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Agenda Packet TC 05/26/2015 - Joint Session1 (:*:7 TOWN OF TROPHY CLUB Tuesday, May 26, 2015 Trophy Club Entities Meeting Agenda Town Council 100 Municipal Drive Trophy Club, Texas 76262 6:00 PM Svore Municipal Building Boardroom CALL TO ORDER AND ANNOUNCE A QUORUM SPECIAL SESSION JOINT MEETING WITH THE CRIME CONTROL & PREVENTION DISTRICT (CCPD) BOARD 2015-0372-T Discussion with Town Council regarding the CCPD Budget for Fiscal Year 2015-2016. CONVENE INTO REGULAR SESSION - ESTIMATED START TIME - 7:00 P.M. INVOCATION PLEDGES Pledge of allegiance to the American Flag. Pledge of allegiance to the Texas Flag. CITIZEN PRESENTATIONS This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. The Council is not permitted to take action on or discuss any presentations made to the Council at this time concerning an item not listed on the agenda. The Council will hear presentations on specific agenda items prior to the Council addressing those items. You may speak up to four (4) minutes or the time limit determined by the Mayor or presiding officer. To speak during this item you must complete the Speaker's form that includes the topic(s) of your statement. Topics of presentation should be limited to matters over which the Council has authority. CONSENT AGENDA All matters listed as Consent Agenda are considered to be routine by the Town Council and will be enacted by one motion. There will not be a separate discussion of these items. If discussion is desired, that item will be removed from the consent agenda and will be considered separately. 2. 2015-0377-T Consider and take appropriate action regarding the Minutes dated April 28, 2015. Attachments: Draft TC Minutes April 28, 2015.pdf Town Council Page 1 of 374 Meeting Date: May 26, 2015 Town Council Meeting Agenda May 26, 2015 3. 2015-0349-T Consider and take appropriate action regarding financial and variance report dated April 2015. Attachments: April Financial Report FY 2015.pdf April General Fund Budget Report.pdf 4. 2015-0350-T Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas, approving a negotiated settlement between the Atoms Cities Steering Committee ("ACSC") and Atmos Energy Corp., Mid -Tex Division regarding the Company's 2014 and 2015 Rate Review Mechanism filings; approving a settlement agreement with rate tariffs and proof of revenues; and providing an effective date. Attachments: Staff Report - Atmos Energy Corporation, Mid -Tex Division RRM.pdf Attachments A -D from Lloyd Gosselink Attorneys at Law.PDF ORD 2015-10 - Atmos Engergy Corporation, Mid -Tex Division RRM.pdf 5. 2015-0373-T Consider and take appropriate action regarding an Resolution approving an Interlocal Agreement between the Town and the Cities of Keller, Southlake, Colleyville and Roanoke for the creation, operation, and funding of the North Tarrant Regional SWAT Team; and authorizing the Mayor or his designee to execute all necessary documents. Attachments: Staff Report - Regional Tactical Team.pdf Res 2015-09.pdf Interlocal Agreement for the North Tarrant Regional SWAT Team.pdf PUBLIC HEARING 6. 2015-0351-T Public Hearing regarding a request for a Specific Use Permit for a liquor store to be located on Lot 1, The Village at Trophy Club in the Village Shopping Center at Highway 114 and Trophy Club Drive. Attachments: Staff Report - Specific Use Permit for Liquor Store.pdf Exhibit A - Application and Materials Submitted by Applicant.pdf Exhibit B - Correspondence Received.pdf Exhibit C - Pictures and Exhibits Provided by Staff.pdf Exhibit D - Ordinance No. 2015-12 P&Z.odf 7. 2015-0352-T Public Hearing regarding a request to amend the Code of Ordinances of the Town of Trophy Club, Chapter 13, "Zoning", Article V, "Supplementary District Regulations" Section 5.09(B) "Changes to the Site Plan" repealing Subsection 3 and adopting a new Subsection 5.09(B)(3) providing guidelines for administrative approval of changes to Site Plans. Attachments: Staff Report - Guidelines for Administrative Approval of changes to Site Plans.p Exhibit A - Proposed Staff Markups to Section 5.09, Chapter 13.pdf Exhibit B - P&Z Recommended Markups to Staff Markups.pdf Exhibit C - Ordinance No. 2015-04 P&Z.pdf REGULAR SESSION Town Council Page 2 of 374 Meeting Date: May 26, 2015 Town Council Meeting Agenda May 26, 2015 8. 2015-0362-T Consider and take appropriate action relative to the Town's Request for Qualifications for Financial Advisory Services and the selection of SAMCO Capital Markets, Inc. to provide Financial Advisory Services to the Town; and authoring the Town Manager or his designee to negotiate and execute all necessary contractual documents. Attachments: Staff Report - RFQ for Financial Advisor Services.pdf RFQ for Financial Advisor Services.pdf 9. 2015-0360-T Receive citizen input regarding the Police and Town Hall facility; discussion of same. Attachments: Joint Police and Town Hall Facility Information.pdf 10. 2015-0363-T Consider and take appropriate action regarding award/rejection of bids for street and draining improvements for Pebble Beach Drive, Timberline Court, Pin Oak Court and Cyprus Court to the apparent low bidder, McClendon Construction Co., Inc.; and authorizing the Mayor or his designee to execute all necessary documents. Attachments: Staff Report - Street and Draining Improvements. pdf Letter from Teague Nall and Perkins.pdf 11. 2015-0354-T Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas approving a Specific Use Permit for a Liquor Store located at within PD Planned Development #13, The Village at Trophy Club, on Lot 1, providing applicable regulations, providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense; and providing an effective date. 12. 2015-0359-T Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas, repealing Subsection 3, of Section 5.09(B), "Changes to the Site Plan" of Section 5.09, "Site Plan Requirements" of Article V, "Supplementary District Regulations" of Chapter 13, "Zoning" of the Code of Ordinances of the Town and adopting a new Subsection 5.09(B)(3) regulating administrative approval of changes to Site Plans; providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense; and providing an effective date. 13. 2015-0365-T Presentation by the CFAB President over the assigned projects; discussion of same. Attachments: Staff Report - CFAB Assigned Proiects.pdf Vehicle Replacement Policy.pdf Purchasing Policy.pdf 14. 2015-0353-T Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas Amending Ordinance No. 2015-08 and preceding ordinances creating and amending PD Planned Development #13 in order to correct a clerical error in the numbering/lettering of Section A(1)(b)(1) "Permitted Uses" of Exhibit "C", Development Standards, and effecting no substantive change to the regulations governing PD Planned Development #13; providing for the adoption of an amendment; providing a penalty; and providing an effective date. Attachments: Staff Report - Amending Ordinance No. 2015-08 P&Z.pdf Exhibit A -Ordinance No. 2015-11 P&Z.pdf Town Council Page 3 of 374 Meeting Date: May 26, 2015 Town Council Meeting Agenda May 26, 2015 15. 2015-0356-T Consider and take appropriate action to appoint an Organized Sports Council subcommittee to work with Town staff and representatives of Sports Associations and other organized sports groups utilizing Town facilities in order to negotiate agreements for the use of Town facilities and related matters. Attachments: Staff Report - Organized Sports Council Subcommittee.pdf Current Field Use Charges.pdf 16. 2015-0358-T Consider and take appropriate action regarding employee compensation for Fiscal Year 2016 budget. 17. 2015-0347-T Consider and provide direction to Town Staff regarding parking regulations and related signage within all Town Parks. Attachments: Staff Report - Parking Regulations and Related Signage.pdf Current 2013 Park Ordinance Vehicular Regulations — Prohibited Acts.pdf Pool Parking Lot Photo.pdf 18. 2015-0366-T Town Council Liaison Updates; discussion of same: * Parks and Recreation Board, May 18, 2015 Council Liaison - Council Member Philip Shoffner 19. 2015-0367-T Town Manager Seidel's update regarding the following; discussion and provide input regarding same. *2015 Best Neighborhoods in DFW *Budget Calendar *Laserfiche 20. 2015-0368-T Items for Future Agendas to include discussion of Agenda Items for consideration on the upcoming Regular Session Council Agenda for June 9, 2015 meeting and discussion of Future Agenda Items. Attachments: June 9, 2015 Upcoming Agenda.pdf Items for Future Agendas updated 5-20-2015.pdf EXECUTIVE SESSION 21. 2015-0369-T Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Council will convene into executive session to discuss the following: A. Section 551.072 Deliberations about Real Property to deliberate the purchase, exchange, lease, or value of real property if deliberation in an open meeting would have a detrimental effect on the position of the governmental body in negotiations with a third person: Annex Building, and Potential Lease and/or Purchase of Property RECONVENE INTO REGULAR SESSION 22. 2015-0370-T Consider and take appropriate action regarding the Executive Session. Town Council Page 4 of 374 Meeting Date: May 26, 2015 Town Council Meeting Agenda May 26, 2015 ADJOURN * 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 front window of the Svore Municipal Building, 100 Municipal Drive, Trophy Club, Texas, on May 21, 2015, by 6:30 P.M. in accordance with Chapter 551, Texas Government Code. Holly Fimbres 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 682-831-4600, 48 hours in advance, and reasonable accommodations will be made to assist you. I certify that the attached notice and agenda of items to be considered by this Board was removed by me from the front window of the Svore Municipal Building, 100 Municipal Drive, Trophy Club, Texas, on the day of , 2015. , Title: Town Council Page 5 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0372-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Discussion with Town Council regarding the CCPD Budget for Fiscal Year 2015-2016. Attachments: Date Ver. Action By Action Result Discussion with Town Council regarding the CCPD Budget for Fiscal Year 2015-2016. Town Council Page 6 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0377-T Version: 1 Name: Type: Agenda Item Status: Consent Agenda File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and take appropriate action regarding the Minutes dated April 28, 2015. Attachments: Draft TC Minutes April 28, 2015.pdf Date Ver. Action By Action Result Consider and take appropriate action regarding the Minutes dated April 28, 2015. Town Council Page 7 of 374 Meeting Date: May 26, 2015 MINUTES FROM JOINT AND REGULAR SESSION TOWN OF TROPHY CLUB TOWN COUNCIL AND TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Tuesday, April 28, 2015 at 6:00 P.M. Svore Municipal Building Boardroom The Town Council of the Town of Trophy Club, Texas, and the Trophy Club Municipal Utility District No. 1, met in a Joint Session on Tuesday, April 28, 2015, at 6:00 p.m. and then the Town Council met in a Regular Session at 7:00 p.m. The meeting was held within the boundaries of the Town and was open to the public. STATE OF TEXAS § COUNTY OF DENTON § COUNTY OF TARRANT § TOWN COUNCIL MEMBERS PRESENT: C. Nick Sanders Mayor Greg Lamont Mayor Pro Tem, Place 5 Jim Parrow Council Member, Place 1 Garrett Reed Council Member, Place 2 Rhylan Rowe Council Member, Place 3 Tim Kurtz Council Member, Place 4 Philip Shoffner Council Member, Place 6 STAFF AND GUEST(S) PRESENT: ' Stephen Seidel Town Manager Patricia Adams Town Attorney Holly Fimbres Town Secretary/RMO Steven Glickman Assistant Town Manager/CFO Adam Adams Parks and Recreation Director Patrick Arata Police Chief Pat Cooke Development Services Manager Donnie Hurd Interim Fire Chief/Assistant Fire Marshal April Refiling PIC/Marketing Manager John Zagurski Strategic Services Coordinator TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD MEMBERS PRESENT: Jim Mos President Jim Hase Vice President Kevin Carr Secretary/Treasurer Jim Thomas Director Neil Twomey Director TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 STAFF PRESENT: Jennifer McKnight General Manager Laurie Slaght District Secretary Pam Liston District Legal Council Mayor Sanders announced the date of Tuesday, April 28, 2015, called the Joint Session to order and announced a quorum at 6:01 p.m. CONVENE INTO JOINT SESSION - START TIME — 6:01 P.M. Town Council Joint and Regular Minutes Rpdg2EBp2078 Meeting Date: IIteMQ2028 1. Consider and take appropriate action regarding a ground lease agreement with the Town of Trophy Club Municipal Utility District No. 1 for use of the annex building located at 100 Municipal Drive. Attachment A — Unsigned Lease Agreement for Municipal Building Annex Mayor Sanders explained that the Joint Meeting will end at approximately 5:50 p.m., in order to set up for the Regular Town Council meeting at 7 p.m. He advised that the Fire/EMS Joint Sub -Committee, which was comprised of two Council Members and two TCMUD No. 1 Board Members, worked on this item and that there are still a few items left to agree upon. Council Member Reed stated that as a member of the Fire/EMS Joint Sub -Committee, he feels that they have a solid lease agreement where both bodies can be comfortable with it. He added that there were some issues with the use of the building, amount of time for the lease, parking, and renovations, which can be discussed and agreed upon at tonight's meeting. Mayor Sanders stated that on page 1, the last paragraph of the Lease Agreement, there is a blank space next to parking spots, and asked if that needs to be decided upon. TCMUD No. 1 Secretary/Treasurer Carr stated that it currently appears that the Town needs a minimum of two years before their new facility is built. He stated that if the Town uses the facility for a meeting room with high attendance, than that could be an issue. He added that another factor is if there is a water storage tank on site, then parking is restricted there, and they need parking for their staff. TCMUD No. 1 Director Twomey stated that the initial discussion was that once the Town occupies the new Town Hall facility, then there would be at least 23 spaces allocated for the remaining staff that remained at the Annex building. Mayor Sanders clarified that Council has taken no action to decide exactly how large the building will be at the new facility, and that the last action they took was that they came up with the square footage when they were looking at the Methodist Church property, which included utilizing the entire Annex building. He asked if the blank should be filled regarding the parking spaces on the first page, or possibly have removed the portion that references Exhibit B. TCMUD No. 1 General Manager McKnight stated that was intended to ensure that the Town gets the parking north of the Annex building, and that she believes there are 11 parking spaces that would be included in the exhibit. Council Member Shoffner pointed out that if the TCMUD No. 1 went into this agreement believing that they were using the Annex building for office space, then they would not have put a Permitted Use section on the second page. He stated that the Town is exploring all options, not just office use. TCMUD No. 1 Secretary/Treasurer Carr stated that there are things that they would prefer not to have because of their neighbors. Mayor Pro Tem Lamont asked if they could change "room" to "rooms" within the Permitted Use section, in case they had a community center there. Council Member Rowe commented that there should not be an issue regarding parking when the new facility is built, and recommended leaving that section out of the agreement. TCMUD No. 1 Director Thomas stated that they looked in terms of what they needed regarding parking, and they wanted to identify the number of spaces that they would need to put a reserve for TCMUD No. 1 employees and visitors. Town Council Joint and Regular Minutes RpdbaP2078 Meeting Date: Maje7d x2028 TCMUD No. 1 Secretary/Treasurer Carr asked how many employees are in the Annex building. Town Manager Seidel stated that there is approximately 15 Town Staff who office in the Annex, but that does not include Police Department staff along with their Police issued vehicles. Mayor Sanders received consensus to leave the 23 allocated parking spaces, and include an Exhibit B for front parking spaces along the Annex building. Mayor Pro Tem Lamont stated that he would like to go with what they originally agreed upon length of term for the agreement, which was 25 years. He explained that if they limited the term to 10 years, it would be difficult if they wanted to do a community center, and it would not be cost effective because it could take two years to complete the new joint facility, leaving about eight years left. He added that it was originally a three year notice, and now it is down to a one year notice. Additionally, he stated that the initial discussion was that they would only require the office space if a government entity requirement was imposed, and now it is for any business reason. Council Member Reed stated that there were multiple discussions about this during the meeting, and asked that they look at what they all can agree upon regarding terms in order to expedite things. Council Member Rowe asked what the Sub -Committee agreed upon. Council Member Kurtz stated that it was his understanding that it was for 10 years, with the TCMUD No. 1 giving the Town a one year notice to vacate after the 10 years, but they would only give notice to vacate if the state required TCMUD No. 1 to change the use. Mayor Sanders asked if the one year notice could be given any time during the 10 year lease term. TCMUD No. 1 Secretary/Treasurer Carr stated that their intent was that at year 9, the TCMUD No. 1 would have to give a one year notice. Council Member Reed explained that the general intent was to purchase the Methodist Church property and utilize the Annex building, and now they are going to try to put all the facilities in one building which leaves an asset to the Town that could become of great benefit for the community. He added that if that is the route the Council takes, then 10 years is not enough time to pay back the loan they will have to take out. He asked if the TCMUD No. 1 would be willing to work with them to possibly do a 25 year lease. Discussion took place regarding different options they discussed at the Sub -Committee meeting regarding renewal options. TCMUD *Noecretary/Treasurer Carr stated that he personally has no issue if the building was used as a community center. Council Member Reed inquired what the potential need for the TCMUD No. 1 was to use the Annex building in the future. Mayor Sanders asked if the TCMUD No. 1 took action already and approved this lease agreement. TCMUD No. 1 Secretary/Treasurer Carr stated they did agree on a similar agreement. Mayor Pro Tem Lamont and Council Member Parrow agreed that they would prefer a 25 year agreement. Council Member Rowe stated that he is satisfied with what the Sub -Committee agreed upon, and if something comes up they can revisit the issue. Town Council Joint and Regular Minutes P" 28,dW& Meeting Date: PAajeZ6o2028 Council Member Parrow stated that it does not specify in the Termination clause when the lease could be terminated, and that he understands that the intent is at the end of nine years but it does not state that. He asked if the Council agrees to what it now states, would the TCMUD No. 1 maintain the right if they had a need for the building, they would just have to give a one year notice to vacate the Annex building at any time during the 10 years. Town Attorney Adams stated that it could be read either way, but pointed out that it states that the landlord shall give written notice to Tenant at least one year prior to the effective date of the termination, which is September 30, 2025. Council Member Shoffner stated that he agreed with Mayor Pro Tem Lamont and Council Member Parrow, and that he would like to see the lease term established for as long as possible. He added that the Council wants to use the Annex building for a greater purpose, especially since the residents are still paying for the building, and utilize the building for something for the community. Council Member Reed pointed out that the attorneys have not reviewed this document. Mayor Sanders stated that he is not opposed to the 10 years, but he would like to see it for longer. He suggested as a compromise they that they either extend the 10 years or allow for a longer notice. He explained that he does not want to leave it vague about changing its use and the landlord reserving the right to terminate the lease earlier than the termination date when the Town is still paying on the building for another 10 years. TCMUD No. 1 discussed extending the term to 15 years and possibly sending this agreement back to the Sub - Committee for further review. Mayor Sanders received consensus from the Council to agree to 15 years, which would also change the termination date, and asked that it be changed in the agreement to be brought back to both parties for approval. Additionally, he asked that the first sentence in the Termination clause be tightened down and be more specific. Mayor Pro Tem Lamont stated that he has a concern on the second page leaving the Landlord's own business purposes, as a reason to vacate the building. Council Member Parrow agreed with Mayor Pro Tem Lamont, and stated that the initial intent in January 2015 was only if TCEQ or another governmental agency required the TCMUD No. 1 to have more space than they would be able to terminate the lease. Council Member Kurtz stated what Mayor Pro Tem is referring to was agreed upon during the Sub -Committee meeting, the only way the lease terminates is if the state or another governmental body comes in and mandates it. Mayor Sanders stated that what he is hearing is that the Sub -Committee will meet again, and be specific about the ability to terminate, other than for business purposes. He received a consensus to leave the Base Rent as is, and to change "room" to "rooms or spaces" within the Permitted Use section. Mayor Pro Tem Lamont pointed out that item B.2., on page 4, states that the tenant agrees not to alter the premises. He stated that if the Town decides to stay in the Annex building and wanted to build a community center, then the Town would have to go back to the TCMUD No. 1 for approval. Council Member Reed stated that the Sub -Committee, from the Town's stand point, did not agree to interior changes having to be approved by the TCMUD No. 1. He stated that he would only be willing to agree to that if it were an exterior change to the building, such as parking, that would alter the TCMUD No. 1 facility. Town Council Joint and Regular Minutes R" 28,dUr& Meeting Date:Ilte2bo2028 Council Member Parrow pointed out that within Section D.1., Alterations, on page 5, the TCMUD No. 1 could require the Town to restore the facility back to its original condition after the Town invests funds to possibly alter the building into a community center. Mayor Sanders stated that he sees an issue with the phrase "restore the premise to the condition existing at the commencement date" he recommended adding "unless otherwise agreed upon in writing" so if there were agreed upon changes, the landlord would not require them to return it to its original condition. He stated that he does not have an issue going to the TCMUD No. 1 for proposed changes to the facility to ensure that they will meet Fire code and safety standards, but he is not in favor on basing their approval on preference. TCMUD No. 1 Secretary/Treasurer Carr stated that he agreed that and if the TCMUD No. 1 approves the Town changes, then they should not expect them to remove the changes. Mayor Sanders recommended that 13.2.e., Alter the Premises, be revised to include the phrase "without prior approval." Mayor Sanders stated that there have been points made tonight and there are still points to be addressed. He noted that they have agreed in principle to 15 years, and to have the Sub -Committee meet again to address the necessary changes to the agreement. Council Member Reed stated that he would like to meet in an executive session prior to the Sub -Committee meeting to ensure that they address all the concerns. Council Member Rowe made a comment that any changes there were made to the agreement after the Sub - Committee met was not acting in good faith. No action was taken on this item. 2. Consider and take appropriate action regarding the lease of offices in the Svore Municipal Building located at 100 Municipal Drive. No action was taken on this item. 3. Consider and take appropriate action regarding fire protection services for property that is outside of the TCMUD No. 1 district and outside of the PID boundaries. Mayor Sanders commented that Council Member Shoffner found a 2008 Interlocal Cooperation Agreement between the two entities for Fire Protection Services. He asked if Town Staff was able to find where the TCMUD No. 1 took action to deal with an agreement that had all entities named. Town Attorney Adams stated that she and Town Staff have been researching the consolidation documents to see if that was addressed within them. Mayors Sanders stated that the 2008 Interlocal Agreement did clarify unincorporated areas, which references providing service to unincorporated areas. He advised that they will deal with this item another time. No action was taken on this item. 4. Receive an update from the Fire/EMS Joint Sub -Committee regarding Fire/EMS services; discussion of same. No action was taken on this item. Town Council Joint and Regular Minutes R" 28,dM54 Meeting Date: PAaje2602028 5. Consider and take appropriate action regarding infrastructure assets being deeded over to the TCMUD No. 1. Mayor Sanders stated that there are five items regarding infrastructure assets that need to be deeded over to the TCMUD No. 1, and that Town Staff and TCMUD No. 1 Staff will continue to work on, which will be discussed on a future Town Council agenda. No action was taken on this item. Mayor Sanders adjourned the Joint Meeting at 6:53 p.m. CONVENE INTO REGULAR SESSION - START TIME — 7:00 P.M. Mayor Sanders announced the date of Tuesday, April 28, 2015, called the Regular Town Council to order and announced a quorum at 7:00 p.m. The Invocation was offered by Council Member Parrow. The Pledges were led by Council Member Shoffner. CITIZEN PRESENTATIONS This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. The Council is not permitted to take action on or discuss any presentations made to the Council at this time concerning an item not listed on the agenda. The Council will hear presentations on specific agenda items prior to the Council addressing those items. You may speak up to four (4) minutes or the time limit determined by the Mayor or presiding officer. To speak during this item you must complete the Speaker's form that includes the topic(s) of your statement. Topics of presentation should be limited to matters over which the Council has authority. There were no citizen presentations. Na CONSENT AGENDA All matters listed as Consent Agenda are considered to be routine by the Town Council and will be enacted by one motion. There will not be a separate discussion of these items. If discussion is desired, that item will be removed from the consent agenda and will be considered separately. 6. Consider and take appropriate action regarding the Minutes dated March 24, 2015. (Town Secretary Note: Approved as presented in the Town Council agenda packet) 7. Consider and take appropriate action regarding designating Assistant Town Manager/CFO Steven Glickman to serve as Acting Town Manager in compliance with Section 4.06 of the Trophy Club Town Charter. Attachment 8 —Acting Town Manager Designation Letter Motion made by Mayor Pro Tem Lamont, seconded by Council Member Shoff ner, to approve the Consent Agenda Items 6 and 7. Motion passed unanimously. Town Council Joint and Regular Minutes R" 28,6034 Meeting Date: Maje2bo2028 REGULAR SESSION 8. Recognition of the 2014 Citizen of the Year Nominees and announce the recipients; discussion of same. Mayor Sanders recognized each 2014 Citizen of the Year nominees: Matt Tibbitts Lizette Cortes Mindi Bone Mayor Sanders announced Mindi Bone as the 2014 Citizen of the Year Award recipient, and presented her with a certificate and plaque. Additionally, he presented Matt Tibbitts and Lizette Cortes with a certificate. Mayor Sanders recognized each 2014 Youth Citizen of the Year nominees: Samantha Ellis Laura Miley Brandon Michaelis Mayor Sanders announced Brandon Michaelis as the 2014 Youth Citizen of the Year recipient, and presented him with a certificate and plaque. Additionally, he presented Samantha Ellis and Laura Miley with a certificate. PIO/Marketing Manager Reiling stated that she will post a re -cap on the Town's website and send a press release to the newspaper. Consider and take appropriate action regarding a Proclamation of the Town Council declaring May 7, 2015, as Day of Prayer in Trophy Club. I& 4200bbb— , Attachment C— Proclamation No. 2015-09 Council Member Parrow read the proclamation intc Motion: Motion made by Council Member Parrow, seconded by Council Member Rowe, to approve Proclamation No. 2015- 09, declaring May 7, 2015 as Day of Prayer in Trophy Club. Motion passed unanimously. Mayor Sanders presented Irma Thomas, NDP Task Force Coordinator, with the proclamation and stated that she has been a participant with this observance for over 23 years. Mrs. Thomas stated that the observance will be at the Trophy Club Clock Tower at noon on May 7, 2015, unless it rains, then it will be held at the Fellowship United Methodist Church. 10. Consider and take appropriate action regarding new Police and Town Hall Facility and receive presentation from GSBS Principal Tom Batenhorst; discussion of same. Attachment D — Police and Town Hall Facility Presentation Attachment E — Capital Budget Summary Mayor Sanders announced that the Council authorized an offer to be made on roughly 5.5 acres of land along Trophy Wood Drive, which is under contract and expected to close on the property on May 4, 2015. He stated that the Council is moving forward with possibilities of design and space for the facility. Town Council Joint and Regular Minutes R" 28,dUr& Meeting Date: MajeMo2028 Tom Batenhorst, GSBS Principal, provided a presentation regarding the new Police Department and Town Hall facility, and potential budget estimates. The presentation included: an aerial photo of the property site; Site Plan for Phase 1; Site Plan for Phase 2; Cost Comparison for joint Police Department and Town Hall projects in the North Texas area that have been built within the last seven years, excluding Heber Town Hall and Police facility, which is in Salt Lake City, Utah; Space Allocation for the new Town Hall, Public Safety, and Common Public Spaces, based on a total square footage of 23,841; Space Allocation for the new Town Hall, Public Safety, and Common Public Spaces, based on a total square footage of 19,397, including the utilization of the Annex building; Capital Budget Summary based on a 23,841 square foot facility; Capital Budget Summary based on a 19,397 square foot facility, including the utilization of the Annex building; and Delivery Process Pros and Cons of Design, Bid, and Build versus Construction Manager at Risk. He provided a schedule of potential dates that need to be met in order to call a November Bond Election, and stated that he and Town Staff are looking for direction tonight. Additionally, he stated that the second handout that he passed out was a detailed summary of the Capital Budget for a new facility based on it being 23,841 square feet, and based on it being 19,397 while continuing to utilize the Annex building, which does not include it being a lead certified building. Council Member Reed inquired about the cost difference between the Heber example and the Towns proposed facility. Mr. Batenhorst stated that both are based on $276 per square foot but there are additional costs of furniture, information technology, etc. Council Member Reed asked if the proposed cost includes an EOC room. Mr. Batenhorst stated that he believes the Police training room will be the harden room, which will be able to withstand against a degree of wind and storm. He added that the Council needs to determine what level of hardness they would like the room to be. Council Member Reed asked about the cost for a hardened room that is about 800 square feet, which would include items such as a backup generator. Mr. Batenhorst stated that he would have to look into the cost. He added that the Police Department will have additional harden rooms which will include two holding cells, evidence room, and an armory room. He stated that the budget regarding the utilities needs to be discussed as well. Council Member Reed stated that he wants to respect the tax payer dollars, and he believes there is a threshold that appears excessive and he believes that threshold would be over $7 million. Discussion took place regarding verifying the requirement of a harden room for employee protection, including the estimated cost. Town Manager Seidel stated that a reason to have a harden room is so that the Town can still maintain operations in the event of a disaster. Mr. Batenhorst advised that the Geo -Tech Foundation study would be for the suspended slab, which helps ensure stability of the slab. Mayor Pro Tem Lamont inquired about suspended slabs. Mr. Batenhorst recommended that this type of facility be a 50 year building, which most municipal and school projects are. He stated that the suspended slab is elevated off the ground surface to allow the ground to expand and contract without impacting the slab and the slab is held with the piers that are drilled down to rock or other strata to allow for a stable slab. Town Council Joint and Regular Minutes R" 26,dW& Meeting Date:IlAige2130128 Council Member Kurtz asked if a budget of $6.9 million is attainable to build the facility of this size. Mr. Batenhorst stated that based on history of similar facilities in the area it is not going to be attainable for and approximately 24,000 square feet facility. Council Member Reed inquired about to process of removing the existing soil and shipping in new soil, similar to what is done in retail construction. Mr. Batenhorst stated that the modification he is speaking about can get the potential movement down to less than an inch. He explained that another option would be to dig out the entire site about 5 to 10 feet deep, put it back with eight inch lifts with water to get the right moisture content. The thought is that the clay will not dry out but he is not aware if that can be the case for a 50 year facility. For larger projects such as warehouses, there is a caterpillar that shots water down into the soil, which is not cost feasible for a smaller project. Another option would be to take out the soil and bring in good soil. He advised that they need to review a Geo -Tech report to be able to choose the best option. He added that one out of 10 projects that he would do, might not be a suspended slab for a Town Hall. Council Member Rowe commented that would support the option that offers a worst case scenario of movement of less than one inch. Mayor Sanders commented that he believes the funds spent up front to ensure that the foundation stays where it should, would be well spent for a 50 year facility. He explained that he does not want to under budget for the new facility, which will be on the ballet in November 2015, and noted that if not all the funds are not spent, then it could be repurposed. He stated that the Council will not know the true cost until some engineering is done and bids are received. He asked, assuming that the Council went with Construction Manager at Risk, who would be the project manager to be onsite every day. Mr. Batenhorst stated that either firm would provide daily onsite monitoring of the project. Mayor Pro Tem Lamont asked to pull out furnishings from the cost since it will not last for the life of the bond. Mr. Batenhorst stated that it can be pulled and noted that other items, such as information technology services, can be decided on how the Council wants to fund them. Council Member Reed asked that Town Staff look at how much CCPD will be able to contribute, and see what items can be pulled and covered by those funds. Town Manager Seidel commented that any time debt is issued, issuance cost is paid, which is a minimum of about $20,000. Mr. Batenhorst stated that he would like direction from the Council to be more confident with the layout of the building, the materials to construct the building, and the appearance of the building, in order to bring back to the Council for follow-ups. There was consensus from the Council to proceed with moving all employees out of the Annex facility and into the new facility. Council Member Parrow asked how soon Mr. Batenhorst could bring back an update to Council. Mr. Batenhorst stated that he should be able to come back in about a month with some ideas for additional input. He added that they will help the Council find the best way to get them the best value within reasonable terms of being a municipal facility, so that it will be something they are proud of, that it will weather tight, and will take normal commercial maintenance. Town Council Joint and Regular Minutes P" 26,dW& Meeting Date:IlteRo2028 Mayor Sanders asked Town Manager Seidel to explain how Mr. Batenhorst's fees for services provided are funded. Town Manager Seidel stated that he would have to verify but he believes the upper limit was approximately $320,000, which includes lead certification funds, and is paid through a 2012 tax note, with a remaining balance of $270,000. He stated that within a certain number of days prior to an election, a reimbursement resolution can be done for incurred cost and could be reimbursed. Mayor Sanders asked for an item to find out time wise for this in order to be a part of the Bond Election. Motion: Motion made by Mayor Sanders, seconded by Council Member Parrow, to continue the planning and designing of approximately a 23,841 square foot facility. Discussion took place that this vote was for the purpose of giving Mr. Batenhorst direction for design purposes in order to move forward. Revised Main Motion: Motion made by Mayor Sanders, seconded by Council Member Parrow, to revise his main motion to move forward with planning and design for the construction of a building that will accommodate all staff at one location, based on current designs and is roughly 24,000 square feet. Motion passed unanimously. Mayor Pro Tem Lamont brought up the possibility of reducing the amount of open space to save on construction cost. 11. Consider and take appropriate action regarding the acceptance of the Audit for the Town of Trophy Club, Fiscal Year 2013-2014. Attachment F—Audit Presentation John DeBurro, Senior Audit Manager with Weaver and Tidwell, LLP, provided the Audit presentation, which included: Engagement Team; Engagement Timeline; Audit Process; Auditor Results; Auditor Communications for the year ended September 30, 2014; Required Communications to those in Charge of Governance; Financial Highlights; and New Standards for Fiscal Year 2015. Additionally, he thanked the Town Council and Town Staff for making this a successful audit. Mayor Sanders thanked Mr. DeBurro and Town Staff for their work on the audit and making this a successful audit. Council Member Shoffner asked if it was typical to not having deficiencies. Mr. DeBurro stated that it is more typical than not, and commended Assistant Town Manager/CFO Glickman for doing an excellent job. Council Member Shoffner commented that last year was the first year not to have a significant amount of deficiencies and stated that it is good that this trend is continuing. Town Manger Seidel stated that an unmodified or clean opinion is the highest level the Town can receive. He added that Town Staff works hard to ensure that there are no major or minor deficiencies, and that they are constantly looking at ways to improve efficiencies. He recognized Strategic Services Coordinator John Zagurski, Chief Financial Analyst April Ezell, and Finance Consultant Eddie Peacock for their assistance during the process and for doing an outstanding job. Town Council Joint and Regular Minutes P" 29, dM& Meeting DateP9AyDj1Mo2028 Motion: Motion made by Council Member Rowe, seconded by Council Member Reed, to accept the Audit for the Town of Trophy Club, Fiscal Year 2013-2014. Motion passed unanimously. 12. Consider and take appropriate action regarding options provided by the Town Staff for general signage on poles and painted on road beds regulating traffic within and around the Round -About previously discussed at the Town Council meeting on February 24, 2015. Attachment G — Round -About Presentation Town Manager Seidel stated that this item is based on feedback from the February 24, 2015, Town Council meeting. He recognized Project Manager Ed Helton, Development Services Manager Pat Cooke, Police Chief Patrick Arata, and Town Engineer Tom Rutledge for their review of options. RECESSED AT 8:55 P.M. FOR A BREAK RECONVENED AT 8:59 P.M. INTO REGULAR SESSION Town Engineer Tom Rutledge stated that he and Town Staff have met and discussed the round -about signage. He provided a presentation that included round -about aerial photos, current signage, street views, and possible modified signage. He stated that the signage in question, are the 11 pedestrian crossing signs as you enter the throat of the round -about. He added that if Council determined to take the signs down, it would be consistent with what is allowed and recommended within the Texas Manual on Uniform Traffic Control Devices (TMUTCD). Main Motion: Motion made by Council Member Rowe, seconded by Council Member Kurtz, to accept the proposed changes at the round -about for eliminating signage. Council Member Kurtz inquired about the double lines to be able to ticket drivers. Police Chief Arata stated that is something they are still reviewing but the amount of lane that would be limited by the double line would be very short, approximately 15 feet, which would not serve a purpose for what they had discussed. Town Engineer Rutledge stated it would almost be like solving one issue but creating another because it hinders the vehicles that need to make the right turn. He stated that the desire is to have the traffic in the round -about to have full right of away. Discussion took place that the brick cross-over may not be recognized as a crosswalk. Council Member Shoff ner commented that it would be helpful to have a solid white line on either side of the brick to designate the area as a crosswalk. Mayor Sanders stated that he was not in favor of removing the crosswalk ahead signs on the northern portion of Trophy Club Drive or the one on the southern portion of Trophy Club Drive. Council Member Reed asked if the speed limit in the round -about is consistent with the 20 mph signs that are posted. Police Chief Arata stated that the speed limit is 30 mph. Discussion took place regarding other crosswalk ahead signs on Trophy Lake Drive. Town Council Joint and Regular Minutes R" 28,dW& Meeting DatePbAyDjQ6o2028 Amended Motion: Amended motion made by Mayor Sanders, seconded by Mayor Pro Tem Lamont, to keep the sign on Trophy Club Drive, at the median on the south bound Trophy Club Drive before the round -about, as well as the one Trophy Club Drive going north bound before the round -about. Council Member Rowe commented that he believed the end result from the February 24, 2015, Council meeting discussion was to include removing the 20 mph signs. Amendment to Amended Motion: Amendment to the Amended Motion made by Council Member Shoff ner, seconded by Council Member Rowe, to include the painting of white stripes on either side of the two brick crosswalks on Trophy Club Drive. Motion passed unanimously. The vote was taken for the Amended Motion. Motion passed unanimously. Council Member Parrow commented that a suggestion was made during the February 24, 2015 was cobble stoning the yield lane from Trophy Club to Trophy Lake to have drivers slow down and yield. Amendment to the Amended Main Motion: Amendment to the Amended Main Motion made by Council Member Parrow to do some physical change to the yield sign area going from Trophy Club Drive to Trophy Lake Drive to enhance the physical recognition of the yield sign. Motion failed for lack of a second. Amendment to the Amended Main Motion: Amendment to the Amended Main Motion made by Council Member Rowe, seconded by Council Member Kurtz, to include removal of the 20 mph signage. Mayor Sanders stated that he would not vote in favor of the motion because it adds some value to warn drivers to slow down. The vote was taken for the Amendment to the Amended Main Motion. Motion carried 6-1-0 with Mayor Pro Tem Lamont, and Council Members Parrow, Reed, Rowe, Kurtz, and Shoff ner voting for, and Mayor Sanders voting against. Bill Rose, 219 Inverness, stated that the area Council Member Parrow is speaking about, where the yield is at, there is a dotted line that goes around the round -about. He stated that Southlake has a similar arrangement but they don't have dash lines. He recommended possibly removing the dash lines because a driver has a sense of ownership with that dash line, but without it, the driver might be more inclined to yield. Town Engineer Rutledge stated that the dash lines are there to keep the drivers aware that there are two lanes. Amendment to the Amended Main Motion: Amendment to the Amended Main Motion made by Council Member Reed, seconded by Mayor Pro Tem Lamont, to make a solid line out of the three dash lines and eliminate the fourth dash line. Town Engineer Rutledge stated that the purpose of the dotted line was for drivers in the right lane to turn right and be able to designate that lane. Revised Amendment to the Amendment Motion: Amendment to the Amended Motion made by Council Member Reed, seconded by Mayor Pro Tem Lamont, to remove his original amendment and changed the motion to the removal of the dash lines in the round -about on Trophy Club Drive heading south bound as the drivers approach Trophy Lake Drive. Town Council Joint and Regular Minutes R" 28,dW& Meeting DateP9pDj12BQ2028 Council Member Reed explained that he believes drivers feel, as they approach the yield, that they have their own lane and they do not yield, so if there is only one lane then they have to yield. Police Chief Arata commented that the dash line is a neutral area for either driver, and if the dash line is eliminated then the person yielding now has no protection. The vote was taken for the Amendment to the Amended Main Motion. Motion failed for lack of majority 2-5-0 with Council Members Parrow and Reed voting for, and Mayor Sanders, Mayor Pro Tem Lamont, and Council Members Rowe, Kurtz, and Shoffner voting against. The vote was taken for the Main Motion as Amended, which was to remove the extra cross walk signs in the round -about area; keeping the two crosswalk ahead signs on Trophy Club Drive, at the median on the south bound Trophy Club Drive before the round -about, as well as the one Trophy Club Drive going north bound before the round -about; painting of white stripes on either side of the two brick crosswalks on Trophy Club Drive; and removal of the 20 mph signage. Motion passed unanimously. Mayor Pro Tem Lamont thanked Council Member Parrow for his work on this item. Laura Vandal, 1 Meadowbrook Lane, stated that her children go to Lakeview Elementary and she takes the round- about to take them to school. She thanked Police Chief Arata for his quick response to placing an officer at the round -about, and Council Member Parrow for his response back to her. She stated that she feels the main issue is Roanoke commuters, but since having the parked officer there, she feels that the round -about is extremely better. She feels that having police presence for awhile will make a difference. 13. Consider and take appropriate action regarding an Ordinance of the Town amending Article I, "Animals" of Chapter 2, "Animal Control' of the Code of Ordinances of the Town, by amending Section 1.01, "Definitions" and by repealing Section 1.16, "Livestock, Wild or Prohibited Animals" and by adopting a new Section 1.16 prohibiting the keeping or harboring of Fowl within the Town; providing a penalty; and providing an effective date. Mayor Sanders stated that the Animal Shelter Advisory Board tried to get together and meet this last week but they did not get to accomplish everything they set out to accomplish. He advised that Susan Edstrom contacted him and stated that Animal Shelter Advisory Board was not finished and was not ready to make a recommendation to Council, and requested the Council to table the item. He stated that the item did allow for Council discussion of fowl, and that Ms. Edstrom also advised that approximately 30 families do have chickens at their homes. Motion: Motion made by Council Member Reed, seconded by Council Member Rowe, to table this item until the Animal Shelter Advisory Board is ready to make a recommendation. Council Member Shoff ner commented that Council had tasked this to the Animal Shelter Advisory Board at the end of last year, and now that they have met Council should give them the opportunity to bring it back to Council for a recommendation. The vote was taken. Motion passed unanimously. 14. Consider and take appropriate action regarding the Mid -Year Financial Report for Fiscal Year 2015. Attachment H — FY 2015 Mid -Year Financial Report Town Council Joint and Regular Minutes RWO 28,dM& Meeting DatePi 'IMo2028 Assistant Town Manager/CFO Glickman provided the Mid -Year Financial Report for Fiscal Year 2015, which is the report containing summary information regarding the financial status of the Town's funds through March 31, 2015. The Town remains in excellent financial condition as exhibited by higher than anticipated general fund revenues in multiple areas coupled with lower than anticipated general fund expenditures. Motion: Motion made by Mayor Pro Tem Lamont, seconded by Council Member Parrow, to approve the Mid -Year Financial Report for Fiscal Year 2015. Council Member Shoffner stated that he noticed some items have gone above their budgeted amount, and asked if they look at the department or each line item. Assistant Town Manager/CFO Glickman stated that if a department spends more in one line item and less in another, it more or less then equals out. Town Manager Seidel advised that during the budget process, they meet with the department heads and address any line items that goes over or under budget, but noted that there are occasions where a situation comes up during the year that was not predicted. The vote was taken. Motion passed unanimously. 15. Consider and take appropriate action regarding Verizon cellular infrastructure and a potential lease between the Town and Verizon. Town Manager Seidel stated that Town Staff is loo`ing for direction from Council to see if they would like to pursue one or both of the lease opportunities between the Town and Verizon. Discussion took place regarding the possibility of areas, such as a sports facility, to place the cellular infrastructure; having something similar to the flag pole at the golf course; discussion with the Mormon Church about a utility easement; and if a road were built to have it where grass can grow on it to make it less noticeable. Town Manager Seidel stated that probably the biggest concern, regarding the park lease, is having an 8 foot path of concrete, since the Independence East area is a premier location. Motion: Motion made by Council Member Reed, seconded by Council Member Parrow, to not approve the lease at Independence East, by the baseball field. Mayor Sanders stated that he does not believe that is the best location for the cellular infrastructure. Council Member Rowe stated that he would be interested in knowing what exactly it would look like and know the impact on service for citizens who use Verizon. He stated that some residents may be upset with the aesthetics, but that they also may not realize where others are already located within the Town. Mayor Sanders explained that just because there is a tower at that location, does not ensure improved cellular reception. Mayor Pro Tem Lamont asked how tall the pole was at the Country Club was. Town Manager Seidel stated that he does not know the answer but can look into that. Town Council Joint and Regular Minutes R" 28,dM& Meeting DatePi 't bo2028 Discussion took place about the possibility of Verizon approaching Byron Nelson High School or to NISD for a location on their facilities, which would come before the Council for approval. Council Member Parrow commented that there is debate about the effect of microwave transmissions, and does not want to expose their residents to an increased health risk. The vote was taken. Motion carried 6-1-0 with Mayor Sanders, Mayor Pro Tem Lamont, and Council Members Parrow, Reed, Kurtz, and Shoff ner voting for, and Council Member Rowe voting against. Motion: Motion made by Council Member Rowe, seconded by Council Member Reed, to instruct the Town Manager to proceed with allowing a cell tower along the Oncor right-of-way on one of the towers, along Highway 114, close to the Plaza Shopping Center, east of old Beck Park. Town Manager Seidel stated that Oncor will place this antenna on their existing tower. The vote was taken. Motion passed unanimously. Motion: Motion made by Mayor Sanders, seconded by Mayor Pro Tem Lamont, to instruct the Town Manager to discuss with Verizon and continue the investigation with NISD to secure the triangle piece of land along Bobcat Boulevard and Marshal Creek Road for monumentation and for potential site for a cell tower. Town Manager Seidel provided an update regarding Town Staff discussion with Mehran Aghili about Medlin Middle School and NISD about the triangle piece of property. The vote was taken. Motion failed for lack of majority 3-4-0 with Mayor Sanders, Mayor Pro Tem Lamont, and Council Member Rowe voting for, and Council Members Parrow, Reed, Kurtz, and Shoffner voting against. 16. Town Council Liaison Updates; discussion of same: *Parks and Recreation Board, April 20, 2015 Council Liaison - Council Member Philip Shaffner Provided update, no action taken, just discussion. 17. Town Manager Seidel's update regarding the following; Council discussion and provide input regarding same. Dog Park Survey Back to Nature Day/Spring Family Camp Out ATM/CFO Duties Town Manager Seidel updated the Council and addressed questions; no action taken, update only. 18. Items for Future Agendas to include discussion of Agenda Items for consideration on the upcoming Regular Session Council Agenda for May 12, 2015 meeting and discussion of Future Agenda Items. This item allows Council to request the placement of items on upcoming agendas when the topic of discussion requires research and review that cannot be accomplished in the time frame between regular Council meetings. However, a Council Member may request that an item be placed on the next regularly scheduled meeting without Town Council Joint and Regular Minutes R" 28,dM& Meeting Datd bAyDj 3o2028 first placing that item on the Future Agenda Items list. All requests for agenda items must comply with Charter requirements. Mayor Sanders noted that he had asked to combine these two items into one item because no one was discussing them at the early part of the meeting during workshops. He requested that an item be added to the Town Council Future Agenda Items list for discussion and action related to town garage/special/estate/moving sales, etc., and an item for be added for review of ordinance to allow golf carts, not including special vehicles. Mayor Pro Tem Lamont asked if the signage item, on the upcoming May 26, 2015 meeting, is regarding the slip roads. Mayor Sanders stated that the item is regarding directional signage possibly on Trophy Club Drive to direct you to the high school and middle school and park, as well as marketing signs similar to Southlake that he presented on February 10, 2015. Council Member Shoffner asked to remove Item No. 7 to consider and take appropriate action regarding forming a committee of residents to create a site/action plan for Trophy Club Park. Council Member Reed requested that an item be added to the Town Council Future Agenda Items list for discussion of and take appropriate action regarding changing the speed limit in the round -about from 20 to 30 miles, and to add an item for an update only regarding the Holiday Inn and to have the owner and general contractor present in order to inform the citizens of their status. Town Manager Seidel stated that they met with the owner today and Holiday Inn may come in for a request to change their Site Plan. He stated that he would keep them updated on this item. Council Member Rowe requested that an item be added to the Town Council Future Agenda Items list for discussion of and take appropriate action regarding the Town involvement with the kickball organization for scheduling and establishing a body to represent the kickball players. EXECUTIVE SESSION 19. Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Council will convene into executive session to discuss the following: A. Section 551.074(a)(1), Personnel Matter. To discuss or deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee: Town Attorney, Patricia Adams B. Section 551.072, Deliberation about Real Property. To deliberate the purchase, exchange, lease, or value of real property where deliberation in an open meeting would have a detrimental effect on the position of the governmental body in negotiations with a third person: Potential sites for the location of a new Police and Town Hall Facility, Annex Building, and Potential Lease of Property CONVENE INTO EXECUTIVE SESSION - START TIME —10:30 P.M. RECONVENE INTO REGULAR SESSION - START TIME —12:17 A.M. Town Council Joint and Regular Minutes ReMd 28,dW& Meeting DatePA§W1Ro2028 RECONVENE INTO REGULAR SESSION 20. Consider and take appropriate action regarding the Executive Session. Agenda Item No. 19 (B): Motion made by Council Member Rowe, seconded by Mayor Pro Tem Lamont, to authorize Town Manager Seidel to execute all necessary documents in relation to the land purchase for the future Town Hall and Police facility. Motion passed unanimously. Agenda Item No. 19 (A): Motion made by Mayor Pro Tem Lamont, seconded by Council Member Rowe, to approve a three percent merit increase to Town Attorney Adams effective immediately. Motion passed unanimously. ADJOURN Motion made by Council Member Kurtz, seconded by Council Member Rowe, to adjourn. Motion carried unanimously. Meeting adjourned at 12:18p.m. Holly Fimbres, Town Secretary/RMC) Town C. Nick Sanders, Mayor Club, Texas q. Town Council Joint and Regular Minutes R" 28,dW& Meeting DatePbAygj 2Bo2m28 ATTACHMENT A Unsigned Lease Agreement for Municipal Building Annex Town Council Joint and Regular Minutes PWd 28,(20E-4 Meeting Datd' 12l3o2026 DRAFT LEASE AGREEMENT FOR MUNICIPAL BUILDING ANNEX Date: Landlord: Landlord's Address: Tenant: Tenant's Address: Premises: Basic Information 2015 TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 ("District"), a political subdivision of the State of Texas created and operating pursuant to Section 59, Article XVI, of the Texas Constitution, and Chapters 54 and 49 of the Texas Water Code Attn: General Manager 100 Municipal Drive Trophy Club, TX 762 TOWN OF TROPHY Cl rule municipal corporation Attn: Town Manage 100 Municipal Drive Trophy Club, TX 76: ("Town"), a Texas home he real property described on Exhibit "A", which is attached to and made a part hereof for all purposes, including all of the building and permanent improvements located thereon, containing 4,630 square feet, more or less, constructed by Tenant in 2005, as an annex at the west end of the Landlord's previously existing Svore Municipal Building. The leased premises is commonly referred to by the parties and others as the "Municipal Building Annex." The Premises is located at: 100 Municipal Drive Trophy Club, TX 76262 The Premises includes parking for Town employees and visitors without limitation until a Town Hall building is completed. Upon completion of the Town Hall, the Premises will include 23 allocated parking spots in the location shown on the map or diagram attached to this lease as Exhibit `B", which includes parking spots located along the front (north side) of the building assigned for visitor parking only during business hours. The parking spots allocated in this agreement are designated LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page I April 23, 2015 Town Council Joint and Regular Minutes PWd 26,cffMT Y1 Meeting DateP9j3er2Bp2028 pursuant to the conditions that exist at 100 Municipal Drive as of the date of this agreement. The parties acknowledge that the amount of allocated parking spots may change at the District's sole discretion in the event the parking lot is reduced due to expansion of District facilities. Term (years): Ten (10) Years, with an option to extend as provided in this Lease Commencement Date: October 1, 2015 [or as otherwise agreed] A Termination Date: September 30, 2025 [or as otherwise agreed] Landlord reserves the right to terminate this lease earlier than the stated Termination Date if the Premises is determined by the Landlord's board of directors to be needed for the Landlord's own business purposes. Landlord shall give written notice to Tenant at least one year (365 days) prior to the effective date of the termination. The lease will then terminate upon the effective date stated in the notice. Base Rent (monthly): $1.00 per yearlor he Premises, plus associated costs as provided in this Lease including legal costs of preparing this Lease as provided in Paragraph D.18 of this Lease. Tenant's Pro Rata Share: One Hundred Percent (100%) of the described Premises Security Deposit: None Permitted Use: Office, storage, community meeting room (but not to include an animal control shelter) Insurance: Tenant agrees to maintain property insurance upon the building, other permanent improvements, landscaping around the building, and the leasehold improvements in the Premises in an amount equal to the full replacement cost, plus insurance coverage for removal of debris. Tenant shall be responsible for the deductible amount payable in respect of such insurance. Tenant also agrees to maintain commercial general liability insurance, including contractual liability insurance coverage, covering Tenant's operations within the Premises, with combined single limits of not less than $2,000,000 per occurrence for bodily injury or property damage, naming Landlord as additional insured. Tenant also agrees to maintain worker's compensation insurance in the amount not less than $500,000, with a waiver of subrogation in favor of Landlord. Tenant's Rebuilding Obligations: If the Premises are damaged by fire or other elements, Tenant will be responsible for fully repairing or rebuilding the Premises and improvements at Tenant's expense or with the proceeds of its property insurance, including all structural elements of the building, partitions, walls, ceiling systems, wiring, light fixtures, floors, finishes, wall LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 2 April 23, 2015 Town Council Joint and Regular Minutes PWd 28,cffMFF1 Meeting DatePMjjgj2Z6p2028 coverings, floor coverings, signs, doors, hardware, windows, window coverings, plumbing, heating, ventilating, and air-conditioning equipment, and other improvements in the Premises, and landscaping around the building. Building will be reconstructed in the same configuration as existed prior to becoming damaged or destroyed unless prior written approval of the Landlord is received to allow for a different configuration. A. Definitions Af' A.1. "Agent" means agents, contractors, employees, licensees, and, to the extent under the control of the principal, invitees. A.2. "Essential Services" means utility connections reasonably necessary for occupancy of the Premises for the Permitted Use. A.3. "Injury" means (1) harm to or impairment or loss of property or its use, (2) harm to or death of a person, or (3) "personal and advertising injury" as defined in the form of liability insurance Tenant is required to maintain. A.4. "Rent" means Base Rent plus any other amoun oney payable by Tenant to Landlord. Clauses and Covenants B. Tenant's Obligations B.1. Tenantes to B.1. a. Lease the Premises for the entire Term beginning on the Commencement Date and ending on the Termination Date. B.1. b. Accept the Premises in their present condition "AS IS," the Premises being currently suitable for the Permitted Use. B.I.c. Obey (a) all laws relating to Tenant's use, maintenance of the condition, and occupancy of the Premises and Tenant's use of any common areas and (b) any requirements imposed by utility companies serving or insurance companies covering the Premises. B. 1. d. Pay annually, in advance, on the first day of the lease year, the Base Rent to Landlord at Landlord's Address. B. Le. Pay a late charge of 5 percent of any Rent not received by Landlord by the tenth day after it is due. B. Lf. Obtain and pay for all utility services used by Tenant and not provided by LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 3 April 23, 2015 Town Council Joint and Regular Minutes PWd 28,(ffMfF1 Meeting DateP9j3erM6p2028 Landlord. To the fullest extent practical, the utility services for Tenant shall be separated from the utility services to Landlord, and the utility service companies shall send invoices directly to Tenant. Any cost to separate the utilities and establish direct billing to Tenant shall be paid by Tenant. If is not practical to separate one or more utility services, then the utility service billed to Landlord will be paid by Landlord and allocated between the parties in a reasonable manner, and Tenant agrees to pay Tenant's Pro Rata Share of any utility services provided by Landlord. B.I.g. Allow Landlord to enter the Premises to perform Landlord's obligations, inspect the Premises, and show the Premises to prospective purchasers or tenants. B.I.h. Repair, replace, and maintain all parts of the Premises, normal wear excepted. Landlord is not obligated to repair, replace, or maintain any part of the Premises. B.1.i. Allow Landlord to file a financing state perfecting the security interest created by this lease. B.1 j. Vacate the Premises on the last day Term. B.1.k. INDEMNIFY, DEFEND, AND HOLD LANDLORD, AND ITS AGENTS, HARMLESS FROM ANY INJURY (AND ANY RESULTING OR RELATED CLAIM, ACTION, LOSS, LIABILITY, OR REASONABLE EXPENSE, INCLUDING ATTORNEY'S FEES AND OTHER FEES AND COURT AND OTHER COSTS) OCCURRING IN ANY PORTION OF THE PREMISES. THE INDEMNITY CONTAINED IN THIS PARAGRAPH (i) IS INDEPENDENT OF TENANT'S INSURANCE, (ii) WILL NOT BE LIMITED BY COMPARATIVE NEGLIGENCE STATUTES OR DAMAGES PAID UNDER THE WORKERS' COMPENSATION ACT OR SIMILAR EMPLOYEE BENEFIT ACTS, (iii) WILL SURVIVE THE END OF THE TERM, AND (iv) WILL APPLY EVEN IF AN INJURY IS CAUSED IN WHOLE OR IN PART BY THE ORDINARY NEGLIGENCE OR STRICT LIABILITY OF LANDLORD BUT WILL NOT APPLY TO THE EXTENT AN INJURY IS CAUSED BY THE GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OF LANDLORD OR ITS AGENTS. Tenant agrees not tip' B. Use the Premises for any purpose other than the Permitted Use. B.2.b. Create a nuisance. B.2. c. Permit any waste. B.2.d. Use the Premises in any way that would increase insurance premiums or void insurance on the Premises. B.2.e. Alter the Premises. B.2.f. Allow a lien to be placed on the Premises. LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 4 April 23, 2015 Town Council Joint and Regular Minutes PWd 28,cffMTF1 Meeting DatePhW2Y)o2026 B.2.g. Assign this lease or sublease any portion of the Premises without Landlord's written consent. C. Landlord's Obligations C.1. Landlord agrees to - C.1. a. Lease to Tenant the Premises for the entire Te eginning on the Commencement Date and ending on the Termination Date. C.l.b. Obey all laws relating to Landlord's ownership of the Premises. C.l.c. Provide the Essential Services, but all charges for installing or separating utility service connections or from use charges relating to the Premises shall be paid by Tenant. C Ld. [Provision for return of Security De is intentionally deleted since there is no Security Deposit by Tenant under this Lease.] C.2. Landlord agrees not to - 4hhh.— C.2.a. Interfere with Tenant's possession of the Premises as long as Tenant is not in default. D. General Provisions 41M% Landlord and Tenant agree to the following: D.1. Alterations. Any physical additions or improvements desired by Tenant must be submitted in writing to Landlord and must be approved in writing by Landlord. Any physical additions or improvements to the Premises made by Tenant will become the property of Landlord. Landlord may require that Tenant, at the end of the Term and at Tenant's expense, remove any physical additions and improvements, repair any alterations, and restore the Premises to the condition existing at the Commencement Date, normal wear excepted. D.2. Janitorial Services. The parties agree to cooperate with each other to negotiate with a single janitorial service to clean the Premises occupied by Tenant and the building occupied by Landlord, but in the absence of a joint agreement between the parties each party shall be responsible for its own janitorial services at its own cost. D.3. Landscape Fees Tenant agrees that its employees will provide care for the landscaping around the Premises of the Municipal Building Annex and around the Svore Municipal Building. The parties agree to cooperate with each other to make any decisions required relating to the landscape care for the Premises occupied by Tenant and the remainder of Landlord's property at the Svore Municipal Building, but in the absence of a joint decision between the parties each party shall be responsible for its own landscape care decisions. LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 5 April 23, 2015 Town Council Joint and Regular Minutes FWd 38,(ff0F4 Meeting DateP9yer2N3p2028 D.4. Abatement. Tenant's covenant to pay Rent and Landlord's covenants are independent. Except as otherwise provided, Tenant will not be entitled to abate Rent for any reason. D. S. Insurance. Tenant will maintain the insurance coverages described in the Insurance paragraph on page 2 of this lease. D.6. Release of Claims/Subrogation. LANDLORD AND TENANT RELEASE EACH OTHER AND LIENHOLDER, AND THEIR RESPECTIVE AGENTS, FROM ALL CLAIMS OR LIABILITIES FOR DAMAGE TO THE PREMISES, DAMAGE TO OR LOSS OF PERSONAL PROPERTY WITHIN THE PREMISES, AND LOSS OF BUSINESS OR REVENUES THAT ARE COVERED BY THE RELEASING PARTY'S PROPERTY INSURANCE OR THAT WOULD HAVE BEEN COVERED BY THE REQUIRED INSURANCE IF THE PARTY FAILS TO MAINTAIN THE PROPERTY COVERAGES REQUIRED BY THIS LEASE. THE PARTY INCURRING THE DAMAGE OR LOSS WILL BE RESPONSIBLE FOR ANY DEDUCTIBLE OR SELF-INSURED RETENTION UNDER ITS PROPERTY INSURANCE. LANDLORD AND TENANT WILL NOTIFY THE ISSUING PROPERTY INSURANCE COMPANIES OF THE RELEASE SET FORTH IN THIS PARAGRAPH AND WILL HAVE THE PROPERTY INSURANCE POLICIES ENDORSED, IF NECESSARY, TO PREVENT INVALIDATION OF COVERAGE. THIS RELEASE WILL NOT APPLY IF IT INVALIDATES THE PROPERTY INSURANCE COVERAGE OF THE RELEASING PARTY. THE RELEASE IN THIS PARAGRAPH WILL APPLY EVEN IF THE DAMAGE OR LOSS IS CAUSED IN WHOLE OR IN PART BY THE ORDINARY NEGLIGENCE OR STRICT LIABILITY OF THE RELEASED PARTY OR ITS AGENTS BUT WILL NOT APPLY TO THE EXTENT THE DAMAGE OR LOSS IS CAUSED BY THE GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OF THE RELEASED PARTY OR ITS AGENTS. D. 7. Casualty/Total or Partial Destruction D. 7. a. If the Premises are damaged by casualty and can be restored within ninety days, Tenant will, at its expense, restore the roof, foundation, and structural soundness of the exterior walls of the Premises, landscaping, and any leasehold improvements within the Premises to substantially the same condition that existed before the casualty and Tenant also will, at its expense, be responsible for replacing any of its damaged furniture, fixtures, and personal property and performing Tenant's Rebuilding Obligations. D. 7.b. If Tenant cannot complete the portion of the restoration for which Tenant is responsible within ninety days, Landlord has an option to restore the Premises. If Landlord chooses not to restore, this lease will terminate. If Landlord chooses to restore, Landlord will notify Tenant in writing of the estimated time to restore and give Tenant an option to terminate this lease by notifying Landlord in writing within ten days from receipt of Landlord's estimate. If Tenant does not notify Landlord timely of Tenant's election to terminate this lease, the lease will continue and Landlord will restore the Premises. LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 6 April 23, 2015 Town Council Joint and Regular Minutes pwd 38,(ffmrF1 Meeting DateF9/,3e Mbp2028 D. 7. c. To the extent the Premises are untenantable after the casualty, the Rent will be adjusted as may be fair and reasonable. D. 8. Condemnation/Substantial or Partial Taking D.8.a. If the Premises cannot be used for the purposes contemplated by this lease because of condemnation or purchase in lieu of condemnation, this lease will terminate. D.8.b. If there is a condemnation or purchase in lieu of condemnation and this lease is not terminated, Tenant will, at Tenant's expense, restore the Premises, and the Rent payable during the unexpired portion of the Term will be adjusted as may be fair and reasonable. D.8.c. Tenant will have no claim to the condemnation award or proceeds in lieu of condemnation. DA Uniform Commercial Code. Tenant grants Landlord a securi nterest in Tenant's personal property now or subsequently located on the Premises. This lease is a security agreement under the Uniform Commercial Code. Landlord may file financing statements or continuation statements to perfect or continue the perfection of the security interest. D.10. Default by Landlord/Events. Defaults by Landlord are failing to comply with any provision of this lease within thirty days after written notice and failing to provide Essential Services to Tenant within ten days after written notice. D.11. Default by Landlord/Tenant's Remedies. Tenant's remedies for Landlord's default are to sue for damages and, if Landlord does not provide an Essential Service for thirty days after default, terminate this lease. D. 12. Default by Tenant/Events. Defaults by Tenant are (a) failing to pay timely Rent, (b) abandoning or vacating a substantial portion of the Premises, and (c) failing to comply within ten days after written notice with any provision of this lease other than the defaults set forth in (a) and (b). D. 13. Default by Tenant/Landlord's Remedies. Landlord's remedies for Tenant's default are to (a) enter and take possession of the Premises, after which Landlord may relet the Premises and receive the rent directly by reason of the reletting, and Tenant agrees to reimburse Landlord for any expenditures made in order to relet; (b) enter the Premises and perform Tenant's obligations; and (c) terminate this lease by written notice and sue for damages. Landlord may enter and take possession of the Premises by self-help, by picking or changing locks if necessary, and may lock out Tenant or any other person who may be occupying the Premises, until the default is cured, without being liable for damages. D.14. Default/Waiver/Mitigation. It is not a waiver of default if the nondefaulting party fails to declare immediately a default or delays in taking any action. Pursuit of any remedies set forth in this lease does not preclude pursuit of other remedies in this lease or provided by applicable law. Landlord and Tenant have a duty to mitigate damages. LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 7 April 23, 2015 Town Council Joint and Regular Minutes PWd 32,(ffWF1 Meeting DatePMyDj2?Bp2028 D.1 S. Security Deposit. [Provision relating to use of Security Deposit to pay Tenant's rent or other obligations is intentionally deleted since there is no Security Deposit under this Lease.] D.16. Holdover. If Tenant does not vacate the Premises following termination of this lease, Tenant will become a tenant at will and must vacate the Premises on receipt of notice from Landlord. No holding over by Tenant, whether with or without the consent of Landlord, will extend the Term. D.17. Alternative Dispute Resolution. Landlord and Tenant agree to mediate in good faith before filing a suit for damages. D.18. Attorney's Fees. If either party retains an attorney to enforce this lease, the party prevailing in litigation is entitled to recover reasonable attorney's fees and other fees and court and other costs. In addition, the legal costs of preparing this lease shall be paid by Tenant. D.19. Venue. Exclusive venue is in Denton County, Texas, in which the Premises are located. D.20. Entire Agreement. This lease, its exhibits, addenda and riders, are the entire agreement of the parties concerning the lease of the Premises by Landlord to Tenant. There are no representations, warranties, agreements, or promises pertaining to the Premises or the lease of the Premises by Landlord to Tenant, and Tenant is not relying on any statements or representations of any agent of Landlord, that are not in this lease and any exhibits, addenda, and riders. .mss" D.21. Amendment of Lease. This lease may be amended only by an instrument in writing signed by Landlord and Tenant. D.22. Limitation of Warranties. THERE ARE NO IMPLIED WARRANTIES OF MERCHANTABILITY, OF FITNESS FOR A PARTICULAR PURPOSE, OR OF ANY OTHER KIND ARISING OUT OF THIS LEASE, AND THERE ARE NO WARRANTIES THAT EXTEND BEYOND THOSE EXPRESSLY STATED IN THIS LEASE. D.23. Notices. Any notice required or permitted under this lease must be in writing. Any notice required by this lease will be deemed to be delivered (whether actually received or not) when deposited with the United States Postal Service, postage prepaid, certified mail, return receipt requested, and addressed to the intended recipient at the address shown in this lease. Notice may also be given by regular mail, personal delivery, courier delivery, facsimile transmission, electronic message, or other commercially reasonable means and will be effective when actually received. Any address for notice may be changed by written notice delivered as provided herein. D.24. Abandoned Property. Landlord may retain, destroy, or dispose of any property left on the Premises at the end of the Term. LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 8 April 23, 2015 Town Council Joint and Regular Minutes Fled 38,CgOF1 Meeting DatePMj3Dj2H3p2028 D.25. Subordination. Landlord subordinates its security interest and liens to purchase - money security interests in Tenant's personal property located on the Premises, but Landlord's ownership interest in the land and permanent improvements shall not be subordinated to any security interest of a third party against Tenant. D.26. Advertisement of Premises. During the last six months of the Term, Landlord may place a sign on the Premises advertising the Premises for rent or sale. D.27. Extension Option. Landlord grants Tenant an option to extend the Term for one additional five year period beginning on the day immediately following the expiration of the original Term and continuing to the date five years after the end of the original Term (the "Additional Term"). Tenant's rights under this option terminate if (1) the lease or Tenant's right to possession of the Premises is terminated, (2) Tenant assigns its interest in the lease or sublets any portion of the Premises, (3) Tenant fails to timely exercise the option, or (4) default exists by Tenant at the time Tenant seeks to exercise the option. During the Additional Term the lease will continue as written, except that there shall be no further extension option at the end of the Additional Term. An option to extend for the Additional Term must be exercised by written notice delivered to Landlord at least one year and not more than eighteen months before the Termination Date. D.28. Asbestos. Buildings or structures located on the Premises may contain asbestos - containing material or presumed asbestos -containing material as defined by OSHA regulations. Tenant has inspected the Premises and conducted such tests and inspections as Tenant deems necessary or desirable. Tenant will provide Landlord with copies of all such test results and inspections. Tenant will comply with all rules and regulations relating to asbestos in performing any maintenance, housekeeping, construction, renovation, or remodeling of the Premises, and Tenant will bear all costs related to removal and disposal of asbestos from the Premises. E. Additional Provisions r Landlord and Tenant agree to the following: E.1. Interlocal Agreement. This Lease is entered into by the parties as an interlocal agreement pursuant to the Interlocal Cooperation Act, Texas Government Code, Chapter 791, et seq., as amended (the "Act"), which provides authority for governmental entities of the State of Texas to enter into interlocal agreements with each other regarding governmental functions and services as set forth in the Act. Both the Landlord and Tenant are governmental entities entrusted with the expenditure of public funds and both are interested in efficiently and effectively managing public assets. E.2. Effective Date. This Lease shall become effective upon approval by each of the respective governing bodies of the parties and upon execution by their respective authorized representatives, provided that the identical version of this Lease between the parties is approved by each of the respective governing bodies of those entities and executed by their respective authorized representatives. LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 9 April 23, 2015 Town Council Joint and Regular Minutes FWd 38,(ffMT Y1 Meeting DateF9/,3e 236p2028 E.3. Public Purpose. Pursuant to Section 272.005 of the Texas Local Government Code, each party to this Lease has determined and hereby declares: (a) this Lease is to promote a public purpose of that party by providing office space and other community -related purpose space for the performance of services and opportunities for gathering for the benefit of the residents, property owners, businesses, customers, taxpayers, and voters of either party, and (b) that the terms of this Lease promote and maintain the public purpose of such party. E.4. Tenant's Use of Premises in Svore Municipal Building. At the time this Lease is prepared and executed, Tenant is occupying several offices in the Svore Municipal Building and is periodically using the board room in the Svore Municipal Building for its Town Council meetings, for elections, and other municipal purposes, when the board room is not being used for a previously scheduled purpose of Landlord. Tenant agrees to end its occupancy of all space in the Svore Municipal Building no later than thirty (30) days following substantial completion of Tenant's construction of a new Town Hall, unless a separate Lease Agreement is negotiated and approved by both Landlord and Tenant at that time. In addition, Landlord may require Tenant to move out of Tenant's occupied offices in the Svore Municipal Building at any time upon at least ninety (90) days prior written notice to Tenant in the event that Landlord requires use of such offices for its own purposes. E. 5. Landlord's Use of Premises in Annex Building. As part of the consideration for this Lease of the Municipal Building Annex to Tenant, Landlord reserves the right to use the conference and meetings rooms in the Municipal Building Annex for meetings and other purposes of the Landlordwhe uch rooms are not being used for a previously scheduled purpose of Tenant. LANDLORD TROPHY CLUB MUNICIP UTILITY DISTRICT NO. 1 ME ANT TOWN OF TROPHY CLUB, TEXAS Nick Sanders, Mayor LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 10 April 23, 2015 Town Council Joint and Regular Minutes FWd 38,(ff0F1 Meeting DateF9/,3e 2H3p2028 Exhibit "A" Legal Description of Leased Property [to be obtained from surveyor] LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 11 April 23, 2015 Town Council Joint and Regular Minutes FWd 36,cff0F1 Meeting DateF9/,3e 2R3p2028 Exhibit `B" Site Plan of Premises and Parking Area [to be prepared] LEASE AGREEMENT FOR MUNICIPAL ANNEX BUILDING - Page 12 April 23, 2015 Town Council Joint and Regular Minutes pwd 3g,(ffwF1 Meeting DatePhW of?028 ATTACHMENT B Acting Town Manager Designation Letter Town Council Joint and Regular Minutes P" 28,dW& Meeting DatePbAj3qjT6o2028 T(cTOWN OF l*:: TROPHY CLUB 100 Municipal Drive .Trophy Club, Texas 76262 April 22, 2015 Holly Fimbres Town Secretary Town of Trophy Club 100 Municipal Drive Trophy Club, Texas 76262 Re: Acting Town Manager Designatio Dear Ms. Fimbres: Please allow this letter to serve as official notice that I wish to designate Steven Glickman, Assistant Town Manager/CFO to serve as Acting Town Manager in compliance with Section 4.06 of the Trophy Club Town Charter in the event I am incapacitated or unavailable. The Acting Town Manager shall perform all administrative duties normally reserved for the Town Manager during a period of absence or disability. This designation will remain in full force until a time in which another is designated. Thank you for your consideration in this matter. Stephen Seidel Town Manager Town of Trophy Club Town Council Joint and Regular Minutes FWd 39,(20 54 Meeting Dates 3Rio2026 ATTACHMENT C Proclamation No. 2015-09 Town Council Joint and Regular Minutes PWd A®,(20E-4 Meeting Datd' 3ffio2026 TOWN CR TROPHY CLUB, TEXAS RROCLAIMATION NO. 2015-09 A PRCCIUAMATICN OR THE TOWN CCUNCIU OF TFE 11CWN CR TROPHY CIJU B, TEXAS, TC RE COC NIZE MAY 7, 2015 ASI THE DAY C R PRAYER IN TROPHY CLUB; RECCGNIOING THAT 20'5 ISI THE 64'h CONSECUTIVE ANNUAL CBSERVANCE OF THE NAIIICNAL DAY CR PRAYER; AND PRCVIDINC AN ERRBCTIVE DATE. WHEREAS, the 64 l observance of tle Nailional Day of Prayer will ke held on Thursday, May 7, 2015, with the 11herne "Lord, Hean Our Gry" as inspired by 'I Kings 8:28 which says, "F ear the cry anc the prayen R at y our se rvarit is praying in your pnese rice 11l is c ay"; and WHEREAS, public prayer and nalional days of klrayer I -ave a long and significaril C istoryl in American tradition dalling back 110 thea firs1l call 110 prayer in 1775 when ill e Clorilinental Clorigness asked R a colonies to pray for wisdom informing a nation; and WHEREAS, in 1952 0 a Corigness of ilhe L niled Stales by a .joint resolLliori enaclled legislailion settling aside an annual day of pnayen for the nailion, anc in 1988 this law was ame rided permanently se 1lting &e day as the first TC unsc ay of eve ryl May; arid WHEREAS, the National Day of Flrayer enables us to recall and teach the way in which our forefathers sought the wisdom of God when face( with critical decisions, flus neaffinming the spiritual princiklleis upon which this nation was foundec ; and WHEREAS, in Iheise trying and challenging times, when the world is so unsettled arid when many of our brave cilizeris arid members of the mililary ane far from Come, making greatl sacrificies arid defending fneec orn for those abnoac and those here at C ome, we humbly ask Cod fon thein protecition anc pray for peace R roe gl o01 the world; anc WHEREAS, on ilhis c ay leade rs and citizens across OL r nation anc silate will join in unitled prayer to acknowledge our deperidencie on God, 110 gi%e Him thanks for klessings received, to ne qL est healing fon wounds enc used, arid to seek F is grace, guic ance , strength anc protection Lpon Ls as a people and a nation. NCW, IHBREFORE, I Nick Slanders, in conjunction with tl a Town Cloy ncil of the -low ri of -Trophy Club, Texas by 11he Power vested in rrie as Mayon of -Trophy Club, hereby proclaim Thursday, May 7, 2015, as a DAY CF FIRAYBR in Tnoply Club to coincide wiilh the NATICNAL DAY OF PRAYER and that this proclameflOn shall take effect from and after its date of klassage, in aacondarice with law; and it is so pnoclairried. PASSED AND APPROVED by the Town Council of tlei Towri of -Tnoply Club, -texas this 28?jy ofC 15. C. Nick Elanc ens, Mayon Holly Fi br s, Town Secretary Town of 111110pl y CIL b, Te) as Town of Trophy Club, Texas Town Council Joint and Regular Minutes P�qffld as, (Z054 Meeting DatePAYEVMQ2028 ATTACHMENT D Police and Town Hall Facility Presentation Town Council Joint and Regular Minutes PWd A8,(20E-4 Meeting Datd' 3ffio2026 Trophy Club Aerial Trophy Club Site Plan Phase 1 Trophy Club Site Plan Phase 2 City Hall Cost Comparison B u i#di ngciRrog ram m-23, 841 SF h�khh,,- Building Program W/Annex - 19,397 SF Probable Project Budget - 23,841 SF Probable Project Budget - 19,397 SF Construction Methods Fwd 4$.�MFF4Proposed Schedule MeetingDaj& .i ■ (I s. o JIj -H.Y i ! 1 Z T R O P HcYincil oin anc�R g1BMirAsE R I A L � ��'� Meeting Dajly ® s i f <'rTOWN HALL& PUBLIC SP,FETY PUBLIC 23,000 S.F, � re tj- _ svoc eum. sear« _ �% 23.000 TOTAL S.F. 411,1 REQUIRED PARKING 77 PUBLIC PARKING PROVIDED 95 -� p po SECURED PARKING PROVIDED 36 --tea T R 0 PH cYlncil Din anURR gB Mi&ITE PLAN fomRKASE 1 Meeting .i ■ T©WN HALL B - �- r PUBLVC SAFE7Y "^ 23.000 S.F. '--I -SLI t I I RAGE---�� s STORAGE 1 Irl Ile j BARN BARN 01 - /LF - _F 23,000 TOTAL S. F, REQUIRED PARKING 77 PUBLIC PARKING PROVIDED 95 wax SECURED PARKING PROVIDFD 33 �v T R 0 PH cYIncil Din anURR gB Mi&ITE PLAN fwRKASE 2 Meeting ■ Facility $ Construction Cost Bldg- Area Heber Tow n Hall and Police ,Admin $ 6,900,000.00 25.000 $ C i ty of Car rQ Iton Police Admin 3 304.19 Budgeted addition $ 4,400.000.00 20.000 $ City of Mesquite $ 41,300,000.00 144,703 $ City of sachse $ 10,200,000,00 23.500 $ City of Haitorn City $ 20.472,000.00 67,299 $ City of Mellssa $ 3,700,000.00 39,431 $ City of Rockwall $ 3,379,867.00 20.700 $ City of Keller $ 10,580,866.00 557000 $ Tarrant County Sub -courthouse $ 12,850,000-00 42,000 $ City of NRH $ 56,790.000.00 I82.000 $ City of Watauga $ 3.383.360.00 18,300 $ 1 Data frorr RSMeans Consrruction Cost Indexes Cost per Square Foot 276.00 Adjusted for Constmmtkm Inflation (est qtr. 2014)' Sid Date proj. pith qtr. 2015 Budgeted 220-00 prof. ist qtr. 2016 Budgeted 285.41 $ $21.04 2009 434.04 $ 487.68 2008 304,19 3 304.19 Budgeted 22064 $ 247.91 2008 163-28 $ 273-96 2000 1923$ $ 32278 2000 30535 $ 308-10 7/,2/2013 312.03 S 3,43.59 2013 184.88 $ 260.76 3/1/2004 C I T Y 4A+n -11 iL t aCROrSTus C 0 M PA R+&&N Meeting Notes no site work LEED Silver Certified LEER Certified LFFED Silver Certified target LEEP .i ■ Town of Trophy Club- Joint Facility Summary Area Tabulation by Department 3.1.3.15 New Town Hall New Public Safety Space Program Design Space Program Design Administration 2695 0 Finance & Courts 979 0 Development 1966 0 Support 1663 0 Joint IT 821 0 Joint Services 1109 0 PD1 Records 551 0 PD2 Police Administration 1211 0 PD3 CID 1782 0 PD4 Patrol 2986 0 PD5 Property/Evidence 454 0 PD6 Support 1518 0 Subtotal 9232 0 Subtotal 8501 0 Circulation 0 Circulation 0 Walls, chases, etc 109% 923 0 Walls, chases, etc 10°% 850 0 Town Hall Total 10155 0 PD Total 4351 0 0 New Common Public Spaces Space Program Design C1 Public Lobby C2 Council Chambers 1688 0 2253 0 Subtotal 3941 0 Circulation 0 Walls, chases, etc 10°% 394 0 Public Spate Total 4335 0 Subtotal 23841 0 nAReg� Meeting � .i ■ Town of Trophy Club- Single Story with Annex Renovation Summary Area Tabulation by Department 1.23.2015 GSBS` New Town Hall New Public Safety New Common Public Spaces Renovated Annex Town Hall Space Program Design Space Program Design Space Program Design Space Program Design Administration 2407 2438 Finance & Courts 859 845 Support 639 368 IT 746 696 Records 0 217 Records 551 C Police Administration 971 946 CID 1902 1595 Patrol 2986 2772 Property/Evidence 454 436 Support 2282 1345 Public Lobby 2026 1497 Council Chambers 2253 2046 Annex Services 2254 2474 IT interface 128 60 Support 777 568 Subtotal 4652 4564 Subtotal 9144 7094 Subtotal 4279 3543 Subtotal 3159 3102 Circulation 1142 Circulation 1607 Circulation 197 Circulation 607 Walls, chases, etc 10% 465 439 walls, chases, etc 10/ 914 811 Walls, chases, etc 10% 428 4 Walls, chases, etc 14/ 315 611 Town Hall Total 5117 6145 Po Totai 10059 9512 Public Space Total 4707 3744 Annex Total 3475 4324 NEW TOTAL 19883 19397 ANNEX TOTAL 3475 COMBINED TOTAL 23358 23717 TO W Nn C4cAIrLrtLReg� In 4 L D I N G P R® A M W/ A N N EX9 .i ■ Capital Budget ur. marv= 23,841 SF 0 $235ISF 1. SITE WORK, PAVEMENT, SIDEWALKS AND LANDSCAPING $500,000 1 a. UPOHAROE FOR SLOPED SITE $100,000 2.. NEW CONSTRUCTIONCOST: TOWN HALL & PC? 235 $5,602,635 .a Suspended slab $15i SF $367,616 . PROFESSIONAL SERVICES, TESTING, SLJR EYS, PRE -ICON $849,1134 4. PERMITS & FEES 0.0010 $5,803 5. FURNISHINGS $262,251 5. SPECIAL EQUIPMENT- ENT- AV $23,841 7. UTILITY IMPROVEMENTS so S. INFORMATION TECHNOLOGY SERVICES $71,523 . MOVINO EXPENSES $10,000 10. OWNER'S CONTINGENCY Y $178,808 TOTAL PROJECT BUDGET: $333.941 $7,961,45 P R O BoAcB I Jo +hand BRg I in J E C T B U D &E Meeting Capital Bud€ et urr marvr 19,397 f 0 40ISF & Annex Reno va tion I1. SITE WOP , PAVEMENT, SIDEWALKS AND LANDSCAPING $40[l,{1(D�} 1a. UPCFIARGE FOR SLOPE[ SITE $100,000 2. NEW CONSTRUCTION COST: TOWN HALL & PD 240 S4,655,2$0 ,a Suspended slake $15i SF $291,147 b. Annex Renovation 50 347 $173,750 13. PROFESSIONAL SERVICES, TESTING. SURVEY'S. PRE -CON 14. PERMITS & FEES 15. FURNISHINGS 16. SPECIAL EQUIPMENT- AV 17. UTILITY" IMPROVEMENTS 18. INFORMATION TECHNOLOGY SERVICES 19. MOVtNO EXPENSES 110- OWNER'S CONTINGENCY TOTAL PROJECT BUDGET: 0.0010 PR0BoAcB41Jo+tandBRg1 in JECT BUD&E W/ ANNEX $7'39,911 $4,658 $213,367 $19,397 so $58,191 $10,000 $148,393 4,301 $15,814,02L Meeting DatePb m QFn4m28 ■ DESIGN/BID/BUILD CONSTRUCTION MANAGER AT RISK > What you see is what you get ),No VE phase assistance from builder during design :•> Defined project scope >, Longer schedule duration than other methods May be the less expensive model ),Price not established until scheduled bid date »Most risk to owner ),Lack of flexibility for change >� Can be adversarial relationship between Owner/Architect/Builder ),Savings on job can be lost with change orders > Builder selection based on selection criteria >, May be difficult to evaluate validity of GMP prior to buyout :> Design phase VE input »Team Concept - Owner/Achitect/Builder :> Faster schedule delivery ;> Reduced adversarial relationship > Owner participates in savings » Least risk to the owner C O N STR it J it anT+ lar Ns M E T H O D S sa,dlo& Meeting April 28, 2015 April 29 - July 28, 2015 Site Plan Floor Plans Renderings July 28, 2015 July 29 - Nov. 2, 2015 Joint Facility Briefing Prepare concept design & estimate of probable construction cost Meet with staff and council for periodic update of project input Final Report Information & graphic support for Election P R O P wn S 'Fdo nt ndS lar HE P U L E PWd 5$'df 064 Meeting DateP9AjEj4YDp2026 ATTACHMENT E Capital Budget Summary Town Council Joint and Regular Minutes PWd S9,(20E-4 Meeting Datd' 436o2026 TROPHY CLUB GSBS Budget 4.28.15 23,841 SF @ $2351 SF Capital Budget Summa - 23,841 SF @ $235/SF 1. SITE WORK, PAVEMENT, SIDEWALKS AND LANDSCAPING 1a. UPCHARGE FOR SLOPED SITE 2. NEW CONSTRUCTION COST: TOWN HALL & PD 235 2.a Suspended slab $15/ SF 3. PROFESSIONAL SERVICES, TESTING, SURVEYS, PRE -CON 4. PERMITS & FEES 0.0010 5. FURNISHINGS 6. SPECIAL EQUIPMENT- AV 7. UTILITY IMPROVEMENTS 8. INFORMATION TECHNOLOGY SERVICES 9. MOVING EXPENSES 10. OWNER'S CONTINGENCY $500,000 $100,000 $5,602,635 $357,615 $849,184 $5,603 $262,251 $23,841 $0 $71,523 $10,000 $178,808 TOTAL PROJECT BUDGET: $333.94 r $7,961,459 1. SITE WORK a. Site Work is included in 2.a $0 $0 2. LAND ACQUISITION a. TBD $0 $0 $0 3. PROFESSIONAL SERVICES (blue is prime AE) (red is others) a. CONCEPT DESIGN 50 b. ARCHITECT / ENGINEER SERVICES 8% of construction 8% $524,820 c. CIVIL ENGINEERING- on site only, $20,000 per acre 3 $ 20,000 $60,000 d. EXTERIOR BUILDING DESIGN CONSULTANT $ 1.00 /sf S23,841 e. INDEPENDENT COST ESTIMATING 0.5% $28,013 f. INCREASE MEETINGS AND CA $25,000 g. LANDSCAPING CONSULTANT -$10k per acre 3 $ 10,000 $30,000 h. COMMUNICATION CONSULTANT $0 i. LEED DESIGN 1% 50 j. OWNER'S REPRESENTATIVE $0 k. FURNITURE DESIGN 10% $26,225 1. GRAPHIC CONSULTANT (included in 3.b) $0 m. ENVIRONMENTAL STUDY 5o n. ROOF CONSULTANT $ 1.00 /sf $23,841 o. CONSTRUCTION MANAGER PRE -CONSTRUCTION SERVICES $7,500 p. SITE SURVEY w/ TOPOGRAPHY $7,500 q. ARCHEOLOGICAL SURVEY 51,500 r. GEOTECHNICAL SURVEY & SOIL INVESTIGATION s. CONSTRUCTION MATERIALS INSPECTION & TESTING 25.5Ksf x $1.50/sf $ 1.50 /sf I. INDEPENDENT HVAC AIR TEST & BALANCE $ 2.00 /sf $u. A47,682 LEED COMMISSIONING $ 1.00 /sf v. DOCUMENT REPRODUCTION $849,184 4. PERMITS & FEES a. TEXAS ACCESSIBILITY PLAN REVIEW AND INSPECTION FEES 0.1% $2,801 b. CITY PERMIT FEES $0 $2,801 5. FURNISHINGS a. FURNITURE $ 11.00 /sf $262,251 $262,251 6. SPECIAL EQUIPMENT a. AUDIO VISUAL $ 1.00 /sf $23,841 $23,841 7. UTILITY IMPROVEMENTS $0 8. INFORMATION TECHNOLOGY SERVICES a. I.T. CABLING, FIBER OPTICS, SYSTEMS TIE-INS $ 2.00 /sf $47,682 b. BUILDING SYSTEM & EQUIPMENT c. TELEPHONES $ 1.00 /sf $23,841 $71,523 9. OCCUPANCY EXPENSES a. MOVING COST $10,000 $10,000 10. OWNER'S CONTINGENCY 3% $178,808 Town Council Joint and Regular Minutes rWd 58,(ff0z4 Meeting DatePAAjPj4YDpQ®28 TROPHY CLUB GSBS Budget 4.28.15 19,397 @ $2351 SF & annex at 3,475 @ $50/SF Capital Budget Summary- 19,397 Sf @ $240/SF & Annex Renovation 1. SITE WORK, PAVEMENT, SIDEWALKS AND LANDSCAPING 1a. UPCHARGE FOR SLOPED SITE 2. NEW CONSTRUCTION COST: TOWN HALL & PD 240 2.a Suspended slab $15/ SF 2b. Annex Renovation 50 3. PROFESSIONAL SERVICES, TESTING, SURVEYS, PRE -CON 4. PERMITS & FEES 0.0010 5. FURNISHINGS 6. SPECIAL EQUIPMENT- AV 7. UTILITY IMPROVEMENTS 8. INFORMATION TECHNOLOGY SERVICES 9. MOVING EXPENSES 10. OWNER'S CONTINGENCY 3475 $400,000 $100,000 $4,655,280 $291,147 $173,750 $739,911 $4,655 $213,367 $19,397 $0 $58,191 $10,000 $148,393 TOTAL PROJECT BUDGET: $351.30 $6,814,091 1. SITE WORK a. Site Work is included in 2.a $0 $0 2. LAND ACQUISITION a. TBD $0 $0 $0 3. PROFESSIONAL SERVICES (blue is prime AE) (red is others) a. CONCEPT DESIGN 50 b. ARCHITECT / ENGINEER SERVICES 8% of construction 8% $449,614 c. CIVIL ENGINEERING- on site only, $20,000 per acre 3 $ 20,000 $60,000 d. EXTERIOR BUILDING DESIGN CONSULTANT $ 1.00 /sf $19,397 e. INDEPENDENT COST ESTIMATING 0.5% $23,276 f. INCREASE MEETINGS AND CA $25,000 g. LANDSCAPING CONSULTANT -$10k per acre 3 $ 10,000 $30,000 h. COMMUNICATION CONSULTANT $0 i. LEED DESIGN 1% W j. OWNER'S REPRESENTATIVE 50 k. FURNITURE DESIGN 10% $21,337 I. GRAPHIC CONSULTANT (included in 3.b) $0 m. ENVIRONMENTAL STUDY $0 n. ROOF CONSULTANT $ 1.00 /sf $19,397 o. CONSTRUCTION MANAGER PRE -CONSTRUCTION SERVICES 57,500 p. SITE SURVEY w/ TOPOGRAPHY $7,500 q. ARCHEOLOGICAL SURVEY $1,500 r. GEOTECHNICAL SURVEY & SOIL INVESTIGATION $5,000 s. CONSTRUCTION MATERIALS INSPECTION & TESTING 25.5Ksf x $1.50/sf $ 1.50 /sf $29,096 I. INDEPENDENT HVAC AIR TEST & BALANCE $ 2.00 /sf $ 38,794 u. LEED COMMISSIONING $ 1.00 /sf $0 V. DOCUMENT REPRODUCTION $2,500 $739,911 4. PERMITS & FEES a. TEXAS ACCESSIBILITY PLAN REVIEW AND INSPECTION FEES 0.1% $2,328 b. CITY PERMIT FEES $0 $2,328 5. FURNISHINGS a. FURNITURE $ 11.00 /sf $213,367 $213,367 6. SPECIAL EQUIPMENT a. AUDIOVISUAL $ 1.00 /sf $19,397 $19,397 7. UTILITY IMPROVEMENTS $0 8. INFORMATION TECHNOLOGY SERVICES a. I.T. CABLING, FIBER OPTICS, SYSTEMS TIE-INS $ 2.00 /sf $38,794 b. BUILDING SYSTEM & EQUIPMENT c. TELEPHONES $ 1.00 /sf $19,397 $58,191 9. OCCUPANCY EXPENSES a. MOVING COST $10,000 $10,000 10. OWNER'S CONTINGENCY 3% $148,393 Town Council Joint and Regular Minutes FWd 36,(20Z4 Meeting Datel?AAjpj4�BpQ®28 ATTACHMENT F Audit Presentation Town Council Joint and Regular Minutes PWd S8,(2OF-4 Meeting Datd' Wo2026 weaver.opp- Presentation to ilown Town Council Town Council Joint and Regular M weaver„ 11 0 Is 0 11 0 0 Introduction Audit Process Audit Results Required Auditor Communications Financial Highlights Standard FY2015 Q u e s t i M`h' Required to be Implemented in IN Town Council Joint and Regular Minute RWd 88,60T.A Town Council Joint and Regular Minutes PWd 138,cZOT-4 eeting DateP SEpQ®28 V weaver.opp- Shawn Parker.. CPQ Partner -in -Charge John DeBurro., CPA Senior Manager, Assurance Services Town Council Joint and Regular Minute pwd 08,60N Engagement Team Town of Trophy Club Shawn Parker, CPA Partner in Charge Audit Consulting John DeBurro, CPA Audit Senior Manager Holly Matthews Senior Audit Associate Brittany Teare, CISA IT Advisory Services Manager WeaverViews 1 5 weaver,,,opr- Largest independent accounting firm in the Southwest o Founded in Fort Worth in 1950 o Seven offices across all major Texas markets o Approximately 500 professionals and 60+ partners moh, • Consistently ranked as a top firm nationally and regionally Midland Odessa Town Council Joint and Regular Minutes PWd 08,60T.A Fort Worth Dallas Austi* San Antonia ��iPwhltC eccnunting IuBEST100 - f�.c�iaa Wiry 'TOP BEST TODAY N 50 ■FIRMS TOP 100 FIRMS_ ■FIRMS Ranked No. 42 Rini, kid No• 3� ' • Serving dozens of cities and towns throughout Texas Midland Odessa Town Council Joint and Regular Minutes PWd 08,60T.A Fort Worth Dallas Austi* San Antonia auQli,,00 A,t D •I�Adlbk yn atl,a ti epien to Town Council Joint and Regular Minutes Iwd 08,dmN Wemewows Discuss Development/Issues Town Council Presentation April 28 Initial Audit Planning •Ke[•[aaa[M"'kP 'mk\ ■ ■ 'M Ida, Interim Fieldwork September 22 - 26 Fieldwork January 19 - January 30 weaver.orp- The audit was performed in accordance with Generally Accepted Auditing Standards (GAAS) and Generally Accepted Government Auditing Standards (GAGAS) . • The audit process was a risk-based approach in which we identified potential areas of risk that could lead to material misstatement of the financial statements. We tailored our audit programs and resources to address these risks. - Risk areas identified: A • Revenues and related receivables (i.e. inter -local agreements) • Capital projects, purchasing, and compliance with bidding procedures • Payables, accrued liabilities and expenditures Town Council Joint and Regular Minutes Pwd 08,60T.A weaverl,ar- • Audit planning and scheduling began July 2014 • Interim fieldwork and risk assessment were performed in September 2014 including: Walkthrough of accounting controls over significant transaction cycles: \� � A. Cash Disbursements B. P -cards C. Payroll 4W^ D. Municipal Court and other cash receipts INK Test of accounting controls over Cash Disbursements • Testing of Construction -in -Progress • Testing of compliance with the Public Funds Investment Act Town Council Joint and Regular Minute @S,dU3r& Q®28 weaver.orp- • Final fieldwork was conducted in January 2015 and involved testing of significant account balances using a combination of vouching material transactions, sampling transactions and applying analytical procedures. • We received all requested information timely and received full cooperation from management and Finance throughout the entire audit process. Town Council Joint and Regular Minute W4Ud 08,60L54 Q®28 !Xme n re7m kalvz Town Council Joint and Regular Minutes pwd 139,d(B& Meeting DatePmj3DjE&3Q2O weaverl,ar- We have issued the Independent Auditor's Report on the financial statements ✓ Unmodified Opinion I-qqq • We have issued the Independent Auditor's Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards ✓ No findings noted 6Nk • No Material Weaknesses "MF Town Council Joint and Regular Minutes RWd 20,60T.A Auditor Communications for the year ended September 30, 2014 1r't-eav&'''iews weaver,)or- communicatiorIll Auditor's responsibility under generally accepted auditing standards (GAAS) LesultIF The financial statements are the responsibility of the Town. Our audit was designed in accordance with GAAS in the U.S. and provide for reasonable rather than absolute assurance that the financial statements are free of material misstatement. Our responsibility is to express an opinion about whether the financial statements prepared by management with your oversight are fairly presented , in all material respects, in conformity with U.S. generally accepted accounting principles. Our audit of the financial statements does not relieve you or management of your responsibilities. The audit of the fiscal year 2014 financial statements has been completed and we have issued a clean opinion. Town Council Joint and Regular Minute PWd 28,60T.A weaver,)or- communication 6LLesulill Auditor's Responsibility under Government Auditing Standards In addition to the GAAS responsibilities, we are required to issue a written report on our consideration of internal controls and identify significant deficiencies, including material weaknesses, if any. Our reports do not provide assurance on internal controls. We design our audit to provide reasonable assurance of detecting material misstatements resulting from noncompliance with provisions of contracts or grant agreements that have a direct or material effect on the financial statements. We have issued a written report on the results of these procedures; however, our report does not express an opinion on compliance. No findings noted. Town Council Joint and Regular Minute P40 28,60& I weaver Communication Unusual transactions and the The significant accounting policies used by the Town are described in adoption of new accounting Note 1 to the financial statements. principles Restatement New GASB pronouncements implemented in 2014 include GASB Statement No. 65, "Items Previously Reported as Assets and Liabilities." As a result, bond issuance costs are no longer reported as an asset and amortized over the life of the debt in the government - wide financial statements. Accordingly, the beginning net position of the Town's governmental activities and business -type activities has been reduced by $160,873 and $37,764, respectively, to reflect this change. We noted no transactions entered into by the Town during the year for which there is a lack of authoritative guidance or consensus. Beginning fund balances in the general fund and capital projects fund were decreased (increased) by $96,870 and ($150), respectively, and beginning net position of the governmental activities was decreased by $96,720 to correct reconciling errors involving various payables and revenue items. Town Council Joint and Regular Minuteglon— P40 28,E WeaverViews weaver,)or- communication R - Fraud and illegal acts No material errors, irregularities, or illegal acts were noted. Material weakness in internal No material weaknesses noted. control Other information contained in documents containing audited financial stc ' ' We provided an "in relation to opinion" on supplementary information accompanying the financial statements. We performed limited procedures on the RSI including the MD&A, General Fund -Budgetary Comparison and Schedules of Funding Progress. We did not provide any assurance on this information. The Introductory and Statistical sections were both unaudited. Town Council Joint and Regular Minute RWd 28,60T.A weaver,)or- commuhllicafio�� Management judgments and accounting estimates M& Difficulties encountered Management representations Management consultations Auditor independence 6LI ResultIF Management's estimates of allowances for uncollectible receivables for EMS and municipal court; estimated liability for OPEB; and estimated useful lives for capital assets were evaluated and determined to be reasonable in relation to the financial statements as a whole. �F No difficulties or disagreements arose during the course of our audit. We have requested certain representations from management that were included in the management representation letter. We are not aware of management consulting with other accountants for a second opinion. No independence issues noted. Town Council Joint and Regular Minutes P4Vd 26,60N IN weaver,)or- communication � ..I Result Audit adjustments 1 Professional standards require us to accumulate all known and likely misstatements identified during the audit, other than those that are trivial, and communicate them to the appropriate level of management. There were no significant audit adjustments to report. In addition, management has determined that the effects of the uncorrected misstatements listed on page 21 are immaterial, individually, and in the aggregate, to the financial statements taken as a whole. Other material written communications Nothing to note between Weaver and Tidwell, L.L.P., and the Town of Trophy Club Town Council Joint and Regular Minute P40 28,60T.A ea , weaver Passed adjusting journal entries: To correct the cash reconciling items ' 0161179999 Miscellaneous Expense ' 0100010200 Cash In Bank - First Financial Tota I Proposed JE# 00 To record the Child Safetyfunds held in AP as restricted revenue ' 0100021100 Court - Child Safety ' 0100030810 Restricted for Child Safety/ Vehicl Tota I To adjust accrued payroll ' 0100022150 Due to Payroll Fund ' 9800020075 Accounts Payable -Salaries ' 0114050100 Salaries - Regular ' 9800013100 Due from Town General Fund Tota I 11,758.00 , 11,758.00 11,758.00 11,758.00 23,121.00 23,121.00 23,121.00 23,121.00 16,498.00 16,498.00 16,498.00 16,498.00 32,996.00 32,996.00 To adjust court payables ' 0100020400 Court Costs Payable - St Treasurer 6,917.00 ' 0100043100 Municipal Court Fines/Fees 6,917.00 Total 6,917.00 6,917.00 Town Council Joint and Regular Minutes WeaverViews 1 21 • �r d" Town Council Joint and Regular Minutes • •121110 IA1T Meeting DateF Comparison of Governmental Activities Net Position (Current Year and Prior Year - in millions of dollars) 9/30/2014 Net $0.6 $3.4 Investment In Capital Assets Restricted $53.3 Unrestricted 9/30/2013 Net Investment $0.3 $2.9 In Capital I Assets Restricted $54.4 Unrestricted Governmental Activities Net Position as of 9/30/14 totaled $57.3 million, a $0.3 million decrease from 9/30/13: • Net investment in capital assets decreased by $1.1 million primarily due to depreciation. • Restricted net position increased by $0.3 million. • Unrestricted net position increased by $0.5 million. Town Council Joint and Regular Minutes FWd 8®,(20T54 KAaati— natcPAAwi7l�Snom�a Comparison of Business -type Activities Net Position (Current Year and Prior Year - in thousands of dollars) 9/30/2014 Net $(5.0) Investment In Capital Assets Restricted $561.0 Unrestricted 9/30/2013 Net $53.0 Investment In Capital Assets Restricted $230.0 Unrestricted Business -type Activities Net Position as of 9/30/14 totaled $556K, a $273K increase from 9/30/13 • Net investment in capital assets increased $331 K. • Unrestricted net position decreased $58K. Town Council Joint and Regular Minutes F14gd 88,(20F0. Meeting DatePhW7_2bp2026 Governmental Funds' Fund Balances As of September 30, 2014, the Town's governmental funds reported a combined ending fund balance of Fund Balances $8.1 million as follows: Non -major Overall, the Town's fund balance increased by $3.2 million, primarily due to a $2.4 million increase in Capital Projects fund balance, the result of $2.5 million of bond proceeds and $600K of note proceeds: • Fund balance in the General Fund increased by $515K. • The unassigned fund balance in the General Fund was $2.8 million, which represents 37% of General Fund expenditures. Town Council Joint and Regular Minutes RWd 88,60N General 2014 2013 Change $0.5 Fund General Fund $3.0 $2.5 $0.5 Debt Debt Service 0.1 0.1 - $3.0 service Capital Projects 4.5 2.1 2.4 $4.5 Other funds 0.5 0.2 0.3 capital $8.1 $4.9 $3.2 = $0.1 Projects Non -major Overall, the Town's fund balance increased by $3.2 million, primarily due to a $2.4 million increase in Capital Projects fund balance, the result of $2.5 million of bond proceeds and $600K of note proceeds: • Fund balance in the General Fund increased by $515K. • The unassigned fund balance in the General Fund was $2.8 million, which represents 37% of General Fund expenditures. Town Council Joint and Regular Minutes RWd 88,60N Comparison of Governmental Funds Revenues (in millions of dollars) $7.0 Ad Valorem Taxes $6.0 Sales Taxes $5.0 Franchise Fees $4.0 Licenses and Permits $3.0 Intergovernmental Charges for Service $2.0 Grants $1.0 Other 2014 2013 Governmental Funds revenue for FY 2014 totaled $10.2 million, a $0.2 million decrease from FY 2013: • Ad Valorem taxes increased $0.6 million. • Intergovernmental revenue decreased $0.5 million due decreased contributions from 4A & 4B EDC • Grant revenues decreased by $0.4 million due to the majority of reimbursements under the inter- local agreement for construction of the round -about being received in FY2013. Town Council Joint and Regular Minutes FWd 88,(20T4 WeaverViews26 Comparison of Governmental Funds Expenditures (in millions of dollars) $3.5 General Government $3.0 Public Safety $2.5 Highway & Streets $2.0 $1.5 Community Development $1.0 Culture & Recreation $0.5 Debt Service $- _ Capital Outlay 2014 2013 Governmental Funds' FY 2014 expenditures totaled $10.2 million, a $0.7 million decrease from FY 2013: • Debt service expenditures decreased $1.3 million from FY 2013. • Capital outlay increased $0.7 million from FY 2013. • Highway & Streets expenditures decreased $0.6 million from the previous year. Town Council Joint and Regular Minutes F749d 89,(23T4 Comparison of Enterprise Fund Revenues and Expenses (in thousands of dollars) $700 $600 $500 $400 Operating Revenues $300 Operating $200 Expenses $100 2014 2013 The Utility Fund net position increased by $273K in FY 2014: • Trophy Club Park net position increased by $8K while net position in the Town Storm Drainage fund increased by $265K. • Operating Revenues were $577K, a $71 K increase over FY2013, primarily due to the Town Storm Drainage fund which increased $50K over the previous year. • Operating Expenses were $215K, a $2K decrease from FY2013. Town Council Joint and. Regular Minutes FNud 88,(20N LTKoQMAS- WeaverViews28 General Fund Budgetary Comparison (in millions of dollars) $10.0 $8.0 $6.0 Original Budget $4.0 Amended Budget Actual $2.0 Revenues Expenditures The General Fund experienced a $458K favorable budgetary variance in FY2014: • Actual revenues of $8.2 million were $157K greater than budgeted primarily due to intergovernmental revenues being $174K greater than budgeted. • Actual expenditures of $7.6 million were $326K less than budgeted. Town Council Joint and Regular Minutes F749d 88,(20T4 New Standards For Fiscal Year 2015 --I weaverl,ar- Effective for the year ended September 30, 2015: � GASB 68 - Accounting and Financial Reporting for Pensions Objective: to improve financial reporting by state and local governmental pension plans Effect: GASB 68 will require the recognition of net pension liabilities of employers in financial statements prepared on the accrual basis. GASB 71 - Pension Transition for Contributions made Subsequent to the Measurement Date -an Amendment to GASB 68 i ffEWOMW • Objective: to address an issue regarding application of the transition provisions of GASB 68. The statement requires that when transitioning to the new pension standards, the entity recognize a beginning deferred outflow of resources for the pension contributions made during the time between the measurement date of the beginning net pension liability and the beginning of the initial fiscal year of implementation. • Effect: GASB 68 will require the Town to recognize the beginning deferred outflow concurrent with the recognition of the net pension liabilities Town Council Joint and Regular Minutes RWd 88,60T.A 4SW [it] P STI [! Town Council Joint and Regular Minutes Riffd 88,cZBfF-4 Meeting DatePEWo2026 A Shawn Parker Engagement Partner Shawn Parker@Weaver.com 972.448.6935 John DeBurro Senior Audit Manager John.DeBurro@Weaver.com 972.448.6970 Visit our website www.weaver.com Town Council Joint and Regular Minutes AWd 98,cSfO64 Meeting DatePbAjej 8Wp2028 ATTACHMENT G Round -About Presentation Town Council Joint and Regular Minutes PWd 98,(20E-4 Meeting Datd' E2bo2026 tn p League nail & perkins TROPHY CLUB TROPHY LAKE DR. & TROPHY CLUB DR. ROUNDABOUT SIGNAGE TOWN COUNCIL MEETING Town Council Joint and Regular Minutes APRIL 28, 2015 R" 98, dM& Meeting DatePbAHyENof?028 n teague nail & perkins Town Council Joint and Regular Minutes IW6 98,dW& Meeting Datel?hWEBo2028 F7 c0' 0 too WIN TL /I/ Va. tiv, 00 007 �. 4' fl Manual on Co Roun n teague nail & perkins f f ic 1vits (TMUTCD) S i cjin a g e Guideline Town Council Joint and Regular Minutes Iwd 98,6m& Meeting DatePbAjejEMpQ®28 Figure 2B-23. Example of Regulatory and Warning Signs for a Two -Lane Roundabout with Consecutive Double Lefts Notes: I. Signs shown for only one leg 2. See Section 2D.38 for guide signs at roundabouts 3. See Chapter3C for markings at roundabouts OR (Optional) ORff0R g4�'� t n p League nail & perkins Town Council Joint and Regular Minutes PWd 96,cS0154 Meeting DateP94,#e MW028 n teague nail & perkins A Town Council Joint and Regular Minutes Iwd 98,dW& Meeting DatePbWMo2028 u ' TROPHY LIKE DR E - -•!�. ---_ L " u, ah aHEAC AHEAD AM ro / ~ AHEAD \,,AHEAC I ' . _ Ir► h., 4p t� ar� a AHEAD TRO LAK DRIVE �''` � ..•1' • LLFI LAN._ • TROPHY C JB DRIVE'I I.,,•• I _ { n teague nail & perkins A Town Council Joint and Regular Minutes P" 98,dmBr& Meeting DatePA403o2028 ; ^A, K tnn K perkins A* Town Council Joint and Regular Minutes Q ^A tnp teague nail & perkins AHEAD �t Town Council Joint and Regular Minutes P9geiIV4 303554 Meeting DatePbWTbo2G28 Town Council Joint and Regular Minutes t n p teague nail & perkins taby' Ask,. IL -- 3 `a P9gelVE� 80354 Meeting DateP9ApDj9Hipt028 Town Council Joint and Regular Minutes n teague nail & perkins P dlUE3 00334 Meeting DateP9AWj9Hio2026 n teague nail & perkins Town Council Joint and Regular Minutes P@gelUK 303554 Meeting DatePA§WM6o2G28 n teague nail & perkins A Town Council Joint and Regular Minutes P9gel-PX 303554 Meeting DatePA403o2028 n teague nail & perkins OWKS --71 A Town Council Joint and Regular Minutes P9gel'HQ B03554 Meeting DatePA§Wg�113o2028 J. n teague nail & perkins OWKS --71 A Town Council Joint and Regular Minutes P9gel'HQ B03554 Meeting DatePA§Wg�113o2028 vi w F.1,4;e j lIkk 4 aw if I. I Town Council Joint and Regular Minutes P@gelIM N3554 n teague nail & perkins 'rte Meeting DaPaW*(P6p2®28 r.� n teague nail & perkins A Town Council Joint and Regular Minutes P9gellM 303554 Meeting DaRaW*03o2028 m iROFHY Ll KE DR VE M' aaor., ilJ t,, tit ,�? TURrI F �'Y '•e .lsFr 1 ��•' L ti A� • AHEACI r► d ar Pge HY C JP CRIVE �'' 1i SKI AHEAD T, I'OJ�1L PS30'Jl ` AHEADJ,. • CLA TIART'o LEFI LAN_ As - '14 % "" '`4 400 VI 4v r toy ' Town Council Joi C TOWN OF TROPHY CLUB t n p League nail & perkins Town Council Joint and Regular Minutes PAgr:iIVW 803554 Meeting DaPaW�CHp2026 ATTACHMENT H FY 2015 Mid -Year Financial Report Town Council Joint and Regular Minutes PAgel12M 1303554 Meeting DaPaW*CO6o2O28 TCTOWN OF * TROPHY CLUB 100 Municipal Drive .Trophy Club, Texas 76262 Dear Town Council, At the midpoint of the Town of Trophy Club's Fiscal Year, Town Management presents the Fiscal Year 2015 Mid -Year Financial report. The report contains summary information regarding the financial status of the Town's funds. Through March 31St, the Town has received 77% of the budgeted revenues in the General Fund, while expenditures total only 44% of the budgeted amount. Property Tax revenue has been 98% received through March. Revenues for sales tax and licenses and permits are largely in-line with their respective budgets. Annual electric and gas franchise fees are received in May and comprise 70% of the budgeted revenues for franchise fees. Fines and fees are only at 38% of budgeted revenues; this is primarily due to recreational fees which do not start generating revenue until the summer months. Recreational related fees represent 48% of budgeted Fines and Fees revenues. Charges for Service are at 78% of the budgeted amount due to NISD prefunding the Town's Student Resource Officers and PID reimbursements. Expenditures are largely in-line with the budget with the exception of Facilities Maintenance and the Manager's office. Facility Maintenance has consumed 72% of the budgeted amount through March due to prepayment of annual property insurance that comprised 50% of the department's total budget. The Manager's Office has consumed 59% of the budgeted amount through March due to personnel related expenditures and changes; these expenditures are offset by increased revenue and savings in other areas. The financial data contained in this report is not final or audited, and is subject to change as the fiscal year progresses. The Town staff will continue to be exercise discipline in the utilization of tax dollars while deliver the best service possible. As always our organization will continue to make Trophy Club "a great place to call home!" Sincerely, Steven Glickman Assistant Town Manager/CFO April 22, 2015 Cc: Stephen Seidel Town Council Joint and Regular Minutes TJ' g@f' 0g0ub Meeting DaVaW*Cl%o2028 FY 15 Mid -Year Financial Reprot 1 of 20 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT GENERAL FUND SUMMARY YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Revenues OriginalRevised Budget Budget Year to Date Variance % Received Property Tax $ 5,166,466 $ 5,166,466 $ 5,071,981 $ (94,485) 98% Licenses and Permits 710,631 710,631 361,131 (349,500) 51% Franchise Fees 812,506 812,506 204,788 (607,718) 25% Sales Tax 676,323 698,133 373,028 (325,105) 53% Fines and Fees 466,101 571,101 214,853 (356,248) 38% Emergency Medical Services 1,016,722 1,002,722 389,699 613,023 39% Intergovernmental 192,901 127,231 71,152(56,079) 295,414 56% Grants 77,018 77,018 38,297 (38,721) 50% Charges for Service 260,852 300,852 233,491 (67,361) 78% Investment Income 6,000 6,000 2,416 (3,584) 40% Miscellaneous Income 118,550 118,550 44,224 (74,326) 37% Total Revenues $ 8,487,348 $ 8,588,488 $ 6,615,362 $ (1,973,126) 77% Other Sources OriginalRevised Budget Year to Date Variance % Received Budget Transfers In $ 11,000 $ 11,000 $ 5,500 (5,500) 50% Total Available Resources $ 8,498,348 $ 8,599,488 $ 6,620,862 $ (1,978,626) 77% Expenditures OriginalRevised Budget Budget Year to Date Variance % Used Manager's Office $ 899,938 $ 1,051,078 $ 615,351 $ 435,727 59% Human Resources 92,495 90,495 33,143 57,352 37% Information Services 423,312 512,312 265,492 246,820 52% Legal 193,389 188,389 79,835 108,554 42% Police 2,110,098 2,005,098 931,251 1,073,847 46% Emergency Medical Services 1,016,722 1,002,722 389,699 613,023 39% Streets 411,677 456,677 161,263 295,414 35% Medians 299,310 291,310 132,956 158,354 46% Parks 1,043,416 1,025,916 420,380 605,536 41% Recreation 550,039 546,539 124,054 422,485 23% Community Events 60,201 60,201 18,442 41,759 31% Community Developm 572,921 562,921 231,110 331,811 41% Finance 387,097 369,097 171,366 197,731 46% Municipal Court 85,936 84,936 36,063 48,873 42% Facilities Maintenance 111,042 111,042 80,369 30,673 72% Total Expenditures $ 8,257,593 $ 8,358,733 $ 3,690,773 $ 4,667,960 447. Other Uses OriginalBudget Revised Budget Year to Date Variance % Used Transfers Out $ (385,000) $ (385,000) $ - $ 385,000 0% Total Outflows of Resources $ 8,642,593 $ 8,743,733 $ 3,690,773 $ 5,052,960 42% Town Council Joint and Regular Minutes TciAMWO? ub Meeting DaRaW*MQ2026 FY 15 Mid -Year Financial Reprot 2 of 20 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT $200,000 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 Gross Sales Tax Receipts OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP From FY 2014 Audited Financial Statements Based on FY 2014 Audit Numbers FY 2014 FY 2015 The large sales tax spike for February is due to a delinquent payment Town Council Joint and Regular Minutes T&&6f t4ub Meeting Da@aW*Q6o2028 FY 15 Mid -Year Financial Reprot 3 of 20 Original Revised Fund balance Budget Revised Budget Year to Date Reserve Fund balance Budget g Budget g Beginning fund balance $ 2,960,660 $ 2,851,702 $ 3,045,021 + Net increase (Decrease) (144,245) (144,245) 2,930,089 Ending Fund Balance $ 2,816,415 $ 2,707,457 $ 5,975,110 $200,000 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 Gross Sales Tax Receipts OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP From FY 2014 Audited Financial Statements Based on FY 2014 Audit Numbers FY 2014 FY 2015 The large sales tax spike for February is due to a delinquent payment Town Council Joint and Regular Minutes T&&6f t4ub Meeting Da@aW*Q6o2028 FY 15 Mid -Year Financial Reprot 3 of 20 Original Fund balance Detail Budget Revised Budget Year to Date Reserve Fund balance (30% of Total Expenditures) $ 2,477,278 $ 2,507,620 $ 1,107,232 Assigned Fund Balance 228,138 228,138 228,138 Unassigned Fund Balance in Excess (Deficit) of 30% 202,839 172,497 4,639,740 Total Fund balance $ 2,908,255 $ 2,908,255 $ 5,975,110 $200,000 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 Gross Sales Tax Receipts OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP From FY 2014 Audited Financial Statements Based on FY 2014 Audit Numbers FY 2014 FY 2015 The large sales tax spike for February is due to a delinquent payment Town Council Joint and Regular Minutes T&&6f t4ub Meeting Da@aW*Q6o2028 FY 15 Mid -Year Financial Reprot 3 of 20 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT Departmental Budget Reports YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Town Council Joint and Regular Minutes T&A99f1RLaub FY 15 Mid -Year Financial Reprot 4 of 20 Meeting DaRaWg12Eo2028 Manager's Office General Fund Summary Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 6,027,651 1,954,139 275,803 $ 6,013,791 2,014,139 330,803 $ 2,824,571 842,090 24,112 $ 3,189,220 1,172,049 306,691 47% 42% 7% Total $ 8,257,593 $ 8,358,733 $ 3,690,773 $ 4,667,960 44% Town Council Joint and Regular Minutes T&A99f1RLaub FY 15 Mid -Year Financial Reprot 4 of 20 Meeting DaRaWg12Eo2028 Manager's Office Information Services Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 757,082 Services & Supplies 142,856 $ 921,722 $ 565,946 129,356 49,405 $ 355,776 79,951 61% 38% Total $ 899,938 $ 1,051,078 $ 615,351 $ 435,727 59% Personnel expenditures are higher than anticipated due to turnover and changes in the Manager's Office. Town Council Joint and Regular Minutes T&A99f1RLaub FY 15 Mid -Year Financial Reprot 4 of 20 Meeting DaRaWg12Eo2028 Legal Information Services Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 162,446 Services & Supplies 30,943 $ 157,446 30,943 $ 75,769 4,066 $ 81,677 26,877 48% 13% Total $ 193,389 $ 188,389 $ 79,835 $ 108,554 42% Town Council Joint and Regular Minutes T&A99f1RLaub FY 15 Mid -Year Financial Reprot 4 of 20 Meeting DaRaWg12Eo2028 Human Resources Information Services Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 87,655 Services & Supplies 4,840 $ 85,655 $ 32,410 4,840 732 $ 53,245 4,108 38% 15% Total $ 92,495 $ 90,495 $ 33,143 $ 57,352 37% Town Council Joint and Regular Minutes T&A99f1RLaub FY 15 Mid -Year Financial Reprot 4 of 20 Meeting DaRaWg12Eo2028 Information Services Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 191,325 200,374 31,613 $ 186,825 $ 88,537 293,874 176,955 31,613 - $ 98,288 116,919 31,613 47% 60% 0% Total $ 423,312 $ 512,312 $ 265,492 $ 246,820 52% Services & Supplies are higher than anticipated due to the purchase of a hosted exchange and the MUD buyout. Town Council Joint and Regular Minutes T&A99f1RLaub FY 15 Mid -Year Financial Reprot 4 of 20 Meeting DaRaWg12Eo2028 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT Departmental Budget Reports YEAR TO DATE MARCH I Percent of Budget Year Transpired 50% Town Council Joint and Regular Minutes TdM99fW4Laub FY 15 Mid -Year Financial Reprot 5 of 20 Meeting DaRaW*12Eo2028 Police EMS Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 1,868,734 Services & Supplies 241,364 $ 1,773,734 $ 231,364 833,282 97,969 $ 940,452 133,395 47% 42% Total $ 2,110,098 $ 2,005,098 $ 931,251 $ 1,073,847 46% Town Council Joint and Regular Minutes TdM99fW4Laub FY 15 Mid -Year Financial Reprot 5 of 20 Meeting DaRaW*12Eo2028 Medians EMS Category Original Budget Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 764,304 73,058 179,360 $ 750,304 73,058 179,360 $ 353,787 35,912 - $ 396,517 37,146 179,360 47% 49% 0% Total $ 1,016,722 $ 1,002,722 $ 389,699 $ 613,023 39% Town Council Joint and Regular Minutes TdM99fW4Laub FY 15 Mid -Year Financial Reprot 5 of 20 Meeting DaRaW*12Eo2028 Medians Streets Category Original Budget Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 222,195 189,482 - $ 212,195 $ 189,482 55,000 93,416 67,847 - $ 118,779 121,635 55,000 44% 36% 0% Total $ 411,677 $ 456,677 $ 161,263 $ 295,414 35% Town Council Joint and Regular Minutes TdM99fW4Laub FY 15 Mid -Year Financial Reprot 5 of 20 Meeting DaRaW*12Eo2028 Medians Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 151,083 Services & Supplies 148,227 $ 148,083 $ 143,227 67,849 65,107 $ 80,234 78,120 46% 45% Total $ 299,310 $ 291,310 $ 132,956 $ 158,354 46% Town Council Joint and Regular Minutes TdM99fW4Laub FY 15 Mid -Year Financial Reprot 5 of 20 Meeting DaRaW*12Eo2028 Municipal Court Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 75,397 Services & Supplies 10,539 $ 74,397 $ 33,117 10,539 2,946 $ 41,280 7,593 45% 28% Total $ 85,936 $ 84,936 $ 36,063 $ 48,873 42% Town Council Joint and Regular Minutes TdM99fW4Laub FY 15 Mid -Year Financial Reprot 5 of 20 Meeting DaRaW*12Eo2028 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT Departmental Budget Reports YEAR TO DATE MARCH I Percent of Budget Year Transpired 50% Facilities Maintenance Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 111,042 $ 111,042 $ 80,369 $ 30,673 72% Total $ 111,042 $ 111,042 $ 80,369 $ 30,673 72% The Town's annual property insurance premiums were paid for in full under Facilities Maintenance in order to take advantage of an early payment discount. (This expenditure represents 50% of the department's budget, and the actual cost was $923 less than the budgeted amount.) O Town Council Joint and Regular Minutes T&A99f1?4Laub Meeting DaRaW*Q6o2028 FY 15 Mid -Year Financial Reprot 6 of 20 Finance Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 266,946 Services & Supplies 120,151 $ 248,946 $ 120,151 111,362 60,005 $ 137,584 60,146 45% 50% Total $ 387,097 $ 369,097 $ 171,366 $ 197,731 46% Facilities Maintenance Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 111,042 $ 111,042 $ 80,369 $ 30,673 72% Total $ 111,042 $ 111,042 $ 80,369 $ 30,673 72% The Town's annual property insurance premiums were paid for in full under Facilities Maintenance in order to take advantage of an early payment discount. (This expenditure represents 50% of the department's budget, and the actual cost was $923 less than the budgeted amount.) O Town Council Joint and Regular Minutes T&A99f1?4Laub Meeting DaRaW*Q6o2028 FY 15 Mid -Year Financial Reprot 6 of 20 Community Development Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 429,897 Services & Supplies 143,024 $ 419,897 $ 195,238 143,024 35,872 $ 224,659 107,152 46% 25% Total $ 572,921 $ 562,921 $ 231,110 $ 331,811 41% Facilities Maintenance Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 111,042 $ 111,042 $ 80,369 $ 30,673 72% Total $ 111,042 $ 111,042 $ 80,369 $ 30,673 72% The Town's annual property insurance premiums were paid for in full under Facilities Maintenance in order to take advantage of an early payment discount. (This expenditure represents 50% of the department's budget, and the actual cost was $923 less than the budgeted amount.) O Town Council Joint and Regular Minutes T&A99f1?4Laub Meeting DaRaW*Q6o2028 FY 15 Mid -Year Financial Reprot 6 of 20 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT Departmental Budget Reports YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Community Events Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 60,201 $ 60,201 $ 18,442 $ 41,759 31% Total $ 60,201 $ 60,201 $ 18,442 $ 41,759 31% Town Council Joint and Regular Minutes TdM99fW9Laub FY 15 Mid -Year Financial Reprot 7 of 20 Meeting DaRaWq'C 02028 Recreation Parks Category Original Budget Revised Budget Year to Date Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 657,422 321,164 64,830 $ 644,922 $ 316,164 64,830 283,771 112,497 24,112 $ 361,151 203,667 40,718 44% 36% 37% Total $ 1,043,416 $ 1,025,916 $ 420,380 $ 605,536 41% Community Events Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 60,201 $ 60,201 $ 18,442 $ 41,759 31% Total $ 60,201 $ 60,201 $ 18,442 $ 41,759 31% Town Council Joint and Regular Minutes TdM99fW9Laub FY 15 Mid -Year Financial Reprot 7 of 20 Meeting DaRaWq'C 02028 Recreation Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 393,165 Services & Supplies 156,874 $ 389,665 $ 90,088 156,874 33,966 $ 299,577 122,908 23% 22% Total $ 550,039 $ 546,539 $ 124,054 $ 422,485 23% Community Events Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 60,201 $ 60,201 $ 18,442 $ 41,759 31% Total $ 60,201 $ 60,201 $ 18,442 $ 41,759 31% Town Council Joint and Regular Minutes TdM99fW9Laub FY 15 Mid -Year Financial Reprot 7 of 20 Meeting DaRaWq'C 02028 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT CAPITAL PROJECTS FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Other Sources Budet Bud et Year to Date Variance % Received g g Transfer In $ 385,000 $ 385,000 $ - $ - 0% Total $ 385,000 $ 385,000 $ - $ - NA Original Revised Expenditures et Budget Year to Date Variance % Used gud g g Capital Outlay 4,627,524 4,627,524 869,170 3,758,355 19% Total $ 4,627,524 $ 4,627,524 $ 869,170 $ 3,758,355 19% Original Revised Fund Balance Budget Budget Year to Date g g Beginning Fund Balance $ 4,275,854 $ 4,275,854 $ 4,505,273 +Net Increase (Decrease) (4,042,024) (4,042,024) (804,864) From FY 2014 Audited Ending Fund Balance $ 233,830 $ 233,830 $ 3,700,409 Financial Statements Town Council Joint and Regular Minutes TA' 96 MOub Meeting DaPaW*lBo2028 FY 15 Mid -Year Financial Reprot 8 of 20 Original Revised Revenues Year to Date Variance % Received Bud g et Budget g Contributions $ 200,000 $ 200,000 $ 63,367 $ 136,633 32% Interest Income $ 500 $ 500 $ 939 $ (439) 188% Total $ 200,500 $ 200,500 $ 64,306 $ 136,194 32% Original Revised Other Sources Budet Bud et Year to Date Variance % Received g g Transfer In $ 385,000 $ 385,000 $ - $ - 0% Total $ 385,000 $ 385,000 $ - $ - NA Original Revised Expenditures et Budget Year to Date Variance % Used gud g g Capital Outlay 4,627,524 4,627,524 869,170 3,758,355 19% Total $ 4,627,524 $ 4,627,524 $ 869,170 $ 3,758,355 19% Original Revised Fund Balance Budget Budget Year to Date g g Beginning Fund Balance $ 4,275,854 $ 4,275,854 $ 4,505,273 +Net Increase (Decrease) (4,042,024) (4,042,024) (804,864) From FY 2014 Audited Ending Fund Balance $ 233,830 $ 233,830 $ 3,700,409 Financial Statements Town Council Joint and Regular Minutes TA' 96 MOub Meeting DaPaW*lBo2028 FY 15 Mid -Year Financial Reprot 8 of 20 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT DEBT SERVICE FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 5091, Original Revised Other Sources Bud et Bud et Year to Date Variance % Received g g Transfers In $ 127,350 $ 127,350 $ 18,200 $ 109,150 14% Total $ 127,350 $ 127,350 $ 18,200 $ 109,150 14% Expenditures Original Revised Year to Date Variance % Used Revenues $ 1,088,000 $ 1,088,000 Year to Date Variance % Received Interest Payments Bud g et Budget g 245,996 235,916 51% Property Tax $ 1,498,303 $ 1,498,303 $ 1,468,050 $ (30,253) 98% Interest Income 250 250 145 (105) 58% Total Revenue $ 1,498,553 $ 1,498,553 $ 1,468,195 $ (30,358) 98% Original Revised Other Sources Bud et Bud et Year to Date Variance % Received g g Transfers In $ 127,350 $ 127,350 $ 18,200 $ 109,150 14% Total $ 127,350 $ 127,350 $ 18,200 $ 109,150 14% Expenditures Original Original g Revised Budget g Year to Date Variance % Used Principal Payments $ 1,088,000 $ 1,088,000 $ 470,000 $ 618,000 43% Interest Payments 481,912 481,912 245,996 235,916 51% Paying Agent Fees 3,750 3,750 750 3,000 20% Total Expenditures $ 1,573,662 $ 1,573,662 $ 716,746 $ 856,916 46% Town Council Joint and Regular Minutes TA&WWOy `iub FY 15 Mid -Year Financial Reprot 9 of 20 From FY 2014 Audited Financial Statements Meeting DaPaW*lWo2028 igi Original Revisd Year Fund Balance etl to Date Budget Budget Beginning Fund Balance $ 122,222 $ 122,222 $ 118,092 +Net Increase (Decrease) 52,241 52,241 769,649 Ending Fund Balance $ 174,463 $ 174,463 $ 887,741 Town Council Joint and Regular Minutes TA&WWOy `iub FY 15 Mid -Year Financial Reprot 9 of 20 From FY 2014 Audited Financial Statements Meeting DaPaW*lWo2028 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT CRIME CONTROL PREVENTION DISTRICT YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Revised Fund Balance Revenue Budget g Year to Date Variance % Received Bud g et Budget g Budget g (11,192) (71,692) Sales Tax $ 147,272 $ 147,272 $ 83,674 $ (63,598) 57% Interest Income - - 46 46 NA Total Revenue $ 147,272 $ 147,272 $ 83,720 $ (63,552) 57% Original Revised Other Uses et Budget Year to Date Variance % Used gud g g Transfer to Debt Service $ 75,000 $ 75,000 $ - $ 75,000 NA Total Other Uses $ 75,000 $ 75,000 $ - $ 75,000 NA Original Revised Fund Balance Expenditures Budget g Year to Date Year to Date Variance % Used $ 92,246 gud g et Budget g (11,192) (71,692) Services & Supplies $ 36,285 $ 36,285 $ 4,546 $ 31,739 13% Capital Expenses 47,179 107,679 36,466 71,213 34% Total Expenditure $ 83,464 $ 143,964 $ 41,012 $ 102,952 28% Capital Expenses: The Police department purchased a 2015 Chevrolet Tahoe & Police graphics for the vehicle Original Revised Other Uses et Budget Year to Date Variance % Used gud g g Transfer to Debt Service $ 75,000 $ 75,000 $ - $ 75,000 NA Total Other Uses $ 75,000 $ 75,000 $ - $ 75,000 NA Town Council Joint and Regular Minutes TA&WAPY iub FY 15 Mid -Year Financial Reprot 10 of 20 From FY 2014 Audited Financial Statements Meeting Da9aW*1Bp2028 Original Revised Fund Balance Budget g Budget g Year to Date Beginning Fund Balance $ 92,246 $ 92,246 $ 93,746 +Net Increase (Decrease) (11,192) (71,692) 42,708 Ending Fund Balance $ 81,054 $ 20,554 $ 136,454 Town Council Joint and Regular Minutes TA&WAPY iub FY 15 Mid -Year Financial Reprot 10 of 20 From FY 2014 Audited Financial Statements Meeting Da9aW*1Bp2028 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT COURT SECURITY FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Revenue et Budget Year to Date Variance % Received Bud g g Municipal Court Security Fee $ 3,788 $ 3,788 $ 1,310 $ (2,478) 35% Total Revenue $ 3,788 $ 3,788 $ 1,310 $ (2,478) 35% Original Revised Other Uses Bud et Bud et Year to Date Variance % Received g g Transfer to General Fund $ 3,000 $ 3,000 $ 1,500 $ 1,500 50% Total Other Uses $ 3,000 $ 3,000 $ 1,500 $ 1,500 50% Town Council Joint and Regular Minutes Tci'40W8 09flub Meeting DaRaW�1 02026 FY 15 Mid -Year Financial Reprot 11 of 20 unginai Kevised Fund Balance Budget Budget Year to Date Beginning Fund Balance $ 22,526 $ 22,526 $ 22,293 From FY 2014 Audited +Net Increase (Decrease) 788 788 (190) Financial Statements Ending Fund Balance $ 23,314 $ i 23,314 $ 22,103 Town Council Joint and Regular Minutes Tci'40W8 09flub Meeting DaRaW�1 02026 FY 15 Mid -Year Financial Reprot 11 of 20 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT COURT TECHNOLOGY FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Expenditures et Budget Year to Date Variance % Used gud g g Purchased Services $ 5,730 $ 5,730 $ 803 $ 4,927 14% Total Expenditure $ 5,730 $ 5,730 $ 803 $ 4,927 14% Original Revised Fund Balance Budget Budget Year to Date g g Beginning Fund Balance $ 22,071 $ 22,071 $ 23,960 +Net Increase (Decrease) (730) (730) 944 Ending Fund Balance $ 21,341 $ 21,341 $ 24,904 Town Council Joint and Regular Minutes TA49@09090ub FY 15 Mid -Year Financial Reprot 12 of 20 From FY 2014 Audited Financial Statements Meeting DaRaW*216p2028 Original Revised Revenue Year to Date Variance % Received Bud g et Budget g Fines & Fees $ 5,000 $ 5,000 $ 1,747 $ (3,253) 35% Miscellaneous - - - - NA Total Revenue $ 5,000 $ 5,000 $ 1,747 $ (3,253) 35% Original Revised Expenditures et Budget Year to Date Variance % Used gud g g Purchased Services $ 5,730 $ 5,730 $ 803 $ 4,927 14% Total Expenditure $ 5,730 $ 5,730 $ 803 $ 4,927 14% Original Revised Fund Balance Budget Budget Year to Date g g Beginning Fund Balance $ 22,071 $ 22,071 $ 23,960 +Net Increase (Decrease) (730) (730) 944 Ending Fund Balance $ 21,341 $ 21,341 $ 24,904 Town Council Joint and Regular Minutes TA49@09090ub FY 15 Mid -Year Financial Reprot 12 of 20 From FY 2014 Audited Financial Statements Meeting DaRaW*216p2028 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT ECONOMIC DEVELOPMENT COPORATION 4B YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Revised Revenue Original Budget g Year to Date Variance % Received Bud g et Budget g Variance % Used Sales Tax $ 327,272 $ 327,272 $ 181,084 $ 146,188 55% Interest Income 300 300 242 58 81% Total Revenue $ 327,572 $ 327,572 $ 181,326 $ 146,246 55% Original Revised Other Uses et BudgetYear to Date Variance % Used Bud g Transfer to General Fund $ 155,634 $ 89,964 $ 44,982 $ 44,982 50% Total Other Uses $ 155,634 $ 89,964 $ 44,982 $ 44,982 50% Original Revised Fund Balance Original Budget g Expenditures Year to Date Year to Date Variance % Used $ 339,715 108,876 Bud g et Budget g $ 170,142 $ 235,812 $ 448,591 Auditing $ 1,000 $ 1,000 $ - $ 1,000 0% Advertising 3,000 3,0002,280 720 76% Printing 500 500 - 500 0% Schools & Training 2,120 2,120 270 00'1,850 13% Dues & Membership 1,050 1,050 1,050 0% Travel & Per Diem 1,533 1,533 30 1,503 2% Office Supplies 400 400 15 385 4% Miscellaneous Expense 7,100 7,100 1,411 5,689 20% Capital EDC Projects 11,850 11,850 - 11,850 0% Incentive Programs 140,773 140,773 23,462 117,311 17% Total Expenditures $ 169,326 $ 169,326 $ 27,468 $ 141,858 16% Original Revised Other Uses et BudgetYear to Date Variance % Used Bud g Transfer to General Fund $ 155,634 $ 89,964 $ 44,982 $ 44,982 50% Total Other Uses $ 155,634 $ 89,964 $ 44,982 $ 44,982 50% Town Council Joint and Regular Minutes TA&WRPY iub FY 15 Mid -Year Financial Reprot 13 of 20 From FY 2014 Audited I Financial Statements Meeting DaRaW*216p2028 Fund Balance Original Budget g Revised Budget g Year to Date Beginning Fund Balance +Net Increase (Decrease) $ 167,530 2,612 $ 167,530 68,282 $ 339,715 108,876 Ending Fund Balance $ 170,142 $ 235,812 $ 448,591 Town Council Joint and Regular Minutes TA&WRPY iub FY 15 Mid -Year Financial Reprot 13 of 20 From FY 2014 Audited I Financial Statements Meeting DaRaW*216p2028 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT HOTEL OCCUPANCY YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Fund Balance Original Revised Year to Date udg g Beginning Fund Balance $ 285,590 $ 285,590 $ 283,481 +Net Increase (Decrease) 194,891 194,891 81,495 Ending Fund Balance $ 480,481 $ 480,481 $ 364,976 Town Council Joint and Regular Minutes TA&WRPY iub FY 15 Mid -Year Financial Reprot 14 of 20 From FY 2014 Audited Financial Statements Meeting DaRaW*223p2028 Original Revised Revenue Year to Date Variance % Received Bud g et Budget g Hotel Occupancy Tax $ 233,416 $ 233,416 $ 102,510 $ (130,906) 44% Interest income 300 300 215 (85) 72% Total Revenue $ 233,716 $ 233,716 $ 102,725 $ (130,991) 44% Fund Balance Original Revised Year to Date udg g Beginning Fund Balance $ 285,590 $ 285,590 $ 283,481 +Net Increase (Decrease) 194,891 194,891 81,495 Ending Fund Balance $ 480,481 $ 480,481 $ 364,976 Town Council Joint and Regular Minutes TA&WRPY iub FY 15 Mid -Year Financial Reprot 14 of 20 From FY 2014 Audited Financial Statements Meeting DaRaW*223p2028 Original Revised Expenditures Year to Date Variance % Used Budget Budget Printing $ - $ - $ 14,150 $ (14,150) N/A Event Rentals $ 38,825 $ 38,825 $ 7,080 $ 31,745 18% Total Expenditures $ 38,825 $ 38,825 $ 21,230 $ 17,595 55% Fund Balance Original Revised Year to Date udg g Beginning Fund Balance $ 285,590 $ 285,590 $ 283,481 +Net Increase (Decrease) 194,891 194,891 81,495 Ending Fund Balance $ 480,481 $ 480,481 $ 364,976 Town Council Joint and Regular Minutes TA&WRPY iub FY 15 Mid -Year Financial Reprot 14 of 20 From FY 2014 Audited Financial Statements Meeting DaRaW*223p2028 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT STORM DRAINAGE UTILITY FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Revenue Original Bud g et Revised Budget g Year to Date Variance % Received Storm Drainage Fees $ 402,800 $ 402,800 $ 201,217 $ (201,583) 50% Miscellaneous Revenue 21,000 21,000 - (21,000) NA Interest Income 100 100 29 (71) NA Total Revenue $ 423,900 $ 423,900 $ 201,246 $ (222,654) 47% Original Revised Other Uses et Budget Year to Date Variance % Used gud g g Transfer to Debt Service $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Total Other Uses $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Working Capital Year to Date Operating Days Beginning Working Capital $ 155,056 145 +Net Increase (Decrease) 163,135 153 Ending Working Capital $ 318,191 298 Drainage Capital Projects Original Revised Year to Date Funding Source Expenses 2013 CO Proceeds Year to Date Variance % Used Operating Funds Bud g et Budget g 164,000 Proiect Detail Operating Expenses 178,283 178,283 18,297 159,986 10% Debt Service 178,963 178,963 14,114 164,849 NA Total Expenses $ 357,246 $ 357,246 $ 32,411 $ 324,835 9% Original Revised Other Uses et Budget Year to Date Variance % Used gud g g Transfer to Debt Service $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Total Other Uses $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Working Capital Year to Date Operating Days Beginning Working Capital $ 155,056 145 +Net Increase (Decrease) 163,135 153 Ending Working Capital $ 318,191 298 Drainage Capital Projects Original Budget g Revised Budget g Year to Date Funding Source 2013 CO Proceeds $ 578,174 $ 578,174 $ 688,867 Operating Funds 164,000 164,000 164,000 Proiect Detail Indian Creek (313,174) (313,174) (343,821) Timber Ridge/Fresh Meadow - - (22,599) Cypress Court Drainage Inlets (30,000) (30,000) - Pin Oak Court (80,000) (80,000) - Pebble Beach Drive (205,000) (205,000) - Broadway Creek Improvements and Amenity Lake Slopes (114,000) (114,000) - Remaining Funding $ - $ - $ 486,447 Town Council Joint and Regular Minutes TA' 96 MOub Meeting DaRaWg03p2028 FY 15 Mid -Year Financial Reprot 15 of 20 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT STREET MAINTENANCE SALES TAX FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Revised Revenue Fund Balance Year to Date Variance % Received Bud g et Budget g Budget g Sales Tax $ 163,636 $ 163,636 $ 90,542 $ (73,094) 55% Interest Income $ - $ - $ 4 $ 4 N/A Total Revenue $ 163,636 $ 163,636 $ 90,546 $ (73,094) 55% Original Revised Expenditures et Budget Year to Date Variance % Used gud g g Operating Expenditures $ 131,300 $ 131,300 $ 43,405 $ 113,402 33% Total Expenses $ 131,300 $ 131,300 $ 43,405 $ 87,895 33% Original Revised Other Uses et Budget Year to Date Variance % Used gud g g Transfer To Debt Service $ 25,000 $ 25,000 $ 12,500 $ 12,500 50% Total Other Uses $ 25,000 $ 25,000 $ 12,500 $ 12,500 50% Town Council Joint and Regular Minutes TA' 96MI Oub Meeting DaPaW*Mo2028 FY 15 Mid -Year Financial Reprot 16 of 20 Original Revised Fund Balance Year to Date Budget g Budget g Beginning Fund Balance $ 24,268 $ 24,268 $ 39,915 From FY 2014 Audited +Net Increase (Decrease) 7,336 7,336 34,641 Financial Statements Ending Fund Balance $ 31,604 $ 31,604 $ 74,556 Town Council Joint and Regular Minutes TA' 96MI Oub Meeting DaPaW*Mo2028 FY 15 Mid -Year Financial Reprot 16 of 20 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT TROPHY CLUB PARK FUND YEAR TO DATE MARCH I Percent of Budget Year Transpired 50% Town Council Joint and Regular Minutes TMP®fW t4ub Meeting DaRaWq2rDpQm28 FY 15 Mid -Year Financial Reprot 17 of 20 Original Original Revised Revised Revenue Year to Date Variance % Received Expenses g Budget g Park Revenue $ 153,752 $ 153,752 $ 61,351 $ (92,401) 40% Interest Income $ - $ - $ 6 $ 6 NA Total Revenue $ 153,752 $ 153,752 $ 61,357 $ (92,395) 40% Town Council Joint and Regular Minutes TMP®fW t4ub Meeting DaRaWq2rDpQm28 FY 15 Mid -Year Financial Reprot 17 of 20 Original Revised Expenses Year to Date Variance % Used Bud g et Budget g Salaries $ 43,008 $ 43,008 $ 17,968 $ 25,040 42% Longevity 112 112 112 - 100% Stipend 300 300 900 (600) 300% Retirement 4,222 4,222 1,693 2,529 40% Medical Insurance 2,826 2,826 1,177 1,649 42% Dental Insurance 155 155 102 53 66% Vision Insurance 32 32 15 17 48% Life Insurance & Other 211 211 98 113 46% Social Security Taxes 2,673 2,673 1,150 1,523 43% Medicare Taxes 630 630 269 361 43% Unemployment Taxes 306 306 63 243 21% Workman's compensation 1,033 1,033 - 1,033 0% Total Personnel Services $ 55,508 $ 55,508 $ 23,548 $ 31,960 42% Professional Outside Services $ 5,000 $ 5,000 $ 470 $ 2,530 49% Auditing 1,000 1,000 1,000 0% Software & Support 3,849 3,849 106 3,743 3% Advertising 1,500 1,500 82 1,418 5% Printing 1,416 1,416 1,244 172 88% Schools & Training 340 340 - 340 0% Service Charges & Fees 6,000 6,000. - 6,000 0% Electricity 3,600 3,600 1,065 2,535 30% Water 1,697 1,697 836 861 49% Telephone 1,600 1,600 888 712 55% Communication/Pagers/Mo biles 1,560 1,560 939 621 60% Property Maintenanc 10,500 10,500 10,179 321 97% Equipment Maintenanc 2,426 2,426 664 1,762 27% Independent labor 10,200 10,200 4,800 5,400 47% Portable Toilets 4,000 4,000 1,519 2,482 38% Dues & Membership 320 320 30 290 9% Travel & Per Diem 387 387 1,140 (753) 295% Office Supplies 1,013 1,013 670 343 66% Postage 318 318 - 318 0% Fuel 1,490 1,490 505 985 34% Uniforms 645 645 310 335 48% Community Events 6,500 6,500 8,642 (2,142) 133% Small tools 1,400 1,400 30 1,370 2% Furniture/Equipment <$5,000 1,720 1,720 1,867 (147) 109% Maintenance Supplies 451 451 241 210 53% Miscellaneous Expense 557 557 60 497 11% Total Services & Supplies $ 69,489 $ 69,489 $ 38,287 $ 31,202 55% Town Council Joint and Regular Minutes TMP®fW t4ub Meeting DaRaWq2rDpQm28 FY 15 Mid -Year Financial Reprot 17 of 20 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT TROPHY CLUB PARK FUND CONTINUED Capital Expense $ 25,330 $ 25,330 $ 24,112 $ 1,218 95% Total Expenses $ 150,327 $ 150,327 $ 85,947 $ 64,380 57% Original Revised Other Uses et Budget Year to Date Variance %Used gud g g Park Administration Transfer $ 8,000 $ 8,000 $ 4,000 $ 4,000 50% Total Other Uses $ 8,000 $ 8,000 $ 4,000 $ 4,000 50% Working C Beginning Workii +Net Increase (D Ending Working Town Council Joint and Regular Minutes TdW9fW6qt4ub Meeting DaRaW*2EQ2026 FY 15 Mid -Year Financial Reprot 18 of 20 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT RECREATIONAL PROGRAMS YEAR TO DATE MARCH I Percent of Budget Year Transpired 50% Original Revised Revenue Year to Date Variance % Received Budget Budget tecreational Programs $ 4,000 $ 4,000 $ 578 $ (3,422) 14% otal Revenue $ 4,000 $ 4,000 $ 578 $ (3,422) NA Expenditures Original Revised Year to Date Variance % Used Budget Budget tecreational Programs $ 4,000 $ 4,000 $ 1,443 $ 2,557 36% otal Expenditures $ 4,000 $ 4,000 $ 1,443 $ 2,557 NA 1 Town Council Joint and Regular Minutes Tci'v489f1�Kflub Meeting DaRaW�2TopQ®28 FY 15 Mid -Year Financial Reprot 19 of 20 Original Revised Fund Balance Year to Date Budget Budget Beginning Fund Balance $ 4,000 $ 4,000 $ 2,812 +Net Increase (Decrease) - - (865) Ending Fund Balance $ 4,000 $ 4,000 $ 1,947 1 Town Council Joint and Regular Minutes Tci'v489f1�Kflub Meeting DaRaW�2TopQ®28 FY 15 Mid -Year Financial Reprot 19 of 20 TOWN OF TROPHY CLUB MARCH 2015 FINANCIAL REPORT 30TH ANNIVERSARY FUND YEAR TO DATE MARCH Percent of Budget Year Transpired 50% Original Revised Revenue et Budget Year to Date Variance % Received Bud g g Donations $ - $ - $ 10,124 $ 10,124 NA Total Revenue $ - $ - $ 10,124 $ 10,124 NA Original Revised Expenditures et Budget Year to Date Variance % Used Bud g g Community Events $ - $ - $ 7,977 $ (7,977) NA Total Expenditures $ - $ - $ 7,977 $ (7,977) NA W Town Council Joint and Regular Minutes Tci'v489f1�kflub Meeting DaRaW�2&o2026 FY 15 Mid -Year Financial Reprot 20 of 20 Original Revised Fund Balance Year to Date Budget g Budget g Beginning Fund Balance $ 2,114 $ 2,114 $ 2,114 +Net Increase (Decrease) - - 2,148 Ending Fund Balance $ 2,114 $ 2,114 $ 4,262 W Town Council Joint and Regular Minutes Tci'v489f1�kflub Meeting DaRaW�2&o2026 FY 15 Mid -Year Financial Reprot 20 of 20 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0349-T Version: 1 Name: Type: Agenda Item Status: Consent Agenda File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and take appropriate action regarding financial and variance report dated April 2015. Attachments: April Financial Report FY 2015.pdf April General Fund Budget Report.pdf Date Ver. Action By Action Result Consider and take appropriate action regarding financial and variance report dated April 2015. Town Council Page 136 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT GENERAL FUND SUMMARY YEAR TO DATE APRIL Percent of Budget Year Transpired 58% Revenues Original Budget RevisedBudget Year to Date Variance %Received Property Tax $ 5,166,466 $ 5,166,466 $ 5,165,456 $ (1,010) 100% Licenses and Permits 710,631 710,631 410,929 (299,702) 58% Franchise Fees 812,506 812,506 220,534 (591,972) 27% Sales Tax 676,323 698,133 427,408 (270,725) 61% Fines and Fees 466,101 571,101 228,284 (342,817) 40% Intergovernmental 192,901 127,231 71,152 (56,079) 56% Grants 77,018 77,018 57,423 (19,595) 75% Charges for Service 260,852 300,852 249,910 (50,942) 83% Investment Income 6,000 6,000 2,960 (3,040) 49% Miscellaneous Income 118,550 118,550 48,195 (70,355) 41% Total Revenues $ 8,487,348 $ 8,588,488 $ 6,882,250 $ (1,706,238) 80% Other Sources Original Budget RevisedYear to Date Variance % Received Budget Fransfers In $ 11,000 $ 11,000 $ 5,500 (5,500) 50% Total Available Resources $ 8,498,348 $ 8,599,488 $ 6,887,750 $ (1,711,738) 80% Expenditures Original Budget RevisedBudget Year to Date Variance % Used Manager's Office $ 899,938 $ 1,051,078 $ 670,678 $ 380,400 64% Human Resources 92,495 90,495 40,725 49,770 45% Information Services 423,312 512,312 286,730 225,582 56% Legal 193,389 1881389 91,870 96,519 49% Police 2,110,098 2,005,098 1,061,345 943,753 53% Emergency Medical Services 1,016,722 1,002,722 455,835 546,887 45% Streets 411,677 456,677 238,348 218,329 52% Medians 299,310 2911310 154,272 137,038 53% Parks 1,043,416 1,025,916 479,976 545,940 47% Recreation 550,039 546,539 139,930 406,609 26% Community Events 60,201 60,201 21,286 38,915 35% Community Development 572,921 562,921 303,705 259,216 54% Finance 387,097 369,097 191,591 177,506 52% Municipal Court 85,936 84,936 42,875 42,061 50% Facilities Maintenance 111,042 111,042 85,520 25,522 77% Total Expenditures $ 8,257,593 $ 8,358,733 $ 4,264,687 $ 4,094,046 51% Other Uses Original Budget RevisedBudget Year to Date Variance % Used Fransfers Out $ (385,000) $ (385,000) $ - $ 385,000 0% Total Outflows of Resources $ 8,642,593 $ 8,743,733 $ 4,264,687 $ 4,479,046 49% Town Council Page 137 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT Gross Sales Tax Receir $200,000 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 OCT NOV DEC JAN FEB MAR APR MAY JUN JL The large sales tax spike for February is due to a delinquent payment From FY 2014 Audited I Financial Statements Based on FY 2014 Audit Numbers Town Council Page 138 of 374 Meeting Date: May 26, 2015 RevisedBudget Fund balance Original Budget Budget Year to Date Reserve Fund balance Beginning fund balance $ 2,960,660 $ 2,851,702 $ 3,045,021 + Net increase (Decrease) (144,245) (144,245) 2,623,063 Ending Fund Balance $ 2,816,415 $ 2,707,457 $ 5,668,084 Gross Sales Tax Receir $200,000 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 OCT NOV DEC JAN FEB MAR APR MAY JUN JL The large sales tax spike for February is due to a delinquent payment From FY 2014 Audited I Financial Statements Based on FY 2014 Audit Numbers Town Council Page 138 of 374 Meeting Date: May 26, 2015 Revised Fund balance Detail Original Budget Budget Year to Date Reserve Fund balance (30% of Total Expenditures) $ 2,477,278 $ 2,507,620 $ 1,279,406 it Assigned Fund Balance 228,138 228,138 228,138 Unassigned Fund Balance in Excess (Deficit) of 30% 202,839 172,497 4,160,540 Total Fund balance $ 2,908,255 $ 2,908,255 $ 5,668,084 Gross Sales Tax Receir $200,000 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 OCT NOV DEC JAN FEB MAR APR MAY JUN JL The large sales tax spike for February is due to a delinquent payment From FY 2014 Audited I Financial Statements Based on FY 2014 Audit Numbers Town Council Page 138 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT Departmental Budget Reports YEAR TO DATE APRIL Percent of Budget Year Transpired 58% Town Council Page 139 of 374 Meeting Date: May 26, 2015 Manager's Office General Fund Summary Category Original Budget Revised Budget Year to Date Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 6,027,651 1,954,139 275,803 $ 6,013,791 2,014,139 330,803 $ 3,212,524 949,955 109,505 $ 2,801,267 1,064,184 221,298 53% 47% 33% Total $ 8,257,593 $ 8,358,733 $ 4,271,984 $ 4,086,749 51% Town Council Page 139 of 374 Meeting Date: May 26, 2015 Manager's Office Information Services Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 757,082 Services & Supplies 142,856 $ 921,722 $ 619,177 129,356 51,502 $ 302,545 67% 77,855 40% Total $ 899,938 $ 1,051,078 $ 670,678 $ 380,400 64% Personnel expenditures are higher than anticipated due to turnover and changes in the Manager's Office. Town Council Page 139 of 374 Meeting Date: May 26, 2015 Legal Information Services Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 162,446 Services & Supplies 30,943 $ 157,446 30,943 $ 87,736 4,134 $ 69,710 26,809 56% 13% Total $ 193,389 $ 188,389 $ 91,870 $ 96,519 49% Town Council Page 139 of 374 Meeting Date: May 26, 2015 Human Resources Information Services Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 87,655 Services & Supplies 4,840 $ 85,655 $ 39,801 4,840 924 $ 45,854 3,916 46% 19% Total $ 92,495 $ 90,495 $ 40,725 $ 49,770 45% Town Council Page 139 of 374 Meeting Date: May 26, 2015 Information Services Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 191,325 200,374 31,613 $ 186,825 $ 293,874 31,613 102,567 184,164 7,297 $ 84,258 109,710 24,316 55% 63% 23% Total $ 423,312 $ 512,312 $ 286,730 $ 218,284 56% Services & Supplies are higher than anticipated due to the purchase of a hosted exchange and the MUD buyout. Town Council Page 139 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT Departmental Budget Reports YEAR TO DATE APRIL I Percent of Budget Year Transpired 58% Town Council Page 140 of 374 Meeting Date: May 26, 2015 Police EMS Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 1,868,734 Services & Supplies 241,364 $ 1,773,734 $ 231,364 946,542 114,803 $ 827,192 116,561 53% 50% Total $ 2,110,098 $ 2,005,098 $ 1,061,345 $ 943,753 53% Town Council Page 140 of 374 Meeting Date: May 26, 2015 Medians EMS Category Original Budget Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 764,304 73,058 179,360 $ 750,304 73,058 179,360 $ 413,185 42,650 - $ 337,119 30,408 179,360 55% 58% 0% Total $ 1,016,722 $ 1,002,722 $ 455,835 $ 546,887 45% Town Council Page 140 of 374 Meeting Date: May 26, 2015 Medians Streets Category Original Budget Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 222,195 189,482 - $ 212,195 $ 189,482 55,000 106,442 76,724 55,181 $ 105,753 112,758 (181) 50% 40% 100% Total $ 411,677 $ 456,677 $ 238,348 $ 218,329 52% Town Council Page 140 of 374 Meeting Date: May 26, 2015 Medians Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 151,083 Services & Supplies 148,227 $ 148,083 $ 143,227 79,374 74,898 $ 68,709 68,329 54% 52% Total $ 299,310 $ 291,310 $ 154,272 $ 137,038 53% Town Council Page 140 of 374 Meeting Date: May 26, 2015 Municipal Court Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 75,397 Services & Supplies 10,539 $ 74,397 $ 38,539 10,539 4,337 $ 35,858 6,202 52% 41% Total $ 85,936 $ 84,936 $ 42,875 $ 42,061 50% Town Council Page 140 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT Departmental Budget Reports YEAR TO DATE APRIL I Percent of Budget Year Transpired 58% Facilities Maintenance Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 111,042 $ 111,042 $ 85,520 $ 25,522 77% Total $ 111,042 $ 111,042 $ 85,520 $ 25,522 77% The Town's annual property insurance premiums were paid for in full under Facilities Maintenance in order to take advantage of an early payment discount. (This expenditure represents 50% of the department's budget, and the actual cost was $923 less than the budgeted amount.) Town Council Page 141 of 374 Meeting Date: May 26, 2015 Finance Category Original Budget Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 266,946 Services & Supplies 120,151 $ 248,946 $ 120,151 127,286 64,305 $ 121,660 55,846 51% 54% Total $ 387,097 $ 369,097 $ 191,591 $ 177,506 52% Facilities Maintenance Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 111,042 $ 111,042 $ 85,520 $ 25,522 77% Total $ 111,042 $ 111,042 $ 85,520 $ 25,522 77% The Town's annual property insurance premiums were paid for in full under Facilities Maintenance in order to take advantage of an early payment discount. (This expenditure represents 50% of the department's budget, and the actual cost was $923 less than the budgeted amount.) Town Council Page 141 of 374 Meeting Date: May 26, 2015 Community Development Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 429,897 Services & Supplies 143,024 Capital - $ 419,897 $ 220,152 143,024 60,638 - 22,915 $ 199,745 82,386 (22,915) 52% 42% NA Total $ 572,921 $ 562,921 $ 303,705 $ 259,216 54% The capital expenditure of $22,915 is a part of $41,825 encumberance from last year. Facilities Maintenance Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 111,042 $ 111,042 $ 85,520 $ 25,522 77% Total $ 111,042 $ 111,042 $ 85,520 $ 25,522 77% The Town's annual property insurance premiums were paid for in full under Facilities Maintenance in order to take advantage of an early payment discount. (This expenditure represents 50% of the department's budget, and the actual cost was $923 less than the budgeted amount.) Town Council Page 141 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT Departmental Budget Reports YEAR TO DATE APRIL I Percent of Budget Year Transpired 58% Community Events Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 60,201 $ 60,201 $ 21,286 $ 38,915 35% Total $ 60,201 $ 60,201 $ 21,286 $ 38,915 35% Town Council Page 142 of 374 Meeting Date: May 26, 2015 Recreation Parks Category Original Budget Revised Budget Year to Date Category Original Budget Revised Budget Year to Date Variance % Used Personnel Services & Supplies Capital $ 657,422 321,164 64,830 $ 644,922 $ 316,164 64,830 326,139 129,725 24,112 $ 318,783 186,439 40,718 51% 41% 37% Total $ 1,043,416 $ 1,025,916 $ 479,976 $ 545,940 47% Community Events Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 60,201 $ 60,201 $ 21,286 $ 38,915 35% Total $ 60,201 $ 60,201 $ 21,286 $ 38,915 35% Town Council Page 142 of 374 Meeting Date: May 26, 2015 Recreation Category Original Budget Revised Budget Year to Date Variance % Used Personnel $ 393,165 Services & Supplies 156,874 $ 389,665 $ 105,585 156,874 34,345 $ 284,080 122,529 27% 22% Total $ 550,039 $ 546,539 $ 139,930 $ 406,609 26% Community Events Category Original Budget Revised Budget Year to Date Variance % Used Services & Supplies $ 60,201 $ 60,201 $ 21,286 $ 38,915 35% Total $ 60,201 $ 60,201 $ 21,286 $ 38,915 35% Town Council Page 142 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT CAPITAL PROJECTS FUND YEAR TO DATE APRIL Percent of Budget Year Transpired 58% Original Revised Other Sources Bud et Bud et Year to Date Variance % Received g g Transfer In $ 385,000 $ 385,000 $ - $ - 0% Total $ 385,000 $ 385,000 $ - $ - NA Original Revised Expenditures et Budget Year to Date Variance % Used Bud g g Capital Outlay 4,627,524 4,627,524 1,095,023 3,532,501 24% Total $ 4,627,524 $ 4,627,524 $ 1,095,023 $ 3,532,501 24% Original Revised Revised Fund Balance Budget g Budget g Revenues Beginning Fund Balance $ 4,275,854 Year to Date $ 4,505,273 Variance % Received (4,042,024) Bud g et (1,030,510) Budget 8 From FY 2014 Audited Ending Fund Balance $ 233,830 Contributions $ 200,000 $ 200,000 $ 63,367 $ 136,633 32% Interest Income $ 500 $ 500 $ 1,146 $ (646) 229% Total $ 200,500 $ 200,500 $ 64,513 $ 135,987 32% Original Revised Other Sources Bud et Bud et Year to Date Variance % Received g g Transfer In $ 385,000 $ 385,000 $ - $ - 0% Total $ 385,000 $ 385,000 $ - $ - NA Original Revised Expenditures et Budget Year to Date Variance % Used Bud g g Capital Outlay 4,627,524 4,627,524 1,095,023 3,532,501 24% Total $ 4,627,524 $ 4,627,524 $ 1,095,023 $ 3,532,501 24% Town Council Page 143 of 374 Meeting Date: May 26, 2015 Original Revised Fund Balance Budget g Budget g Year to Date Beginning Fund Balance $ 4,275,854 $ 4,275,854 $ 4,505,273 +Net Increase (Decrease) (4,042,024) (4,042,024) (1,030,510) From FY 2014 Audited Ending Fund Balance $ 233,830 $ 233,830 $ 3,474,763 Financial Statements Town Council Page 143 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT DEBT SERVICE FUND YEAR TO DATE APRIL Percent of Budget Year Transpired 58% Original Revised Other Sources Bud et Bud et Year to Date Variance % Received g g Transfers In $ 127,350 $ 127,350 $ 18,200 $ 109,150 14% Total $ 127,350 $ 127,350 $ 18,200 $ 109,150 14% Expenditures Original Revised Year to Date Variance % Used Revenues $ 1,088,000 $ 1,088,000 Year to Date Variance % Received Interest Payments Bud g et Budget g 245,996 235,916 51% Property Tax $ 1,498,303 $ 1,498,303 $ 1,493,969 $ (4,334) 100% Interest Income 250 250 176 (74) 71% Total Revenue $ 1,498,553 $ 1,498,553 $ 1,494,145 $ (4,408) 100% Original Revised Other Sources Bud et Bud et Year to Date Variance % Received g g Transfers In $ 127,350 $ 127,350 $ 18,200 $ 109,150 14% Total $ 127,350 $ 127,350 $ 18,200 $ 109,150 14% Expenditures Original Original g Revised Budget g Year to Date Variance % Used Principal Payments $ 1,088,000 $ 1,088,000 $ 470,000 $ 618,000 43% Interest Payments 481,912 481,912 245,996 235,916 51% Paying Agent Fees 3,750 3,750 2,000 1,750 53% Total Expenditures $ 1,573,662 $ 1,573,662 $ 717,996 $ 855,666 46% From FY 2014 Audited Financial Statements Town Council Page 144 of 374 Meeting Date: May 26, 2015 igi Original Revisd Year Fund Balance etl to Date Budget Budget Beginning Fund Balance $ 122,222 $ 122,222 $ 118,092 +Net Increase (Decrease) 52,241 52,241 794,350 Ending Fund Balance $ 174,463 $ 174,463 $ 912,442 From FY 2014 Audited Financial Statements Town Council Page 144 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT CRIME CONTROL PREVENTION DISTRICT YEAR TO DATE APRIL Percent of Budget Year Transpired 58% Original Revised Revised Revenue Expenditures Year to Date Variance % Received Bud g et Budget g $ 92,246 gud g et Sales Tax $ 147,272 $ 147,272 $ 95,327 $ (51,945) 65% Interest Income - - 58 58 NA Total Revenue $ 147,272 $ 147,272 $ 95,385 $ (51,887) 65% Original Revised Other Uses et Budget Year to Date Variance % Used gud g g Transfer to Debt Service $ 75,000 $ 75,000 $ - $ 75,000 NA Total Other Uses $ 75,000 $ 75,000 $ - $ 75,000 NA Original Revised Fund Balance Expenditures Budget g Year to Date Year to Date Variance % Used $ 92,246 gud g et Budget g (11,192) (71,692) Services & Supplies $ 36,285 $ 36,285 $ 7,024 $ 29,261 19% Capital Expenses 47,179 107,679 36,466 71,213 34% Total Expenditure $ 83,464 $ 143,964 $ 43,490 $ 100,474 30% Capital Expenses: The Police department purchased a 2015 Chevrolet Tahoe & Police graphics for the vehicle Original Revised Other Uses et Budget Year to Date Variance % Used gud g g Transfer to Debt Service $ 75,000 $ 75,000 $ - $ 75,000 NA Total Other Uses $ 75,000 $ 75,000 $ - $ 75,000 NA From FY 2014 Audited Financial Statements Town Council Page 145 of 374 Meeting Date: May 26, 2015 Original Revised Fund Balance Budget g Budget g Year to Date Beginning Fund Balance $ 92,246 $ 92,246 $ 93,746 +Net Increase (Decrease) (11,192) (71,692) 51,895 Ending Fund Balance $ 81,054 $ 20,554 $ 145,641 From FY 2014 Audited Financial Statements Town Council Page 145 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT COURT SECURITY FUND YEAR TO DATE APRIL Percent of Budget Year Transpired 58% Original Revised Revenue et Budget Year to Date Variance % Received Bud g g Municipal Court Security Fee $ 3,788 $ 3,788 $ 1,562 $ (2,226) 41% Total Revenue $ 3,788 $ 3,788 $ 1,562 $ (2,226) 41% Original Revised Other Uses Bud et Bud et Year to Date Variance % Received g g Transfer to General Fund $ 3,000 $ 3,000 $ 1,500 $ 1,500 50% Total Other Uses $ 3,000 $ 3,000 $ 1,500 $ 1,500 50% Town Council Page 146 of 374 Meeting Date: May 26, 2015 unginai Kevised Fund Balance Budget Budget Year to Date Beginning Fund Balance $ 22,526 $ 22,526 $ 22,293 From FY 2014 Audited +Net Increase (Decrease) 788 788 62 Financial Statements Ending Fund Balance $ 23,314 $ 23,314 $ 22,355 Town Council Page 146 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT COURT TECHNOLOGY FUND YEAR TO DATE APRIL Percent of Budget Year Transpired 58% Original Revised Expenditures et Budget Year to Date Variance % Used gud g g Purchased Services $ 5,730 $ 5,730 $ 803 $ 4,927 14% Total Expenditure $ 5,730 $ 5,730 $ 803 $ 4,927 14% Original Revised Revenue Budget g Budget g Year to Date Variance % Received Beginning Fund Balance Bud g et Budget g $ 23,960 Fines & Fees $ 5,000 $ 5,000 $ 2,083 $ (2,917) 42% Miscellaneous - - - - NA Total Revenue $ 5,000 $ 5,000 $ 2,083 $ (2,917) 42% Original Revised Expenditures et Budget Year to Date Variance % Used gud g g Purchased Services $ 5,730 $ 5,730 $ 803 $ 4,927 14% Total Expenditure $ 5,730 $ 5,730 $ 803 $ 4,927 14% From FY 2014 Audited Financial Statements Town Council Page 147 of 374 Meeting Date: May 26, 2015 Original Revised Fund Balance Budget g Budget g Year to Date Beginning Fund Balance $ 22,071 $ 22,071 $ 23,960 +Net Increase (Decrease) (730) (730) 1,280 Ending Fund Balance $ 21,341 $ 21,341 $ 25,240 From FY 2014 Audited Financial Statements Town Council Page 147 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT ECONOMIC DEVELOPMENT COPORATION 4B YEAR TO DATE APRIL Percent of Budget Year Transpired 58% Original Revised Revised Revenue Year to Date Variance % Received Bud g et Budget g Variance % Used Sales Tax $ 327,272 $ 327,272 $ 206,408 $ 120,864 63% Interest Income 300 300 282 18 94% Total Revenue $ 327,572 $ 327,572 $ 206,690 $ 120,882 63% Original Revised Other Uses et Budget Year to Date Variance % Used Bud g g Transfer to General Fund $ 155,634 $ 89,964 $ 44,982 $ 44,982 50% Total Other Uses $ 155,634 $ 89,964 $ 44,982 $ 44,982 50% Original Revised Fund Balance Expenditures Year to Date Year to Date Variance % Used Beginning Fund Balance Bud g et Budget g $ 339,715 +Net Increase (Decrease) 2,612 Auditing $ 1,000 $ 1,000 $ 1,000 $ - 100% Advertising 3,000 3,000 2,280 720 76% Printing 500 500 - 500 0% Schools & Training 2,120 2,120 270 1,850 13% Dues & Membership 1,050 1,050 - 1,050 0% Travel & Per Diem 1,533 1,533 30 1,503 2% Office Supplies 400 400 15 385 4% Miscellaneous Expense 7,100 7,100 3,911 3,189 55% Capital EDC Projects 11,850 11,850 - 11,850 0% Incentive Programs 140,773 140,773 35,193 105,580 25% Total Expenditures $ 169,326 $ 169,326 $ 42,699 $ 126,627 25% Original Revised Other Uses et Budget Year to Date Variance % Used Bud g g Transfer to General Fund $ 155,634 $ 89,964 $ 44,982 $ 44,982 50% Total Other Uses $ 155,634 $ 89,964 $ 44,982 $ 44,982 50% From FY 2014 Audited Financial Statements Town Council Page 148 of 374 Meeting Date: May 26, 2015 Original Revised Fund Balance Year to Date Budget g Budget g Beginning Fund Balance $ 167,530 $ 167,530 $ 339,715 +Net Increase (Decrease) 2,612 68,282 119,009 Ending Fund Balance $ 170,142 $ 235,812 $ 458,724 From FY 2014 Audited Financial Statements Town Council Page 148 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT HOTEL OCCUPANCY YEAR TO DATE APRIL Percent of Budget Year Transpired 58% From FY 2014 Audited Financial Statements Town Council Page 149 of 374 Meeting Date: May 26, 2015 Original Revised Fund Balance udg Revenue Year to Date Year to Date Variance % Received Beginning Fund Balance Bud g et Budget g $ 283,481 +Net Increase (Decrease) 194,891 Hotel Occupancy Tax $ 233,416 $ 233,416 $ 145,201 $ (88,215) 62% Interest income 300 300 254 (46) 85% Total Revenue $ 233,716 $ 233,716 $ 145,456 $ (88,260) 62% From FY 2014 Audited Financial Statements Town Council Page 149 of 374 Meeting Date: May 26, 2015 Original Revised Fund Balance udg Expenditures Year to Date Year to Date Variance % Used Beginning Fund Balance Budget Budget $ 283,481 +Net Increase (Decrease) 194,891 Printing $ - $ - $ 14,150 $ (14,150) N/A Event Rentals $ 38,825 $ 38,825 $ 8,105 $ 30,720 21% Total Expenditures $ 38,825 $ 38,825 $ 22,255 $ 16,570 57% From FY 2014 Audited Financial Statements Town Council Page 149 of 374 Meeting Date: May 26, 2015 Original Revised Fund Balance udg dg Year to Date Beginning Fund Balance $ 285,590 $ 285,590 $ 283,481 +Net Increase (Decrease) 194,891 194,891 123,201 Ending Fund Balance $ 480,481 $ 480,481 $ 406,682 From FY 2014 Audited Financial Statements Town Council Page 149 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT STORM DRAINAGE UTILITY FUND YEAR TO DATE APRIL Percent of Budget Year Transpired 58% Revenue Original Bud g et Revised Budget g Year to Date Variance % Received Storm Drainage Fees $ 402,800 $ 402,800 $ 237,296 $ (165,504) 59% Miscellaneous Revenue 21,000 21,000 - (21,000) NA Interest Income 100 100 39 (61) NA Total Revenue $ 423,900 $ 423,900 $ 237,335 $ (186,565) 56% Original Revised Other Uses et Budget Year to Date Variance % Used gud g g Transfer to Debt Service $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Total Other Uses $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Working Capital Year to Date Operating Days Beginning Working Capital $ 155,056 145 +Net Increase (Decrease) 188,336 176 Ending Working Capital $ 343,392 321 Original Revised Drainage Capital Projects Expenses Year to Date Year to Date Variance % Used Funding Source Bud g et Budget g 2013 CO Proceeds $ 578,174 Operating Expenses 178,283 178,283 29,185 149,098 16% Debt Service 178,963 178,963 14,114 164,849 NA Total Expenses $ 357,246 $ 357,246 $ 43,299 $ 313,947 12% Original Revised Other Uses et Budget Year to Date Variance % Used gud g g Transfer to Debt Service $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Total Other Uses $ 27,350 $ 27,350 $ 5,700 $ 21,650 21% Working Capital Year to Date Operating Days Beginning Working Capital $ 155,056 145 +Net Increase (Decrease) 188,336 176 Ending Working Capital $ 343,392 321 Town Council Page 150 of 374 Meeting Date: May 26, 2015 Original Revised Drainage Capital Projects Year to Date Budget g Budget g Funding Source 2013 CO Proceeds $ 578,174 $ 578,174 $ 688,867 Operating Funds 164,000 164,000 164,000 Proiect Detail Indian Creek (313,174) (313,174) (343,821) Timber Ridge/Fresh Meadow - - (22,599) Cypress Court Drainage Inlets (30,000) (30,000) - Pin Oak Court (80,000) (80,000) - Pebble Beach Drive (205,000) (205,000) - Broadway Creek Improvements and Amenity Lake Slopes (114,000) (114,000) - Remaining Funding $ - $ - $ 486,447 Town Council Page 150 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT STREET MAINTENANCE SALES TAX FUND YEAR TO DATE APRIL Percent of Budget Year Transpired 58% Original Revised Revised Revenue Fund Balance Year to Date Variance % Received Bud g et Budget g Budget g Sales Tax $ 163,636 $ 163,636 $ 103,204 $ (60,432) 63% Interest Income $ - $ - $ 9 $ 9 N/A Total Revenue $ 163,636 $ 163,636 $ 103,213 $ (60,432) 63% Original Revised Expenditures et Budget Year to Date Variance % Used gud g g Operating Expenditures $ 131,300 $ 131,300 $ 49,859 $ 113,402 38% Total Expenses $ 131,300 $ 131,300 $ 49,859 $ 81,441 38% Original Revised Other Uses et Budget Year to Date Variance % Used gud g g Transfer To Debt Service $ 25,000 $ 25,000 $ 12,500 $ 12,500 50% Total Other Uses $ 25,000 $ 25,000 $ 12,500 $ 12,500 50% Town Council Page 151 of 374 Meeting Date: May 26, 2015 Original Revised Fund Balance Year to Date Budget g Budget g Beginning Fund Balance $ 24,268 $ 24,268 $ 39,915 From FY 2014 Audited +Net Increase (Decrease) 7,336 7,336 40,854 Financial Statements Ending Fund Balance $ 31,604 $ 31,604 $ 80,769 Town Council Page 151 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT TROPHY CLUB PARK FUND YEAR TO DATE APRIL I Percent of Budget Year Transpired 58% Town Council Page 152 of 374 Meeting Date: May 26, 2015 Original Original Revised Revised Revenue Year to Date Variance % Received Bud g et Budget g Variance Park Revenue $ 153,752 $ 153,752 $ 71,477 $ (82,275) 46% Interest Income $ - $ - $ 6 $ 6 NA Total Revenue $ 153,752 $ 153,752 $ 71,483 $ (82,269) 46% Town Council Page 152 of 374 Meeting Date: May 26, 2015 Original Revised Expenses Year to Date Variance % Used Bud g et Budget g Salaries $ 43,008 $ 43,008 $ 21,126 $ 21,882 49% Longevity 112 112 112 - 100% Stipend 300 300 900 (600) 300% Retirement 4,222 4,222 1,954 2,268 46% Medical Insurance 2,826 2,826 1,386 1,440 49% Dental Insurance 155 155 120 35 78% Vision Insurance 32 32 18 14 56% Life Insurance & Other 211 211 115 96 55% Social Security Taxes 2,673 2,673 1,342 1,331 50% Medicare Taxes 630 630 314 316 50% Unemployment Taxes 306 306 67 239 22% Workman's compensation 1,033 1,033 - 1,033 0% Total Personnel Services $ 55,508 $ 55,508 $ 27,455 $ 28,053 49% Professional Outside Services $ 5,000 $ 5,000 $ 2,470 $ 2,530 49% Auditing 1,000 1,000 1,000 - 100% Software & Support 3,849 3,849 212 3,637 6% Advertising 1,500 1,500 161 1,340 11% Printing 1,416 1,416 1,244 172 88% Schools & Training 340 340 - 340 0% Service Charges & Fees 6,000 6,000 4,507 1,493 75% Electricity 3,600 3,600 1,343 2,257 37% Water 1,697 1,697 967 730 57% Telephone 1,600 1,600 1,043 557 65% Communication/Pagers/Mo biles 1,560 1,560 1,059 501 68% Property Maintenance 10,500 10,500 13,174 (2,674) 125% Equipment Maintenance 2,426 2,426 664 1,762 27% Independent labor 10,200 10,200 5,600 4,600 55% Portable Toilets 4,000 4,000 2,126 1,874 53% Dues & Membership 320 320 30 290 9% Travel & Per Diem 387 387 1,143 (756) 295% Office Supplies 1,013 1,013 670 343 66% Postage 318 318 - 318 0% Fuel 1,490 1,490 608 882 41% Uniforms 645 645 310 335 48% Community Events 6,500 6,500 10,942 (4,442) 168% Small tools 1,400 1,400 30 1,370 2% Furniture/Equipment <$5,000 1,720 1,720 1,867 (147) 109% Maintenance Supplies 451 451 241 210 53% Miscellaneous Expense 557 557 60 497 11% Total Services & Supplies $ 69,489 $ 69,489 $ 51,471 $ 18,018 74% Town Council Page 152 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT TROPHY CLUB PARK FUND CONTINUED Capital Expense $ 25,330 $ 25,330 $ 24,112 $ 1,218 95% Total Expenses $ 150,327 $ 150,327 $ 103,037 $ 47,290 69% Original Revised Other Uses et Budget Year to Date Variance %Used gud g g Park Administration Transfer $ 8,000 $ 8,000 $ 4,000 $ 4,000 50% Total Other Uses $ 8,000 $ 8,000 $ 4,000 $ 4,000 50% Working Capital Year to Date Operating Days Beginning Working Capital $ 1,830 4 +Net Increase (Decrease) (35,554) (81) Ending Working Capital $ (33,724) (77) Town Council Page 153 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT RECREATIONAL PROGRAMS YEAR TO DATE APRIL I Percent of Budget Year Transpired 58% Original Revised Revenue Year to Date Variance % Received Budget Budget tecreational Programs $ 4,000 $ 4,000 $ 2,558 $ (1,442) 64% otal Revenue $ 4,000 $ 4,000 $ 2,558 $ (1,442) NA Expenditures Original Revised Year to Date Variance % Used Budget Budget tecreational Programs $ 4,000 $ 4,000 $ 5,531 $ (1,531) 138% otal Expenditures $ 4,000 $ 4,000 $ 5,531 $ (1,531) NA Town Council Page 154 of 374 Meeting Date: May 26, 2015 Original Revised Fund Balance Budget Budget Year to Date Beginning Fund Balance $ 4,000 $ 4,000 $ 2,812 +Net Increase (Decrease) - - (2,973) Ending Fund Balance $ 4,000 $ 4,000 $ (161) Town Council Page 154 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB APRIL 2015 FINANCIAL REPORT 30TH ANNIVERSARY FUND YEAR TO DATE APRIL Percent of Budget Year Transpired 58% Original Revised Revenue et Budget Year to Date Variance % Received Bud g g Donations $ - $ - $ 10,624 $ 10,624 NA Total Revenue $ - $ - $ 10,624 $ 10,624 NA Original Revised Expenditures et Budget Year to Date Variance % Used Bud g g Community Events $ - $ - $ 8,175 $ (8,175) NA Total Expenditures $ - $ - $ 8,175 $ (8,175) NA Town Council Page 155 of 374 Meeting Date: May 26, 2015 Original Revised Fund Balance Year to Date Budget g Budget g Beginning Fund Balance $ 2,114 $ 2,114 $ 2,114 +Net Increase (Decrease) - - 2,450 Ending Fund Balance $ 2,114 $ 2,114 $ 4,564 Town Council Page 155 of 374 Meeting Date: May 26, 2015 5/21/2015 12:08:36 PM Page 1 of 17 Town Council Page 156 of 374 Meeting Date: May 26, 2015 Budget Report Town of Trophy Club, TX Account Summary TOWN O} For Fiscal: 2014-2015 Period Ending: 04/30/2015 TROPHY CLUB Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Remaining Fund: 01 -GENERAL FUND Revenue Department: 000 - General Category: 40 - Taxes 01-000-40100 Property Taxes 5,138,466.00 5,138,466.00 49,212.81 5,109,913.11 -28,552.89 0.56% 01-000-40125 Property Taxes/Delinquent 15,000.00 15,000.00 30,152.28 36,388.04 21,388.04 242.59% 01-000-40150 Property Taxes/Penalty & Interest 13,000.00 13,000.00 14,109.34 19,154.55 6,154.55 147.34% 01-000-40300 Sales Tax - General 654,543.00 676,353.00 50,647.90 412,816.37 -263,536.63 38.96% 01-000-40360 Mixed Beverage Tax 21,780.00 21,780.00 3,731.77 14,591.37 -7,188.63 33.01% Category: 40 - Taxes Total: 5,842,789.00 5,864,599.00 147,854.10 5,592,863.44 -271,735.56 4.63% Category: 41- Licenses & Permits 01-000-41050 Electric Franchise 389,270.00 389,270.00 6,671.92 30,936.34 -358,333.66 92.05% 01-000-41100 Gas Franchise 69,690.00 69,690.00 0.00 0.00 -69,690.00 100.00% 01-000-41150 Telecommunication Franchise 49,188.00 49,188.00 2,023.64 28,478.50 -20,709.50 42.10% 01-000-41200 Cable Franchise 221,453.00 221,453.00 0.00 111,255.44 -110,197.56 49.76% 01-000-41250 Refuse Franchise 82,905.00 82,905.00 7,050.50 49,863.35 -33,041.65 39.85% 01-000-41300 Building Permits 500,952.00 500,952.00 36,967.52 289,577.21 -211,374.79 42.19% 01-000-41330 Miscellaneous Permits 209,679.00 209,679.00 12,830.38 121,351.78 -88,327.22 42.12% Category: 41- Licenses & Permits Total: 1,523,137.00 1,523,137.00 65,543.96 631,462.62 -891,674.38 58.54% Category: 42 - Intergovernmental 01-000-42000 MUD Service Contract 26,271.00 26,271.00 0.00 26,170.00 -101.00 0.38% 01-000-42100 Intergovernmental Transfer MUD 10,996.00 10,996.00 0.00 0.00 -10,996.00 100.00% 01-000-42150 Intergovernmental Transfer EDC 155,634.00 89,964.00 0.00 44,982.00 -44,982.00 50.00% 01-000-42500 Grant Revenue 77,018.00 77,018.00 19,125.87 57,422.99 -19,595.01 25.44% Category: 42 - Intergovernmental Total: 269,919.00 204,249.00 19,125.87 128,574.99 -75,674.01 37.05% Category: 43 - Fines & Fees 01-000-43002 City Vehicle Registration Fees/Child 5... 10,000.00 10,000.00 0.00 11,087.82 1,087.82 110.88% 01-000-43003 TC Magazine 0.00 0.00 0.00 5,250.00 5,250.00 0.00% 01-000-43005 Golf Cart Registration 1,000.00 1,000.00 250.00 700.00 -300.00 30.00% 01-000-43011 Records Management Revenue 500.00 500.00 309.90 542.90 42.90 108.58% 01-000-43100 Municipal Court Fines/Fees 128,750.00 128,750.00 10,160.06 60,890.90 -67,859.10 52.71% 01-000-43105 Municipal Court - Child Safety Fees 5,665.00 5,665.00 500.00 2,475.00 -3,190.00 56.31% 01-000-43220 Zoning Fees 0.00 0.00 0.00 300.00 300.00 0.00% 01-000-43225 Platting Fees 3,000.00 3,000.00 0.00 351.50 -2,648.50 88.28% 01-000-43230 Developer Fees 30,000.00 135,000.00 0.00 134,955.79 -44.21 0.03% 01-000-43240 P&Z Administrative Fees 3,000.00 3,000.00 30.00 1,140.00 -1,860.00 62.00% 01-000-43310 Day Camp Programs 60,000.00 60,000.00 0.00 0.00 -60,000.00 100.00% 01-000-43315 Community Events Revenue 1,200.00 1,200.00 0.00 0.00 -1,200.00 100.00% 01-000-43320 Pool Entry Fees 123,789.00 123,789.00 0.00 0.00 -123,789.00 100.00% 01-000-43325 Pool Rentals 19,480.00 19,480.00 0.00 0.00 -19,480.00 100.00% 01-000-43330 Swim Team Programs 26,260.00 26,260.00 0.00 0.00 -26,260.00 100.00% 01-000-43335 Aquatic Programs 19,190.00 19,190.00 0.00 0.00 -19,190.00 100.00% 01-000-43340 Pool Concessions 23,000.00 23,000.00 0.00 0.00 -23,000.00 100.00% 01-000-43425 Denton/Tarrant County - EMS 5,000.00 5,000.00 0.00 5,562.00 562.00 111.24% 01-000-43600 Animal Control 3,500.00 3,500.00 405.00 2,319.00 -1,181.00 33.74% 01-000-43650 Miscellaneous Police Revenue 1,500.00 1,500.00 20.00 148.40 -1,351.60 90.11% 01-000-43800 Convenience Fees 1,267.00 1,267.00 1,756.67 2,560.93 1,293.93 202.13% Category: 43 - Fines & Fees Total: 466,101.00 571,101.00 13,431.63 228,284.24 -342,816.76 60.03% Category: 44 - Charges for Services 01-000-44000 EMS Runs 150,072.00 150,072.00 16,418.31 99,193.38 -50,878.62 33.90% 01-000-44001 NISD Contract for SRO 102,780.00 102,780.00 0.00 102,779.34 -0.66 0.00% 5/21/2015 12:08:36 PM Page 1 of 17 Town Council Page 156 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Remaining 01-000-44003 PID Reimbursement 8,000.00 48,000.00 0.00 47,715.16 -284.84 0.59% 01-000-44006 CIA Lien Revenues 0.00 0.00 0.00 221.75 221.75 0.00% Category: 44 - Charges for Services Total: 260,852.00 300,852.00 16,418.31 249,909.63 -50,942.37 16.93% Category: 45 - Rents 01-000-45100 Recreation Rentals 33,000.00 33,000.00 20.00 15,240.00 -17,760.00 53.82% 01-000-45150 Cell Tower Lease Revenue 34,500.00 34,500.00 2,875.00 20,125.00 -14,375.00 41.67% Category: 45 - Rents Total: 67,500.00 67,500.00 2,895.00 35,365.00 -32,135.00 47.61% Category: 46 - Contributions and Donations 01-000-46000 Donations 0.00 0.00 135.15 1,315.15 1,315.15 0.00% Category: 46 - Contributions and Donations Total: 0.00 0.00 135.15 1,315.15 1,315.15 0.00% Category: 47 - Investment Income 01-000-47000 Interest Income 6,000.00 6,000.00 544.04 2,924.61 -3,075.39 51.26% Category: 47 - Investment Income Total: 6,000.00 6,000.00 544.04 2,924.61 -3,075.39 51.26% Category: 49 - Other Financing Sources 01-0'. Transfer In 11,000.00 11,000.00 0.00 5,500.00 -5,500.00 50.00% Category: 49 - Other Financing Sources Total: 11,000.00 11,000.00 0.00 5,500.00 -5,500.00 50.00% Category: 51 - Miscellaneous 01-000-510_ Miscellaneous Revenue 51,050.00 51,050.00 940.30 11,514.75 -39,535.25 77.44% Category: 51- Miscellaneous Total: 51,050.00 51,050.00 940.30 11,514.75 -39,535.25 77.44% Department: 000 - General Total: 8,498,348.00 8,599,488.00 266,888.36 6,887,714.43 -1,711,773.57 19.91 % Revenue Total: 8,498,348.00 8,599,488.00 266,888.36 6,887,714.43 -1,711,773.57 19.91 % Expense Department: 000 - General Category: 99 - Other Financing Uses 01-000-99150 Transfer Out 385,000.00 385,000.00 0.00 0.00 385,000.00 100.00% 01-000-99500 Transfer to Future Replacement Rese... 233,243.00 233,243.00 0.00 116,621.50 116,621.50 50.00% Category: 99 - Other Financing Uses Total: 618,243.00 618,243.00 0.00 116,621.50 501,621.50 81.14% Department: 000 - General Total: 618,243.00 618,243.00 0.00 116,621.50 501,621.50 81.14 % Department: 140 - Manager's Office Category: 50 - Personnel Services 01-140-50100 Salaries - Regular 523,682.00 673,682.00 37,059.53 461,784.98 211,897.02 31.45% 01-140-50140 Salaries - Longevity 1,863.00 1,863.00 0.00 1,882.50 -19.50 -1.05% 01-140-50145 Salaries - Stipend 4,500.00 4,500.00 0.00 4,000.00 500.00 11.11% 01-140-51200 Retirement 115,002.00 130,002.00 5,967.32 91,947.50 38,054.50 29.27% 01-140-51210 Medical Insurance 51,838.00 51,838.00 3,922.73 23,147.01 28,690.99 55.35% 01-140-51215 Dental Insurance 3,828.00 3,828.00 263.35 1,660.33 2,167.67 56.63% 01-140-51216 Vision Insurance 819.00 819.00 52.02 349.09 469.91 57.38% 01-140-51218 Life Insurance & Other 3,445.00 3,445.00 252.14 1,547.34 1,897.66 55.08% 01-140-52220 Social Security Taxes 29,400.00 31,400.00 2,208.24 18,479.88 12,920.12 41.15% 01-140-52225 Medicare Taxes 7,686.00 9,686.00 516.42 6,727.81 2,958.19 30.54% 01-140-52250 Unemployment Taxes 1,242.00 1,242.00 1,792.08 2,018.68 -776.68 -62.53% 01-140-52260 Workman's Compensation 1,327.00 1,327.00 0.00 283.13 1,043.87 78.66% 01-140-52290 Pre-employment Physicals/Testing 0.00 0.00 0.00 112.90 -112.90 0.00% 01-140-52950 Auto Allowance 12,000.00 7,640.00 500.00 5,140.00 2,500.00 32.72% 01-140-52960 Employee Relations 450.00 450.00 46.99 95.42 354.58 78.80% Category: 50 - Personnel Services Total: 757,082.00 921,722.00 52,580.82 619,176.57 302,545.43 32.82% Category: 60 - Purchased Services 01-140-60100 Professional Outside Services 2,000.00 2,000.00 0.00 0.00 2,000.00 100.00% 01-140-60110 TC Magazine 0.00 0.00 0.00 13,050.00 -13,050.00 0.00% 01-140-60805 Records Management 1,584.00 1,584.00 131.50 1,020.50 563.50 35.57% 01-140-61500 Newsletter/Year-in-Review 10,000.00 10,000.00 0.00 0.00 10,000.00 100.00% 01-140-62100 Elections 24,000.00 10,500.00 0.00 10,546.18 -46.18 -0.44% 01-140-63200 Advertising 3,000.00 3,000.00 0.00 314.30 2,685.70 89.52% 01-140-63250 Printing 2,000.00 2,000.00 0.00 302.50 1,697.50 84.88% 01-140-63551 Schools & Training 3,775.00 3,775.00 245.00 582.25 3,192.75 84.58% 5/21/2015 12:08:36 PM Page 2 of 17 Town Council Page 157 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Department: 140 - Manager's Office Total: 899,938.00 1,051,078.00 54,277.37 670,678.07 380,399.93 36.19% Department: 160 - Legal 130.00 Category: 50 - Personnel Services 01-251-50100 Salaries - Regular Variance Salaries - Overtime Category: 50 - Personnel Services Salaries - Longevity Original Current Period Fiscal Favorable Percent Salaries - Regular 116,233.00 Total Budget Total Budget Activity Activity (Unfavorable) Remaining 01-140-64300 Telephone 500.00 500.00 0.00 0.00 500.00 100.00% 01-140-64400 Communications /Pagers/Mobiles 4,980.00 4,980.00 338.88 1,979.74 3,000.26 60.25% 01-140-67000 Independent Labor 1,700.00 1,700.00 187.50 886.50 813.50 47.85% 01-140-68100 Dues & Membership 19,294.00 19,294.00 0.00 9,724.80 9,569.20 49.60% 01-140-68200 Travel & per diem 7,678.00 7,678.00 158.93 1,437.64 6,240.36 81.28% 01-140-68600 Meetings 9,608.00 9,608.00 162.18 1,204.95 8,403.05 87.46% Life Insurance & Other Category: 60 - Purchased Services Total: 90,119.00 76,619.00 1,223.99 41,049.36 35,569.64 46.42% Category: 70 - Supplies 7,254.00 7,254.00 551.16 4,047.32 3,206.68 44.21% 01-160-52225 01-140-70100 Office Supplies 3,000.00 3,000.00 131.83 1,340.03 1,659.97 55.33% 01-140-70300 Postage 2,187.00 2,187.00 1.65 829.66 1,357.34 62.06% 01-140-70400 Publications/Books/Subscriptions 48.00 48.00 0.00 25.00 23.00 47.92% 01-140-70600 Mayor/Council Expense 20,402.00 20,402.00 200.52 5,603.36 14,798.64 72.54% 01-140-79100 Maintenance Supplies 100.00 100.00 0.00 0.00 100.00 100.00% 01-140-79900 Contingency Expense 25,000.00 25,000.00 0.00 2,515.53 22,484.47 89.94% 01-140-79999 Miscellaneous Expense 2,000.00 2,000.00 138.56 138.56 1,861.44 93.07% 76.00 Category: 70 - Supplies Total: 52,737.00 52,737.00 472.56 10,452.14 42,284.86 80.18% Department: 140 - Manager's Office Total: 899,938.00 1,051,078.00 54,277.37 670,678.07 380,399.93 36.19% Department: 160 - Legal 130.00 Category: 50 - Personnel Services 01-251-50100 Salaries - Regular 01-251-50130 Salaries - Overtime Category: 50 - Personnel Services Salaries - Longevity 01-251-50145 Salaries - Stipend 01-251-50160 Salaries - Certification 01-251-50180 01-160-50100 Salaries - Regular 116,233.00 116,233.00 8,889.76 63,472.89 52,760.11 45.39% 01-160-50140 Salaries - Longevity 1,058.00 1,058.00 0.00 1,057.50 0.50 0.05% 01-160-50145 Salaries - Stipend 750.00 750.00 0.00 750.00 0.00 0.00% 01-160-51200 Retirement 28,203.00 23,203.00 1,836.62 13,752.29 9,450.71 40.73% 01-160-51210 Medical Insurance 5,570.00 5,570.00 464.14 3,059.61 2,510.39 45.07% 01-160-51215 Dental Insurance 387.00 387.00 32.26 214.21 172.79 44.65% 01-160-51216 Vision Insurance 81.00 81.00 6.76 44.89 36.11 44.58% 01-160-51218 Life Insurance & Other 696.00 696.00 57.46 381.53 314.47 45.18% 01-160-52220 Social Security Taxes 7,254.00 7,254.00 551.16 4,047.32 3,206.68 44.21% 01-160-52225 Medicare Taxes 1,712.00 1,712.00 128.90 946.55 765.45 44.71% 01-160-52250 Unemployment Taxes 207.00 207.00 0.00 9.00 198.00 95.65% 01-160-52260 Workman's Compensation 295.00 295.00 0.00 0.00 295.00 100.00% Category: 50 - Personnel Services Total: 162,446.00 157,446.00 11,967.06 87,735.79 69,710.21 44.28% Category: 60 - Purchased Services 01-160-60100 Professional Outside Services 20,000.00 20,000.00 0.00 197.50 19,802.50 99.01% 01-160-63551 Schools & Training 450.00 450.00 0.00 0.00 450.00 100.00% 01-160-64300 Telephone 76.00 76.00 0.00 0.00 76.00 100.00% 01-160-64400 Communications /Pagers/Mobiles 624.00 624.00 50.80 234.06 389.94 62.49% 01-160-68100 Dues & Membership 475.00 475.00 0.00 75.00 400.00 84.21% 01-160-68200 Travel & per diem 1,500.00 1,500.00 0.00 742.77 757.23 50.48% Category: 60 - Purchased Services Total: 23,125.00 23,125.00 50.80 1,249.33 21,875.67 94.60% Category: 70 - Supplies 01-160-70100 Office Supplies 01-160-70300 Postage 01-160-70400 Publications/Books/Subscriptions 01-160-79999 Miscellaneous Expense Category: 70 - Supplies Total: Department: 160 - Legal Total: Department: 251- Police 130.00 Category: 50 - Personnel Services 01-251-50100 Salaries - Regular 01-251-50130 Salaries - Overtime 01-251-50140 Salaries - Longevity 01-251-50145 Salaries - Stipend 01-251-50160 Salaries - Certification 01-251-50180 Salaries - Holiday Pay 01-251-51200 Retirement 130.00 130.00 17.13 59.69 70.31 54.08% 10.00 10.00 0.00 35.37 -25.37 -253.70% 7,628.00 7,628.00 0.00 2,790.00 4,838.00 63.42% 50.00 50.00 0.00 0.00 50.00 100.00% 7,818.00 7,818.00 17.13 2,885.06 4,932.94 63.10% 193,389.00 188,389.00 12,034.99 91,870.18 96,518.82 51.23% 1,249,755.00 1,189,755.00 82,782.34 629,751.97 560,003.03 47.07% 46,324.00 71,324.00 2,740.91 36,878.13 34,445.87 48.29% 12,728.00 12,728.00 0.00 12,072.50 655.50 5.15% 15,750.00 15,750.00 0.00 16,600.00 -850.00 -5.40% 12,000.00 12,000.00 1,000.00 6,651.00 5,349.00 44.58% 25,080.00 20,080.00 0.00 19,836.44 243.56 1.21% 217,589.00 177,589.00 10,705.43 94,236.53 83,352.47 46.94% 5/21/2015 12:08:36 PM Page 3 of 17 Town Council Page 158 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Remaining 01-251-51210 Medical Insurance 127,636.00 112,636.00 8,120.12 57,324.23 55,311.77 49.11% 01-251-51215 Dental Insurance 10,321.00 10,321.00 640.21 4,634.86 5,686.14 55.09% 01-251-51216 Vision Insurance 2,271.00 2,271.00 141.20 1,025.33 1,245.67 54.85% 01-251-51218 Life Insurance & Other 10,882.00 10,882.00 680.26 4,932.85 5,949.15 54.67% 01-251-52220 Social Security Taxes 83,445.00 83,445.00 5,146.57 43,209.20 40,235.80 48.22% 01-251-52225 Medicare Taxes 19,752.00 19,752.00 1,203.69 10,105.71 9,646.29 48.84% 01-251-52250 Unemployment Taxes 5,085.00 5,085.00 24.69 1,022.43 4,062.57 79.89% 01-251-52260 Workman's Compensation 27,116.00 27,116.00 0.00 6,493.63 20,622.37 76.05% 01-251-52290 Pre-employment Physicals/Testing 1,200.00 1,200.00 0.00 771.48 428.52 35.71% 01-251-52940 Clothing Allowance 1,800.00 1,800.00 75.00 996.00 804.00 44.67% Category: 50 - Personnel Services Total: 1,868,734.00 1,773,734.00 113,260.42 946,542.29 827,191.71 46.64% Category: 60 - Purchased Services 01-251-60100 Professional Outside Services 0.00 0.00 1,540.00 3,390.00 -3,390.00 0.00% 01-251-63250 Printing 800.00 800.00 0.00 7.50 792.50 99.06% 01-251-63551 Schools & Training 5,500.00 5,500.00 407.98 1,848.77 3,651.23 66.39% 01-251-64000 Electricity 18,500.00 18,500.00 1,159.25 6,697.56 11,802.44 63.80% 01-251-64100 Water 1,500.00 1,500.00 58.58 505.28 994.72 66.31% 01-251-64300 Telephone 1,000.00 1,000.00 0.00 0.00 1,000.00 100.00% 01-251-64400 Communications /Pagers/Mobiles 12,864.00 12,864.00 1,043.18 5,850.12 7,013.88 54.52% 01-251-65200 Building Maintenance 12,500.00 12,500.00 2,869.06 9,830.29 2,669.71 21.36% 01-251-65300 Vehicle Maintenance 21,730.00 21,730.00 2,493.73 10,905.14 10,824.86 49.82% 01-251-65350 Equipment Maintenance 4,250.00 4,250.00 0.00 3,214.45 1,035.55 24.37% 01-251-65400 Cleaning Services 0.00 0.00 0.00 196.53 -196.53 0.00% 01-251-66200 Qualifying Expenses 5,400.00 5,400.00 0.00 424.98 4,975.02 92.13% 01-251-66250 Emergency Management 2,000.00 2,000.00 0.00 1,000.00 1,000.00 50.00% 01-251-66500 Dispatch - Denton County 34,600.00 34,600.00 3,067.95 21,475.75 13,124.25 37.93% 01-251-67000 Independent Labor 6,000.00 6,000.00 300.00 1,800.00 4,200.00 70.00% 01-251-68100 Dues & Membership 2,250.00 2,250.00 0.00 195.00 2,055.00 91.33% 01-251-68200 Travel & per diem 5,000.00 5,000.00 929.79 3,253.49 1,746.51 34.93% 01-251-68600 Meetings 375.00 375.00 0.00 39.54 335.46 89.46% Category: 60 - Purchased Services Total: 134,269.00 134,269.00 13,869.52 70,634.40 63,634.60 47.39% Category: 70 - Supplies 01-251-70100 Office Supplies 2,500.00 2,500.00 355.88 1,429.88 1,070.12 42.80% 01-251-70300 Postage 900.00 900.00 23.39 221.60 678.40 75.38% 01-251-70400 Publications/Books/Subscriptions 350.00 350.00 0.00 0.00 350.00 100.00% 01-251-71000 Fuel 58,995.00 48,995.00 2,244.31 14,598.99 34,396.01 70.20% 01-251-72100 Uniforms 14,500.00 14,500.00 1,025.90 11,251.55 3,248.45 22.40% 01-251-72150 Protective Clothing 3,950.00 3,950.00 0.00 3,242.31 707.69 17.92% 01-251-72400 Investigative Materials 6,500.00 6,500.00 0.00 6,491.05 8.95 0.14% 01-251-77100 Animal Control 6,250.00 6,250.00 250.00 1,750.00 4,500.00 72.00% 01-251-78400 Small Equipment 6,150.00 6,150.00 0.00 643.81 5,506.19 89.53% 01-251-78500 Furniture/Equipment<$5,000 2,000.00 2,000.00 394.67 2,360.67 -360.67 -18.03% 01-251-79100 Maintenance Supplies 2,000.00 2,000.00 245.90 1,479.89 520.11 26.01% 01-251-79999 Miscellaneous Expense 1,500.00 1,500.00 100.80 352.30 1,147.70 76.51% Category: 70 - Supplies Total: 105,595.00 95,595.00 4,640.85 43,822.05 51,772.95 54.16% Category: 80 - Capital 01-251-87100 Programs & Special Projects 1,500.00 1,500.00 0.00 346.58 1,153.42 76.89% Category: 80 - Capital Total: 1,500.00 1,500.00 0.00 346.58 1,153.42 76.89% Department: 251 - Police Total: 2,110,098.00 2,005,098.00 131,770.79 1,061,345.32 943,752.68 47.07% Department: 255 - EMS Category: 50 - Personnel Services 01-255-50100 Salaries - Regular 471,029.00 471,029.00 41,315.34 257,931.12 213,097.88 45.24% 01-255-50130 Salaries - Overtime 45,258.00 45,258.00 3,058.81 20,078.61 25,179.39 55.64% 01-255-50140 Salaries - Longevity 5,501.00 5,501.00 0.00 5,291.28 209.72 3.81% 01-255-50145 Salaries -Stipend 11,250.00 11,250.00 0.00 10,117.50 1,132.50 10.07% 01-255-50160 Salaries - Certification 4,800.00 4,800.00 437.50 2,844.00 1,956.00 40.75% 01-255-50180 Salaries - Holiday Pay 14,749.00 14,749.00 0.00 14,461.43 287.57 1.95% 5/21/2015 12:08:36 PM Page 4 of 17 Town Council Page 159 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Remaining 01-255-51200 Retirement 91,367.00 77,367.00 5,913.70 42,996.49 34,370.51 44.43% 01-255-51210 Medical Insurance 59,167.00 59,167.00 4,758.07 31,857.93 27,309.07 46.16% 01-255-51215 Dental Insurance 4,387.00 4,387.00 362.39 2,457.58 1,929.42 43.98% 01-255-51216 Vision Insurance 807.00 807.00 63.25 430.35 376.65 46.67% 01-255-51218 Life Insurance & Other 4,030.00 4,030.00 321.51 2,158.93 1,871.07 46.43% 01-255-52220 Social Security Taxes 33,563.00 33,563.00 2,563.35 17,780.01 15,782.99 47.02% 01-255-52225 Medicare Taxes 8,013.00 8,013.00 599.62 4,159.16 3,853.84 48.09% 01-255-52250 Unemployment Taxes 1,620.00 1,620.00 4.47 -41.42 1,661.42 102.56% 01-255-52260 Workman's Compensation 8,763.00 8,763.00 0.00 662.31 8,100.69 92.44% Category: 50 - Personnel Services Total: 764,304.00 750,304.00 59,398.01 413,185.28 337,118.72 44.93% Category: 60 - Purchased Services 01-255-62000 Collection Fees 14,006.00 14,006.00 1,897.85 10,667.39 3,338.61 23.84% 01-255-62200 Hazmat Disposal 500.00 500.00 0.00 781.56 -281.56 -56.31% 01-255-63450 Radios 500.00 500.00 0.00 0.00 500.00 100.00% 01-255-63551 Schools & Training 1,575.00 1,575.00 87.50 813.50 761.50 48.35% 01-255-64000 Electricity 6,700.00 6,700.00 480.66 4,211.07 2,488.93 37.15% 01-255-64100 Water 1,750.00 1,750.00 99.21 741.92 1,008.08 57.60% 01-255-64300 Telephone 120.00 120.00 0.00 0.00 120.00 100.00% 01-255-64400 Communications/Pagers/Mobiles 2,616.00 2,616.00 149.82 1,152.01 1,463.99 55.96% 01-255-65200 Building Maintenance 200.00 200.00 64.58 355.99 -155.99 -78.00% 01-255-65300 Vehicle Maintenance 4,500.00 4,500.00 512.01 4,159.43 340.57 7.57% 01-255-65350 Equipment Maintenance 4,700.00 4,700.00 0.00 0.00 4,700.00 100.00% 01-255-66250 Emergency Management 0.00 0.00 0.00 2,180.00 -2,180.00 0.00% 01-255-66500 Dispatch - Denton County 2,216.00 2,216.00 0.00 2,215.50 0.50 0.02% 01-255-68100 Dues & Membership 1,332.00 1,332.00 0.00 226.00 1,106.00 83.03% 01-255-68190 Flags & Repairs 2,000.00 2,000.00 61.47 1,565.32 434.68 21.73% 01-255-68200 Travel & per diem 1,600.00 1,600.00 0.00 592.34 1,007.66 62.98% 01-255-68600 Meetings 100.00 100.00 0.00 0.00 100.00 100.00% 01-255-68700 Safety Programs 500.00 500.00 0.00 0.00 500.00 100.00% Category: 60 - Purchased Services Total: 44,915.00 44,915.00 3,353.10 29,662.03 15,252.97 33.96% Category: 70 - Supplies 01-255-70106 Office Supplies 150.00 150.00 0.00 21.87 128.13 85.42% 01-255-70300 Postage 70.00 70.00 0.00 52.68 17.32 24.74% 01-255-70400 Publications/Books/Subscriptions 200.00 200.00 0.00 0.00 200.00 100.00% 01-255-71000 Fuel 6,423.00 6,423.00 431.28 3,734.44 2,688.56 41.86% 01-255-72100 Uniforms 2,500.00 2,500.00 0.00 1,629.06 870.94 34.84% 01-255-72200 Medical Control 7,000.00 7,000.00 35.00 1,010.00 5,990.00 85.57% 01-255-72220 Pharmacy 2,750.00 2,750.00 369.24 2,165.82 584.18 21.24% 01-255-72250 Oxygen 900.00 900.00 63.00 686.27 213.73 23.75% 01-255-72500 Disposable Supplies 5,400.00 5,400.00 239.22 3,096.13 2,303.87 42.66% 01-255-78400 Small Equipment 2,200.00 2,200.00 0.00 147.98 2,052.02 93.27% 01-255-79100 Maintenance Supplies 150.00 150.00 0.00 91.11 58.89 39.26% 01-255-79999 Miscellaneous Expense 400.00 400.00 0.00 348.75 51.25 12.81% Category: 70 - Supplies Total: 28,143.00 28,143.00 1,137.74 12,984.11 15,158.89 53.86% Category: 80 - Capital 01-255-83200 Vehicles 0.00 0.00 0.00 3.99 -3.99 0.00% Category: 80 - Capital Total: 0.00 0.00 0.00 3.99 -3.99 0.00% Department: 255 - EMS Total: 837,362.00 823,362.00 63,888.85 455,835.41 367,526.59 44.64% Department: 360 - Streets Category: 50 - Personnel Services 01-360-50100 Salaries - Regular 148,225.00 143,225.00 9,456.91 73,483.09 69,741.91 48.69% 01-360-50130 Salaries - Overtime 3,000.00 3,000.00 0.00 1,433.60 1,566.40 52.21% 01-360-50140 Salaries - Longevity 1,961.00 1,961.00 0.00 1,961.25 -0.25 -0.01% 01-360-50145 Salaries - Stipend 2,085.00 2,085.00 0.00 2,015.00 70.00 3.36% 01-360-51200 Retirement 26,229.00 21,229.00 1,291.83 11,140.08 10,088.92 47.52% 01-360-51210 Medical Insurance 19,860.00 19,860.00 1,422.95 10,212.61 9,647.39 48.58% 01-360-51215 Dental Insurance 1,541.00 1,541.00 100.60 729.63 811.37 52.65% 5/21/2015 12:08:36 PM Page 5 of 17 Town Council Page 160 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Category: 80 - Capital 01-360-83700 Capital Expenses Category: 80 - Capital Total: 0.00 55,000.00 0.00 55,000.00 55,181.07 55,181.07 55,181.07 55,181.07 -181.07 -0.33% -181.07 -0.33% Department: 360 - Streets Total: 411,677.00 456,677.00 77,084.88 238,347.82 218,329.18 47.81% Department: 400 - Parks Variance Category: 50 - Personnel Services Original Current Period Fiscal Favorable Percent Salaries - Regular 428,803.00 Total Budget Total Budget Activity Activity (Unfavorable) Remaining 01-360-51216 Vision Insurance 298.00 298.00 21.46 155.92 142.08 47.68% 01-360-51218 Life Insurance & Other 1,288.00 1,288.00 84.52 630.38 657.62 51.06% 01-360-52220 Social Security Taxes 9,498.00 9,498.00 525.11 4,478.84 5,019.16 52.84% 01-360-52225 Medicare Taxes 2,251.00 2,251.00 122.81 1,047.49 1,203.51 53.47% 01-360-52250 Unemployment Taxes 573.00 573.00 0.49 -1.24 574.24 100.22% 01-360-52260 Workman's Compensation 5,386.00 5,386.00 0.00 -844.37 6,230.37 115.68% Dental Insurance Category: 50 - Personnel Services Total: 222,195.00 212,195.00 13,026.68 106,442.28 105,752.72 49.84% Category: 60 - Purchased Services 1,050.00 1,050.00 85.49 571.74 478.26 45.55% 01-360-60100 Professional Services - PID Utility 5,000.00 5,000.00 0.00 0.00 5,000.00 100.00% 01-360-63551 Schools & Training 600.00 600.00 0.00 0.00 600.00 100.00% 01-360-64000 Electricity 173,237.00 173,237.00 12,978.54 73,272.36 99,964.64 57.70% 01-360-64300 Telephone 125.00 125.00 0.00 0.00 125.00 100.00% 01-360-64400 Communications/Pagers/Mobiles 2,580.00 2,580.00 118.66 1,182.95 1,397.05 54.15% 01-360-65300 Vehicle Maintenance 0.00 0.00 0.00 23.00 -23.00 0.00% 01-360-65350 Equipment Maintenance 3,000.00 3,000.00 0.00 55.56 2,944.44 98.15% 01-360-65510 Signs & Markings 0.00 0.00 -4,376.31 0.00 0.00 0.00% 01-360-68100 Dues & Membership 428.00 428.00 0.00 184.00 244.00 57.01% 01-360-68200 Travel & per diem 812.00 812.00 0.00 0.00 812.00 100.00% 01=360-68600 Meetings 150.00 150.00 0.00 0.00 150.00 100.00% Schools & Training Category: 60 - Purchased Services Total: 185,932.00 185,932.00 8,720.89 74,717.87 111,214.13 59.81% Category: 70 - Supplies 41,695.00 41,695.00 1,955.84 14,047.46 27,647.54 66.31% 01-400-64100 01-360-7010(, Office Supplies 200.00 200.00 17.13 59.69 140.31 70.16% 01-360-70300 Postage 100.00 100.00 0.96 1.44 98.56 98.56% 01-360-71000 Fuel 0.00 0.00 0.00 100.23 -100.23 0.00% 01-360-72100 Uniforms 1,750.00 1,750.00 0.00 1,376.35 373.65 21.35% 01-360-78200 Small Tools 1,500.00 1,500.00 138.15 468.89 1,031.11 68.74% Category: 70 - Supplies Total: 3,550.00 3,550.00 156.24 2,006.60 1,543.40 43.48% Category: 80 - Capital 01-360-83700 Capital Expenses Category: 80 - Capital Total: 0.00 55,000.00 0.00 55,000.00 55,181.07 55,181.07 55,181.07 55,181.07 -181.07 -0.33% -181.07 -0.33% Department: 360 - Streets Total: 411,677.00 456,677.00 77,084.88 238,347.82 218,329.18 47.81% Department: 400 - Parks Category: 50 - Personnel Services 01-400-50106 Salaries - Regular 428,803.00 428,803.00 29,266.09 216,738.67 212,064.33 49.45% 01-400-50130 Salaries - Overtime 12,500.00 12,500.00 752.56 4,946.00 7,554.00 60.43% 01-400-50140 Salaries - Longevity 3,461.00 3,461.00 0.00 3,490.00 -29.00 -0.84% 01-400-50145 Salaries -Stipend 7,125.00 7,125.00 0.00 7,375.00 -250.00 -3.51% 01-400-50160 Salaries - Certification 1,500.00 1,500.00 125.00 785.00 715.00 47.67% 01-400-51200 Retirement 76,589.00 64,089.00 4,117.65 32,922.66 31,166.34 48.63% 01-400-51210 Medical Insurance 68,640.00 68,640.00 5,187.00 35,451.99 33,188.01 48.35% 01-400-51215 Dental Insurance 4,861.00 4,861.00 372.88 2,460.95 2,400.05 49.37% 01-400-51216 Vision Insurance 1,050.00 1,050.00 85.49 571.74 478.26 45.55% 01-400-51218 Life Insurance & Other 3,762.00 3,762.00 294.02 2,051.70 1,710.30 45.46% 01-400-52220 Social Security Taxes 27,668.00 27,668.00 1,736.08 13,492.07 14,175.93 51.24% 01-400-52225 Medicare Taxes 6,574.00 6,574.00 406.04 3,155.57 3,418.43 52.00% 01-400-52250 Unemployment Taxes 2,174.00 2,174.00 11.19 101.12 2,072.88 95.35% 01-400-52260 Workman's Compensation 10,300.00 10,300.00 0.00 2,556.10 7,743.90 75.18% 01-400-52290 Pre-employment Physicals/Testing 315.00 315.00 13.95 40.40 274.60 87.17% 01-400-52950 Auto Allowance 2,100.00 2,100.00 0.00 0.00 2,100.00 100.00% Category: 50 - Personnel Services Total: 657,422.00 644,922.00 42,367.95 326,138.97 318,783.03 49.43% Category: 60 - Purchased Services 01-400-63200 Advertising 1,000.00 1,000.00 371.00 420.00 580.00 58.00% 01-400-63250 Printing 0.00 0.00 0.00 2,700.80 -2,700.80 0.00% 01-400-63551 Schools & Training 4,596.00 4,596.00 500.00 1,411.00 3,185.00 69.30% 01-400-64000 Electricity 41,695.00 41,695.00 1,955.84 14,047.46 27,647.54 66.31% 01-400-64100 Water 73,315.00 73,315.00 1,207.24 24,576.82 48,738.18 66.48% 5/21/2015 12:08:36 PM Page 6 of 17 Town Council Page 161 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Remaining 01-400-64300 Telephone 435.00 435.00 0.00 0.00 435.00 100.00% 01-400-64400 Communications/Pagers/Mobiles 7,220.00 7,220.00 845.12 4,062.53 3,157.47 43.73% 01-400-65100 Property Maintenance 113,100.00 113,100.00 5,163.07 29,267.88 83,832.12 74.12% 01-400-65200 Building Maintenance 2,500.00 2,500.00 105.58 975.43 1,524.57 60.98% 01-400-65300 Vehicle Maintenance 8,241.00 8,241.00 0.00 7,325.93 915.07 11.10% 01-400-65350 Equipment Maintenance 11,032.00 11,032.00 1,843.39 7,313.76 3,718.24 33.70% 01-400-67210 Storage Rental 14,008.00 14,008.00 0.00 11,402.98 2,605.02 18.60% 01-400-67350 Portable Toilets 4,243.00 4,243.00 0.00 0.00 4,243.00 100.00% 01-400-68100 Dues & Membership 1,189.00 1,189.00 0.00 584.17 604.83 50.87% 01-400-68200 Travel & per diem 2,155.00 2,155.00 38.69 2,678.93 -523.93 -24.31% 01-400-68600 Meetings 900.00 900.00 43.27 657.76 242.24 26.92% 01-400-68700 Safety Program 464.00 464.00 0.00 -22.55 486.55 104.86% Category: 60 - Purchased Services Total: 286,093.00 286,093.00 12,073.20 107,402.90 178,690.10 62.46% Category: 70 - Supplies 01-400-70100 Office Supplies 372.00 372.00 52.14 357.15 14.85 3.99% 01-400-70300 Postage 52.00 52.00 0.00 1.19 50.81 97.71% 01-400-70400 Publications/Books/Subscriptions 515.00 515.00 0.00 0.00 515.00 100.00% 01-400-71000 Fuel 17,013.00 12,013.00 1,434.00 8,419.55 3,593.45 29.91% 01-400-72100 Uniforms 6,750.00 6,750.00 207.79 5,327.29 1,422.71 21.08% 01-400-78200 Small Tools 7,000.00 7,000.00 1,802.77 3,642.16 3,357.84 47.97% 01-400-78300 Safety Equipment 2,039.00 2,039.00 374.81 3,347.92 -1,308.92 -64.19% 01-400-78500 Furniture/Equipment<$5,000 1,030.00 1,030.00 0.00 0.00 1,030.00 100.00% 01-400-79999 Miscellaneous Expense 300.00 300.00 0.00 59.97 240.03 80.01% Category: 70 - Supplies Total: 35,071.00 30,071.00 3,871.51 21,155.23 8,915.77 29.65% Category: 80 - Capital 01-400-83700 Capital Expenses 0.00 0.00 1,166.66 1,166.66 -1,166.66 0.00% Category: 80 - Capital Total: 0.00 0.00 1,166.66 1,166.66 -1,166.66 0.00% Department: 400 - Parks Total: 978,586.00 961,086.00 59,479.32 455,863.76 505,222.24 52.57% Department: 401- Medians Category: 50 - Personnel Services 01-401-50100 Salaries - Regular 98,876.00 98,876.00 7,550.40 52,931.00 45,945.00 46.47% 01-401-50130 Salaries - Overtime 2,000.00 2,000.00 707.57 1,530.64 469.36 23.47% 01-401-50140 Salaries - Longevity 285.00 285.00 0.00 200.00 85.00 29.82% 01-401-50145 Salaries - Stipend 2,250.00 2,250.00 0.00 2,000.00 250.00 11.11% 01-401-51200 Retirement 17,469.00 14,469.00 1,128.04 7,978.17 6,490.83 44.86% 01-401-51210 Medical Insurance 16,709.00 16,709.00 1,329.09 8,915.10 7,793.90 46.64% 01-401-51215 Dental Insurance 1,442.00 1,442.00 96.78 746.65 695.35 48.22% 01-401-51216 Vision Insurance 300.00 300.00 20.28 155.55 144.45 48.15% 01-401-51218 Life Insurance & Other 985.00 985.00 56.70 506.02 478.98 48.63% 01-401-52220 Social Security Taxes 6,272.00 6,272.00 508.28 3,471.62 2,800.38 44.65% 01-401-52225 Medicare Taxes 1,499.00 1,499.00 118.87 811.97 687.03 45.83% 01-401-52250 Unemployment Taxes 621.00 621.00 8.89 57.10 563.90 90.81% 01-401-52260 Workman's Compensation 2,375.00 2,375.00 0.00 0.00 2,375.00 100.00% 01-401-52290 Pre-employment Physicals/Testing 0.00 0.00 0.00 70.00 -70.00 0.00% Category: 50 - Personnel Services Total: 151,083.00 148,083.00 11,524.90 79,373.82 68,709.18 46.40% Category: 60 - Purchased Services 01-401-64000 Electricity 1,030.00 1,030.00 366.20 1,500.82 -470.82 -45.71% 01-401-64100 Water 32,273.00 32,273.00 783.43 18,340.87 13,932.13 43.17% 01-401-64400 Communications /Pagers/Mobiles 1,200.00 1,200.00 52.67 614.99 585.01 48.75% 01-401-65100 Property Maintenance 84,000.00 84,000.00 7,308.82 47,998.00 36,002.00 42.86% 01-401-65300 Vehicle Maintenance 2,048.00 2,048.00 0.00 55.00 1,993.00 97.31% 01-401-65350 Equipment Maintenance 3,167.00 3,167.00 0.00 0.00 3,167.00 100.00% 01-401-68600 Meetings 103.00 103.00 0.00 0.00 103.00 100.00% 01-401-68700 Safety Program 155.00 155.00 0.00 0.00 155.00 100.00% 01-401-69100 Tree City 10,000.00 10,000.00 0.00 4,830.00 5,170.00 51.70% Category: 60 - Purchased Services Total: 133,976.00 133,976.00 8,511.12 73,339.68 60,636.32 45.26% 5/21/2015 12:08:36 PM Page 7 of 17 Town Council Page 162 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Remaining Category: 70 - Supplies 01-401-71000 Fuel 5,447.00 447.00 0.00 0.00 447.00 100.00% 01-401-72100 Uniforms 2,444.00 2,444.00 0.00 235.00 2,209.00 90.38% 01-401-78200 Small Tools 6,360.00 6,360.00 1,279.40 1,323.26 5,036.74 79.19% Category: 70 - Supplies Total: 14,251.00 9,251.00 1,279.40 1,558.26 7,692.74 83.16% Department: 401 - Medians Total: 299,310.00 291,310.00 21,315.42 154,271.76 137,038.24 47.04% Department: 450 - Recreation Category: 50 - Personnel Services 01-450-50100 Salaries - Regular 309,673.00 309,673.00 11,574.66 77,646.12 232,026.88 74.93% 01-450-50130 Salaries - Overtime 3,800.00 3,800.00 0.00 0.00 3,800.00 100.00% 01-450-50140 Salaries - Longevity 892.00 892.00 0.00 900.50 -8.50 -0.95% 01-450-50145 Salaries - Stipend 1,575.00 1,575.00 0.00 1,575.00 0.00 0.00% 01-450-51200 Retirement 23,140.00 19,640.00 1,434.88 10,761.47 8,878.53 45.21% 01-450-51210 Medical Insurance 13,341.00 13,341.00 1,071.52 7,114.81 6,226.19 46.67% 01-450-51215 Dental Insurance 891.00 891.00 82.10 545.18 345.82 38.81% 01-450-51216 Vision Insurance 199.00 199.00 16.52 109.77 89.23 44.84% 01-450-51218 Life Insurance & Other 1,141.00 1,141.00 94.08 624.73 516.27 45.25% 01-450-52220 Social Security Taxes 19,491.00 19,491.00 691.65 4,794.98 14,696.02 75.40% 01-450-52225 Medicare Taxes 4,581.00 4,581.00 161.75 1,121.29 3,459.71 75.52% 01-450-52250 Unemployment Taxes 2,198.00 2,198.00 3.21 24.26 2,173.74 98.90% 01-450-52260 Workman's Compensation 7,438.00 7,438.00 0.00 0.00 7,438.00 100.00% 01-450-52290 Pre-employment Physicals/Testing 2,705.00 2,705.00 366.80 366.80 2,338.20 86.44% 01-450-52950 Auto Allowance 2,100.00 2,100.00 0.00 0.00 2,100.00 100.00% Category: 50 - Personnel Services Total: 393,165.00 389,665.00 15,497.17 105,584.91 284,080.09 72.90% Category: 60 - Purchased Services 01-450-60800 Software & Support 4,805.00 4,805.00 21.24 154.84 4,650.16 96.78% 01-450-62300 Health Inspections 261.00 261.00 0.00 0.00 261.00 100.00% 01-450-63200 Advertising 2,716.00 2,716.00 0.00 955.90 1,760.10 64.80% 01-450-63250 Printing 5,813.00 5,813.00 0.00 0.00 5,813.00 100.00% 01-450-63551 Schools & Training 5,733.00 5,733.00 0.00 1,488.50 4,244.50 74.04% 01-450-63800 Service Charges and Fees 5,700.00 5,700.00 -4,009.83 0.00 5,700.00 100.00% 01-450-64000 Electricity 19,500.00 19,500.00 896.74 5,996.62 13,503.38 69.25% 01-450-64100 Water 13,138.00 13,138.00 360.38 4,641.14 8,496.86 64.67% 01-450-64300 Telephone 1,295.00 1,295.00 150.78 1,054.95 240.05 18.54% 01-450-64400 Communications /Pagers/Mobiles 3,000.00 3,000.00 143.49 940.63 2,059.37 68.65% 01-450-65000 Insurance 501.00 501.00 0.00 0.00 501.00 100.00% 01-450-65100 Property Maintenance 6,221.00 6,221.00 0.00 6,840.12 -619.12 -9.95% 01-450-67000 Independent Labor 2,824.00 2,824.00 0.00 0.00 2,824.00 100.00% 01-450-67100 Equipment Rental/Lease 5,901.00 5,901.00 0.00 0.00 5,901.00 100.00% 01-450-68100 Dues & Membership 7,367.00 7,367.00 0.00 200.00 7,167.00 97.29% 01-450-68200 Travel & per diem 5,910.00 5,910.00 130.31 2,825.41 3,084.59 52.19% 01-450-68600 Meetings 1,191.00 1,191.00 43.75 86.20 1,104.80 92.76% 01-450-68750 Field Trips 5,665.00 5,665.00 0.00 0.00 5,665.00 100.00% Category: 60 - Purchased Services Total: 97,541.00 97,541.00 -2,263.14 25,184.31 72,356.69 74.18% Category: 70 - Supplies 01-450-70100 Office Supplies 1,988.00 1,988.00 46.06 257.52 1,730.48 87.05% 01-450-70300 Postage 777.00 777.00 0.00 1,324.31 -547.31 -70.44% 01-450-70400 Publications/Books/Subscriptions 478.00 478.00 15.56 272.84 205.16 42.92% 01-450-72100 Uniforms 8,110.00 8,110.00 0.00 147.00 7,963.00 98.19% 01-450-72300 Chemicals 19,156.00 19,156.00 1,948.80 4,177.49 14,978.51 78.19% 01-450-72600 Concessions 10,400.00 10,400.00 0.00 0.00 10,400.00 100.00% 01-450-72700 Program Supplies 3,578.00 3,578.00 0.00 25.95 3,552.05 99.27% 01-450-76900 Special Events 1,914.00 1,914.00 0.00 1,903.46 10.54 0.55% 01-450-78300 Safety Equipment 1,190.00 1,190.00 0.00 0.00 1,190.00 100.00% 01-450-78400 Small Equipment 2,500.00 2,500.00 0.00 77.68 2,422.32 96.89% 01-450-78500 Furniture/Equipment<$5,000 5,509.00 5,509.00 0.00 330.00 5,179.00 94.01% 01-450-78600 Hardware 1,500.00 1,500.00 631.87 631.87 868.13 57.88% 5/21/2015 12:08:36 PM Page 8 of 17 Town Council Page 163 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Remaining 01-450-79100 Maintenance Supplies 1,909.00 1,909.00 0.00 0.00 1,909.00 100.00% 01-450-79999 Miscellaneous Expense 324.00 324.00 0.00 12.50 311.50 96.14% Category: 70 - Supplies Total: 59,333.00 59,333.00 2,642.29 9,160.62 50,172.38 84.56% Department: 450 - Recreation Total: 550,039.00 546,539.00 15,876.32 139,929.84 406,609.16 74.40% Department: 460 - Community Events Category: 60 - Purchased Services 01-460-63200 Advertising 1,288.00 1,288.00 102.44 102.44 1,185.56 92.05% 01-460-63250 Printing 3,914.00 3,914.00 0.00 0.00 3,914.00 100.00% 01-460-67300 Event Rentals 37,690.00 37,690.00 285.00 15,556.86 22,133.14 58.72% 01-460-68100 Dues & Membership 124.00 124.00 0.00 0.00 124.00 100.00% 01-460-68200 Travel & per diem 567.00 567.00 0.00 0.00 567.00 100.00% Category: 60 - Purchased Services Total: 43,583.00 43,583.00 387.44 15,659.30 27,923.70 64.07% Category: 70 - Supplies 01-460-72100 Uniforms 606.00 606.00 0.00 0.00 606.00 100.00% 01-460-72700 Program Supplies 13,231.00 13,231.00 2,457.11 4,980.05 8,250.95 62.36% 01-460-79999 Miscellaneous Expense 2,781.00 2,781.00 0.00 646.95 2,134.05 76.74% Category: 70 - Supplies Total: 16,618.00 16,618.00 2,457.11 5,627.00 10,991.00 66.14% Department: 460 - Community Events Total: 60,201.00 60,201.00 2,844.55 21,286.30 38,914.70 64.64% Department: 522 - Community Development Category: 50 - Personnel Services 01-522-50100 Salaries - Regular 298,068.00 298,068.00 17,673.00 152,839.06 145,228.94 48.72% 01-522-50130 Salaries - Overtime 3,000.00 3,000.00 537.08 3,787.70 -787.70 -26.26% 01-522-50140 Salaries - Longevity 1,595.00 1,595.00 0.00 1,530.00 65.00 4.08% 01-522-50145 Salaries - Stipend 4,500.00 4,500.00 0.00 4,000.00 500.00 11.11% 01-522-51200 Retirement 51,888.00 41,888.00 2,487.50 22,836.78 19,051.22 45.48% 01-522-51210 Medical Insurance 38,871.00 38,871.00 2,503.45 18,947.69 19,923.31 51.25% 01-522-51215 Dental Insurance 2,603.00 2,603.00 169.16 1,295.65 1,307.35 50.22% 01-522-51216 Vision Insurance 543.00 543.00 37.68 286.32 256.68 47.27% 01-522-51218 Life Insurance & Other 2,745.00 2,745.00 173.49 1,394.57 1,350.43 49.20% 01-522-52220 Social Security Taxes 18,765.00 18,765.00 1,079.95 9,719.21 9,045.79 48.21% 01-522-52225 Medicare Taxes 4,454.00 4,454.00 252.57 2,273.14 2,180.86 48.96% 01-522-52250 Unemployment Taxes 1,242.00 1,242.00 0.12 62.62 1,179.38 94.96% 01-522-52260 Workman's Compensation 1,623.00 1,623.00 0.00 1,179.20 443.80 27.34% Category: 50 - Personnel Services Total: 429,897.00 419,897.00 24,914.00 220,151.94 199,745.06 47.57% Category: 60 - Purchased Services 01-522-60100 Professional Outside Services 12,000.00 12,000.00 4,410.00 8,330.00 3,670.00 30.58% 01-522-60500 Engineering 75,000.00 75,000.00 7,799.96 38,257.79 36,742.21 48.99% 01-522-60600 Plan Review Services 5,000.00 5,000.00 0.00 0.00 5,000.00 100.00% 01-522-61100 Appraisal 500.00 500.00 0.00 0.00 500.00 100.00% 01-522-62300 Health Inspections 6,100.00 6,100.00 0.00 3,000.00 3,100.00 50.82% 01-522-62350 Inspection Services 8,000.00 8,000.00 0.00 0.00 8,000.00 100.00% 01-522-63200 Advertising 1,100.00 1,100.00 0.00 663.12 436.88 39.72% 01-522-63250 Printing 1,100.00 1,100.00 0.00 0.00 1,100.00 100.00% 01-522-63300 Computer Mapping 4,000.00 4,000.00 0.00 0.00 4,000.00 100.00% 01-522-63500 Abatements 3,000.00 3,000.00 50.00 90.00 2,910.00 97.00% 01-522-63551 Schools & Training 2,800.00 2,800.00 166.99 1,071.49 1,728.51 61.73% 01-522-64300 Telephone 600.00 600.00 0.00 0.00 600.00 100.00% 01-522-64400 Communications /Pagers/Mobiles 3,672.00 3,672.00 176.60 1,406.21 2,265.79 61.70% 01-522-65300 Vehicle Maintenance 3,000.00 3,000.00 1,274.07 1,967.56 1,032.44 34.41% 01-522-68100 Dues & Membership 1,627.00 1,627.00 0.00 316.00 1,311.00 80.58% 01-522-68200 Travel & per diem 1,000.00 1,000.00 143.18 697.56 302.44 30.24% 01-522-68600 Meetings 240.00 240.00 0.00 22.00 218.00 90.83% 01-522-69105 Plat Filing Fees 1,100.00 1,100.00 0.00 219.56 880.44 80.04% Category: 60 - Purchased Services Total: 129,839.00 129,839.00 14,020.80 56,041.29 73,797.71 56.84% Category: 70 - Supplies 01-522-70100 Office Supplies 2,500.00 2,500.00 35.67 932.43 1,567.57 62.70% 5/21/2015 12:08:36 PM Page 9 of 17 Town Council Page 164 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Remaining 01-522-70300 Postage 500.00 500.00 188.73 403.67 96.33 19.27% 01-522-70400 Publications/Books/Subscriptions 700.00 700.00 0.00 15.69 684.31 97.76% 01-522-71000 Fuel 6,245.00 6,245.00 258.55 1,949.62 4,295.38 68.78% 01-522-72100 Uniforms 2,340.00 2,340.00 0.00 973.50 1,366.50 58.40% 01-522-79999 Miscellaneous Expense 900.00 900.00 13.84 322.08 577.92 64.21% Category: 70 - Supplies Total: 13,185.00 13,185.00 496.79 4,596.99 8,588.01 65.13% Category: 80 - Capital 01-522-83656 Capital Replacement 0.00 0.00 22,914.52 22,914.52 -22,914.52 0.00% Category: 80 - Capital Total: 0.00 0.00 22,914.52 22,914.52 -22,914.52 0.00% Department: 522 - Community Development Total: 572,921.00 562,921.00 62,346.11 303,704.74 259,216.26 46.05% Department: 611- Finance Category: 50 - Personnel Services 01-611-50100 Salaries - Regular 188,912.00 188,912.00 12,470.20 102,142.24 86,769.76 45.93% 01-611-50140 Salaries - Longevity 270.00 270.00 0.00 200.00 70.00 25.93% 01-611-50145 Salaries - Stipend 2,250.00 2,250.00 0.00 1,500.00 750.00 33.33% 01-611-51200 Retirement 32,338.00 22,338.00 1,305.23 9,100.98 13,237.02 59.26% 01-611-51210 Medical Insurance 23,861.00 15,861.00 1,285.72 8,492.62 7,368.38 46.46% 01-611-51215 Dental Insurance 1,665.00 1,665.00 89.49 594.21 1,070.79 64.31% 01-611-51216 Vision Insurance 398.00 398.00 18.24 121.12 276.88 69.57% 01-611-51218 Life Insurance & Other 1,671.00 1,671.00 84.42 560.55 1,110.45 66.45% 01-611-52220 Social Security Taxes 11,729.00 11,729.00 543.70 3,691.80 8,037.20 68.52% 01-611-52225 Medicare Taxes 2,776.00 2,776.00 127.15 863.41 1,912.59 68.90% 01-611-52250 Unemployment Taxes 597.00 597.00 0.00 18.86 578.14 96.84% 01-611-52260 Workman's Compensation 479.00 479.00 0.00 0.00 479.00 100.00% Category: 50 - Personnel Services Total: 266,946.00 248,946.00 15,924.15 127,285.79 121,660.21 48.87% Category: 60 - Purchased Services 01-611-60100 Professional Outside Services 2,100.00 2,100.00 0.00 2,145.00 -45.00 -2.14% 01-611-60200 Auditing 32,750.00 32,750.00 2,000.00 22,750.00 10,000.00 30.53% 01-611-61100 Appraisal 46,394.00 46,394.00 0.00 27,975.30 18,418.70 39.70% 01-611-61150 Tax Administration 4,416.00 4,416.00 0.00 0.00 4,416.00 100.00% 01-611-63200 Advertising 3,800.00 3,800.00 0.00 150.00 3,650.00 96.05% 01-611-63250 Printing 750.00 750.00 0.00 730.59 19.41 2.59% 01-611-63551 Schools & Training 2,855.00 2,855.00 0.00 796.47 2,058.53 72.10% 01-611-63800 Service Charges & Fees 18,120.00 18,120.00 2,219.56 6,978.75 11,141.25 61.49% 01-611-63850 PID 100.00 100.00 0.00 0.00 100.00 100.00% 01-611-64300 Telephone 100.00 100.00 0.00 0.00 100.00 100.00% 01-611-64400 Communications /Pagers/Mobiles 900.00 900.00 0.00 0.00 900.00 100.00% 01-611-68100 Dues & Membership 1,500.00 1,500.00 0.00 280.00 1,220.00 81.33% 01-611-68200 Travel & per diem 2,916.00 2,916.00 0.00 767.74 2,148.26 73.67% 01-611-68600 Meetings 100.00 100.00 0.00 35.00 65.00 65.00% Category: 60 - Purchased Services Total: 116,801.00 116,801.00 4,219.56 62,608.85 54,192.15 46.40% Category: 70 - Supplies 01-611-70100 Office Supplies 1,800.00 1,800.00 35.99 1,223.09 576.91 32.05% 01-611-70300 Postage 1,000.00 1,000.00 44.98 473.20 526.80 52.68% 01-611-70400 Publications/Books/Subscriptions 250.00 250.00 0.00 0.00 250.00 100.00% 01-611-78500 Furniture/Equipment<$5,000 200.00 200.00 0.00 0.00 200.00 100.00% 01-611-79999 Miscellaneous Expense 100.00 100.00 0.00 0.00 100.00 100.00% Category: 70 - Supplies Total: 3,350.00 3,350.00 80.97 1,696.29 1,653.71 49.36% Department: 611 - Finance Total: 387,097.00 369,097.00 20,224.68 191,590.93 177,506.07 48.09% Department: 615 - Municipal Court Category: 50 - Personnel Services 01-615-50100 Salaries - Regular 54,747.00 54,747.00 4,035.25 28,020.90 26,726.10 48.82% 01-615-50140 Salaries - Longevity 80.00 80.00 0.00 0.00 80.00 100.00% 01-615-50145 Salaries - Stipend 750.00 750.00 0.00 750.00 0.00 0.00% 01-615-51200 Retirement 8,714.00 7,714.00 533.29 3,976.30 3,737.70 48.45% 01-615-51210 Medical Insurance 5,570.00 5,570.00 464.14 3,059.61 2,510.39 45.07% 5/21/2015 12:08:36 PM Page 10 of 17 Town Council Page 165 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Department: 615 - Municipal Court Total: 85,936.00 84,936.00 6,812.84 42,875.39 42,060.61 49.52% Department: 630 - Human Resources Variance Category: 50 - Personnel Services Original Current Period Fiscal Favorable Percent Salaries - Regular 51,765.00 Total Budget Total Budget Activity Activity (Unfavorable) Remaining 01-615-51215 Dental Insurance 387.00 387.00 32.26 214.21 172.79 44.65% 01-615-51216 Vision Insurance 81.00 81.00 6.76 44.89 36.11 44.58% 01-615-51218 Life Insurance & Other 512.00 512.00 42.16 279.94 232.06 45.32% 01-615-52220 Social Security Taxes 3,399.00 3,399.00 249.13 1,776.76 1,622.24 47.73% 01-615-52225 Medicare Taxes 806.00 806.00 58.26 415.50 390.50 48.45% 01-615-52250 Unemployment Taxes 222.00 222.00 0.39 0.47 221.53 99.79% 01-615-52260 Workman's Compensation 129.00 129.00 0.00 0.00 129.00 100.00% Social Security Taxes Category: 50 - Personnel Services Total: 75,397.00 74,397.00 5,421.64 38,538.58 35,858.42 48.20% Category: 60 - Purchased Services 762.00 762.00 77.43 358.10 403.90 53.01% 01-615-60100 Professional Outside Services 1,890.00 1,890.00 175.65 646.95 1,243.05 65.77% 01-615-60300 Judge's Compensation 4,500.00 4,500.00 1,050.00 2,550.00 1,950.00 43.33% 01-615-63250 Printing 1,100.00 1,100.00 0.00 312.50 787.50 71.59% 01-615-63551 Schools & Training 350.00 350.00 0.00 50.00 300.00 85.71% 01-615-64300 Telephone 150.00 150.00 0.00 0.00 150.00 100.00% 01-615-66300 Jury Fees 144.00 144.00 0.00 0.00 144.00 100.00% 01-615-68100 Dues & Membership 130.00 130.00 0.00 0.00 130.00 100.00% 01-615-68200 Travel & per diem 625.00 625.00 0.00 0.00 625.00 100.00% 01-630-60400 Category: 60 - Purchased Services Total: 8,889.00 8,889.00 1,225.65 3,559.45 5,329.55 59.96% Category: 70 - Supplies Printing 150.00 150.00 0.00 0.00 150.00 100.00% 01-615-70100 Office Supplies 450.00 450.00 70.02 176.64 273.36 60.75% 01-615-70300 Postage 1,000.00 1,000.00 95.53 264.73 735.27 73.53% 01-615-78500 Furniture/Equipment<$5,000 200.00 200.00 0.00 199.99 0.01 0.01% 01-615-79999 Miscellaneous Expense 0.00 0.00 0.00 136.00 -136.00 0.00% 01-630-68200 Category: 70 - Supplies Total: 1,650.00 1,650.00 165.55 777.36 872.64 52.89% Department: 615 - Municipal Court Total: 85,936.00 84,936.00 6,812.84 42,875.39 42,060.61 49.52% Department: 630 - Human Resources Category: 50 - Personnel Services 01-630-50100 Salaries - Regular 51,765.00 51,765.00 5,464.80 25,110.96 26,654.04 51.49% 01-630-50140 Salaries - Longevity 65.00 65.00 0.00 0.00 65.00 100.00% 01-630-50145 Salaries - Stipend 750.00 750.00 0.00 0.00 750.00 100.00% 01-630-51200 Retirement 8,882.00 6,882.00 746.49 3,603.13 3,278.87 47.64% 01-630-51210 Medical Insurance 0.00 0.00 464.14 2,131.33 -2,131.33 0.00% 01-630-51215 Dental Insurance 387.00 387.00 32.26 171.14 215.86 55.78% 01-630-51216 Vision Insurance 81.00 81.00 6.76 31.37 49.63 61.27% 01-630-51218 Life Insurance & Other 474.00 474.00 48.00 211.24 262.76 55.43% 01-630-52220 Social Security Taxes 3,213.00 3,213.00 331.07 1,531.14 1,681.86 52.35% 01-630-52225 Medicare Taxes 762.00 762.00 77.43 358.10 403.90 53.01% 01-630-52250 Unemployment Taxes 207.00 207.00 0.00 -156.87 363.87 175.78% 01-630-52260 Workman's Compensation 131.00 131.00 0.00 0.00 131.00 100.00% 01-630-52290 Pre-employment Physicals/Testing 0.00 0.00 0.00 450.00 -450.00 0.00% 01-630-52960 Employee Relations 8,150.00 8,150.00 219.46 5,575.34 2,574.66 31.59% 01-630-53240 Tuition Reimbursement 10,100.00 10,100.00 0.00 0.00 10,100.00 100.00% 01-630-53280 Employee Assistance Program 2,688.00 2,688.00 0.00 784.00 1,904.00 70.83% Category: 50 - Personnel Services Total: 87,655.00 85,655.00 7,390.41 39,800.88 45,854.12 53.53% Category: 60 - Purchased Services 01-630-60400 Physicals/Testing 540.00 540.00 0.00 45.00 495.00 91.67% 01-630-63250 Printing 150.00 150.00 0.00 0.00 150.00 100.00% 01-630-63551 Schools & Training 1,000.00 1,000.00 0.00 0.00 1,000.00 100.00% 01-630-64300 Telephone 100.00 100.00 0.00 0.00 100.00 100.00% 01-630-64400 Communications /Pagers/Mobiles 900.00 900.00 75.00 296.85 603.15 67.02% 01-630-68100 Dues & Membership 250.00 250.00 0.00 75.00 175.00 70.00% 01-630-68200 Travel & per diem 500.00 500.00 0.00 0.00 500.00 100.00% Category: 60 - Purchased Services Total: 3,440.00 3,440.00 75.00 416.85 3,023.15 87.88% Category: 70 - Supplies 01-630-70106 Office Supplies 1,000.00 1,000.00 61.74 398.73 601.27 60.13% 01-630-70300 Postage 300.00 300.00 54.88 108.42 191.58 63.86% 5/21/2015 12:08:36 PM Page 11 of 17 Town Council Page 166 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 5/21/2015 12:08:36 PM Page 12 of 17 Town Council Page 167 of 374 Meeting Date: May 26, 2015 Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Remaining 01-630-70400 Publications/Books/Subscriptions 100.00 100.00 0.00 0.00 100.00 100.00% Category: 70 - Supplies Total: 1,400.00 1,400.00 116.62 507.15 892.85 63.78% Department: 630 - Human Resources Total: 92,495.00 90,495.00 7,582.03 40,724.88 49,770.12 55.00% Department: 640 - Information Services Category: 50 - Personnel Services 01-640-50100 Salaries - Regular 139,358.00 139,358.00 10,659.20 75,134.12 64,223.88 46.09% 01-640-50140 Salaries - Longevity 1,620.00 1,620.00 0.00 1,635.00 -15.00 -0.93% 01-640-50145 Salaries - Stipend 1,500.00 1,500.00 0.00 1,500.00 0.00 0.00% 01-640-51200 Retirement 24,068.00 19,568.00 1,456.05 11,015.57 8,552.43 43.71% 01-640-51210 Medical Insurance 11,139.00 11,139.00 928.28 6,141.50 4,997.50 44.86% 01-640-51215 Dental Insurance 774.00 774.00 64.52 428.42 345.58 44.65% 01-640-51216 Vision Insurance 162.00 162.00 13.52 89.78 72.22 44.58% 01-640-51218 Life Insurance & Other 1,130.00 1,130.00 92.86 616.59 513.41 45.43% 01-640-52220 Social Security Taxes 8,741.00 8,741.00 660.88 4,852.73 3,888.27 44.48% 01-640-52225 Medicare Taxes 2,066.00 2,066.00 154.56 1,134.90 931.10 45.07% 01-640-52250 Unemployment Taxes 414.00 414.00 0.00 18.00 396.00 95.65% 01-640-52260 Workman's Compensation 353.00 353.00 0.00 0.00 353.00 100.00% Category: 50 - Personnel Services Total: 191,325.00 186,825.00 14,029.87 102,566.61 84,258.39 45.10% Category: 60 - Purchased Services 01-640-60800 Software & Support 147,602.26 216,102.26 3,125.19 128,438.63 87,663.63 40.57% 01-640-60900 Security 1,350.00 1,350.00 302.34 410.34 939.66 69.60% 01-640-63551 Schools & Training 3,500.00 3,500.00 0.00 800.00 2,700.00 77.14% 01-640-64300 Telephone 5,808.00 5,808.00 531.94 3,320.65 2,487.35 42.83% 01-640-64400 Communications/Pagers/Mobiles 2,716.00 2,716.00 225.98 1,507.68 1,208.32 44.49% 01-640-67000 Independent Labor 3,000.00 3,000.00 0.00 672.50 2,327.50 77.58% 01-640-67150 Copier Rental/Lease 7,908.00 7,908.00 740.21 5,456.83 2,451.17 31.00% 01-640-68100 Dues & Membership 250.00 250.00 0.00 150.00 100.00 40.00% 01-640-68200 Travel & per diem 2,849.00 2,849.00 1,304.01 2,354.21 494.79 17.37% 01-640-68600 Meetings 72.00 72.00 0.00 0.00 72.00 100.00% Category: 60 - Purchased Services Total: 175,055.26 243,555.26 6,229.67 143,110.84 100,444.42 41.24% Category: 70 - Supplies 01-6G _. .. _ Office Supplies 721.00 721.00 69.61 333.97 387.03 53.68% 01-640-70200 Printer Supplies 7,500.00 7,500.00 197.92 5,197.20 2,302.80 30.70% 01-640-70300 Postage 250.00 250.00 0.00 35.20 214.80 85.92% 01-640-72100 Uniforms 225.00 225.00 0.00 156.45 68.55 30.47% 01-640-78600 Hardware 16,623.00 41,623.00 646.32 35,330.04 6,292.96 15.12% Category: 70 - Supplies Total: 25,319.00 50,319.00 913.85 41,052.86 9,266.14 18.41% Department: 640 - Information Services Total: 391,699.26 480,699.26 21,173.39 286,730.31 193,968.95 40.35% Department: 710 - Facilities Management Category: 60 - Purchased Services 01-710-64000 Electricity 15,000.00 15,000.00 1,126.44 6,027.69 8,972.31 59.82% 01-710-64100 Water 1,860.00 1,860.00 53.46 488.05 1,371.95 73.76% 01-710-65000 Insurance 54,265.00 54,265.00 0.00 54,241.92 23.08 0.04% 01-710-65200 Building Maintenance 10,000.00 10,000.00 2,468.32 9,195.77 804.23 8.04% 01-710-65350 Equipment Maintenance 250.00 250.00 0.00 467.88 -217.88 -87.15% 01-710-65400 Cleaning Services 17,292.00 17,292.00 1,347.00 9,118.00 8,174.00 47.27% Category: 60 - Purchased Services Total: 98,667.00 98,667.00 4,995.22 79,539.31 19,127.69 19.39% Category: 70 - Supplies 01-710-78500 Furniture/Equipment<$5,000 10,875.00 10,875.00 0.00 5,035.95 5,839.05 53.69% 01-710-79100 Maintenance Supplies 1,500.00 1,500.00 156.00 944.77 555.23 37.02% Category: 70 - Supplies Total: 12,375.00 12,375.00 156.00 5,980.72 6,394.28 51.67% Department: 710 - Facilities Management Total: 111,042.00 111,042.00 5,151.22 85,520.03 25,521.97 22.98% Expense Total: 8,600,033.26 8,701,173.26 561,862.76 4,357,196.24 4,343,977.02 49.92% Fund: 01- GENERAL FUND Surplus (Deficit): -101,685.26 -101,685.26 -294,974.40 2,530,518.19 2,632,203.45 2,588.58 % 5/21/2015 12:08:36 PM Page 12 of 17 Town Council Page 167 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Remaining Fund: 07 - CAPITAL REPLACEMENT FUND Revenue Department: 000 - General Category: 47 - Investment Income 07-0i::. -:: Interest Income 0.00 0.00 0.00 35.47 35.47 0.00% Category: 47 - Investment Income Total: 0.00 0.00 0.00 35.47 35.47 0.00% Category: 49 - Other Financing Sources 07-000-49290 Transfer In - Future Replacement Res... 233,243.00 233,243.00 0.00 116,621.50 -116,621.50 50.00% Category: 49 - Other Financing Sources Total: 233,243.00 233,243.00 0.00 116,621.50 -116,621.50 50.00% Department: 000 - General Total: 233,243.00 233,243.00 0.00 116,656.97 -116,586.03 49.98% Revenue Total: 233,243.00 233,243.00 0.00 116,656.97 -116,586.03 49.98% Expense Department: 255 - EMS Category: 80 - Capital Capital Expenses 179,360.00 179,360.00 0.00 0.00 179,360.00 100.00% Category: 80 - Capital Total: 179,360.00 179,360.00 0.00 0.00 179,360.00 100.00% Department: 255 - EMS Total: 179,360.00 179,360.00 0.00 0.00 179,360.00 100.00% Department: 400 - Parks Category: 80 - Capital 07-4( Capital Expenses 64,830.00 64,830.00 0.00 24,111.97 40,718.03 62.81% Category: 80 - Capital Total: 64,830.00 64,830.00 0.00 24,111.97 40,718.03 62.81% Department: 400 - Parks Total: 64,830.00 64,830.00 0.00 24,111.97 40,718.03 62.81% Department: 640 - Information Services Category: 80 - Capital 07-640-80; _ Capital Expenses 31,613.00 31,613.00 7,297.48 7,297.48 24,315.52 76.92% Category: 80 - Capital Total: 31,613.00 31,613.00 7,297.48 7,297.48 24,315.52 76.92% Department: 640 - Information Services Total: 31,613.00 31,613.00 7,297.48 7,297.48 24,315.52 76.92% Expense Total: 275,803.00 275,803.00 7,297.48 31,409.45 244,393.55 88.61% Fund: 07 - CAPITAL REPLACEMENT FUND Surplus (Deficit): -42,560.00 -42,560.00 -7,297.48 85,247.52 127,807.52 300.30% Report Surplus (Deficit): -144,245.26 -144,245.26 -302,271.88 2,615,765.71 2,760,010.97 1,913.42% 5/21/2015 12:08:36 PM Page 13 of 17 Town Council Page 168 of 374 Meeting Date: May 26, 2015 Budget Report Categor... Fund: 01 - GENERAL FUND Revenue Department: 000 - General 40 - Taxes 41- Licenses & Permits 42 - Intergovernmental 43 - Fines & Fees 44 - Charges for Services 45 - Rents 46 - Contributions and Donations 47 - Investment Income 49 - Other Financing Sources 51- Miscellaneous For Fiscal: 2014-2015 Period Ending: 04/30/2015 Group Summary Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Remaining 5,842,789.00 5,864,599.00 147,854.10 5,592,863.44 -271,735.56 4.63% 1,523,137.00 1,523,137.00 65,543.96 631,462.62 -891,674.38 58.54% 269,919.00 204,249.00 19,125.87 128,574.99 -75,674.01 37.05% 466,101.00 571,101.00 13,431.63 228,284.24 -342,816.76 60.03% 260,852.00 300,852.00 16,418.31 249,909.63 -50,942.37 16.93% 67,500.00 67,500.00 2,895.00 35,365.00 -32,135.00 47.61% 0.00 0.00 135.15 1,315.15 1,315.15 0.00% 6,000.00 6,000.00 544.04 2,924.61 -3,075.39 51.26% 11,000.00 11,000.00 0.00 5,500.00 -5,500.00 50.00% 51,050.00 51,050.00 940.30 11,514.75 -39,535.25 77.44% Department: 000 - General Total: 8,498,348.00 8,599,488.00 266,888.36 6,887,714.43 -1,711,773.57 19.91% Revenue Total: 8,498,348.00 8,599,488.00 266,888.36 6,887,714.43 -1,711,773.57 19.91% Expense Department: 000 - General 99 - Other Financing Uses 618,243.00 618,243.00 0.00 116,621.50 501,621.50 81.14 % Department: 000 - General Total: 618,243.00 618,243.00 0.00 116,621.50 501,621.50 81.14% Department: 140 - Manager's Office 50 - Personnel Services 757,082.00 921,722.00 52,580.82 619,176.57 302,545.43 32.82% 60 - Purchased Services 90,119.00 76,619.00 1,223.99 41,049.36 35,569.64 46.42% 70 -Supplies 52,737.00 52,737.00 472.56 10,452.14 42,284.86 80.18% Department: 140 - Manager's Office Total: 899,938.00 1,051,078.00 54,277.37 670,678.07 380,399.93 36.19% Department: 160 - Legal 50 - Personnel Services 162,446.00 157,446.00 11,967.06 87,735.79 69,710.21 44.28% 60- Purchased Services 23,125.00 23,125.00 50.80 1,249.33 21,875.67 94.60% 70 -Supplies 7,818.00 7,818.00 17.13 2,885.06 4,932.94 63.10% Department: 160 - Legal Total: 193,389.00 188,389.00 12,034.99 91,870.18 96,518.82 51.23% Department: 251 - Police 50 - Personnel Services 1,868,734.00 1,773,734.00 113,260.42 946,542.29 827,191.71 46.64% 60 - Purchased Services 134,269.00 134,269.00 13,869.52 70,634.40 63,634.60 47.39% 70 -Supplies 105,595.00 95,595.00 4,640.85 43,822.05 51,772.95 54.16% 80 -Capital 1,500.00 1,500.00 0.00 346.58 1,153.42 76.89% Department: 251 - Police Total: 2,110,098.00 2,005,098.00 131,770.79 1,061,345.32 943,752.68 47.07% Department: 255 - EMS 50 - Personnel Services 764,304.00 750,304.00 59,398.01 413,185.28 337,118.72 44.93% 60 - Purchased Services 44,915.00 44,915.00 3,353.10 29,662.03 15,252.97 33.96% 70 -Supplies 28,143.00 28,143.00 1,137.74 12,984.11 15,158.89 53.86% 80 - Capital 0.00 0.00 0.00 3.99 -3.99 0.00% Department: 255 - EMS Total: 837,362.00 823,362.00 63,888.85 455,835.41 367,526.59 44.64% Department: 360 - Streets 50 - Personnel Services 222,195.00 212,195.00 13,026.68 106,442.28 105,752.72 49.84% 60 - Purchased Services 185,932.00 185,932.00 8,720.89 74,717.87 111,214.13 59.81% 70 -Supplies 3,550.00 3,550.00 156.24 2,006.60 1,543.40 43.48% 80 -Capital 0.00 55,000.00 55,181.07 55,181.07 -181.07 -0.33% Department: 360 - Streets Total: 411,677.00 456,677.00 77,084.88 238,347.82 218,329.18 47.81% Department: 400 - Parks 50 - Personnel Services 657,422.00 644,922.00 42,367.95 326,138.97 318,783.03 49.43% 60 - Purchased Services 286,093.00 286,093.00 12,073.20 107,402.90 178,690.10 62.46% 70 -Supplies 35,071.00 30,071.00 3,871.51 21,155.23 8,915.77 29.65% 80 -Capital 0.00 0.00 1,166.66 1,166.66 -1,166.66 0.00% Department: 400 - Parks Total: 978,586.00 961,086.00 59,479.32 455,863.76 505,222.24 52.57% 5/21/2015 12:08:36 PM Page 14 of 17 Town Council Page 169 of 374 Meeting Date: May 26, 2015 Budget Report Categor... Department: 401 - Medians 50 - Personnel Services 60 - Purchased Services 70 - Supplies Department: 450 - Recreation 50 - Personnel Services 60 - Purchased Services 70 - Supplies For Fiscal: 2014-2015 Period Ending: 04/30/2015 Variance Original Current Period Fiscal Favorable Percent Total Budget Total Budget Activity Activity (Unfavorable) Remaining 151,083.00 148,083.00 11,524.90 79,373.82 68,709.18 46.40 133,976.00 133,976.00 8,511.12 73,339.68 60,636.32 45.26 14,251.00 9,251.00 1,279.40 1,558.26 7,692.74 83.16% Department: 401 - Medians Total: 299,310.00 291,310.00 21,315.42 154,271.76 137,038.24 47.04% 393,165.00 389,665.00 15,497.17 105,584.91 284,080.09 72.90% 97,541.00 97,541.00 -2,263.14 25,184.31 72,356.69 74.18% 59,333.00 59,333.00 2,642.29 9,160.62 50,172.38 84.56% Department: 450 - Recreation Total: 550,039.00 546,539.00 15,876.32 139,929.84 406,609.16 74.40% Department: 460 - Community Events 8,600,033.26 8,701,173.26 561,862.76 4,357,196.24 4,343,977.02 49.92% 60 - Purchased Services 43,583.00 43,583.00 387.44 15,659.30 27,923.70 64.07% 70 -Supplies 16,618.00 16,618.00 2,457.11 5,627.00 10,991.00 66.14% Department: 460 - Community Events Total: 60,201.00 60,201.00 2,844.55 21,286.30 38,914.70 64.64% Department: 522 - Community Development 391,699.26 480,699.26 21,173.39 286,730.31 193,968.95 40.35% 50 - Personnel Services 429,897.00 419,897.00 24,914.00 220,151.94 199,745.06 47.57% 60 - Purchased Services 129,839.00 129,839.00 14,020.80 56,041.29 73,797.71 56.84% 70 -Supplies 13,185.00 13,185.00 496.79 4,596.99 8,588.01 65.13% 80 -Capital 0.00 0.00 22,914.52 22,914.52 -22,914.52 0.00% Department: 522 - Community Development Total: 572,921.00 562,921.00 62,346.11 303,704.74 259,216.26 46.05% Department: 611 - Finance 50 - Personnel Services 266,946.00 248,946.00 15,924.15 127,285.79 121,660.21 48.87% 60 - Purchased Services 116,801.00 116,801.00 4,219.56 62,608.85 54,192.15 46.40% 70 -Supplies 3,350.00 3,350.00 80.97 1,696.29 1,653.71 49.36% Department: 611 - Finance Total: 387,097.00 369,097.00 20,224.68 191,590.93 177,506.07 48.09% Department: 615 - Municipal Court 50 - Personnel Services 75,397.00 74,397.00 5,421.64 38,538.58 35,858.42 48.20% 60 - Purchased Services 8,889.00 8,889.00 1,225.65 3,559.45 5,329.55 59.96% 70 -Supplies 1,650.00 1,650.00 165.55 777.36 872.64 52.89% Department: 615 - Municipal Court Total: 85,936.00 84,936.00 6,812.84 42,875.39 42,060.61 49.52% Department: 630 - Human Resources 50 - Personnel Services 87,655.00 85,655.00 7,390.41 39,800.88 45,854.12 53.53% 60 - Purchased Services 3,440.00 3,440.00 75.00 416.85 3,023.15 87.88% 70 - Supplies 1,400.00 1,400.00 116.62 507.15 892.85 63.78% Department: 630 - Human Resources Total: 92,495.00 90,495.00 7,582.03 40,724.88 49,770.12 55.00% Department: 640 - Information Services 8,600,033.26 8,701,173.26 561,862.76 4,357,196.24 4,343,977.02 49.92% 50 - Personnel Services 191,325.00 186,825.00 14,029.87 102,566.61 84,258.39 45.10% 60 - Purchased Services 175,055.26 243,555.26 6,229.67 143,110.84 100,444.42 41.24% 70 -Supplies 25,319.00 50,319.00 913.85 41,052.86 9,266.14 18.41% Department: 640 - Information Services Total: 391,699.26 480,699.26 21,173.39 286,730.31 193,968.95 40.35% Department: 710 - Facilities Management 0.00 0.00 35.47 35.47 0.00% 49 - Other Financing Sources 60 - Purchased Services 98,667.00 98,667.00 4,995.22 79,539.31 19,127.69 19.39% 70 -Supplies 12,375.00 12,375.00 156.00 5,980.72 6,394.28 51.67% Department: 710 - Facilities Management Total: 111,042.00 111,042.00 5,151.22 85,520.03 25,521.97 22.98% Expense Total: 8,600,033.26 8,701,173.26 561,862.76 4,357,196.24 4,343,977.02 49.92% Fund: 01 - GENERAL FUND Surplus (Deficit): -101,685.26 -101,685.26 -294,974.40 2,530,518.19 2,632,203.45 2,588.58% Fund: 07 - CAPITAL REPLACEMENT FUND Revenue Department: 000 - General 47 - Investment Income 0.00 0.00 0.00 35.47 35.47 0.00% 49 - Other Financing Sources 233,243.00 233,243.00 0.00 116,621.50 -116,621.50 50.00% Department: 000 - General Total: 233,243.00 233,243.00 0.00 116,656.97 -116,586.03 49.98% Revenue Total: 233,243.00 233,243.00 0.00 116,656.97 -116,586.03 49.98% 5/21/2015 12:08:36 PM Town Council Page 170 of 374 Meeting Date: May 26, 2015 Page 15 of 17 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Department: 400 - Parks Total: 64,830.00 64,830.00 0.00 24,111.97 Variance 62.81% Department: 640 - Information Services Original Current Period Fiscal Favorable Percent Categor... Total Budget Total Budget Activity Activity (Unfavorable) Remaining Expense 31,613.00 31,613.00 7,297.48 7,297.48 24,315.52 76.92% Department: 255 - EMS 275,803.00 275,803.00 7,297.48 31,409.45 244,393.55 88.61% 80 - Capital 179,360.00 179,360.00 0.00 0.00 179,360.00 100.00% Report Surplus (Deficit): Department: 255 - EMS Total: 179,360.00 179,360.00 0.00 0.00 179,360.00 100.00% Department: 400 - Parks 80 - Capital 64,830.00 64,830.00 0.00 24,111.97 40,718.03 62.81% Department: 400 - Parks Total: 64,830.00 64,830.00 0.00 24,111.97 40,718.03 62.81% Department: 640 - Information Services 80 - Capital 31,613.00 31,613.00 7,297.48 7,297.48 24,315.52 76.92% Department: 640 - Information Services Total: 31,613.00 31,613.00 7,297.48 7,297.48 24,315.52 76.92% Expense Total: 275,803.00 275,803.00 7,297.48 31,409.45 244,393.55 88.61% Fund: 07 - CAPITAL REPLACEMENT FUND Surplus (Deficit): -42,560.00 -42,560.00 -7,297.48 85,247.52 127,807.52 300.30% Report Surplus (Deficit): -144,245.26 -144,245.26 -302,271.88 2,615,765.71 2,760,010.97 1,913.42% 5/21/2015 12:08:36 PM Page 16 of 17 Town Council Page 171 of 374 Meeting Date: May 26, 2015 Budget Report For Fiscal: 2014-2015 Period Ending: 04/30/2015 Fund Summary Variance Original Current Period Fiscal Favorable Fund Total Budget Total Budget Activity Activity (Unfavorable) 01 - GENERAL FUND -101,685.26 -101,685.26 -294,974.40 2,530,518.19 2,632,203.45 07 - CAPITAL REPLACEMENT FUND -42,560.00 -42,560.00 -7,297.48 85,247.52 127,807.52 Report Surplus (Deficit): -144,245.26 -144,245.26 -302,271.88 2,615,765.71 2,760,010.97 5/21/2015 12:08:36 PM Town Council Page 172 of 374 Meeting Date: May 26, 2015 Page 17 of 17 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0350-T Version: 1 Name: Type: Agenda Item Status: Consent Agenda File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas, approving a negotiated settlement between the Atoms Cities Steering Committee ("ACSC") and Atmos Energy Corp., Mid -Tex Division regarding the Company's 2014 and 2015 Rate Review Mechanism filings; approving a settlement agreement with rate tariffs and proof of revenues; and providing an effective date. Attachments: Staff Report - Atmos Energy Corporation, Mid -Tex Division RRM.pdf Attachments A -D from Lloyd Gosselink Attorneys at Law.PDF ORD 2015-10 - Atmos Engergy Corporation, Mid -Tex Division RRM.pdf Date Ver. Action By Action Result Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas, approving a negotiated settlement between the Atoms Cities Steering Committee ("ACSC") and Atmos Energy Corp., Mid -Tex Division regarding the Company's 2014 and 2015 Rate Review Mechanism filings; approving a settlement agreement with rate tariffs and proof of revenues; and providing an effective date. Town Council Page 173 of 374 Meeting Date: May 26, 2015 T(CTOWN OF J* TROPHY CLUB 100 Municipal Drive •Trophy Club, Texas 76262 To: Mayor and Town Council From: Stephen Seidel, Town Manager CC: Holly Fimbres, Town Secretary Re: Atmos Energy Corporation, Mid -Tex Division RRM Town Council Meeting, May 26, 2015 Agenda Item: Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas, approving a negotiated settlement between the Atmos Cities Steering Committee ("ACSC") and Atmos Energy Corp., Mid -Tex Division regarding the Company's 2014 and 2015 Rate Review Mechanism filings; approving a settlement agreement with rate tariffs and proof of revenues; and providing an effective date. Explanation: The Town, along with other similarly situated cities served by Atmos Energy Corp., Mid -Tex Division ("Atmos Mid -Tex" or "Company"), is a member of the Atmos Cities Steering Committee ("ACSC"). The RRM Tariff was adopted by the City as an alternative to the Gas Reliability Infrastructure Program ("GRIP"), the statutory provision that allows Atmos to bypass the City's rate regulatory authority to increase its rates annually to recover capital investments. In February 2014, Atmos Mid -Tex filed its second annual filing under the Rate Review Mechanism ("RRM") Tariff, seeking an increase of $45.7 million. Although ACSC attempted to reach a settlement with the Company as it had in past years, the wide differences between the Company and ACSC's consultants' recommendations made a compromise impossible. On the recommendation of the ACSC Executive Committee and ACSC's legal counsel, the City in 2014 adopted a Resolution denying the requested rate increase. The Company appealed the City's denial to the Railroad Commission of Texas ("Commission"), and revised its requested increase to $43.8 million. A hearing was held on the Company's appeal on September 3, 2014. On April 28, 2015, the Commission's Hearings Examiner issued his Proposal for Decision ("PFD") in the Company's appeal of the City's denial of the 2014 RRM rate increase. This PFD was not favorable to ACSC, but did recommend a reduction of approximately $860,000 to the Company's adjusted 2014 filing. While the parties were waiting for the PFD from the Hearings Examiner in the appeal of the 2014 RRM filing, on February 27, 2015, Atmos Mid -Tex filed with the City another rate increase request under the RRM Tariff, seeking additional revenues in the amount of $28.762 million (total Page 1 of 4 Town Council Page 174 of 374 Meeting Date: May 26, 2015 system) or $24.0 million (affected cities). The City worked with ACSC to analyze the schedules and evidence offered by Atmos Mid -Tex to support its 2015 request to increase rates. The Ordinance and attached Settlement Agreement and tariffs are the result of negotiation between the Mid -Tex Executive Committee and the Company to resolve issues raised by ACSC during the review and evaluation of Atmos Mid-Tex's filing. The recommended Settlement Agreement also requires Atmos to abate its appeal of the City's rejection of the 2014 RRM rate increase pending approval by all ACSC cities of the Settlement Agreement. The Agreement requires Atmos to give the City the benefit of the adjustments to the 2014 rate increase recommended by the PFD. The Ordinance and Settlement tariffs approve rates that will increase the Company's revenues by $65.7 million for the Mid -Tex Rate Division, effective for bills rendered on or after June 1, 2015. The monthly residential customer charge will be $18.60. The consumption charge will change from $0.08819 per Ccf to $0.09931 per Ccf. The monthly bill impact for the typical residential customer consuming 60 Ccf will be an increase of $1.14 (about a 1.59% increase in the base bill). The typical commercial customer will see an increase of $2.69 or 0.96%. The ACSC Executive Committee and its designated legal counsel and consultants recommend that all Cities adopt the Ordinance approving the negotiated Settlement Agreement resolving both the 2014 and the 2015 RRM filings, and implementing the rate change. RRM Background: The RRM tariff was originally approved by ACSC Cities as part of the settlement agreement to resolve the Atmos Mid -Tex 2007 system -wide rate filing at the Railroad Commission. In early 2013, the City adopted a renewed RRM tariff for an additional five years. This is the third RRM filing under the renewed tariff. The RRM tariff and the process implementing that tariff were created collaboratively by ACSC and Atmos Mid -Tex as an alternative to the legislatively - authorized GRIP surcharge process. ACSC has opposed GRIP because it constitutes piecemeal ratemaking, does not allow any review of the reasonableness of Atmos' expenditures, and does not allow participation by cities or recovery of cities' rate case expenses. In contrast, the RRM process has allowed for a more comprehensive rate review and annual adjustment as a substitute for GRIP filings. ACSC's consultants have calculated that had Atmos filed its 2015 case under the GRIP provisions, it would have received additional revenues from ratepayers of approximately $10 million. Purpose of the Ordinance: The purpose of the Ordinance is to approve the Settlement Agreement and the resulting rate change under the RRM tariff. As a result of the negotiations, the Executive Committee was able to reduce the Company's requested $28.8 million rate increase for Mid -Tex cities to $21,962,784. When added to the settlement of the 2014 RRM filing and the adjustments recommended by the PFD, the Company will receive total additional annual revenues of $65.7 million. Because the 2014 rates have been in effect since June 1, 2014, the increase to currently -billed rates is $21 million. Approval of the Ordinance will result in rates that implement an increase in Atmos Mid-Tex's revenues effective June 1, 2015. Why Approve the Settlement Agreement: Page 2 of 4 Town Council Page 175 of 374 Meeting Date: May 26, 2015 While it is annoying and disconcerting to annually consider rate adjustments from Atmos Mid - Tex, the Texas legislature has granted gas utilities the right, through the GRIP process, to an annual increase based on increases in invested capital. GRIP is piecemeal ratemaking and ignores increases in revenues and declines in O&M expenses that may be associated with plant additions. ACSC found it preferable to negotiate with Atmos to substitute an expedited comprehensive review process that includes consideration of revenues and expenses as well as invested capital for the GRIP process. Compelling reasons for approving the Settlement include: 1. While the 2015 RRM system -wide filing exceeded $28 million, a comparable GRIP filing would have been in excess of $38 million. ACSC has negotiated a reduction to the 2015 filing of approximately $6 million. Therefore, the 2015 RRM result is approximately $16 million better for ratepayers within municipal limits than ratepayers within Environs. 2. ACSC counsel is convinced that the Proposal for Decision ("PFD") by Railroad Commission Examiners in the 2014 RRM appeal will not improve if we file Exceptions and Replies to Exceptions. Counsel recommends action to avoid the PFD becoming a final order that would serve as precedent in future rate proceedings. 3. The token benefit to ratepayers authorized in the PFD to the 2014 appeal has been incorporated into the Settlement Agreement. 4. Atmos will file its formal withdrawal of its 2014 appeal only after all ACSC members approve the Settlement Agreement. 5. The alternative to approval of the Settlement Agreement would be another contested case hearing on appeal of the 2015 filing, implementation of interim rates on June 1, 2015 at the full value of the Company's request (or $6 million higher than proposed by the Settlement) and continuation of the 2014 appeal with resulting rate case expenses borne by ratepayers. Explanation of "Be It Ordained" Sections: 1. This section approves all findings in the Ordinance. 2. This section finds the Settlement Agreement (attached to the Ordinance) to be a comprehensive settlement of gas utility rate issues arising from Atmos Mid-Tex's 2014 and 2015 RRM filings, and that such settlement is in the public interest and consistent with the City's statutory authority. 3. This section finds the existing Atmos Mid -Tex rates to be unreasonable, and approves the new tariffed rates providing for additional revenues over currently -billed rates of $21 million and adopts the attached new rate tariffs. 4. This section establishes the baseline for pensions and other post -employment benefits for Page 3 of 4 Town Council Page 176 of 374 Meeting Date: May 26, 2015 future rate cases. 5. This section renews the Atmos Mid -Tex RRM Tariff for an additional period of time, commencing with the filing to be made on March 1, 2016, and continuing until the RRM Tariff is suspended by ordinance of the City. 6. This section requires the Company to reimburse Cities for reasonable ratemaking costs associated with reviewing and processing the RRM filing. 7. This section repeals any resolution or ordinance that is inconsistent with this Ordinance. 8. This section finds that the meeting was conducted in compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. 9. This section is a savings clause, which provides that if any section(s) is later found to be unconstitutional or invalid, that finding shall not affect, impair or invalidate the remaining provisions of this Ordinance. This section further directs that the remaining provisions of the Ordinance are to be interpreted as if the offending section or clause never existed. 10. This section provides for an effective date upon passage which, according to the Cities' ordinance that adopted the RRM process, is June 1, 2015. 11. This paragraph directs that a copy of the signed Ordinance be sent to a representative of the Company and legal counsel for the Steering Committee. Attachments: Attachments A -D from Lloyd Gosselink Attorneys at Law Ordinance No. 2015-10 Recommendation: Staff recommends approval of Ordinance No. 2015-10. Page 4 of 4 Town Council Page 177 of 374 Meeting Date: May 26, 2015 Attachment A SETTLEMENT AGREEMENT BETWEEN ATMOS ENERGY CORP., MID-TEX DIVISION AND ATMOS CITIES STEERING COMMITTEE WHEREAS, this agreement ("Settlement Agreement") is entered into by Atmos Energy Corp's Mid -Tex Division and Atmos Cities Steering Committee ("ACSC") whose members include the Cities of Abilene, Addison, Allen, Alvarado, Angus, Anna, Argyle, Arlington, Aubrey, Bedford, Bellmead, Benbrook, Beverly Hills, Blossom, Blue Ridge, Bowie, Boyd, Bridgeport, Brownwood, Buffalo, Burkbumett, Burleson, Caddo Mills, Canton, Carrollton, Cedar Hill, Celeste, Celina, Centerville, Cisco, Clarksville, Cleburne, Clyde, College Station, Colleyville, Colorado City, Comanche, Commerce, Coolidge, Coppell, Copperas Cove, Corinth, Corral City, Crandall, Crowley, Dalworthington Gardens, Denison, DeSoto, Duncanville, Eastland, Edgecliff Village, Emory, Ennis, Euless, Everman, Fairview, Farmers Branch, Farmersville, Fate, Flower Mound, Forest Hill, Fort Worth, Frisco, Frost, Gainesville, Garland, Garrett, Grand Prairie, Grapevine, Gunter, Haltom City, Harker Heights, Haskell, Haslet, Hewitt, Highland Park, Highland Village, Honey Grove, Hurst, Hutto, Iowa Park, Irving, Justin, Kaufman, Keene, Keller, Kemp, Kennedale, Kerens, Kerrville, Killeen, Krum, Lake Worth, Lakeside, Lancaster, Lewisville, Lincoln Park, Little Elm, Lorena, Madisonville, Malakoff, Mansfield, McKinney, Melissa, Mesquite, Midlothian, Murphy, Newark, Nocona, North Richland Hills, Northlake, Oakleaf, Ovilla, Palestine, Pantego, Paris, Parker, Pecan Hill, Petrolia, Plano, Ponder, Pottsboro, Prosper, Quitman, Red Oak, Reno (Parker County), Richardson, Richland, Richland Hills, Roanoke, Robinson, Rockwall, Roscoe, Rowlett, Royse City, Sachse, Saginaw, Sansom Park, Seagoville, Sherman, Snyder, Southlake, Springtown, Stamford, Stephenville, Sulphur Springs, Sweetwater, Temple, Terrell, The Colony, Trophy Club, Tyler, University Park, Venus, Vernon, Waco, Watauga, Waxahachie, Westlake, White Settlement, Whitesboro, Wichita Falls, Woodway, and Wylie. WHEREAS, on February 28, 2014, Atmos filed with the ACSC Cities an application, hereinafter referred to as the 2014 RRM filing, to adjust rates pursuant to Rider RRM - Rate Review Mechanism, which were subsequently consolidated into GUD No. 10359 at the Railroad Commission of Texas; and WHEREAS, on February 27, 2015, Atmos filed with the ACSC Cities an application, hereinafter referred to as the 2015 RRM filing, to adjust rates pursuant to Rider RRM - Rate Review Mechanism; and WHEREAS, the Settlement Agreement resolves all issues between Atmos and ACSC ("the Signatories") regarding the 2014 RRM filing, which is currently pending before the Commission, and the 2015 RRM filing, which is currently pending before the ACSC Cities, in a manner that the Signatories believe is consistent with the public interest, and the Signatories represent diverse interests; and WHEREAS, the Signatories believe that the resolution of the issues raised in the 2014 RRM filing and the 2015 RRM filing can best be accomplished by each ACSC City approving this Settlement Agreement and the rates, terms and conditions reflected in the tariffs attached to this Settlement Agreement as Exhibit A; NOW, THEREFORE, in consideration of the mutual agreements and covenants established herein, the Signatories, through their undersigned representatives, agree to the 1 Town Council Page 178 of 374 Meeting Date: May 26, 2015 Attachment A following Settlement Terms as a means of fully resolving all issues between Atmos and the ACSC Cities involving the 2014 RRM filing and 2015 RRM filing: Settlement Terms 1. Upon the execution of this Settlement Agreement, the ACSC Cities will approve an ordinance or resolution to approve the Settlement Agreement and implement the rates, terms and conditions reflected in the tariffs attached to the Settlement Agreement as Exhibit A. (Attachment A to the Ordinance ratifying the Agreement). Said tariffs should allow Atmos to recover annually an additional $65.7 million in revenue over the amount allowed under currently approved rates by implementation of rates shown in the proof of revenues attached as Exhibit B. (Attachment B to the Ordinance ratifying this Agreement). The uniform implementation of gas rates, terms and conditions established by the Settlement Agreement shall be effective for bills rendered on or after June 1, 2015. Consistent with the City's authority under Section 103.001 of the Texas Utilities Code, the Settlement Agreement represents a comprehensive settlement of gas utility rate issues affecting the rates, operations and services offered by Atmos within the municipal limits of the ACSC Cities arising from Atmos' 2014 RRM filing and 2015 RRM filing. No refunds of charges billed to customers by Atmos under the RRM in past periods shall be owed or owing. 2. In an effort to streamline the regulatory review process, Atmos and the ACSC Cities have agreed to renew the Rate Review Mechanism ("Rider RRM") for a period commencing with the Company's March 1, 2016 filing under this mechanism for the calendar year 2015, effective June 1, 2016, and continuing thereafter until such time as either the ACSC Cities issue an ordinance stating a desire to discontinue the operation of the tariff or Atmos files a Statement of Intent. Atmos and the ACSC Cities further agree that the RRM tariff shall remain in effect until such time as new, final rates are established for Atmos. Upon approval of this Settlement Agreement by the ACSC Cities, Atmos shall file an updated RRM Tariff with each city reflecting the provisions of this agreement. 3. Atmos and the ACSC Cities agree that rate base as of December 31, 2014 in the amount of $1,955,948,256 is just and reasonable and shall be recovered in rates. 4. Atmos and the ACSC Cities agree that a pension and other postemployment benefits balance as of December 31, 2014 in the amount of $18,284,949 is just and reasonable and shall be used as the beginning balance for purposes of determining pension and other postemployment benefits to be recovered in the next RRM filing (Attachment D to the Ordinance ratifying the Agreement). 5. With regard to the treatment of Atmos' Rule 8.209 regulatory asset under the RRM, Atmos and the ACSC Cities agree to the following with respect to any pending and future RRM filings: a. the capital investment in the Rule 8.209 regulatory asset in the 2014 RRM filing and 2015 RRM filing is reasonable and consistent with the requirements of Rule 8.209; 2 Town Council Page 179 of 374 Meeting Date: May 26, 2015 Attachment A b. the classification of projects included in the Rule 8.209 regulatory asset in the 2014 RRM filing and 2015 RRM filing is reasonable and consistent with the requirements of Rule 8.209 and shall serve as a basis for classification of projects in future RRM filings; c. the treatment of blanket replacement projects, system upgrades, relocations, and transmission line replacements in the Rule 8.209 regulatory asset in the 2014 RRM filing and 2015 RRM filing is reasonable and consistent with the requirements of Rule 8.209 and shall be included in future RRM filings. d. the incurred expenses included in the Rule 8.209 regulatory asset in the 2014 RRM and the 2015 RRM are reasonable and consistent with the requirements of Rule 8.209 and shall be included in future RRM filings; e. interest on the Rule 8.209 regulatory asset account shall be calculated using the pre-tax cost of capital most recently approved by the Commission. The use of the pre-tax cost of capital is consistent with Rule 8.209. A return on Rule 8.209 capital investment is only earned once the investment is included in rate base. No change in the Company's calculation of the interest component in its Rule 8.209 regulatory asset accounts is warranted through the period ended May 31, 2015. Beginning June 1, 2015, interest expense shall be calculated monthly using simple interest (i.e. 11.49% divided by 12, or approximately 0.96% per month) applied to the total value of the Rule 8.209 asset investment (exclusive of interest) until such time the Rule 8.209 regulatory asset is approved for inclusion in the Company's rate base. f. While Atmos and the ACSC Cities agree to apply the treatments and methodologies set forth in this paragraph, subsections (a) — (e) in all future RRM filings, the regulatory authority retains its right to disallow any capital investment that is not shown to be prudently incurred, and any expense not shown to be reasonable and necessary, in future RRM filings. g. Atmos and the ACSC Cities acknowledge that their agreement regarding the treatment and methodologies applicable to Rule 8.209 capital investments under the RRM tariff shall not prejudice the right of either party to argue for different treatments or methodologies in a future statement of intent proceeding. 6. Revenues approved pursuant to Paragraph 1 of the Settlement Agreement include reimbursement of rate case expenses owed to the ACSC Cities in connection with the 2014 RRM filing. 7. The Signatories agree that each ACSC city shall approve this Settlement Agreement and adopt an ordinance or resolution to implement for the ACSC Cities the rates, terms, and conditions reflected in the tariffs attached to the Settlement Agreement as Exhibit A. Atmos and ACSC further agree that at such time as all of the ACSC Cities have passed an ordinance or resolution consistent with the Settlement and Atmos has received such ordinance or resolution, Atmos shall withdraw its appeal of the currently pending RRM filing before the Railroad Commission of Texas in connection with the 2014 RRM filing. 3 Town Council Page 180 of 374 Meeting Date: May 26, 2015 Attachment A 8. Atmos and the ACSC Cities further agree that the express terms of the Rider RRM are supplemental to the filing, notice, regulatory review, or appellate procedural process of the ratemaking provisions of Chapter 104 of the Texas Utilities Code. If the statute requires a mandatory action on behalf of the municipal regulatory authority or Atmos, the parties will follow the provisions of such statute. If the statute allows discretion on behalf of the municipal regulatory authority, the ACSC Cities agree that they shall exercise such discretion in such a way as to implement the provisions of the RRM tariff. If Atmos appeals an action or inaction of an ACSC City regarding an RRM filing to the Railroad Commission, the ACSC Cities agree that they will not oppose the implementation of interim rates or advocate the imposition of a bond by Atmos consistent with the RRM tariff. Atmos agrees that it will make no filings on behalf of its Mid -Tex Division under the provisions of Section 104.301 of the Texas Utilities code while the Rider RRM is in place. In the event that a regulatory authority fails to act or enters an adverse decision regarding the proposed annual RRM adjustment, the Railroad Commission of Texas shall have exclusive appellate jurisdiction, pursuant to the provisions of the Texas Utilities Code, to review the action or inaction of the regulatory authority exercising exclusive original jurisdiction over the RRM request. In addition, the Signatories agree that this Settlement Agreement shall not be construed as a waiver of the ACSC Cities' right to initiate a show cause proceeding or the Company's right to file a Statement of Intent under the provisions of the Texas Utilities Code. 9. The Signatories agree that the terms of the Settlement Agreement are interdependent and indivisible, and that if any ACSC city enters an order that is inconsistent with this Settlement Agreement, then any Signatory may withdraw without being deemed to have waived any procedural right or to have taken any substantive position on any fact or issue by virtue of that Signatory's entry into the Settlement Agreement or its subsequent withdrawal. If any ACSC city rejects this Settlement Agreement, then this Settlement Agreement shall be void ab initio and counsel for the ACSC Cities shall thereafter only take such actions as are in accordance with the Texas Disciplinary Rules of Professional Conduct. 10. The Signatories agree that all negotiations, discussions and conferences related to the Settlement Agreement are privileged, inadmissible, and not relevant to prove any issues associated with Atmos' 2014 RRM filing and 2015 RRM filing. 11. The Signatories agree that neither this Settlement Agreement nor any oral or written statements made during the course of settlement negotiations may be used for any purpose other than as necessary to support the entry by the ACSC Cities of an ordinance or resolution implementing this Settlement Agreement. 12. The Signatories agree that this Settlement Agreement is binding on each Signatory only for the purpose of settling the issues set forth herein and for no other purposes, and, except to the extent the Settlement Agreement governs a Signatory's rights and obligations for future periods, this Settlement Agreement shall not be binding or precedential upon a Signatory outside this proceeding. 4 Town Council Page 181 of 374 Meeting Date: May 26, 2015 Attachment A 13. The Signatories agree that this Settlement Agreement may be executed in multiple counterparts and may be filed with facsimile signatures. 5 Town Council Page 182 of 374 Meeting Date: May 26, 2015 Attachment A Agreed to this 7 day of May, 2015. ATMOS ENERGY CORP., MID-TEX DIVISION f By. or4 _ R2 Jolfn A. Paris President, Mid -Tex Division Town Council Page 183 of 374 Meeting Date: May 26, 2015 Attachment A Agreed to this lb - day of May 2015. ATTORNEY FOR ATMOS CITIES STEERING COMMITTEE, WHOSE MEMBERS INCLUDE THE CITIES OF ABILENE, ADDISON, ALLEN, ALVARADO, ANGUS, ANNA, ARGYLE, ARLINGTON, AUBREY, BEDFORD, BELLMEAD, BENBROOK, BEVERLY HILLS, BLOSSOM, BLUE RIDGE, BOWIE, BOYD, BRIDGEPORT, BROWNWOOD, BUFFALO, BURKBURNETT, BURLESON, CADDO MILLS, CANTON, CARROLLTON, CEDAR HILL, CELESTE, CELINA, CENTERVILLE, CISCO, CLARKSVILLE, CLEBURNE, CLYDE, COLLEGE STATION, COLLEYVILLE, COLORADO CITY, COMANCHE, COMMERCE, COOLIDGE, COPPELL, COPPERAS COVE, CORINTH, CORRAL CITY, CRANDALL, CROWLEY, DALWORTHINGTON GARDENS, DENISON, DESOTO, DUNCANVILLE, EASTLAND, EDGECLIFF VILLAGE, EMORY, ENNIS, EULESS, EVERMAN, FAIRVIEW, FARMERS BRANCH, FARMERSVILLE, FATE, FLOWER MOUND, FOREST HILL, FORT WORTH, FRISCO, FROST, GAINESVILLE, GARLAND, GARRETT, GRAND PRAIRIE, GRAPEVINE, GUNTER, HALTOM CITY, HARKER HEIGHTS, HASKELL, HASLET, HEWITT, HIGHLAND PARK, HIGHLAND VILLAGE, HONEY GROVE, HURST, HUTTO, IOWA PARK, IRVING, JUSTIN, KAUFMAN, KEENE, KELLER, KEMP, KENNEDALE, KERENS, KERRVILLE, KILLEEN, KRUM, LAKE WORTH, LAKESIDE, LANCASTER, LEWISVILLE, LINCOLN PARK, LITTLE ELM, LORENA, MADISONVILLE, MALAKOFF, MANSFIELD, MCKINNEY, MELISSA, MESQUITE, MIDLOTHIAN, MURPHY, NEWARK, NOCONA, NORTH RICHLAND HILLS, NORTHLAKE, OAKLEAF, OVILLA, PALESTINE, PANTEGO, PARIS, PARKER, PECAN HILL, PETROLIA, PLANO, PONDER, POTTSBORO, PROSPER, QUITMAN, RED OAK, RENO (PARKER COUNTY), RICHARDSON, RICHLAND, RICHLAND HILLS, ROANOKE, ROBINSON, ROCKWALL, ROSCOE, ROWLETT, ROYSE CITY, SACHSE, SAGINAW, SANSOM PARK, SEAGOVILLE, SHERMAN, SNYDER, SOUTHLAKE, SPRINGTOWN, STAMFORD, STEPHENVILLE, SULPHUR SPRINGS, SWEETWATER, TEMPLE, TERRELL, THE COLONY, TROPHY CLUB, TYLER, UNIVERSITY PARK, VENUS, VERNON, WACO, WATAUGA, WAXAHACHIE, WESTLAKE, WHITE SETTLEMENT, WHITESBORO, WICHITA FALLS, WOODWAY, AND WYLIE. By: Geoffre ay* Subject to approval by ACSC City Councils VA Town Council Page 184 of 374 Meeting Date: May 26, 2015 Attachment A Exhibit A MID-TEX DIVISION RRC Tariff No: ATMOS ENERGY CORPORATION RATE SCHEDULE: C — COMMERCIAL SALES APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF Rider CEE Surcharge DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 06/01/2015 PAGE: Application Applicable to Commercial Customers for all natural gas provided at one Point of Delivery and measured through one meter and to Industrial Customers with an average annual usage of less than 30,000 Ccf. Type of Service Where service of the type desired by Customer is not already available at the Point of Delivery, additional charges and special contract arrangements between Company and Customer may be required prior to service being furnished. Monthly Rate Customer's monthly bill will be calculated by adding the following Customer and Ccf charges to the amounts due under the riders listed below: Charge Amount Customer Charge per Bill $ 40.00 per month Rider CEE Surcharge $ 0.00 per month' Total Customer Charge $ 40.00 per month Commodity Charge — All Ccf $ 0.08020 per Ccf Gas Cost Recovery: Plus an amount for gas costs and upstream transportation costs calculated in accordance with Part (a) and Part (b), respectively, of Rider GCR. Weather Normalization Adjustment: Plus or Minus an amount for weather normalization calculated in accordance with Rider WNA. Franchise Fee Adjustment: Plus an amount for franchise fees calculated in accordance with Rider FF. Rider FF is only applicable to customers inside the corporate limits of any incorporated municipality. Tax Adjustment: Plus an amount for tax calculated in accordance with Rider TAX. Surcharges: Plus an amount for surcharges calculated in accordance with the applicable rider(s). Agreement An Agreement for Gas Service may be required. Notice Service hereunder and the rates for services provided are subject to the orders of regulatory bodies having jurisdiction and to the Company's Tariff for Gas Service. 1 Reference Rider CEE - Conservation And Energy Efficiency as approved in GUD 10170. Surcharge billing effective July 1, 2014. Town Council Page 185 of 374 Meeting Date: May 26, 2015 Attachment A Exhibit A MID-TEX DIVISION RRC Tariff No: ATMOS ENERGY CORPORATION RATE SCHEDULE: I — INDUSTRIAL SALES APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF First 0 MMBtu to 1,500 MMBtu DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 06/01/2015 PAGE: Application Applicable to Industrial Customers with a maximum daily usage (MDU) of less than 3,500 MMBtu per day for all natural gas provided at one Point of Delivery and measured through one meter. Service for Industrial Customers with an MDU equal to or greater than 3,500 MMBtu per day will be provided at Company's sole option and will require special contract arrangements between Company and Customer. Type of Service Where service of the type desired by Customer is not already available at the Point of Delivery, additional charges and special contract arrangements between Company and Customer may be required prior to service being furnished. Monthly Rate Customer's monthly bill will be calculated by adding the following Customer and MMBtu charges to the amounts due under the riders listed below: Charge Amount Customer Charge per Meter $ 700.00 per month First 0 MMBtu to 1,500 MMBtu $ 0.2937 per MMBtu Next 3,500 MMBtu $ 0.2151 per MMBtu All MMBtu over 5,000 MMBtu $ 0.0461 per MMBtu Gas Cost Recovery: Plus an amount for gas costs and upstream transportation costs calculated in accordance with Part (a) and Part (b), respectively, of Rider GCR. Franchise Fee Adjustment: Plus an amount for franchise fees calculated in accordance with Rider FF. Rider FF is only applicable to customers inside the corporate limits of any incorporated municipality. Tax Adjustment: Plus an amount for tax calculated in accordance with Rider TAX. Surcharges: Plus an amount for surcharges calculated in accordance with the applicable rider(s). Curtailment Overpull Fee Upon notification by Company of an event of curtailment or interruption of Customer's deliveries, Customer will, for each MMBtu delivered in excess of the stated level of curtailment or interruption, pay Company 200% of the midpoint price for the Katy point listed in Platts Gas Daily published for the applicable Gas Day in the table entitled "Daily Price Survey." Replacement Index In the event the "midpoint" or "common" price for the Katy point listed in Platts Gas Daily in the table entitled "Daily Price Survey" is no longer published, Company will calculate the applicable imbalance fees utilizing a daily price index recognized as authoritative by the natural gas industry and most closely approximating the applicable index. Town Council Page 186 of 374 Meeting Date: May 26, 2015 Attachment A Exhibit A MID-TEX DIVISION RRC Tariff No: ATMOS ENERGY CORPORATION RATE SCHEDULE: I — INDUSTRIAL SALES APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 06/01/2015 PAGE: Agreement An Agreement for Gas Service may be required. Notice Service hereunder and the rates for services provided are subject to the orders of regulatory bodies having jurisdiction and to the Company's Tariff for Gas Service. Special Conditions In order to receive service under Rate I, Customer must have the type of meter required by Company. Customer must pay Company all costs associated with the acquisition and installation of the meter. Town Council Page 187 of 374 Meeting Date: May 26, 2015 Attachment A Exhibit A MID-TEX DIVISION RRC Tariff No: ATMOS ENERGY CORPORATION RATE SCHEDULE: R — RESIDENTIAL SALES APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF Rider CEE Surcharge DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 06/01/2015 PAGE: Application Applicable to Residential Customers for all natural gas provided at one Point of Delivery and measured through one meter. Type of Service Where service of the type desired by Customer is not already available at the Point of Delivery, additional charges and special contract arrangements between Company and Customer may be required prior to service being furnished. Monthly Rate Customer's monthly bill will be calculated by adding the following Customer and Ccf charges to the amounts due under the riders listed below: Charge Amount Customer Charge per Bill $ 18.60 per month Rider CEE Surcharge $ 0.02 per month' Total Customer Charge $ 18.62 per month Commodity Charge — All Ccf $0.09931 per Ccf Gas Cost Recovery: Plus an amount for gas costs and upstream transportation costs calculated in accordance with Part (a) and Part (b), respectively, of Rider GCR. Weather Normalization Adjustment: Plus or Minus an amount for weather normalization calculated in accordance with Rider WNA. Franchise Fee Adjustment: Plus an amount for franchise fees calculated in accordance with Rider FF. Rider FF is only applicable to customers inside the corporate limits of any incorporated municipality. Tax Adjustment: Plus an amount for tax calculated in accordance with Rider TAX. Surcharges: Plus an amount for surcharges calculated in accordance with the applicable rider(s). Agreement An Agreement for Gas Service may be required. Notice Service hereunder and the rates for services provided are subject to the orders of regulatory bodies having jurisdiction and to the Company's Tariff for Gas Service. 'Reference Rider CEE -Conservation And Energy Efficiency as approved in GUD 10170. Surcharge billing effective July 1, 2014. Town Council Page 188 of 374 Meeting Date: May 26, 2015 Attachment A Exhibit A MID-TEX DIVISION RRC Tariff No: ATMOS ENERGY CORPORATION RATE SCHEDULE: T — TRANSPORTATION APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF First 0 MMBtu to 1,500 MMBtu DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 06/01/2015 PAGE: Application Applicable, in the event that Company has entered into a Transportation Agreement, to a customer directly connected to the Atmos Energy Corp., Mid -Tex Division Distribution System (Customer) for the transportation of all natural gas supplied by Customer or Customer's agent at one Point of Delivery for use in Customer's facility. Type of Service Where service of the type desired by Customer is not already available at the Point of Delivery, additional charges and special contract arrangements between Company and Customer may be required prior to service being furnished. Monthly Rate Customer's bill will be calculated by adding the following Customer and MMBtu charges to the amounts and quantities due under the riders listed below: Charge Amount Customer Charge per Meter $ 700.00 per month First 0 MMBtu to 1,500 MMBtu $ 0.2937 per MMBtu Next 3,500 MMBtu $ 0.2151 per MMBtu All MMBtu over 5,000 MMBtu $ 0.0461 per MMBtu Upstream Transportation Cost Recovery: Plus an amount for upstream transportation costs in accordance with Part (b) of Rider GCR. Retention Adjustment: Plus a quantity of gas as calculated in accordance with Rider RA. Franchise Fee Adjustment: Plus an amount for franchise fees calculated in accordance with Rider FF. Rider FF is only applicable to customers inside the corporate limits of any incorporated municipality. Tax Adjustment: Plus an amount for tax calculated in accordance with Rider TAX. Surcharges: Plus an amount for surcharges calculated in accordance with the applicable rider(s). Imbalance Fees All fees charged to Customer under this Rate Schedule will be charged based on the quantities determined under the applicable Transportation Agreement and quantities will not be aggregated for any Customer with multiple Transportation Agreements for the purposes of such fees. Monthly Imbalance Fees Customer shall pay Company the greater of (i) $0.10 per MMBtu, or (ii) 150% of the difference per MMBtu between the highest and lowest "midpoint" price for the Katy point listed in Platts Gas Daily in the table entitled "Daily Price Survey" during such month, for the MMBtu of Customer's monthly Cumulative Imbalance, as defined in the applicable Transportation Agreement, at the end of each month that exceeds 10% of Customer's receipt quantities for the month. Town Council Page 189 of 374 Meeting Date: May 26, 2015 Attachment A Exhibit A MID-TEX DIVISION RRC Tariff No: ATMOS ENERGY CORPORATION RATE SCHEDULE: T — TRANSPORTATION APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 06/01/2015 PAGE: Curtailment Overpull Fee Upon notification by Company of an event of curtailment or interruption of Customer's deliveries, Customer will, for each MMBtu delivered in excess of the stated level of curtailment or interruption, pay Company 200% of the midpoint price for the Katy point listed in Platts Gas Daily published for the applicable Gas Day in the table entitled "Daily Price Survey." Replacement Index In the event the "midpoint" or "common" price for the Katy point listed in Platts Gas Daily in the table entitled "Daily Price Survey" is no longer published, Company will calculate the applicable imbalance fees utilizing a daily price index recognized as authoritative by the natural gas industry and most closely approximating the applicable index. Agreement A transportation agreement is required. Notice Service hereunder and the rates for services provided are subject to the orders of regulatory bodies having jurisdiction and to the Company's Tariff for Gas Service. Special Conditions In order to receive service under Rate T, customer must have the type of meter required by Company. Customer must pay Company all costs associated with the acquisition and installation of the meter. Town Council Page 190 of 374 Meeting Date: May 26, 2015 Attachment A Exhibit A MID-TEX DIVISION ATMOS ENERGY CORPORATION RIDER: WNA —WEATHER NORMALIZATION ADJUSTMENT APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 11/01/2015 PAGE: Provisions for Adjustment The Commodity Charge per Ccf (100 cubic feet) for gas service set forth in any Rate Schedules utilized by the cities of the Mid -Tex Division service area for determining normalized winter period revenues shall be adjusted by an amount hereinafter described, which amount is referred to as the "Weather Normalization Adjustment." The Weather Normalization Adjustment shall apply to all temperature sensitive residential and commercial bills based on meters read during the revenue months of November through April. The five regional weather stations are Abilene, Austin, Dallas, Waco, and Wichita Falls. Computation of Weather Normalization Adjustment The Weather Normalization Adjustment Factor shall be computed to the nearest one-hundredth cent per Ccf by the following formula: (HSFi x (NDD-ADD) ) WNAFi = Ri (BLi + (HSFi x ADD) ) Where i = any particular Rate Schedule or billing classification within any such particular Rate Schedule that contains more than one billing classification WNAFi = Weather Normalization Adjustment Factor for the ith rate schedule or classification expressed in cents per Ccf Ri = Commodity Charge rate of temperature sensitive sales for the ith schedule or classification. HSFi = heat sensitive factor for the ith schedule or classification divided by the average bill count in that class NDD = billing cycle normal heating degree days calculated as the simple ten-year average of actual heating degree days. ADD = billing cycle actual heating degree days. Bli = base load sales for the ith schedule or classification divided by the average bill count in that class The Weather Normalization Adjustment for the jth customer in ith rate schedule is computed as: WNA; _ WNAFi x qij Where qij is the relevant sales quantity for the jth customer in ith rate schedule. Town Council Page 191 of 374 Meeting Date: May 26, 2015 Attachment A Exhibit A MID-TEX DIVISION ATMOS ENERGY CORPORATION RIDER: WNA —WEATHER NORMALIZATION ADJUSTMENT APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 11/01/2015 PAGE: Base Use/Heat Use Factors Weather Normalization Adiustment (WNA) Report On or before June 1 of each year, the company posts on its website at atmosenergy.com/mtx-wna, in Excel format, a Weather Normalization Adjustment (WNA) Report to show how the company calculated its WNAs factor during the preceding winter season. Additionally, on or before June 1 of each year, the company files one hard copy and a Excel version of the WNA Report with the Railroad Commission of Texas' Gas Services Division, addressed to the Director of that Division. Town Council Page 192 of 374 Meeting Date: May 26, 2015 Residential Commercial Base use Heat use Base use Heat use Weather Station Ccf Ccf/HDD Ccf Ccf/HDD Abilene 10.22 0.1404 98.80 0.6372 Austin 11.59 0.1443 213.62 0.7922 Dallas 14.12 0.2000 208.11 0.9085 Waco 9.74 0.1387 130.27 0.6351 Wichita 11.79 0.1476 122.35 0.5772 Falls Weather Normalization Adiustment (WNA) Report On or before June 1 of each year, the company posts on its website at atmosenergy.com/mtx-wna, in Excel format, a Weather Normalization Adjustment (WNA) Report to show how the company calculated its WNAs factor during the preceding winter season. Additionally, on or before June 1 of each year, the company files one hard copy and a Excel version of the WNA Report with the Railroad Commission of Texas' Gas Services Division, addressed to the Director of that Division. Town Council Page 192 of 374 Meeting Date: May 26, 2015 WE L x W W a% I- U D O U) LL N X CC � � M Q m � U W �aU a0a cj� Of Oa0 } Z 0 Q Z W W W Q� W O LU~ W (n � :E R W QILf- O LL O O IX a R, Town Council 17 0 ILL al O L 0 0 as Q a) a) � 0-0 U J � LO C14 !N, 0 O 'I` r. Cq x x (a a� CU m a� c m (D D 0 r .3 d)) d)) C: c r N M It LO Attachment A Page 193 of 374 Meeting Date: May 26, 2015 V) O r 0 0 0 I r r N o m o NO 0 rn r v �U N -CA�C005NNO Oc O OI-C)OO O0 X Clx O CL W 00 00 M v O N O N v O O N (O CO O to CO r (O CO 00 M M N M N M r 0) O N r ti 0 LO V �- N 000 '-T00 O C N V CO N (O CA (O OWM(OMN (M Oda) 00tH cJ (N LN a V). H9 V). EA U3, V9, V9 Vi Vt OM y 00 N N r M I- to 00 CO (O O to (n O CO O c y MMtna�.-OOtiN ON r M C) V O N h N W U)d'OMN V V 0 a a a (n CAC M O O 00 N r r F- 000 p N> (O O N r O M c tlUo r _c LL ILL LL C9 EA ffi Efi Efi Efi 6F fA fA 000 COr'N,OtnI`rr� 000 000 -01 tnCO00NMM.O(0 v7 o6MM000'�NNO Caro o o,m000 0 0 0 ° � L L L a a a W3tR61}EAEi}69W9d9 0 0 o CO N I` 0) 0 O to O U) to O to W M r M M M M M N C 0) 't (fl a) r CO r 0 0 O r N N ti W 0 0 0 Co 00 O O U O O L a U ER (A fA to (A fit (ii 69 (0 N (0 -4 0 0) 0 O fl- (0 r ICON - N O c V (O M V N rtn000O0V 0 CO 00 (O LO CO O v a)rMOtor0Mti�NNO C E c-) c,4 O) v O O O (0 O O O a) a) v N d r 0 O >•`Oo'r� aM�� U tY 0 ti r F -H 6 M CO m Z 0 O 0)� CJ) L r N M U) L L L L L O a) () a) C: M m E Uc a) (Mo rngrnrnrn E 0 5 —' O7 a m (a (a n s ti c .2- E U U U U x J O C Q l (n M 0 Cn 0 O O Z a) mU0]UL aQa inti _'0 C m•f°�c E E E �m•m(gU00� 0 I �o c> E v�tY c c vOi c c c E EoOODUU 0 r Uo m 0 ofU cZ W OfOU0006obco UO r N N N N N N N N N N N Page 193 of 374 Meeting Date: May 26, 2015 u 2 W a% I- U D O U) LL N >X cc - � � M Q 1- O m � U W �aU a0a cj� Of Oa0 } Z 0 Q Z W W W Q� W O LU~ W (n � :E R W Q LL O LL O O m CL m Town Council 17 LL � LO L!N, 0 O 'tom r. G 04 1 x x CU a) CU m a) C m () m D 0 r .3 d) d)) C: c I N M It to Page 194 of 374 Meeting Date: May 26, 2015 V)O I 0 0 0 1.-1 r a) y (0 ce) a CVO O rC QM: 0 �U �0�00C5NNO Oc O OI�OOO (nO Q O CL x W 00 00 O) V O N O N V O 0) N (O CO 0 to CO I (O CO 00 M M N M N M I 0) O N I ti 0 LO V I N 000 '-T00 O C 04 V CO N (0 CD (0 OWM(OMN (M Oa a) CO LOct (N LN a V). H9 V). EA U3, V9, V9 Vi Vt OM V 00 N LO r M I- to 00 CO CO O to to O CO O c y MMtna).-OOtiN y N - 0 0 ct O N h N 00 U) d' O M N V V 0 a a a O CA C M O O M N F- OOO p (0 > (OON� O c c a U o _c LL ILL LL 69 EA ffi Efi Efi Efi 6F fA fA 000 CONOLOr-I 000 tp CO 00 N CO CO t0 (D v7 oOa)M000'cnNNO Caro o o,m000 0 0 0 ° � L L L a a a W3tR61}EAEi}6909d9 0 0 0 ONI`O0OLOO U) K) O to M M M M M M N C 0 V (0 a) 0 M I O O N N ti W O 0 0 Co 00 U O U O O L a U Cf> (A fA to (A fit (ii 69 CD N O O m 0 0� 0 r I CO (N- N O c V (.0 M V N I LO W 0 C) 0 V 00 00 CO (D 6 m O v O-(MOtn IOMti�NNo C E c-) c,4 O) V O O O 0 O O O O a) v r . O O >.�cov�� aM�� U tY 0 ti F- mH mm Z 0 O 0)� mL 1 N M U) L L L L L O a) () a) 0 m C: M m E Uc a) �0 rngrnrnrn E 0 m O7 d m (a (a n s ti c .2- E U U U U x J O C Q l M 0 Cn 0 O O (n Z a) COOUmU c aQa hili C: c6 « (9 T U EEE a) I 0 •O c •O 7 7 7 �U c> E v�tY c c vOi c c c E EoOODUU 0 mo m 0 ofU cZ W OfOU0006obco UO Page 194 of 374 Meeting Date: May 26, 2015 Attachment C MID-TEX DIVISION RRC Tariff No: ATMOS ENERGY CORPORATION RATE SCHEDULE: C — COMMERCIAL SALES APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF Rider CEE Surcharge DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 06/01/2015 PAGE: Application Applicable to Commercial Customers for all natural gas provided at one Point of Delivery and measured through one meter and to Industrial Customers with an average annual usage of less than 30,000 Ccf. Type of Service Where service of the type desired by Customer is not already available at the Point of Delivery, additional charges and special contract arrangements between Company and Customer may be required prior to service being furnished. Monthly Rate Customer's monthly bill will be calculated by adding the following Customer and Ccf charges to the amounts due under the riders listed below: Charge Amount Customer Charge per Bill $ 40.00 per month Rider CEE Surcharge $ 0.00 per month' Total Customer Charge $ 40.00 per month Commodity Charge — All Ccf $ 0.08020 per Ccf Gas Cost Recovery: Plus an amount for gas costs and upstream transportation costs calculated in accordance with Part (a) and Part (b), respectively, of Rider GCR. Weather Normalization Adjustment: Plus or Minus an amount for weather normalization calculated in accordance with Rider WNA. Franchise Fee Adjustment: Plus an amount for franchise fees calculated in accordance with Rider FF. Rider FF is only applicable to customers inside the corporate limits of any incorporated municipality. Tax Adjustment: Plus an amount for tax calculated in accordance with Rider TAX. Surcharges: Plus an amount for surcharges calculated in accordance with the applicable rider(s). Agreement An Agreement for Gas Service may be required. Notice Service hereunder and the rates for services provided are subject to the orders of regulatory bodies having jurisdiction and to the Company's Tariff for Gas Service. 1 Reference Rider CEE - Conservation And Energy Efficiency as approved in GUD 10170. Surcharge billing effective July 1, 2014. Town Council Page 195 of 374 Meeting Date: May 26, 2015 Attachment C MID-TEX DIVISION RRC Tariff No: ATMOS ENERGY CORPORATION RATE SCHEDULE: I — INDUSTRIAL SALES APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF First 0 MMBtu to 1,500 MMBtu DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 06/01/2015 PAGE: Application Applicable to Industrial Customers with a maximum daily usage (MDU) of less than 3,500 MMBtu per day for all natural gas provided at one Point of Delivery and measured through one meter. Service for Industrial Customers with an MDU equal to or greater than 3,500 MMBtu per day will be provided at Company's sole option and will require special contract arrangements between Company and Customer. Type of Service Where service of the type desired by Customer is not already available at the Point of Delivery, additional charges and special contract arrangements between Company and Customer may be required prior to service being furnished. Monthly Rate Customer's monthly bill will be calculated by adding the following Customer and MMBtu charges to the amounts due under the riders listed below: Charge Amount Customer Charge per Meter $ 700.00 per month First 0 MMBtu to 1,500 MMBtu $ 0.2937 per MMBtu Next 3,500 MMBtu $ 0.2151 per MMBtu All MMBtu over 5,000 MMBtu $ 0.0461 per MMBtu Gas Cost Recovery: Plus an amount for gas costs and upstream transportation costs calculated in accordance with Part (a) and Part (b), respectively, of Rider GCR. Franchise Fee Adjustment: Plus an amount for franchise fees calculated in accordance with Rider FF. Rider FF is only applicable to customers inside the corporate limits of any incorporated municipality. Tax Adjustment: Plus an amount for tax calculated in accordance with Rider TAX. Surcharges: Plus an amount for surcharges calculated in accordance with the applicable rider(s). Curtailment Overpull Fee Upon notification by Company of an event of curtailment or interruption of Customer's deliveries, Customer will, for each MMBtu delivered in excess of the stated level of curtailment or interruption, pay Company 200% of the midpoint price for the Katy point listed in Platts Gas Daily published for the applicable Gas Day in the table entitled "Daily Price Survey." Replacement Index In the event the "midpoint" or "common" price for the Katy point listed in Platts Gas Daily in the table entitled "Daily Price Survey" is no longer published, Company will calculate the applicable imbalance fees utilizing a daily price index recognized as authoritative by the natural gas industry and most closely approximating the applicable index. Town Council Page 196 of 374 Meeting Date: May 26, 2015 MID-TEX DIVISION ATMOS ENERGY CORPORATION Attachment C RRC Tariff No: RATE SCHEDULE: I — INDUSTRIAL SALES APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 06/01/2015 PAGE: Agreement An Agreement for Gas Service may be required. Notice Service hereunder and the rates for services provided are subject to the orders of regulatory bodies having jurisdiction and to the Company's Tariff for Gas Service. Special Conditions In order to receive service under Rate I, Customer must have the type of meter required by Company. Customer must pay Company all costs associated with the acquisition and installation of the meter. Town Council Page 197 of 374 Meeting Date: May 26, 2015 Attachment C MID-TEX DIVISION RRC Tariff No: ATMOS ENERGY CORPORATION RATE SCHEDULE: R — RESIDENTIAL SALES APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF Rider CEE Surcharge DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 06/01/2015 PAGE: Application Applicable to Residential Customers for all natural gas provided at one Point of Delivery and measured through one meter. Type of Service Where service of the type desired by Customer is not already available at the Point of Delivery, additional charges and special contract arrangements between Company and Customer may be required prior to service being furnished. Monthly Rate Customer's monthly bill will be calculated by adding the following Customer and Ccf charges to the amounts due under the riders listed below: Charge Amount Customer Charge per Bill $ 18.60 per month Rider CEE Surcharge $ 0.02 per month' Total Customer Charge $ 18.62 per month Commodity Charge — All Ccf $0.09931 per Ccf Gas Cost Recovery: Plus an amount for gas costs and upstream transportation costs calculated in accordance with Part (a) and Part (b), respectively, of Rider GCR. Weather Normalization Adjustment: Plus or Minus an amount for weather normalization calculated in accordance with Rider WNA. Franchise Fee Adjustment: Plus an amount for franchise fees calculated in accordance with Rider FF. Rider FF is only applicable to customers inside the corporate limits of any incorporated municipality. Tax Adjustment: Plus an amount for tax calculated in accordance with Rider TAX. Surcharges: Plus an amount for surcharges calculated in accordance with the applicable rider(s). Agreement An Agreement for Gas Service may be required. Notice Service hereunder and the rates for services provided are subject to the orders of regulatory bodies having jurisdiction and to the Company's Tariff for Gas Service. 'Reference Rider CEE -Conservation And Energy Efficiency as approved in GUD 10170. Surcharge billing effective July 1, 2014. Town Council Page 198 of 374 Meeting Date: May 26, 2015 Attachment C MID-TEX DIVISION RRC Tariff No: ATMOS ENERGY CORPORATION RATE SCHEDULE: T — TRANSPORTATION APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF First 0 MMBtu to 1,500 MMBtu DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 06/01/2015 PAGE: Application Applicable, in the event that Company has entered into a Transportation Agreement, to a customer directly connected to the Atmos Energy Corp., Mid -Tex Division Distribution System (Customer) for the transportation of all natural gas supplied by Customer or Customer's agent at one Point of Delivery for use in Customer's facility. Type of Service Where service of the type desired by Customer is not already available at the Point of Delivery, additional charges and special contract arrangements between Company and Customer may be required prior to service being furnished. Monthly Rate Customer's bill will be calculated by adding the following Customer and MMBtu charges to the amounts and quantities due under the riders listed below: Charge Amount Customer Charge per Meter $ 700.00 per month First 0 MMBtu to 1,500 MMBtu $ 0.2937 per MMBtu Next 3,500 MMBtu $ 0.2151 per MMBtu All MMBtu over 5,000 MMBtu $ 0.0461 per MMBtu Upstream Transportation Cost Recovery: Plus an amount for upstream transportation costs in accordance with Part (b) of Rider GCR. Retention Adjustment: Plus a quantity of gas as calculated in accordance with Rider RA. Franchise Fee Adjustment: Plus an amount for franchise fees calculated in accordance with Rider FF. Rider FF is only applicable to customers inside the corporate limits of any incorporated municipality. Tax Adjustment: Plus an amount for tax calculated in accordance with Rider TAX. Surcharges: Plus an amount for surcharges calculated in accordance with the applicable rider(s). Imbalance Fees All fees charged to Customer under this Rate Schedule will be charged based on the quantities determined under the applicable Transportation Agreement and quantities will not be aggregated for any Customer with multiple Transportation Agreements for the purposes of such fees. Monthly Imbalance Fees Customer shall pay Company the greater of (i) $0.10 per MMBtu, or (ii) 150% of the difference per MMBtu between the highest and lowest "midpoint" price for the Katy point listed in Platts Gas Daily in the table entitled "Daily Price Survey" during such month, for the MMBtu of Customer's monthly Cumulative Imbalance, as defined in the applicable Transportation Agreement, at the end of each month that exceeds 10% of Customer's receipt quantities for the month. Town Council Page 199 of 374 Meeting Date: May 26, 2015 MID-TEX DIVISION ATMOS ENERGY CORPORATION Attachment C RRC Tariff No: RATE SCHEDULE: T — TRANSPORTATION APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 06/01/2015 PAGE: Curtailment Overpull Fee Upon notification by Company of an event of curtailment or interruption of Customer's deliveries, Customer will, for each MMBtu delivered in excess of the stated level of curtailment or interruption, pay Company 200% of the midpoint price for the Katy point listed in Platts Gas Daily published for the applicable Gas Day in the table entitled "Daily Price Survey." Replacement Index In the event the "midpoint" or "common" price for the Katy point listed in Platts Gas Daily in the table entitled "Daily Price Survey" is no longer published, Company will calculate the applicable imbalance fees utilizing a daily price index recognized as authoritative by the natural gas industry and most closely approximating the applicable index. Agreement A transportation agreement is required. Notice Service hereunder and the rates for services provided are subject to the orders of regulatory bodies having jurisdiction and to the Company's Tariff for Gas Service. Special Conditions In order to receive service under Rate T, customer must have the type of meter required by Company. Customer must pay Company all costs associated with the acquisition and installation of the meter. Town Council Page 200 of 374 Meeting Date: May 26, 2015 Attachment C MID-TEX DIVISION ATMOS ENERGY CORPORATION RIDER: WNA —WEATHER NORMALIZATION ADJUSTMENT APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 11/01/2015 PAGE: Provisions for Adjustment The Commodity Charge per Ccf (100 cubic feet) for gas service set forth in any Rate Schedules utilized by the cities of the Mid -Tex Division service area for determining normalized winter period revenues shall be adjusted by an amount hereinafter described, which amount is referred to as the "Weather Normalization Adjustment." The Weather Normalization Adjustment shall apply to all temperature sensitive residential and commercial bills based on meters read during the revenue months of November through April. The five regional weather stations are Abilene, Austin, Dallas, Waco, and Wichita Falls. Computation of Weather Normalization Adjustment The Weather Normalization Adjustment Factor shall be computed to the nearest one-hundredth cent per Ccf by the following formula: (HSFi x (NDD-ADD) ) WNAFi = Ri (BLi + (HSFi x ADD) ) Where i = any particular Rate Schedule or billing classification within any such particular Rate Schedule that contains more than one billing classification WNAFi = Weather Normalization Adjustment Factor for the ith rate schedule or classification expressed in cents per Ccf Ri = Commodity Charge rate of temperature sensitive sales for the ith schedule or classification. HSFi = heat sensitive factor for the ith schedule or classification divided by the average bill count in that class NDD = billing cycle normal heating degree days calculated as the simple ten-year average of actual heating degree days. ADD = billing cycle actual heating degree days. Bli = base load sales for the ith schedule or classification divided by the average bill count in that class The Weather Normalization Adjustment for the jth customer in ith rate schedule is computed as: WNA; _ WNAFi x qij Where qij is the relevant sales quantity for the jth customer in ith rate schedule. Town Council Page 201 of 374 Meeting Date: May 26, 2015 Attachment C MID-TEX DIVISION ATMOS ENERGY CORPORATION RIDER: WNA —WEATHER NORMALIZATION ADJUSTMENT APPLICABLE TO: ALL CUSTOMERS IN THE MID-TEX DIVISION EXCEPT THE CITY OF DALLAS AND UNINCORPORATED AREAS EFFECTIVE DATE: Bills Rendered on or after 11/01/2015 PAGE: Base Use/Heat Use Factors Weather Normalization Adiustment (WNA) Report On or before June 1 of each year, the company posts on its website at atmosenergy.com/mtx-wna, in Excel format, a Weather Normalization Adjustment (WNA) Report to show how the company calculated its WNAs factor during the preceding winter season. Additionally, on or before June 1 of each year, the company files one hard copy and a Excel version of the WNA Report with the Railroad Commission of Texas' Gas Services Division, addressed to the Director of that Division. Town Council Page 202 of 374 Meeting Date: May 26, 2015 Residential Commercial Base use Heat use Base use Heat use Weather Station Ccf Ccf/HDD Ccf Ccf/HDD Abilene 10.22 0.1404 98.80 0.6372 Austin 11.59 0.1443 213.62 0.7922 Dallas 14.12 0.2000 208.11 0.9085 Waco 9.74 0.1387 130.27 0.6351 Wichita 11.79 0.1476 122.35 0.5772 Falls Weather Normalization Adiustment (WNA) Report On or before June 1 of each year, the company posts on its website at atmosenergy.com/mtx-wna, in Excel format, a Weather Normalization Adjustment (WNA) Report to show how the company calculated its WNAs factor during the preceding winter season. Additionally, on or before June 1 of each year, the company files one hard copy and a Excel version of the WNA Report with the Railroad Commission of Texas' Gas Services Division, addressed to the Director of that Division. Town Council Page 202 of 374 Meeting Date: May 26, 2015 z L OF fn >_ L ❑C X L W rt ❑ LL L aL O� rL LY W L z L W L U F 0i j o N M Li W - m 1 LU W 1 U W ❑ f O i❑ 1 Z W :Q w it M -w �r G1 C R _ a o � LL C IL w� m ❑ d m W N E > CO r CL c CL -a v m g y X a W C A a O O O CL LL v :- C y C 16 E d o Uy LL N C m CO a v = CO i 16 O N a Q m 0 a a d C Z J Ln V O O � M CO 61> Oo � o LO o O O lzto M C M C N C O fA CO LO C Ln C �R c CO M �I,II IM CO LO mi -ti -11 11 LO O c0 O O I� Cl N Ln m CO CO O U m CO o 00 0 M M CO M9 M N f� � O 0 I- O c0 I� CO LO cc CO O O O 1- O M CO O LL) N N CO COpli O O O C-0 r; N K3 EF "cli fH I- CO (0 (0 0 O cc 0 N o OC o VI, Ea M 1- 0 0 N Town Council Page 203 of 374 Meeting Date: May 26, 2015 00 �o 00 0 0 I- O c0 I� CO O CO Ln O Ln M M Ln Lf) CO O O O 1- O M CO O LL) CO CO CO COpli in° CO C-0 r; o v "cli I- O (0 (0 O cc N CO c0 (» <» E» VI, Ea us e3 (» M o - o o O o N (0 O N N O N O O O N N O O N CO (0 N O c0 N I- O M R �7 cj O O O O P O O M O CO O V N N N N N N Efl (A 6s 6s 6q Hi E9 fA 0 0N o a O O Nn O O O O M O O M M N O m O O 7 O V M CO (0 Ln O LO Ln LO Ln CO Ln O V In O In Ln Ln O O m CO O N Ln O (0 N N N N N N ER fA va E9 V) E9 E9 EF} 0 0 U "O N N > O U 0)o _ > d U ry N CO LC N 7 U C O O N "O d CL 7 d O d N N O LLL N _ N y J N a O C O J C CL c6 O co O r O U Q. @ U X N > Q CL CL (o � ,.. v w -L- M - - C O � = N N \' O x O v F CQ 7 O J C L N r-- N CO 2 v CO N Q CL. U C X J X J X N 3 X c O o 7 .O+ c c C w+ `o � CO F F _0 N Q N O N c >>O O@ >O U O 0 N J C J J p N > U> rn 0 @ Ln p U + y O C O C O + N Q U N U O .N n 0� N O 5 O W c 3 0 3 a Z c ) CL c CL [L a LL LL c N o � o y c o> a m m E a o n ��U� x w m m d U p o' c E Ea ma n 'Q 'a CU CO 0 LL U¢ LLLU0 LL of y ro�Fo-� O w U U N M 7 L17 O I� 0 0 �2 7� �2 O O O) O N M 7 N N N N N Town Council Page 203 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB, TEXAS ORDINANCE NO. 2015-10 AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, APPROVING A NEGOTIATED SETTLEMENT BETWEEN THE ATMOS CITIES STEERING COMMITTEE ("ACSC") AND ATMOS ENERGY CORP., MID-TEX DIVISION REGARDING THE COMPANY'S 2014 AND 2015 RATE REVIEW MECHANISM FILINGS; APPROVING A SETTLEMENT AGREEMENT WITH ATTACHED RATE TARIFFS AND PROOF OF REVENUES; DECLARING EXISTING RATES TO BE UNREASONABLE; ADOPTING TARIFFS THAT REFLECT RATE ADJUSTMENTS CONSISTENT WITH THE NEGOTIATED SETTLEMENT; FINDING THE RATES TO BE SET BY THE SETTLEMENT TARIFFS TO BE JUST AND REASONABLE AND IN THE PUBLIC INTEREST; REQUIRING THE COMPANY TO REIMBURSE ACSC'S REASONABLE RATEMAKING EXPENSES; DETERMINING THAT THIS ORDINANCE WAS PASSED IN ACCORDANCE WITH THE REQUIREMENTS OF THE TEXAS OPEN MEETINGS ACT; ADOPTING A SAVINGS CLAUSE; DECLARING AN EFFECTIVE DATE; AND REQUIRING DELIVERY OF THIS ORDINANCE TO THE COMPANY AND THE ACSC'S LEGAL COUNSEL. WHEREAS, the Town of Trophy Club, Texas ("Town") is a gas utility customer of Atmos Energy Corp., Mid -Tex Division ("Atmos Mid -Tex" or "Company"), and a regulatory authority with an interest in the rates and charges of Atmos; and WHEREAS, the Town is a member of the Atmos Cities Steering Committee ("ACSC"), a coalition of similarly -situated cities served by Atmos Mid -Tex ("ACSC Cities") that have joined together to facilitate the review of and response to natural gas issues affecting rates charged in the Atmos Mid -Tex service area; and WHEREAS, ACSC and the Company worked collaboratively to develop a new Rate Review Mechanism ("RRM") tariff that allows for an expedited rate review process by ACSC Cities as a substitute to the Gas Reliability Infrastructure Program ("GRIP") process instituted by the Legislature, and that will establish rates for the ACSC Cities based on the system -wide cost of serving the Atmos Mid -Tex Division; and WHEREAS, the initial RRM Tariff was in effect for four (4) years; and WHEREAS, ACSC Cities and Atmos Mid -Tex entered into another settlement agreement and revised the RRM Tariff; and WHEREAS, ACSC Cities and Atmos Mid -Tex compromised and reached agreements on the amount of the rate increases to be in effect for the RRM Tariff filings for 2012 and 2013; and ORD 2015-10 1 Town Council Page 204 of 374 Meeting Date: May 26, 2015 WHEREAS, ACSC Cities and Atmos Mid -Tex were unable to reach an agreement on the 2014 RRM Tariff filing, resulting in the ACSC Cities' rejection of the 2014 RRM filing; and WHEREAS, Atmos Mid -Tex appealed the ACSC Cities' actions rejecting its 2014 RRM filing to the Railroad Commission of Texas ("Commission"), pursuant to the provisions of the RRM Tariff; and WHEREAS, Atmos Mid -Tex and ACSC litigated the appeal of the 2014 RRM filing at the Commission; and WHEREAS, on February 27, 2015, Atmos Mid -Tex filed its 2015 RRM Tariff filing, requesting to increase natural gas base rates system -wide by $28.762 million; and WHEREAS, ACSC coordinated its review of Atmos Mid -Tex RRM filing through its Executive Committee, assisted by ACSC's attorneys and consultants, to resolve issues identified in the Company's RRM filing; and WHEREAS, Atmos Mid -Tex has agreed to withdraw its appeal of ACSC's rejection of its 2014 RRM Tariff rate increase; and WHEREAS, the Executive Committee, as well as ACSC's counsel and consultants, recommend that ACSC Cities approve the attached Settlement Agreement (Attachment A to this Ordinance) as well as the tariffs attached thereto, resolving both the 2014 and the 2015 RRM Tariff filings, which together will increase the Company's revenues by $65.7 million over the amount allowed under Town -approved rates set in 2013; and WHEREAS, the attached tariffs implementing new rates are consistent with the negotiated Settlement Agreement and are just, reasonable, and in the public interest; and WHEREAS, the RRM Tariff should be renewed for a period of time commencing in 2016 and continuing until the RRM Tariff is suspended by ordinance of the Town; and WHEREAS, the RRM Tariff contemplates reimbursement of ACSC's reasonable expenses associated with RRM applications; NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: Section 1. That the findings set forth in this Ordinance are hereby in all things approved. ORD 2015-10 2 Town Council Page 205 of 374 Meeting Date: May 26, 2015 Section 2. That the Town Council finds that the Settlement Agreement (Attachment A to this Ordinance) represents a comprehensive settlement of gas utility rate issues affecting the rates, operations, and services offered by Atmos Mid -Tex within the municipal limits arising from Atmos Mid-Tex's 2014 and 2015 RRM filings, is in the public interest, and is consistent with the Town's authority under Section 103.001 of the Texas Utilities Code. Section 3. That the existing rates for natural gas service provided by Atmos Mid -Tex are unreasonable. The new tariffs attached hereto and incorporated herein as Attachment C, are just and reasonable, and are designed to allow Atmos Mid -Tex to recover annually an additional $65.7 million in revenue over the amount allowed under currently approved rates, or $21 million over currently -billed rates, as shown in the Proof of Revenues attached hereto and incorporated herein as Attachment B; such tariffs are hereby adopted. Section 4. That the ratemaking treatment for pensions and other post - employment benefits in Atmos' next RRM filing shall be as set forth on Attachment D, attached hereto and incorporated herein. Section 5. That in an effort to streamline the regulatory review process, the Atmos Mid -Tex RRM Tariff is renewed for a period commencing with the Company's March 1, 2016 RRM filing for calendar year 2015, effective June 1, 2016, and continuing thereafter until such time as the Town adopts an ordinance suspending operation of the RRM Tariff. Section 6. That Atmos Mid -Tex shall reimburse the reasonable ratemaking expenses of the ACSC in processing the Company's RRM application. Section 7. That to the extent any resolution or ordinance previously adopted by the Council is inconsistent with this Ordinance, it is hereby repealed. Section 8. That the meeting at which this Ordinance was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. Section 9. That if any one or more sections or clauses of this Ordinance is adjudged to be unconstitutional or invalid, such judgment shall not affect, impair or invalidate the remaining provisions of this Ordinance and the remaining provisions of the Ordinance shall be interpreted as if the offending section or clause never existed. Section 10. That consistent with the Town Ordinance that established the RRM process, this Ordinance shall become effective from and after its passage with rates authorized by attached tariffs to be effective for bills rendered on or after June 1, 2015. Section 11. That a copy of this Ordinance shall be sent to Atmos Mid -Tex, care of Chris Felan, Vice President of Rates and Regulatory Affairs Mid -Tex Division, Atmos ORD 2015-10 3 Town Council Page 206 of 374 Meeting Date: May 26, 2015 Energy Corporation, 5420 LJB Freeway, Suite 1862, Dallas, Texas 75240, and to Geoffrey Gay, General Counsel to ACSC, at Lloyd Gosselink Rochelle & Townsend, P.C., 816 Congress Avenue, Suite 1900, Austin, Texas 78701. PASSED AND APPROVED this 26th day of May, 2015. ATTEST: Town Secretary, Holly Fimbres Town of Trophy Club, Texas [SEAL] Town Attorney, Patricia A. Adams Town of Trophy Club, Texas ORD 2015-10 Mayor, C. Nick Sanders Town of Trophy Club, Texas [SEAL] 4 Town Council Page 207 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0373-T Version: 1 Name: Type: Agenda Item Status: Consent Agenda File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and take appropriate action regarding an Resolution approving an Interlocal Agreement between the Town and the Cities of Keller, Southlake, Colleyville and Roanoke for the creation, operation, and funding of the North Tarrant Regional SWAT Team; and authorizing the Mayor or his designee to execute all necessary documents. Attachments: Staff Report - Regional Tactical Team.pdf Res 2015-09.pdf Interlocal Agreement for the North Tarrant Regional SWAT Team.pdf Date Ver. Action By Action Result Consider and take appropriate action regarding an Resolution approving an Interlocal Agreement between the Town and the Cities of Keller, Southlake, Colleyville and Roanoke for the creation, operation, and funding of the North Tarrant Regional SWAT Team; and authorizing the Mayor or his designee to execute all necessary documents. Town Council Page 208 of 374 Meeting Date: May 26, 2015 TOWN OF T C C, TROPHY CLUB 100 Municipal Drive •Trophy Club, Texas 76262 To: Mayor and Town Council From: Patrick Arata CC: Stephen Seidel, Town Manager Holly Fimbres, Town Secretary Re: Trophy Club Police Department ILA to join the Regional SWAT Team Agenda Item: Consider and take appropriate action regarding an Resolution approving an Interlocal Agreement between the Town and the Cities of Keller, Southlake, Colleyville and Roanoke for the creation, operation, and funding of the North Tarrant Regional SWAT Team; and authorizing the Mayor or his designee to execute all necessary documents. Explanation: The Trophy Club PoliceDepartment has received an invitiation to be part of the North Tarrant Regional SWAT Team. The team currently consist of members of the Keller, Southlake , Roanoke and Colleyville Police Departments. The police department has one officer training for this position. The North Tarrant Regional SWAT Team is responsible for responding to, assessing and resolving, critical incidents, including but not limited to, hostage situations, barricaded subjects, high risk warrant service, terrorist events, providing high threat dignitary protection, and other missions as determined and directed by the Chiefs of the Cities. The North Tarrant Regional SWAT Team is responsible for responding to, assessing and resolving other events or matters as well. The North Tarrant Regional SWAT Team will also provide tactical, administrative and training assistance to all members of the police departments and departments of public safety of the Cities and other Law Enforcement Agencies. The North Tarrant Regional SWAT Team will also provide education to the citizenry of the Cities. Attachments: Resolution No. 2015-09 Interlocal Agreement for the North Tarrant Regional SWAT Team Recommendation: Staff recommends Council approve the ILA supporting the Trophy Club Police Department's participation in the regional SWAT Team. Budget impact: The ILA requires that each department maintain funding for all individuals from their departments to include equipment and overtime. FY 2015 impact $2,500.00 FY 2016 approximately $3,500.00 Town Council Page 209 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB, TEXAS RESOLUTION NO. 2015-09 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS APPROVING AN INTERLOCAL AGREEMENT BETWEEN THE TOWN AND THE CITIES OF KELLER, SOUTHLAKE, COLLEYVILLE AND ROANOKE FOR THE CREATION, OPERATION, AND FUNDING OF THE NORTH TARRANT REGIONAL SWAT TEAM; AUTHORIZING THE MAYOR OR HIS DESIGNEE TO EXECUTE THE AGREEMENT ON BEHALF OF THE TOWN; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Interlocal Cooperation Act, Chapter 791 of the Texas Government Code, authorizes governmental entities to contract with each other to perform government functions and services, such as those that serve the public health and welfare; and WHEREAS, the Cities of Keller ("Keller"), Southlake ("South lake"), Colleyville ("Colleyville"), Roanoke ("Roanoke"), and the Town of Trophy Club Trophy Club ("Trophy Club"), (hereinafter collectively "Cities"); have determined that there exists an on-going need for the creation and operation of a jointly operated and funded Special Weapons and Tactic Unit (the "North Tarrant Regional SWAT Team") to operate and have jurisdiction in the Cities; and WHEREAS, the Act provides the authority for the Cities to enter into the Agreement for the creation, operation and funding of the North Tarrant Regional SWAT Team; WHEREAS, the Town Council has been presented a proposed Interlocal Cooperation Agreement by and between the Town of Trophy Club, Texas, and the Ciies providing terms and conditions for the creation and operation of a jointly operated and funded SWAT Team, a substantial copy of which is attached hereto as Exhibit "A" and incorporated herein by reference (hereinafter called "Agreement"); and WHEREAS, upon full review and consideration of the Agreement and of this Resolution, and all matters attendant and related thereto, the Town Council is of the opinion that the execution of the Agreement serves a valid public purpose, that all funds necessary to pay for the services shall be paid out of current revenue legally available to the parties to the Agreement and shall not exceed the amount budgeted therefore in the current fiscal year budget, that the terms and conditions of the Agreement should be approved, and that the Mayor or his designee should be authorized to execute the Agreement on behalf of the Town of Trophy Club. RES 2015-09 Town Council Page 210 of 374 Meeting Date: May 26, 2015 1 NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS THAT: Section 1. The Town Council of the Town of Trophy Club, Texas (the "Town") does hereby approve and agree to enter into an agreement with the Cities of Keller, Southlake, Colleyville, and Roanoke, a substantial copy of which is attached hereto and incorporated herein as Exhibit "A", for the creation, operation and funding of the North Tarrant Regional SWAT Team. Section 2. The Mayor or his designee is hereby authorized, empowered and directed to execute the Agreement on behalf of the Town of Trophy Club. Section 3. This Resolution shall take effect from and after its date of passage. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas this the 26th day of May, 2015. ATTEST: Holly Fimbres, Town Secretary Town of Trophy Club, Texas APPROVED AS TO FORM: Patricia A. Adams, Town Attorney Town of Trophy Club, Texas RES 2015-09 C. Nick Sanders, Mayor Town of Trophy Club, Texas [SEAL] Town Council Page 211 of 374 Meeting Date: May 26, 2015 2 North Tarrant Regional SWAT INTERLOCAL AGREEMENT STATE OF TEXAS DENTON and TARRANT COUNTIES This Agreement (the "Agreement") is made and entered into by and between the Cities of Keller ("Keller"), Southlake ("Southlake"), Colleyville ("Colleyville"), Roanoke ("Roanoke"), and Trophy Club ("Trophy Club"). The afore -mentioned cities may be referred to in the Agreement collectively as the "Cities." WHEREAS, the Cities mutually agree and have determined that there exists an on-going need for the creation and operation of a jointly operated and funded Special Weapons and Tactic Unit (the "North Tarrant Regional SWAT Team") to operate and have jurisdiction in the Cities; and WHEREAS, Chapter 791 of the Texas Government Code (the "Act") provides the authority for the Cities to enter into the Agreement for the creation, operation and funding of the North Tarrant Regional SWAT Team; NOW, THEREFORE, for the consideration of the mutual covenants, agreements and benefits contained in the Agreement, the receipt and sufficiency of which are agreed to and acknowledged, the Cities agree as follows: 1. INCORPORATION OF RECITALS. The recitals and findings stated above are hereby found to be true and correct and are incorporated into the Agreement in their entirety. 2. EFFECTIVE DATE OF AGREEMENT;TERM: CONSIDERATION. (a) Effective Date of Agreement. The term of the Agreement shall become effective upon the approval by the governing bodies for all of the Cities, respectively and shall commence upon the date the last City executes the Agreement. (b) Term. The term shall be for one (1) year and the Agreement shall renew for successive one (1) year terms automatically unless any one (1) or more of the Cities shall provide its written notice of non -renewal to all other Cities at least ninety (90) days prior to the expiration of the then -existing term. (c) Consideration. This Agreement is executed by the parties hereto without coercion or duress and for substantial consideration, the sufficiency of which is forever confessed. 3. GOVERNING BODY AUTHORIZATION AND APPROVAL. Prior to execution below, the legally noticed public Government Code. Agreement has been authorized by the Cities at a duly -called and meetings by Resolution, pursuant to §791.011(d)(1) of the Texas Town Council Page 212 of 374 Meeting Date: May 26, 2015 4. GRANTS OF AUTHORITY AND JURISDICTION. For law enforcement purposes and jurisdiction associated with the Agreement, peace officers of the Cities are granted full peace officer authority throughout the Cities. 5. DESIGNATION OF SWAT TEAM AND REMOVAL OF SWAT TEAM MEMBERS. (a) Each City member to the Agreement shall independently select and designate its peace officers that will be a member of the North Tarrant Regional SWAT in the following manner: (1) Team Member Designation. Each City to the Agreement shall determine the procedures and methods by which individual peace officers are selected to be a member of the North Tarrant Regional SWAT Team as determined by the Chief of Police of each City, respectively. The Chief of Police of each City respectively may change the number and designation of peace officers or other personnel by written notice to the Chiefs of Police of the remaining Cities. (2) Team Commander Designation. Police Chiefs of the Cities shall jointly designate one peace officer to serve as the North Tarrant Regional SWAT Team Commander (the "Commander"). The North Tarrant Regional SWAT Team shall report to and be supervised by the SWAT Team Commander, who shall report jointly to the Chiefs of Police of the Cities. It is the preference of the Cities that the designation of Commander be reached by unanimous agreement, but if that is not possible, then the choice may be made by a majority vote of the Police Chiefs of the Cities. (3) Team Members Not to be Removed During Critical Events. Each City agrees that Team Members will not be removed from a critical event for the duration of the event. The Team Commander will designate if an event is a critical event. Examples of critical events include matters for which the Team Members are called out, including but not limited to hostage situations, high risk search or arrest warrants, suicidal subjects, terrorist events, large scale arrest operations, barricaded persons, or any event involving a high risk situation. (b) Each City member to the Agreement agrees that if the Commander requests that a certain member be removed from the SWAT Team that the City will remove that member from the SWAT Team. The City may ask the reasons for the request for the removal of the member. 6. SWAT TEAM SUPERVISION. (a) Operations. The day-to-day supervision of the North Tarrant Regional SWAT Team in regard to operations will be the responsibility of the Commander. (b) Administration. Matters involving personnel, expenditure of funds and all other administrative matters shall be made by the individual Police Chiefs of the Cities. Matters involving any future joint use of funds, grant applications, or other administrative matters that would involve the Cities jointly will be made jointly by the Police Chiefs of the Cities, provided that the Police Chiefs can not obligate their City in regard to an expenditure of funds beyond that which has been agreed to in this Agreement. 2 Town Council Page 213 of 374 Meeting Date: May 26, 2015 7. SWAT TEAM RESPONSIBILITIES. (a) The North Tarrant Regional SWAT Team is responsible for responding to, assessing and resolving, critical incidents, including but not limited to, hostage situations, barricaded subjects, high risk warrant service, terrorist events, providing high threat dignitary protection, and other missions as determined and directed by the Chiefs of the Cities. The North Tarrant Regional SWAT Team is responsible for responding to, assessing and resolving other events or matters as well. (b) The North Tarrant Regional SWAT Team will also provide tactical, administrative and training assistance to all members of the police departments and departments of public safety of the Cities and other Law Enforcement Agencies. The North Tarrant Regional SWAT Team will also provide education to the citizenry of the Cities. 8. FUNDING AND EXPENDITURES. (a) Funds for expenditures related to salary, benefits, equipment, supplies and operation of the North Tarrant Regional SWAT Team shall be provided by the respective Cities. (b) As required by the Act, the Cities acknowledge and agree that funding under the Agreement will be made from current revenues available to each City. Funds for the participation in, and the obligations of, the Agreement have been made or will be made, in successive years, provided and approved, through the respective annual budgets approved by the City Councils of the Cities. 9. EFFECT OF TERMINATION. Upon any termination of the Agreement, each item of equipment purchased for the North Tarrant Regional SWAT Team shall be owned and kept by the purchasing City. If items are jointly purchased or obtained by a grant at some future date, the Cities will establish the procedures regarding where the item is kept and which agency will retain possession at the termination of this Agreement and other matters at the time the funding is sought or the item is purchased. 10. PUBLIC INFORMATION OFFICER. (a) Media Relations During Incident. The City and law enforcement agency with primary jurisdiction during any specific operations of the North Tarrant Regional SWAT Team will be responsible for overall media relations for that specific operation, although that agency may request assistance from any other agency in regard to media operations. (b) Public Information Requests. Each city shall be responsible for public information requests that are delivered to that City; however, if a public information request involves an operation of the North Tarrant Regional SWAT Team and is made of more than one city and requires a coordinated response, the City with primary jurisdiction over the event will coordinate the response. The Cities agree that they will comply with the Texas Public Information Act, including any applicable exceptions. The Cities agree that, pursuant to §552.117 of the Texas Government Code, the Cities will not release information that they may posses or have access to, regarding the home addresses, telephone numbers or family information about the peace officers of other Cities, to the extent allowed by law. 3 Town Council Page 214 of 374 Meeting Date: May 26, 2015 11. INCORPORATION OF OTHER DOCUMENTS. This Agreement incorporates the following documents: (a) Exhibit "A" attached hereto and incorporated herein is included in this Agreement as if fully set out in the Agreement. (b) The North Tarrant Regional SWAT Manual (the "Manual"), as it may be amended from time to time in conjunction with consultation with all the Cities Police Chiefs, is hereby incorporated in this Agreement by reference. Each City will be provided a copy of the Manual and any amendments and each City will maintain a current copy of the Manual and any amendments in the administrative offices of their respective Police Departments. No amendments may require increased expenditures or commitments by the City beyond those set forth without the approval of the governing bodies of the Cities. 12. SEVERABILITY. If any portion of the Agreement is determined by a court of competent jurisdiction to be invalid for any reason, the remaining provisions shall remain in full force and effect. 13. SURVIVAL. Notwithstanding any termination of this Agreement, the following Sections and the terms and conditions contained therein, shall remain in effect: Sections 8 "Funding and Expenditures;" 9 "Effect of Termination;" 11 "Severability;" 12 "Survival;" 13. "Waiver by Party;" 14 "Entire Agreement; Amendment" 15 "Venue; State Law;" 19. "Liability; Sovereign Immunity." 14. ENTIRE AGREEMENT; AMENDMENT. The Agreement, including any and all Exhibits mentioned herein, constitutes the entire Agreement between the Cities hereto with respect to the subject matter hereof. Any amendments to the Agreement, other than changes in procedure to the Manual as set out above, must be made in writing, approved by the governing bodies of the Cities, respectively and signed by the City Manager of each City, or the person with authority to sign agreements for that City, prior to such amendment(s) becoming effective. However, this provision does not affect the right of each City to designate, through their City Manager or designee, a different person to receive notice than the person set out below. 15. VENUE; STATE LAW. The Agreement is governed by the laws of the State of Texas and venue for any action brought to enforce the terms and conditions of the Agreement shall lie exclusively in Tarrant County, Texas. 16. REMEDIES CUMULATIVE. No right or remedy granted or reserved to the Cities is exclusive of any other right or remedy herein by law or equity provided or permitted, but each right or remedy shall be cumulative or every other right or remedy given hereunder. No covenant or condition of the Agreement may be waived without the consent of the Cities. 17. NOTICES. Each notice or other communication which may be or is required to be given under the Agreement shall be in writing and shall be deemed to have been 4 Town Council Page 215 of 374 Meeting Date: May 26, 2015 properly delivered when delivery is accomplished by one of the following methods: (1) personal delivery to the person designated; (2) delivered by certified mail, return receipt requested; (3) delivered via an overnight, express or other delivery service that provides for written receipt of delivery. The persons designated to receive notices are set out below; however, each City has the right, through their City Manager or designee, at any time, to designate a different person to receive notices by giving the Cities fifteen (15) days written notice of such designation. If the person designated below is not available to receive notices, and the City has not designated another person, delivery to any other person of the same or similar title to the person designated shall be considered effective delivery of notice. Persons Designated to Receive Notice: City of Keller: Mark Hafner, , Chief of Police 330 Rufe Snow Keller, Texas 76248 City of Colleyville: Mike Holder, Chief of Police 5201 Riverwalk Drive Colleyville, Texas 76034 Town of Trophy Club: Patrick Arata, Chief of Police 100 Municipal Drive Trophy Club, Texas 76262 City of Southlake: James Brandon, Chief of Police 600 State Street Southlake, Texas 76092 City Of Roanoke: Gary Johnson, Chief of Police 609 Dallas Roanoke, Texas 76262 18, THIRD PARTIES. No provision of the Agreement shall create any third -party beneficiary. Nothing contained in the Agreement shall be construed to create, expand, or form a basis for liability to any third party under any theory of law. Further, each City retains, and does not hereby waive, its immunities and defenses provided by law. 19. LIABILITY; SOVEREIGN IMMUNITY. To the extent any liability is found to exist, each City hereto agrees that every City is responsible for its own liability. Each City retains full authority to settle any claims against it as the City chooses. The parties agree that no party has waived its sovereign immunity by entering into and performing their respective obligations under this Agreement. 5 Town Council Page 216 of 374 Meeting Date: May 26, 2015 20. AUTHORITY TO EXECUTE.. The individuals executing this Agreement on behalf of the respective parties below represent to each other and to others that all appropriate and necessary action has been taken to authorize the individual who is executing this Agreement to do so for and on behalf of the party for which his or her signature appears, that there are no other parties or entities required to execute this Agreement in order for the same to be an authorized and binding agreement on the party for whom the individual is signing this Agreement and that each individual affixing his or her signature hereto is authorized to do so, and such authorization is valid and effective on the date hereof. 21. REPRESENTATIONS.. Each signatory represents this Agreement has been read by the party for which this Agreement is executed and that such party has had an opportunity to confer with its counsel. 22. MISCELLANEOUS DRAFTING PROVISIONS. This Agreement shall be deemed drafted equally by all parties hereto. The language of all parts of this Agreement shall be construed as a whole according to its fair meaning, and any presumption or principle that the language herein is to be construed against any party shall not apply. Headings in this Agreement are for the convenience of the parties and are not intended to be used in construing this document. 23. ASSIGNMENT. This Agreement or any part thereof shall not be assigned or transferred by any party without the prior written consent of the other party. 24. COUNTERPARTS. This Agreement may be executed in a number of identical counterparts, each of which shall be deemed an original for all purposes. 0 Town Council Page 217 of 374 Meeting Date: May 26, 2015 North Tarrant Regional SWAT Interlocal Agreement EXECUTED hereto on the date, month and year shown below: THE CITY OF SOUTHLAKE Shana Yelverton, City Manager James Brandon, Chief of Police Executed on , 2015 THE CITY OF ROANOKE Scott Campbell, City Manager Gary Johnson, Chief of Police Executed on 2015 THE TOWN OF TROPHY CLUB Steven Seidel, City Manager Patrick Arata, Chief of Police Executed on , 2015 Town Council 7 Page 218 of 374 THE CITY OF COLLEYVILLE Jennifer Fadden, City Manager Steve Holder, Chief of Police Executed on 2015 THE CITY OF KELLER Mark Hafner, Interim City Manager Mark Hafner, Chief of Police Executed on 2015 Meeting Date: May 26, 2015 EXHIBIT `A' RESPECTIVE AGENCY EXPENDITURES 1. Salaries, benefits and insurance of assigned personnel 2. Vehicles and operating expenses for assigned personnel 3. Vehicular and portable radio equipment and operating expenses for assigned personnel 4. Liability insurance coverage for assigned personnel 5. Overtime pay and benefits for assigned personnel 6. Non -SWAT Team related training as required by agency 7. SWAT Team related training as determined by the Commander, and Chief(s)of Police 8. Non -SWAT Team related travel required by agency 9. SWAT related travel as determined by the Commander, Chiefs) of Police 10. SWAT Team equipment and supplies as determined by the Commander, Chiefs) of Police Town Council Page 219 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0351-T Version: 1 Name: Type: Agenda Item Status: Public Hearing File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Public Hearing regarding a request for a Specific Use Permit for a liquor store to be located on Lot 1, The Village at Trophy Club in the Village Shopping Center at Highway 114 and Trophy Club Drive. Attachments: Staff Report - Specific Use Permit for Liquor Store.pdf Exhibit A - Application and Materials Submitted by Applicant.pdf Exhibit B - Correspondence Received.pdf Exhibit C - Pictures and Exhibits Provided by Staff.pdf Exhibit D - Ordinance No. 2015-12 P&Z.pdf Date Ver. Action By Action Result Public Hearing regarding a request for a Specific Use Permit for a liquor store to be located on Lot 1, The Village at Trophy Club in the Village Shopping Center at Highway 114 and Trophy Club Drive. Town Council Page 220 of 374 Meeting Date: May 26, 2015 TOWN OF T C C, TROPHY CLUB 100 Municipal Drive .Trophy Club, Texas 76262 To: Mayor and Town Council From: Ron Ruthven, Interim Planner CC: Stephen Seidel, Town Manager Holly Fimbres, Town Secretary Re: Case #SUP -15-004 Town Council Meeting, Tuesday, May 26, 2015 Agenda Item: Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas approving a Specific Use Permit for a Liquor Store located at within PD Planned Development #13, The Village at Trophy Club, on Lot 1, providing applicable regulations, providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense; and providing an effective date. REQUEST: The applicant, Clay W. Stockton representing 6S Ranch, LLC, has submitted a request for a Specific Use Permit (SUP) in order to operate a liquor store called "6S Spirits" in the Village Shopping Center located at 2003 State Highway 114. The proposed package store will encompass 3,000 square feet on the eastern end cap of the shopping center (next to the existing 7-11). The store intends to sell liquor, beer and wine. The applicant has submitted a proposed floor plan showing the layout of the proposed liquor store. ZONING: The property is zoned PD -Planned Development District and is located within PD 13. PD 13 was originally approved by Ordinance 95-20 on November 21, 1995. On May 2, 2011, Ordinance 2011-17 was approved adding the use of a liquor store to the CG -Commercial General zoning district with the approval of an SUP. Included in this ordinance were specific provisions for liquor stores in the Town which are detailed in the section below. On July 18, 2011, Ordinance 2011-26 was approved which added the use of a liquor store, upon approval of an SUP, to the permitted uses for Tract 1 in PD 13. CURRENT CONDITIONS: The subject property contains 3.8 acres with two multi -tenant retail buildings. The buildings were constructed in 1998 and each building contains 18,750 square feet. The proposed business would be located in the east end cap of the east building which is currently vacant. The property is platted. LIQUOR STORE HISTORY: On May 14, 2011, Trophy Club residents voted to approve liquor sales for off -premise consumption through a local -option election. Since that time, three liquor stores have been approved to operate in the Town as follows: Page 1 of 5 Town Council Page 221 of 374 Meeting Date: May 26, 2015 Majestic Fine Wine and Spirits - The Village Shopping Center (2001 State Highway 114, Suite 100) Closed in December 2012 Cheers Fine Wine and Spirits - The Village Shopping Center (2001 State Highway 114, Suite 100) Closed in February 2014 Liquor Stop —The Plaza Shopping Center (SH 114 & Trophy Lake Drive) Store never opened To date, there are currently no liquor stores operating in Trophy Club. OR STORE REQUIREMENTS CONTAINED IN ORDINANCE 2011-17: The following are the pertinent sections contained in Ordinance 2011-17 that address liquor stores. Other smaller amendments that simply move existing requirements to other section are not included: Addition of a liquor store definition to Section 5.02(A) — Zoning Regulations: "Liquor Store: A business that sells alcoholic beverages for consumption off -premises. For the purposes of this Ordinance, the term "Liquor Store" shall exclude grocery stores or convenience stores in which beer and/or wine is offered for sale as a minor part of an overall larger inventory of goods. It shall also exclude a restaurant that is otherwise operating in accordance with its' approved liquor license and all other provisions of this Ordinance. " Addition of SUP provisions and conditions to Section 5.02(F)3 — Zoning Regulations: "F. Specific Use Permit. 4. Compliance - Off -Premises Consumption. Compliance with Town Codes and Ordinances is required for sale of alcoholic beverages for off -premises consumption in a Liquor Store, and the Specific Use Permit (SUP) application shall show documentation of compliance with the following: a. Liquor Store: i. That a SUP application for a Liquor Store is submitted in its entirety, without omissions, and ii. That the application is officially filed with the payment of applicable fees; and ii. That the application complies with all provisions of this and all applicable ordinances; and iv. That the application complies with the following development conditions: a. A Liquor Store shall not have walk-up window access, and shall not have drive-through or drive -up access. Page 2 of 5 Town Council Page 222 of 374 Meeting Date: May 26, 2015 b. A Liquor Store shall operate in a premise that is not physically completely separate from any other business and the exterior design of the store shall show evidence of coordination with contextual influences of neighboring properties in regard to building setbacks, orientation, and relationship of structures to each other and to the street. The layout of the site shall respect and build upon the arrangement of buildings, open spaces and landscape elements of adjacent sites. b. Additional Development Conditions: The Council may attach additional development conditions to the Specific Use Permit that the Council, in its discretion, determines are appropriate for buffering, safety, security, and compatibility for and to adjacent properties. " Addition of SUP denial provisions to Section 5.02(H) — Zoning Regulations: H. Denial of SUP. Town Council may deny an SUP if it affirmatively determines that the issuance of such SUP: a. Is Incompatible with the surrounding uses or property, or b. Is Detrimental or offensive to the neighborhood or contrary to the health, safety, and general welfare of the Town and its inhabitants, or c. Is found to be in non-compliance with the development conditions outlined in the "SUP Application Liquor Store", is found to be in noncompliance with the requirements established by the Town Council pursuant to Section 5.02(F)(4)(b) of this Article, or is found to be in noncompliance with any other Town ordinances, including without limitation failure to comply with any one or more of the provisions of Section 5.02(F)(4). HOURS OF OPERATION: The Texas Alcoholic Beverage Code (TABC) mandates that all package (liquor) stores cannot sell, offer for sale, or deliver any liquor on: New Year's Day, Thanksgiving Day, or Christmas Day; on Sunday; or before 10 a.m. or after 9 p.m. on any other day. When Christmas Day or New Year's Day falls on a Sunday, the store must be closed the following Monday. SIGNAGF- The applicant did not provide any signage exhibits. All signage, at a minimum, shall meet the minimum requirements of the Town sign regulations, PD -13, as well as Section 108.52 of the Texas Alcoholic Beverage Code, which regulates signage for liquor (package) stores. TRAFFIC GENERATION AND ACCESS: The applicant is not required to provide a Traffic Impact Analysis (TIA) since this request does not involve any new development and the use is not anticipated to generate excess traffic beyond the existing capacity of the shopping center. The Institute of Transportation Engineers publication "Trip Generation" provides estimates of expected traffic generation based on land use. There is no category for liquor stores in the publication. However, during peak periods, liquor stores can generate traffic patterns that are comparable to convenience stores with gasoline sales. Therefore, based on the calculation of a convenience store with gasoline sales, a liquor store containing 3,000 square feet of gross floor area is expected to generate 429 trips per day, on average during peak periods. In terms of access, the shopping center contains two direct access driveways to State Highway 114 and one indirect access through Tract 2, which contains 7-11, via a mutual access drive/easement to State Highway 114 and to Trophy Club Drive. The shopping center contains a continuous fire lane that Page 3 of 5 Town Council Page 223 of 374 Meeting Date: May 26, 2015 circumnavigates both retail buildings and links directly to all means of vehicular ingress and egress to the property. PARKING: Chapter 13 -Zoning Regulations requires one (1) parking space per 200 square feet of gross floor area for general retail uses such as convenience stores and liquor stores. Based on this requirement, a minimum of 15 parking spaces are required for the proposed use. According to a staff survey of current parking, a total of 174 parking spaces exist on Tract 1 that serves the entire 37,500 square foot shopping center. However, given a total gross floor area of 37,500 square feet, 188 parking spaces are required. The resulting deficit of 14 spaces is addressed when adding the parking spaces on Tract 2, which contains the 7-11 convenience store, with the existing 174 spaces on Tract 1. Tract 2 contains 48 parking spaces, which is 15 more spaces than the minimum requirement of 33 spaces given the total gross floor area on Tract 2 of 6,498 square feet. As such, given the stipulation contained in Exhibit "C", Section (B)12 of PD - 13 ordinance 95-20, which states: "Shared parking is allowed and can be used in calculations to provide minimum total spaces for overall site" the surplus parking contained on Tract 2 brings the parking supply on Tract 1 into compliance. DISTANCE REQUIREMENTS AND PROXIMITY INFORMATION: Section 5.02(B) of the Trophy Club Code of Ordinances states that no alcoholic beverages may be sold within three hundred feet (300') of a church, public school or private school, or public hospital. The following measurements detail the proximity of the proposed package store to the uses listed below. All measurements are calculated based on a straight line drawn from the front door of the proposed liquor store to the closest point of the building mentioned below. For churches and hospitals the required measurement method prescribed by the Code of Ordinances would yield a significantly greater distance than is shown below: Minimum separation of 300 feet required per Code of Ordinances: Distance to closest school (public or private): Distance to closest church: Distance to closest hospital: No minimum separation required: Distance to closest residence: Distance to closest day care: FUTURE LAND USE: 1.1 miles (1,000 feet to a Pre -School) 1,071 feet 1.0 mile 190 feet 4,155 feet The 1997 Trophy Club Comprehensive Land Use Plan recommends "commercial/professional" land uses for the subject property. The proposed use conforms to this recommendation. PUBLIC NOTICE REQUIREMENT: Per the requirements of the State of Texas and the Trophy Club Code of Ordinances, a notice of public hearing concerning the zoning request was published in the Fort Worth Star Telegram. Notice was also mailed to 70 property owners within 500 feet of the subject property. Courtesy notices were sent to all business within The Village shopping center and to the town of Westlake. To date, one letter in favor of the request and two letters opposed to the request have been received. Page 4 of 5 Town Council Page 224 of 374 Meeting Date: May 26, 2015 PLANNING AND ZONING COMMISSION RECOMMENDATION: The Planning and Zoning Commission voted to approve this item on May 7, 2015 by a vote of (6-1). STAFF REVIEW AND RECOMMENDATION: The applicant proposes to open a liquor store in a 3,000 square foot lease space on the eastern end -cap of the easternmost building on Tract 1 in The Village shopping center. The proposed liquor store meets the proximity requirements from churches, schools and hospitals set forth in the Code of Ordinances. According to the PD -13 regulations, a liquor store is allowed to operate with the approval of a Specific Use Permit by the Town Council upon a recommendation by the Planning and Zoning Commission. The Town Council's options regarding action of this request are as follows: 1. Approve the request as submitted; 2. Approve the request with additional condition(s); 3. Table the request to a specific date with clarification of intent and purpose; 4. Deny the request. Attachments - Exhibit "A" — Application and Materials Submitted by Applicant Exhibit "B" — Correspondence Received Exhibit "C" — Pictures and Exhibits Provided by Staff Exhibit "D" — Ordinance No. 2015-12 P&Z Page 5 of 5 Town Council Page 225 of 374 Meeting Date: May 26, 2015 Exhibit "A" Town of Tr_ oAh v Club, Texas - - APPLICATION FOR SPECIFIC USE PERMIT ALLOWING THE LIQUOR FOR OFF PREMISES CONSUMPTION ONL Y (PACKAGE STORE) Dn; • —J 1� NAME OFS _.45 A 6—LLC BUSINESS: an pB� i95'��r1•S___-. .. LIQUOR SALES (PACKAGE STORE) MBR MIXED BEVERAGES IN RESTAURANTS BY FOOD AND BEVERAGE CERTIFICATE HOLDERS ONLY Zoning: !� APPLICANT OR APPLICANT'S REPRESENTATIVE PHONE #: .��il ESS: 3003 Ma��,� Cid- j 5 ,7fC IOU _ SIGNATURE: — PROPERTY OWNER(S): NAM j` I.tl �) 1c }� J�clG,� n4 5 C PHONE It: �p;QBSL• pnn!J�"- �� _. -. - - -- W �� _� .J .`�--„S I_J-=3-- ---. _ . ADD ESS: C. CJ =vt+CE J)��✓lG� r vl�_) �� _ I/� �n 7ti 31dC.3 SIGNATURE: NAM PHONSli_ ) ,� j:> r�Il ) �<<Ucis•: �,� E ADD Ess: SIGNA'URE: BUSINESS OWNER NAME: G ADDRESS: RECEIVED MAR 2 3 201 PHONE it: SIGNATURE: Town Council Page 226 of 374 Meeting Date: May 26, 2015 Exhibit "A" March 23, 2015 Town of Trophy Club Public Hearing Approval Request Subject Public Hearing to request approval for a Special Use Permit for the sale of alcoholic beverages for off -premise consumption. Applicant 6S Ranch, LLC DBA- 6S Spirits Clay W. Stockton 3003 Martin Blvd. Wichita Falls, TX 76308 Location The Village Shopping Center PD -13 2003 State Highway 114, Ste 450 Trophy Club, TX 76088 3,000 ft2 Town Council Page 227 of 374 Meeting Date: May 26, 2015 Exhibit "A" To Whom it May Concern: 6S Spirits would like to ask the Town of Trophy Club to approve the request for a Special Use Permit. As an independent business, we rely on our hands -on -approach to ensure our "look", our employees, and our products exceed the expectations of the community. The following paragraphs outline of how our company plans on achieving these goals. 6S Spirits will offer products ranging from standard to high end brands, as well as, new trending items. Currently, in our other 6S location, we showcase local craft beers, such as Grapevine Craft Brewery, Community, Shannon, and Armadillo Ale works. We look to expand our local Craft selection even deeper in Trophy Club. Local wines such as: Duchman, Cross Timbers, and Maker fill our shelves, as well as, an expanse selection of wines throughout the U.S. and across multiple regions of the world. For our Whiskey, Rum, and Vodka friends, we carry all of the popular brands, as well as, TX Whiskey, all of the Jem-Bev portfolio (Red River, Western Son) Trey -Mark and Nue Vodkas, and Witherspoon Whiskey and Rum. As an independent operator, promoting local independent businesses is a top priority. Beyond the local brands, standards such as Absolut, Tito's, Grey Goose, Johnnie Walker, Bacardi, and Don Julio, will always be available. Furthermore, we enjoy carrying the Small Batch or boutique labels from different parts of the U.S. and across the globe and encourage our local customers to make requests for anything they don't see us keeping in stock. Many stores offer mirrored selections of wine, however, 6S puts the effort into creating a list that includes classics and labels not found at Drug Stores and/or most Grocery Stores. Overall, our variety will keep our customers local which keeps the dollars local to The Town of Trophy Club. With that being said, there are certain types of products the company chooses not to carry in the stores because they do not reflect the environment 6S Spirits prefers to create. Another staple to 6S Spirits is our weekly samplings. Samplings play a key role in growing our selection by allowing our customers to try products that are either new or perhaps Town Council Page 228 of 374 Meeting Date: May 26, 2015 Exhibit "A" they have not had before. Samplings are offered on a scheduled day and time and conducted by models hired by the brand. The store has set guidelines such as: checking I.D.'s before a sample is offered and the presentation area must clearly display brand, price, as well as, follow T.A.B.0 law of one sample per person. On occasion, a "Brand Ambassador" will conduct a short seminar and tasting while educating the consumer on the intricacies of how the spirit is made and why their brand is unique. Those are also scheduled in advance and open to all adults 21 years or older. Making sure "of age" adults are the only people making purchases is an absolute. A valid I.D must be shown in order to buy any item in the store. NO EXCEPTIONS. The appearance of the store will be up -scale and welcoming. The exterior will show our sign (that is consistent with the shopping centers look), Hours of Operation, and legal documents (that we are required by law to show) will be the only items seen. Rustic wood fencing, organized shelving, and colorful displays, along with a stained concrete floor will give our interior appearance a rustic, vintage style. Beer will be kept in cooler along with some of the wines, Ready -to -Drink products and more. We take extreme pride in our appearance, inside and out, and our employees are required to not only clean before and at the end of their shift but, throughout the day. 6S in Sanger receives daily compliments from not only our customers but our vendors on how well our store looks and the cleanliness of it. The company's employees are held to high customer service standards, product knowledge, and a clear understanding of Texas Alcohol Beverage Commission Laws. We understand our employees are essential in providing every customer with assistance on answering questions or making suggestions, therefore, a thorough training must be completed by each person during their 90 day probation. However, training is not finished once the 90 days is up; we continue to coach our employees and test them weekly on new product knowledge. This ensures we are providing the level of customer service our customers deserve. Casual uniforms and professional appearances are required. 6S Spirits in Trophy Club will be an up -scale store, far exceeding any previous stores before us. We are a customer service oriented store that happens to sell Spirits. I can assure you Town Council Page 229 of 374 Meeting Date: May 26, 2015 Exhibit "A" 6S will NEVER be a "liquor" store; we will ALWAYS be a store that respects and provides the great people of Trophy Club the service it is accustomed to and deserves. We are extremely excited and thankful to be given the opportunity to work with and in The Town of Trophy Club. Town Council Page 230 of 374 Meeting Date: May 26, 2015 Exhibit "A" Floor Plan 40FT STORAGE BA /RM 7l8 pO LL LO r 28FT¢ BAJRM 0 � 12X18 DOOR BREAKROOM 0 El Z LLI 00 JX > O z W r 0- > J LU 2 CHECK OUT ENTRY Town Council Page 231 of 374 Meeting Date: May 26, 2015 Ah, Av SANGER, TEXAS for your V / 'I- iatebeer 10 i - A r MATE Litefor i Siml owe � :LTi � ., '�►� `�- ,, .' � �;�� lvv� IV tt`� w.. L � Exhibit "A" e Xi� � cp � Qq Town regulations regarding an SUP for a liquor store require the following information: 1. Descripfian_9ff Business The applicant, Centennial Beverage Group, LLC is the largest liquor store chain in North Texas, operating 67 retail locations under trade names such as Centennial (in Dallas), Majestic (in Fort Worth), Big Daddy's (North Texas), Fat Dog's (East Texas), and Doc's (West Texas). Centennial Liquor Stores were founded in Dallas in 1936 and Majestic Liquor Stores in 1942 in Fort Worth. Centennial is planning to open a 6,000 square foot liquor store in the Village Shopping Center, PD -13, 2001 State Highway 114, Suite 100. Centennial has indicated to staff that an arrangement has been made with Desire Salon and the property owner, 'Grace Development, to move the salon to a vacant location in the shopping center in order to allow Centennial to have a total of 6,000 square feet by combining Suites 100 and 120. 2001 State Highway 114 Suite 100 Vacant 3,000 sq. ft. Suite 120 Desire Salon* 3,000 sq. ft. Suite 150 Vacant 2,625 sq. ft. Suite 170 Summit Dental 2,625 sq. ft. Suite 180 Trophy Vision 2,381 sq. ft. Suite 190 Fish & Knife 1,365 sq. ft. Suite 210 Vacant 3,712 sq. ft. *Desire Salon will move to Suite 150 or 210 which will free up a total of 6,000 square feet for the liquor store. Centennial plans to use the Majestic trade name in Trophy Club: Majestic Fine Wines and Spirits. The store will offer beer, wine, spirits, a humidor, and a tasting bar (if licensing is approved by TABC). If approved by the Town and by licensing through the Texas Alcoholic Beverage Commission (TABC), the store will begin tenant finish out and plan to open for business in approximately 60 days — September, 2011. Hours of Operation (authorized by TABC code): Monday through Saturday 10 a.m. to 9 p.m. CLOSED: Sundays, Thanksgiving Day, Christmas Day, and New Year's Day Planning and Zoning Commission Page 26 of 53 Meeting Date: July 7, 2011 Town Council Page 235 of 374 Meeting Date: May 26, 2015 Exhibit "A" 2. Shopping Center Site Plan Majestic Fine Wine & Spirits will be located in the westernmost building of Tract 1, Planned Development No. 13. PLANNED DEVELOPMENT NO. 13 — VILLAGE SHOPPING CENTER TRALTI— RLT,IIL USES -UCTZ- . - -Ty1LT! CD/IUERIC .—Ca oras ""C" "MC i/MC RETAIL It S6 11'ITNCAaDLNaISGIND 1./MC COdfd(£I—L 11W IY!]T/DRII'EJN .tet Irml `fes J( TA NI 4 NW AYI14 \ I'IIFm:P1AN Bill' THE VILLAGE ATTROPHV CUIR SA AC -UM EXHIBIT "B' - PD SITE PLAN Planning and Zoning Commission Page 27 of 53 Meeting Date: July 7, 2011 Town Council Page 236 of 374 Meeting Date: May 26, 2015 Exhibit "A" 3. Security Plan Centennial's security plans have been submitted and reviewed and are subject to on-going review and coordination with the Chief of Police to ensure adequate security for the business and adequate safety for Trophy Club residents. 4. Parking The shopping center is zoned for commercial retail and commercial office uses and Town regulations require one space per 200 square feet of building area, which was met when the buildings of Tract 1 of PD -13 were constructed. The shopping center has 178 regulation parking spaces and 9 handicap accessible parking spaces. It is anticipated that a liquor store use, selling product for off -premise consumption only, will require short term parking only. In addition, the location of a liquor store at the westernmost end of this shopping center is considered advantageous to have the least amount of parking impact on other businesses in the shopping center. 5. Signage Details The interior of the store will have a variety of signage. The only exterior signage planned for the establishment is as shown below. Plan review and permitting of the signage is required and the sign must conform to Trophy Club's sign regulations, Chapter 5, Article IV -Sign Regulations. 9i 17'-0 17-10 M2,(YLD�UL3 V llNirUlpkslll�IT� n SCALE: 1!4'=1'-0' FABRICATE AND INSTALL ONE SET OF 5' DEPR1I CHANNEL LMS. 'WJE RIC' .050 ALUMINUM RETURNS PANTED *PMS 337 WITH INTERK)R OF LIPS PAWED PMS 343 GREEN, .063 ALUMINUM PLATE OUTLINE WANTED PMS x337. CLEAR PLEXIGIAS FACE ATBi 1' GREEN WArAP 15MM GREEN NEON OUTLINE. 'FINE WINES & SPIRITS" 050 ALUMINUM RETURNS PAINED GLOSS BLACK `NTH INTERIOR OF UPS PAINTED RED. 063 ALUMMM PLATE OUTLINE PANTED GLOSS BLACK CLEAR PLEXJGIAS FACE `.NIH 1' BLACK IRiMCAP 15MM CLEM RED NEON OUTLINE. 6'X8' O50 ALUMINUM RACEVIAV PANTED TO MATCH WALL MAJESTIC a.ea SI _ a -- Planning and Zoning Commission Page 28 of 53 Meeting Date: July 7, 2011 Town Council Page 237 of 374 Meeting Date: May 26, 2015 Exhibit "A" 6. Proximity to other Liquor Stores, schools, churches, residential Majestic Fine Wines & Spirits is located adjacent to residential (to the north and west) in an established commercial retail and commercial office shopping center. The closest church is the Methodist Church located on Trophy Club Drive, and as measured by the Building Inspector, is approximately 2,035 ft. distance. There are no schools or day cares in close proximity to the proposed liquor store location. Ln Tim R No alcoholic beverages shall be sold within three hundred feet (300 -ft.) of a church, public or private school, or public hospital. This liquor store location is in compliance with Town and TABC distance regulations. Public Hearing As required by ordinance, a notice of public hearing was published in the local newspaper and property owners within 500 -ft. of the shopping center were notified of this request. One call, in opposition, has been received. Planning and Zoning Commission Page 29 of 53 Meeting Date: July 7, 2011 Town Council Page 238 of 374 Meeting Date: May 26, 2015 Exhibit "A" SUMMARY AND STAFF RECOMMENDATION: Centennial has indicated to Town staff that they plan to provide an upscale shopping environment for their customers, offering the finest selection of spirits, wines, and craft beers. They pride themselves on friendly customer service and indicated they are excited at the opportunity to do business with the Town of Trophy Club. The plans provided by Centennial appear to fulfill the requirements asked by Council — that a liquor store be part of a shopping center with other tenants, enhancing the shopping area by attracting customers with an upscale, appealing store. There is adequate ingress/egress to the shopping center to accommodate this use. The shopping center is located along State Highway 114 and will have easy on/off access to State Highway 114 once construction is completed for the 114/170 interchange. In addition, Trophy Club residents can access the shopping center from Trophy Club Drive. The Town's Alcohol Beverage Ordinance grants the Planning and Zoning Commission the authority to recommend approval or denial of a Specific Use Permit based on: 1) compatibility with surrounding uses or property, 2) if detrimental or offensive to the neighborhood, or 3) contrary to the health, safety, and general welfare of the Town and its inhabitants. Staff recommends that the Planning and Zoning Commission recommend approval of a Specific Use Permit to allow a liquor store at 2001 State Highway 114, Suite 100. (ch) Attachments: Application Newspaper Public Hearing Notification Property Owner Notification List of Property Owners who received notification Map of Notification Area (500 -ft.) Example — Humidor Example — Tasting Bar Example — Wine Display Example — Interior Shelving Planning and Zoning Commission Page 30 of 53 Meeting Date: July 7, 2011 Town Council Page 239 of 374 Meeting Date: May 26, 2015 Exhibit "A" Aa' loTOWN OF TROPHY CLUB SPECIFIC USE PERMIT APPLICATION LIQUOR STORE DATE: !� r, EXISTING ZONING: Application must be submitted with: (1) Fee -$300.00 (2) All information as stated in the SUP Application Process -Liquor Store Packet STORE INFORMATION AND LOCATION: Name of Liquor Store Address of Liquor Store DDI 1 //y 5 ,n , City, State, Zip / X 7e, 6 L Legal Description L _ �+ APPLICANT/ OWNER INFORMATION NAME: CN7NN.AL_L1r<P/EDUF PHONE#: p ase pn ADDRESS: /:_, SIGNATURE: NAME: PHONE#: p ase pnn J— ' ADDRESS: SIGNATURE: Other relevant information: Planning and Zoning commission Page 31 of 53 Meeting Date: July 7, 2011 Town Council Page 240 of 374 Meeting Date: May 26, 2015 Exhibit "B" 5/1/2015 Email from Resident.htm From: Steve Thompson Sent: Thursday, April 30, 2015 4:54 PM To: Ron Ruthven Subject: SUP for liquor store to be located in PD -13 Village Shopping Center Ron, I appreciate getting to review the proposal with you on the phone today and want to offer my opinion for the public record. I have participated in research studies that measure the effects of liquor stores in the community environment. Studies like this are usually sponsored by groups concerned about increases in property crimes nearby and violent crimes in the surrounding community. Studies suggest that there is generally a small potential for increase in property crimes (burglary, theft, arson, vandalism) in high socioeconomic status neighborhoods. However, this risk of increased property crime would be offset by the following facts: 1. The condition of the development: The Village Shopping Center is well lit, well-maintained, and is well patrolled by our community police. These are strong deterrents to crime. 2. The target market of the development: The Village Shopping Center is aimed at providing services for nearby families as evident by its location. 3. The location of the store: Homes will not be impacted by immediate traffic of shoppers as the distance to the nearest residential dwelling walking by foot is one third (0.3) of a mile away. The Trophy Club police and fire station is located one sixth (0.6) of a mile away. There is a bank and a church within one-third of a mile away. 4. The community development value: The new retail outlet will provides a service and selection that is attractive to the residents and will increase the desirability and value of the community location. Studies also suggest that upscale retail outlets actually decrease violent crime because they usually co- occur with other businesses aimed at established families as customers. In my opinion, as long as the new liquor store business is aimed at a clientele of nearby families then it is likely to have little negative effect and will add value to the community. Respectfully, Stephen Charles Thompson 157 Creek Courts Drive Trophy Club TX 76262 fi I e:///Q:/P&Z/PD-13%20VI LLAGE/SU P-15-004%20Liquor%20Store%20at%202003%20SH %20114/Em ai I %20from %20Resi dent.htm Town Council Page 241 of 374 Meeting Date: May 26, 2015 im Exhibit "B" From: Stephen Fischer To: Ron Ruthven Subject: Liquor Store Questions - attached Date: Friday, May 01, 2015 12:27:50 PM Hi Ron, I put together a couple of quick questions for 6S Spirits, Planning and Zoning and the Council: • Additional security will be needed for this new liquor store - who is paying for that ...the new owner (Mr. Stockton), or the city? Will the store have its Security Guard? • As you mentioned, that State of Texas has its own guidelines for businesses of this type. I would like to know if the State approved new guidelines for being open on Sunday, if Mr. Stockton would voluntarily close on this day? • The last time around, there was no real due -diligence when it came to the owners. To be clear, the tax payers of Trophy Club lost a lot of money on that deal (paying leases out, and other associated costs). Is the proper "due -diligence" going to be completed this time around? • The liquor store business is tough business: How many liquor stores does Mr. Stockton currently own. For how long has he owned these stores ...a month ....a year, or 5 —10 years. Best Regards, Steve Town Council Page 242 of 374 Meeting Date: May 26, 2015 Exhibit "B" MARK SCOTT 1121 Sunset Drive 0 Trophy Club TX 76262 817.823.1973 • mrobertscott@gmail.com Town of Trophy Club Ron Ruthven Community Development 100 Municipal Drive Trophy Club, TX 76262 May 6, 2015 This month, the Town Council and Planning and Zoning Commission will each hear a request for a specific -use permit in Trophy Club's Village Shopping Center (PD -13). The request comes from Clay Stockton, owner of 6-S Spirits, who seeks to open a liquor store near 7-11. Since moving to Trophy Club in 2011, I have seen two liquor stores open and close in less than a year: one near Wal-Mart in Roanoke, and one near Cristina's in Trophy Club, on the west end of the same development 6-S Spirits wishes to use. Further, a cursory Google search reveals three similar stores within five miles of Trophy Club. These remain open while their competitors have closed. As our town positions itself to attract greater business exposure, we must be selective about which businesses occupy our limited retail space. I see no reason to add a fourth liquor store to those already in our radius, and request that the specific -use permit be denied. Thank you for entering my opinion into the record despite my absence from these meetings. Sincerely, Mark Scott Town Council Page 243 of 374 Meeting Date: May 26, 2015 Exhibit "C" Location Map .r�'rue E.sexenr ' 'Fop, av"Ivr _�,._. , re ecnrm:m w+u enrereEern o� .000cnrrr . Lwrir e. -nwar, noq�� PREPARED By ❑wNrn: CZ Carter�Eurgoss ...,�„ra r E w.1�R — •ter+.ry Q4KMVN l ldN-Wi!'kL9U 0 111, V NI @i! 15- PR 1111 N I I P-5. I N1' „'.]h I'ANIIIN. f. %AIE]frY Exhibit "C" Approved PD 13 Site Plan TRACT 4 COMMERICAL OFFICE VD SITE PLAN FUR THE VILLAGE AT TROPHY CLUB 9.9 ACRES IROPI IY CIA fit. ! AAS Town Council Page 245 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB, TEXAS ORDINANCE NO. 2015-12 P&Z AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS APPROVING A SPECIFIC USE PERMIT FOR A LIQUOR STORE LOCATED WITHIN PD PLANNED DEVELOPMENT #13, THE VILLAGE AT TROPHY CLUB, ON LOT 1; PROVIDING FOR THE INCORPORATION OF PREMISES; PROVIDING CONDITIONS APPLICABLE TO USE; PROVIDING THAT SUCH TRACT OF LAND SHALL ALSO BE USED IN ACCORDANCE WITH THE REQUIREMENTS OF THE COMPREHENSIVE ZONING ORDINANCE AND ALL OTHER APPLICABLE ORDINANCES OF THE TOWN; PROVIDING FOR AN AMENDMENT TO THE COMPREHENSIVE ZONING ORDINANCE OF THE TOWN; PROVIDING APPLICABLE REGULATIONS/DISCONTINUATION/REVOCATION; PROVIDING A SAVINGS AND REPEALER CLAUSE; PROVIDING A PENALTY NOT TO EXCEED THE SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH OFFENSE AND A SEPARATE OFFENSE SHALL BE DEEMED COMMITTED EACH DAY DURING OR ON WHICH A VIOLATION OCCURS OR CONTINUES; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR PUBLICATION; PROVIDING FOR ENGROSSMENT AND ENROLLMENT, AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the applicant seeks to open a liquor store in The Village Shopping Center within a 3,000 square foot lease space numbered Suite 420; and WHEREAS, all legal notices, requirements and conditions having been complied with, the Special Use Permit came before the Planning and Zoning Commission; and WHEREAS, after public notices were given in compliance with State law and public hearings were conducted, and after considering the information submitted at the public hearings and all other relevant information and materials, the Planning and Zoning Commission of the Town has recommended to the Town Council the adoption of the amendments to the Comprehensive Zoning Ordinance as set forth in this Ordinance; and WHEREAS, after due deliberations and consideration of the recommendation of the Planning and Zoning Commission and the information and other materials received at the public hearing, the Town Council has concluded that the adoption of this Ordinance amending the Comprehensive Zoning Ordinance of the Town is in the best interests of the Town of Trophy Club, Texas and of the public health, safety and welfare. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: SECTION 1. INCORPORATION OF PREMISES The above and foregoing premises are true and correct and are incorporated herein and made a part hereof for all purposes. ORD 2015-12 P&Z 1 Town Council Page 246 of 374 Meeting Date: May 26, 2015 SECTION 2. SPECIAL USE PERMIT CONDITIONS 2.01. A Specific Use Permit (SUP) for a Liquor Store located on Lot 1 within PD Planned Development #13, The Village At Trophy Club, and further described in Exhibit "A", a copy of which is attached hereto and incorporated herein, is hereby approved as set forth herein, and the SUP and the use for which it is granted is subject to all Applicable Regulations and to the following conditions: A. The Liquor Store use granted by this SUP shall not exceed 3,000 square feet of gross floor area and shall be located within Suite 420 as shown on the attached Exhibit "A", SECTION 3. APPLICABLE REGULATIONS/DISCONTINUATION/REVOCATION In all respects the Land shall be subject to the applicable regulations contained in the Comprehensive Zoning Ordinance and all other applicable and pertinent ordinances and regulations of the Town, including without limitation regulations governing PD Planned Development #13 and all amendments thereto. The Specific Use Permit granted by this Ordinance shall control in cases of conflict between this Ordinance and/or PD Planned Development #13 and/or the Comprehensive Zoning Ordinance. The Specific Use Permit granted hereby shall discontinue if the use for which this Specific Use Permit is granted ceases to be operated at the permitted location for a minimum period of six (6) months. Further, this Specific Use Permit shall be subject to revocation in accordance with the Town's Comprehensive Zoning Ordinance, SECTION 4. SAVINGS AND REPEALER This Ordinance shall be cumulative of all other ordinances of the Town affecting the regulation of land and zoning and shall not repeal any of the provisions of those ordinances except in those instances where the provisions of those Ordinances are in direct conflict with the provisions of this Ordinance whether such Ordinances are codified or uncodified, and all other provisions of the Ordinances of the Town of Trophy Club, codified or uncodified, not in conflict with the provisions of this Ordinance, shall remain in full force and effect. Notwithstanding the foregoing, any complaint, action, cause of action or claim which prior to the effective date of this Ordinance has been initiated or has arisen under or pursuant to such repealed Ordinance(s) shall continue to be governed by the provisions of that Ordinance and for that purpose the Ordinance shall be deemed to remain and continue in full force and effect. SECTION 5. PENALTY It shall be unlawful for any person to violate any provision of this Ordinance, and any person violating or failing to comply with any provision hereof shall be fined, upon conviction, in an amount not less than One Dollar ($1.00) nor more than Two Thousand Dollars ($2,000.00), and a separate offense shall be deemed committed each day during or on which a violation occurs or continues. The penalty provided by this section shall be cumulative of all other penalties allowed by law, including without limitation, civil ORD 2015-12 P&Z 2 Town Council Page 247 of 374 Meeting Date: May 26, 2015 remedies available for enforcement of this Ordinance. SECTION 6. SEVERABILITY The sections, paragraphs, sentences, phrases, clauses and words of this Ordinance are severable, and if any section, paragraph, sentence, phrase, clause or word in this Ordinance or application thereof to any person or circumstance is held invalid or unconstitutional by a Court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of this Ordinance, and the Town Council hereby declares that it would have passed such remaining portions of this Ordinance despite such invalidity, which remaining portions shall remain in full force and effect. SECTION 7. PUBLICATION The Town Secretary of the Town of Trophy Club is hereby directed to publish, the Caption, Penalty and Effective Date Clause of this Ordinance as required by Section 52.011 of the Texas Local Government Code. SECTION 8. ENGROSSMENT AND ENROLLMENT The Town Secretary of the Town of Trophy Club is hereby directed to engross and enroll this Ordinance by filing this Ordinance in the ordinance records of the Town. SECTION 9. EFFECTIVE DATE This Ordinance shall become effective from and after its date of adoption and publication as provided by law, and it is so ordained. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this 26th day of May, 2015. C. Nick Sanders, Mayor Town of Trophy Club, Texas [SEAL] ATTEST: Holly Fimbres, Town Secretary Town of Trophy Club, Texas ORD 2015-12 P&Z 3 Town Council Page 248 of 374 Meeting Date: May 26, 2015 APPROVED AS TO FORM: Patricia A. Adams, Town Attorney Town of Trophy Club, Texas ORD 2015-12 P&Z 4 Town Council Page 249 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0352-T Version: 1 Name: Type: Agenda Item Status: Public Hearing File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Public Hearing regarding a request to amend the Code of Ordinances of the Town of Trophy Club, Chapter 13, "Zoning", Article V, "Supplementary District Regulations" Section 5.09(8) "Changes to the Site Plan" repealing Subsection 3 and adopting a new Subsection 5.09(B)(3) providing guidelines for administrative approval of changes to Site Plans. Attachments: Staff Report - Guidelines for Administrative Approval of changes to Site Plans.pdf Exhibit A - Proposed Staff Markups to Section 5.09, Chapter 13.pdf Exhibit B - P&Z Recommended Markups to Staff Markups.pdf Exhibit C - Ordinance No. 2015-04 P&Z.pdf Date Ver. Action By Action Result Public Hearing regarding a request to amend the Code of Ordinances of the Town of Trophy Club, Chapter 13, "Zoning", Article V, "Supplementary District Regulations" Section 5.09(8) "Changes to the Site Plan" repealing Subsection 3 and adopting a new Subsection 5.09(B)(3) providing guidelines for administrative approval of changes to Site Plans. Town Council Page 250 of 374 Meeting Date: May 26, 2015 TOWN OF T C C, TROPHY CLUB 100 Municipal Drive .Trophy Club, Texas 76262 To: Mayor and Town Council From: Ron Ruthven, Interim Planner CC: Stephen Seidel, Town Manager Holly Fimbres, Town Secretary Re: Case #ADM -15-010 Town Council Meeting, Tuesday, May 26, 2015 Agenda Item: Public Hearing regarding a request to amend the Code of Ordinances of the Town of Trophy Club, Chapter 13, "Zoning", Article V, "Supplementary District Regulations" Section 5.09(B) "Changes to the Site Plan" repealing Subsection 3 and adopting a new Subsection 5.09(B)(3) providing guidelines for administrative approval of changes to Site Plans. Explanation: This item involves a second initiative to address the current procedure for administrative changes to the site plan approval process contained in Section 5.09 of the zoning regulations in the Code of Ordinances. The Planning and Zoning Commission first considered potential amendments on February 5, 2015, which were then forwarded to the Town Council for consideration on February 24, 2015. The Town Council did not vote on any amendments and, therefore, the public hearing expired. At the February 5, 2015 meeting, the Commission discussed whether or not ordinance language could be drafted that would be clear enough from an administrative decision standpoint while still holding true to the plans that had been approved by the Planning and Zoning Commission and Town Council. The Commission then voted to remove Section 5.09(B)3 in its entirety by a vote of (4-1) in forwarding the amendments to the Town Council for consideration on their February 24, 2015 agenda. Staff Analysis and Recommendation: Based on discussion and feedback received at the February 24, 2015 Town Council meeting and subsequent to said meeting, staff has drafted proposed standards, attached as Exhibit "A" and shown in "mark-up" format. The amendments would provide some flexibility for Town staff to approve "minor changes of details within a site plan" but provides more criteria for determining when, and if, staff can authorize any changes. The point of this potential code change is to ensure that there is no deviation to the original intent of the Planning and Zoning Commission and Town Council in approving the site plan and, likewise, to the pertinent zoning conditions for the development. That said, in authorizing staff to approve minor changes, a pragmatic, context sensitive, decision making apparatus is more clearly framed in approving minor deviations to the development that clearly do not abrogate any Council intent or development code requirements. Page 1 of 4 Town Council Page 251 of 374 Meeting Date: May 26, 2015 The reason for leaving some staff approval authority in place is to balance the Town's high quality development expectations with an efficient, business realistic, development process that stems from the recognition that once construction begins there are often unforeseen issues related to site conditions, the availability of certain building materials, etc. For example, most construction contracts have anywhere from a five percent to twenty percent cost overrun contingency built-in depending on the project recognizing that, notwithstanding the weather, unplanned issues and impediments may arise during construction. Examples of minor deviations could include, depending on the development conditions for the site, utility connections and access, minor parking lot changes where a small number of spaces are adjusted to another part of the site, minor building facade changes, minor adjustments to landscaping and/or open space including retention/detention ponds. It is important to note that, under the amendments as currently proposed, staff could not grant any change that does not comply with any codified development requirements applicable to the property as well as any conditions imposed by the Town Council as part of the approval of the site plan. As the potential changes are currently drafted, where any doubt would exist as to whether staff could approve a minor change, the Town Council, upon the recommendation of the Planning and Zoning Commission, would then be required to approve the change. The following are the results of a survey performed by staff in January of area municipal requirements relative to the site plan approval process: Colleyville D. Site Plan Approval Required — Where the property is zoned CPO, CN, CC, ML, SU, PUD -C, or PUD -I, a site plan shall be submitted for review and approval to the Administrative Official prior to the issuance of a building permit. Rnannkp- Revisions to the Approved Site Plan. (1) Minor revisions/amendment. It is recognized that final architectural and engineering design may necessitate minor changes in an approved site plan. In such cases, the City Manage, or his/her designee shall have the authority to approve minor modifications to an approved site plan and which shall be submitted as an "amended site plan" which substantially conforms to the previously approved site plan, provided that such modifications do not significantly change traffic circulation, building location(s) on the site, proximity of building(s) to nearby residential areas, increase the size or height of building(s), or any other conditions specifically attached as part of the City Council's approval of the site plan. Submission materials and requirements for approval of an amended site plan shall be as determined by the City Manager or his/her designee. If the City Manager or his/her designee refuses to approve an amended site plan, then the applicant shall re -submit the amended site plan as a "revised site plan" as described in Subsection (2) below, whereupon the revised site plan shall be scheduled for consideration by the Planning and Zoning Commission and City Council. Keller D. Approval Process For Site Plans 1. Modified Site Plans for existing buildings or Site Plans for parking improvements may be approved by the Development Review Committee if it meets all applicable requirements. The DRC's decision may be appealed to the Planning and Zoning Commission and City Council. Page 2 of 4 Town Council Page 252 of 374 Meeting Date: May 26, 2015 2. Site Plans within the Town Center (TC) Zoning District shall be approved by City Council after a recommendation from the Planning and Zoning Commission. All other site plans shall be approved by the Director of Community Development and the City Manager or his/her designee if it meets all applicable requirements of this Ordinance for development. The City Manager's decision may be appealed to the Planning and Zoning Commission and City Council. (Amended by Ord. No. 1515 on July 20, 2010) 3. If variances are requested, the Site Plan shall be considered by City Council after a recommendation by the Planning and Zoning Commission. Based on the Development Review Committee's review, staff will prepare a report and recommendation for the Planning and Zoning Commission. Staff can recommend approval, conditional approval, or denial based on the requirements of this Ordinance. A copy of this information and an agenda for the Planning and Zoning Commission meeting at which the application will be discussed will be available to the applicant on the Friday prior to that Planning and Zoning Commission meeting. The Site Plan will be placed on a City Council agenda within thirty (30) days following the Planning and Zoning Commission meeting. The applicant shall submit one (1) collated and folded 24" x 36" copy and twelve (12) 11" X 17" reductions of the Site Plan at least ten (10) days prior to the City Council meeting. 4. Prior to the City Council meeting, staff will provide to the applicant a copy of the staff report and recommendations, and the City Council agenda. The City Council can approve, approve with conditions, or deny a Site Plan. After the City Council approves a Site Plan, if final architectural or engineering design necessitates minor changes in the approved Site Plan, the changes may be approved by the Director of Community Development, provided that they do not materially alter traffic circulation, building location, or any conditions attached to the City Council's approval of the Site Plan. Cnnthlaka 40.6 ADMINISTRATIVE ACTION - On approval of the development plan or site plan by the City Council, or the Administrative Staff, as appropriate, all necessary permits or certificates authorized thereby may be issued. a. Subsequent to such approval, minor changes may be authorized by the Administrative Official when such minor changes will not cause any of the following circumstances to occur: 1. A change in the character of the development; 2. An increase in the ratio of the gross floor areas in structures to the area of any lot; 3. An increase in the intensity of use; 4. A reduction in the originally approved separations between buildings; 5. An increase in the problems of circulation, safety, and utilities; 6. An increase in the external effects on adjacent property; 7. A reduction in the originally approved setbacks from property lines; 8. An increase in ground coverage by structures; 9. A reduction in the ratio of off-street parking and loading space to gross floor area in the structures. 10. A change in the subject, size, lighting, flashing animation or orientation of originally approved signs. b.Any proposed amendment to a development plan or site plan, previously approved by the Planning and Zoning Commission and the City Council, which in the opinion of the Administrative Official does not meet the criteria of sub -paragraph 40.6a above may only be approved by the City Council after a Page 3 of 4 Town Council Page 253 of 374 Meeting Date: May 26, 2015 recommendation by the Planning and Zoning Commission in accordance with the same notice and hearing requirements for zoning changes as set forth in Section 46 of this ordinance. Planning and Zoning Commission Recommendation: The Planning and Zoning Commission recommended approval of this item on May 7, 2015 by a vote of (7-0) subject to the following conditions: 1. That Section 3a in Exhibit "A" be deleted with the opening paragraph in Section 3 amended to read as follows: "Minor changes of details within a site plan, which do not create a significant change to the physical and aesthetic character to a previously approved site plan as approved by the Town Council, may be authorized by the Town Manager or their designee when such minor changes will not cause any of the following circumstances to occur:" That the following language be added by staff: "No change may be granted by staff that would, otherwise, require the approval of a variance or waiver to any code or zoning district requirement". 3. That, in Sections 3a through m, any mentions of the words increase, reduction be replaced with the word "change". Attachments: Exhibit "A" — Proposed Staff Markups to Section 5.09, Chapter 13 Exhibit "B" — P&Z Recommended Markups to Staff Markups above Exhibit "C" — Ordinance No. 2015-04 P&Z (Draft Ordinance containing P&Z recommended changes) Recommendation: Staff recommends approval of the amendments as recommended by P&Z with the exception of Section 3c by clarifying the language to read as the following: c. Any change to a landscaping, building design or other requirement that is not generally consistent with the approved plan(s) and fails to meet the minimum requirements of any Town ordinance, pertinent PD district, Specific or Conditional Use Permit, or any other valid legislative regulation imposed on the site; or Page 4 of 4 Town Council Page 254 of 374 Meeting Date: May 26, 2015 Exhibit "A" Section 5.09 Site Plan Requirements Whenever a site plan is required by this Ordinance, such site plan must conform to the requirements of this Section. Except as otherwise provided herein, all site plans must be approved by the Town Council upon recommendation of the Planning and Zoning Commission. A. Requirement prior to Building Permit When required by this ordinance, a site plan must be approved prior to issuance of a building permit by the Town. B. Changes to the Site Plan Changes to the site plan shall be processed in the same manner as the original approved site plan. 1. Except as otherwise provided in Section 5.09(B)(3) below, any site plan that is amended shall require approval of the Town Council upon recommendation of the Planning and Zoning Commission. 2. Changes to the site plan which will affect the use of the land shall require either an amendment to a PD or a rezoning of property, whichever applies, and shall require the appropriate public hearings. 3. Minor cShanges of details within a site plan `"'h;Gh dO n„t alter the basin nh„siGa' ro'atiGnshin „f -G-adjaGeRt property, d() REA alter the use permitted, ORGFE?ase the density, floor aFea, height, or redUG8 the yards provided at the boundary of the site as indiGated OR the appFeved Alar -may be authorized by the -Town Manager or their designee when such minor changes will not cause anV of the following circumstances to occur: TOWIR'S o'ann Rg and Znn;n,. Administrator. An aggrieved party may appeal the decision of the Town's designee to the Zo Board of Adjustment in accordance with the provisions of this Ordinance a. A significant change in the physical and aesthetic character of the development; b. Changes to any development requirement and/or preference imposed by the Town Council as a condition of approval of the site plan; c. Notwithstanding the requirements of sub -section "b" above, any change to a landscaping, building design or other requirement not mentioned below such that the change is not generally consistent with the approved plan(s) and fails to meet the minimum requirements of any Town ordinance, pertinent PD district, Specific or Conditional Use Permit, or any other valid legislative regulation imposed on the site; d. An increase in floor area and/or the ratio of the gross floor areas in structures to the area of any lot; e. An increase in the intensity of use and/or density of residential units; f. A reduction in the originally approved separations between buildings; g. An increase in any impacts related to traffic circulation, public health and safetV, utility construction; h. An increase in any effect of the development upon on adjacent property including light, noise, odor and visual obstruction: i. A reduction in the originally approved setbacks from property lines; Town Council Page 255 of 374 Meeting Date: May 26, 2015 Exhibit "A" An increase in heiaht of anv structures: k. An increase in ground coverage bV structures; I. A reduction in the ratio of off-street parking and loading space to gross floor area in the stri u -ti m -s _ m. A change in the subject, size, lighting, flashing animation or orientation of originally approved signs. C. Council Approval Upon recommendation by the Planning and Zoning Commission, Council approval of a site plan that accompanies a zoning change request shall become part of the amended ordinance. Hearings held by the Council for consideration of approval of such zoning change and accompanying site plan shall be conducted in accordance with the provisions of Section 8.06, Public Hearings. D. Compliance with Town Design Standards The site plan must comply with design standards, policies, and any design criteria deemed necessary to the safety, health, and welfare of the Town. E. Site Plan Contents The site plan shall contain the information listed below and any or all of the required features may be incorporated on a single drawing if such drawing is clear and capable of evaluation by the Planning and Zoning Commission, the Town Council and the staff personnel required to enforce and interpret this Ordinance. Town Council Page 256 of 374 Meeting Date: May 26, 2015 Exhibit "A" 1. The location of all existing and planned structures on the subject property and locations of structures on adjoining property within one hundred feet (100'). 2. Lighting and/or fencing and/or screening of yards and setback areas and proposed changes. 3. Design of ingress and egress. 4. Off-street parking and loading facilities, and calculations showing how the quantities were obtained. 5. Height of all structures. 6. Proposed uses. 7. Landscape plan 8. Tree Survey indicating location, size, and type of all existing trees. 9. The location and type of all signs, including lighting and heights. 10. Elevation drawings citing proposed exterior finish material. 11. Street names on proposed streets. 12. Proposed water, wastewater collection, and storm sewer lines; proposed grading and drainage patterns. 13. Engineering drawings of all improvements to be dedicated to the Town or M.U.D. if the property is not to be final platted or if engineering drawings have not been previously submitted for the site. If the property is to be final platted, these may be provided at that time. 14. Utility and drainage easements for dedicated infrastructure, if required. 15. Such additional terms and conditions, including design standards, as the Planning and Zoning Commission and the Town Council deem necessary. (Ord No. 98-29, §XLI, 12-1-98, Repealed by Ord. No. 2000-06 P&Z § XLI, 3-21-00) Town Council Page 257 of 374 Meeting Date: May 26, 2015 Exhibit "B" Section 5.09 Site Plan Requirements Whenever a site plan is required by this Ordinance, such site plan must conform to the requirements of this Section. Except as otherwise provided herein, all site plans must be approved by the Town Council upon recommendation of the Planning and Zoning Commission. A. Requirement prior to Building Permit When required by this ordinance, a site plan must be approved prior to issuance of a building permit by the Town. B. Changes to the Site Plan Changes to the site plan shall be processed in the same manner as the original approved site plan. 1. Except as otherwise provided in Section 5.09(B)(3) below, any site plan that is amended shall require approval of the Town Council upon recommendation of the Planning and Zoning Commission. 2. Changes to the site plan which will affect the use of the land shall require either an amendment to a PD or a rezoning of property, whichever applies, and shall require the appropriate public hearings. 3. Minor changes of details within a site plan, which do not create a significant change to the physical and aesthetic character to a previously approved site plan as approved by the Town Council, may be authorized by the Town Manager or their designee when such minor changes will not cause any of the following circumstances to occur: a. A significant change in the physical and aesthetic character of the development; b. Changes to any development requirement and/or preference imposed by the Town Council as a condition of approval of the site plan; c. Notwithstanding the requirements of sub -section "b" above, any change to a landscaping, building design or other requirement not mentioned below such that the change is not generally consistent with the approved plan(s) and fails to meet the minimum requirements of any Town ordinance, pertinent PD district, Specific or Conditional Use Permit, or any other valid legislative regulation imposed on the site; d. °^ 'RG ease A change in floor area and/or the ratio of the gross floor areas in structures to the area of any lot; e. AR iRGrease A change in the intensity of use and/or density of residential units; f. A redttetiGR A change in the originally approved separations between buildings; g. ^n„- rease A change in any impacts related to traffic circulation, public health and safety, utility construction; h. A^ '�„-„;ease A change in any effect of the development upon on adjacent property including light, noise, odor and visual obstruction; i. Ared6lGtiGR A change in the originally approved setbacks from property lines; j. An irsrease A change in height of any structures; Town Council Page 258 of 374 Meeting Date: May 26, 2015 Exhibit "B" k �^�n increase A change in ground coverage by structures; I. A reduction A change in the ratio of off-street parking and loading space to gross floor area in the structures. m. A change in the subject, size, lighting, flashing animation or orientation of originally approved signs. n. Any change that would require the approval of a variance or waiver to any code or zoning district requirement where none currentlV exists. C. Council Approval Upon recommendation by the Planning and Zoning Commission, Council approval of a site plan that accompanies a zoning change request shall become part of the amended ordinance. Hearings held by the Council for consideration of approval of such zoning change and accompanying site plan shall be conducted in accordance with the provisions of Section 8.06, Public Hearings. D. Compliance with Town Design Standards The site plan must comply with design standards, policies, and any design criteria deemed necessary to the safety, health, and welfare of the Town. E. Site Plan Contents The site plan shall contain the information listed below and any or all of the required features may be incorporated on a single drawing if such drawing is clear and capable of evaluation by the Planning and Zoning Commission, the Town Council and the staff personnel required to enforce and interpret this Ordinance. Town Council Page 259 of 374 Meeting Date: May 26, 2015 Exhibit "B" 1. The location of all existing and planned structures on the subject property and locations of structures on adjoining property within one hundred feet (100'). 2. Lighting and/or fencing and/or screening of yards and setback areas and proposed changes. 3. Design of ingress and egress. 4. Off-street parking and loading facilities, and calculations showing how the quantities were obtained. 5. Height of all structures. 6. Proposed uses. 7. Landscape plan 8. Tree Survey indicating location, size, and type of all existing trees. 9. The location and type of all signs, including lighting and heights. 10. Elevation drawings citing proposed exterior finish material. 11. Street names on proposed streets. 12. Proposed water, wastewater collection, and storm sewer lines; proposed grading and drainage patterns. 13. Engineering drawings of all improvements to be dedicated to the Town or M.U.D. if the property is not to be final platted or if engineering drawings have not been previously submitted for the site. If the property is to be final platted, these may be provided at that time. 14. Utility and drainage easements for dedicated infrastructure, if required. 15. Such additional terms and conditions, including design standards, as the Planning and Zoning Commission and the Town Council deem necessary. (Ord No. 98-29, §XLI, 12-1-98, Repealed by Ord. No. 2000-06 P&Z § XLI, 3-21-00) Town Council Page 260 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB, TEXAS ORDINANCE NO. 2015-04 P&Z AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS, REPEALING SUBSECTION 3, OF SECTION 5.09(B), ENTITLED "CHANGES TO THE SITE PLAN" OF SECTION 5.09, ENTITLED "SITE PLAN REQUIREMENTS" OF ARTICLE V, ENTITLED "SUPPLEMENTARY DISTRICT REGULATIONS" OF CHAPTER 13, ENTITLED "ZONING" OF THE CODE OF ORDINANCES OF THE TOWN AND ADOPTING A NEW SUBSECTION 5.09(B)(3) REGULATING ADMINISTRATIVE APPROVAL OF CHANGES TO SITE PLANS; PROVIDING FOR THE INCORPORATION OF PREMISES; PROVIDING FOR AN AMENDMENT; PROVIDING A CUMULATIVE REPEALER CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; PROVIDING A PENALTY NOT TO EXCEED THE SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH OFFENSE AND A SEPARATE OFFENSE SHALL BE DEEMED COMMITTED EACH DAY DURING OR ON WHICH A VIOLATION OCCURS OR CONTINUES; PROVIDING FOR PUBLICATION; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town of Trophy Club (hereinafter referred to as "Town") is a Home Rule Municipality acting under its Charter adopted by the electorate pursuant to Article XI, Section 5 of the Texas Constitution and Chapter 9 of the Texas Local Government Code; and WHEREAS, the Planning and Zoning Commission has reviewed Subsection (3) of Section 5.09(B), entitled "Changes to the Site Plan" of Section 5.09, entitled "Site Plan Requirements" of Article V, entitled "Supplementary District Regulations" of Chapter 13, entitled "Zoning" of the Code of Ordinances of the Town, which subsection authorizes approval by the Planning and Zoning Administrator of changes to the details of an approved site plan where the proposed changes do not alter the basic physical relationship of the property to adjacent property, do not alter the use permitted, increase density, floor area, height, or reduce the yards provided at the boundary of a site as indicated on the approved site plan; and WHEREAS, after public notices were given in compliance with State law and public hearings were conducted, and after considering the information submitted at those public hearings and all other relevant information and materials, the Planning and Zoning Commission of the Town has recommended to the Town Council the repeal of Subsection 5.09(B)(3) of Article V, of Chapter 13 of the Code of Ordinances and the adoption of new regulations governing ORD 2015-04 P&Z Town Council Page 261 of 374 Meeting Date: May 26, 2015 administrative approval of site plans by the Town Manager or his/her designee; and WHEREAS, after due deliberation and consideration by Town Council of the Town of Trophy Club, Texas at a properly posted public hearing, the Town Council now deems it necessary and in the interests of public health, safety and welfare and the orderly development of land within the Town, to adopt this Ordinance amending the Code of Ordinances of the Town by repealing existing Section 5.09(B)(3) and adopting a new Subsection (3) of Section 5.09(B), entitled "Changes to the Site Plan" of Section 5.09, entitled "Site Plan Requirements" of Article V, entitled "Supplementary District Regulations" of Chapter 13, entitled "Zoning" of the Code of Ordinances of the Town, as more specifically set forth below. NOW THEREFORE BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: SECTION 1. INCORPORATION OF PREMISES That the above and foregoing premises are true and correct and are incorporated herein and made a part hereof for all purposes. SECTION 2. AMENDMENT 2.01 Subsection 3 of Section 5.09(B), entitled "Changes to the Site Plan" of Section 5.09, entitled "Site Plan Requirements" of Article V entitled, "Supplementary District Regulations" of Chapter 13, entitled "Zoning" of the Code of Ordinances of the Town of Trophy Club, Texas, is hereby repealed in its entirety, and a new Section 5.09(B)(3) is hereby adopted, and shall be and read in its entirety as follows, with all other provisions of Section 5.09(B), "Changes to the Site Plan" to remain unaltered and in full force and effect. B. Changes to the Site Plan "3. Minor changes of details within a site plan, which do not create a significant change to the physical and aesthetic character to a previously approved site plan as approved by the Town Council, may be authorized by the Town Manager or their designee when such minor changes will not cause any of the following circumstances to occur: a. A significant change in the physical and aesthetic character of the development; or ORD 2015-04 P&Z Town Council Page 262 of 374 Meeting Date: May 26, 2015 2 b. Changes to any development requirement and/or preference imposed by the Town Council as a condition of approval of the site plan; or c. Any change to a landscaping, building design or other requirement that is not generally consistent with the approved plan(s) and fails to meet the minimum requirements of any Town ordinance, pertinent PD district, Specific or Conditional Use Permit, or any other valid legislative regulation imposed on the site; or d. A change in floor area and/or the ratio of the gross floor areas in structures to the area of any lot; or e. A change in the intensity of use and/or density of residential units; or f. A change in the originally approved separations between buildings; or g. A change in any impacts related to traffic circulation, public health and safety, utility construction; or h. A change in any effect of the development upon on adjacent property including light, noise, odor and visual obstruction; or i. A change in the originally approved setbacks from property lines; or j. A change in height of any structures; or k. A change in ground coverage by structures; or I. A change in the ratio of off-street parking and loading space to gross floor area in the structures; or m. A change in the subject, size, lighting, flashing animation or orientation of originally approved signs; or n. Any change that would require the approval of a variance or waiver to any code or zoning district requirement where none currently exists." SECTION 3. CUMULATIVE REPEALER That this Ordinance shall be cumulative of all other Ordinances of the Town affecting Zoning and Site Plans and shall not repeal any of the provisions of such Ordinances except as specifically provided herein and except in those instances where provisions of those Ordinances are in direct conflict with the provisions of this Ordinance or the Comprehensive Zoning Ordinance of the Town; whether such Ordinances are codified or uncodified, and all other provisions of the Ordinances of the Town of Trophy Club, codified or uncodified, ORD 2015-04 P&Z Town Council Page 263 of 374 Meeting Date: May 26, 2015 3 not in conflict with the provisions of this Ordinance or adopted as part of an Ordinance or regulation for a Planned Development Zoning District, shall remain in full force and effect. Notwithstanding the foregoing, any complaint, action, cause of action or claim which prior to the effective date of this Ordinance has been initiated or has arisen under or pursuant to such repealed Ordinance(s) shall continue to be governed by the provisions of that Ordinance and for that purpose the Ordinance shall be deemed to remain and continue in full force and effect. SECTION 4. SEVERABILITY If any section, article, paragraph, sentence, clause, phrase or word in this Ordinance, or application thereof to any person or circumstance, is held invalid or unconstitutional by a Court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of the Ordinance, and the Town Council hereby declares it would have passed such remaining of the Ordinance despite such invalidity, which remaining portions shall remain in full force and effect. SECTION 5. ENGROSSMENT AND ENROLLMENT The Town Secretary of the Town of Trophy Club is hereby directed to engross and enroll this Ordinance in accordance with the Town Charter. SECTION 6. PENALTY It shall be unlawful for any person to violate any provision of this Ordinance, and any person violating or failing to comply with any provision hereof shall be fined, upon conviction, in an amount not more than Two Thousand Dollars ($2,000.00), and a separate offense shall be deemed committed each day during or on which a violation occurs or continues. SECTION 7. PUBLICATION The Town Secretary of the Town of Trophy Club is hereby directed to the Caption, Penalty Clause, and Effective Date Clause of this Ordinance as required by law. SECTION 8. EFFECTIVE DATE This Ordinance shall take effect from and after its date of passage in accordance with law, and it is so ordained. ORD 2015-04 P&Z Town Council Page 264 of 374 Meeting Date: May 26, 2015 M PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this the 26th day of May, 2015. C. Nick Sanders, Mayor Town of Trophy Club, Texas ATTEST: Holly Fimbres, Town Secretary Town of Trophy Club, Texas [SEAL] APPROVED AS TO FORM: Patricia A. Adams, Town Attorney Town of Trophy Club, Texas ORD 2015-04 P&Z Town Council Page 265 of 374 Meeting Date: May 26, 2015 5 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0362-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and take appropriate action relative to the Town's Request for Qualifications for Financial Advisory Services and the selection of SAMCO Capital Markets, Inc. to provide Financial Advisory Services to the Town; and authoring the Town Manager or his designee to negotiate and execute all necessary contractual documents. Attachments: Staff Report - RFQ for Financial Advisor Services.pdf RFQ for Financial Advisor Services.pdf Date Ver. Action By Action Result Consider and take appropriate action relative to the Town's Request for Qualifications for Financial Advisory Services and the selection of SAMCO Capital Markets, Inc. to provide Financial Advisory Services to the Town; and authoring the Town Manager or his designee to negotiate and execute all necessary contractual documents. Town Council Page 266 of 374 Meeting Date: May 26, 2015 T(CTOWN OF * TROPHY CLUB 100 Municipal Drive -Trophy Club, Texas 76262 To: Mayor and Town Council From: Steven Glickman, Assistant Town Manager/CFO CC: Stephen Seidel, Town Manager Holly Fimbres, Town Secretary Re: Selection of a Financial Advisor Town Council Meeting, May 26, 2015 Agenda Item: Consider and take appropriate action relative to the Town's Request for Qualifications for Financial Advisory Services and the selection of SAMCO Capital Markets, Inc. to provide Financial Advisory Services to the Town; and authoring the Town Manager or his designee to negotiate and execute all necessary contractual documents. Explanation: Town Staff advertised via a Request for Qualifications (RFQ) for Financial Advisory Services and received responses from three qualified Financial Advisors. Staff recommends selection SAMCO Capital Markets and Mark McLiney as the Town's Financial Advisor. Mr. McLiney had previously worked with the Town while at Southwest Securities and knows the Town's financial structure intimately. The Town had previously been under contract with Southwest Securities, which recently merged with First Southwest. First Southwest had been handling the Town's account since the merger. Attachments: • RFQ for Financial Advisor Services Recommendation: Staff recommends the selection of SAMCO Capital Markets, Inc. to provide Financial Advisory Services to the Town. Town Council Page 267 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB 100 Municipal Drive • Trophy Club, Texas 76262 REQUEST FOR QUALIFICATIONS ("RFQ") FOR FINANCIAL ADVISOR SERVICES MAY 13,2015 SUBMITTED BY: Mr. Mark M. McLiney Mr. Andrew T. Friedman Senior Managing Director Managing Director 8700 Crownhill Blvd., Suite 601 8700 Crownhill Blvd., Suite 601 San Antonio, Texas 78209 San Antonio, Texas 78209 Telephone: (210) 832-9760 Telephone: (210) 832-9760 mmcliney@samcocapital.com afriedman@samcoca ital.com SAMU"t) U"IFTA--L NIAR TSQ INV o Town Council Page 268 of 374 Meeting Date: May 26, 2015 TABLE OF CONTENTS EXECUTIVE SUMMARY.......................................................................................................................... 1 QUALIFICATIONS.................................................................................................................................. 2 CONFLICT OF INTEREST/REFERENCES................................................................................................... 3 APPENDIX A: ...................................................................................... CONFLICT OF INTEREST QUESTIONNAIRE APPENDIX B: ....................................................................................................... CERTIFICATE OF RESIDENCY APPENDIX C: ........................................................................................................... AUTHORIZATION FORM APPENDIX D: ............................................................................................... FINANCIAL ADVISOR EXPERIENCE SAM(C"t) C"IFTAIL ALAI? TSQ INV o Town Council Page 269 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas EXECUTIVE SUMMARY Mark McLiney, Andrew Friedman, and Mary Jane Dietz are proud to submit our response to the Town of Trophy Club's Request for Qualifications for Financial Advisor. We are excited to share information about SAMCO Capital Markets, Inc. and our expertise as serving as financial advisor. No Financial Advisory team understands better how the Town operates and we believe that when you combine that knowledge with our experience representing Cities as Financial Advisor, SAMCO will be the clear choice to continue to serve the Town. Below is a summary of what will be more fully detailed within the body of our response. UNDERSTANDING OF THE TOWN Mark McLiney, his predecessor Dan Almon and Mary Jane Dietz have represented the Town of Trophy Club for every bond issue that the Town has authorized going back to 1994. Mr. McLiney has been working as the lead banker since 2011. This long term relationship has provided the stability when staffs and councils have changed, which is a recognized strength by the Rating Agencies. STATEWIDE CITY EXPERIENCE Although Mr. McLiney and Mr. Friedman consider themselves generalists in municipal finance, their City experience, as summarized in question two of this response, clearly shows that they their experience working with Cities is unrivaled. Over the past 5 years, their experience compares favorably to other firms entire financial advisory practice. The team's work Statewide allows their clients to take advantage of new financing tools and ideas that may develop first in other parts of the State. The fact that they represent many clients in the fast growing areas around Texas will assure the Town that their Financial Advisory team will be aware of all of the economic tools and that they will be available to the Town of Trophy Club. EXCELLENT WORKING RELATIONSHIP WITH THE TOWN STAFF AND OUTSIDE CONSULTANTS During the past several years, Mr. McLiney, Mr. Friedman and Ms. Dietz have worked with Mr. Seidel and Mr. Glickman and developed an excellent working relationship with them. If SAMCO is retained as the Town's advisor, there will be no time spent trying to develop a working relationship between the bankers and the staff. We know what the Town expects that we can deliver results. In conclusion, we believe that SAMCO can offer the Town of Trophy Club the best and most complete Financial Advisory team. Mr. McLiney, Mr. Friedman, and Ms. Dietz will provide the Town the experience and knowledge that will be required to assist the Town as it continues to grow. They have unrivaled knowledge of your community and your staff that will assure the Town seamless Financial Advisory services into the future. S (C® VAPITAIL MARK TS9 LNC"® Town Council Page 270 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas QUALIFICATIONS 1. Provide a brief description of the firm, including general experience and history in public finance, number of offices, location and number of professionals and employees in each office, description of specialty practice areas and firm philosophy. Indicate which office(s) will be responsible for day-to- day contact and describe structure of firm ownership (e.g., publicly held corporation, partnership, etc.) and any parents, affiliates, or subsidiaries of the firm. SAMCO Capital Markets, Inc. is a Texas firm started by Texans to serve Texans. We were founded in 1987 and are headquartered in Austin, Texas. SAMCO is a privately held employee -owned Broker/Dealer firm. Our offices are located in Dallas, Austin, San Antonio, Houston and Edmond, Oklahoma (later this month a new North Texas office will be opened). Our state and national trading and underwriting desk is located in our Dallas office. SAMCO has been serving public finance clients since 2000 and has seen their public finance practice grow steadily during the past 15 years. Based upon our current profile, SAMCO should end the 2015 calendar year as the second most active financial advisor in the State of Texas (when ranked by the number of deals completed). The Dallas and San Antonio office will be the primary offices working with the Town of Trophy Club. The San Antonio office is currently staffed with seven professionals. The Austin office is manned with ten professionals. One sales professional is located in Edmond, Oklahoma. Houston has two professionals dedicated to Public Funds Management. And Dallas is our largest office with thirty-three underwriters, financial advisors, traders, bankers and sales people. Mark McLiney, Andrew Friedman and Mary Jane Dietz will be the primary contacts with the Town of Trophy Club. They office in San Antonio and Dallas and will oversee the execution of financial advisory services for the Town. Chris Whitlock is the lead underwriter for SAMCO and head of Public Finance. Mr. Whitlock's market knowledge is responsible for increasing the underwriting successes since he joined SAMCO in 2009. Mr. Whitlock will assist the team interpret the interest rate market and interact with underwriters and investors to help the Town achieve the optimal pricing and structuring of each debt issue. SAMCO is pleased to announce that we recently added 11 professionals to our public finance practice and now employs 53 professionals as financial advisors, underwriters, traders, salespeople and bankers. With the recent additions to our firm, SAMCO represents well over 300 Texas Entities as financial advisor. Although all of SAMCO's bankers are considered generalist, many of the banking teams have evolved to have an emphasis. Mr. McLiney's and Mr. Friedman's emphasis over the years has been City and Utility Systems. We believe that Mr. McLiney and Mr. Friedman represent more Cities than any other banking team in Texas. This experience allows them to be on the forefront of the industry at all times. Our firm's philosophy is simple. Always put the client first. 1 Town Council Page 271 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas 2. Describe a description of the firm's and/or individual's experience during the last five (5) years as financial advisor of negotiated or competitively bid bond issues of Texas municipalities and other governmental entities. Please include the names of the issuers, the amount of the bonds, the capacity on which you and/or the firm served and the purpose for the issuance. Mr. McLiney and Mr. Friedman have detailed their experience in the Appendix B of this Request for Qualifications. In summary, their team has worked as financial advisor on 276 transactions for 102 separate clients in order to issue over $1,400,000,000 in indebtedness since 2010. The following chart details their annual experience as financial advisors: 2014 60 $ 292,345,000 2013 53 182,542,202 2012 66 388,767,000 2011 42 252,719,994 2010 55 328,002,760 Total 276 $1,444,376,956 A full listing is provided in Appendix B. 2 Town Council Page 272 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas 3. Please select one transaction from #2 above that you feel best demonstrates your firm's financial advisory capabilities and describe in detail the financial issues involved in the transaction and your firm's approach and the outcome to the analysis. We feel that the one transaction that best demonstrates our full financial advisory capabilities is the $7,000,000 New Braunfels Development Authority ("NBDA")Tax Increment Contract Revenue Bonds, Series 2010. We chose this transaction because of the in-depth structuring issues due to the TIRZ, the negotiation with the developer, the negotiation with the purchaser of the bonds that included a two year call which resulted in a new issue in 2012 and the transformational result it had for the City. In 2006, the City was approached by a developer that wanted to create a 492 acre master planned development that included retail, industrial, and multi -family components. The raw piece of land, located on the Southeast side of 1-35, now called the New Braunfels Town Center at Creekside, needed more than $50,000,000 of public infrastructure to make it developable. If the City attempted the financing themselves, higher taxes and delayed projects throughout the City would have resulted. Working with the City's Bond Attorney, we suggested the creation of a TIRZ where the developer would finance the improvements and the City would create a TIRZ to issue bonds that would reimburse the developer once the incremental value could sustain a bond issue. This allowed the infrastructure to be completed by the developer without any higher taxes and without risk to the City. If the development failed, the City would get the infrastructure that the developer financed and the developer would not get reimbursed. In 2007, the New Braunfels Development Authority and TIRZ were created with the City and County both participating to different negotiated degrees. Construction began in 2008, with plans for the first bond issue in late 2008 or early 2009. Due to the Great Recession starting in the fall of 2008, development of the property was slower than projected. Tax Increment Revenues were not sufficient to finance the planned project and financing was delayed. Infrastructure was completed and no outlay from the City was required. As the economy rebounded, the pace of development accelerated with both the BUC-EES and hospital being announced as new projects within the boundaries. By 2010, the NBDA was prepared to issue its first bond issues, but due to the structure of the TIRZ and the January 1st date of valuations our financial model showed that valuations would more than double and the credit quality would be much greater within about two years. Since the developer needed reimbursements in 2010 to help continue the development, we negotiated with a bank to take a $7,000,000 variable rate note fixed with a two year call. The bonds were issued and the developer received his money so that the project could continue. Once BUC-EES and the hospital were completed, the incremental value had increased to $109,000,000, and we were able to refinance the original $7,000,000 loan and provide an additional $5,000,000 to the developer. In 2014, we were able to finance the last $17,000,000 to completely pay the developer off for its public infrastructure improvements. The in-depth financial modeling proved accurate and helped both the bond purchaser and the developer see that a refinancing was possible within a few short years. 3 Town Council Page 273 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas The NBDA currently has $27,950,000 of bonds outstanding, with 2014 TIRZ revenues excess of $2,500,000. They are easily making their bond payments and are accumulating cash so that they can fully pay for a fire station within the Town Center. After paying cash for the fire station, the NBDA will escrow funds to pay off the bonds early. Once all debt is paid, the City TIRZ money will be available for any lawful purpose. The transformational result is the largest new Economic Development Project in the City's history. The complete project, currently valued in excess of $250,000,0000 with a full build out estimated at $500,000,000, was completed with no risk to the City and when the bonds are fully paid, 5 years ahead of schedule, the City will gain a new revenue stream estimated at approximately $3,300,000/year. 4 Town Council Page 274 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas 4. Describe your firm's technology capabilities and how it ties into your strategic financial planning for the Town. SAMCO utilizes two different municipal bond structuring softwares, DBC Finance and MUNEX, for modeling and analyzing debt structures, and for identifying candidates for potential refunding. We also utilize the full Microsoft Office suite, which is fully integrated with the DBC and MUNEX programs. We are experts at Microsoft Excel, which is how best to model the tax rate and revenue impact of bond programs, and determine the optimal structure for potential borrowings. We also use the industry standard systems of Bloomberg and Ipreo, predominantly in our underwriting department, for monitoring both primary and secondary market activity. Mr. McLiney, Mr. Friedman and Mr. Hamilton will share the responsibility for modeling the existing debt, developing alternative debt structures for future bond issues, evaluating finance proposals brought to the Town by investment bankers and developers, and performing all necessary quantitative analysis. Although Mr. Hamilton is the firm's lead analytical banker, Mr. McLiney spent his early career as the analytical banker. Working in this role has allowed Mr. McLiney to remain in the forefront of the industry with a complete understanding of the technology that can be used to best serve the Town. With the Analytical background described above, the team assigned to the Town believes that it is imperative to work with the Town management to develop the model that can best work for the Town. The financial advisory team has the tools, but only with the expertise of Town management can the tools work. There must be a collaborative effort to get the most accurate results. Although it is more time consuming, we have found that the better results are worth the extra effort. 5 Town Council Page 275 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas S. Describe the steps your firm would take as Financial Advisor to ensure the pricing process on negotiated sales and the bidding process on competitive sales render the lowest true interest cost. It is our strong belief that communication with the underwriters is the key to securing the best interest rates available in the market. One of the ways that SAMCO is able to do so is by relying on our own underwriting desk, whose involvement includes communicating with the underwriters in the days leading up to a pricing, known as pre -pricing, and through the actual order period on the day of pricing. Our underwriting desk is in the market every day and has relationships with each underwriting desk for firms serving as underwriter in Texas. Our desk calls on the same clients and has relationships with many of the same bond buyers and is able to ensure that underwriters are performing to the best of their ability on any given transaction. Prior to the Town's bond sale, we will analyze current market conditions to determine the appropriate method of sale that will ensure the lowest borrowing cost for the Town. On a negotiated sale we would begin the pricing process by analyzing sales of similar issuers that have sold bonds in days prior to the Town's sale date. This provides a snapshot of where the market is and the starting point for pricing the Town's issue. The next step is to communicate with our desk and the underwriting syndicate that has been selected to sell the Town's bonds to develop a pre -pricing sheet that is in accordance with the prevailing market rates. Our underwriting desk has the experience to ensure the underwriting syndicate is providing appropriate rates. After receiving the pre -pricing rates from the underwriting syndicate we will again visit with our trading desk and compare the rates to other citys' sales that have taken place that day. If there are any anomalies in the rates or takedown, we will, in a clear manner, communicate this to the underwriting syndicate. Once we have developed and settled on the pricing we will take to the market, if there are unsubscribed maturities, we will not automatically re -price the issue. Often times if the order period ends without all of the bonds being sold, the underwriting syndicate wants to re -price the issue. Our practice is to get with our underwriting desk and determine if the pricing really needs to be adjusted or if the underwriting syndicate needs to do more to execute the sale at current levels. The easiest thing to do is to simply re -price an issue at the insistence of the underwriting syndicate but this will not result in the lowest true interest cost for the Town. As financial advisor, it is our duty to be vigilant and make sure the Town gets the lowest borrowing cost possible in the market on any given day. For a competitive sale, the bidding process begins with the marketing of the Town's bonds. To do this we make sure purchasers are aware of the forthcoming sale and have ample time to review the offering documents which details the Town and its financial condition. As purchasers need information in which to develop their bids, we make sure they have exactly what they need. We don't simply advertise the upcoming sale, we communicate with our trading desk about which firms will have an appetite for the Town's bonds. We then pick up the phone and start calling potential purchasers to gauge their interest in bidding. This serves the purpose of reminding potential purchasers of the sale and highlighting the strengths of the town. We have found that actually picking up the phone and "pounding the pavement" increases the number of bids an issuer is likely to receive. Simply relying on automated communication, via computers, does not effectively address the needs of purchasers. By taking these proven, old-fashioned methods, we believe that the Town will receive the lowest true interest cost. Town Council Page 276 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas 6. Provide resumes of the key staff to be assigned to work with the Town including their areas of expertise and years of Financial Advisor experience. List the office location and telephone number of all of these individuals. Indicate who will be attending all Town meetings, document sessions, bond pricings and who will be responsible for day -today coordination. Mark M. McLiney, Senior Managing Director, San Antonio, Texas, (210) 832-9760 Mr. McLiney joined SAMCO Capital Markets, Inc. ("SAMCO") on January 15, 2015, as a Senior Managing Director. Mr. McLiney previously served 20 years at Southwest Securities, Inc. Mr. McLiney is Financial Advisor to over 130 clients throughout Texas and his work includes advising Cities, Schools, Community Colleges, Counties and Special Districts. Mr. McLiney has worked in municipal finance since 1987. Mr. McLiney served as Board Member of the Municipal Advisory Council of Texas from 2002-2006, including Chairman of the Board in 2005. He is a registered principal with the national Association of Securities Dealers. Licenses and certificates include Series 7 (General Securities); Series 53 (Municipal Securities Principal) and 63 (Uniform Securities Agency State Law Exam), Municipal Bond School (New York, New York). Mr. McLiney has a Bachelor Degree from the University of Kansas and Master of Business Administration in Finance from the University of Texas in Austin. As lead banker, Mr. McLiney brings forth not only his investment experience but his analytical experience as well. Although Mr. McLiney is a not a member of the SAMCO quantitative staff, his past experience included working as an analytical banker. Mr. McLiney has worked on billions of dollars, worth of financings for various Texas Cities and remains equally focused on both the Financial Advisory side and the Analytical side to help offer the best service to his clients. Mr. McLiney will be the lead contact for the Town and in charge of bond pricings. He will plan on attending the Town's meetings. Andrew T. Friedman, Managing Director, San Antonio, Texas, (210) 832-9760 Andrew Friedman is a Managing Director at SAMCO Capital Markets, Inc. ("SAMCO") he joined SAMCO on January 15, 2015. Mr. Friedman previously served at Southwest Securities, Inc. as Vice President where he served as Financial Advisor to several Cities, Schools and Special Districts. Before Southwest Securities, Mr. Friedman was an investment banker at RBC Capital Markets where his work was focused on pursing underwriting opportunities for the firm throughout the State of Texas. Mr. Friedman began his career at the Municipal Advisory Council of Texas where his duties included creating and updating the Texas Municipal Reports which provide a detailed analysis of municipal issuers' financial position, overall economy, and detailed view of their debts. 7 Town Council Page 277 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas Mr. Freidman graduated from Texas Tech University with degrees in Finance and Accounting. Additionally, he maintains Series 7 (General Securities), Series 79 (Limited Representative — Investment Banker) and Series 63 (Uniform Securities Agent State Law) licenses from the Financial Industry Regulatory Authority (FINRA). Mr. Friedman will be the secondary banker for the Town. He will be familiar with the Town's financings and will be available when and if Mr. McLiney is not available. Mary Jane Dietz, Associate, Dallas, Texas, (214) 765-1438 Mary Jane Dietz is an Associate with SAMCO Capital Markets, based in the Dallas, office. Ms. Dietz joined the firm in February 2015 and is part of the Mark McLiney Municipal Advisory Team based in the SAMCO San Antonio office. Ms. Dietz has twenty years of experience working with Public Finance documentation for cities, counties, school districts, colleges and municipal utility districts. During that time she has worked with issuers, bond attorneys, underwriters, bond rating agencies and municipal insurance companies to facilitate the issuance process and produce the documentation necessary for successful bond offerings. Her duties include preparing calendars for upcoming sales, gathering information for and preparing the offering document for municipal bond sales, preparing closing documents and assisting municipal issuers with their annual SEC 15 c2-12 filings. Ms. Dietz holds bachelor's degrees from Texas Wesleyan University and the University of Texas at Arlington, as well as a master's degree from Southern Methodist University. Ms. Dietz will be in charge of all document preparation and assist the Town with its Continuing Disclosure Requirement. She has worked with the Town in this role for more than 17 years. Mike Hamilton, Managing Director, Dallas, Texas, (214) 765-1468 During his 28 years in the industry issuers, investment bankers and various legal counsels recognize his attention to detail and service. He also brings a high level of expertise in the area of identifying candidates for refunding, whether for savings or structuring to meet the specific needs of a debt issuance. Mr. Hamilton holds a Bachelor of Business Administration degree in Management from Texas Wesleyan University in Fort Worth, Texas. Mr. Hamilton is registered with the Financial Industry Regulatory Authority as General Securities Representative (Series 7) and holds a Uniform Securities Agent State License (Series 63). E•1 Town Council Page 278 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas Chris Whitlock, Managing Director, Dallas, Texas, (214) 765-1437 Mr. Whitlock joined SAMCO in 2009 as Managing Director in Dallas, Texas. Mr. Whitlock has over 20 years of experience in the financial industry. Prior to joining SAMCO, Mr. Whitlock ran the municipal desk in Dallas for Citigroup. He is well versed in areas of Texas municipal finance business, and has many years of experience trading and underwriting a broad spectrum of municipal credits. Mr. Whitlock attended The University of Missouri for his undergraduate degree, and The University of Dallas for his Master's Degree. He is a former board member of The Municipal Advisory Council of Texas. Mr. Whitlock is registered with the National Association of Securities Dealers as a Municipal Securities Principal (Series 53), General Securities Representative (Series 7), and holds a Uniform Securities Agent State Law License (Series 63). E Town Council Page 279 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas 7. List the successful Texas municipalities and other governmental entities bond elections that the firm's members that will be assigned to the Town have served as a financial advisor for in the past five (5) years and indicate any other services your firm provides to assist municipalities during a bond campaign. Mr. McLiney and Mr. Friedman have worked on 16 successful bond elections in the past 5 years. As financial advisors to our clients we are intimately involved in the bond election process. Our involvement begins very early in the discussion process to determine the tax rate impact of the proposed projects once preliminary costs are determined by the architecture/engineering professionals. We work closely with Bond Counsel and the Issuer's Staff to ensure that all documentation is coordinated between parties to get the election called in a timely manner. We make ourselves available to the Staff and Council to discuss the financial impact of the bond election for "Town Hall" type meetings with the public to ensure that the voters are well informed of the factual information regarding a bond election. We often work with Staff to craft election brochures that accurately and easily describe the implications of bond elections with metrics such as the monthly and annual impact on a homeowner's tax bill based on a range of assessed values. In short, we strive to fairly and accurately describe the proposed bonds, the tax impact and general timing of the bond election and bond issuance process. 11/2/2010 City of Haltom City 21,208,000 11/2/2010 Orange County Water Control & Improvement District No. 1 14,000,000 5/14/2011 City of Port Aransas 6,400,000 5/12/2012 City of Pampa 3,000,000 5/12/2012 Tidehaven Independent School District 50,530,000 11/6/2012 City of Everman 2,500,000 11/6/2012 City of GatesviIIe 1,500,000 11/6/2012 Southwest Independent School District 165,000,000 5/11/2013 City of New Braunfels 86,000,000 5/11/2013 City of Paris 45,000,000 5/11/2013 City of Saginaw 24,000,000 11/5/2013 City of Cibolo 2,875,000 11/4/2014 City of Cibolo 13,500,000 11/4/2014 City of Cockrell Hill 4,000,000 11/4/2014 City of Fair Oaks Ranch 7,000,000 11/4/2014 Dayton Independent School District 87,820,000 10 Town Council Page 280 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas 8. Describe your firm's and/or individual's experience as a provider of full-service Financial Advisory services for Texas municipalities and other governmental entities. We are very responsive to the needs and requests of our clients, both during and between debt financing programs. We pride ourselves on providing both comprehensive and timely service. We insist that our team members be directly available to our clients to provide debt service scenarios, tax rate impact analyses, continuing disclosure guidance and information on debt financing alternatives whenever the need arises. SAMCO provides the most comprehensive scope of services as financial advisors to Texas cities. As discussed throughout this document, the services include a high level of experience and expertise on the financings. Listed below is a summary of reoccurring services we provide to ensure the success of the financing program. ➢ Review Financial Goals of the City ➢ Prepare Tax Rate Impact Analysis ➢ Prepare Revenue Coverage Analysis ➢ Analyze Debt Structure Alternatives ➢ Analyze Debt Capacity ➢ Analyze Valuation Parameters ➢ Discuss Financing Alternatives ➢ Provide Interest Rate market Analysis ➢ Prepare a Plan of Finance ➢ Provide access to Internet Bidding ➢ Ensure Competitive Bidding Process ➢ Ensure Widespread Notification of Upcoming Sale ➢ Represent City's interest in establishing Sale Structure ➢ Coordinating Sale information with investment community ➢ Consult on appropriateness of Bids ➢ Provide Market Comparisons to City's Bid ➢ Represent the City's interest in Negotiated Sales ➢ Represent the City in the Credit Rating Process ➢ Develop Plan to attain Credit Rating Goals ➢ Prepare Credit Rating materials on behalf of the City ➢ Consult on Sale timing ➢ Consult on Call Provisions ➢ Select the Most Qualified Service Providers (bond counsel, printer, etc.) ➢ Negotiate Best Fees for the City ➢ Prepare the Notice of Sale ➢ Prepare the Official Statement ➢ Provide for the Bidding Process ➢ Provide Multi -Year analysis ➢ Assist with Continuing Disclosure Requirements ➢ Consult on Arbitrage Rebate ➢ Consult on Investment Strategy ➢ Consult on Investment Alternatives ➢ Provide comparative interest rates on Investments ➢ Consult on Economic Development Initiatives (TIFs, Freeport, etc.) ➢ Consult on refinancing potential ➢ Prepare Bond Closing Memorandum 11 Town Council Page 281 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas 9. Complete and sign the following forms included in this RFQ: Conflict of Interest Questionnaire, Certificate of Residency and Authorization Form. Provided in Appendices 12 Town Council Page 282 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas CONFLICT OF INTEREST/REFERENCES 10. Respondents are requested to include a Conflict of Interest Questionnaire as confirmation that the retention of your firm as Financial Advisor will not result in any conflict of interest with the Town. This would include, but is not limited to, any conflicts arising from relationships (both direct and indirect). Should a conflict of interest potentially exist, the prospective Financial Advisor must specify the party with which such conflict may exist, the nature of the potential conflict, and any resolution proposed. Please See Appendix A 13 Town Council Page 283 of 374 Meeting Date: May 26, 2015 Request for Qualifications for Financial Advisor Town of Trophy Club, Texas 11. Please provide names, addresses and phone number of at least two (2) professional references that can discuss your recent work with municipalities and other governmental entities. Mr. Tom Muir City of Haltom City City Manager 817-222-7745 tmuir@haltomcitytx.com Mr. Chris Dick City of Midlothian City Manager 214-775-7102 chris.dick@midlothian.tx.us Mr. Joel Welch City of Ennis Dir. of Finance 972-875-1234 jwelch@ennistx.gov Mr. Dolph Johnson City of Saginaw Asst. CM 817-232-4640 djohnson@ci.saginaw.tx.us Mr. John C. Kessel City of Schertz City Manager 210-619-1000 jkessel@schertz.com Mr. Robert Camareno City of New Braunfels City Manager 830-221-4281 rcamareno@nbtexas.org M 14 Town Council Page 284 of 374 Meeting Date: May 26, 2015 APPENDIX A CONFLICT OF INTEREST QUESTIONNAIRE Town Council Page 285 of 374 Meeting Date: May 26, 2015 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 1451, 80th Leg., Regular Session. OFFICEUSBQNLY This questionnaire is being filed in accordance with Chapter 176, Local Government Code Date Received by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the person meets requirements under Section 176.006(a). By lawthis questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. Name of person who has a business relationship with local governmental entity. Not Applicable ❑ Check this box if you are filing an update to a previouslyfiled questionnaire. (The law requires that you fife an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate) Name of local government officer with whom filer has employment or business relationship. Name of Officer This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? Yes E] No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? 71 Yes 7X 1 No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officerserves as an officer or director, or holds an ownership of 10 percent or more? F]Yes F—x] No D. Describe each employment or business relationship with the local government officer named in this section. Signature of person doing business with the governmental entity Date Town Council Page 286 of 374 Meeting Date: May 26, 2015 APPENDIX B CERTIFICATE OF RESIDENCY Town Council Page 287 of 374 Meeting Date: May 26, 2015 Adopted 06/29/2007 CERTIFICATE OF RESIDENCY The State of Texas has passed a law concerning non-resident contractors. This law can be found in Texas Government Code under Chapter 2252, Subchapter A. http://www.capitol.state.tx.us/statutes/docs/GV/content/htm/%4v.0l0.00.002252.00.htm. This law makes it necessary for Town of Trophy Club to determine the residency of its bidders. In part, this law reads as follows: Section: 2252.001 (3) `Non-resident bidder' refers to a person who is not a resident. (4) `Resident bidder' refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state. Section: 2252.002 A governmental entity may not award a governmental contract to a nonresident bidder unless the nonresident underbids the lowest proposal submitted by a responsible resident bidder by an amount that is not less than the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which the nonresident's principal place of business is located." I certify that SAMCO Capital Markets, Inc. Section: 2252.001 (3) and (4), a X Resident Bidder (Name of Company) is, under Non-resident Bidder My or Our principal place of business under Section: 2252.001 (3) and (4), is in the city of Austin in the state of Texas Does your principal place of business or ultimate parent company or majority owner: A. have its principal place of business in this state; or B. employ at least 500 persons in this state; X YES NO Signature of Authorized pany Representative Date Mark M. McLiney, Senior Managing Director Printed Name and Title Town Council Page 288 of 374 Meeting Date: May 26, 2015 0 APPENDIX C AUTHORIZATION FORM Town Council Page 289 of 374 Meeting Date: May 26, 2015 AUTHORIZATION FORM Description: Financial Advisor Vendors Name: SAMCO Capital Markets, Inc. In submitting this RFQ I certify as follows: 1. The prices in this proposal have been determined independently, without consultation, communication, or agreement for the purpose of restricting competition, as to any matter related to such prices, with any other bidder or with any competitor. 2. 1 have read each of the Proposal documents outlined in the RFQ and agree to abide by the terms and conditions thereof. 3. 1 acknowledge that if information in the Authorization form is falsified or misrepresented, the corresponding proposal will not be considered by the City. DATED: this 13 th day of May, 2015 Name of Signature: Name Typed: SAMCO Capital Markets, Inc. Mark M. McLiney Title: Senior Managing Director Firm's Address: 8700 Crownhill Blvd., Suite 601 San Antonio, Texas 78209 Fed. I D#. 20-2932662 Phone Number: (210)-832-9760 FAX Number: (210) 832-9794 Email Address: mmcliney @samcocapital.com Website Address: www.samcocapital.com 7 Town Council Page 290 of 374 Meeting Date: May 26, 2015 APPENDIX D FINANCIAL ADVISOR EXPERIENCE Town Council Page 291 of 374 Meeting Date: May 26, 2015 01/01/2010 Cibolo Creek Municipal Auth 01/01/2010 Kennedale, City of 02/01/2010 Fort Clark MUD 02/15/2010 Little Elm, Town of 02/15/2010 Paris, City of 03/01/2010 Atascosa Co 03/01/2010 Atascosa Co 03/01/2010 Joshua, City of 03/09/2010 Trophy Club, Town of 03/15/2010 Jasper Co WC&ID # 1 04/01/2010 B -M -A Counties WC&ID #1 04/01/2010 Paris, City of 04/01/2010 Trophy Club MUD # 1 04/15/2010 Paris EDC 05/01/2010 Falls Co 05/01/2010 Hewitt, City of 05/01/2010 Randall Co 2,745,000 Rev Bds Ser 2010 Wastewater Treatment Facilities Improvements 2,000,000 Comb Tax & Rev C/O Ser 2010 Utility System and Street Improvements 2,500,000 U/L Tax Bds Ser 2010 Utility System Improvements 11,655,000 GO Ref & Imp Bds Ser 2010 Refunding for Debt Service Savings 17,075,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 1,000,000 Tax Notes Ser 2010 Vehicles and Equipment 2,885,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 3,800,000 GO Bds Ser 2010 Street Improvements and Fire Station 560,000 Tax Note Ser 2010 Equipment 2,200,000 U/L Tax Bds Ser 2010 Utility System Improvements 4,500,000 WW Sys Rev Notes Ser 2010 Water Supply Improvements 3,005,000 Comb Tax & Rev C/O Ser 2010 Road Improvements 2,000,000 U/L Tax Bds Ser 2010 Utility System Improvements 2,685,000 Sales Tax Rev Ref Bds Taxable Ser Refunding for Debt Service 2010 Savings 2,115,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 9,975,000 Comb Tax & Ltd Surplus Rev C/O Street Improvements Ser 2010 9,200,000 C/O Ser 2010 Street and Drainage Improvements FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S (C® C"IFWA--E MAUIK �IPS9 RNU. 1 Town Council Page 292 of 374 Meeting Date: May 26, 2015 05/15/2010 Marble Falls, City of 05/15/2010 Trophy Club, Town of 06/01/2010 Aransas Pass, City of 06/01/2010 Schertz/Seguin LGC 06/15/2010 Jasper Co WC&ID # 1 06/15/2010 Pleasanton, City of 06/15/2010 Schertz, City of 07/15/2010 Sinton ISD 07/15/2010 Sinton, City of 08/01/2010 Ennis ISD 08/01/2010 Godley, City of 08/01/2010 Haltom City, City of 08/01/2010 Saginaw, City of 08/01/2010 Saginaw, City of 08/01/2010 Uvalde, City of 08/15/2010 Annetta, City of 08/15/2010 Hudson Oaks, City of 09/01/2010 Marble Falls, City of 1,130,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 5,000,000 GO Bds Ser 2010 Street Improvements 1,000,000 Tax Notes Ser 2010 Harbor Improvements 22,140,000 Contract Rev Bds Ser 2010 Water Supply Improvements 445,000 U/L Tax Ref Bds Ser 2010 Refunding for Debt Service Savings 425,000 Tax Notes Ser 2010 Equipment 1,580,000 Tax Notes Ser 2010 Equipment and Technology 1,855,000 U/L Tax Ref Bds Ser 2010 Refunding for Debt Service Savings 1,025,000 Tax Note Ser 2010 Equipment 5,505,202 U/L Tax Ref Bds Ser 2010 Refunding for Debt Service Savings 2,485,000 Ltd Tax Ref Bds Ser 2010 Refunding for Debt Service Savings 3,795,000 Comb Tax & Ltd Pledge Rev C/O Street Improvements Ser 2010 1,790,000 Comb Tax & Rev C/O Ser 2010 Street and Utility System Improvements 2,505,000 WW & SS Rev Ref Bds Ser 2010 Refunding for Debt Service Savings 4,000,000 Comb Tax & Ltd Pledge Rev C/O Street and Utility System Ser 2010 Improvements 6,810,000 Comb Tax & Rev C/O Ser 2010 Utility System Acquisition 2,915,000 Comb Tax & Rev C/O Ser 2010 Utility System Improvements 7,000,000 Comb Tax & Ltd Pledge Rev C/O Street Improvements Ser 2010 FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S (C® V"IFWA--E MAUIK �IPS9 RNU. 2 Town Council Page 293 of 374 Meeting Date: May 26, 2015 09/01/2010 San Antonio River Auth 2,475,000 Channel Imp Rev Ref Bds Ser 2010 Refunding for Debt Service Savings 09/01/2010 San Antonio River Auth 480,000 Salatrillo Creek Sewage Sys Rev Refunding for Debt Service Ref Bds Ser 2010 Savings 09/15/2010 Midlothian, City of 5,750,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 10/01/2010 Haltom City, City of 5,385,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 10/01/2010 Lytle, City of 1,015,000 GO Ref Bds 2010 Refunding for Debt Service Savings 10/01/2010 Schertz, City of 2,865,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 10/01/2010 Selma, City of 1,660,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 10/01/2010 Trophy Club, Town of 2,790,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 10/15/2010 Pleasanton, City of 2,225,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 10/15/2010 Saint Hedwig, City of 935,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 11/01/2010 Cibolo, City of 920,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 11/01/2010 Hudson Oaks, City of 2,075,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 11/01/2010 San Antonio River Auth 9,785,000 Wastewater Sys Rev Bds Ser 2010 Wastewater System Improvements 11/01/2010 Wharton Co JCD 5,655,000 Comb Fee Rev Ref Bds Ser 2010 Refunding for Debt Service Savings FA FA FA FA FA FA FA FA FA FA FA FA FA FA SAMUO V"IFWAIL MAHIK WS9 11N('® 3 Town Council Page 294 of 374 Meeting Date: May 26, 2015 12/01/2010 Crowley, City of 12/01/2010 Hopkins Co 12/01/2010 Liberty ISD 12/01/2010 New Braunfels Development Auth 12/15/2010 Cibolo Creek Municipal Auth 12/15/2010 Sabinal ISD 01/01/2011 Midlothian CDC 03/01/2011 Converse, City of 03/01/2011 Devine, City of 03/01/2011 Schertz, City of 04/01/2011 Haltom City, City of 04/15/2011 New Braunfels, City of 05/15/2011 Joshua, City of 05/15/2011 West Columbia, City of 06/01/2011 Aransas Pass, City of 06/01/2011 Kennedale, City of 580,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 2,270,000 GO Ref Bds Ser 2010 Refunding for Debt Service Savings 4,175,000 U/L Tax Ref Bds Ser 2010 Refunding for Debt Service Savings 7,000,000 Tax Increment Contract Rev Notes Economic Development Ser 2010 1,475,000 Rev Ref Bds Ser 2010 Refunding for Debt Service FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S (C® V"IFWAJ, MAUIK �IPS9 RNU. 4 Town Council Page 295 of 374 Meeting Date: May 26, 2015 Savings 1,320,000 U/L Tax Ref Bds Ser 2010 Refunding for Debt Service Savings 3,650,000 Sales Tax Rev Ref Bds Ser 2011 Refunding for Debt Service Savings 2,200,000 Comb Tax & Ltd Pledge Rev C/O Utility System Improvements Ser 2011 1,235,000 GO Ref Bds Ser 2011 Refunding for Debt Service Savings 8,250,000 GO Bds Ser 2011 Sports Complex, Acquatic Center and Animal Shelter 7,655,000 GO Bds Ser 2011 Streets and Sidewalk and Fire Station 18,200,000 Comb Tax & Ltd Pledge Rev C/O Street Improvements Ser 2011 400,000 Tax Notes Ser 2011 Fire Truck Purchase 300,000 Tax Notes Ser 2011 Equipment 500,000 Tax Notes Ser 2011 Utility System Improvements 3,260,000 Comb Tax & Rev C/O Ser 2011 Street Improvements and Vehicle Purchases FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S (C® V"IFWAJ, MAUIK �IPS9 RNU. 4 Town Council Page 295 of 374 Meeting Date: May 26, 2015 06/01/2011 Lucas, City of 5,750,000 Comb Tax & Ltd Pledge Rev C/O Fire Station and City Hall Ser 2011 Improvements 06/01/2011 Orange Co WC&ID # 1 13,610,000 Rev Notes New Ser 2011 Utility System Improvements 06/01/2011 Schertz, City of 2,675,000 GO Ref Bds Ser 2011 Refunding for Debt Service Savings 06/01/2011 Watauga, City of 7,365,000 Comb Tax & Ltd Pledge Rev C/O Utility System Improvements Ser 2011 06/15/2011 Medina Co 2,390,000 GO Ref Bds Ser 2011 Refunding for Debt Service Savings 07/01/2011 Crowley, City of 2,500,000 Comb Tax & Ltd Pledge Rev C/O Utility System Improvements Ser 2011 07/01/2011 Dayton ISD 1,050,000 Ltd Mtc Tax Notes Ser 2011 School Buses 07/01/2011 Jourdanton, City of 4,645,000 Comb Tax & Subord Lien Rev C/O Utility System Improvements Ser 2011 07/01/2011 Pleasanton, City of 1,000,000 Tax Notes Ser 2011 Street Improvements 07/15/2011 Ingleside, City of 1,350,000 Comb Tax & Ltd Pledge Rev C/O Utility System Expansion Ser 2011 07/15/2011 McLennan Co 5,885,000 GO Ref Bds Ser 2011 Refunding for Debt Service Savings 08/01/2011 Cibolo, City of 8,650,000 GO Bds Ser 2011 Drainage Improvement and Athletic Field 08/01/2011 Haltom City, City of 2,345,000 Comb Tax & Ltd Pledge Rev C/O Public Improvements Ser 2011 08/01/2011 Watauga, City of 1,020,000 GO Ref Bds Ser 2011 Refunding for Debt Service Savings 08/15/2011 Marble Falls, City of 3,715,000 Comb Tax & Ltd Pledge Rev C/O Utility System Improvements Ser 2011 08/15/2011 Sweetwater, City of 7,765,000 Comb Tax & Rev Ref Bds Ser 2011 Refunding for Debt Service Savings FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S U® V"IFWA--E MAUIK �IPS9 RNU. 5 Town Council Page 296 of 374 Meeting Date: May 26, 2015 09/01/2011 Balch Springs, City of 09/01/2011 Dayton ISD 09/01/2011 Elmendorf, City of 09/01/2011 Liberty ISD 09/01/2011 Yoakum, City of 10/01/2011 Gatesville, City of 10/01/2011 Valwood Improvement Auth 10/15/2011 Gray Co 11/01/2011 Brookesmith SUD 11/01/2011 Converse, City of 11/01/2011 Dumas, City of 11/01/2011 Greenbelt M&IWA 12/01/2011 Canyon Regional Water Auth 12/01/2011 Marble Falls, City of 2,570,000 WW & SS Rev Ref Bds Ser 2011 8,130,000 U/L Tax Ref Bds Ser 2011 1,272,000 Comb Tax & Ltd Pledge Rev C/O Ser 2011 2,560,000 Qual Sch Constn Mtc Tax Notes Tax Ser 2011 Refunding for Debt Service Savings Refunding for Debt Service Savings City Hall School Facilities 995,000 GO Ref Bds Ser 2011 Refunding for Debt Service Savings 8,005,000 Tax & Util Sys Surplus Rev C/O Tax Water and Sewer Ser 2011 Improvements 2,652,760 U/L Tax Ref Bds Ser 2011 Refunding for Debt Service Savings 995,000 GO Ref Bds Ser 2011 Refunding for Debt Service Savings 4,995,000 WW Sys Rev Ref Bds Ser 2011 Refunding for Debt Service Savings 1,245,000 Tax Notes Ser 2011 Street and Utility Improvements 5,800,000 Tax & Solid Waste Sys Surplus Rev Solid Waste Disposal C/O Ser 2011 4,185,000 1st Lien Rev Ref Bds Ser 2011 Refunding for Debt Service Savings 15,575,000 Tax -Exempt Contract Rev Bds Ser Water Supply Improvements 2011 1,625,000 GO Ref Bds Ser 2011 Refunding for Debt Service Savings FA FA FA FA FA FA FA FA FA FA FA FA FA FA SAMUO V"IFWAIL MAHIK WS9 11N('® 6 Town Council Page 297 of 374 Meeting Date: May 26, 2015 12/01/2011 Schertz, City of 6,745,000 GO Ref Bds Ser 2011A Refunding for Debt Service Savings 12/01/2011 Sulphur Springs, City of 4,800,000 Comb Tax & Surplus Rev C/O Ser Utility System Improvements 2011 01/01/2012 Cibolo Creek Municipal 24,440,000 Rev Bds Ser 2012 Wastewater Treatment Plant Auth 01/01/2012 Jourdanton, City of 3,037,000 Util Sys Jr Lien Rev Bds Ser 2012 Utility System Improvements 01/01/2012 Uvalde, City of 02/01/2012 Godley, City of 02/01/2012 Haltom City, City of 02/01/2012 Port Aransas, City of 03/01/2012 Bellmead, City of 03/01/2012 Bellmead, City of 03/01/2012 Ennis, City of 03/01/2012 Orange Co WC&ID # 1 03/01/2012 Trophy Club MUD # 1 03/15/2012 Caddo Mills, City of 03/15/2012 East Fork SUD 03/15/2012 Ennis, City of 2,500,000 Comb Tax & Sub Lien Rev C/O Ser 2012A 470,000 Tax Notes Ser 2012 3,615,000 GO Ref Bds Ser 2012 6,400,000 GO Bds Ser 2012 230,000 Tax Notes Ser 2012 1,365,000 GO Ref Bds Ser 2012 1,685,000 GO Ref Bds Ser 2012 13,999,994 U/L Tax Bds Ser 2012 2,355,000 U/L Tax Ref Bds Ser 2012 4,430,000 Comb Tax & Surplus Rev C/O Ser 2012 3,715,000 WW Sys Rev Ref Bds Ser 2012 2,955,000 Comb Tax & Rev C/O Ser 2012 Utility and Drainage Improvements Street Improvements Refunding for Debt Service Savings Street and Utility System Improvements Equipment Refunding for Debt Service Savings Refunding for Debt Service Savings Wastewater Treatment Plant Refunding for Debt Service Savings Utility System Improvements Refunding for Debt Service Savings Public Improvements FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S (C® V"IFWAA, �IPS9 ITNTU. 7 Town Council Page 298 of 374 Meeting Date: May 26, 2015 03/15/2012 Ennis, City of 04/01/2012 Crowley, City of 04/01/2012 Crowley, City of 04/01/2012 Dayton, City of 04/01/2012 Joshua, City of 04/01/2012 Moore Co 04/01/2012 Saginaw, City of 04/01/2012 Stockdale, City of 04/01/2012 Stockdale, City of 04/01/2012 Uvalde, City of 04/15/2012 Hudson Oaks, City of 05/01/2012 Brazos Regional PUA 05/01/2012 Cibolo Creek Municipal Auth 05/01/2012 Hewitt, City of 05/01/2012 Little Elm, Town of 06/01/2012 Hewitt, City of 06/01/2012 Hill Junior College District 5,670,000 GO Ref Bds Ser 2012A Refunding for Debt Service Savings 1,855,000 GO Ref Bds Ser 2012 Refunding for Debt Service Savings 4,890,000 Comb Tax & Ltd Pledge Rev C/O Street Improvements Ser 2012 700,000 Tax Notes Ser 2012 City Administration Facility 2,350,000 GO Bds Ser 2012 Drainage Improvements 1,730,000 GO Ref Bds Ser 2012 Refunding for Debt Service Savings 4,445,000 GO Ref Bds Ser 2012 Refunding for Debt Service Savings 940,000 Comb Tax & Rev C/O Ser 2012 Street Improvements 975,000 WW & SS Rev Bds Ser 2012 Utility System Improvements 1,700,000 Comb Tax & Surplus Airport Rev Airport Improvements C/O Tax Ser 2012 2,910,000 C/O Ser 2012 Utility System Expansion 2,870,000 Contract Rev Bds Ser 2012 Water Treatment 1,080,000 Rev Ref Bds Ser 2012 Refunding for Debt Service Savings 7,700,000 Comb Tax & Ltd Surplus Rev C/O Street Improvements Ser 2012 6,000,000 Comb Tax & Ltd Pledge Rev C/O Municipal Buildings Ser 2012 940,000 GO Ref Bds Ser 2012 Refunding for Debt Service Savings 3,550,000 Rev Ref Bds Ser 2012 Refunding for Debt Service Savings FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S (C® V"IFWA--E MAUIK �IPS9 RNU. 8 Town Council Page 299 of 374 Meeting Date: May 26, 2015 06/01/2012 Little Elm, Town of 6,985,000 GO Ref Bds Ser 2012 Refunding for Debt Service Savings 06/01/2012 Schertz/Seguin LGC 25,425,000 Contract Rev Bds Ser 2012 Water Supply Improvements 06/15/2012 New Braunfels, City of 19,470,000 Comb Tax & Ltd Pledge Rev C/O EDC - Public Improvements Ser 2012 06/15/2012 Watauga, City of 7,730,000 Comb Tax & Ltd Pledge Rev C/O Ser 2012 07/01/2012 Potter Co 7,220,000 GO Ref Bds Ser 2012 Refunding for Debt Service Savings 07/01/2012 Sulphur Springs, City of 7,440,000 Comb Tax & Ltd Surplus Rev C/O Downtown Improvements Ser 2012 07/15/2012 Tidehaven ISD 50,530,000 U/L Tax Sch Bldg Bds Ser 2012 New School Building 08/01/2012 Converse, City of 820,000 Tax Notes Ser 2012 P-25 Radio Equipment 08/01/2012 Dumas, City of 8,500,000 Tax & WW & SS Surplus Rev C/O Utility System Improvements Ser 2012 08/01/2012 Marble Falls, City of 2,605,000 GO Ref Bds Ser 2012 Refunding for Debt Service Savings 08/01/2012 Pampa, City of 2,970,000 GO Bds Ser 2012 Animal Shelter 08/01/2012 Schertz, City of 7,625,000 GO Bds Ser 2012 Sports Complex, Acquatic Center and Downtown Improvements 08/01/2012 Sulphur Springs, City of 1,755,000 GO Ref Bds Ser 2012 Refunding for Debt Service Savings 08/15/2012 Haltom City, City of 4,380,000 Comb Tax & Ltd Pledge Rev C/O Street Improvements Ser 2012 09/01/2012 Aransas Pass, City of 4,200,000 Comb Tax & Ltd Pledge Rev C/O Utility System Improvements Ser 2012 09/01/2012 Greenbelt M&IWA 1,500,000 1st Lien Rev Bds Ser 2012 Water Supply Improvements FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S (C® V"IFWA--E MAUIK �IPS9 RNU. 9 Town Council Page 300 of 374 Meeting Date: May 26, 2015 09/01/2012 Ingleside, City of 3,135,000 GO Ref Bds Ser 2012 Refunding for Debt Service FA Savings 09/01/2012 Marble Falls EDC 1,790,000 Sales Tax Rev Ref Bds Taxable Ser Refunding for Debt Service FA 2012 Savings 11/01/2012 Acton MUD 6,600,000 Util Sys Rev Ref Bds New Ser 2012 Refunding for Debt Service FA Savings 11/01/2012 Joshua, City of 5,000,000 Comb Tax & Ltd Pledge Rev C/O Recreation Facilities FA Ser 2012 11/01/2012 Midlothian, City of 2,100,000 Tax Notes Ser 2012 Equipment FA 11/01/2012 Midlothian, City of 6,925,000 GO Ref Bds Ser 2012 Refunding for Debt Service FA Savings 11/01/2012 Selma, City of 2,210,000 GO Ref Bds Ser 2012 Refunding for Debt Service FA Savings 11/01/2012 Selma, City of 2,435,000 Comb Tax & Ltd Pledge Rev C/O Parks and Recreation, and FA Ser 2012 Street Improvements 11/15/2012 Dayton ISD 7,280,000 U/L Tax Ref Bds Ser 2012 Refunding for Debt Service FA Savings 12/01/2012 Aransas Pass, City of 1,280,000 GO Ref Bds Ser 2012 Refunding for Debt Service FA Savings 12/01/2012 Cibolo, City of 1,465,000 GO Ref Bds Ser 2012 Refunding for Debt Service FA Savings 12/01/2012 Cibolo, City of 7,640,000 Util Sys Rev Bds Ser 2012 Utility System Improvements, FA Water Tower and Water Line 12/01/2012 Crowley, City of 2,535,000 GO Ref Bds Ser 2012A Refunding for Debt Service FA Savings 12/01/2012 Jourdanton, City of 2,975,000 Comb Tax & Ltd Pledge Rev C/O City Hall FA Ser 2012 12/01/2012 Little Elm, Town of 2,735,000 GO Ref Bds Ser 2012A Refunding for Debt Service FA Savings S (C® V"IFWAJ, MAUIK �IPS9 RNU. 10 Town Council Page 301 of 374 Meeting Date: May 26, 2015 12/01/2012 New Braunfels 11,670,000 Tax Inc Cont Rev Imp & Ref Oblig Refunding for Debt Service Development Auth Ser 2012 Savings 12/01/2012 Orange Co WC&ID # 1 1,830,000 U/L Tax Ref Bds Ser 2013 Refunding for Debt Service 03/01/2013 Hewitt, City of 3,850,000 Comb Tax & Ltd Surplus Rev C/O Savings 12/01/2012 Orange Co WC&ID # 1 1,230,000 Rev Ref Bds New Ser 2013 Refunding for Debt Service 03/01/2013 Ingleside, City of 565,000 Tax Notes Ser 2013 Savings 12/01/2012 Paris, City of 4,505,000 GO Ref Bds Ser 2012 Refunding for Debt Service 2013 Savings 01/01/2013 Borger, City of 1,420,000 GO Ref Bds Ser 2013 Refunding for Debt Service 2013 Savings 01/01/2013 Borger, City of 2,910,000 Tax & WW & SS Rev C/O Ser 2013 Utility System Improvements 02/01/2013 Harris Co WC&ID # 1 2,215,000 U/L Tax Ref Bds Ser 2013 Refunding for Debt Service Savings 03/01/2013 Everman, City of 2,475,000 GO Bds Ser 2013 Park and Street Improvements 03/01/2013 Hewitt, City of 3,850,000 Comb Tax & Ltd Surplus Rev C/O Utility System Improvements Ser 2013 03/01/2013 Ingleside, City of 565,000 Tax Notes Ser 2013 Fire Truck Purchase 03/01/2013 Mount Vernon, City of 525,000 Comb Tax & Surplus Rev C/O Ser Utility System Improvements 2013 03/01/2013 Rockett Special UD 9,735,000 W Sys Rev & Ref Bds New Ser Refunding for Debt Service 2013 Savings 03/15/2013 Acton MUD 4,635,000 Util Sys Rev & Ref Bds New Ser Refunding for Debt Service 2013 Savings 03/15/2013 Marble Falls, City of 3,295,000 GO Ref Bds Ser 2013 Refunding for Debt Service Savings 04/01/2013 Dumas, City of 5,255,000 Tax & WW & SS Surplus Rev C/O Utility System Improvements Ser 2013 FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S (C® C"IFWA--E MAUIK �IPS9 RNU. 11 Town Council Page 302 of 374 Meeting Date: May 26, 2015 04/01/2013 Ennis ISD 04/01/2013 Haltom City, City of 04/01/2013 Haltom City, City of 04/01/2013 Midlothian, City of 04/01/2013 Midlothian, City of 04/01/2013 Schertz, City of 05/01/2013 Odem, City of 05/01/2013 Odem, City of 05/01/2013 Uvalde, City of 05/15/2013 Little Elm, Town of 05/15/2013 Schertz, City of 06/01/2013 Floresville ISD 06/01/2013 Little Elm, Town of 06/01/2013 New Braunfels, City of 07/01/2013 Cibolo, City of 07/01/2013 Lytle, City of 07/01/2013 Paris, City of 07/01/2013 Port Aransas, City of 3,755,000 U/L Tax Ref Bds Ser 2013 Refunding for Restructuring Purposes 2,300,000 Comb Tax & Ltd Pledge Rev C/O Street and Utility System Ser 2013 Improvements 2,995,000 GO Bds Ser 2013 Street Improvements 950,000 Tax Notes Ser 2013 Public Safety Equipment 7,800,000 GO Bds Ser 2013 Street Improvements 835,000 Tax Notes Ser 2013 Public Safety Equipment 905,000 Tax Notes Ser 2013 Public Safety Equipment 1,245,000 GO Ref Bds Ser 2013 Refunding for Debt Service Savings 2,945,000 GO Ref Bds Ser 2013 Refunding for Debt Service Savings 3,040,000 GO Ref Bds Ser 2013 Refunding for Debt Service Savings 800,000 Tax Notes Ser 2013A Public Safety Equipment 1,755,000 Mtc Tax Notes Ser 2013 School Buses 6,000,000 Comb Tax & Ltd Pledge Rev C/O Street Improvements Ser 2013 3,820,000 GO Ref Bds Ser 2013 Refunding for Debt Service Savings 8,500,000 GO Bds Ser 2013 Rec Center and Drainage Improvements 1,480,000 Comb Tax & Ltd Pledge Rev C/O Street Improvements Ser 2013 33,925,000 GO Bds Ser 2013 Street Improvements 955,000 GO Ref Bds Ser 2013 Refunding for Debt Service Savings FA ail FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S (C® V"IFWA--E MAUIK �IPS9 RNU. 12 Town Council Page 303 of 374 Meeting Date: May 26, 2015 07/01/2013 Trophy Club MUD # 1 1,905,000 U/L Tax Ref Bds Ser 2013 Refunding for Debt Service Savings 07/15/2013 Caddo Mills, City of 1,470,000 GO Ref Bds Ser 2013 Refunding for Debt Service Savings 07/15/2013 New Braunfels, City of 7,020,000 GO Ref Bds Ser 2013A Refunding for Debt Service Savings 07/15/2013 New Braunfels, City of 19,490,000 Comb Tax & Ltd Pledge Rev C/O Public Improvements Ser 2013 08/01/2013 Kendall Co WC&ID # 1 1,330,000 Rev Ref Bds Ser 2013 Refunding for Debt Service Savings 08/01/2013 Lake Cities Municipal 6,000,000 Util Sys Rev Bds Ser 2013 Utility System Improvements Utility Auth 08/01/2013 Pleasanton, City of 3,970,000 Comb Tax & Ltd Pledge Rev C/O Water Tower Construction Ser 2013 08/01/2013 Saginaw, City of 9,075,000 GO Ref & Imp Bds Ser 2013 Refunding for Debt Service Savings 08/01/2013 Trophy Club, Town of 3,000,000 Comb Tax & Rev C/O Ser 2013 Purchase of Land 08/01/2013 Watauga, City of 2,145,000 GO Ref Bds Ser 2013 Refunding for Debt Service Savings 08/15/2013 Haltom City, City of 2,035,000 Tax Notes Ser 2013 Technology and Equipment 09/01/2013 Schertz, City of 2,160,000 GO Ref Bds Ser 2013 Refunding for Debt Service Savings 09/01/2013 Schertz, City of 4,965,000 Comb Tax & Ltd Pledge Rev C/O Street and Utility System Ser 2013 Improvements 09/15/2013 San Antonio River Auth 3,120,000 Wastewater Sys Rev Ref Bds Ser Refunding for Debt Service 2013 Savings 10/01/2013 Crowley, City of 4,920,000 GO Ref Bds Ser 2013 Refunding for Debt Service Savings FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S (C® V"IFWAL MAUIK TS9 RNU. 13 Town Council Page 304 of 374 Meeting Date: May 26, 2015 10/01/2013 Devine, City of 10/01/2013 Uvalde, City of 11/01/2013 Borger, City of 11/01/2013 Clute, City of 11/01/2013 Haltom City, City of 11/01/2013 Little Elm, Town of 11/01/2013 Marble Falls, City of 12/01/2013 Randall Co 12/02/2013 Hewitt, City of 01/15/2014 San Antonio River Auth PFC 01/15/2014 Sweetwater, City of 02/01/2014 Acton M U D 02/01/2014 Gatesville, City of 02/01/2014 Little Elm, Town of 1,840,000 GO Ref Bds Ser 2013 895,000 Tax Notes Ser 2013 5,245,000 Tax & WW & SS Surplus Rev C/O Taxable Ser 2013 9,500,000 Comb Tax & Ltd Pledge Rev C/O Ser 2013 4,955,000 GO Ref Bds Ser 2013 3,000,000 Comb Tax & Ltd Pledge Rev C/O Ser 2013A 3,490,000 Comb Tax & Ltd Pledge Rev C/O Ser 2013 5,715,000 Comb Tax & Ltd Pledge Rev C/O Ser 2013 3,570,000 GO Ref Bds Ser 2013 3,100,000 Lease Rev Bds Ser 2014 Refunding for Debt Service Savings Equipment Economic Development - Water Supply Street and Utility System Improvements Refunding for Debt Service Savings Street Improvements Street and Utility System Improvements County Buildings Refunding for Debt Service Savings Building Improvements 1,935,000 Comb Tax & Surplus Rev C/O Ser Well Field Expansion and Water 2014 Line 1,630,000 Util Sys Rev Ref Bds New Ser 2014 Refunding for Debt Service Savings 1,500,000 GO Bds Ser 2014 Street and Drainage Improvements 4,000,000 Spec Assessment Rev Bds Ser 2014 Economic Development 02/01/2014 Little Elm, Town of 12,240,000 Spec Assessment Rev Bds Ser 2014 Economic Development S (C® V"irwAiL �ips,) u® Town Council Page 305 of 374 FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA Meeting Date: May 26, 2015 14 02/01/2014 Marble Falls, City of 4,000,000 Comb Tax & Ltd Pledge Rev C/O Utility System Improvements Ser 2014 02/15/2014 San Antonio River Auth 5,165,000 Channel Imp Rev Ref Bds Ser 2014 Refunding for Debt Service Savings 03/01/2014 Dumas, City of 4,250,000 Tax & WW & SS Surplus Rev C/O Landfill Expansion and Utility Ser 2014 System Improvements 03/01/2014 Ennis, City of 6,000,000 Comb Tax & Rev C/O Ser 2014 Street Improvements 03/01/2014 Midlothian Development 15,070,000 Tax Increment Contract Rev Ref Refunding for Debt Service Auth Bds Ser 2014 Savings 03/01/2014 Midlothian, City of 15,015,000 GO Ref Bds Ser 2014 Refunding for Debt Service Savings 03/04/2014 Saginaw, City of 2,650,000 GO Ref Bds Ser 2014 Refunding for Debt Service Savings 03/15/2014 Trophy Club, Town of 2,500,000 Comb Tax & Rev C/O Ser 2014 Land Purchase 04/01/2014 Cibolo, City of 2,875,000 GO Bds Ser 2014 Street and Bridge Improvements and Fire Station Improvements 04/01/2014 Haltom City, City of 3,900,000 GO & Ref Bds Ser 2014 Refunding for Debt Service Savings 04/01/2014 Lakewood Village, Town 1,600,000 C/O Ser 2014 Street Improvements of 04/01/2014 Rockett Special UD 4,620,000 W Sys Rev Ref Bds New Ser 2014 Refunding for Debt Service Savings 05/01/2014 Borger, City of 32,955,000 Tax & WW & SS Surplus Rev C/O Economic Development - Utility Taxable Ser 2014 System Improvements 05/15/2014 Aransas Pass, City of 9,500,000 Comb Tax & Ltd Pledge Rev C/O Utility System Improvements Ser 2014 and Streets 05/15/2014 Hudson Oaks, City of 1,235,000 Comb Tax & Ltd Pledge Rev C/O Economic Development Ser 2014 FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S (C® C"IFWA--E MAUIK �IPS9 RNU. 15 Town Council Page 306 of 374 Meeting Date: May 26, 2015 05/15/2014 Marble Falls EDC 4,000,000 Sales Tax Rev Bds Ser 2014 Economic Development - Downtown Improvements 05/15/2014 New Braunfels, City of 3,280,000 Comb Tax & Ltd Pledge Rev C/O Airport Improvements Ser 20148 05/15/2014 New Braunfels, City of 6,845,000 Comb Tax & Ltd Pledge Rev C/O Golf Course Improvements Ser 2014A 05/15/2014 New Braunfels, City of 13,970,000 GO Bds Ser 2014 Streets, Drainage, Parks and Rec, Municipal Building 05/15/2014 Schertz, City of 8,450,000 GO Ref Bds Ser 2014 Refunding for Debt Service Savings 06/01/2014 Little Elm, Town of 4,550,000 GO Ref Bds Ser 2014 Refunding for Debt Service Savings 06/01/2014 New Braunfels 17,000,000 Tax Increment Contract Rev Notes Economic Development Development Auth Ser 2014 06/01/2014 Sinton, City of 3,000,000 Comb Tax & Ltd Pledge Rev C/O Street and Utility System Ser 2014 Improvements 06/01/2014 Walnut Creek SUD 9,245,000 W Sys Rev Bds Ser 2014 Utility System Improvements 07/01/2014 Converse, City of 4,000,000 Comb Tax & Ltd Pledge Rev C/O EDC - Street and Bridge Ser 2014 Improvements/Relocation 07/01/2014 Hewitt, City of 6,835,000 Comb Tax & Ltd Surplus Rev C/O Admin and Police Facilities Ser 2014 07/15/2014 Karnes City, City of 2,390,000 Comb Tax & Ltd Pledge Rev C/O Athletic Complex and Swimming Ser 2014 Pool 08/01/2014 Bellmead, City of 8,500,000 Comb Tax & Ltd Pledge Rev C/O Street and Utility System Ser 2014 Improvements 08/01/2014 Ennis, City of 10,045,000 GO Ref Bds Taxable Ser 2014 Refunding for Debt Service Savings 08/01/2014 Haltom City, City of 365,000 Tax Notes Ser 2014 Equipment FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA S (C® V"IFWAL MAUIK TS9 11N(C® 16 Town Council Page 307 of 374 Meeting Date: May 26, 2015 08/01/2014 Haltom City, City of 1,575,000 GO Bds Ser 2014 Street and Park Improvements FA 08/01/2014 Pleasanton, City of 5,800,000 Comb Tax & Ltd Pledge Rev C/O Utility System Improvements FA Ser 2014 08/01/2014 Uvalde, City of 9,530,000 Comb Tax & Ltd Pledge Rev C/O Street Improvements FA Ser 2014 08/01/2014 Watauga, City of 3,500,000 Comb Tax & Ltd Pledge Rev C/O Street Improvements FA Ser 2014 08/15/2014 McLennan Co 8,800,000 GO Ref Bds Ser 2014 Refunding for Debt Service FA Savings 09/01/2014 Cibolo Creek Municipal 6,950,000 Contract Rev Bds, Series 2014 Wastewater Treatment Plant FA Auth 09/01/2014 Ennis EDC 2,745,000 Sales Tax Rev Ref Bds Taxable Ser Refunding for Debt Service FA 2014 Savings 09/01/2014 Schertz/Seguin LGC 6,275,000 Contract Rev Ref Bds New Ser Refunding for Debt Service FA 2014 Savings 10/01/2014 Port Aransas, City of 1,685,000 Comb Tax & Ltd Pledge Rev C/O Ferry Stacking System FA Ser 2014 10/15/2014 Fort Stockton, City of 2,990,000 GO Ref Bds Ser 2014 Refunding for Debt Service FA Savings 10/15/2014 Liberty ISD 8,080,000 U/L Tax Ref Bds Ser 2014 Refunding for Debt Service FA Savings 11/01/2014 McLennan Co PFC 50,045,000 Proj Rev Ref Bds Taxable Ser 2014 Refunding for Debt Service FA Savings 11/01/2014 Sulphur Springs, City of 5,350,000 Comb Tax & Ltd Surplus Rev C/O City Hall Improvements FA Ser 2014 11/15/2014 Floresville ISD 8,900,000 U/L Tax Ref Bds Ser 2014 Refunding for Debt Service FA Savings S (C® V"irwAiL MAuiK �ips,) u® 17 Town Council Page 308 of 374 Meeting Date: May 26, 2015 12/01/2014 Marble Falls, City of 12/01/2014 Midlothian CDC 12/01/2014 Midlothian, City of 12/01/2014 Midlothian, City of 12/01/2014 Schertz/Seguin LGC 12/15/2014 Cibolo Creek Municipal Auth 12/15/2014 Dayton ISD 12/15/2014 Jourdanton, City of 12/15/2014 Trophy Club MUD # 1 12/15/2014 Walnut Creek Special Utility Dist 5,405,000 GO Ref Bds Ser 2014 Refunding for Debt Service Savings 4,370,000 Sales Tax Rev Bds Taxable Ser Economic Development/Hotel 2014 Financing 2,850,000 Comb Tax & Rev C/O Ser 2014 Street Improvements 3,530,000 Comb Tax & Rev Ref Bds Refunding for Debt Service Savings 41,720,000 Contract Rev Imp & Ref Bds New Refunding for Debt Service Ser 2015 Savings 3,830,000 Rev Ref Bds Ser 2015 Refunding for Debt Service Savings 9,900,000 UA Tax Sch Bldg Bds Ser 2014 School Building and Improvements 5,000,000 Comb Tax & Muni HOT Jr Lien Rev Swimming Pool and Park C/O Ser 2014 Improvements 5,765,000 UA Tax Bds Ser 2014 Utility System Improvements 12,215,000 W Sys Rev Ref Bds Ser 2015 Refunding for Debt Service Savings FA FA FA FA FA FA FA FA FA FA S (C® V"IFWA--E MAUIK �IPS9 RNU. 18 Town Council Page 309 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0360-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Receive citizen input regarding the Police and Town Hall facility; discussion of same. Attachments: Joint Police and Town Hall Facility Information.pdf Date Ver. Action By Action Result Receive citizen input regarding the Police and Town Hall facility; discussion of same. Town Council Page 310 of 374 Meeting Date: May 26, 2015 .i ■ s. T R O PHcY,,ciIC L U B AERIAL Page 311 of 374 Meeting j f <arTOWN HALL& PUBLIC SP,FETY PUBLIC 23,000 S.F, v re tjsvoc sect. sc.arae �% 23.000 TOTAL S.F. yGvy REQUIRED PARKING 77 PUBLIC PARKING PROVIDED 95 -� p po SECURED PARKING PROVIDED 36 T R O PSI �YnCiiC L U B SITE PLAN �4D IHA S E 1 Meeting .i ■ Town of Trophy Club- Joint Facility Summary Area Tabulation by Department 3.1.3.15 New Town Hall New Public Safety Space Program Design Space Program Design Administration 2695 0 Finance & Courts 979 0 Development 1966 0 Support 1663 0 Joint IT 821 0 Joint Services 1109 0 PD1 Records 551 0 PD2 Police Administration 1211 0 PD3 CID 1782 0 PD4 Patrol 2986 0 PD5 Property/Evidence 454 0 PD6 Support 1518 0 Subtotal 9232 0 Subtotal 8501 0 Circulation 0 Circulation 0 Walls, chases, etc 10% 923 0 Walls, chases, etc 10% 850 0 Town Hall Total 14155 0 PD Total 4351 0 0 New Common Public Spaces Space Program Design C1 Public Lobby C2 Council Chambers 1688 0 2253 0 Subtotal 3941 0 Circulation 0 Walls, chases, etc 10% 394 0 Public Spate Total 4335 4 Subtotal 23841 0 T O W Nn CIA L L BUILDING P R ag GRA M Meeting 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0363-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and take appropriate action regarding award/rejection of bids for street and draining improvements for Pebble Beach Drive, Timberline Court, Pin Oak Court and Cyprus Court to the apparent low bidder, McClendon Construction Co., Inc.; and authorizing the Mayor or his designee to execute all necessary documents. Attachments: Staff Report - Street and Draining Improvements.pdf Letter from Teague Nall and Perkins.pdf Date Ver. Action By Action Result Consider and take appropriate action regarding award/rejection of bids for street and draining improvements for Pebble Beach Drive, Timberline Court, Pin Oak Court and Cyprus Court to the apparent low bidder, McClendon Construction Co., Inc.; and authorizing the Mayor or his designee to execute all necessary documents. Town Council Page 314 of 374 Meeting Date: May 26, 2015 T(CTOWN OF * TROPHY CLUB 100 Municipal Drive -Trophy Club, Texas 76262 To: Mayor and Town Council From: Pat Cooke, Town Infrastructure and Community Development Manager CC: Stephen Seidel, Town Manager, Steven Glickman, Assistant Town Manager, Holly Fimbres, Town Secretary Re: Capital Improvement project, Pebble Beach Drive, Pin Oak Court, Cypress Court and Timberline Court Agenda Item: Consider and take appropriate action regarding award/rejection of bids for street and draining improvements for Pebble Beach Drive, Timberline Court, Pin Oak Court and Cyprus Court to the apparent low bidder, McClendon Construction Co., Inc.; and authorizing the Mayor or his designee to execute all necessary documents. Explanation: The street and drainage reconstruction projects are a part of the budgeted Capital Improvement Program for 2015. Residential reconstruction projects are difficult and have several issues that impact the contractor as well as the residents. The main issue is the construction phasing to mitigate the inconvenience to the homeowners that reside on the streets while allowing the contractor to efficiently work and move forward. Staff has met with the proposed general contractor and the Town Engineer to develop a plan that is realistic while maintaining the optimum level of livability for these residents during construction. Staff believes that we have struck a balance between requiring an aggressive timeline for completion while insuring safety and providing accessibility to these homes during construction. Staff also was able to negotiate and reduce both the total cost and construction days. If the Town Council awards the contract, Town staff will move forward to plan a neighborhood meeting on Monday, June 8. The format will allow those residents to ask questions as well as meet the contractor. Below is the summary of work and costs. The calendar days include the 45 day period to receive Final Acceptance after Substantial Completion has been awarded: Original Bid: $1,131,285.40 290 Calendar Days for Sequence 1— Pebble Beach & Cypress Court 185 Calendar Days for Sequence 2 — Pin Oak Court 155 Calendar Days for Sequence 3 —Timberline Court Town Council Page 315 of 374 Meeting Date: May 26, 2015 Negotiated and Revised Bid: $1,099,373.40 245 Calendar Days for Pebble Beach & Cypress Court 210 Calendar Days for Pin Oak Court & Timberline Court. Attachments: • Letter from Teague Nall and Perkins Recommendation: Staff recommends award of a contract to McClendon Construction Company. Town Council Page 316 of 374 Meeting Date: May 26, 2015 trip League nail & perkins www.tnpinccom May 21, 2015 Stephen Seidel Town Manager Town of Trophy Club 100 Municipal Drive Trophy Club, Texas 76262 Re: Recommendation for Contract Award Paving, Drainage, Water and Sanitary Sewer Improvements for Pebble Beach Drive, Pin Oak Court, Timberline Court and Cypress Court Dear Stephen: On May 14, 2015, bids were opened for the above referenced Town/MUD project. One bid was received by McClendon Construction Company. A bid tabulation has been prepared and attached for record. Upon review, the bid is consistent with the engineer's estimate. Based on the submitted bid and similar project experience, McClendon Construction Company has met the requirements as the lowest qualified bidder. Two separate meetings were held with the Town, MUD, TNP and the Contractor to discuss the submitted bid and construction timeline. As a result, the overall cost decreased and the schedule was reduced. McClendon Construction Company submitted the lowest qualified Base Bid of $1,131,285.40. After meeting and negotiating with the Contractor, the revised Total Base Bid is $1,099,373.40. The submitted bid time for the improvements was as follows: • 290 calendar days for Sequence 1 — Pebble Beach and Cypress Court • 185 calendar days for Sequence 2 — Pin Oak Court • 155 calendar days for Sequence 3 — Timberline Court. After meeting and negotiating with the Contractor, the revised bid time is as follows: • 245 calendar days for Pebble Beach and Cypress Court • 210 calendar days for Pin Oak Court and Timberline Court engineers surveyors landscape architects Fort Worth - 1 100 Macon Street Fort Worth, Texas 76102 - 817.336.5773 Dallas - 17304 Preston Road, Suite 1 340 - Dallas, Texas 75252 — 214.461.9867 Denton - 1517 Centre Place Drive, Suite 320 - Denton, Texas 76205 - 940.383.4177 Sherman - 200 North Travis Street, Suite 500 - Sherman Texas 75090- 903. 70.1089 Town Council Page 317 of 374 Meeting date: May 26, 2015 Registered by the Texas Board of Professional Engineers, Firm No. F-230 - Registered by the Texas Board of Professional Surveyors, Firm No. 100116-00 Based upon these factors, it is recommended that this contract be awarded to McClendon Construction Company. Sincerely, tnp teague nail & perkins Tom Rutledge Principal Attachments Town Council Page 318 of 374 Meeting Date: May 26, 2015 TEAGUE NALL AND PERKINS, INC. CONSULTING ENGINEERS TNP JOB NO: TRO 14296 ENGINEER'S ESTIMATE: $ 1.5 Million BID DATE: MAY 14, 2015 BID TIME: 10:00 AM ITEM NO. DESCRIPTION OF ITEMS UNIT A - PEBBLE BEACH PAVING IMPROVEMENTS Al -1 Bonds & Insurance (Units Al, 61 & E1) A1-2 Right -of -Way Preparation Al -3 Remove Existing Concrete Pavement & Drives A1-4 Remove Existing Concrete Flatwork Al -5 Unclassified Street Excavation A1-6 8" Lime Stabilized Subgrade Al -7 Lime for Stbilization (36#/SY) Al -8 6" Reinforced Concrete Pavement Al -9 6" Integral Concrete Curb Al -10 6" Reinforced Concrete Driveway A1-11 6" Exposed Aggregate Reinforced Concrete Driveway Al -12 6" Stained Reinforced Concrete Driveway Al -13 4" Concrete Sidewalk Al -14 4" Aggregrate Concrete Sidewalk Al -15 4" Stained Concrete Sidewalk Al -16 Constru tion Exit/Rock Berm Al -17 Inlet Protection (Silt Fence) Al -18 Inlet Protection (Sock Filters) Al -19 Reconstruct Brick Mailboxes Al -20 Traffic Control Al -21 Signage Installation Al -22 Utility Adjustments Al -23 Restoration of Parkways and Yards Al -24 Repair/Replace Sprinkler Systems in Parkways and Yards TOTAI Fun 11NIT Al _ PAVING, IMPRnVFMFNTS BID TABULATION REPORT CLIENT: TOWN OF TROPHY CLUB DESCRIPTION: PAVING, DRAINAGE, WATER AND SANITARY SEWER IMPROVEMENTS FOR PEBBLE BEACH DRIVE, PIN OAK COURT, TIMBERLINE COURT, AND CYPRESS COURT BIDDER McClendon Construction Company QTY. I UNIT I UNIT COST I TOTAL 1 LS $11,500.00 $11,500.00 1 LS $31,500.00 $31,500.00 4,423 SY $6.00 $26,538.00 74 SY $6.00 $444.00 1 LS $35,000.00 $35,000.00 4,574 SY $5.00 $22,870.00 83 TN $155.00 $12,865.00 4,029 SY $47.00 $189,363.00 1,963 LF $2.50 $4,907.50 314 SY $80.00 $25,120.00 71 SY $82.00 $5,822.00 15 SY $180.00 $2,700.00 445 SF $8.00 $3,560.00 130 SF $8.50 $1,105.00 118 SF $18.00 $2,124.00 1 LS $1,350.00 $1,350.00 8 EA $85.00 $680.00 8 EA $125.00 $1,000.00 23 EA $500.00 $11,500.00 1 LS $10,000.00 $10,000.00 2 EA $650.00 $1,300.00 1 LS $1,500.00 $1,500.00 2,675 SY $20.00 $53,500.00 23 LOT $650.00 $14,950.00 $471,198.50 Town Council Page 319 of 374 Meeting Date: May 26, 2015 Page 1 Town Council BID TABULATION REPORT TEAGUE NALL AND PERKINS, INC. CLIENT: TOWN OF TROPHY CLUB CONSULTING ENGINEERS DESCRIPTION: PAVING, DRAINAGE, WATER AND SANITARY SEWER IMPROVEMENTS FOR PEBBLE TNP JOB NO: TRO 14296 BEACH DRIVE, PIN OAK COURT, TIMBERLINE COURT, AND CYPRESS COURT ENGINEER'S ESTIMATE: $ 1.5 Million BIDDER BID DATE: MAY 14, 2015 McClendon Construction BID TIME: 10:00 AM Company ITEM NO. DESCRIPTION OF ITEMS QTY. UNIT UNIT COST TOTAL C1-1 UNIT B - PEBBLE BEACH DR. STORM DRAINAGE IMPROVEMENTS 1 LS $3,500.00 $3,500.00 61-1 Remove Existing Curb Inlets 6 EA $730.00 $4,380.00 B1-2 Remove Existing RCP Storm Drain Pipe 77 LF $16.00 $1,232.00 61-3 Grout and Abandon Exist Storm Drain Pipe 110 LF $30.00 $3,300.00 61-4 24" Class III RCP 426 LF $126.00 $53,676.00 61-5 18" Class III RCP 93 LF $105.00 $9,765.00 61-6 10' Standard Curb Inlet 7 EA $3,660.00 $25,620.00 B1-7 Remove & Reconstruct Exist Inlet Tip 1 EA $2,100.00 $2,100.00 61-8 4' Square Storm Drain Manhole 2 EA $5,830.00 $11,660.00 131-9 Connect to Existing Storm Drain Pipe 3 EA $573.00 $1,719.00 B1-10 Temporary Pavement Repair - Flexbase 470 LF $11.50 $5,405.00 B1-11 Trench Safety for Storm Drain Systems 519 LF $4.60 $2,387.40 B1-12 4" HDPE Subdrain 680 LF $20.00 $13,600.00 B1-13 4" Subdrain Cleanout w/ Conc. Pad 3 EA $400.00 $1,200.00 B1-14 Connect Curb Drains to Subdrain System 7 EA $190.00 $1,330.00 B1-15 Curb Drain 1 EA $360.00 $360.00 B1-16 Electrical Adjustments 1 LS $5,000.00 $5,000.00 C1-18 TOTAL BID UNIT B1 - STORM DRAINAGE IMPROVEMENTS 1 LS $3,000.00 $142,734.40 Date: May 26, 2015 UNIT C - CYPRESS COURT DRAINAGE IMPROVEMENTS C1-1 Bonds & Insurance (Units C1 only) 1 LS $3,500.00 $3,500.00 C1-2 Right -of -Way Preparation 1 LS $7,500.00 $7,500.00 C1-3 Remove Existing Concrete Pavement & Drives 208 SY $8.50 $1,768.00 C14 Remove Existing Curb Inlets 3 EA $430.00 $1,290.00 C1-5 Remove Existing RCP Storm Drain Pipe - All Sizes 75 LF $12.00 $900.00 C1-6 24" Class III RCP 20 LF $100.00 $2,000.00 C1-7 21" Class III RCP 144 LF $90.00 $12,960.00 C1-8 15' Standard Curb Inlet 3 EA $4,000.00 $12,000.00 C1-9 10' Standard Curb Inlet 1 EA $3,100.00 $3,100.00 C1-10 10' Type 2 Curb Inlet 1 EA $4,250.00 $4,250.00 C1-11 4' Square Storm Drain Manhole 1 EA $5,675.00 $5,675.00 C1-12 Connect to Existing Storm Drain Pipe 2 EA $573.00 $1,146.00 C1-13 Trench Safety for Storm Drain Systems 164 LF $4.00 $656.00 C1-14 Concrete Pavement & Curb Repair 208 SY $57.00 $11,856.00 C1-15 Miscellaneous Non -Reinforced Class'A' Concrete 25 CY $175.00 $4,375.00 C1-16 Inlet Protection (Silt Fence) 5 EA $123.00 $615.00 C1-17 Inlet Protection (Sock Filters) 5 EA $123.00 $615.00 C1-18 Traffic Control 1 LS $3,000.00 $3,000.00 C1-19 Utility Adjustments 1 LS $1,200.00 $1,200.00 C1-20 Restoration of Parkways and Yards 275 SY $10.00 $2,750.00 C1-21 Repair/Replace Sprinkler Systems in Parkways and Yards 4 LOT $650.00 $2,600.00 TOTAL BID UNIT C1 - STORM DRAINAGE IMPROVEMENTS age 3 0 of 374 $83,756.00 Date: May 26, 2015 TEAGUE NALL AND PERKINS, INC, CONSULTING ENGINEERS TNP JOB NO: TRO 14296 ENGINEER'S ESTIMATE: $ 1.5 Million BID DATE: MAY 14, 2015 BID TIME: 10:00 AM NO. I DESCRIPTION OF ITEMS UNIT D1 - PEBBLE BEACH DR. WATER & SANITARY SEWER IMPROVEMENTS D1-1 Bonds & Insurance (Unit D1 only) D1-2 8" PVC (C-900, DR 18) Water Line Pipe D1-3 8" Gate Valve with Cast Iron Valve Box and Pad D14 Connect to Existing AC Water Line D1-5 Remove & Salvage Existing Valve D1-6 Remove & Salvage Existing Valve D1-7 Fire Hydrant Assembly with 6" Gate Valve D1-8 Ductile Iron Fitting w/ Conc. Blocking D1-9 2" Temporary Water Service w/ Connections D1-10 1" Class 200 Poly Water Service D1-11 Install Single Meter Box and Connect Exist Meter D1-12 Install Double Meter Box and Connect Exist Meters D1-13 Trench Safety for Water Lines D1-14 Temporary Pavement Repair-Flexbase D1-15 Cut, Plug, Remove and Dispose of Ex. Asbestos Concrete Pipe (All Sizes) D1-16 Connect to Existing Sewer Manhole D1-17 6" Sanitary Sewer Pipe (SDR -26) D1-18 Trench Safety for Sewer Line D1-19 Grout and Abandon Existing Sewer Line in Place D1-20 Miscellaneous Non -Reinforced Class'A' Concrete TOTAL BID UNIT D1 - WATER & SANITARY SEWER IMPROVEMENT BID TABULATION REPORT CLIENT: TOWN OF TROPHY CLUB DESCRIPTION: PAVING, DRAINAGE, WATER AND SANITARY SEWER IMPROVEMENTS FOR PEBBLE BEACH DRIVE, PIN OAK COURT, TIMBERLINE COURT, AND CYPRESS COURT BIDDER McClendon Construction QTY. I UNIT I UNIT COST I TOTAL 1 LS $8,500.00 $8,500.00 1,298 LF $45.00 $58,410.00 6 EA $1,780.00 $10,680.00 3 EA $1,400.00 $4,200.00 3 EA $330.00 $990.00 2 EA $680.00 $1,360.00 2 EA $6,550.00 $13,100.00 2.0 Ton $11,450.00 $22,900.00 1 LS $16,000.00 $16,000.00 13 EA $815.00 $10,595.00 4 EA $245.00 $980.00 9 EA $510.00 $4,590.00 1,298 LF $1.00 $1,298.00 370 LF $4.00 $1,480.00 1,250 LF $12.00 $15,000.00 2 EA $845.00 $1,690.00 67 LF $55.00 $3,685.00 67 LF $6.00 $402.00 93 LF $15.50 $1,441.50 50 CY $175.00 $8,750.00 $186,051.50 Town Council Page 321 of 374 Meeting Date: May 26, 2015 Page 3 Town Council BID TABULATION REPORT TEAGUE NALL AND PERKINS, INC. CLIENT: TOWN OF TROPHY CLUB CONSULTING ENGINEERS DESCRIPTION: PAVING, DRAINAGE, WATER AND SANITARY SEWER IMPROVEMENTS FOR PEBBLE TNP JOB NO: TRO 14296 BEACH DRIVE, PIN OAK COURT, TIMBERLINE COURT, AND CYPRESS COURT ENGINEER'S ESTIMATE: $ 1.5 Million BIDDER BID DATE: MAY 14, 2015 McClendon Construction BID TIME: 10:00 AM Company ITEM NO. DESCRIPTION OF ITEMS QTY. I UNIT UNIT COST TOTAL Page 4 Date: May 26, 2015 UNIT A2 - PIN OAK COURT PAVING IMPROVEMENTS A2-1 Bonds & Insurance 1 LS $5,000.00 $5,000.00 A2-2 Right -of -Way Preparation 1 LS $17,000.00 $17,000.00 A2-3 Remove Existing Concrete Pavement & Drives 2,077 SY $6.00 $12,462.00 A2-4 Remove Existing Concrete Flatwork 49 SY $6.00 $294.00 A2-5 Unclassified Street Excavation 1 LS $22,000.00 $22,000.00 A2-6 8" Lime Stabilized Subgrade 2,119 SY $5.00 $10,595.00 A2-7 Lime for Stabilization (36#/SY) 39 Ton $155.00 $6,045.00 A2-8 6" Reinforced Concrete Pavement 1,883 SY $47.00 $88,501.00 A2-9 6" Integral Concrete Curb 831 LF $2.50 $2,077.50 A2-10 6" Reinforced Concrete Driveway 179 SY $80.00 $14,320.00 A2-11 6" Exposed Aggregate Reinforced Concrete Driveway 20 SY $82.00 $1,640.00 A2-12 4" Concrete Sidewalk 341 SF $8.00 $2,728.00 A2-13 4" Aggregate Concrete Sidewalk 47 SF $8.50 $399.50 A2-14 Pavestone Brick or Natural Stone Sidewalk 57 SF $20.00 $1,140.00 A2-15 Construction Exit/Rock Berm 1 LS $1,350.00 $1,350.00 A2-16 Inlet Protection (Silt Fence) 2 EA $85.00 $170.00 A2-17 Inlet Protection (Sock Filters) 2 EA $125.00 $250.00 A2-18 Reconstruct Brick Mailboxes 12 EA $500.00 $6,000.00 A2-19 Traffic Control 1 LS $7,000.00 $7,000.00 A2-20 Utility Adjustments 1 LS $1,500.00 $1,500.00 A2-21 Restoration of Parkways and Yards 1,071 SY $17.00 $18,207.00 A2-22 Repair/Replace Sprinkler Systems in Parkways and Yards 12 LOT $650.00 $7,800.00 TOTAL BID UNIT A2 - PAVING IMPROVEMENTS $226,479.00 Page 4 Date: May 26, 2015 UNIT B2 - PIN OAK COURT STORM DRAINAGE IMPROVEMENTS 62-1 Remove Existing RCP Storm Drain Pipe 122 LF $20.00 $2,440.00 62-2 24" Class III RCP 131 LF $126.00 $16,506.00 62-3 18" Class III RCP 14 LF $105.00 $1,470.00 624 24" Type 'C' Headwall & Connect to Exist Conc. Rip -Rap 1 EA $2,600.00 $2,600.00 62-5 10' Standard Curb Inlet 2 EA $3,660.00 $7,320.00 62-6 Connect to Existing Storm Drain Pipe 1 EA $800.00 $800.00 62-7 Temporary Pavement Repair - Flexbase 123 LF $13.00 $1,599.00 62-8 Trench Safety for Storm Drain Systems 145 LF $5.00 $725.00 62-9 4" HDPE Subdrain 450 EA $20.00 $9,000.00 132-10 4" Subdrain Cleanout w/ Conc. Pad 2 EA $340.00 $680.00 132-11 Connect Curb Drains to Subdrain System 4 EA $240.00 $960.00 132-12 Curb Drain 6 EA $360.00 $2,160.00 132-13 Electrical Adjustments 1 LS $5,000.00 $5,000.00 TOTAL BID UNIT B2 - STORM DRAINAGE IMPROVEMENTS $51,260.00 Page 4 Date: May 26, 2015 Town Council NO. I DESCRIPTION OF ITEMS I QTY. I UNIT I UNIT COST I TOTAL BID TABULATION REPORT TEAGUE NALL AND PERKINS, INC. CLIENT: TOWN OF TROPHY CLUB CONSULTING ENGINEERS DESCRIPTION: PAVING, DRAINAGE, WATER AND SANITARY SEWER IMPROVEMENTS FOR PEBBLE TNP JOB NO: TRO 14296 BEACH DRIVE, PIN OAK COURT, TIMBERLINE COURT, AND CYPRESS COURT ENGINEER'S ESTIMATE: $ 1.5 Million BIDDER BID DATE: MAY 14, 2015 McClendon Construction BID TIME: 10:00 AM Company NO. I DESCRIPTION OF ITEMS I QTY. I UNIT I UNIT COST I TOTAL Page 5 Date: May 26, 2015 UNIT D2 - PIN OAK COURT WATER IMPROVEMENTS D2-1 Bonds & Insurance (Unit G Only) 1 LS $4,500.00 $4,500.00 D2-2 8" PVC (C-900, DR 18) Water Line Pipe 475 LF $45.00 $21,375.00 D2-3 8" Gate Valve with Cast Iron Valve Box and Pad 2 EA $1,850.00 $3,700.00 D2-4 Connect to Existing AC Water Line 2 EA $1,650.00 $3,300.00 D2-5 Remove & Salvage Existing Valves 1 EA $400.00 $400.00 D2-6 Remove & Salvage Existing Fire Hydrant & Valve 1 EA $680.00 $680.00 D2-7 Fire Hydrant Assembly with 6" Gate Valve 1 EA $6,550.00 $6,550.00 D2-8 Ductile Iron Fitting w/ Conc. Blocking 1.0 Ton $5,220.00 $5,220.00 D2-9 2" Temporary Water Service w/ Connections 1 LS $11,000.00 $11,000.00 D2-10 1" Class 200 Poly Water Service 7 EA $800.00 $5,600.00 D2-11 Install Single Meter Box and Connect Exist Meter 1 EA $300.00 $300.00 D2-12 Install Double Meter Box and Connect Exist Meters 6 EA $500.00 $3,000.00 D2-13 Trench Safety for Water Lines 475 LF $2.25 $1,068.75 D2-14 Temporary Pavement Repair-Flexbase 220 LF $4.00 $880.00 D2-15 Cut, Plugk Remove and Dispose of Ex. Asbestos Concrete Pipe (All Sizes) 500 LF $12.00 $6,000.00 16 TOTAL BID UNIT D2 - WATER IMPROVEMENTS 1 EA $125.00 1 $73,573.75 Page 5 Date: May 26, 2015 UNIT A3 - TIMBERLINE COURT PAVING IMPROVEMENTS 1 Bonds & Insurance (Units A3 & E3) 1 LS $5,000.00 $5,000.00 2 Right -of -Way Preparation 1 LS $15,000.00 $15,000.00 3 Remove Existing Concrete Pavement & Drives 1163 SY $6.00 $6,978.00 4 Remove Existing Concrete Flatwork 21 SY $9.00 $189.00 5 Unclassified Street Excavation 1 LS $20,000.00 $20,000.00 6 8" Lime Stabilized Subgrade 1112 SY $6.00 $6,672.00 7 Lime for Stabilization (36#/SY) 20 Ton $155.00 $3,100.00 8 6" Reinforced Concrete Pavement 999 SY $55.00 $54,945.00 9 6" Integral Concrete Curb 384 LF $2.50 $960.00 10 6" Reinforced Concrete Driveway 73 SY $80.00 $5,840.00 11 6" Exposed Aggregate Reinforced Concrete Driveway 67 SY $82.00 $5,494.00 12 4" Concrete Sidewalk 164 SF $8.00 $1,312.00 13 4" Aggregate Concrete Sidewalk 33 SF $8.50 $280.50 14 Pavestone, Brick or Natural Stone Driveway 4 SY $290.00 $1,160.00 15 Construction Exit/Rock Berm 1 LS $1,350.00 $1,350.00 16 Inlet Protection (Sock Filters) 1 EA $125.00 $125.00 17 Reconstruct Brick Mailboxes 7 EA $500.00 $3,500.00 18 Traffic Control 1 LS $6,500.00 $6,500.00 19 Utility Adjustments 1 LS $1,000.00 $1,000.00 20 Restoratin of Parkways and Yards 541 SY $22.00 $11,902.00 21 Repair/Replace Sprinkler Systems in Parkways and Yards 7 LOT $650.00 $4,550.00 TOTAL BID UNIT A3 - PAVING IMPROVEMENTS $155,857.50 Page 5 Date: May 26, 2015 TEAGUE NALL AND PERKINS, INC, CONSULTING ENGINEERS TNP JOB NO: TRO 14296 ENGINEER'S ESTIMATE: $ 1.5 Million BID DATE: MAY 14, 2015 BID TIME: 10:00 AM ITEM NO. DESCRIPTION OF ITEMS UNIT D3 - TIMBERLINE COURT WATER IMPROVEMENTS D3-1 Bonds & Insurance (Units D3 only) D3-2 6" PVC (C-900, DR 18) Water Line Pipe D3-3 6" Gate Valve with Cast Iron Valve Box and Pad D3-4 Connect to Existing AC Water Line D3-5 Remove & Salvage Existing Valve D3-6 Remove & Salvage Fire Hydrant & Valve D3-7 Fire Hydrant Assembly with 6" Gate Valve D3-8 Ductile Iron Fitting w/ Conc. Blocking D3-9 2" Temporary Water Service w/ Connections D3-10 1" Class 200 Poly Water Service D3-11 Install Single Meter Box and Connect Exist Meter D3-12 Install Double Meter Box and Connect Exist Meters D3-13 Trench Safety for Water Lines D3-14 Temporary Pavement Repair-Flexbase D3-15 Cut, Plug, Remove and Dispose of Ex. Asbestos Concrete Pipe (All Sizes) D3-16 AVK 4' Bury Series 67 Post Hydrant TnTAI RIr1 I INIT 51 - WATFR IMPPr)VFIIAFNTC V IYI I L I - I1L 1 Ll�IYA I L r LIJULL ULr IMPROVEMENTS E1-1 8" Cement Stabilized Subgrade E1-2 Cement for Stabilization (28#/SY, 4%) TOTAL BID UNIT E1 - ALTERNATE BID TABULATION REPORT CLIENT: TOWN OF TROPHY CLUB DESCRIPTION: PAVING, DRAINAGE, WATER AND SANITARY SEWER IMPROVEMENTS FOR PEBBLE BEACH DRIVE, PIN OAK COURT, TIMBERLINE COURT, AND CYPRESS COURT BIDDER McClendon Construction QTY. I UNIT I UNIT COST I TOTAL 1 LS $5,000.00 $5,000.00 321 LF $45.00 $14,445.00 1 EA $1,450.00 $1,450.00 1 EA $1,360.00 $1,360.00 1 EA $390.00 $390.00 1 EA $580.00 $580.00 1 EA $6,337.00 $6,337.00 1.0 Ton $7,113.00 $7,113.00 1 LS $10,148.00 $10,148.00 4 EA $731.00 $2,924.00 2 EA $200.00 $400.00 2 EA $560.00 $1,120.00 321 LF $2.00 $642.00 120 LF $5.00 $600.00 290 LF $14.00 $4,060.00 1 EA $3,600.00 $3,600.00 $60,169.00 4574 I SY 65 Ton $5.00 UNIT E2 - ALTERNATE PIN OAK COURT PAVING IMPROVEMENTS $200.00 $13,000.00 E2-1 8" Cement Stabilized Subgrade 2119 SY E2-2 Cement for Stabilization (28#/SY, 4%) 30 Ton TOTAL BID UNIT E2 - ALTERNATE UNIT E3 - ALTERNATE TIMBERLINE COURT PAVING IMPROVEMENTS E3-1 8" Cement Stabilized Subgrade 1112 SY E3-2 Cement for Stabilization (28#/SY. 4%) 16 Ton $5.00 $22,870.00 $200.00 $13,000.00 $35,870.00 $5.00 $10,595.00 $200.00 $6,000.00 $16,595.00 $5.501 $6,116.00 $200.001 $3,200.00 $9,316.00 Town Council Page 324 of 374 Meeting Date: May 26, 2015 Page 6 TEAGUE NALL AND PERKINS, INC. CONSULTING ENGINEERS TNP JOB NO: TRO 14296 ENGINEER'S ESTIMATE: $ 1.5 Million BID DATE: MAY 14, 2015 BID TIME: 10:00 AM ITEM NO. DESCRIPTION OF ITEMS BID SUMMARY TOWN PORTION BASE BID ITEMS UNIT Al - PEBBLE BEACH DRIVE PAVING IMPROVEMENTS UNIT B1 - PEBBLE BEACH DRIVE STORM DRAIN IMPROVEMENTS UNIT C1 - CYPRESS COURT STORM DRAIN IMPROVEMENTS UNIT A2 - PIN OAK DRIVE PAVING IMPROVEMENTS UNIT B2 - PIN OAK DRIVE STORM DRAIN IMPROVEMENTS UNIT A3 - TIMBERLINE COURT PAVING IMPROVEMENTS TOTAL AMOUNT BASE B TCMUD PORTION BASE BID ITEMS UNIT D1 - PEBBLE BEACH DRIVE WATER IMPROVEMENTS UNIT D2 - PIN OAK COURT WATER IMPROVEMENTS UNIT D3 - TIMBERLINE COURT WATER IMPROVEMENTS TOTAL AMOUNT BASE B TOTAL AMOUNT BID TOWN + TCMU BID TIME (SUBSTANTIAL COMPLETION/FINAL ACCEPTANCE) Sequence 1 (Pebble Beach & Cypress Court) Sequence 2 (Pin Oak Court) Sequence 3 (Timberline Court) Approved: P&4& e. 114=9"' P.5, BID TABULATION REPORT CLIENT: TOWN OF TROPHY CLUB DESCRIPTION: PAVING, DRAINAGE, WATER AND SANITARY SEWER IMPROVEMENTS FOR PEBBLE BEACH DRIVE, PIN OAK COURT, TIMBERLINE COURT, AND CYPRESS COURT BIDDER McClendon Construction QTY. I UNIT I UNIT COST I TOTAL $471,198.50 $142,734.40 $83,756.00 $226,479.00 $51,260.00 $155,857.50 $1,131,285.40 $186,051.50 $73,573.75 $60,169.00 $319,794.25 $1,451,079.65 245/45 140/45 110/45 Town Council Page 325 of 374 Meeting Date: May 26, 2015 Page 7 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0354-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas approving a Specific Use Permit for a Liquor Store located at within PD Planned Development #13, The Village at Trophy Club, on Lot 1, providing applicable regulations, providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense; and providing an effective date. Attachments: Date Ver. Action By Action Result Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas approving a Specific Use Permit for a Liquor Store located at within PD Planned Development #13, The Village at Trophy Club, on Lot 1, providing applicable regulations, providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense; and providing an effective date. Town Council Page 326 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0359-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas, repealing Subsection 3, of Section 5.09(B), "Changes to the Site Plan" of Section 5.09, "Site Plan Requirements" of Article V, "Supplementary District Regulations" of Chapter 13, "Zoning" of the Code of Ordinances of the Town and adopting a new Subsection 5.09(B)(3) regulating administrative approval of changes to Site Plans; providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense; and providing an effective date. Attachments: Date Ver. Action By Action Result Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas, repealing Subsection 3, of Section 5.09(B), "Changes to the Site Plan" of Section 5.09, "Site Plan Requirements" of Article V, "Supplementary District Regulations" of Chapter 13, "Zoning" of the Code of Ordinances of the Town and adopting a new Subsection 5.09 (13)(3) regulating administrative approval of changes to Site Plans; providing a penalty not to exceed the sum of two thousand dollars ($2,000.00) for each offense; and providing an effective date. Town Council Page 327 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0365-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Presentation by the CFAB President over the assigned projects; discussion of same. Attachments: Staff Report - CFAB Assigned Proiects.pdf Vehicle Replacement Policy.pdf Purchasing Policy.pdf Date Ver. Action By Action Result Presentation by the CFAB President over the assigned projects; discussion of same. Town Council Page 328 of 374 Meeting Date: May 26, 2015 TOWN OF T C C, TROPHY CLUB 100 Municipal Drive .Trophy Club, Texas 76262 To: Mayor and Town Council From: John Zagurski, Strategic Services Coordinator CC: Stephen Seidel, Town Manager Steven Glickman, Assistant Town Manager/CFO Holly Fimbres, Town Secretary Re: Town Council Meeting, Tuesday, May 26, 2015 Agenda Item: Presentation by the CFAB President over the assigned projects; discussion of same. Exalanation: The Citizens Financial Advisory Board was assigned four projects on February 101h by the Town Council. 1. Vehicle Replacement Policy 2. Review of Trophy Club Park's financial position 3. Liquidation Policy 4. Popular Annual Financial Report (PAFR) Vehicle Replacement- A subcommittee was started to explore existing points systems that utilized a metric to determine when a vehicle is due for replacement. After independent research by the members of the subcommittee and staff a policy was found and redrafted to fit the Town of Trophy Club. Attached is the policy with replacement standards. Trophy Club Park- Two subcommittees were started one to evaluate the lease agreement with the Corp of Engineers, and the second to evaluate Trophy Club Park's reimbursement of expenses to the Town and potential revenue sources. After both subcommittees met they provided three recommendations to improve the financial position of Trophy Club Park. I. Recommended to implement a horse fee for Trophy Club Park II. Recommended that Park Board include an expanded ATV addition be a part of the new comprehensive plan for Trophy Club Park III. Recommended that the Trophy Club Park fund maintain a minimum fund balance of $150,000 Page 1 of 2 Town Council Page 329 of 374 Meeting Date: May 26, 2015 Liquidation Policy- The board asked staff to provide language that would maximize flexibility to get the most for its assets when it comes time to dispose of them. Attached is the amended purchasing policy with the recommended changes. The changes are as follows Added the ability to trade in items for the acquisition of new property (with the Town Manager or their designee's approval) Allows staff to throw away, donate, recycle, or sell through silent auction, items or groups of items, with a fair market value less than $100, with the Town Manager or their designee's approval Preparation of the Popular Annual Financial Report (PAFR) —The board made recommendations to staff about the layout and relevant financial information to be presented in the PAFR. The board had one recommendation: Amend the Town Charter so that the presentation of the Annual Report can be moved to the end of March instead of December. Attachments: Vehicle Replacement Policy Purchasing Policy Page 2 of 2 Town Council Page 330 of 374 Meeting Date: May 26, 2015 Town of Trophy Club Fleet Replacement Policy General Policy It is the policy of the Town of Trophy Club to provide staff with the tools needed to do the job in a professional, competent, and safe manner. Among the biggest "tools" in accomplishing the task are motor vehicles. In addition, these items are a very substantial financial investment and need to be handled in the most economic manner to the Town, both in their operation and in maximizing their disposal value. Each vehicle has a number of "lives". Vehicles have a service life, which is the amount of time a vehicle is capable of rendering service. Vehicles have a technological life, which is the amount of time a vehicle is capable of rendering service. Vehicles have a technological life, which represents the relative productivity decline of the unit as compared to newer models. Most important, a vehicle has an economic life, which is the length of time the average total vehicles cost is at a minimum. The unit expenses and costs should be considered in determining fleet replacement recommendations; the following is a list of those expenses/costs: 1. Fuel Costs 2. Operation Costs 3. Maintenance Costs, to include parts availability 4. Downtime 5. Technological Obsolescence 6. Condition 7. Safety The realities of the budget process, monetary restrictions, and administrative policies will limit the replacement that can be made each year, and that priorities must be set to determine which vehicles to replace with available funds. The purpose of this policy is to set forth an outline for user departments, in cooperation with the Finance Department to establish these priorities for recommendation to management. Equipment Replacement Evaluation and Criteria Vehicles will be evaluated by four criteria: age, mileage, operation & maintenance cost, condition of body, and mechanical components. A baseline is set for each criterion and points are assigned, depending on how the item's data compares to the base standard. The ratings are low, base (equal to the standard), high and extreme. Points are assigned as follows: 1 -low, 2 -base, 3 -high, and 4 -extreme. Any point total equaling or exceeding eleven (11) indicates that the vehicle should be recommended for replacement. The point total is used to rank its replacement priority, and the larger the number the higher the replacement priority will be. A priority ranking Town Council Page 331 of 374 Meeting Date: May 26, 2015 will be developed for the entire fleet by class of vehicle regardless of departmental assignment. Priority ranking is intended to serve as a guide and should be considered along with manager recommendation. Special circumstances might present themselves such that a vehicle may not meet the criteria for recommendation to replace, but due to circumstances not captured in the policy a department head may recommend to replace early. Or on the contrary, a vehicle may meet the criteria for replacement but the manager might recommend delaying replacement because they feel the vehicle can still be of use with little maintenance costs. The following is a brief explanation of the rating criteria: Age: based on the experience in the class of equipment and industry standards as recommended by the Government Services Administration, State standards, other cities, etc., and intended to reflect the least cost and highest resale value to the Town. Mileage/Hours: based on the experience in the class of equipment and industry standards as recommended by the Government Services Administration, State standards, other cities, etc., and intended to reflect the least cost and highest resale value to the Town. Maintenance Cost: The base cost will be a total of maintenance and repair costs as a percentage of the original purchase price. Accident and warranty repairs are not to be included in this total. Condition: a physical evaluation made for each vehicle that meets or exceeds the base standards for age, mileage, and maintenance costs. The criteria would be an assignment of a repair cost as a percentage of the book value of the vehicle. Vehicle history, such as accidents would also be considered at this point. Comments and Other Considerations: This is where the Department Manager can comment on vehicle history, costs, technological changes, safety items, ect. that should be considered in the evaluation Town Council Page 332 of 374 Meeting Date: May 26, 2015 Replacement Parameters Age Cnnditinn Pnintc Below base replacement age 0 < 1 year over base 1 1-2 years over base 2 3-4 years over base 3 4+ years over base 4 Mileage Condition Points Below base replacement mileage 0 Base + < 10,000 miles (600 hours) 1 Base + 10,000-20,000 miles (600-1,200 hours) 2 Base + 20,000 miles (+1,200 hours) 3 Maintenance Cost cnnditinn Pninte < 5% of the purchase cost 1 5% to 12% of purchase cost 2 13% to 25% of purchase cost 3 > then 25% of purchase cost 4 Condition Evaluation Condition Points Repair cost <6% of the book value 2 Repair cost 6% to 18% of book value 3 Repair cost >18% of replacement 4 Town Council Page 333 of 374 Meeting Date: May 26, 2015 Equipment Replacement Base Criteria Item ,Age Mileage/Hours Truck (non -diesel) 5 80,000 Truck (diesel) 7 90,000 Ambulance 7 75,000/7,500 Police Vehicle 3 60,000 Police Admin Vehicle 5 80,000 Town Council Page 334 of 374 Meeting Date: May 26, 2015 Vehicle/Equipment Evaluation Summary Report Item #: Department Assignment: Year: Description/Use: Summary Values Make: Evaluation/Report Date: Age Base Age from Policy Mileage Base Mileage Purchase Cost: Total M&R: Book Value: Est Repair Cost: Total Points Comments and other considerations: Model: Points: Points: Points: Points: Town Council Page 335 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB PROCUREMENT POLICIES AND PROCEDURES SECTION 1.0: POLICIES 1.01 Purpose The purpose of the Town's Procurement Policy is to provide the parameters for the expenditure of funds in the procurement of goods and services for the Town of Trophy Club. The policies and procedures outlined herein are intended to comply with the Town of Trophy Club's Mission and legally mandated federal and state statutes. 1.02 Policy Regardless of the value of the expenditure, it is the policy of the Town of Trophy Club to promote competition that produces the highest quality goods and services at the lowest possible price whether or not the item is subject to bid. The Town Manager in coordination with the Town Council is charged with establishing the policies for the procurement of all goods and services. The Finance Department: • Develops purchasing objectives, programs, and procedures for the acquisition of materials, equipment, supplies, and services; • Helps department managers provide open and fair competition to vendors; and • Helps departments prepare and obtain approval of purchase orders, price agreements, and contracts. The City Secretary's Office/Department Managers or designee: • Receives, and monitors formal bids for purchases. The Department Managers: • Develops and maintains technical and non-technical commodity specifications; • Ensures funding is available for procurement in department budgets; • Provides open and fair competition to vendors; • Prepares requisitions; • Obtains approval of purchase orders, price agreements, and contracts; • Prepares requests for proposals (RFPs), requests for qualifications (RFQs) and requests for bids (RF13s); and • Monitors and evaluates the performance of vendors including, but not limited to, compliance with contract specifications. 1.03 Free and Open Competition All procurement transactions, regardless of dollar value, whether advertised or negotiated, shall be conducted in a manner so as to provide maximum free and open competition. The Town Manager or Town Council should be alert to organizational conflicts of interest or noncompetitive practices among Town Council Page 336 of 374 Meeting Date: May 26, 2015 contractors that may restrict or eliminate competition or otherwise restrain trade. In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors who develop or draft specifications and other requirements for solicitation instruments (Requests for Bids or Proposals) shall be excluded from competing for such procurement. 1.04 Compliance In order to have an efficient purchasing function, all departments must work in close cooperation with the Finance Department. Departments can ensure compliance with the Town's policies and procedures by: • Informing departmental personnel of the purchasing requirements and ensuring adherence; • Planning purchases in advance in order to allow sufficient time to advertise, when necessary, obtain proposals, quotations, or bids, determine best source, and issue purchase orders with reasonable lead-time for delivery and thus prevent emergencies; • Providing accurate and concise specifications for items requested and timely preparing requisitions; • Inspecting or supervising the inspection of commodities, services and equipment delivered; and determining acceptability of their quality, quantity, and conformity with specifications; and • Providing complete written documentation of a vendor's performance to be used in future bid award evaluations. SECTION 2.0: CODE OF ETHICS Officers and employees of The Town of Trophy Club are public servants, who will carry out their activities in a fair and legal manner avoiding actual or perceived conflicts of interest. All officers and staff members are expected to conduct the activities of the Town in full compliance with the law and in an honest, fair, and courteous manner. Officers and staff members must neither ask nor expect contractors, vendors or others with whom the Town does business to favor the Town, the officer, or the individual staff member with special treatment. Officers and staff members should not permit personal preferences and dislikes to affect decisions related to their duties. To do so acts against the Town's policy which is to treat all individuals, members, potential members, contractors, and others fairly and equitably. Conversely, officers and staff members are expected to use their best professional judgment and expertise when evaluating potential vendors and contracts for purchasing goods and services. This section does not preclude officers and staff from considering past purchasing experience with a specific vendor when making a future purchasing decision or recommendation to Town Council. Third party references and vendor experience may be considered by the Town when evaluating and awarding contracts for purchases. SECTION 3.0: CONFLICT OF INTEREST 3.01 Contracts Specifically, with reference to contracts, no employee or officer of the Town who exercises any functions or responsibilities in the review or approval of an undertaking or the carrying out of one of Town's contracts shall participate in any decision relating to that contract if the decision affects his or her personal financial interest, such officer or employee has a substantial interest as defined by state law, or participation by such officer or employee is otherwise prohibited by state law or Town policy. If a former staff member or Town officer has worked less than one year for a business seeking to contract with the Town, the business entity must make this known and must describe the relationship between the former employee/officer and the firm. In no instance may this former employee/officer have hours billed on any project or program. To do so is reason for not awarding a contract. Town Council Page 337 of 374 Meeting Date: May 26, 2015 3.02 Declaration of Conflict of Interest In the event of a conflict of interest as defined by state law, the affected officer or employee must file a signed affidavit declaring his or her conflict of interest. The affidavit must be filed with the Town Secretary. Such official, officer or employee must abstain from discussion of or voting on a bid, proposal, or contract submitted by a business entity in which he/she has a substantial interest. More specifically, in addition to the requirement to complete an affidavit, when an item is placed before a Board, Commission, Committee, or Town Council for review, any and all members of those bodies who has a conflict of interest shall announce that he/she has such conflict and shall leave the room until the body has discussed and taken action on the item for which the member has a conflict. Moreover, it is the policy of the Town that an employee who has a substantial interest in a business entity as defined by state law, shall follow the procedure outlined in this section by completing an affidavit and leaving the room where a discussion and/or vote is taking place regarding the business entity in which the employee has an interest. Further, it is the obligation of officials, officers, and employees to avoid apparent conflicts of interest by abstaining and following the procedures specified in this section. Officials, officers, and employees shall abstain from participating in the procurement process, which includes but is not limited to discussions, lobbying, rating, scoring, recommending, providing current copies of contracts outside of Public Information Act process, explaining or assisting in the design or approval of the procurement process on contract with the organization he or she represents or from which he or she receives a direct financial benefit; or on contracts with organizations in which a family member will realize a direct benefit. 3.03 Violations and Remedies Violations of the provisions of this Article constitute misconduct, subjecting the violator to any and all penalties prescribed by law. Penalties, sanctions, or other disciplinary actions, to the extent permitted by state or local law, rules or regulations, shall be imposed for violations of the code of conduct/conflict of interest standards, by the Town's officers, employees or agents or by persons, contractors or their agents, when the procurement involves state or federal programs and/or funds. Appropriate sanctions, penalties, or disciplinary actions shall be applied for violation(s) of these policies and/or state law. Violations of state or federal law shall be referred to the proper authority having jurisdiction over it. 3.04.1 Substantial Interest A person has a substantial interest in a business entity if: (1) the person owns 10 percent or more of the voting stock or shares of the business entity or owns either 10 percent or more or $15,000 or more of the fair market value of the business entity; or (2) funds received by the person from the business entity exceed 10 percent of the person's gross income for the previous year. Additionally, a local public official is considered to have a substantial interest if a person related to the official in the first degree by blood or marriage, as defined by Chapter 573 of the Texas Government Code, has a substantial interest as defined herein. SECTION 4.0: LEGAL CONSIDERATIONS 4.01 Procurements Exempt from State Law Competitive Bid Requirements Purchases made by the Town shall be in accordance with State law. Except as specifically exempted by state law or by the terms of this Procurement Policles and Procedures Manual, including but not limited to Sections Four, Five and Seven, written, competitive bids must be taken for all procurements over $50,000. Procurements exempt from the competitive bid requirement are as follows: • Those made in case of public calamity, where it is necessary to act immediately to appropriate money to relieve the necessity of the Town's residents or to protect or to preserve Town property and for which Town Council has approved a Resolution ratifying the expenditure as an exception to the competitive bid requirement. Public calamity shall mean a grave event or occurrence that causes great loss or distress for the residents of the Town, including but not limited to natural disasters, acts of war, acts of terrorism, and other events as authorized by law or as determined by the Town Council to constitute a public calamity Town Council Page 338 of 374 Meeting Date: May 26, 2015 after consideration of the existing facts and circumstances. Purchases made pursuant to this exception shall be in accordance with the Emergency Management Procedures in effect at the time of the purchase; • Those made necessary by unforeseen damage to Town property, machinery or equipment for which Town Council has approved a Resolution ratifying the expenditure as an exception to the competitive bid requirement. Such resolution shall explain the nature of the damage, the cause of the damage, and the urgent need that supports the use of an exception to competitive bid. Unforeseen damage shall mean unexpected damage caused by some natural force or act of vandalism or other criminal or negligent act or omission. Purchases made pursuant to this exception shall be in accordance with the Emergency Management Procedures in effect at the time of the purchase; • A procurement necessary to preserve or to protect the public health or safety of the Town's residents for which Town Council has approved a Resolution ratifying the expenditure as an exception to the competitive bid requirement. Purchases made pursuant to this exception shall be in accordance with the Emergency Management Procedures in effect at the time of the purchase; • Those for personal, professional, or planning services as budgeted are exempt from competitive bid; however, the procurement of those types of services shall be done in accordance with state law requirements and the RFQ/RFP process as specified in the Town's Procurement Policies and Procedures manual, including but not limited to Section 5.07 of that manual; • Those for work performed and paid for by the day as work progresses as budgeted by the Town Council; • A purchase of land or right-of-way for which Town Council has approved a Resolution authorizing the expenditure as an exception to the competitive bid requirement; • Items that are available from only one source and for which Town Council has approved a Resolution authorizing the expenditure as an exception to the competitive bid requirement; • A purchase of rare books, papers, and other library materials for a public library and for which Town Council has approved a Resolution authorizing the expenditure as an exception to the competitive bid requirement; • Paving, drainage, street widening, and other public improvements, or related matters, if at least one- third of the cost is to be paid by or through special assessments levied on property that will benefit from the improvements; • A public improvement project, already in progress, authorized by the voters of the municipality, for which there is a deficiency of funds for completing the project in accordance with the plans and purposes authorized by the voters and for which Town Council has approved a Resolution authorizing the expenditure as an exception to the competitive bid requirement; • A payment under a contract by which a developer participates in the construction of a public improvement as provided by Chapter 212 of the Texas Local Government Code and for which Town Council has approved a Resolution authorizing the expenditure as an exception to the competitive bid requirement; • Personal property sold: o At an auction by a state licensed auctioneer provided that such purchase has been approved as a part of the budget or that the Town Council has approved a Resolution authorizing the expenditure as an exception to the competitive bid requirement; o At a going out of business sale held in compliance with Chapter 17, Texas Business and Commerce Code provided that such purchase has been approved as a part of the budget or that Town Council Page 339 of 374 Meeting Date: May 26, 2015 the Town Council has approved a Resolution authorizing the expenditure as an exception to the competitive bid requirement o By a political subdivision of the state of Texas, a state agency of the State of Texas, or an entity of the federal government pursuant to an interlocal agreement approved by Town Council; or o Under an interlocal contract for cooperative purchasing administered by a regional planning commission established under Chapter 391 of the Texas Local Government Code provided that such purchase has been approved as a part of the budget and that Town Council has approved the interlocal contract for cooperative purchasing; • Services performed by blind or severely disabled persons; • Goods purchased by a municipality for subsequent retail by the municipality and for which Town Council has approved a Resolution authorizing the expenditure as an exception to the competitive bid requirement; • Electricity; or • Purchases made pursuant to an approved cooperative purchasing program or those from an approved state program provided that Town Council has approved participation in the cooperative purchasing or approved state program. Contracts shall be awarded in a manner consistent with the provisions of Town policy statements and state law. 4.02 Conflict of Interest An employee of the Town may not solicit bid quotations from relatives of the employee or relatives of another Town employee on products to be purchased by The Town. 4.03 Public Access to Procurement Information Procurement information shall be a public record to the extent provided by the Texas Open Records Act and the Freedom of Information Act and shall be available to the public as provided therein. If a proposal contains information that the bidder considers proprietary and does not want disclosed to the public or used for any purpose other than the evaluation of the offer, all such information must be clearly marked as proprietary and confidential by making such notation on each page or portion thereof containing propriety and confidential information. The Town reserves the right to duplicate, use, or disclose the information as needed to prepare contract documents and working documents for the project and is not liable for accidental disclosure of such information. 4.04 Confidentiality of Bidders Quotations A vendor's bid/proposal is confidential until opened. Therefore, no bid or proposal shall be opened before the date and time of the published opening of such bid/proposal. Opening bids/proposals prior to the publication date and time is a violation of state law and Town policy. �yx��[�7►E•��A��1��:[�]�Z-Y�7��:%Zd�1:7��1��1 5.01 General The Town has four methods for procuring goods and services each of which is determined by the total estimated cost of the purchase. However, regardless of the cost of the purchase, the objective is to secure the highest quality goods and services at the lowest possible price. No purchase may be split to circumvent the dollar amount requirements. With the exception of Petty Cash and procurement card purchases, the procurement process begins with the preparation and approval of a Purchase Order (see Section 6.0). All purchases except those made through Petty Cash, Procurement Card, or those listed Town Council Page 340 of 374 Meeting Date: May 26, 2015 under the exemptions in Section 6.0 must be made through an approved Purchase Order or Contract. Purchase Orders will not be issued "after -the -fact". 5.02 Petty Cash Purchases - Cost up to $100 All Town departments and employees have access to the use of petty cash funds for individual item purchases with dollar values not in excess of $100. The petty cash fund is to be used for small purchases that the employee can pick up at a local facility if a purchasing card is not accepted or if the employee has not been given a purchase card. Town employees are not to misuse petty cash funds by splitting a purchase into more than one transaction in order not to exceed the $100 limit. A petty cash slip must be completed and signed by the requesting employee and authorized by the employee's manager. Receipts for each transaction must accompany the petty cash slip. Neither a purchase requisition nor competitive bids are required when using petty cash. 5.03 Procurement Card Purchases —Travel Expenses • Personal travel expenses (expenses made in support or for the benefit of anyone other than the employee/official or expenses made in support or for the benefit of the employee which are not attributable to Town business) may not be charged to a procurement card issued by the Town of Trophy Club. All travel and related expenses incurred must be documented and submitted to the Town along with a completed Travel Expense Form that includes all receipts and supporting documents in accordance with IRS codes and regulations. A copy of the Travel Expense Form is attached as Exhibit "A" to this Procurement Policies and Procedures Manual. - If the training or seminar was not approved through the budget process, written permission must be obtained from the Department Manager or Town Manager prior to travel. There must be money in the budget to cover the travel unless the Town Manager or designee makes the exception. • Transportation — Attach a copy of the airline ticket showing flight times to the appropriate purchasing card transaction sheet received from the Procurement Card Administrator. If the mileage to drive your personal car is more than the cost of the airline ticket plus ground transportation (i.e. taxi or shuttle service) plus airport parking costs, the employee reimburses the difference. Attach a copy of taxi or shuttle service receipts if applicable to the purchasing card transaction sheet if they take a purchasing card. If you drive your personal car and claim mileage, you cannot charge your gasoline on your purchasing card. If you drive a Town of Trophy Club vehicle or if you receive a car allowance, you can charge your gasoline for out -of town trips. • Lodging — A copy of the invoice showing all expenses should be attached to the purchasing card transaction sheet received from the Procurement Card Administrator. In -room movies or pay television, personal phone calls in excess of $5 per day, golf, sporting events, dry cleaning or laundry, and valet parking are not reimbursable expenses. For Texas destinations, you need to present a copy of the Texas Sales and Use Tax Exemption Certification. State taxes should not be paid but city taxes may or may not be exempt depending on local resolutions. • Meals — Receipts should be attached to the purchasing card transaction sheet received from the Procurement Card Administrator. You actually need two receipts. One would include the breakdown of items bought. The other would be the receipt that shows the actual amount charged that includes a reasonable gratuity. No alcoholic beverages may be charged. The total for the day depends on the time you leave and the time you come back. Generally, you must be traveling by 8:00 a.m. to receive breakfast and stay after 6:00 p.m. to receive the evening meal. The maximum reimbursable expenses for meal and incidental expenses (M&IE) are not to exceed the U.S. General Services Administration's (GSA) daily rate. This daily rate includes taxes and gratuities.. - Registration — if you do an on-line registration, be sure to screen print details that show how much the conference costs, dates of the conference, and name of the conference. If you fax the registration information, keep a copy of the same details. Attach the copy to the purchasing card transaction sheet. Town Council Page 341 of 374 Meeting Date: May 26, 2015 • Any unauthorized expenses are the responsibility of the cardholder and must be reimbursed to the Town of Trophy Club. • The Town Manager or designee must approve any exceptions to the above. 5.04 Procurement Card Purchases The intent of the procurement card is to provide a controlled, but less labor-intensive alternative to the existing procedures for purchasing and paying for items up to the predetermined credit limits. The Department Managers shall determine employees within each Department who are to be issued a procurement card and the transaction value limit to be assigned to each individual's card. The Town Manager or designee shall approve all limits. Cards are issued in the name of the designated Town employee and the Town of Trophy Club. The card remains the property of the Town of Trophy Club. Each potential cardholder shall attend a training session and sign a procurement card policy that documents the cardholder's responsibilities prior to being issued a card. The Procurement Card is to be used to make purchases for operations included in the Town's approved budget. Violations of these requirements may result in revocation of use privileges and/or disciplinary action, up to and including termination of employment. Employees who have inappropriately used the Procurement Card will be required to reimburse the Town for all costs associated with the improper use. Department Managers shall report any violations of this policy or abuse of a procurement card to the Town Manager or designee. Department Managers who fail to properly report such violation or abuse shall be subject to disciplinary action, up to and including termination of employment. Each employee who has been issued a card shall ensure that a receipt that indicates the place, date and nature of the purchase is obtained each time the card is used. The receipts will be attached to the procurement card transaction sheet, which will be signed, dated, and turned in to each applicable Department Manager who will review each purchase for appropriateness. The Department Manager shall sign the purchasing card transaction sheet as an indication that all transactions have been reviewed and approved and forward it to the Procurement Card Administrator within the specified time limit of no more than three days. The Procurement Card Administrator will reconcile the individual Department packets with the monthly statement received from the issuing Bank. Should any charges not be supported by receipts, the Procurement Card Administrator will notify the applicable Department Manager who shall obtain a receipt or other proper documentation evidencing the nature and amount of the purchase. In the event that a receipt is lost or an employee fails to obtain a receipt, a lost receipt form shall be completed and attached to the procurement card transaction sheet. Such form shall contain an explanation of the reason that the receipt was not obtained or was lost and any and all steps taken to obtain a duplicate copy of the receipt. The lost receipt form shall be signed by the Manager or Director of the Employee's Department. An employee's procurement card privileges may be revoked for failure to provide a receipt or otherwise comply with the Town Purchasing Policies and Procedures Manual. Use of a procurement card for a purchase in excess of $2,500 shall require the review and approval of the Town Manager or designee. If a purchase order is issued, attach the original purchase order with the appropriate signatures to the procurement card transaction sheet so that Finance can close the purchase order for financial reporting. The Procurement Card Administrator is responsible for compliance with the issuing bank's Procurement Card guidelines and notifying the Town Manager or designee of any problems. Additionally, each Department Manager shall be responsible for taking appropriate remedial action to correct noncompliance with the Town's policies and procedures governing procurement cards by his or her respective employees. 5.05 Purchases over $3,000 but less than $50,000 If the cost of the item(s) exceeds $3,000 but is less than $50,000, departments are required to secure at least three (3) documented quotes on the item(s). In keeping with State Law, at least two (2) of the quotes must be from Historically Underutilized Business (HUBs) located in Denton County or Tarrant County based upon information provided by the State Comptroller. If a purchase falls within the foregoing cost parameters and if a firm classified as a HUB handles that type of product, such HUB must be contacted on a rotating basis, but a department must attempt to contact at least two (2) HUB's on each order. Once all bids have been received and evaluated, the Department Manager or his or her designee will place the Town Council Page 342 of 374 Meeting Date: May 26, 2015 purchase to the lowest responsible bidder. In the event that a Department Manager or his or her designee desires to award a bid to a bidder other than the low bidder, such employee shall provide a detailed explanation in writing specifying why the lowest bidder was not accepted. Such written explanation shall be attached to the bid sheet. 5.06 Competitive Sealed Bids - Cost over $50,000 The Town Council must approve all non -budgeted or unanticipated purchases with values in excess of $50,000 prior to the purchase. Once a resolution has been passed or approval has been granted, the purchase must be made through the use of competitive sealed bids (see Section 7.0) or some other purchasing method as authorized by this policy. Invitations for sealed bids shall include specific instructions to the vendors concerning bid submission requirements including the time, date and place for receipt of bids by the Town. Competitive sealed bids are to be advertised in local newspapers of general circulation under the legal notices section. The bid must be advertised at least 14 days prior to the date of the bid opening. The advertisement is to give adequate instruction as to the nature of the bid, date and time of bid opening, and bidders conference, if applicable. Exceptions to Competitive Sealed Bidding Competitive sealed bidding is not necessary if one of the exceptions in Section 4.0 of these policies is applicable. 5.07 Professional Consulting Services Contracts —RFQ/RFP Process a. RFQ/RFP Process - Professional consulting services means those within the scope of the practices of accounting, architecture, land surveying, professional engineering, and other areas as defined by the laws of the State of Texas. Such services to the Town are to be provided pursuant to a third party independent contractor agreement for a specified time period. Competitive bidding shall not be used to select the professionals/consultants contracted by the Town. Compensation will be negotiated before the contract is signed and after the consultant has been selected on the basis of his or her demonstrated competence and qualifications to perform the services for a fair and reasonable price. When professional consulting services are needed, the Department requesting the services will prepare a Request for Qualifications setting forth a description of the scope of services needed, the minimum desired qualifications, credentials and experience, and the relative importance of each, and will forward that information to the Town Manager. The RFQ shall be advertised and may also be sent out to qualified vendors whom Town staff recommends. The Town Manager will assemble a team (Selection Team) of appropriate staff that will evaluate the responses submitted by those firms whose qualifications meet the requirements set forth in the Request for Qualifications. Requests for Proposals shall be solicited and processed in accordance with the requirements set forth in Section 5.07(b) hereof. b. RFP Process - A Request for Proposal (RFP) will be sent to each consultant identified by the Selection Team in accordance with the RFQ process set forth in Section 5.07(a) above. However, if the two-step RFQ/RFP Process is not utilized and the single step RFP process is utilized, then the RFP must be advertised and must require that proposals contain information identifying qualifications, credentials, and experience of those vendors submitting a response. The RFP shall also list the services desired and a deadline for return of the RFP. The request shall require the responding professionals/consultants to provide a schedule for completion of the scope of services, where applicable. Copies of the proposal(s) shall be submitted to the Town Secretary who shall process the responses in accordance with Section 7.0 and who will forward to the members of the Selection Team. Interviews shall be scheduled with the highest ranked firms. The Selection Team will ask each finalist to make a presentation of experience and then may question the firms as to capability and methods of approach for furnishing the required services. Professional compensation is not considered in these discussions. The qualified firm(s) shall be ranked from most qualified to least qualified. The Selection Team shall begin negotiations with the most qualified to develop a contract. The Town contract shall include all relevant terms and conditions, including but not limited to, compensation, time required and full scope of work to be performed. If an agreement satisfactory to both the Town and firm cannot be reached, negotiations will be terminated with that firm Town Council Page 343 of 374 Meeting Date: May 26, 2015 and the process started over with the second choice candidate and so on. As soon as an agreement is reached, the Selection Team shall make its recommendation to the Town Council. c. Frequency - The RFQ/RFP process for professional services may be utilized bi-annually. 5.08 Annual Contracts For goods or services that are used repetitively throughout the Town such as office supplies, paper goods, mailing services, or stationery, the Town may enter into an annual contract with a supplier. The purpose of entering into an annual contract is to eliminate the need to obtain competitive pricing each time repetitively used items are requested. The Town will obtain competitive sealed bids requiring that bid prices remain in effect for a specified period. The Town will enter into agreement, upon approval of the Town Council (if the contract price exceeds $50,000), with the approved bidder by signing a contract stating the terms and conditions. Once the contract period nears the end of the term, the Finance Department will re -advertise the bid request for the following year giving fair opportunity for vendors to respond. 5.09 Sole Source Purchases When a department identifies a potential sole source purchase, a detailed justification explaining why a sole source purchase is necessary must be provided to the Town Manager or designee in advance for review and concurrence. Upon review and concurrence of the Town Manager or designee, a Resolution outlining the basis for the sole source purchase shall be submitted for Town Council approval. Except as specifically provided otherwise in these policies, a sole source purchase may only be made pursuant to an approved Town Council Resolution. 5.10 State Contract Purchasing The Town has the option of purchasing items on contract through the Houston -Galveston Area Council Cooperative Purchasing program and the State of Texas central purchasing agency. Participation in these programs is strictly voluntary and the Town is not obligated to purchase through either. According to Section 271.081 - 271.083 of the Texas Local Government Code, The Town is not required to obtain competitive bids for items that are on state or local government contract. Because the State of Texas central purchasing agency purchases in large quantities through a state cooperative purchasing program, prices are generally lower than retail. One must keep in mind when purchasing items under state contract that there are no alterations or modifications to the specifications that are listed with the cooperative purchasing programs. 5.11 Alternative Project Delivery Methods for Certain Projects Alternative project delivery methods, include but are not limited to, construction manager at risk, construction manager agent, and design build contracts. Any of the alternative project delivery methods specified in Subchapter H of Chapter 271 of the Texas Local Government Code, as amended, may be utilized provided that the purchase and the procedures utilized in making that purchase comply with all requirements specified therein. SECTION 6.0: THE REQUISITION PROCESS 6.01 Procedure for Non -Emergency Purchases When the need arises for a single purchase of goods and/or services with an estimated value in excess of $10,000, the user Department shall originate an on-line purchase order. The purchase order must be prepared far enough in advance of the date that the goods or services are needed to allow all procurement procedures to properly function, including: • Securing appropriate approval of the purchase Town Council Page 344 of 374 Meeting Date: May 26, 2015 • Advertising for bids, if necessary • Obtaining bids or price quotations • Evaluating bids • Preparing the contract • Allowing delivery of goods or services in a timely manner Each Department is responsible for ensuring that duplicate purchases are not made. Once a purchase order is received, the Department Manager must: • Check the purchase order for completeness, including quantity and concise specifications; • If specified as a sole source, ensure the reason for the sole source is documented and appropriate; • Verify the budget authority. Check budget line item authority and budget balance for sufficient unencumbered amount to cover the purchase. Once the vendor selection process has been completed, the Department Manager will bring the requisition to Finance who will prepare the purchase order. The Department Manager will then secure the appropriate approval of the purchase order or contract. The Town is not liable for making payment to vendors for purchases that have not had prior approval of the Department Manager and have not been issued a purchase order number. The Department needs to attach the approved Purchase Order to the invoice received and forward to Finance for payment. 6.02 Procedure for Emergency Purchases The designation of emergency purchase indicates a situation of such urgency that normal purchasing procedures must be modified in the interest of time, and therefore no competitive bids are required. The Town is allowed to make emergency or exempted purchases without competitive bidding as defined in Texas statutes. An approved Town Council Resolution is required for all emergency purchases; provided however, that if due to exigent circumstances, the purchase must be made and time does not allow the posting and holding of a Council meeting, the Town Manager or designee, may authorize the expenditure by providing written permission to make the emergency purchase in accordance with the Emergency Management Procedures in effect at the time of the purchase; provided however, that the Town Manager or designee shall prepare and submit, a ratifying Resolution to Council at the first available Council meeting after the purchase is made where the item may be properly posted as required by law. A purchase is not considered to be an emergency if the expenditure becomes necessary due to poor planning. All emergency purchases are processed as follows: • The applicable Department Manager will be notified immediately with as much information as possible about the emergency purchase required. • The Department Manager contacts as many vendors as necessary to arrange the emergency purchase. The purchase is completed by telephone by issuing a verbal purchase order number to the vendor and requesting expedited delivery. The purchase order is either mailed or faxed to the vendor at a later date. • Staff making the request may be required to pick-up the emergency purchase from the vendor, if applicable, if expedited delivery from the vendor is not available. • Council approval or ratification must be obtained for all such emergency purchases exceeding $50,000. Town Council Page 345 of 374 Meeting Date: May 26, 2015 SECTION 7.0: PURCHASING PROCESSES 7.01 Policy Competitive written or telephone bids are to be sought for all purchases over $3,000 (see Section 5.05). All practical means to obtain the best price available should also be used when making emergency purchases. Competitive sealed bids are required for those bids exceeding $50,000 (see Section 5.06). The bid consists of the items offered by the vendor in response to the specifications, along with details governing the offer. The Town bidding procedures contain the following general requirements: • A short summary of the Request For Bid (RFB) or Request for Proposal (RFP) shall be published in local newspapers of general circulation. The advertisement is to be published under the Legal Notices section of the newspaper. This should be coordinated through the Town Secretary's Office. • Bids are received until the date and hour set out in the specifications. The Town Secretary or her designee will mark bids with the date and time at which they are received. Once a bid is submitted, the bidder cannot alter or correct a bid. A vendor who wishes to withdraw a previously submitted bid and/or submit an alternate bid may only do so prior to the bid opening. Under no circumstances will bids be accepted after the specified date and time. • The bids are to be opened at the date and hour specified in the bid and notice documents, and submitted to the requesting department for review. Generally, bids are awarded to the lowest responsible bidder or the bidder who provides the best value to the Town.. Occasionally, a bid may be split between vendors to obtain optimum pricing. If no bid is found to be acceptable, the entire bidding process must be repeated. Sealed bids are opened publicly in the presence of at least three (3) Town employees. The Town Secretary or her designee will coordinate the opening of the bids. • Bids are to be kept confidential from competitors until after the bid has been opened. Once the bid is opened, the bid becomes open record in accordance with the Texas Open Records Act. • Sealed bids must be submitted to the Town of Trophy Club by mail or hand delivered to Town offices. Envelopes must be clearly marked that a sealed bid is enclosed. Faxed or late bids will not be considered for award. They should be addressed to the Town Secretary. • The Town of Trophy Club reserves the right to reject any and all bids submitted and to waive any and all irregularities. It is the consistent policy of the Town to use competitive principles in awarding all public contracts of any amount with only limited exceptions as allowed by law. This includes the purchase and lease of goods, the purchase of services, and construction projects. These competitive principles apply to all departments of the Town of Trophy Club. • If the Town contracts for public work in excess of $50,000 it is required that the contractor execute a payment bond solely for the protection of beneficiaries who supply materials or labor to the specific public works project and have a direct contractual relationship with the contractor to replace the protections afforded by lien rights. •If the Town contracts for public work in excess of $100,000 it must require its contractor to execute a performance bond solely for the protection of the Town in the event of contactor default and/or termination. *The Town requires the successful bidder on a public works project to provide a two (2) year maintenance bond covering the full final cost of the project. • If the Town receives only one bid or proposal in response to its request the Town may accept the bid or proposal received, reject the bid or proposal and re -advertise, or reject the bid or proposal and decide not to undertake the project. Town Council Page 346 of 374 Meeting Date: May 26, 2015 • The Town will give preference in purchasing products made of recycled materials if the products meet applicable specifications as to quantity and quality as found in the bid requests. 7.02 Requests for Bids (RFB) or Requests for Proposals (RFP) RFBs and RFPs are used to notify vendors that the Town has specific requirements for goods and/or services and that vendors are being offered an opportunity to fulfill those requirements. The bid system is to be kept simple and practical, and the bids must be advertised as widely as possible in order for competition to work. Complicated bid invitations or requests for proposals discourage competition and drive up prices. 7.03 Bid Packet A bid packet contains documents needed by the vendor to respond to the requirements of the RFB/RFP. It may include several elements: Request for Bid (RFB) or Request for Proposal (RFP): This is the cover form for the bid/proposal package. It provides specific information that the bidder will need to respond. As applicable, it should include: • Quantity and brief description of goods or services to be provided • Request for unit cost, extended cost, and total cost of items bid • Estimated delivery time if vendor is awarded the bid • Closing date and time for receiving bids or proposals. • Place where bids or proposals are to be sent, including the address and office • Person to contact for additional information • Instructions to bidders (see example in Appendix F) • For RFPs only: Factors to be used in the evaluation process, the weights attached to each factor. Evaluation factors may include price, experience of vendor's staff, ability to respond in a timely manner, past recommendations, safety record in accordance with a duly adopted Town vendor safety record policy, and financial soundness, as well as any others considered necessary. Other evaluation factors will depend on the individual requirements attached with the procurement. Standard Terms and Conditions: All conditions of doing business with the Town will remain constant for all contracts and purchases, unless specifically deleted. They are usually presented as an attachment to the RFP. Special Provisions: Terms and conditions required for a particular contract or purchase. Specification: The description of the purchase requirements. In place of enclosing the actual specification, information about where the specification may be obtained may be substituted. Pricing: The offer and acceptance page. The vendor quotes prices in accordance with the specification requirements. Prices are usually provided by unit and include the total cost for the estimated amount required. A list of attendees and minutes of the bidders conference by the Town Secretary or his/her staff must be kept as part of the procurement file. Town Council Page 347 of 374 Meeting Date: May 26, 2015 7.04 Competitive Proposals Competitive proposals can only be used for procurements of high-technology products or services as allowed by law. The specification shall be written using performance standards rather than the description of the good or service. The specification must also specify the relative importance of price and other evaluation factors by identifying the weight to be given to each factor. • Vendors submit a proposal for a system to satisfy the requirements set forth in the proposal. Proposals may incorporate various types of hardware or services to accomplish the performance objectives set forth in the specifications. • After proposals are received, the Town may enter into discussions with offerors who submit proposals and who are determined to be reasonably qualified for the award of the contract based upon proposal specifications. Offerors shall be treated fairly and equally with respect to any opportunity for discussion and revision of proposals. Revisions may be permitted during the discussion process after submissions and before the award of the contract in order to obtain the best final offers. • The contract must be awarded to the responsible offeror whose proposal is determined to be the most advantageous to the Town considering the relative importance of price and the other evaluation factors included in the request for proposal. 7.05 Cancellation of a RFB/RFP RFBs and RFPs may be canceled by the Town at any time before the date set for opening bids. A cancellation notice should be mailed or faxed to all vendors receiving bid or proposal invitations. 7.06 Modification of a RFB/RFP RFBs and RFPs submitted to vendors may also be modified by the Town after being issued but before the final date for submission. When modifications are required, addenda shall be mailed and/or faxed to all vendors receiving bid or proposal packets. The modification notification should state whether the bid opening date is or is not extended. The bid opening date may be extended if notification of the amendment will not give vendors ample time to respond to the modified request. 7.07 Receiving the Bid or Proposal — Procedural Requirements Receiving competitive bids and proposals must be done properly in order to ensure that no possibility of favoritism or even the appearance of favoritism exists. Notice of the time and place at which the bids/proposals will be publicly opened must be published at least once a week for two consecutive weeks. The date of the first publication must be at least fifteen (15) days before the date of public opening. • Each bid or proposal must be returned to the Town Secretary's Office as designated in the invitation. Each proposal is to be in a separate envelope, sealed and with the bid or proposal identification number marked on the outside of the envelope. If more than one bid is to be submitted, vendors are required to use separate envelopes for each bid. • The bid or proposal envelope must be clearly marked by the offeror with the date upon which it is submitted to the Town and the Town Secretary or his/her designee shall mark the date and time of receipt by the Town. • The bid or proposal envelope should then be filed unopened together with the other bids or proposals for the same bid invitation until the time of the bid opening. Town Council Page 348 of 374 Meeting Date: May 26, 2015 • Bids or proposals must be received by and opened on the date, hour and location as specified in the invitation/request. Vendors are invited and encouraged to attend the bid opening. Bid openings are considered open meetings and anyone can attend. Three (3) Town representatives (i.e. employee, town official or professional staff) must be present at all bid openings. • All bids and proposals must be sealed with the identification number clearly marked on the outside of the envelope. One bid or proposal may be submitted per envelope. Opened bids shall be kept on file and available for inspection. 7.08 Disqualified Bids The following are grounds for disqualifying a submitted bid: • Incomplete bids/proposals may be considered non-responsive. Such bids/proposals may be considered for award if the non -responsiveness is due to a non -material omission. (i.e. the omission does not affect price, quality, quantity, delivery or other material contractual conditions). • Unsigned bids/proposals, or bids/proposals with unauthorized signatures. • Bids or proposals received after the date and time for opening. Late bids/proposals are not considered for award of the purchase, will not be opened, and will be returned to the submitting bidder/proposer. • Bids/proposals where prices are conditional on award of another bid, or when prices are subject to unlimited escalation. If allowed by the specification, prices may be subject to escalation based on an independent wholesale index. 7.09 Correction or Withdrawal of a Bid Bids may not be altered or amended after the submission deadline. A non -material omission or error may be waived if: • The omission or error relates to a matter of form, not substance; and • Does not otherwise prejudice the other bidders/offerors. Any alteration or change made to a bid or offer prior to opening must be initialed by the authorized signatory of the bidder guaranteeing authenticity. Mathematical errors may not be corrected. In the event of a conflict between a unit price for an item(s) and the total price for such item(s), the Town reserves the right to resolve the conflict by accepting the lowest price. SECTION 8.0: EVALUATING COMPETITIVE BIDS 8.01 General The Finance Director or his/her designee will provide tabulations, calculation checks, price extension and information about compliance with specifications to the RFB/RFP. 8.02 Tabulating the Results When bids or proposals are opened, the results are tabulated by the Finance Director or his designee for easy reference. The following information is included in the bid analysis: • All calculations and sums are double checked for accuracy. Town Council Page 349 of 374 Meeting Date: May 26, 2015 • Unit prices are extended to a total price for the requested quantity. • The bid or proposal is verified to determine if all requirements listed meet specifications. All areas where the bid/proposals fail to meet conditions included in the specifications and whether any failures disqualify the bid/proposal are listed. Any modifications to the specifications submitted by the vendor are so noted. • All required samples to be included, if applicable, are verified by the Department. • Samples of the desired product, if required, are tested and results of the test noted by the Department. 8.03 Basis for Purchase Decision The evaluation and recommendation includes whether or not the vendor has submitted a responsive bid or proposal (one that meets all criteria of the RFB/RFP). Additionally, information on the vendor's record of being a responsible bidder (one who has proven capable of performing a contract and/or appears financially and technically capable of adequately performing this contract) is included. If the bidder's safety record is to be considered, the evaluation states if the bidder has an acceptable record, and if not, the identifiable factors that were not satisfactory as required by the written definition and criteria for accurately determining the safety record of a bidder and the Town has complied with all other requirements of §252.0435 of the Texas Local Government Code, as amended. SECTION 9.0: AWARDING THE BID 9.01 Policy The Town awards bids to the vendor who meets the requirements set forth in the bid documents who offers the lowest cost or the vendor who provides goods or services at the best value for the Town pursuant to the criteria set forth in Section 252.043 of the Texas Local Government Code, as amended. If staff recommends award of a bid to a vendor who is not the lowest responsible bidder, justification for the vendor selection must be documented. In the event that no bid is deemed satisfactory, the Town may declare that all bids are unacceptable. 9.02 Disqualification of a Bidder If a bidder has provided unsatisfactory service or products to the Town in the past, those experiences are to be thoroughly documented in order to support any later disqualifications. A vendor who fails to provide satisfactory products, goods or services or who has breached, terminated or been terminated from a contract with the Town in the past will be removed from the Approved Vendors List for future bidding opportunities and may be disqualified from bidding on future projects. SECTION 10.0: PROTESTING A BID Upon selection of an offer or bidder, all competitors must be notified in writing of the procurement results and advised of their right to appeal the decision by the Department. A protest must be submitted to the Town Manager or designee within seven (7) calendar days of the date upon which the Town's written notice of procurement results is made. All such protests will be reviewed by the Town Manager or designee who will issue a written decision regarding the protest. An appeal from the decision of the Town Manager or designee may be made to Town Council and shall be placed on the Council agenda on the first available date for which notice and publication requirements may be met after a written notice of appeal is received by the Town Secretary. SECTION 11.0: PROCUREMENT SPECIFICATIONS A specification is a concise description of goods or services the Town seeks to buy, and the requirements the vendor must meet in order to be considered for the award. A specification may include requirements Town Council Page 350 of 374 Meeting Date: May 26, 2015 for testing, inspection or preparing an item for delivery, or preparing or installing it for use. The specification is the total description of the purchase. A good specification has four characteristics: • It sets the minimum acceptability of the good or service. The term minimum acceptability is key, since the vendor must know the minimum standard to determine what to provide. Setting too high a standard means tax dollars will be wasted, while setting too low a standard means the good or service will not meet the expectations of the user. • It should promote competitive bidding. The maximum number of responsible vendors should be able to bid to the specifications. Restrictive specifications decrease competition. • It should contain provisions for reasonable tests and inspections for acceptability of the good or service. The methods and timing of testing and inspection must be indicated in the specification. Tests should refer to nationally recognized practices and standards, whenever possible. • It should provide for an equitable award to the lowest responsible bidder. The buyer obtains goods or services that will perform to expectations, and the vendor is able to provide the goods or services at an equitable price. SECTION 12.0: MODIFICATION AND TERMINATION OF CONTRACTS 12.01 Policy All modifications or changes to a contract must be in writing. The Town Manager or designee may approve a modification or change order that increases or decreases a contract by $15,000 or less. The Town Council must approve modifications or change orders exceeding $15,000. The original contract price is not to be increased by more than 25%. Additionally, funding must be available to cover the cost of the price increase. The original contract price may not be decreased by more than 25% without the consent of the contractor. A contract awarded by the Town Council may only be terminated upon the approval of such termination by Town Council. 12.02 Requirement to Re -bid • In the event that a change order exceeds 25% of the contract price, a new bid must be solicited using the same bidding procedures as noted in Section 6.0. A new bid solicitation is to be issued if the procurement of supplies, equipment or services is materially different from that specified in the previous bid process regardless of the percentage increase in the contract price. SECTION 13.0: DELIVERY OF GOODS Once goods are delivered to the Town's offices, receipt of delivery is noted by signature of the receiving department or a receptionist. If a receptionist receives goods, he/she will notify the department to which the goods belong. The person receiving the goods should make every effort to inspect the goods prior to signing the delivery ticket. If visible damage to a container being delivered is detected, it should be noted on the delivery ticket. Although damage to the contents of the package may not be seen, making this notation on the delivery ticket could make filing a claim easier if in fact the contents are damaged. Sometimes, damage to goods is concealed in packaging and the receiving party has no way of knowing of the damage. SECTION 14.0: DISPOSAL OF SURPLUS PROPERTY Annually, all departments shall review their assets and determine which items are no longer needed. A list of surplus, obsolete or unused supplies, materials or equipment, including description, make, model, and serial numbers should be forwarded to the Town Manager. Upon review and approval by Town Manager or his/her designee the items on the department's lists may be traded in for the acquisition of Town Council Page 351 of 374 Meeting Date: May 26, 2015 new property (with Town Manager or their designee's approval), transferred to other departments, or sold through public auction. Obsolete or unneeded items or group of items less than $100 in fair market value may be thrown away, recycled, sold through a silent auction, or donated to another public entity or charity with Town Manager or their designee's approval. A copy of the items sold including amounts, names, and addresses will be provided to the Finance Department so that it can be removed from asset lists and insurance. Town Council Page 352 of 374 Meeting Date: May 26, 2015 Exhibit "A" TOWN OF TROPHY CLUB TRAVEL EXPENSE REPORT FORM (REVISED 01/01/2014) All receipts and supporting documents must be attached and then forwarded to the Finance Department after being reviewed and signed by the Department Head within ten (10) working days of the requestor's return, unless a Town procurement card is used. If procurement card is used, you must provide this sheet with all receipts through the normal P -Card process. Requestor Name Destination City Main Department Destination State Purpose of Travel Departure Date Departure Time Return Date Return Time Expense Description Line Item Number Out Of Pocket P -Card Prepaid Registration Fees $0.00 $0.00 $0.00 Gasoline $0.00 $0.00 $0.00 Airfare (Required For All Travel Over 200 Niles One Way, Unless Approved By Dept Head) $0.00 $0.00 $0.00 Hotel/Motel/Lodging (Dept Head Approval Required To Exceed GSA Rate) $0.00 $0.00 $0.00 Rental Vehicles $0.00 $0.00 $0.00 Taxi/Limo $0.00 $0.00 $0.00 Parking $0.00 $0.00 $0.00 Personal Vehicle/Mileage (Dept Head May Subrrit Through AE) Miles $0.560 $0.00 $0.00 $0.00 Telephone Calls $0.00 $0.00 $0.00 Tips/Gratuities $0.00 $0.00 $0.00 Local/Non-Overnight Meals (Entertainment & Exempt Trade Meetings Only) $0.00 $0.00 $0.00 Overnight Meals (Provide Breakdown Below) $0.00 $0.00 $0.00 List Other $0.00 $0.00 $0.00 List Other $0.00 $0.00 $0.00 OVERNIGHT MEAL TOTAL BREAKDOWN TOTALS $0.00 $0.00 $0.00 Det Head Approval Required To Exceed GSA Rate Date Persons Paid For B L D Daily Total TOTAL EXPENSES LESS PREPAID/P-CARD LESS OTHER EXPENSES (USE COMMENTS) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 LESS TRAVEL ADVANCE (ATTACH REQUEST) DUE EMPLOYEE DUE CITY $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 COMMENTS 1 I $0.00 $0.00 $0.00 $0.00 TOTAL MEALS $0.00 REQUESTOR SIGNATURE: FINANCE DIRECTOR DATE: Travel Authorization Form Attached? If no, comment. Yes / No Travel Advance Request Form Required? Yes / No DEPARTMENT HEAD/TOWN OR MUD MANAGER Was Correct Hotel/Meal Rate Used Or Approved? Yes / No SIGNATURE: SIGNATURE: DATE APPROVED: DATE APPROVED: Town Council Page 353 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0353-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas Amending Ordinance No. 2015-08 and preceding ordinances creating and amending PD Planned Development #13 in order to correct a clerical error in the numbering/lettering of Section A(1)(b)(1) "Permitted Uses" of Exhibit "C", Development Standards, and effecting no substantive change to the regulations governing PD Planned Development #13; providing for the adoption of an amendment; providing a penalty; and providing an effective date. Attachments: Staff Report - Amending Ordinance No. 2015-08 P&Z.pdf Exhibit A -Ordinance No. 2015-11 P&Z.pdf Date Ver. Action By Action Result Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas Amending Ordinance No. 2015-08 and preceding ordinances creating and amending PD Planned Development #13 in order to correct a clerical error in the numbering/lettering of Section A(1)(b)(1) "Permitted Uses" of Exhibit "C", Development Standards, and effecting no substantive change to the regulations governing PD Planned Development #13; providing for the adoption of an amendment; providing a penalty; and providing an effective date. Town Council Page 354 of 374 Meeting Date: May 26, 2015 T(CTOWN OF * TROPHY CLUB 100 Municipal Drive -Trophy Club, Texas 76262 To: Mayor and Town Council From: Ron Ruthven, Interim Planner CC: Stephen Seidel, Town Manager Holly Fimbres, Town Secretary Re: Case # Case #ADM -15-011 Town Council Meeting, Tuesday, May 26, 2015 Agenda Item: Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club, Texas Amending Ordinance No. 2015-08 and preceding ordinances creating and amending PD Planned Development #13 in order to correct a clerical error in the numbering/lettering of Section A(1)(b)(1) "Permitted Uses" of Exhibit "C", Development Standards, and effecting no substantive change to the regulations governing PD Planned Development #13; providing for the adoption of an amendment; providing a penalty; and providing an effective date. REQUEST: The purpose of this agenda item is to make minor scrivener's corrections to Ordinance 2015-08. Ordinance 2015-08 included an amendment to PD 13 adding the use of "Indoor Canine Retail and Training" as subsection "AA" of Section A(1)(b)(1), "Permitted Uses" of Exhibit "C" Development Standards and was approved by the Town Council on April 14, 2015. As the attached amending ordinance explains, the amendments approved by the Council on April 14, 2015 failed to account for an amendment to the PD 13 zoning regulations approved by Ordinance 2011-17P&Z (attached). Ordinance 2011-17P&Z added a Liquor Store use to Tract 1 upon approval of a Specific Use Permit, and that use was numbered/lettered as subsection "AA" of Section A(1)(b)(1), "Permitted Uses" of Exhibit "C" Development Standards . Therefore, the adoption of Ordinance 2015-08 adding subsection "AA" to allow an "Indoor Canine Retail and Training" use as subsection "AA" created a numbering/lettering error. The purpose of this item is to correct that clerical error and change the numbering/lettering of the Indoor Canine Retail and Training use from "AA" to "BB". Since this ordinance makes no substantive changes or amendments to any of the development conditions in either ordinance and the goal is to clear any potential confusion, this is considered a scrivener's correction and, therefore, a public notice is not required in this case. Planning and Zoning Commission approval is not required. STAFF REVIEW AND RECOMMENDATION: Staff recommends approval of Ordinance No. 2015-11 P&Z. Attnrhmontc- • Exhibit "A" — Ordinance No. 2015-11 P&Z (Amending Ordinance 2015-08 P&Z) Page 1 of 1 Town Council Page 355 of 374 Meeting Date: May 26, 2015 TOWN OF TROPHY CLUB, TEXAS ORDINANCE NO. 2015-11 P&Z AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS AMENDING ORDINANCE NO. 95-20 ESTABLISHING PD PLANNED DEVELOPMENT #13, SUCH ORDINANCE HAVING BEEN SUBSEQUENTLY AMENDED BY ORDINANCE NO. 97-16 P&Z, BY ORDINANCE NO. 97- 23 P&Z, BY ORDINANCE NO. 2001-09 P&Z, BY ORDINANCE NO. 2002-23 P&Z, BY ORDINANCE NO. 2006-15 P&Z, BY ORDINANCE NO. 2010-28 P&Z, BY ORDINANCE NO. 2011-17 P&Z AND BY ORDINANCE NO. 2015-08 P&Z OF THE TOWN, THE SAME BEING PD PLANNED DEVELOPMENT #13, IS HEREBY FURTHER AMENDED BY THIS ORDINANCE IN ORDER TO CORRECT A CLERICAL ERROR IN THE NUMBERING/LETTERING OF SECTION A(1)(b)(1) "PERMITTED USES" OF EXHIBIT "C" ENTITLTED "DEVELOPMENT STANDARDS", PROVIDING FOR THE INCORPORATION OF PREMISES; PROVIDING AN AMENDMENT TO SECTION A(1)(b)(1) ENTITLED "PERMITTED USES" OF EXHIBIT "C" ENTITLED "DEVELOPMENT STANDARDS"; PROVIDING THAT SUCH TRACT OF LAND SHALL BE USED IN ACCORDANCE WITH THE REQUIREMENTS OF THE COMPREHENSIVE ZONING ORDINANCE AND ALL OTHER APPLICABLE ORDINANCES OF THE TOWN; PROVIDING FOR THE INCORPORATION OF PREMISES; PROVIDING FOR AN AMENDMENT TO THE COMPREHENSIVE ZONING ORDINANCE OF THE TOWN; PROVIDING APPLICABLE REGULATIONS; PROVIDING A SAVINGS AND REPEALER CLAUSE; PROVIDING A PENALTY NOT TO EXCEED THE SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH OFFENSE AND A SEPARATE OFFENSE SHALL BE DEEMED COMMITTED EACH DAY DURING OR ON WHICH A VIOLATION OCCURS OR CONTINUES; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR PUBLICATION; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, on April 14, 2015, after all legal notices, requirements and conditions had been complied with in order to amend PD Planned Development #13, the Village At Trophy Club, Texas, Ordinance No. 2015-08 P&Z was approved by the Town Council pursuant to the recommendation of the Planning and Zoning Commission of the Town; and WHEREAS, subsequent to that approval, it was discovered that due to a clerical error, Ordinance No. 2011-17 P&Z had not been included in the amendment adopted by Ordinance No. 2015-08 P&Z and that resulted in a numbering/lettering error to Section A(1)(b)(1) "Permitted Uses" of Exhibit "C" "Development Standards"; and WHEREAS, the purpose of this Ordinance is to correct the clerical error in Ordinance No. 2015-08 P&Z, and the adoption of this Ordinance correcting that clerical error does not effect a substantive change to PD Planned Development #13 but is merely being made for the purpose of correcting a clerical error; and ORD 2015-11 P&Z Town Council Page 356 of 374 Meeting Date: May 26, 2015 WHEREAS, after due deliberations and consideration of the recommendation of the Planning and Zoning Commission and the information and other materials received at the public hearing, the Town Council has concluded that the adoption of this Ordinance amending the Comprehensive Zoning Ordinance of the Town is in the best interests of the Town of Trophy Club, Texas and of the public health, safety and welfare. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: SECTION 1. INCORPORATION OF PREMISES The above and foregoing premises are true and correct and are incorporated herein and made a part hereof for all purposes. SECTION 2. AMENDMENT 2.01 Ordinance No. 95-20 of the Town of Trophy Club, Texas, creating the Town's PD Planned Development #13 as amended by Ordinance No. 97-16 P&Z, by Ordinance No. 97-23 P&Z, by Ordinance No. 2001-09 P&Z, by Ordinance No. 2002-23 P&Z, by Ordinance No. 2006-15 P&Z, by Ordinance No. 2010-28 P&Z, by Ordinance No. 2011- 17 P&Z and as amended by Ordinance No. 2015-08 P&Z of the Town, is hereby further amended by this Ordinance amending Exhibit "C" Development Schedule, Section A(1)(b)(1), "Permitted Uses" in order to correct a clerical error in the numbering/lettering of Section A(1)(b)(1), "Permitted Uses", in the following particulars as set forth below, and all other articles, chapters, sections, paragraphs, sentences, phrases and words are not amended but are hereby ratified and affirmed: A. Purpose; development standards, uses within individual tracts: This Planned Development is designed to accommodate a variety of retail commercial and commercial office uses. For development purposes, the Land is divided into four tracts (Tracts 1, 2, 3, and 4 as show on Exhibit "B" attached hereto (PD Site Plan)), and the use and development of each of the tracts shall be in accordance with the following: 1. Tract 1 (Retail uses, as depicted in Exhibit "B"): The following standards shall apply to Tract 1: (a) Size of tract: Tract 1 shall contain approximately 3.8 acres of land. (b) Uses generally: In the development and use of Tract 1, no land shall be used and no building or structure shall be installed, erected or converted to any use other than the following: 1. Permitted Uses: "(AA) Liquor Store (BB) Indoor Canine Retail and Training* ORD 2015-11 P&Z Town Council Page 357 of 374 PAI Meeting Date: May 26, 2015 * This use is defined as a retail establishment which sells canine related items and accessories and which also trains domesticated or tamed dogs, all within a completely enclosed building. Training shall not include the training of any other animals, nor any "prohibited animal" as defined in the Town Code of Ordinances. The boarding and grooming of any animals is prohibited." SECTION 3. APPLICABLE REGULATIONS In all respects the Land shall be subject to the applicable regulations contained in the Comprehensive Zoning Ordinance and all other applicable and pertinent ordinances and regulations of the Town. SECTION 4. SAVINGS AND REPEALER This Ordinance shall be cumulative of all other ordinances of the Town affecting the regulation of land and zoning and shall not repeal any of the provisions of those ordinances except in those instances where the provisions of those Ordinances are in direct conflict with the provisions of this Ordinance whether such Ordinances are codified or uncodified, and all other provisions of the Ordinances of the Town of Trophy Club, codified or uncodified, not in conflict with the provisions of this Ordinance, shall remain in full force and effect. Notwithstanding the foregoing, any complaint, action, cause of action or claim which prior to the effective date of this Ordinance has been initiated or has arisen under or pursuant to such repealed Ordinance(s) shall continue to be governed by the provisions of that Ordinance and for that purpose the Ordinance shall be deemed to remain and continue in full force and effect. SECTION 5. PENALTY It shall be unlawful for any person to violate any provision of this Ordinance, and any person violating or failing to comply with any provision hereof shall be fined, upon conviction, in an amount not less than One Dollar ($1.00) nor more than Two Thousand Dollars ($2,000.00), and a separate offense shall be deemed committed each day during or on which a violation occurs or continues. The penalty provided by this section shall be cumulative of all other penalties allowed by law, including without limitation, civil remedies available for enforcement of this Ordinance. SECTION 6. SEVERABILITY The sections, paragraphs, sentences, phrases, clauses and words of this Ordinance are severable, and if any section, paragraph, sentence, phrase, clause or word in this Ordinance or application thereof to any person or circumstance is held invalid or unconstitutional by a Court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of this Ordinance, and the Town Council hereby declares that it would have passed such remaining portions of this Ordinance despite such invalidity, which remaining portions shall remain in full force and effect. 3 ORD 2015-11 P&Z Town Council Page 358 of 374 Meeting Date: May 26, 2015 SECTION 7. PUBLICATION The Town Secretary of the Town of Trophy Club is hereby directed to publish, the Caption, Penalty and Effective Date Clause of this Ordinance as required by Section 52.011 of the Texas Local Government Code. SECTION 8. ENGROSSMENT AND ENROLLMENT The Town Secretary of the Town of Trophy Club is hereby directed to engross and enroll this Ordinance by filing this Ordinance in the ordinance records of the Town. SECTION 9. EFFECTIVE DATE This Ordinance shall become effective from and after its date of adoption and publication as provided by law, and it is so ordained. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this 26TH day of May, 2015. C. Nick Sanders, Mayor Town of Trophy Club, Texas [SEAL] ATTEST: Holly Fimbres, Town Secretary Town of Trophy Club, Texas APPROVED AS TO FORM: Patricia A. Adams, Town Attorney Town of Trophy Club, Texas 4 ORD 2015-11 P&Z Town Council Page 359 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0356-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and take appropriate action to appoint an Organized Sports Council subcommittee to work with Town staff and representatives of Sports Associations and other organized sports groups utilizing Town facilities in order to negotiate agreements for the use of Town facilities and related matters. Attachments: Staff Report - Organized Sports Council Subcommittee.pdf Current Field Use Charges.pdf Date Ver. Action By Action Result Consider and take appropriate action to appoint an Organized Sports Council subcommittee to work with Town staff and representatives of Sports Associations and other organized sports groups utilizing Town facilities in order to negotiate agreements for the use of Town facilities and related matters. Town Council Page 360 of 374 Meeting Date: May 26, 2015 T(CTOWN OF * TROPHY CLUB 100 Municipal Drive -Trophy Club, Texas 76262 To: Mayor and Town Council From: Adam Adams, Parks and Recreation Director CC: Stephen Seidel, Town Manager Holly Fimbres, Town Secretary Re: Organized Sports Council Subcommittee Town Council Meeting, Tuesday, May 26, 2015 Agenda Item: Consider and take appropriate action to appoint an Organized Sports Council subcommittee to work with Town staff and representatives of Sports Associations and other organized sports groups utilizing Town facilities in order to negotiate agreements for the use of Town facilities and related matters. Explanation: Town Council, at their May 12th meeting, created a sub -committee to work with staff and the representatives from the TCR Youth Baseball Association to examine various issues in the proposed Non -Exclusive User contract and to bring that document back with suggested changes. The current agenda item expands the scope of the sub -committee to meet with and explore the operations of any organization that currently uses the Town's athletic facilities and supporting structures. Attachments: • Current field use charges contained within the schedule of fees. Recommendation: Staff recommends the expansion of the sub -committee as it allows for additional discussions with other organizations that use our athletic facilities. Page 1 of 1 Town Council Page 361 of 374 Meeting Date: May 26, 2015 T(:TOWN OF *7 TROPHY CLUB 100 Municipal Drive . Trophy Club, Texas 76262 Section 8.15 Parks & Recreation All fees are to be paid at the time of reservation and are based on availability. Amounts shown are for each separate use/session. A session is based on 2 -hour minimum. Fees are not applicable to members of the Trophy Club youth sports associations when they areap rticipating in Trophy Club youth sports association sponsored activities. A. Reservations (Effective March 1, 2007) Resident Non -Resident 1. Beck Baseball Field — Lighted $40.00 $60.00 2. Beck Baseball Field - Unlighted $20.00 $40.00 3. Harmony Soccer Field - Lighted $50.00 $80.00 4. Harmony Soccer Field — Unlighted $30.00 $60.00 5. Harmony Softball Field - Unlighted $20.00 $30.00 6. Independence Baseball Field - Lighted $50.00 $80.00 7. Independence Baseball Field - Unlighted $30.00 $60.00 Sport field rentals are based on a 2 -hr minimum. Additional hour is % the rate. T§,n C Pgyilion Rental Page 362 of 374 $20.00 QQ 1949 0Date: May 26, 2015 Pavilion rental based on a 3 hour minimum. $10 each additional hour. 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0358-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and take appropriate action regarding employee compensation for Fiscal Year 2016 budget. Attachments: Date Ver. Action By Action Result Consider and take appropriate action regarding employee compensation for Fiscal Year 2016 budget. Town Council Page 363 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0347-T Version: 1 Name: Type: Agenda Item Status: Workshop File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and provide direction to Town Staff regarding parking regulations and related signage within all Town Parks. Attachments: Staff Report - Parking Regulations and Related Signage.pdf Current 2013 Park Ordinance Vehicular Regulations — Prohibited Acts.pdf Pool Parking Lot Photo.pdf Date Ver. Action By Action Result Consider and provide direction to Town Staff regarding parking regulations and related signage within all Town Parks. Town Council Page 364 of 374 Meeting Date: May 26, 2015 TOWN OF T C C, TROPHY CLUB 100 Municipal Drive .Trophy Club, Texas 76262 To: Mayor and Town Council From: Adam Adams, Parks and Recreation Director CC: Stephen Seidel, Town Manager Patrick Arata, Police Chief Holly Fimbres, Town Secretary Re: Town Council Meeting, Tuesday, May 26, 2015 Agenda Item: Consider and provide direction to Town Staff regarding parking regulations and related signage within all Town Parks. Explanation: Town Council, at their February 24th meeting, directed staff to engage in specific actions relating to Independence Park and the aquatic facility as well as adjacent portions of the Royal Troon sub -division. Staff has completed four out of the five items and anticipates completion of the remaining item by the end of the week (light shades on parking lot lights). It was requested to bring forward a discussion related to parking at the Community Pool. The Council member requested staff to analyze restricting the public from backing into parking spaces adjacent to the Royal Troon neighborhood masonry wall and also to prohibit occupied cars from idling within those spaces. Attachments: Current 2013 Park Ordinance Vehicular Regulations — Prohibited Acts (with the portion of the ordinance addressing parking lot restrictions) Pool parking lot photo identifying the spaces addressed by the requestor. Recommendation: Park staff has met with the Trophy Club Police Department to discuss. The TCPD opinion is that the restrictions could only be implemented by a change in the current Park Ordinance and would apply to at all public park parking lots. The TCPD also has indicated that it would be difficult to enforce these items. Additionally, many residents choose to back into the spaces closer to Parkview due to the safety concerns of being able to see children playing in or around the grass area located adjacent to the parking lot. Staff seeks input and direction from the Town Council whether to move forward with ordinance changes. Page 1 of 1 Town Council Page 365 of 374 Meeting Date: May 26, 2015 2.02 — Vehicular Regulations — Prohibited Acts. Except as otherwise expressly provided, no Person shall engage in any conduct prohibited by any Section of this Article, including but not limited to one or more of the following acts, while in or upon Park Property located within the incorporated limits of the Town: A. Operate a vehicle at a rate of speed in excess of 15 miles per hour upon a drive, road or parking lot within or upon Park Property unless such area is otherwise posted. B. Exhibit or cause any unnecessary acceleration of a vehicle, including but not limited to acceleration or any other action which causes gravel to be thrown, tires to squeal, or otherwise creates or causes a threat of injury or damage to persons or property. C. Operate a vehicle, device, motorized cart, motorized assisted scooter or other motorized device including, but not limited to vehicles known as ATV's anywhere in or upon Park Property, including without limitation, a green space or other grassy area, a common area, a pathway, or a sidewalk, unless such area is specifically designated for that purpose by the Director; provided however that this prohibition shall not apply to a device for assisting the disabled or a device that is medically necessary to assist a person with personal mobility. D. Park in areas other than those specifically designated for Parking or as otherwise authorized by the Director. E. Where parking spaces are marked, all vehicles shall be parked within and between the lines designating a single vehicle parking space and not otherwise in a manner that utilizes more than one parking space. F. No vehicle shall be parked, stopped, or left standing behind any other vehicle in any location or in any manner that will obstruct, block, or hinder ingress or egress from the line, a parking space, or a parking area. Any vehicle that is parked, stopped, or left in violation of this section may be removed at the owner's expense by a peace officer or by an authorized representative of the Town if the owner or operator of the vehicle is not in control of the vehicle or cannot be located to remove the obstructing vehicle and the obstruction creates an immediate hazard or hindrance to the flow of vehicle. No variation to the requirements of this section shall be allowed unless specifically authorized in writing by the Director. This section is cumulative of remedies authorized by state law for the removal of unauthorized vehicles. G. Cause or allow either an operable or an inoperable motor vehicle to remain on any parking area for a period of more than twenty-four (24) continuous hours. Town Council Page 366 of 374 Meeting Date: May 26, 2015 � s M Town Council i 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0366-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Town Council Liaison Updates; discussion of same: * Parks and Recreation Board, May 18, 2015 Council Liaison - Council Member Philip Shoffner Attachments: Date Ver. Action By Action Result Town Council Liaison Updates; discussion of same: * Parks and Recreation Board, May 18, 2015 Council Liaison - Council Member Philip Shoffner Town Council Page 368 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0367-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Town Manager Seidel's update regarding the following; discussion and provide input regarding same. *2015 Best Neighborhoods in DFW *Budget Calendar *Laserfiche Attachments: Date Ver. Action By Action Result Town Manager Seidel's update regarding the following; discussion and provide input regarding same. *2015 Best Neighborhoods in DFW *Budget Calendar *Laserfiche Town Council Page 369 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0368-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Items for Future Agendas to include discussion of Agenda Items for consideration on the upcoming Regular Session Council Agenda for June 9, 2015 meeting and discussion of Future Agenda Items. Attachments: June 9, 2015 Upcoming Agenda.pdf Items for Future Agendas updated 5-20-2015.pdf Date Ver. Action By Action Result Items for Future Agendas to include discussion of Agenda Items for consideration on the upcoming Regular Session Council Agenda for June 9, 2015 meeting and discussion of Future Agenda Items. Town Council Page 370 of 374 Meeting Date: May 26, 2015 Town Council Page 371 of 374 Meeting Date: May 26, 2015 STAFF RES ORD PROC File ID Dept Meeting Date 6/9/2015 RPT Consent SRPTF RES ORD PROC File ID Dept Consider and take appropriate action regarding the Minutes dated May 12, 2015. Town Sec STAFFRPT Regular Session RES ORD PROC File ID Dept Consider and take appropriate action regarding General Fund Expenditures and Finance Supplemental items. Consider and take appropriate action regarding the schedule of fees for Trophy Club Parks Park. Receive public input regarding the Police and Town Hall facility. Town Sec Consider and take appropriate action regarding appointing the Mayor and two (2) Town Sec Council Members to the Town Council Appointment Committee. Receive an update from GSBS regarding the Police and Town Hall facility. Town Mgr Receive the Mayor's State of the Town Address; discussion of same. Marketing Consider and take appropriate action regarding an Interlocal Agreement with the Town Mgr Town of Westlake for illuminated street signs. Consider and take appropriate action regarding proposed Town Council meeting Town Mgr dates in July 2015. Consider and take appropriate action regarding a Resolution of the Town Council nominating one (1) person to serve as a member of the Denco 9-1-1 District Board Town Sec of Managers. Town Council Liaison Updates; discussion of same: Town Sec Town Manager Seidel's update regarding the following; discussion and provide input Town Mgr regarding same. Items for Future Agendas to include discussion of Agenda Items for consideration on the upcoming Regular Session Council Agenda for June 23, 2015 meeting and Town Sec discussion of Future Agenda Items, to include discussion of the below items from the Future Agenda 14-t- A) Consider and take appropriate action regarding policy on equipment schedule for replacement program. (Shoff ner 8/26/2014) (1-Dec 9) (2-March 10) (3-June-9) B) Consider and take appropriate action regarding reviewing schedules of fees for outside baseball tournaments and capacity. (1-March 10) (2-June-9) Executive Session SRPTF RES ORD PROC File ID Dept Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Council will convene into Town Sec executive session to discuss the following: A. Section 551.072 Deliberations about Real Property to deliberate the purchase, exchange, lease, or value of real property if deliberation in an open meeting would have a detrimental effect on the position of the governmental body in negotiations with a third person: Annex Building, and Potential Lease and/or Purchase of Property B. Section 551.071(2) Consultation with Attorney to consult with its attorney on a matter in which the duty of the attorney to the Governmental Body under the Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflict with the Open Meetings Act: Legal Advice related to appointing a Building Standards Commission Regular Session SRPTF RES ORD PROC File ID Dept Consider and take appropriate action regarding the Executive Session. Town Sec Town Council Page 371 of 374 Meeting Date: May 26, 2015 Town Council Future Agenda Items List (Updated 5/20/2015) 1. Consider and take appropriate action regarding signage in medians at Trophy Club Drive, Trophy Wood Drive, Indian Creek and possibly Bobcat. (Sanders 7/22/2014) (1 -Oct 28 Agenda) (2 -Feb -10) (3 -May -12) 10/28/2014 — Council discussed and would like a plan brought back on a future agenda. 2/10/2015 — Mayor Sanders provided update including examples of Southlake signage. 2. Review ordinances regarding Town Homes, Condos and apartments. (Sanders 8/4/2014) (1 - Nov 13) (2 -Feb -24) 2/24/2015 — Acting Town Manager Seidel provided update (waiting to fill vacant Planning position). 3. Consider and take appropriate action regarding policy on equipment schedule for replacement program. (Shoffner 8/26/2014) (1 -Dec 9) (2 -March 10) — 12/9/2014 — Council discussed and would like a policy brought back that encompasses a point system or measureable factors on a future agenda. 2/10/2015 — Discussed and approved CFAB projects and associated priorities. 4. Consider and take appropriate action regarding parking on Parkview and Park Lane, and options for Police Department mitigation. (Rowe 9/9/2014) L1 -Jan 13) (2 -April -14) _ 0 2/10/2015 — Discussed and staff will work on school and traffic counts. 4/14/2015 — Received an update from Police Chief Arota proposing to let the current school year finish and then look at the option of removing the no parking restriction on Parkview from Park Lane south to Durango (currently working with the school). 5. Consider and take appropriate action regarding reviewing schedules of fees for outside baseball tournaments and capacity. (1 -March 10) — Note: Town Manager Seidel is meeting with Baseball President during the week of March 9th. 6. Consider and take appropriate action regarding infrastructure assets being deeded over to the TCMUD No. 1. (Sanders 3/24/2015) — 7. Discussion of possible charter amendments. (Sanders 4/14/2015) — 8. Discussion of possible uses of hotel occupancy tax funds, including the ability to use the funds for Trophy Club Park. (Lamont and Kurtz 4/14/2015) — 9. Receive an update regarding the Community Garden, located within Harmony Park, and receive an update regarding the use agreement between Keep Trophy Club Wild (KTCW) and the Town. (Sanders 4/14/2015) — 10. Discussion and action related to town garage/special/estate/moving sales, etc. (Sanders 4/28/2015) (1 -July -28) 11. Review of ordinance to allow golf carts but not including special vehicles. (Sanders 4/28/2015) (1 -July -28) 12. Receive an update only regarding the Holiday Inn and have the owner and general contractor present in order to inform the citizens of their status. (Reed 4/28/15) (1 -July -28) 13. Discussion of and take appropriate action regarding the Town involvement with the kickball organization for scheduling and establishing a body to represent the kickball players. (Rowe 4/28/15) (1 -July -28) Town Council Page 372 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0369-T Version: 1 Name: Type: Agenda Item Status: Executive Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Council will convene into executive session to discuss the following: A. Section 551.072 Deliberations about Real Property to deliberate the purchase, exchange, lease, or value of real property if deliberation in an open meeting would have a detrimental effect on the position of the governmental body in negotiations with a third person: Annex Building, and Potential Lease and/or Purchase of Property Attachments: Date Ver. Action By Action Result Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Council will convene into executive session to discuss the following: A. Section 551.072 Deliberations about Real Property to deliberate the purchase, exchange, lease, or value of real property if deliberation in an open meeting would have a detrimental effect on the position of the governmental body in negotiations with a third person: Annex Building, and Potential Lease and/or Purchase of Property Town Council Page 373 of 374 Meeting Date: May 26, 2015 100 Municipal Drive Trophy Club Entities Trophy Club, Texas 76262 Legislation Details (With Text) File #: 2015-0370-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 5/18/2015 In control: Town Council On agenda: 5/26/2015 Final action: Title: Consider and take appropriate action regarding the Executive Session. Attachments: Date Ver. Action By Action Result Consider and take appropriate action regarding the Executive Session. Town Council Page 374 of 374 Meeting Date: May 26, 2015