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Agenda Packet 06/27/2023TOWN OF TROPHY CLUB June 27, 2023 Town of Trophy Club Meeting Agenda Packet Town Council 7:00 PM 1 Trophy Wood Drive Trophy Club, Texas 76262 Council Chambers CALL TO ORDER AND ANNOUNCE A QUORUM 7PM - Mayor Jeannette Tiffany COMMUNITY FOCUS INVOCATION PLEDGES led by Council Member LuAnne Oldham Pledge of Allegiance to the American Flag. Pledge of Allegiance to the Texas Flag. PUBLIC COMMENT(S) This is an opportunity for citizens to address the Council on any matter. The Council is not permitted to discuss or take action on any presentations made. Presentations are limited to matters over which the Council has authority. Speakers have up to four (4) minutes or the time limit determined by the Presiding Officer. Each speaker must have submitted their request to speak by completing the Speaker's Form or may email mayorandcouncil@trophyclub.org ANNOUNCEMENTS AND REPORTS 1. Receive update from Baylor Scott & White — Grapevine (Naman Mahajan, President, BSW) 2. Community Spotlight (Mayor Jeannette Tiffany) 3. Working for You ...Trophy Club (a) Update from Town Council Members (b) Update from Finance Subcommittee (c) Update from Communications and Marketing Director (Jill Lind) (d) Update on July 4th Festivities (Patrick Arata, Interim Town Manager) (e) Update from Town Manager (Patrick Arata) CONSENT AGENDA 4. Consider and take appropriate action to approve the Town Council Meeting Minutes dated June 13, 2023 (Terri Johnson, Interim Town Secretary). INDIVIDUAL ITEMS 5. Consider and take appropriate action on Short -Term Rentals (David Dodd, Town Attorney) 6. Future Agenda Items List (Patrick Arata, Interim Town Manager) 7. Consider and take appropriate action regarding discussion held in today's Workshop, if needed EXECUTIVE SESSION 8. Pursuant to the following designated section of the Texas Governmental Code, Annotated, Chapter 551 (Texas Open Meetings Act), The Town will recess into executive session to discuss the following: (a) Section 551.074 — Personnel Matters to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee 1. Town Manager 2. Town Secretary 3. Town Attorney RECONVENE INTO REGULAR SESSION 9. Consider and take appropriate action regarding Executive Session (Mayor Jeannette Tiffany). ADJOURN One or more members of the Town Council may participate remotely using video conference pursuant to Chapter 551 of the Texas Government Code. 2 The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act, LGC.551.071 CERTIFICATION certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on June 23, 2023, by 5:00 p.m. in accordance with Chapter 551, Texas Government Code. Terri Johnson Interim Town Secretary If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary's Office at 682-237-2900, 48 hours in advance, and reasonable accommodations will be made to assist you. Baylor Scott & White Medical Center - Grapevine Naman Mahanj"an President Always dial 9-1-1 in a medical emergency ...don't drive JL BaylorScott &White Jim MEDICAL CENTER GRAPEVINE ■ ■ V e4+ MILLION 0 0 Patient Encounters Annually 1,0oa,000+ Covered Lives �W�MM il�MIMM Largest Not -for -Profit Healthcare System in Texas ---i 41 Counties wo; r, 51 1F 595 Specialty Care Clinics Hospitals 259 Satellite Outpatient Clinics A 158 Primary Care Clinics 7r 0 Ambulatory Surgery Centers ❑❑❑ ❑❑❑ 00 ❑ ❑ 00 0 ■ ■ 52,000+ Employees 7,0004o Physicians 0oacaaa /A q GIV) 5,000+ Licensed Beds 31 Pharmacies REH AAM $12*7 Total Operating BILLION Revenue a�a $16e9 Total Assets BILLION $930Community Benefit MILLION "o, ir 1 nqp IN NVIII, 0,111,010 MyBSWHealth BSWHealth,com 0 2e5+ 12e5+ MILLION MILLION Accounts Annual Website Visits Baylor Scott & White - Grapevine Community Impact (FY22) 471427 Outpatient visits Excluding Home Care and ED visits 19007 Medical staff JL Baylorkott &White Jim MEDICAL CENTER 1 149141 Admissions (adults and NICU) 29298 Births 7 ... 69269 Surgeries STSPS 19235 Team members 499389 ED visits 221 Advanced practice providers GRAPEVINE _ Founded as a Christian ministry of FOCUS • • healing, Baylor Scott & White Health AREAS Y promotes the well-being of all individuals, families and communities. MISSION Quality & safety We serve Customer faithfully experience We never Team member settle experience We are in it Financial together stewardship We make an impact Empowering you to live well. VALUES 0 VISION 'SRO Hllqw. A safe and respectful environment is foundational to delivering exceptional patient care. JL BaylorScott &White Ir MEDICAL CENTER GRAPEVINE I 1 ML. d Awards / Accolades Magnet Recognized Facility • Chest Pain Center • Level III NICU Level II Trauma Center • Primary Stroke Center • Joint Commission Commission on Cancer Texas 10 Step Program U.S. News & World Report 2022-2023 - High Performing in COPD, stroke, heart failure and kidney failure and hip fracture American College of Surgeons ASMBS MBSAQIP Bariatric Surgery Center _L Baylorkott &White 1_ 10 ' MEDICAL CENTER GRAPEVINE Comprehensive._ Services ;— Women and Children Heart and Vascular • Digestive Diseases • Orthopedics • ENT Surgical services • Neuroscience • Pain Management • Trauma Oncology • 24-Hour Emergency Care • Diabetes • Imaging/Breast Imaging Weight loss surgery/medical weight management Providing complex care to serve the growing needs of the community Service Line and Program Focus Areas Cardiovascular care Labor& Delivery Thrombolytic High Risk Stroke Program Pulmonary Nodule Robotic Program Level II Maternal Designation Maternal Fetal Medicine Level III NICU Level II Trauma Center (only one in Northeast Tarrant County) _L Baylorkott&White11 1' MEDICAL CENTER GRAPEVINE Several Key Capital Initiatives for Growth Enhanced technology in Cath Lab Sterile Processing expansion Operating Room with Hybrid OR Women's renovation and expansion CT and SPEC CT Questions JL BaylorScott &White Jim MEDICAL CENTER 12 GRAPEVINE Town of Trophy Club Town Council Meeting Minutes 6/13/2023 The Trophy Club Town Council met on 6/13/2023. The meeting was held at Town Hall, 1 Trophy Wood Dr, Trophy Club, TX 76262. Town Council Members Present: Jeannette Tiffany Mayor Stacey Bauer Council Member, Place 1 Jeff Beach Council Member, Place 2 Dennis Sheridan Council Member, Place 3/Mayor Pro Tern Karl Monger Council Member, Place 4 LuAnne Oldham Council Member, Place 5 Steve Flynn Council member, Place 6 Staff Present: David Dodd Town Attorney Terri Johnson Interim Town Secretary Jason Wise Fire Chief Steve Woodard Acting Police Chief Matt Cox Community Development Director April Duvall Finance Director Denise Deprato HR Director Jill Lind Communications and Marketing Director Tamara Smith Assistant to the Town Manager CALL TO ORDER AND ANNOUNCE A QUORUM Mayor Tiffany called the meeting to order at 6:00 pm announcing a quorum present with all Council members in attendance. The Mayor announced that the Town Council was recessing into Executive Session at 6:04 pm. EXECUTIVE SESSION 1. Pursuant to the following designated section of the Texas Governmental Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Council will recess into Executive Session to discuss the following: a) Section 551.074 — Personnel Matters to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee 1. Town Manager 2. Town Secretary RECONVENE INTO REGULAR SESSION AT 7:00 PM 13 1 Mayor Tiffany announced that no action was taken in Executive Session and asked HR Director Denise Deprato to give a brief report to the Community on the upcoming process for hiring the best Town Manager. Director Deprato reported that 44 applications had been received as of this date for the position of Town Manager and the job opening will close on July 2nd. She explained the Community & Partner Engagement Plan. INVOCATION led by Pastor Ryan Bradley, Bara Church PLEDGES led by Council Member Flynn Pledge of Allegiance to the American Flag Pledge of Allegiance to the Texas Flag PUBLIC COMMENTS There were no public comments at this time. ANNOUNCEMENTS AND REPORTS 2. Comments by Sue Tejml, newly re -appointment member to the DENCO 9-1-1 Board of Manager Ms. Tejml was not present to make comments to the Council. 3. Announcement of upcoming boards and Commissions application period and impending interviews and appointments (D.Dodd) Town Attorney Dodd reported that applications were now open on the Town's website and interviews would be held through August with appointments to be made in September. 4. Comments by Town Manager In the absence of Interim Town Manager Patrick Arata, Attorney Dodd announced that additional lifeguards were still needed. Community Development Director Matt Cox reported that construction continues on the remaining gas well sites throughout town. The concrete pour for the roads will begin at site 7H (located at the end of Trophy Club Drive and Kent Street) on Friday, June 16, 2023, at 3:00 AM. This variance to the current noise and work ordinances is being granted per recommendations from Town Engineers, due to the Summer heat. Contractors have committed to putting efforts into mitigating the noise and light pollution as much as possible during the work. 5. Comments by Council Members The Mayor reported on meetings she has attended recently with Mayors from both Denton County and Tarrant County municipalities. 14 2 She announced that a new Public Conference Room was now available for use at no charge in the Town Hall and invited everyone to take advantage of the use of the room. 6. Receive update on July 4t" Celebration (D.Dodd) Attorney Dodd reported on the upcoming activities planned for the celebration to be held July 4th, which include a 5K Fun Run, the Parade of Patriots and a Fireworks Display. Council Member Bauer reported that the Flag Planting is scheduled for June 25-26. 7. Communication and Marketing Update (J.Lind) Communications and Marketing Director Jill Lind announced that the Town of Trophy Club had received two (2) awards at the 2023 Conference for the Texas Association of Municipal Information Officers which was held recently. The Town's 2022 Annual Report earned the highly coveted TAMI Award, securing first place in the Publications — Report category for communities with a population under 75,000. The video production of four 30-second short videos titled "Fourth of July Shorties" was honored with an Award of Excellence, securing the second -place position in the Video — Best Use of Short Form category for communities with a population under 10,000. CONSENT AGENDA 8. Consider and take appropriate action to approve the Town Council Meeting Minutes dated May 17, 2023 (T.Johnson) 9. Consider and take appropriate action regarding the Second Quarter Investment Report for Fiscal Year 2023 (A.Duvall) 10. Consider and take appropriate action regarding a Requisition Request for procurement of Budgeting and Transparency software for the Town of Trophy Club from ClearGov; and authorizing the Town Manager/or his designee to execute all necessary documents (A.Duvall) 11. Consider the F24 proposed budget calendar for the Town FY24 Budget Process; give direction and clarification to staff as needed (A.Duvall) 12. Consider and take appropriate action, effective June 18, 2023, authorizing the Town Manager and/or his designee to make personnel salary adjustments, to amend the FY2022/23 General Fund Operating Budget by $96,499 (D.Deprato) 13. Consider and take appropriate action to approve Purchase Order 23-00208 for procurement of 2023 Chevrolet 1500 4WD truck for Community Development (M.Cox) 14. Consider and take appropriate action regarding a requisition for procurement of a Bobcat min -excavator from Bobcat of North Texas for the Town of Trophy Club for a fee not to exceed $60,000 for FY23 and amend the budget to allow for this expense (M.Cox) 15 3 15. Consider and take appropriate action regarding a requisition for procurement of two (2) Full -Matrix Solar Message Boards from Dallas/Fort Worth Lite and Barricade for the Town of Trophy Club for a fee not to exceed $50,000 (M.Cox) 16. Consider and take appropriate action on amending Trophy Club's Code of Ordinances, Section 1.03.033(a) to change dates for regular meetings of the Town Council. (D.Dodd) Council Member Flynn made a motion to approve Consent Agenda Items #8-16. The motion was seconded by Council Member Bauer and the motion carried unanimously. TOWN OF TROPHY CLUB, TEXAS ORDINANCE NO. 2023-11 AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS AMENDING CHAPTER 1 "GENERAL PROVISIONS", ARTICLE 1.03 "TOWN COUNCIL", DIVISION 2 "MEETINGS AND RULES OF PROCEDURE", SECTION 1.03.033 "TYPES OF MEETINGS", (a) "REGULAR MEETINGS", PROVIDING FOR THE INCORPORATION OF PREMISES; PROVIDING FOR AN AMENDMENT; PROVIDING A SAVINGS AND REPEALER; PROVIDING A SEVERABILITY; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; AND PROVIDING AN EFFECTIVE DATE INDIVIDUAL ITEMS 17. Consider and take appropriate action on adoption of a Resolution by the Town Council of the Town of Trophy Club, Texas, authorizing publication of Notice of Intention to issue Combination Tax and Revenue Certificates of Obligation, authorizing the preparation of Preliminary Official Statement and Notice of Sale; and providing for other maters incidental thereto (A.Duvall) Finance Director April Duvall introduced Mark McLiney, Financial Advisor with SAMCO who briefed the Council on this proposed $7 million issue of Certificates of Obligation. Following discussion on the proposed projects listed in the Notice, a motion was made by Council Member Beach to approve the following resolution authorizing publication of the Notice of Intention to issue Combination Tax and Revenue Certificates of Obligation, authorizing the preparation of Preliminary Official Statement and Notice of Sale; and providing for other matters incidental thereto. The motion was seconded by Council Member Bauer. The motion carried with the following 4-3 vote: AYES: Beach, Bauer, Tiffany, Monger NOES: Sheridan, Oldham, Flynn TOWN OF TROPHY CLUB, TEXAS RESOLUTION NO. 2023-04 16 4 A RESOLUTION BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, AUTHORIZING PUBLICATION OF NOTICE OF INTENTION TO ISSUE COMBINATION TAX AND REVENUE CERTIFICATES OF OBLIGATION; AUTHORIZING THE PREPARATION OF A PRELIMINARY OFFICIAL STATEMENT AND NOTICE OF SALE; AND PROVIDING FOR OTHER MATTERS INCIDENTAL THERETO 18. Consider and take appropriate action regarding sign placement at Trophy Lake Drive and Trophy Club Drive roundabout (J.Beach/M.Cox) Mayor Tiffany announced that this item was pulled from the agenda. 19. Consider and take appropriate action regarding appointments to the following Council Subcommittees: Boards and Commissions, and Finance (D.Dodd) Council Member Beach made a motion to appoint LuAnne Oldham, Stacey Bauer and Jeannette Tiffany to the Boards and Commission, as well as appoint Karl Monger, Steve Flynn and Stacey Bauer to the Finance Committee. The motion was seconded by Council Member Karl Monger and passed with a vote of 6-1 with the following vote: AYES: Beach, Monger, Sheridan, Tiffany, Bauer and Flynn NOES: Oldham 20. Future Agenda Items List (D.Dodd) Attorney Dodd reviewed the Future Agenda Items List with the Council. Mayor Pro Tem Sheridan asked that an item on Short Term Rentals be added to the list. Council Member Beach supported the requested addition to the Future Agenda Items List. At this time, Mayor Tiffany announced that she submitted a Conflict -of -Interest Affidavit for Agenda Item #21 to the Interim Town Secretary, and she turned the meeting over to the Mayor Pro Tem. The Mayor left the meeting at this time. Mayor Pro Tem Sheridan called for a short recess at 8:01 PM and reconvened at 8:10 PM. He announced that there was an issue with the Live Streaming of the meeting and reported that it was being recorded and would be posted on the City's website in the morning. (Live streaming was unavailable for a short period of time.) 21. Discuss and consider the request of Hogan's Glen HOA (Mayor Pro-Tem Sheridan) The Mayor Pro Tem explained that the order of speakers would be as follows: Public Comments Council Discussion 17 5 Further Public Comments after motion/seconded and prior to vote Persons from the public who addressed the Council on behalf of the Hogan's Glen HOA included: Meredith Hannifin, 9 Stephens Court Mike Hodge, 12 Hayes Court Gina French, 30 Cypress Court Brian Hillins, 4 Asheville Lane Kathy Palmer, 40 Cypress Court Pat Currie, 2 Asheville Lane The individuals presented arguments for the Town accepting liability for the damages to Hogan's Glen for stormwater drainage issues and discussed the collection of stormwater drainage fees collected by the Town. Mr. Hodge presented a suggested financial consideration of $230,000 from the Town of Trophy Club to Hogan's Glen HOA. Members of the Town Council discussed the issue at length. Council Member Flynn made a motion to give Hogan's Glen HOA the sum of $150,000 in exchange for a release of liability for any siltation, filtration, or damage up to the date the release is signed. The motion failed for lack of second. Council Member Monger made a motion to give Hogan's Glen HOA the sum of $230,048 in exchange for a release of liability for any siltation, filtration, or damage up to the date the release is signed. The motion was seconded by Council Member Flynn. The Mayor Pro Tern reminded those present that this motion required four (4) votes to pass, per the Town Charter and Rules of Procedure. The motion failed with a vote of 2-3-1 with the following vote: AYES: Flynn & Monger NOES: Oldham, Sheridan, Beach ABSTAIN: Bauer Council Member Oldham made a motion to refund stormwater drainage fees to the Hogan's Glen HOA from 2012 until today with a full release of all matters. The motion was seconded by Mayor Pro Tern Sheridan. After discussion with the Town Attorney, Council Member Oldham and Mayor Pro Tern Sheridan withdrew their motion/second. Council Member Beach made a motion to provide $150,000 from the Stormwater Drainage Fund to Hogan's Glen HOA for the express purpose to mitigate the stormwater siltation in exchange for a complete release of liability for any siltation, filtration, or damage up to the date this release is signed. 1 The motion was seconded by Council Member Flynn and passed with the unanimous vote of the Town Council. The Mayor Pro Tern received approval from Council Member Monger to add a Future Agenda Item for Town Staff to present a plan of action to alleviate the trash in the waterways. Mayor Pro Tern Sheridan announced that Item #'s 22 & 23 were not needed. EXECUTIVE SESSION 22. Pursuant to the following designated section of the Texas Governmental Code, Annotated, Chapter 551 (Texas Open Meetings Act), the Council will recess into executive session to discuss the following: a) Section 551.071 Consultation with Attorney 1. Maintenance of common areas including those within Hogan's Glen RECONVENE INTO REGULAR SESSION 23. Consider and take appropriate action regarding Executive Session (Mayor Pro Tem Sheridan). ADJOURN Council Member Beach made the motion to adjourn at 10:17 pm. The motion was seconded by Council Member Oldham and passed unanimously. Attest: Terri Johnson, Interim Town Secretary Jeannette Tiffany, Mayor 19 7 From: Amy London <amy.london()att.net> Sent: Monday, June 5, 2023 3:10 PM Subject: Would you protect Trophy Club property owners with support of London's Law? I am writing to bring attention to a critical issue that I believe needs urgent action. It's about the plight of individuals who become victims after leaving their homes in the separation/divorce process. Consider a scenario where a husband or wife is forced to flee their residence to avoid harm and take precautionary safety measures. Subsequently, the other partner takes advantage of the situation to convert the marital property into a short-term rental through VRBO or similar services without the departing spouse's knowledge or consent. As absurd as it seems, under the current legal system, this action is within the bounds of the law, even if both names are on the deed. This happened to me in my separation/divorce process and from experience this occurrence is horrific! My - London's Law goal is to establish a law (state level), ordinance, and or permit (local level) requirement for rental properties in Trophy Club that safeguards individuals from being stripped of their property rights by the other partner. We propose that ALL parties whose names are on the property deed must provide their signatures on the lease agreement and town's registration permit. With this provision in place, we can ensure that the rights of the aggrieved spouses are protected. As of May 18, 2023 the home I own at 3 Jamie Ct, with my estranged husband hasn't been added to the registry at town hall for rentals in Trophy Club. The first time I inquired with Thad Johnston was on approximately April 20, 2023. His response was from the Town's attorney, stating "he would not decide on who owns the home." That wasn't my question nor the issue. We are working with state -elected officials in Texas and Oklahoma to push for the passing of needed legislation at the state level. As a Trophy Club would you support this requirement locally? Should you have questions or wish to discuss further, I would be happy to schedule a time to meet in person or over the phone. Together, we can make this happen and ensure that families have a place they can truly call home. Sincerely, Amy London 682-323-9074 www.londonslaw.com 20 Future Agenda Items June 27, 2023 Future Agenda Items have 3 Categories: 1. Council requested future agenda items that need to be addressed. 2. Researched agenda items that are scheduled to be reported to Council. (first 2-4 weeks) 3. Council requested items that need additional research and will be brought back for public discussion at a Council Meeting. For agenda items with significant research time Council will be updated. The Future Agenda Items list will be attached to the Council Meeting agenda to provide Council with a status on all items. During Council meetings, the future agenda items will be reviewed and removed if completed or added if new agenda items need to be addressed. 1) Develop a Strategic Plan for the Town addressing future goals with budgetary needs for each department. We are currently waiting for direction from the new Mayor & Council. 2) Hogans Glen Drainage. The Hogans Glen Drainage was resolved during June 13th Council meeting by providing $150,000 from the stormwater drainage funds to the HOA for the express purpose to mitigate the stormwater siltation. 3) Flashing lights at the existing roundabout crosswalk. The Town has received the original signage plan for the round -a -bout at Trophy Club Dr. and Trophy Lake. The staff will present options for signage to be replaced or added to this intersection. This item was on the agenda for the June 13th Council meeting, but pulled because of new estimates. 4) Adjustment to Subdivision Standards requiring lot drainage to public improvements, prohibiting lot -to -lot drainage, and prohibiting open storm inlets on a residential lot; allow for special exceptions by P&Z and Council, where engineering presents a significant critical need; Allow for the grandfather of the existing approved drainage plans. Councilman Sheridan and Director of Community Development Matt Cox met with Teague Nall and Perkins Engineering on April 14th. Teague Nall and Perkins will advise Mr. Cox on what they can add to the Engineering Civil Standards and send updates to Councilman Sheridan for review. 5) Charter Review Sub Committee to address ethical issues, specifically the code of fair campaign practices items 1,2,5,7. At a later date, Mayor Tiffany would like to review the ethical issues in the charter. 6) Short -Term Rentals. Councilmember Sheridan would like to review short-term rentals before they become an issue within the Town. 7) Town Staff to provide a plan of action for trash baskets in Town -Owned inlets. Councilmember Sheridan would liAtaff to prepare a plan of action to install trash collector baskets in storm drain inlets in Town with a not to exceed the amount of $75,000. Also, provide a plan to have PD30 put in trash collector baskets when phase 3 begins.