollc••pro1rammed AdvanceTrac• Electronic Stablllt)' Control provide a the confidence to hit cornen hard.1 The system constantly moo.tors wht>el ~. s1eenna angle.1.aterat acceleration, and vehicle rotation !or both the vertical yaw 11,us and honzontal roll axis. To hetp avoKi skiddlna and f1Sh1ail1nS. lt utilizes the Antl•Lock Brake System (ABS) and tractJon controt whenever wheel Slip, understeer, oversteer or roll motion ls detected. Roll Stability Control"" has gyroscOPk: sensors that check body-roll angle at least 100 times per second IN THE NAME OF POWER AND PURSUIT Pullln1 from 70 years of expertl ae workl n1 alon1alde law enforcement, Ford reall)' took It to the competition• In the lateat otflclal tHtl n1'by the Mlchl1an State Police (MSP) and Loa An1etes County Sh.,lff'a Departm•nt (LASD). The Police Interceptor U11h1y J.3L V6 Hybr1d performed the finest for Americ.a·s Finest 111 the ma/omy of accelerauoo and lap-dynamics testing, topping au other makes of pohce utility vehlctes.• In sum, It bested even the V8-00wered competition. And It turned In Improved performance compared to the preV1ous-generat1on PoUce Interceptor Utility outlitled with the 3.7l. V6. How do YoU top these exceptlOnal results? Add a Ford Police Interceptor Utility armed with the available atl-enviabte400-t,pJ 3 OLEcoBoost V6 to vour ranks Taking MSPand LASO tesuna Into consideration as a whole. this lndomtabte ~Sien doew,·t just top all potlce utility vetuc.tes. lt even takes VB•powered sect.,;nsout ol contennon It atsodremonsttated lmproi,ed pe,lormance lncompanson to the prev1ous-generat100 PoUc.e Interceptor Ullllty @QUI~ with the avallabte 3.SL EcoBoost V6. Shift points tor the 10-speed automatic mailmlz:e ac;ceteratlon. The 1,ansm1SS1on adapts to off1c.er drlvq habtts. trad,lfl8 maneuvers for oot1mal response In cru1Slfl8 situations as well as pursuit mode Police-tuned. etectnc power-assisted steering (EPAS) helps ensure h&hl tu1n1na effort at low speeds. SUspen51on components are line- tuned fOf deft m4f\euverinaat any speed. Atl of which reinforce the maxim of -Just di-tve.' •n11ne •nd trenamlaalon components are back.ct by the aHurence of S ~•r• or 100,000 mil•• with ford ProtKt PowertralnCAAI! (with zero d.ctuctlbl•);•thara'• alao an 8-yHr/100,000•mll• Hybrid Unique component Llmltad Warranty. Here's further proof of the faith ln dependability- backed by Ford Motor Company, honored at all Ford Dealerships, and fixed with Ford authonzed parts Installed by factory-trained and -certified tecl'Ylictans. POLICE INTERCEPTOR" UTILITY DNA CMCuYNd--~"'-..... -~..-(•l-~ti.n...,-n.c.:_..._SAllll49'"......,. ___ ,_,_,_~--._._ ...... ,....._~ _ __.,,._ bMeelonp......,,.fuaiP11S4El1J4!a~YllUl•-lt5,...1~Al'I' ,,_.,.,_ _ __,_,.~_.....,, _ _....,..i.-..,.,ot~lt•~omAlbat0-~of1-*'ca..10.....,,__..,_.11,p;tf!lrtrw cono,1-Vi.f""'-.lo,cu,amf!lr,._lnf!lrmM...,,an-.CfT,_~~t¥"tonuai0t,.,,,._.T __ R§C•(flDoli~ec.-trol).'bdudlnOll'9Fo,omoo;ltb.......,onMic......,SlaN~ll'dLOIJ .......... ~Sl...wf'l O.,..-i.«_.•tortrw2019c--•n-.-•ot5_.or100.000.-wtlh"""'-t,WCAAEC'041,...-.1Fo,UPw:NK1,, _ _....,.,..11>,_0ld.oc_,.·•ITWn-anPDllca~or~..aoi1n '-11'111--. ...,_11•-.-lia"DfS~c,,IOO.OOO_wllh,~11'....c,t,PEl.ffllNd_,.antyS.."°""~forflAl_.._ln....._1Fon:lPIOl«1-.tetl09d-•pi.,,•1S.-.OC.Cor"CtC'lfnwrll'old-s...ic.Comi>lt>lr tL..-•SCP-1651 Ellc~"'1"IUCl"r,ol,cl-ttMlc;,,i.t,,- 24 2021 POUC■ A SPKIALs■AVIC■V -HICLaS • fordpoUcewhk:IM.com 25 (8) PLATE (9 LAST VISIT • JL 2786 3 :15 PM 0 MAKE <0> SEEN CHEVROLET 3 OF LAST 30 DAYS 6 COLOR Cl RESIDENT? WHITE NO Protecting your jurisdiction is of the utmost importance. Thank you for considering Flock Safety as part of your comprehensive strategy to protect your city, citizens, and officers. We are more than just a camera company -we are a public safety operating system that empowers private communities and law enforcement to work together to eliminate crime. We build devices that detect and capture objective evidence, machine learning that uncovers investigative leads, and real-time alerts that prepare officers to be effective in the field. What makes Flock Safety's technology different • PUBLIC & PRIVATE PARTNERSHIPS Thousands of communities use privately funded Flock Safety cameras throughout the country, which provides a huge benefit to local law enforcement as they can have access to those cameras without having to pay for them. e . INFRASTRUCTURE FREE Use cameras that are solar powered and include LTE internet connectivity (unlimited use included in cost), so they can be rapidly deployed virtually anywhere. VEHICLE FINGERPRINT™ TECHNOLOGY Capture far more than just license plates. Allow your i nvestigators to search footage by vehicle type, make, and color; identify the state of a license plate; capture temporary plates, paper plates, and vehicles without plates. Our cameras also capture two (2) lanes of traffic traveling up to 100 MPH with a single camera. SIMPLE & AFFORDABLE Our cameras cost $2,500 per camera per year which includes hardware, software, solar power, LTE connectivity, unlimited users, and unlimited data storage . We look forward to hearing from you and hope you will jo i n the "flock"! Thank you, fi'ock safety 600+ Police departments ' • 1000+ US cities • • • 120 Stolen vehicle reads/hr Flock Safety's technology includes fixed license plate reading cameras and software for unlimited users to access footage and receive hotlist notifications. Proposal Summary Police departments need a scalable solution to increase clearance rates and deter crime. The Flock Safety camera sees like a detective to make actionable evidence available when needed that is easily searchable by vehicle type, make, model, color, timeframe, or plate details. We deliver this detail through Machine Learning technology that scans each image for distinguishing features, instead of traditional metal plates. This means we can also detect vehicles with no plates, temporary plates, dirty/covered plates, and even get accurate state detection. Company Overview Flock Safety's mission is to eliminate crime. This is possible with city-wide coverage of automatic license plate readers (ALPRs) for both public safety organizations and private citizens. When a crime occurs, Flock Safety devices deliver the actionable evidence you need to make an arrest . Our company is headquartered in Atlanta, Georgia. Flock Safety camera systems live in over 1000 cities in 38 states and over 600 police departments. With an average of 120 Hot List notifications sent an hour with jurisdictions throughout the U.S., our team is helping agencies solve and prevent crime every minute. Customer Results Flock Safety unites law enforcement and the communities they serve in the pursuit of a safer, more equitable society, with the use of force-multiplying technology. Our devices, which are owned by both public and private customers, see like a detective. They capture objective evidence, decode investigative leads using machine learning technology, and deliver real-time, actionable alerts to officers so they can clear cases more efficiently. Over 1000 U.S. cities enlist the help of Flock Safety's public safety operating system to reduce crime by up to 70%. These are some of their stories . MARIETTA, GEORGIA JERSEY VILLAGE, TEXAS A camera on every street to create a virtual gate Within one week, Flock Safety cameras notified officers of two vehicles on the NCIC Hot List. During the seizure of one of the vehicles, a wanted murderer in the state of Louisiana was arrested . Both vehicles were returned to their owners. • Location : Houston suburb • Flock Cameras: 50+ • Residents: 8,000 • Installation: Two months from purchase 34 % reduction in calls for service in targeted hotspots Cameras within the city led to the arrest of a suspect who allegedly brutally attacked a woman . Officers were able to locate and arrest the suspect using Flock cameras after weeks of the suspect being on-the-run . • Location : Atlanta suburb, i n Cobb County, Georgia • Flock Cameras : 70 and growing within the county (30 police and 40 private cameras) • Residents: 65,000 in Marietta • Installation: Two months from purchase for first hotspot created COBB COUNTY, GEORGIA Containment strategy in highest crime beat of the county Cobb Co u nty Pol ice Department utilized 35 Flock cameras in 2 containment zones in t heir highest crime beats to reduce crime by over 60%. • Location : Cobb County, GA is just outside of Atlanta • Flock Cameras : 35 for PD , ove r 100 including private sector cameras • Residents : 750,000 in Cobb County • Installation : Phased approach • Contact: Deputy Chief Stuart Vanhoozer at stuart .vanhoozer@ LOS ANGELES , CALIFORNIA Sheriff's Department performs detection accuracy test Los Angeles Sher iff's Department performed a head-to-head test of the Flock Safety camera versus a legacy ALPR solution. • The results showed that the Flock Safety camera captures 30% more vehicle i mages and provides more accurate reads than traditional cameras triggered by i nfrared technology. • Conducted in l i m ited lighting from 2:00 AM to 8 :00 AM, and from 11 :00 PM to 6 :00 AM . • Causes for missed vehicles and/or misread plates were associated with the amount of reflectiv ity of the plate (older/ dirtier tags , and dealer provided paper plates). ACCURATE READS 1 .50 30% MORE 1 .20 .90 .60 .30 0 .__ ____ _ Legacy ALPR Flock Safety Product Flock Safety Automatic License Plate Reading (ALPR) cameras do not just identify the plate seen, but all the objects within the frame. Even if the vehicle does not have a tag, the i mage can be captured for review. The user i nterface is a simple search with unlimited user licenses . W ithin the software component, law enforcement can receive hotlist alerts and create custom alerts for plates under your investigation . SOFTWARE USER INTERFACE Included at no additional cost with unlimited user l icenses . Rece ive alerts to help detect crime and search footage to access evidence -with any internet-connected device (based on user credentials that are eas i ly managed/approved by adm i n). ---------~ , .·~,.-'.,. .. ~'!i-• --·· -__ _..._ ---- Detect Crime • Connected to the NCIC Hot List & CJIS compliant • State detection to ensure quality alerts • Hotlist alerts (includes privately owned cameras in your jurisdiction) • Create custom alerts for tags under in vestigation with your organ ization • • Filter notifications by reason codes (exclude sex offenders, i nclude stolen plates, etc.) Email and SMS alerts to users • Audible and visual alerts Access Evidence • Filter search by specifi c camera location • Capture vehicles regardless of plate type (paper, no plate, etc .) • Search results with vehicle summary in multiple formats • Filter by Vehicle Fi ngerprint™ • Date and time • Veh icle Characteristics • Plate (partial/full) • Plate Type (in state, out of state, temporary tag) • Build & Color • Resident status • Location/Date/Time Ins i ghts Give city council an ROI report • Discover crime and traffic patterns • Prioritize changes by greatest i mpact • Change your community for the better Q________.. -- ~~ --~-----..---------, ' ' . -- -e ---·------- Looku p ....... , -- Search plates across your jurisdiction ·-. • "I have the plate where is the car?" • Designed to search all cameras, all time ~ • Get a full view of all activity tied to one vehicle in your network a --------~--------------------- Peformance DAY TIME FOOTAGE TEMPORARY PLATE COVERED PLATE Shared Footage Search Nettuork for Law Enforcement A new way to solve cross-jurisdiction crimes • New privacy setting (National + State search) • 1 B + monthly reads • Attached to "Lookup" experience ,... CAMERA SPECIFICATIONS Design Dimensions: 8.75" x 3" Weight: 3 lbs IP65 Waterproof Power 14Ah Battery 30W Solar Panel (14" x 21 ") AC Power (5 ft. range) Data 16GB local storage , ~2 weeks Image 5MP Image Sensor Motion Passive Infrared Motion Detection Connectivity Embedded Ce llul ar LTE Connection Cellular service p rovider depends on area Production Designed & manufactured in the U .S. Night Vision 850nm Custom IR Array Cloud Storage 30 days storage (Amazon Web Services) Accessible via secure website Images can be downloaded and stored by department ... .j CAMERA PERFORMANCE Traffic NCIC and Custom Alert N otificatio ns Average of 10-1 5 seconds Includes time, location, plate, and vehicle image Incl udes state specific alerts based on image Power Source 100-240 VAC <1 amp 60 W Solar 11-14 Volt Processing Power 1.4GHz 64-bit quad-core CPU Image Capture 20-90 ft from vehicles Up to 2 lanes of traffic per camera Date and time with camera location Plate (state, partial, paper, and none) Vehicle details (Make, type, and co lor) Training, Ongoing Support & Timeline New customers w i ll first get connected w ith thei r dedicated O n board i ng Spec ialist who w i ll spearhead the installation proj ect to completion . Once came ras are successfully capturing footage , customers get introduced to the i r dedicated Market Manager. This person serves as the main po i nt of reference for al l things Flock Safety (tra i n i ng, setup questions, etc). In addition, the Flock Safety Support team monitors the support@floc ksafety.com inbox Monday through Friday, 8 :00 AM to 5 :00 PM EST. SAFETY-AS-A-SERVICE • Regular software updates at no additional cost • Camera maintenance is included in the subsc ri ption • Unlimited users for hotlist integration and alerts, and c amera INSTALLATION & CAMERA LOCATIONS The average instal l ation is to 6-8 weeks . Camera locations and i nstallation timing is coordinated by the Flock Safety Customer Support team . City intersection Solar & exi sting pole Entrance to Hotel Solar & Flock 14 foot po le City Foot Traffic Street Electric & e x is t ing pole Page 1 of 3 To: Mayor and Town Council From: Jill Lind, Communications and Marketing Manager CC: Wade Carroll, Town Manager Letty Vacek, Town Secretary Re: Authorize approval to enter into a contract with a qualified advertising / marketing / design firm to assist the Town in developing an overall brand identity. July 27, 2021 Agenda Item: The purpose of this item is to seek authorized approval to enter into a contract with a qualified advertising / marketing / design firm to assist the Town in developing an overall brand identity. Strategic Link: This item relates primarily to the following strategic priorities and goals of the Town’s strategy map. Administrative & Financial Services – Provide strong internal and external marketing and communications. Background and Explanation: The objective of this effort is to develop a clear, strong, and resilient brand that communicates the varied attributes of the Trophy Club community utilizing the existing TC logo and tagline. In 2014, the community was called upon for idea submissions for a new logo. A design was selected, finalized, and executed internally. However, only the logo was developed, no strategy, design elements or branding templates were established with it. When the Communications and Marketing Manager began in 2018, one of the first projects completed was a Brand Standards Guide. This document gave stakeholders, internal and external, guideance on creative design and suggested boundaries to work within. However, the document was meant only to serve as a short-term solution until a brand strategy and identity, which Trophy Club deserves, could be pursued. Branding is more than a logo, a selection of colors, or a tagline. It encompasses everything and organization says and does. Trophy Club’s brand is the face of the organization and its personality. It defines what people think and feel about the town. It has been shown that branding can: Page 2 of 3 1. Develop a reputation 2. Show sustainability 3. Build a powerful team 4. Boost value 5. Establish credibility 6. Generate word-of-mouth marketing 7. Protect against negative exposure Developing the TC brand can help strengthen relationships with residents, improve employee buy-in, enhance marketing campaigns, and also help sell Trophy Club to prospective residents, businesses, and developers. Ultimately, it can help improve the value of the organization and increase the already strong sense of community. Below is a list of anticipated deliverables which would be included as a part of the strategy, design and tools created necessary for executing Trophy Club’s various marketing initiatives. Brand Platform Presentation - Presentation of key research findings, brand platform, and incorporation/refinement of logo for Town staff and possible stakeholders. Creative Elements – Finalized refined logo design, other brand identity elements, and template materials. Identity Guidelines - A document illustrating the graphic standards and rules for use of the logos, color, typography, and photography including the following internal and external design components. o External Design Mockups, key external marketing and communication visuals/templates for website incorporation, social media, online advertising, consumer and/or trade publications, billboards, flagpole banners, wayfinding signs, monument signs, entryway signage, and other items to be determined. o Internal Design Mockups, key internal marketing and communication visuals/templates for business cards, letterhead, power point presentation (Town Council Meetings), name tags, electronic signatures, email banner graphics, tradeshow booths, promotional items (coffee mugs; pens; wearables- polo/t- shirts, etc.), guides/rack brochures, report template (budget, annual, etc.), and other items to be determined. The value of hiring an outside consultant to develop a brand identify for Trophy Club vs . creating these elements in house includes access to: 1. Multiple creative professionals with expert design skills 2. Expertise in cohesive brand strategy planning 3. Industry knowledge and current technique trends 4. Branded deliverables for staff to work from immediately (i.e. business cards, promo items, presentation templates) 5. Branded ideas / concepts for opportunities in the future (i.e. flag pole banners, wayfinding signs) Page 3 of 3 The value of having an agency assist in creating Trophy Club’s brand strategy and design elements is anticipated to be a direct increase in efficiency for staff related to content creation and design execution. Financial Considerations: The amount requested for this item is $20,000, and the proposed funding sources is the FY 21 Economic Development Corporation 4B and Hotel Occupancy Tax budgets. Both budgets include line items which are identified for advertising services of which branding would be a justifiable expense. No budget increase is being requested. Legal Review: Not applicable Board/Commission/ or Committee Recommendation: Town Council consideration for approval on July 27, 2021. Staff Recommendation: Staff recommends authorizing the approval to enter into a contract with a qualified advertising / marketing / design firm to assist the Town in developing an overall brand identity. Attachments: • TC Branding RFP Final Pdf The Town of Trophy Club is seeking a qualified advertising/marketing/design firm to assist the town in developing an overall brand identity. The Town of Trophy Club is a full-service community providing residents with all of their basic services and amenities. The Town of Trophy Club is interested in protecting its motto, “A Great Place To Call Home” and packaging it to accompany the various residential, commercial and/or industrial interests of the community. The town’s goals are to continue building a dynamic future, while preserving the community’s rich history. Trophy Club has been dedicated to providing a great place to live, learn, work and play for people while also being a sustainable community for all, through every stage of life. In 2020, the town’s Communications and Marketing Division began drafting a Strategic Plan with action goals. As part of the Strategic Plan, one of the goals identified was to expand on the town’s existing brand. The objective of this effort is to develop a clear, strong, and resilient brand identity that represents the varied attributes of the Trophy Club community. The resulting brand messaging should support goals from the Communications and Marketing Division and Strategic Plan along with Town Council’s Vision. Background Trophy Club’s unique history has helped shape the town into the beautiful, safe, well-maintained community oasis that it is today. Over the years Trophy Club has developed from a small, golf-centric, rural getaway for Dallas executives and retirees into a premier North Texas residential community. As the first master-planned community in Texas, Trophy Club features over 1,000 acres of parks, 36 holes of golf winding through neighborhoods and environmentally secure woodlands, an efficient local government and so much more. Much of the town’s appeal is the wide range of home choices and resident participation in community activities, schools, churches, clubs, organizations, and town advisory groups. The town provides a large variety of services to the community which includes your common city services such as parks, recreation programming, streets, etc. Town departments are located primarily in our Town Hall building which is also shared with our Police Department. In addition, there are a few other town buildings including our Fire Department and Parks and Recreation facility buildings which tends to lead to a lack of consistent branding and communications. Maintaining an accurate and consistent flow of information about the town to internal and external stakeholders is necessary for communication and branding to be successful for TC. The town would like to bring more awareness to its amenities, success stories and community events. Trophy Club is fortunate that the community has a local monthly magazine which is published by a third part that often features town events and information. However, the town does not have a dedicated media representative at, or dedicated to major print publication or broadcast media outlets at this time. Trophy Club has introduced new communication initiatives in recent years and is always exploring how to deliver timely information about town council activities, initiatives and other news. One of the recent tools launched was a redesign of the town’s website in 2019. The challenge that the website creates is the branding of the site was created to coincide/ compliment with the current TC logo. The website is due for its first redesign in June of 2022 and the goal would be to incorporate brand identity stylings to create a more cohesive look and experience town wide. There are also opportunities for improvement with the branding of current communications vehicles such as the website, social media, presentations and signage, etc.. The town’s brand will need to be fully embraced by the community and better known among key audiences, including both internal and external stakeholders. The Town of Trophy Club has a strong history and a bright future, the goal is to communicate this flawlessly to ALL of the many interested key audiences. Communications & Marketing 1 Trophy Wood Drive Trophy Club, TX 76262 682-237-2987 www.trophyclub.org Scope of Work: Task #1 ‐ Research & Foundation The selected agency will have a clear understanding and foundation of the Town’s assets, target audiences, organizational culture, and desired direction for the development of the brand concept and creative elements. The selected agency will review current Town communications, logos, and other design materials, and will work closely with Town staff and partners throughout the process to ensure the brand is inclusive and representative of the organization’s goals. Task #2 ‐ Branding & Message Development The selected agency will create the messaging, the expression of the brand, and visual elements that will effectively communicate the Town’s identity to target audiences. The selected agency will identify an audience profile, values, and a brand positioning/message statement to guide the development of the creative elements. This should include presentation to and collaboration with key stakeholders as needed. Visual elements would include recommended potential logo amendments, colors, fonts, graphic style and elements that are adaptable for use across a variety of media applications, including the town website. *Please note, the goal is not to re-design the existing logo or tagline, however, if there are possible modifications that would work with the overall vision of the project, staff would be receptive. Task #3 ‐ Strategic Brand Implementation This task will define the activities designed to effectively establish the Town’s new brand identity to the target audiences. These strategies should: • Employ a variety of communication tools. • Engage Trophy Club’s residents, businesses & visitors. • Effectively tell the “Trophy Club” story. The selected agency will create an image for Trophy Club that can be easily and effectively utilized across multiple graphic applications and communication mediums both internal and external as defined in the Summary of Deliverables below. The selected agency will prepare an Identity Guidelines document to provide a visual as to how the brand strategy will be applied to future marketing plan elements. The selected agency may be required to make a presentation to Town Council or other external stakeholders at the completion of the project to present their final report. Summary of Deliverables: The proposal should provide for the following deliverables: Brand Platform Presentation - Presentation of key research findings, brand platform, and incorporation/refinement of logo for Town staff and possible stakeholders. Creative Elements – Finalized refined logo design, other brand identity elements, and template materials. Identity Guidelines - A document illustrating the graphic standards and rules for use of the logos, color, typography, and photography including the following internal and external design components. o External Design Mockups, key external marketing and communication visuals/templates for website incorporation, social media, online advertising, consumer and/or trade publications, billboards, flagpole banners, wayfinding signs, monument signs, entry signs, and other items to be determined. o Internal Design Mockups, key internal marketing and communication visuals/templates for business cards, letter head, power point presentation (Town Council Meetings), name tags, electronic signatures, email banner graphics, tradeshow booths, promotional items (coffee mugs; pens; wearables- polo/t- shirts, etc.), guides/rack brochures, report template (budget, annual, etc.), and other items to be determined. The selected agency will provide all design elements, fonts and creative assets, templates to the town for use. Budget: The cost of services shall not exceed $20,000. Please provide a detailed breakdown of all-inclusive costs associated with the services as outlined in this request. Timeline: The anticipated deadline for completion of this project inclusive of all outlined and submitted deliverables is September 30, 2021. The Town of Trophy Club reserves the right to extend the contract for additional branding and marketing needs beyond this initial contract if desired. Submittal Responses: Proposals should be thorough so the Town of Trophy Club may properly evaluate the capabilities of respective agencies to provide required services. All proposals should concisely convey the following information: o Agency History and Organization o Experience: Provide a description of the agency’s background in branding, marketing, and graphic design project. This information should include:  Work samples  Description of services provided, agency’s strengths and distinguishing skills or capabilities as they might relate to this project. o Approach: Please outline your agency’s proposed approach to providing services and a projected timeline. o References Review and Award: To be considered for selection, respondents must submit a complete response to this Request for Proposal. Failure to submit all of the information requested may result in rejection of the proposal. The following criteria may be used in evaluation of the responses to this RFP: o Work samples and experience o References o Credentials of prospect team proposed to perform work o Understanding of scope and deliverables in the proposal o Project approach and timeline o Interview with selected pool of applicants Agenda Item #12 Authorize approval to enter into a contract with a qualified advertising / marketing /design firm to assist the Town in developing an overall brand identity. Agenda Item No.12 WHY is this important: •Branding creates REPUTATION and LOYALTY WHY is this important: •EXAMPLE: •Branding has been one of the pivotal elements of Starbucks strategy over many years. •Mission statement is “to inspire and nurture the human spirit –one person, one cup,and one neighborhood at a time”. •Their global expansion strategy has a key objective of recreating their Starbucks experience in every new country they enter,and they succeed Agenda Item No.12 HOW did we get here: •2014 new logo concepts considered •Logo selected and created INTERNALLY •No further branding established Agenda Item No.12 WHAT do we do now: •Seek submissions of RFP for brand identity services from agency •Review /Hire agency to help develop a brand identity for Trophy Club •Agency delivers strategy,mockup,templates and brand elements •Staff implements elements to create cohesive marketing and communication messaging Agenda Item No.12 Agenda Item No.12 WHAT will we get for the money: DELIVERABLES: •External marketing and comms: website redesign,social media,online advertising,consumer/trade publications, billboards,flagpole banners,wayfinding, signage,etc. •Internal marketing and comms: business cards,letterhead,power point presentations,name tags,electronic signatures,email banner graphics, tradeshow booths,promo items, brochures,report templates,etc. WHERE is the funding source: •Amount requested for initiative is $20,000 •Funding Sources: •Economic Development Corporation 4B •Branding will help to help sell Trophy Club to prospective new residents, businesses, and developers •Hotel Occupancy Tax •A well-defined brand helps to appeal to the travelers, entices them to stay over another location, leaves a lasting impression, which often results in repeat business. •No budget increase is being requested. Agenda Item No.12 WHO will do the work: •Selected Agency via RFP process •Value of working with an Agency •Multiple designers with expert creative design skills •Expertise in cohesive brand strategy planning •Industry knowledge and technique trends •Branded deliverables for staff to work from immediately •Branded ideas /concepts for opportunities in the future Agenda Item No.12 Staff recommends approval to enter into a contract with a qualified advertising /marketing /design firm to assist the Town in developing an overall brand identity. Agenda Item No.12 •VersaTrust hired August, 2020 •Assure the security of the Town’s complex infrastructure •Update servers to utilize the cloud more effectively •Standardize our equipment purchases •Ascertain most current technology to better serve our citizens Where We Started WHAT WE FOUND Highly sensitive nature of implementation strategy didn’t allow for normal assessment methodology No in-depth details of the state of the department Largely mismanaged infrastructure Best practices had not been followed At high risk for data loss and substantial downtime PLAN Determine priorities and expectations through meetings with Assistant Town Manager and Directors Uncover all items that were posing problems and in need of resolution. VERSATRUST COMMENCEMENT •Immediate need for cybersecurity o All servers and workstations have received security “patches” significantly reducing security risk o Implemented Next-Generation Endpoint Protection and Security Operations Center •Replaced significantly underpowered server hardware •Implemented image-based server back-up system •Upgraded internet speeds at all locations •Police Department issues o Rebuilt the PD file server o Access to Denton County CAD •Terminated unneeded or outdated items for cost control Priorities & Accomplishments •Cloud-based storage and internet based software •Increased security for email and remote access •Continuing to assess the existing server farm for simplification •Overcoming mindset of internal to external IT FUTURE INITIATIVES Initial System Evaluation Where it started: Live streaming to Facebook, posting to YouTube later Limited remote council members No remote presentations Audio Visual Update TROUBLESHOOTING AND SYSTEM IMPROVEMENT The Five Stone Creative team worked diligently with Electro- Acoustics to improve the long term quality of the council chamber system o Implemented VMix (industry standard broadcast software) to manage live streams and remote participants o Added significant flexibility to the broadcast system by evaluating existing tools and adding infrastructure where necessary to meet the needs of the town. o Added dedicated audio inputs and processing to improve the live stream quality, as well as implemented echo cancellation tools to improve the experience for all Audio Visual Update Where it is now: Simultaneously streaming to YouTube and Facebook Remote council members and presenters Improved experience for remote people and end viewer Audio Visual Update Danny Owens QUESTIONS ? Josh Miller ________________________________________ Future Agenda Items J uly, 2021 Future Agenda Items will be divided into 3 Categories: 1) Current listing of all future agenda items requested by Council that have not been addressed. 2) Items that have been researched and are scheduled for a report to Council (first 2-4 weeks). 3) Items that Council has requested additional research/staff time on and will be brought back for public discussion at a Council Meeting. Council will be provided updates on items that require significant time. The Future Agenda Items list will be placed on the Council Meeting agenda to provide a status on all items. The current list will be reviewed and as items are completed; said items will be removed. The Council may add items as needed to the list. 1) Receive an update regarding Entryway Monumentation/Landscaping for the Town of Trophy Club. As reported at the September 8th Council Meeting; bids came in over budget. The Council rejected the bids. Will look at possibly re-bidding the item in Late Fall/Early Winter of FY21. Bids received and waiting for Public Art Subcommittee direction 2) Develop a strategic plan for the Town addressing future goals with budgetary needs for each department. Said item was re-emphasized at the February Council Retreat Strategic Plan will be presented December, 2021 3) Town Staff to draft and implement a citizen’s survey. Due to budget constraints, item was eliminated from the budget and delayed until FY21. Presentation of outcomes presented to Council and findings will be incorporated into the Strategic Plan to be delivered to Council December, 2021. Revised by LVacek July, 2021