Agenda Packet 01/15/2022 RetreatTown of Trophy Club
Special Meeting – Retreat
Town Council Agenda
Aloft Hotel
96 Trophy Club Drive
Trophy Club, Texas 76262
January 15, 2022 9:00 AM Aloft Hotel (Tactic A)
CALL TO ORDER AND ANNOUNCE A QUORUM Mayor Fleury
INVOCATION led by Tony Jaramillo, Director of Parks & Recreation
PLEDGES led by Council Member Beach
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. 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
have submitted their request to speak by completing the Speaker’s Form or may
email mayorandcouncil@trophyclub.org
CONSENT ITEMS
1.Take appropriate action to ratify purchase order 2200083 for the replacement of the
Community Development truck in the amount of $28,050. (M.Cox)
2.Take appropriate action to approve purchase order 2200041 for the replacement of
the Facilities Maintenance truck in the amount of $36,979. (M.Cox)
COUNCIL RETREAT/GOAL SETTING SESSION
3.Discussion of the Town of Trophy Club’s strategic direction for next 35 years. (W.
Carroll)
a) Development of the Town’s Vision and Mission Statements and to define strategic
focus areas
b) Budgetary Update and discussion of future budgetary strategy
c) Discussion of American Rescue Plan Act funding strategy
d) Discussion of Citizen Survey driven projects
EXECUTIVE SESSION
4.Executive Session pursuant to the following section of the Texas Government Code,
Annotated, Chapter 551 (Texas Open Meetings Act).
Section 551.074 Personnel Matters
a) Discussion and possible action on the creation of a Community Development
Council Subcommittee and subsequent appointment of Council Members as
appropriate.
b) Discussion of the Mayor’s candidates for open positions on the citizens’
Connectivity Ad Hoc Committee for possible approval by full Council.
RECONVENE INTO REGULAR 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 Wednesday, January 12, 2022 by 9:00 am
in accordance with Chapter 551, Texas Government Code.
__________________________________
Leticia Vacek, TRMC/CMC/MMC
Town Governance Officer/Town Secretary
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.
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Town of Trophy ClubSpecial Meeting – RetreatTown Council Agenda Aloft Hotel96 Trophy Club DriveTrophy Club, Texas 76262January 15, 2022 9:00 AM Aloft Hotel (Tactic A)CALL TO ORDER AND ANNOUNCE A QUORUM Mayor FleuryINVOCATION led by Tony Jaramillo, Director of Parks & Recreation PLEDGES led by Council Member BeachPledge 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. Presentationsare 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 musthave submitted their request to speak by completing the Speaker’s Form or mayemail mayorandcouncil@trophyclub.orgCONSENT ITEMS 1.Take appropriate action to ratify purchase order 2200083 for the replacement of theCommunity Development truck in the amount of $28,050. (M.Cox)2.Take appropriate action to approve purchase order 2200041 for the replacement ofthe Facilities Maintenance truck in the amount of $36,979. (M.Cox)
COUNCIL RETREAT/GOAL SETTING SESSION
3.Discussion of the Town of Trophy Club’s strategic direction for next 35 years. (W.
Carroll)
a) Development of the Town’s Vision and Mission Statements and to define strategic
focus areas
b) Budgetary Update and discussion of future budgetary strategy
c) Discussion of American Rescue Plan Act funding strategy
d) Discussion of Citizen Survey driven projects
EXECUTIVE SESSION
4.Executive Session pursuant to the following section of the Texas Government Code,
Annotated, Chapter 551 (Texas Open Meetings Act).
Section 551.074 Personnel Matters
a) Discussion and possible action on the creation of a Community Development
Council Subcommittee and subsequent appointment of Council Members as
appropriate.
b) Discussion of the Mayor’s candidates for open positions on the citizens’
Connectivity Ad Hoc Committee for possible approval by full Council.
RECONVENE INTO REGULAR 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 Wednesday, January 12, 2022 by 9:00 am
in accordance with Chapter 551, Texas Government Code.
__________________________________
Leticia Vacek, TRMC/CMC/MMC
Town Governance Officer/Town Secretary
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.
2
Page 1 of 2
To: Mayor and Town Council
From: Matt Cox, Director of Community Development
CC: Wade Carroll, Town Manager
Leticia Vacek, Town Secretary
Re: Approval of Purchase Orders
Date: Special Town Council Meeting, January 8, 2022
Agenda Item:
Take appropriate action to ratify purchase order 22-00083. (M. Cox)
Background and Explanation:
Staff is requesting Council to ratify the approval of PO 22-00083 for the replacement of a vehicle
for Community Development. In May 2021, a budgeted purchase order was issued to Caldwell
Chevrolet for $28,050 from the Community Development Department to replace unit 119, 2011
Ford F150. Due to the delays in automotive manufacturing, the truck did not arrive by October
1, 2021, and due to the vehicle not purchased and delivered in FY 21 budget year the purchase
order was closed at the end of the fiscal year. A new purchase order was created and although
the purchase was not budgeted in the expenditures of FY22 the funding was still available in the
Capital Replacement Funds from the previous year and because the purchase was approved by
Council and pricing did not change, the PO was created and approved administratively. Delivery
of the vehicle was December 29, 2021.
Financial Considerations:
Fund balance in the Capital Equipment Replacement Fund is available to use for this purchase.
Funds in the amount of $134,690.05 are available.
Attachments:
Purchase order and supporting documents
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Page 2 of 2
Town Council Approval:
___________________________
Mayor Alicia L. Fleury or designee
4
PURCHASE ORDER
05/21/2021
ISSUED TO:
Date:
Vendor #:VEN02364
Caldwell Automotive Partners, LLC
800 E. Hwy 21
Caldwell, TX 77836-
SHIP TO:Town of Trophy Club
1 Trophy Wood Drive
Trophy Club, TX 76262
21-00191PO Number:
Request #:REQ00820
TOWN OF TROPHY CLUB
1 Trophy Wood Drive
Trophy Club, TX 76262
UNITS DESCRIPTION PRICE AMOUNTGL ACCOUNT NUMBERITEMPROJ
1 1 2021 Chevy Colorado 2WD Crew Cab 28,050.00 07-710-83700 28,050.00
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Original invoice plus one copy must be sent to: Town of Trophy Club, 1 Trophy Wood Drive, Trophy Club, TX 76262.
Payment may be expected within 30 days of receipt of goods, unless otherwise stated.
C.O.D. shipment will not be accepted.
Purchase Order numbers must appear on all shipping containers, packing slips and invoices. Failure to comply with the above request may delay payment.
All goods are to be shipped F.O.B. Destination unless otherwise stated.
All materials and services are subject to approval based on the description on the face of the purchase order or appendages thereof. Substitutions are not permitted without approval of the
Requesting Department. Material not approved will be returned at no cost to the Town.
All goods and equipment must meet or exceed all necessary city, state and federal standards and regulations.
Vendor or manufacturer bears risk of loss or damage until property received and/or installed.
Seller acknowledges that the buyer is an equal opportunity employer. Seller will comply with all equal opportunity laws and regulations that are applicable to it as a supplier of the buyer.
The Town is exempt from all federal excise and state tax – ID# 75-2047474.
28,050.00TOTAL
Finance Dept. (682) 237-2900 FAX (682) 237-2996
Approved By:Date:
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Page 1 of 2
To: Mayor and Town Council
From: Matt Cox, Director of Community Development
CC: Wade Carroll, Town Manager
Leticia Vacek, Town Secretary
Re: Approval of Purchase Orders
Date: Special Town Council Meeting, January 8, 2022
Agenda Item:
Take appropriate action to approve purchase order 22-00041. (M. Cox)
Background and Explanation:
Staff is requesting Council approval of changing the vendor for Purchase Order 22-00041,
lowering the price, and expediting delivery. In October, Town Council approved purchase order
22-00041 with vendor Silsbee Ford to replace unit 115, 2008 Ford F150. Recently, Silsbee
informed staff that delivery would be a minimum of six (6) months. Staff is requesting to cancel
the Purchase Order with Silsbee Ford for $37,561.75 and replace with vendor Caldwell Chevrolet.
Caldwell, an approved vendor through Buy Board, currently has a truck that was ordered by
another municipality and then cancelled. This truck is ready for delivery and can be purchased
for less than the approved PO October 25, 2021.
Financial Considerations:
Funding in the amount of $36,979.00 is available for Purchase Order 22-00041 in the FY2022
Approved Budget in the Capital Equipment Replacement Budget.
Attachments:
Purchase order and supporting documents
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Page 2 of 2
Town Council Approval:
___________________________
Mayor Alicia L. Fleury or designee
9
PURCHASE ORDER
10/28/2021
ISSUED TO:
Date:
Vendor #:VEN01469
Silsbee Ford Inc.
PO Box 815
Silsbee, TX 77656-
SHIP TO:Town of Trophy Club
1 Trophy Wood Drive
Trophy Club, TX 76262
22-00041PO Number:
Request #:REQ00895
TOWN OF TROPHY CLUB
1 Trophy Wood Drive
Trophy Club, TX 76262
UNITS DESCRIPTION PRICE AMOUNTGL ACCOUNT NUMBERITEMPROJ
1 1 2022 Ford F150 4WD 37,561.75 07-710-83700 37,561.75
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Original invoice plus one copy must be sent to: Town of Trophy Club, 1 Trophy Wood Drive, Trophy Club, TX 76262.
Payment may be expected within 30 days of receipt of goods, unless otherwise stated.
C.O.D. shipment will not be accepted.
Purchase Order numbers must appear on all shipping containers, packing slips and invoices. Failure to comply with the above request may delay payment.
All goods are to be shipped F.O.B. Destination unless otherwise stated.
All materials and services are subject to approval based on the description on the face of the purchase order or appendages thereof. Substitutions are not permitted without approval of the
Requesting Department. Material not approved will be returned at no cost to the Town.
All goods and equipment must meet or exceed all necessary city, state and federal standards and regulations.
Vendor or manufacturer bears risk of loss or damage until property received and/or installed.
Seller acknowledges that the buyer is an equal opportunity employer. Seller will comply with all equal opportunity laws and regulations that are applicable to it as a supplier of the buyer.
The Town is exempt from all federal excise and state tax – ID# 75-2047474.
37,561.75TOTAL
Finance Dept. (682) 237-2900 FAX (682) 237-2996
Approved By:Date:
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PO Number
Date :12.17.2021 Department 710
Delivery Address Project#
1 Trophy Wood Drive
Trophy Club, TX 76262
Account Number Quantity Unit Amount Total Amount
07-710-83700 1 36,979.00 36,979.00$
1,625.00$
1,000.00$
-$
-$
Co-op info:-$
Total 36,979.00$
Vendor Packet Updated______________________________________________________________________________________________________
Comments
Requested by:Approved by:
Finance Approved by:
The Town of Trophy Club must have a completed Vendor Packet on file before a requisition can be accepted by the Finance Department.
Caldwell, TX 77836
PURCHASE REQUISITION FORM
Vendor (Name & Address)
Caldwell Country Chevrolet
800 Hwy 21E
Buyboard Bid 601-19
Description
2022 2500 4WD Crew Cab
Caldwell Rep - Billy Hughes
Quote #BH200279
Cancelling original PO#22-00041 for $37,561.75. Vendor for PO#22-00041 has 6 month delay for delivery. New vendor has inventory for
immediate delivery. The PO request is to replace vehicle unit #115, 2008 Ford F150
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End User: Caldwell Rep:
Contact: Phone:
Phone/email: Date:
Product Description: email:billy@caldwellcountry.com
A. Bid Series:31 36,429.00$
B. Published Options [Itemize each below]
Code Bid Price Code Bid Price
CK20743 INCL INCL
INCL INCL
INCL INCL
ZLQ INCL INCL
NZZ INCL INCL
PYN INCL INCL
INCL
INCL
-$
C. Unpublished Options [Itemize each below, not to exceed 25%] $=0.0 %
Bid Price Bid Price
COLOR
COLOR
-$
D. Registration, Inspection, Paperwork, Postage cost, Courthouse time, & Runner time: 150.00$
E. UPFITTERS: -$
F. Manufacturer Destination/Delivery:
G. Floor Plan Interest (for in-stock and/or equipped vehicles): -$
H. Contract Price Adjustment: -$
I. Additional Delivery Charge:0 miles INCLUDED -$
J. Subtotal: 36,579.00$
K. Quantity Ordered 1 x K = 36,579.00$
L. Trade in:
M. 400.00$
N. TOTAL PURCHASE PRICE WITH BUYBOARD FEE 36,979.00$
Total of C. Unpublished Options:
BUYBOARD FEE PER PURCHASE ORDER
GAZ - SUMMIT WHITE
HIT - JET BLACK INTERIOR
Total of B. Published Options:
Options Options
TRAILER MIRRORS
REMOTE KEYLESS ENTRY
WORK TRUCK CONV PKG AC & HEAT; AM/FM RADIO
SKID PLATES CRUISE CONTROL
17" WHEELS POWER WINDOWS & LOCKS
22 2500 4WD CREW CAB TRAILER HITCH
6.6L V8 TRI-ZONE AIR CONDITIONING
40/20/40 FRONT SEAT HD REAR VISION CAMERA
MCOX@TROPHYCLUB.ORG Friday, December 17, 2021
22 SILVERADO 2500 CREW 4WD
A. Base Price:
Options Options
CALDWELL COUNTRY CHEVROLET
800 HWY. 21 E. CALDWELL, TEXAS 77836
BUYBOARD BID 601-19
TOWN OF TROPHY CLUB BILLY HUGHES QUOTE #CC200279
MATT COX
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PURCHASE ORDER
10/28/2021
ISSUED TO:
Date:
Vendor #:VEN02364
Caldwell AutomoƟve Partners, LLC
800 E. Hwy 21
Caldwell, TX 77836-
SHIP TO:Town of Trophy Club
1 Trophy Wood Drive
Trophy Club, TX 76262
22-00041PO Number:
Request #:REQ00895
TOWN OF TROPHY CLUB
1 Trophy Wood Drive
Trophy Club, TX 76262
UNITS DESCRIPTION PRICE AMOUNTGL ACCOUNT NUMBERITEMPROJ
1 1 2022 Chevrolet 2500 36,979.00 07-710-83700 36,979.00
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Original invoice plus one copy must be sent to: Town of Trophy Club, 1 Trophy Wood Drive, Trophy Club, TX 76262.
Payment may be expected within 30 days of receipt of goods, unless otherwise stated.
C.O.D. shipment will not be accepted.
Purchase Order numbers must appear on all shipping containers, packing slips and invoices. Failure to comply with the above request may delay payment.
All goods are to be shipped F.O.B. DesƟnaƟon unless otherwise stated.
All materials and services are subject to approval based on the descripƟon on the face of the purchase order or appendages thereof. SubsƟtuƟons are not permiƩed without
approval of the RequesƟng Department. Material not approved will be returned at no cost to the Town.
All goods and equipment must meet or exceed all necessary city, state and federal standards and regulaƟons.
Vendor or manufacturer bears risk of loss or damage unƟl property received and/or installed.
Seller acknowledges that the buyer is an equal opportunity employer. Seller will comply with all equal opportunity laws and regulaƟons that are applicable to it as a supplier of
the buyer.
The Town is exempt from all federal excise and state tax – ID# 75-2047474.
36,979.00TOTAL
Finance Dept. (682) 237-2900 FAX (682) 237-2996
Approved By: Date:
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