Agenda Packet 07/25/2023Town of Trophy Club
Meeting Agenda Packet
Town Council
1 Trophy Wood Drive
Trophy Club, Texas
76262
July 25, 2023 7:00 PM Council Chambers
CALL TO ORDER AND ANNOUNCE A QUORUM Mayor Jeannette Tiffany
INVOCATION led by Pastor Barry Clingan, The Church at Trophy Lakes
PLEDGES led by Mayor Pro Tem Dennis Sheridan
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
COMMUNITY SPOTLIGHT
1.Receive Annual Update from Metroport Chamber (Sally Aldridge, President &
CEO)
2.Award of Scholarships by TCEVA (Gretchen Woefller, TCEVA President)
3.Recognize Staff in the TC Parks and Recreation Department and present
Proclamation 202315 for July 2023 as Parks and Recreation Month (Council
Members Stacey Bauer & Steve Flynn)
4.Working for You . . . Trophy Club
a) Update from Town Council Members
b) Update from Finance Subcommittee
c) Update from Town Manager
d) Quick Civic Tip (Dean Roggia, Interim Town Attorney)
CONSENT AGENDA
5.Consider and take appropriate action to approve the Town Council Workshop
Minutes and the Regular Meeting Minutes dated June 27, 2023 (Terri Johnson,
Interim Town Secretary)
6.Consider and take appropriate action to approve the Town Council Special
Meeting Minutes dated July 11, 2023 (Terri Johnson, Interim Town Secretary)
7.Consider and take appropriate action to increase the Purchase Order with
Strategic Government Resources (SGR ) for Interim Town Secretary
services (Denise Deprato, Director of Human Resources)
INDIVIDUAL ITEMS
8.Trophy Club Crime Control and Prevention District (CCPD) Budget
a) Conduct a Public Hearing regarding the Trophy Club Crime Control and
Prevention District (CCPD) Budget for Fiscal Year 2024 submitted to the Town
Council by the CCPD Board (Patrick Arata, Interim Town Manager)
b) Consider and take appropriate action regarding the approval of the Trophy
Club Crime Control and Prevention District (CCPD) Budget for Fiscal Year
2024 submitted to the Town Council by the CCPD Board (Leo Daniels, CCPD
Chair & Patrick Arata, Interim Town Manager)
9.Trophy Club EDC4B Budget
a) Conduct a Public Hearing regarding the Trophy Club Economic Development
Corporation (EDC) 4B Budget for Fiscal Year 2024 (Patrick Arata, Interim Town
Manager)
b) Consider and take appropriate action regarding the Trophy Club Economic
Development Corporation (EDC) 4B Budget for Fiscal Year 2024 (Travis Inge,
EDC4B Vice Chair & Patrick Arata, Interim Town Manager)
10.Case FP23004 The Oak Estates (3H)
Consider and take appropriate action to approve a request for a Final Plat for
Lots 19, Block A, The Oak Estates at Trophy Club, consisting of 4.339 acres
out of the Thomas J. Allen Survey, Abstract No.7, located west of Milsons Point
Drive, Trophy Club, Texas (Matt Cox, Community Development Director)
11.Case PDAMD23001 (Hutchins BBQ)
a) Conduct a Public Hearing regarding a request made by Hutchins National,
LLC to amend Planned Development District25 (PD25) to accommodate Roy
Hutchins BBQ. The subject property is legally described as Trophy
Wood Business Center, Block B, Lot 2R2, approximately 2.052 acres and is
generally located at the northeast corner of Trophy Wood Drive and SH 114 in
the Town of Trophy Club, Tarrant County, Texas. The property is addressed as
3000 SH 114, Trophy Club, Texas (Matt Cox, Community Development Director)
b) Consider and possibly act on a request made by Hutchins National, LLC to
amend Planned Development District25 (PD25) to accommodate Roy
Hutchins BBQ. The subject property is legally described as Trophy
Wood Business Center, Block B, Lot 2R2, approximately 2.052 acres and is
generally located at the northeast corner of Trophy Wood Drive and SH 114 in
the Town of Trophy Club, Tarrant County, Texas. The property is addressed as
3000 SH 114, Trophy Club, Texas (Michael Biggs, P&Z Chair & Matt Cox,
Community Development Director)
12.Consider and take appropriate action regarding the approval of the Trophy Club
Capital Improvement Plan Budget for Fiscal Year 20242028 (April Duvall,
Finance Director)
13.Consider and take appropriate action to contract with CivicPlus for
CivicClerk software (April Duvall, Finance Director & Terri Johnson, Interim
Town Secretary)
14.Consider and take appropriate action to approve and award an Information
Technology Support Services contract to netGenius, Inc. (Tamara Smith,
Assistant to the Town Manager)
15.Discuss and provide direction on the Request for Proposal (RFP) for Legal
Services, or hire as a Town employee (Tamara Smith, Assistant to the Town
Manager)
16.Discuss the result of the MUD Feasibility Study (Council Member Jeff Beach &
Council Member Steve Flynn)
17.Discuss the establishment of a Public Arts Committee, Commission, or Board
(Tamara Smith, Assistant to the Town Manager)
18.Future Agenda Items List (Patrick Arata, Interim Town Manager)
EXECUTIVE SESSION
19.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
20.Pursuant to the following designated section of the Texas Government Code,
Annotated, Chapter 551 (Texas Open Meetings Act), The Town will recess into
executive session to discuss the following:
a) Section 551.071 Consultation with Attorney
RECONVENE INTO REGULAR SESSION
21.Consider and take appropriate action regarding Executive Session (Mayor Pro
Tem Dennis Sheridan)
ADJOURN
One or more members of the Town Council may participate remotely using video conference
pursuant to Chapter 551 of the Texas Government Code.
The Town Council may convene into executive session to discuss posted items as allowed by
the Texas Open Meeting Act, LGC.551.071
CERTIFICATION
I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1
Trophy Wood Drive, Trophy Club, Texas, on July 21, 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 6822372900, 48 hours in advance, and
reasonable accommodations will be made to assist you.
1
Town of Trophy ClubMeeting Agenda PacketTown Council 1 Trophy Wood DriveTrophy Club, Texas76262July 25, 2023 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM Mayor Jeannette TiffanyINVOCATION led by Pastor Barry Clingan, The Church at Trophy Lakes PLEDGES led by Mayor Pro Tem Dennis SheridanPledge 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 notpermitted to discuss or take action on any presentations made. Presentations are limitedto matters over which the Council has authority. Speakers have up to four (4) minutes orthe time limit determined by the Presiding Officer. Each speaker must have submittedtheir request to speak by completing the Speaker’s Form or may emailmayorandcouncil@trophyclub.orgCOMMUNITY SPOTLIGHT1.Receive Annual Update from Metroport Chamber (Sally Aldridge, President &CEO)2.Award of Scholarships by TCEVA (Gretchen Woefller, TCEVA President)
3.Recognize Staff in the TC Parks and Recreation Department and present
Proclamation 202315 for July 2023 as Parks and Recreation Month (Council
Members Stacey Bauer & Steve Flynn)
4.Working for You . . . Trophy Club
a) Update from Town Council Members
b) Update from Finance Subcommittee
c) Update from Town Manager
d) Quick Civic Tip (Dean Roggia, Interim Town Attorney)
CONSENT AGENDA
5.Consider and take appropriate action to approve the Town Council Workshop
Minutes and the Regular Meeting Minutes dated June 27, 2023 (Terri Johnson,
Interim Town Secretary)
6.Consider and take appropriate action to approve the Town Council Special
Meeting Minutes dated July 11, 2023 (Terri Johnson, Interim Town Secretary)
7.Consider and take appropriate action to increase the Purchase Order with
Strategic Government Resources (SGR ) for Interim Town Secretary
services (Denise Deprato, Director of Human Resources)
INDIVIDUAL ITEMS
8.Trophy Club Crime Control and Prevention District (CCPD) Budget
a) Conduct a Public Hearing regarding the Trophy Club Crime Control and
Prevention District (CCPD) Budget for Fiscal Year 2024 submitted to the Town
Council by the CCPD Board (Patrick Arata, Interim Town Manager)
b) Consider and take appropriate action regarding the approval of the Trophy
Club Crime Control and Prevention District (CCPD) Budget for Fiscal Year
2024 submitted to the Town Council by the CCPD Board (Leo Daniels, CCPD
Chair & Patrick Arata, Interim Town Manager)
9.Trophy Club EDC4B Budget
a) Conduct a Public Hearing regarding the Trophy Club Economic Development
Corporation (EDC) 4B Budget for Fiscal Year 2024 (Patrick Arata, Interim Town
Manager)
b) Consider and take appropriate action regarding the Trophy Club Economic
Development Corporation (EDC) 4B Budget for Fiscal Year 2024 (Travis Inge,
EDC4B Vice Chair & Patrick Arata, Interim Town Manager)
10.Case FP23004 The Oak Estates (3H)
Consider and take appropriate action to approve a request for a Final Plat for
Lots 19, Block A, The Oak Estates at Trophy Club, consisting of 4.339 acres
out of the Thomas J. Allen Survey, Abstract No.7, located west of Milsons Point
Drive, Trophy Club, Texas (Matt Cox, Community Development Director)
11.Case PDAMD23001 (Hutchins BBQ)
a) Conduct a Public Hearing regarding a request made by Hutchins National,
LLC to amend Planned Development District25 (PD25) to accommodate Roy
Hutchins BBQ. The subject property is legally described as Trophy
Wood Business Center, Block B, Lot 2R2, approximately 2.052 acres and is
generally located at the northeast corner of Trophy Wood Drive and SH 114 in
the Town of Trophy Club, Tarrant County, Texas. The property is addressed as
3000 SH 114, Trophy Club, Texas (Matt Cox, Community Development Director)
b) Consider and possibly act on a request made by Hutchins National, LLC to
amend Planned Development District25 (PD25) to accommodate Roy
Hutchins BBQ. The subject property is legally described as Trophy
Wood Business Center, Block B, Lot 2R2, approximately 2.052 acres and is
generally located at the northeast corner of Trophy Wood Drive and SH 114 in
the Town of Trophy Club, Tarrant County, Texas. The property is addressed as
3000 SH 114, Trophy Club, Texas (Michael Biggs, P&Z Chair & Matt Cox,
Community Development Director)
12.Consider and take appropriate action regarding the approval of the Trophy Club
Capital Improvement Plan Budget for Fiscal Year 20242028 (April Duvall,
Finance Director)
13.Consider and take appropriate action to contract with CivicPlus for
CivicClerk software (April Duvall, Finance Director & Terri Johnson, Interim
Town Secretary)
14.Consider and take appropriate action to approve and award an Information
Technology Support Services contract to netGenius, Inc. (Tamara Smith,
Assistant to the Town Manager)
15.Discuss and provide direction on the Request for Proposal (RFP) for Legal
Services, or hire as a Town employee (Tamara Smith, Assistant to the Town
Manager)
16.Discuss the result of the MUD Feasibility Study (Council Member Jeff Beach &
Council Member Steve Flynn)
17.Discuss the establishment of a Public Arts Committee, Commission, or Board
(Tamara Smith, Assistant to the Town Manager)
18.Future Agenda Items List (Patrick Arata, Interim Town Manager)
EXECUTIVE SESSION
19.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
20.Pursuant to the following designated section of the Texas Government Code,
Annotated, Chapter 551 (Texas Open Meetings Act), The Town will recess into
executive session to discuss the following:
a) Section 551.071 Consultation with Attorney
RECONVENE INTO REGULAR SESSION
21.Consider and take appropriate action regarding Executive Session (Mayor Pro
Tem Dennis Sheridan)
ADJOURN
One or more members of the Town Council may participate remotely using video conference
pursuant to Chapter 551 of the Texas Government Code.
The Town Council may convene into executive session to discuss posted items as allowed by
the Texas Open Meeting Act, LGC.551.071
CERTIFICATION
I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1
Trophy Wood Drive, Trophy Club, Texas, on July 21, 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 6822372900, 48 hours in advance, and
reasonable accommodations will be made to assist you.
2
Town of Trophy ClubMeeting Agenda PacketTown Council 1 Trophy Wood DriveTrophy Club, Texas76262July 25, 2023 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM Mayor Jeannette TiffanyINVOCATION led by Pastor Barry Clingan, The Church at Trophy Lakes PLEDGES led by Mayor Pro Tem Dennis SheridanPledge 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 notpermitted to discuss or take action on any presentations made. Presentations are limitedto matters over which the Council has authority. Speakers have up to four (4) minutes orthe time limit determined by the Presiding Officer. Each speaker must have submittedtheir request to speak by completing the Speaker’s Form or may emailmayorandcouncil@trophyclub.orgCOMMUNITY SPOTLIGHT1.Receive Annual Update from Metroport Chamber (Sally Aldridge, President &CEO)2.Award of Scholarships by TCEVA (Gretchen Woefller, TCEVA President)3.Recognize Staff in the TC Parks and Recreation Department and presentProclamation 202315 for July 2023 as Parks and Recreation Month (CouncilMembers Stacey Bauer & Steve Flynn)4.Working for You . . . Trophy Cluba) Update from Town Council Membersb) Update from Finance Subcommitteec) Update from Town Managerd) Quick Civic Tip (Dean Roggia, Interim Town Attorney)CONSENT AGENDA5.Consider and take appropriate action to approve the Town Council WorkshopMinutes and the Regular Meeting Minutes dated June 27, 2023 (Terri Johnson,Interim Town Secretary)6.Consider and take appropriate action to approve the Town Council SpecialMeeting Minutes dated July 11, 2023 (Terri Johnson, Interim Town Secretary)7.Consider and take appropriate action to increase the Purchase Order withStrategic Government Resources (SGR ) for Interim Town Secretaryservices (Denise Deprato, Director of Human Resources)INDIVIDUAL ITEMS8.Trophy Club Crime Control and Prevention District (CCPD) Budgeta) Conduct a Public Hearing regarding the Trophy Club Crime Control andPrevention District (CCPD) Budget for Fiscal Year 2024 submitted to the TownCouncil by the CCPD Board (Patrick Arata, Interim Town Manager)b) Consider and take appropriate action regarding the approval of the TrophyClub Crime Control and Prevention District (CCPD) Budget for Fiscal Year2024 submitted to the Town Council by the CCPD Board (Leo Daniels, CCPDChair & Patrick Arata, Interim Town Manager)9.Trophy Club EDC4B Budgeta) Conduct a Public Hearing regarding the Trophy Club Economic Development Corporation (EDC) 4B Budget for Fiscal Year 2024 (Patrick Arata, Interim TownManager)b) Consider and take appropriate action regarding the Trophy Club EconomicDevelopment Corporation (EDC) 4B Budget for Fiscal Year 2024 (Travis Inge,EDC4B Vice Chair & Patrick Arata, Interim Town Manager)
10.Case FP23004 The Oak Estates (3H)
Consider and take appropriate action to approve a request for a Final Plat for
Lots 19, Block A, The Oak Estates at Trophy Club, consisting of 4.339 acres
out of the Thomas J. Allen Survey, Abstract No.7, located west of Milsons Point
Drive, Trophy Club, Texas (Matt Cox, Community Development Director)
11.Case PDAMD23001 (Hutchins BBQ)
a) Conduct a Public Hearing regarding a request made by Hutchins National,
LLC to amend Planned Development District25 (PD25) to accommodate Roy
Hutchins BBQ. The subject property is legally described as Trophy
Wood Business Center, Block B, Lot 2R2, approximately 2.052 acres and is
generally located at the northeast corner of Trophy Wood Drive and SH 114 in
the Town of Trophy Club, Tarrant County, Texas. The property is addressed as
3000 SH 114, Trophy Club, Texas (Matt Cox, Community Development Director)
b) Consider and possibly act on a request made by Hutchins National, LLC to
amend Planned Development District25 (PD25) to accommodate Roy
Hutchins BBQ. The subject property is legally described as Trophy
Wood Business Center, Block B, Lot 2R2, approximately 2.052 acres and is
generally located at the northeast corner of Trophy Wood Drive and SH 114 in
the Town of Trophy Club, Tarrant County, Texas. The property is addressed as
3000 SH 114, Trophy Club, Texas (Michael Biggs, P&Z Chair & Matt Cox,
Community Development Director)
12.Consider and take appropriate action regarding the approval of the Trophy Club
Capital Improvement Plan Budget for Fiscal Year 20242028 (April Duvall,
Finance Director)
13.Consider and take appropriate action to contract with CivicPlus for
CivicClerk software (April Duvall, Finance Director & Terri Johnson, Interim
Town Secretary)
14.Consider and take appropriate action to approve and award an Information
Technology Support Services contract to netGenius, Inc. (Tamara Smith,
Assistant to the Town Manager)
15.Discuss and provide direction on the Request for Proposal (RFP) for Legal
Services, or hire as a Town employee (Tamara Smith, Assistant to the Town
Manager)
16.Discuss the result of the MUD Feasibility Study (Council Member Jeff Beach &
Council Member Steve Flynn)
17.Discuss the establishment of a Public Arts Committee, Commission, or Board
(Tamara Smith, Assistant to the Town Manager)
18.Future Agenda Items List (Patrick Arata, Interim Town Manager)
EXECUTIVE SESSION
19.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
20.Pursuant to the following designated section of the Texas Government Code,
Annotated, Chapter 551 (Texas Open Meetings Act), The Town will recess into
executive session to discuss the following:
a) Section 551.071 Consultation with Attorney
RECONVENE INTO REGULAR SESSION
21.Consider and take appropriate action regarding Executive Session (Mayor Pro
Tem Dennis Sheridan)
ADJOURN
One or more members of the Town Council may participate remotely using video conference
pursuant to Chapter 551 of the Texas Government Code.
The Town Council may convene into executive session to discuss posted items as allowed by
the Texas Open Meeting Act, LGC.551.071
CERTIFICATION
I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1
Trophy Wood Drive, Trophy Club, Texas, on July 21, 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 6822372900, 48 hours in advance, and
reasonable accommodations will be made to assist you.
3
Town of Trophy ClubMeeting Agenda PacketTown Council 1 Trophy Wood DriveTrophy Club, Texas76262July 25, 2023 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM Mayor Jeannette TiffanyINVOCATION led by Pastor Barry Clingan, The Church at Trophy Lakes PLEDGES led by Mayor Pro Tem Dennis SheridanPledge 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 notpermitted to discuss or take action on any presentations made. Presentations are limitedto matters over which the Council has authority. Speakers have up to four (4) minutes orthe time limit determined by the Presiding Officer. Each speaker must have submittedtheir request to speak by completing the Speaker’s Form or may emailmayorandcouncil@trophyclub.orgCOMMUNITY SPOTLIGHT1.Receive Annual Update from Metroport Chamber (Sally Aldridge, President &CEO)2.Award of Scholarships by TCEVA (Gretchen Woefller, TCEVA President)3.Recognize Staff in the TC Parks and Recreation Department and presentProclamation 202315 for July 2023 as Parks and Recreation Month (CouncilMembers Stacey Bauer & Steve Flynn)4.Working for You . . . Trophy Cluba) Update from Town Council Membersb) Update from Finance Subcommitteec) Update from Town Managerd) Quick Civic Tip (Dean Roggia, Interim Town Attorney)CONSENT AGENDA5.Consider and take appropriate action to approve the Town Council WorkshopMinutes and the Regular Meeting Minutes dated June 27, 2023 (Terri Johnson,Interim Town Secretary)6.Consider and take appropriate action to approve the Town Council SpecialMeeting Minutes dated July 11, 2023 (Terri Johnson, Interim Town Secretary)7.Consider and take appropriate action to increase the Purchase Order withStrategic Government Resources (SGR ) for Interim Town Secretaryservices (Denise Deprato, Director of Human Resources)INDIVIDUAL ITEMS8.Trophy Club Crime Control and Prevention District (CCPD) Budgeta) Conduct a Public Hearing regarding the Trophy Club Crime Control andPrevention District (CCPD) Budget for Fiscal Year 2024 submitted to the TownCouncil by the CCPD Board (Patrick Arata, Interim Town Manager)b) Consider and take appropriate action regarding the approval of the TrophyClub Crime Control and Prevention District (CCPD) Budget for Fiscal Year2024 submitted to the Town Council by the CCPD Board (Leo Daniels, CCPDChair & Patrick Arata, Interim Town Manager)9.Trophy Club EDC4B Budgeta) Conduct a Public Hearing regarding the Trophy Club Economic Development Corporation (EDC) 4B Budget for Fiscal Year 2024 (Patrick Arata, Interim TownManager)b) Consider and take appropriate action regarding the Trophy Club EconomicDevelopment Corporation (EDC) 4B Budget for Fiscal Year 2024 (Travis Inge,EDC4B Vice Chair & Patrick Arata, Interim Town Manager)10.Case FP23004 The Oak Estates (3H)Consider and take appropriate action to approve a request for a Final Plat forLots 19, Block A, The Oak Estates at Trophy Club, consisting of 4.339 acresout of the Thomas J. Allen Survey, Abstract No.7, located west of Milsons PointDrive, Trophy Club, Texas (Matt Cox, Community Development Director)11.Case PDAMD23001 (Hutchins BBQ)a) Conduct a Public Hearing regarding a request made by Hutchins National,LLC to amend Planned Development District25 (PD25) to accommodate RoyHutchins BBQ. The subject property is legally described as TrophyWood Business Center, Block B, Lot 2R2, approximately 2.052 acres and isgenerally located at the northeast corner of Trophy Wood Drive and SH 114 inthe Town of Trophy Club, Tarrant County, Texas. The property is addressed as3000 SH 114, Trophy Club, Texas (Matt Cox, Community Development Director)b) Consider and possibly act on a request made by Hutchins National, LLC toamend Planned Development District25 (PD25) to accommodate RoyHutchins BBQ. The subject property is legally described as TrophyWood Business Center, Block B, Lot 2R2, approximately 2.052 acres and isgenerally located at the northeast corner of Trophy Wood Drive and SH 114 inthe Town of Trophy Club, Tarrant County, Texas. The property is addressed as3000 SH 114, Trophy Club, Texas (Michael Biggs, P&Z Chair & Matt Cox,Community Development Director)12.Consider and take appropriate action regarding the approval of the Trophy ClubCapital Improvement Plan Budget for Fiscal Year 20242028 (April Duvall,Finance Director)13.Consider and take appropriate action to contract with CivicPlus forCivicClerk software (April Duvall, Finance Director & Terri Johnson, InterimTown Secretary)14.Consider and take appropriate action to approve and award an InformationTechnology Support Services contract to netGenius, Inc. (Tamara Smith,Assistant to the Town Manager)15.Discuss and provide direction on the Request for Proposal (RFP) for LegalServices, or hire as a Town employee (Tamara Smith, Assistant to the TownManager)16.Discuss the result of the MUD Feasibility Study (Council Member Jeff Beach &Council Member Steve Flynn)
17.Discuss the establishment of a Public Arts Committee, Commission, or Board
(Tamara Smith, Assistant to the Town Manager)
18.Future Agenda Items List (Patrick Arata, Interim Town Manager)
EXECUTIVE SESSION
19.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
20.Pursuant to the following designated section of the Texas Government Code,
Annotated, Chapter 551 (Texas Open Meetings Act), The Town will recess into
executive session to discuss the following:
a) Section 551.071 Consultation with Attorney
RECONVENE INTO REGULAR SESSION
21.Consider and take appropriate action regarding Executive Session (Mayor Pro
Tem Dennis Sheridan)
ADJOURN
One or more members of the Town Council may participate remotely using video conference
pursuant to Chapter 551 of the Texas Government Code.
The Town Council may convene into executive session to discuss posted items as allowed by
the Texas Open Meeting Act, LGC.551.071
CERTIFICATION
I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1
Trophy Wood Drive, Trophy Club, Texas, on July 21, 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 6822372900, 48 hours in advance, and
reasonable accommodations will be made to assist you.
4
Town of Trophy ClubMeeting Agenda PacketTown Council 1 Trophy Wood DriveTrophy Club, Texas76262July 25, 2023 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM Mayor Jeannette TiffanyINVOCATION led by Pastor Barry Clingan, The Church at Trophy Lakes PLEDGES led by Mayor Pro Tem Dennis SheridanPledge 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 notpermitted to discuss or take action on any presentations made. Presentations are limitedto matters over which the Council has authority. Speakers have up to four (4) minutes orthe time limit determined by the Presiding Officer. Each speaker must have submittedtheir request to speak by completing the Speaker’s Form or may emailmayorandcouncil@trophyclub.orgCOMMUNITY SPOTLIGHT1.Receive Annual Update from Metroport Chamber (Sally Aldridge, President &CEO)2.Award of Scholarships by TCEVA (Gretchen Woefller, TCEVA President)3.Recognize Staff in the TC Parks and Recreation Department and presentProclamation 202315 for July 2023 as Parks and Recreation Month (CouncilMembers Stacey Bauer & Steve Flynn)4.Working for You . . . Trophy Cluba) Update from Town Council Membersb) Update from Finance Subcommitteec) Update from Town Managerd) Quick Civic Tip (Dean Roggia, Interim Town Attorney)CONSENT AGENDA5.Consider and take appropriate action to approve the Town Council WorkshopMinutes and the Regular Meeting Minutes dated June 27, 2023 (Terri Johnson,Interim Town Secretary)6.Consider and take appropriate action to approve the Town Council SpecialMeeting Minutes dated July 11, 2023 (Terri Johnson, Interim Town Secretary)7.Consider and take appropriate action to increase the Purchase Order withStrategic Government Resources (SGR ) for Interim Town Secretaryservices (Denise Deprato, Director of Human Resources)INDIVIDUAL ITEMS8.Trophy Club Crime Control and Prevention District (CCPD) Budgeta) Conduct a Public Hearing regarding the Trophy Club Crime Control andPrevention District (CCPD) Budget for Fiscal Year 2024 submitted to the TownCouncil by the CCPD Board (Patrick Arata, Interim Town Manager)b) Consider and take appropriate action regarding the approval of the TrophyClub Crime Control and Prevention District (CCPD) Budget for Fiscal Year2024 submitted to the Town Council by the CCPD Board (Leo Daniels, CCPDChair & Patrick Arata, Interim Town Manager)9.Trophy Club EDC4B Budgeta) Conduct a Public Hearing regarding the Trophy Club Economic Development Corporation (EDC) 4B Budget for Fiscal Year 2024 (Patrick Arata, Interim TownManager)b) Consider and take appropriate action regarding the Trophy Club EconomicDevelopment Corporation (EDC) 4B Budget for Fiscal Year 2024 (Travis Inge,EDC4B Vice Chair & Patrick Arata, Interim Town Manager)10.Case FP23004 The Oak Estates (3H)Consider and take appropriate action to approve a request for a Final Plat forLots 19, Block A, The Oak Estates at Trophy Club, consisting of 4.339 acresout of the Thomas J. Allen Survey, Abstract No.7, located west of Milsons PointDrive, Trophy Club, Texas (Matt Cox, Community Development Director)11.Case PDAMD23001 (Hutchins BBQ)a) Conduct a Public Hearing regarding a request made by Hutchins National,LLC to amend Planned Development District25 (PD25) to accommodate RoyHutchins BBQ. The subject property is legally described as TrophyWood Business Center, Block B, Lot 2R2, approximately 2.052 acres and isgenerally located at the northeast corner of Trophy Wood Drive and SH 114 inthe Town of Trophy Club, Tarrant County, Texas. The property is addressed as3000 SH 114, Trophy Club, Texas (Matt Cox, Community Development Director)b) Consider and possibly act on a request made by Hutchins National, LLC toamend Planned Development District25 (PD25) to accommodate RoyHutchins BBQ. The subject property is legally described as TrophyWood Business Center, Block B, Lot 2R2, approximately 2.052 acres and isgenerally located at the northeast corner of Trophy Wood Drive and SH 114 inthe Town of Trophy Club, Tarrant County, Texas. The property is addressed as3000 SH 114, Trophy Club, Texas (Michael Biggs, P&Z Chair & Matt Cox,Community Development Director)12.Consider and take appropriate action regarding the approval of the Trophy ClubCapital Improvement Plan Budget for Fiscal Year 20242028 (April Duvall,Finance Director)13.Consider and take appropriate action to contract with CivicPlus forCivicClerk software (April Duvall, Finance Director & Terri Johnson, InterimTown Secretary)14.Consider and take appropriate action to approve and award an InformationTechnology Support Services contract to netGenius, Inc. (Tamara Smith,Assistant to the Town Manager)15.Discuss and provide direction on the Request for Proposal (RFP) for LegalServices, or hire as a Town employee (Tamara Smith, Assistant to the TownManager)16.Discuss the result of the MUD Feasibility Study (Council Member Jeff Beach &Council Member Steve Flynn)17.Discuss the establishment of a Public Arts Committee, Commission, or Board(Tamara Smith, Assistant to the Town Manager)18.Future Agenda Items List (Patrick Arata, Interim Town Manager)EXECUTIVE SESSION19.Pursuant to the following designated section of the Texas Governmental Code,Annotated, Chapter 551 (Texas Open Meetings Act), The Town will recess intoexecutive session to discuss the following:(a) Section 551.074 – Personnel Matters to deliberate the appointment,employment, evaluation, reassignment, duties, discipline, or dismissal of apublic officer or employee1. Town Manager2. Town Secretary3. Town Attorney20.Pursuant to the following designated section of the Texas Government Code,Annotated, Chapter 551 (Texas Open Meetings Act), The Town will recess intoexecutive session to discuss the following:a) Section 551.071 Consultation with AttorneyRECONVENE INTO REGULAR SESSION21.Consider and take appropriate action regarding Executive Session (Mayor ProTem Dennis Sheridan)ADJOURNOne or more members of the Town Council may participate remotely using video conferencepursuant to Chapter 551 of the Texas Government Code.The Town Council may convene into executive session to discuss posted items as allowed bythe Texas Open Meeting Act, LGC.551.071CERTIFICATIONI certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1Trophy Wood Drive, Trophy Club, Texas, on July 21, 2023, by 5:00 p.m. in accordance withChapter 551, Texas Government Code.__________________________________Terri JohnsonInterim Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs,
please contact the Town Secretary’s Office at 6822372900, 48 hours in advance, and
reasonable accommodations will be made to assist you.
5
MetroportChamber.org
State of the Chamber
July 2023
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We are YOUR
Business Community!
Connecting the Alliance Region Since 1988
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We are a 501(c)6 non-profit organization.
MISSION – Create, promote and enhance opportunity and
growth for the business community
VISION – To positively impact leadership, stewardship and
business relationships through collaboration of all
communities in our Metroport region
VALUE – Through leadership and integrity we promote unity
and excellence 8
Chamber Facts
The Metroport Region
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Chamber Facts
•Fortune 500 / Global 500
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2022
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Chamber Facts
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As of
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As of
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Classic Fleet & Commercial
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Town of Westlake22
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American National Bank & Trust
Baylor Scott & White Medical Center Grapevine
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Integrity Land Title, LLC
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RGA Architects, Inc.
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2023 Board of Directors | Officers
§Chairman Jennifer Elliott, CoServ Electric
§Chair-Elect John Delin, Integrity Group, LLC
§Vice Chair Stewardship & Prosperity Mark Miller,
Hillwood, A Perot Company
§Vice Chair Member Engagement Allison Lansdowne, Frost Bank
§Vice Chair Facility Utilization Shane Harris, RGA Architects, Inc.
§Treasurer Hogan Page, American National Bank & Trust
§Secretary Sally Aldridge, Metroport Chamber (non-voting)
§Past Chair Jeff Ackerson, Charles Schwab & Co., Inc.
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2023 Board of Directors | Directors
§Randy Alexander, Peloton Land Solutions, Inc.
§Von Beougher, McAdams Co.
§Mike Boyer, Fidelity Investments
§Christina Cates, Baylor Scott and White Medical Center Grapevine
§Becky Escott, BKV Barnett
§Jeff Dearing, Diamond Financial, LLC
§Matt Eiserloh, Medical City Alliance
§Marianne Henderson, iOffice
§Sam Leopard, FastSigns Alliance
§Reid Winger, Legend Bank
§Tyshaun Woodruff, Texas Health Harris Methodist Hospital Alliance34
The Chamber Team
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The Chamber & Trophy Club
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Proclamation 2023-15
Town of Trophy Club, Texas
A PROCLAMATION OF THE TROPHY CLUB TOWN COUNCIL PROCLAIMING
JULY 2023 AS PARKS AND RECREATION MONTH IN THE TOWN OF
TROPHY CLUB, TEXAS.
WHEREAS parks and recreation is an integral part of communities throughout this
country, including the Town of Trophy Club, Texas; and
WHEREAS parks and recreation promotes time spent in nature, which positively
impacts mental health by increasing cognitive performance and well-being, and alleviating
illnesses such as depression, attention deficit disorders, and Alzheimer’s; and
WHEREAS parks and recreation encourages physical activities by providing space
for popular sports, hiking trails, swimming pools and many other activities designed to
promote active lifestyles; and
WHEREAS parks and recreation increases a community’s economic prosperity
through increased property values, expansion of the local tax base, increased tourism, the
attraction and retention of businesses, and crime reduction; and
WHEREAS parks and recreation is fundamental to the environmental well-being of
our community; and
WHEREAS our parks and natural recreation areas ensure the ecological beauty of
our community and provide a place for children and adults to connect with nature and
recreate outdoors; and
WHEREAS the U.S. House of Representatives has designated July as Parks and
Recreation Month; and
WHEREAS the Town of Trophy Club recognizes the benefits derived from parks and
recreation resources.
NOW, THEREFORE, I, Jeannette Tiffany, Mayor of the Town of Trophy Club and on
behalf of the Town Council hereby proclaim the month of July 2023 as:
“Parks and Recreation Month”
in the Town of Trophy Club, Texas. PASSED AND APPROVED by the Trophy Club
Town Council this 25th day of July 2023.
____________________________ ____________________________
Terri Johnson Jeannette Tiffany
Interim Town Secretary Mayor
42
Perryton Tornado Deployment - TCFD
43
1
Town of Trophy Club
Town Council Workshop Minutes
6/27/2023
The Trophy Club Town Council met in a Workshop on 6/27/2023. The workshop 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 Tem
Karl Monger Council Member, Place 4
LuAnne Oldham Council Member, Place 5
Steve Flynn Council member, Place 6
Staff Present:
Patrick Arata Interim Town Manager/Police Chief
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 workshop to order at 6:00 pm announcing a quorum present with all
Council members in attendance.
INDIVIDUAL ITEMS
1.Discussion of Council Committees
The Mayor opened the discussion by explaining her handouts which included a
discussion outline and a chart showing current Subcommittees, members and details.
The current Subcommittees include:
Public Art
Sports
Finance
Appointments
44
2
Town Manager/Town Secretary Search
MUD
It was pointed out that only two of these committees were established by Town
Ordinance/Resolution: Finance Committee and Appointments Committee, so these
committees are on-going.
The other committees are considered ad-hoc committees and will expire once the
designated project has been completed.
Following a lengthy discussion by all members of the Council, the Interim Town Manager
explained that the Sports Committee had been dissolved. Anything Sports related would
fall under the Town’s Park and Recreation Board.
It was agreed that the Public Art Subcommittee should be discussed in a future meeting.
It was also announced that a report should be received soon from the MUD
Subcommittee.
Membership on each Subcommittee was discussed.
Direction was given to Staff that Council would like a policy to be drafted for creating
Subcommittees.
ADJOURN
Mayor Tiffany thanked everyone for their input and adjourned the workshop at 6:44 pm.
Attest:
_______________________________ ______________________________________
Terri Johnson, Interim Town Secretary Jeannette Tiffany, Mayor
45
1
Town of Trophy Club
Town Council Regular Meeting Minutes
6/27/2023
The Trophy Club Town Council met on 6/27/2023. 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 Tem
Karl Monger Council Member, Place 4
LuAnne Oldham Council Member, Place 5
Steve Flynn Council member, Place 6
Staff Present:
Patrick Arata Interim Town Manager
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 7:00 pm announcing a quorum present with all
Council members in attendance.
COMMUNITY FOCUS:
INVOCATION led by Pastor Jeff Brooks, Senior Minister at Lake Cities Church of Christ
PLEDGES led by Council Member LuAnne Oldham
Pledge of Allegiance to the American Flag
Pledge of Allegiance to the Texas Flag
PUBLIC COMMENTS
There were no public comments at this time.
46
2
ANNOUNCEMENTS AND REPORTS
1. Receive update from Baylor Scott & White – Grapevine (Naman Mahajan,
President, BSW)
Due to unforeseen circumstances, Mr. Mahajan was not available to attend tonight’s
Council meeting. This update has been added to the Town Council’s agenda for August
14, 2023.
2. Community Spotlight (Mayor Jeannette Tiffany)
Jeff Eason and his wife, Melissa, 605 Indian Creek, shared about their Indian Creek
Neighbor Night, which began in their driveway during the pandemic in 2020 and has
grown from the original two (2) families to nine (9) families. Anyone is welcome to come
to their Neighbor Night, usually on Thursday evenings to visit (“Bring Your Own Chair”).
Mr. Eason explained that the group has created a sense of community and support for
their neighbors in various ways. The couple was accompanied by several of their
neighbors.
The Council Members introduced themselves and Council Member Flynn reported that
his neighborhood also held something similar that they called “Wine & Whiskey” and he
invited others to attend.
3. Working for You . . . Trophy club
(a) Update from Town Council Members
Council Member Oldham reported on the Appointments Committee and introduced
Tamara Smith, Assistant to the Town Manager who presented a video on “How to
Apply” to become a member of the Town’s Boards and Commissions.
Council Member Monger invited all veterans to join the group and ride on the trailer
in the parade on July 4th. He also issued an invitation to all veterans to a Veterans
Breakfast on the second Saturday of each month at Meet U Anywhere BBQ at 9:00
AM, Dutch treat. He stated that it was a good time for fellowship and to hear
Veteran’s stories.
Council Member Bauer reported that there would be one more pick-up day for flags
the Stars & Stripes Flag Planting. It would be held at Town Hall on June 28th.
Council Member Flynn stated that he looked forward to seeing the Town after the
flag planting. He said that he had attended and enjoyed the Veterans Breakfast
coordinated by Council Member Monger.
Flynn also reported that over 40 applications had been received for the Town
Manager position and the posting will close on July 2nd. The community is invited to
get involved by submitting feedback at www.trophyclub.org/engage.
Mayor Tiffany reported that she had attended the Annual Women’s Summit luncheon
hosted by Congresswoman Kay Granger. “Working Together” was the theme of the
47
3
Summit. Others on the panel included Fort Worth Mayor Mattie Parker and Texas
General Land Commissioner Dawn Buckingham, MD.
(b) Update from Finance Subcommittee
Council Member Flynn reported that the Finance Subcommittee was now working on
the budget for Fiscal Year 2023-2024. Staff was waiting on final numbers from the
Tax Office.
(c) Update from communications and Marketing Director (Jill Lind)
Director Lind gave Council an update on the Visit Trophy Club initiative which was
approved in December 2022. It has now been branded “Explore Trophy Club” and
will be launching in mid-July. She reported that these efforts are funded and justified
expenditures through the Hotel Occupancy Tax.
(d) Update on July 4th Festivities (Patrick Arata, Interim Town Manager)
Mr. Arata reviewed the upcoming activities planned for July 4th with the schedule
being posted on the Town’s website.
(e) Update from Town Manager (Patrick Arata, Interim Town Manager)
Interim Town Manager Arata announced that the Finance Committee would meet
immediately following this Council meeting to continue work on the upcoming budget.
He stated that plans for the future Pickle Ball courts were being reviewed with
possible changes being proposed soon.
Arata reviewed the overnight parking in Trophy Club and stated more details are
available on the Town’s website or by contacting the Town of Trophy Club’s Police
Department. He also suggested that residents use the PD’s Vacation Watch
program if residents are going out-of-town.
Recent hail damage to the Town’s vehicles was mentioned.
The fencing around the parking lot adjacent to the Police Department has been
completed.
CONSENT AGENDA
4. Consider and take appropriate action to approve the Town Council Meeting
Minutes dated June 13, 2023 (Terri Johnson, Interim Town Secretary)
Council Member Oldham made a motion to approve Consent Agenda Item #4. The
motion was seconded by Council Member Beach and the motion carried unanimously.
INDIVIDUAL ITEMS
5. Consider and take appropriate action Short-term Rentals (David Dodd, Town
Attorney)
48
4
Mayor Tiffany announced that this was the beginning discussion of this issue.
Town Attorney David Dodd reported on a proposed process for short term rentals, as
well as legal cases pertaining to this issue. Dodd’s suggestion was to gather input from
local property owners.
Council Member Sheridan liked that the Town was getting ahead of the game and
starting this conversation.
There was further discussion by the Council, but no action was taken at this time.
6. Future Agenda Items List (Patrick Arata, Interim Town Manager)
Interim Town Manager Arata reviewed the future agenda items list.
Council Member Flynn asked for an update regarding the land adjacent to HG Supply.
Mr. Arata stated that the EDC would be discussing this at their next meeting.
Council Member Oldham asked that the Public Art Subcommittee be placed on the list.
Council Member Flynn supported this request.
7. Consider and take appropriate action regarding discussion held in today’s
Workshop, if needed
Council Member Flynn made the motion to appoint Council Members Sheridan, Monger
and Flynn to the Budget Committee. The motion was seconded by Council Member
Oldham and carried unanimously.
Mayor Tiffany recessed the open meeting at 8:01 pm and announced that the Town Council
would convene in Executive Session to discuss the following:
EXECUTIVE SESSION
8. 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
3. Town Attorney
The Mayor adjourned the Executive Session at 8:07 pm.
RECONVENE INTO REGULAR SESSION
Mayor Tiffany reconvened the regular session at 9:15 pm.
9. Consider and take appropriate action regarding Executive Session (Mayor
Jeannette Tiffany).
49
5
Council Member Flynn made the motion to terminate the Town Attorney’s contract
effective immediately per the notice provision in the current contract The motion as
seconded by Council Member Monger and passed with the following vote:
AYES: Flynn, Monger, Tiffany, Sheridan, Oldham
NOES: None
ABSTAIN: Beach and Bauer
Town Staff was directed to go out for RFQ’s for a Town Attorney as discussed in
Executive Session.
ADJOURN
Council Member Sheridan made the motion to adjourn at 9:20 pm. The motion was seconded
by Council Member Beach and passed unanimously.
Attest:
_______________________________ ______________________________________
Terri Johnson, Interim Town Secretary Jeannette Tiffany, Mayor
50
1
Town of Trophy Club
Town Council Special Meeting Minutes
7/12/2023
The Trophy Club Town Council met in Special Session on Wednesday, July 12, 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 Tem
LuAnne Oldham Council Member, Place 5
Steve Flynn Council member, Place 6
Town Council Members Absent:
Karl Monger Council Member, Place 4
Staff Present:
Patrick Arata Interim Town Manager
Dean Roggia Acting Town Attorney
Terri Johnson Interim Town Secretary
Jason Wise Fire Chief
Steve Woodard Acting Police Chief
Matt Cox Community Development Director
Ernest Gillespie Senior Accountant
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 7:00 pm announcing a quorum present.
COMMUNITY FOCUS
INVOCATION led by Mayor Tiffany
PLEDGES led by Mayor Pro Tem Sheridan
Pledge of Allegiance to the American Flag
Pledge of Allegiance to the Texas Flag
51
2
Interim Town Manager Patrick Arata introduced Dean Roggio with the Taylor-Olson-Adkins-
Sralla-Elam (TOASE) Law Firm as the new acting Town Attorney. Roggia briefed the Council
on his experience.
PUBLIC COMMENTS
There were no public comments.
ANNOUNCEMENTS AND REPORTS
1. Andrie Krahl, Manager of Public Affairs for Atmos Energy, to present a check
to the Fire Department.
Fire Chief Jason Wise informed the Town Council that the Trophy Club Fire
Department had received a $2,000 charitable donation from Atmos Energy. They
were planning to use the funds to purchase two combustible gas detectors for natural
gas detection.
Chief Wise reported that the Fire Department had responded to 38 gas leaks within
the last 31 months.
Ms. Andrie Krahl, Manager of Public Affairs for Atmos Energy, was present and
briefly addressed the Town Council. She stated that Atmos Energy was very
supportive of all first responders. She presented the check to the Town and the TC
Fire Department.
INDIVIDUAL ITEMS
2, Discuss, take appropriate action, and provide direction on the MUD Fire
Station transfer of function, or not, to the Town of Trophy Club.
Interim Town Manager Arata reminded the Town Council of the Fire Department’s
relationship with the Municipal Utility District. The Fire Department is owned by the
MUD and managed by the Town of Trophy Club. The EMS is owned and operated
by the Town of Trophy Club.
The current Interlocal Agreement (ILA) with the MUD expires on September 30,
2023. Mr. Arata reviewed three options available:
a) Taking over full ownership of the Fire Department
b) Enter into a revised ILA with the Trophy Club Municipal Utility District No. 1
(TCMUD No. 1)
c) Splitting up the EMS/Fire Department and re-establishing them as it was
originally with the TCMUD No. 1.
Following a lengthy discussion by the Town Council and Town Attorney Roggio,
Town Staff was directed to prepare a revised ILA with the MUD with mutually agreed
upon terms.
Agenda Item #5 was moved to this point of the Special Meeting.
52
3
5. Give direction regarding PID annexation into the MUD.
Interim Town Manager Arata and Attorney Roggia discussed annexation of the PID
into the MUD and stated that upon petition from the PID, the MUD would need to call
an election to annex this property. It is not a Town of Trophy Club issue.
No direction was given.
The order of the meeting moved back to Agenda Item #3 and continued in sequence.
3. Consider and approve amending the Fiscal Year 2022-2023 (FY23) Budget of
the Town of Trophy Club, Texas; providing for an amendment to correct funds
related to the property tax and other revenue funds.
Mayor Pro Tem Sheridan made the motion to approve amending the Fiscal Year
2022-2023 (FY23) Budget of the Town of Trophy Club, Texas; providing for an
amendment to correct funds related to the property tax and other revenue funds.
The motion was seconded by Council Member Bauer and passed unanimously.
4. Consider and approve the amending of the tax rate on the Fiscal Year 2022-
2023 (FY23) Budget of the Town of Trophy Club, Texas; providing for a
correction to the tax rate calculated on the budget to 0.434799.
Mayor Pro Tem Sheridan made the motion to amend the tax rate on the Fiscal Year
2022-2023 (FY23) Budget of the Town of Trophy Club, Texas; providing for a
correction to the tax rate calculated on the budget to $0.434799.
The motion was seconded by Council Member Oldham and passed unanimously.
EXECUTIVE SESSION
6. 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
It was not necessary for the Town Council to go into Executive Session.
RECONVENE INTO REGULAR SESSION
ADJOURN
With no further business at hand, the Mayor adjourned the meeting at 7:57 pm.
Attest:
_______________________________ ______________________________________
Terri Johnson, Interim Town Secretary Jeannette Tiffany, Mayor
53
Page 1 of 2
To: Mayor and Town Council
From: Denise Deprato, Director of Human Resources
CC: Patrick Arata, Interim Town Manager
Terri Johnson, Interim Town Secretary
Re: Strategic Government Resources (SGR) Interim Town Secretary Purchase Order
Date: July 25, 2023
Agenda Item:
Consider and take appropriate action to increase the Purchase Order with Strategic Government
Resources (SGR) for Interim Town Secretary services.
Strategic Link:
N/A
Background and Explanation:
On May 5, 2023, the Town Secretary position was vacated. Town Council directed the Interim
Town Manager to enter into an agreement with Strategic Government Resources (SGR) for
Interim Town Secretary services. Interim services are necessary to continue the Town business
while an employment recruitment for a Town Secretary can be conducted and a new Town
Secretary can be selected. The anticipated start date for the new Town Secretary is October 2.
To continue services with SGR beyond August 11, 2023, the SGR Purchase Order must be
increased. The additional increase of $25,000 to the purchase order will fund the Interim Town
Secretary until mid-October allowing time for the transition between the interim and permanent
Town Secretary.
Financial Considerations:
Total anticipated FY 2022/23 general fund cost is $50,000 (includes the requested increase).
Funding for the Interim Town Secretary services will be covered by personnel cost savings from
the vacant Town Secretary position.
Legal Review:
Not applicable
54
Page 2 of 2
Board/Commission/ or Committee Recommendation:
Not applicable
Staff Recommendation:
Staff recommends Town Council approve the Purchase Order increase to $50,000.
Attachments:
EXHIBIT A: Current Purchase Order
EXHIBIT B: Purchase Requestion Form
55
PURCHASE ORDER
05/25/2023
ISSUED TO:
Date:
Vendor #:77618
Strategic Government Resources, Inc
P.O. Box 1642
Keller, TX 76244
SHIP TO:Town of Trophy Club
1 Trophy Wood Drive
Trophy Club, TX 76262
23-00274PO Number:
Request #:REQ01161
TOWN OF TROPHY CLUB
1 Trophy Wood Drive
Trophy Club, TX 76262
UNITS DESCRIPTION PRICE AMOUNTGL ACCOUNT NUMBERITEMPROJ
1 0 Interim Town Secretary 0.00 01-140-60100 24,500.00
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Original invoice plus one copy must be sent to: Town of Trophy Club, 1 Trophy Wood Drive, Trophy Club, TX 76262.
Payment may be expected within 30 days of receipt of goods, unless otherwise stated.
C.O.D. shipment will not be accepted.
Purchase Order numbers must appear on all shipping containers, packing slips and invoices. Failure to comply with the above request may delay payment.
All goods are to be shipped F.O.B. DesƟnaƟon unless otherwise stated.
All materials and services are subject to approval based on the descripƟon on the face of the purchase order or appendages thereof. SubsƟtuƟons are not permiƩed without
approval of the RequesƟng Department. Material not approved will be returned at no cost to the Town.
All goods and equipment must meet or exceed all necessary city, state and federal standards and regulaƟons.
Vendor or manufacturer bears risk of loss or damage unƟl property received and/or installed.
Seller acknowledges that the buyer is an equal opportunity employer. Seller will comply with all equal opportunity laws and regulaƟons that are applicable to it as a supplier of
the buyer.
The Town is exempt from all federal excise and state tax – ID# 75-2047474.
24,500.00TOTAL
Finance Dept. (682) 237-2900 FAX (682) 237-2996
Approved By: Date:
56
Requisition Number
Date :7/25/2023 Department 140
Delivery Address Project#
1 Trophy Wood Drive
Trophy Club, TX 76262
Account Number Quantity Unit Amount Total Amount
01-140-60100 1 50,000.00 50,000.00$
-$
-$
-$
-$
-$
-$
-$
-$
Co-op info:-$
Total 50,000.00$
Yes or No
Department Requestor: Department Approval:
Finance: Town Manager:
The Town of Trophy Club must have a completed Vendor Packet on file before a requisition can be accepted by the Finance Department.
Keller, Texas 76244
Description
Interim Town Secretary Services
Denise Deprato
Budgeted? (Must Circle One) Explanation (if not budgeted:) _______________________________________________________
__________________________________________________
PURCHASE REQUISITION FORM
Vendor (Name & Address)
Strategic Government Resources (SGR)
P.O. Box 1642
Comments: ________________________________________________________________________________________________________________________
_____________________________________________
7/20/2023
57
Page 1 of 2
To: Mayor and Town Council
From: Patrick Arata, Interim Town Manager
CC: Terri Johnson, Interim Town Secretary
Re: Approval of the CCPD Fiscal Year 2024 (FY24) Budget
Town Council Meeting, July 25, 2023
Agenda Item:
Consider and take appropriate action regarding the approval of the Trophy Club Crime Control
and Prevention District (CCPD) Budget for Fiscal Year 2024 submitted to the Town Council by the
CCPD Board (Leo Daniels, CCPD Chair & Patrick Arata, Interim Town Manager)
Strategic Link:
Administrative & Financial Services – Exercise fiscal discipline in all Town operations.
Background and Explanation:
The CCPD Budget met its requirement for one public hearing on July 17, 2023, and can be adopted
based on Texas Local Government Code.
Financial Considerations:
The Fiscal Year 2024 CCPD Budget projects $351,900 in revenue, $97,536 in use of fund balance
and $449,436 in expenditures related to the public safety of the Town of Trophy Club.
Legal Review:
None applicable
Board/Commission/ or Committee Recommendation:
The CCPD Board met on July 17,2023, to discuss the proposed Fiscal Year 2024 Budget for CCPD
and recommended approval of the budget.
Staff Recommendation:
Staff recommends approval of the CCPD Budget for Fiscal Year 2024.
Attachments:
•Fiscal Year 2023 CCPD Proposed Budget
58
Page 2 of 2
•CCPD District Budget FY 2023-24 Worksheet
•Staff Report Purchase TruNarc Drug Analysis & Identification
•Staff Report Purchase Replacement K-9
•Staff Report Flock 10 Camera
•Staff Report Purchase of Patrol Units
•Staff Report Emergency Equipment Upfitting Patrol Units
59
TOWN OF TROPHY CLUB, TEXAS
Annual Program of Services
CCPD Fund FY 2021
ACTUAL
FY 2022
AMENDED
FY 2022
ACTUAL
FY 2023
AMENDED
BUDGET
FY 2023
ESTIMATE
FY 2024
PROPOSED
FY 2025
PROJECTED
FY 2026
PROJECTED
Beginning Fund Balance 222,811$ 82,957$ 274,127$ 138,588$ 280,480$ 196,044$ 100,408$ $ 132,848
Revenue
Sales Tax $ 328,432 $ 300,000 $ 365,464 $ ‐ $ 350,000 $ 350,000 $ 360,500 $ 371,315
Grant Revenue 1,448 21,525 483 350,000 ‐ ‐ ‐ ‐
Interest Income ‐ ‐ ‐ ‐ ‐ 1,900 1,957 2,016
Assets Sold ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐
Total Revenue 329,880$ 321,525$ 456,524$ 350,000$ 350,000$ 353,800$ 362,457$ 373,331$
Expenditures
Personnel
Salaries ‐$ ‐$ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐
Overtime 2,527 ‐ ‐ ‐ 20,000 20,000 20,400 20,808
Retirement ‐ ‐ ‐ 20,000 2,657 2,657 2,710 2,764
Social Security Taxes ‐ ‐ ‐ 2,657 1,242 1,242 1,267 1,292
Medicare Taxes ‐ ‐ ‐ 1,242 291 291 297 303
Workers' Compensation 394 ‐ ‐ 291 446 446 446 446
Total Personnel $ 2,921 $ ‐ $ ‐ $ 24,190 $ 24,636 $ 24,636 $ 25,120 $ 25,614
Services & Supplies
Professional Outside Services 26,766$ 26,000$ 47,913$ $ 446 $ 45,000 $ 55,000 $ 56,100 $ 57,222
Schools & Training 17,086 16,000 23,571 61,120 18,500 18,500 18,870 19,247
Qualifying Expenses 10,290 18,500 16,813 18,500 18,500 18,500 18,870 19,247
Meetings ‐ 700 ‐ 18,500 800 800 816 832
Office Supplies ‐ 2,750 1,932 800 3,000 3,000 3,060 3,121
Postage ‐ 500 245 3,000 500 500 510 520
Publications/Books/Subscription ‐ 2,500 51 500 2,500 2,500 2,550 2,601
Uniforms 905 6,000 4,920 2,500 6,000 6,000 6,120 6,242
Protective Clothing ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐
Small Equipment 72,241 96,500 48,198 6,000 90,000 75,000 48,000 48,960
Principle ‐ Lease Pmt ‐ ‐ 33,273 ‐ ‐ ‐ ‐ ‐
Interest ‐ Lease Payment ‐ ‐ 157 ‐ ‐ ‐ ‐ ‐
Total Services & Supplies 127,288$ 169,450$ 177,072$ 111,366$ 184,800$ 179,800$ 154,896$ 157,994$
Capital
Capital Outlay $ 148,356 $ 225,000 $ 273,098 $ 57,654 $ 225,000 $ 245,000 $ 150,000 $ 150,000
Total Capital 148,356$ 225,000$ 273,098$ 57,654$ 225,000$ 245,000$ 150,000$ 150,000$
Total Expenditures 278,564$ 394,450$ 450,170$ 193,210$ 434,436$ 449,436$ 330,016$ 333,608$
Other Sources (Uses)
Transfer Out $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐
Lease Proceeds ‐ ‐ 90,577 ‐ ‐ 1,900
Total Other Sources (Uses)‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$ ‐$
Net Increase (Decrease) 51,316$ (72,925)$ 6,353$ 156,790$ (84,436)$ (95,636)$ 32,441$ 39,723$
Ending Fund Balance $ 274,127 $ 10,032 $ 280,480 $ 295,378 $ 196,044 $ 100,408 $ 132,848 $ 172,572
TOWN OF TROPHY CLUB
CRIME CONTROL AND PREVENTION DISTRICT BUDGET FY 2023-24
WORKSHEET
BACKGROUND
The Trophy Club Police Department is working to improve our programs and provide the best
tools to our officers to maintain the highest level of safety and security for the Town.
This year the Crime, Control, Prevention, District (CCPD) will use a portion of the CCPD fund
balance to fund the purchase of the following:
K-9 Indy replacement, Indy will retire in FY23-24 after 9 years of service to the Town of
Trophy Club.
The purchase of a digital drug analyzing laser to be used at the schools and during drug
investigations.
Additionally, the CCPD FY23-24 budget request a renewed of the Flock camera system program
for 5 years. The 5-year contract offers a discount of $500.00 per camera per year, saving
$22,500. Also adding a 10th camera to the shopping area by 7-11.
ANALYSIS
Proposed FY 2023-24 Budget
Per the finance director, the proposed budget projects sales tax collection to be $350,000.
This budget year CCPD will be using fund balance dollars (exceeding revenue dollars) to purchase
the following one-time capital items:
K-9
Tru-Narc Drug Analyzer
CRIME CONTROL AND PREVENTION 2023 – 2024 PLANS
The Crime Control and Prevention District budget will focus on the following strategies:
EQUIPMENT AND NEW TECHNOLOGY - To carry out its mission, the police department
must equip and train its officers with various tools to maintain and improve public safety. Such
tools may include small pieces of equipment assigned to individual officers, as well as department
wide additions, such as capital equipment (vehicles). Supervisors, in conjunction with the Town's
Information Technology staff continues to evaluate new technology that can be employed to
enhance our efficiency.
61
SAFETY PROGRAMS:
The Town of Trophy Club Police Department, supported by CCPD funding, operates programs
that lead to the continued safety of the Town. In the last 5 years, Trophy Club has been ranked in
the top 5 safest cities in Texas each year- 3 of those times Trophy Club was ranked #1. This is the
best measure of any safety program. We are evaluated by outside independent agencies to
determine how effective our programs are working. Some examples of our programs include:
This year’s funding covers administrative and capital expenses for the CCPD programs.
FY 2023-24 Budget Detail
All the CCPD funding goes to support previously mentioned safety programs.
BEGINNING FUND BALANCE: $244,053
REVENUES
Sales Tax: FY 2032/24 Estimate: $350,000
PROPOSED EXPENDITURES:
Capital: $286,779
Purchase of three (3) police vehicles with added equipment:
K-9
TruNarc Handheld Narcotics Analyzer
Overtime: $24,636
SRO’s, Community Patrolling Program and safety inspections
Professional Outside Services: $55,000
Racial Profiling Reporting
Training
Legal
Early Intervention System (EIS)
Firearms Training, Ammunition, Duty Weapons and Equipment: $18,500
Office Supplies and Postage $5,000
Protective clothing/Uniforms: $6,000
Training for Officers: $18,500
62
Texas Commission on Law Enforcement (TCOLE) required classes
Classes for basic, intermediate and advanced level officer training
De-escalation and biased based training.
School Training Programs
Small Equipment: $75,000
Automated License Place Recognition System, Flock payment for a new 5 year contract to
hold the $2,500 per camera for that contract period. The new rate without the contract will
be $3,000 per camera per year.
Taser payment for year five (5) of a five (5) year contract:
Replacement of K9 Indy:
The Trophy Club PD K-9 Indy will be 10 years of age in April of 2024. His
optimum working life as a multipurpose tracking and drug detection dog is nearing its end.
Indy has become iconic within Trophy Club, gaining social capital everywhere he goes.
He has become the area “go to” K-9 considering his skill set and availability.
School Resource Officers: Crime Stoppers Funding and the purchase of a TruNarc drug
analyzer device.
The TruNarc Handheld Narcotics Analyzer TruNarc: Efficient, Economical, Safe
Agencies across the United States who deploy TruNarc are seeing immediate benefits:
• Even little known substances can be identified almost instantly in the field
• The need for Law Enforcement Officers to handle potentially lethal narcotics is greatly
reduced • Valuable lab time is freed up for higher priority cases
• Reduced demand for lab testing delivers significant cost savings TruNarc Success Stories
Quincy PD, Massachusetts: Littleknown Drugs Identified Quickly
• TruNarc immediately identified an unknown sample as Alpha-PVP (“Flakka”) a synthetic
cathinone • Official state-wide alert about new drug issued next day Etowah County,
Alabama: Reduced Court Wait Times
• “We’re definitely seeing a benefit because of TruNarc. We’re able to take cases to the
grand jury where before we didn’t have a toxicology report. Now, a defendant doesn’t have
to wait for his day in court. It’s been a godsend.” – Etowah County Charles County,
Maryland: Improved Protection for Law Enforcement Officers
• Using TruNarc, officers quickly identified fentanyl (a potent opioid absorbed by touch,
potentially causing overdose or death) in heroin seizure.
• “The safety of our officers is one of our top priorities, and this technology will allow us
to safely identify controlled dangerous substances quickly and accurately without having
63
to wait on lab results.” – Charles County Helping law enforcement stay ahead of the curve:
safe, precise narcotics identification limits direct contact quickly identified fentanyl
benefits
• Tests for almost 500 substances, including narcotics, stimulants, depressants,
hallucinogens and analgesics
• Library regularly updated to include emerging drug threats
• Requires no direct contact with most substances
• Delivers clear, real-time results for presumptive evidence
• Provides automated, tamper-proof records with scan results, including time-and-date
stamps to help expedite prosecution
PROGRAMS: BUDGET LINE ITEMS:
Bicycle Safety
Business Security and Inspections
Citizen on Patrol
Citizen Police Academy
Crime Prevention and Education
Crime Prevention Through Environmental Design
Golf Cart Safety and Inspection
Home security and inspection
Home vacation watch
Identifying theft strategies and reporting
National Night Out
Neighborhood Watch
Safety Fairs
School Resource Officer
Take Home/Silver Alert
Overtime:
Professional Outside Service:
School & Training:
Qualifying Expenses:
Meetings
Office Supplies
Postage
Publications/Books/ Subscriptions:
Uniforms
Protective Clothing:
Small Equipment:
Capital Equipment:
64
To: Mayor and Town Council
From: Patrick Arata, Interim Town Manager
CC: Terri Johnson, Interim Town Secretary
Re: Purchase Police Thermo Scientific TruNarc Drug Analysis and Identification
Town Council Meeting, July 25, 2023
Agenda Item:
Consider and take appropriate action regarding the purchase of the Thermo Scientific TruNarc
touchless drug analysis and identification scanner for the Police Department.
Strategic Link:
Safety & Security: Through the deployment of Raman spectroscopy, Police Officers can identify
all manner of illicit drugs in 30 seconds, without removing the drugs from a sealed plastic bag.
The TruNarc system represents a dramatic leap forward in Officer safety while providing
roadside scientific affirmation of criminal controlled substances, both of which enhance public
safety and lower crime rates.
Background and Explanation:
The Police Department is submitting the purchase order for approval for one new Thermo
Scientific TruNarc drug analyzer. This request is part of the council approved 2023-2024 CCPD
budget. The purchase will be in accordance with the GSA pricing contract.
The TruNarc drug analyzer’s point and shoot simplicity rapidly and safely identifies unknown
drugs/chemicals, while the substances remain contained in plastic, protecting Police staff from
accidental exposure to Fentanyl and other dangerous chemicals. In appropriately 30 seconds, the
TruNarc analyzer generates a tamper-proof report with test results, location, time, and Police
operator, the results of which are accepted in preliminary court proceedings to establish probable
cause and further protect the department and the Town from allegations of malfeasance.
Financial Considerations:
Approved in the 2023 – 2024 CCPD Capital Budget: $36,779.57 for the acquisition price of one
TruNarc Analyzer with a five-year unlimited warranty with one TruNarc Solution Kit.
Legal Review:
The Town Attorney has reviewed this item and concurs with the staff recommendation.
Board/Commission/ or Committee Recommendation:
The CCPD Board approved the purchase in the FY2023-2024 budget.
65
Page 2 of 2
2
0
0
8
Staff Recommendation:
Staff recommends the Council approve the request.
Attachments:
•TruNarc price quotes for purchase of one analyzer and one solution kit with a five-year
unlimited warranty: ($36,779.57)
•TruNarc Substance Library: Display names of identifiable substances
•Jacksonville State University case study of Thermo Scientific TruNarc
Town Council Approval:
Mayor Jeannette Tiffany or designee
66
To: Mayor and Town Council
From: Patrick Arata, Interim Town Manager
CC: Terri Johnson, Interim Town Secretary
Re: Purchase Replacement K-9 Units
Town Council Meeting, July 25, 2023
Agenda Item:
Consider and provide directions regarding the purchase and replacement of the K-9 units for the Police
Department.
Strategic Link:
Safety & Security:
Background and Explanation:
The Trophy Club PD K-9 Indy will be 10 years of age in April of 2024. His optimum working life as a
multipurpose tracking and drug detection dog is nearing its end.
Indy has become iconic within Trophy Club, gaining social capital everywhere he goes. He has become the
area “go to” K-9 considering his skill set and availability. Surrounding agencies request deployment of
Indy weekly, in addition to his normal presence beside K-9 handler Sgt. Barry Sullivan in Patrol. So far
this year, Indy has alerted, leading to the seizure of over 150 lbs. of marijuana, 1 kilo of fentanyl powder
and over 33 lbs. of methamphetamine. Indy has also been deployed multiple times to assist in tracking
felons or lost persons. Whether the K-9 is deployed within Trophy Club or as a regional resource, the need
offsets the cost.
Financial Considerations:
Approved in the 2023 – 2024 CCPD Capital Budget: $25,000.00 for the acquisition of a replacement K-9.
Legal Review:
The Town Attorney has reviewed this item and concurs with the staff recommendation.
Board/Commission/ or Committee Recommendation:
The CCPD Board will approve the purchase in the FY2023-2024 budget.
Staff Recommendation:
Staff recommends the Board approve the request for the 2023-2024 budget.
Attachments:
67
Page 2 of 2
2
0
1
2
Board Approval:
Mayor Jeanette Tiffany or designee
68
To: Mayor and Town Council
From: Patrick Arata, Interim Town Manager
CC: Terri Johnson, Interim Town Secretary
Re: New Flock Safety Contract
Town Council Meeting, July 25, 2023
Agenda Item:
Consider and take appropriate action regarding the acquisition of a new Flock Safety contract for the
Police Department.
Strategic Link:
Safety & Security: Achieve exceedingly high standards for public safety and low crime rate.
Background and Explanation:
The Police Department is submitting a contract for approval for the lease of ten Flock surveillance
cameras for a period of five years. The contact will include the existing nine cameras installed under the
previous contract along with the addition of a tenth camera to cover an access point into the Town from a
private roadway not currently monitored by the existing cameras.
The additional camera will surveil a private drive which permits public entry into the Town from
Westlake while bypassing all nine of the existing Flock cameras. In response to a series frauds committed
at the First Financial Bank, 95 Trophy Club Drive, the tenth camera will provide photographic evidence to
assist in identifying those persons who currently enter the Town from the 7Eleven parking lot and drive
through the private drive east of the Meat-U-Anywhere Restaurant, avoiding the Flock cameras on
Trophy Club Drive and westbound Texas 114 Access at Clair Drive. The same camera should also assist
in identifying vehicles/persons committing thefts from the 7Eleven, 2101 Texas 114 Access.
This request is part of the Council approved 2023-2024 CCPD budget. The acquisition will be made
under the Flock Safety contract.
Financial Considerations:
Approved in the 2023 – 2024 CCPD Capital Budget: The contract for the existing nine cameras is
$112,500 with an additional $12,495 for the tenth new camera. The total expenditure for the duration of
the five-year Flock Safety contract for all ten cameras is $124,995.
Legal Review:
The Town Attorney has reviewed this item and concurs with the staff recommendation.
69
Page 2 of 2
2
0
0
9
Board/Commission/ or Committee Recommendation:
The CCPD Board approved the purchase in the FY2023-2024 budget.
Staff Recommendation:
Staff recommends the Council approve the request.
Attachments:
•Flock Safety Contract ($124,995)
Town Council Approval:
Mayor Jeannette Tiffany or designee
70
To: Mayor and Town Council
From: Patrick Arata, Interim Town Manager
CC: Terri Johnson, Interim Town Secretary
Re: Purchase Replacement Police Patrol Units
Town Council Meeting, July 25, 2023
Agenda Item:
Consider and provide directions regarding the purchase of three (3) patrol units for the Police Department.
Strategic Link:
Safety & Security:
Background and Explanation:
Police patrol vehicles are constantly in motion in all environmental conditions. Four vehicles have
accumulated over 125,000 miles and average 8 years old, compelling more frequent repairs.
Financial Considerations:
Approved in the 2023 – 2024 CCPD Capital Budget: $150,000.00 for the acquisition price of three (3)
patrol Units.
Legal Review:
The Town Attorney has reviewed this item and concurs with the staff recommendation.
Board/Commission/ or Committee Recommendation:
The CCPD Board will approve the purchase in the FY2023-2024 budget.
Staff Recommendation:
Staff recommends the Board approve the request for the 2023-2024 budget.
Attachments:
Town Council Approval:
Mayor Jeanette Tiffany or designee
71
To: Mayor and Town Council
From: Patrick Arata, Interim Town Manager
CC: Terri Johnson, Interim Town Secretary
Re: Emergency Equipment Upfitting Police Patrol Units
Town Council Meeting, July 25, 2023
Agenda Item:
Consider and provide directions regarding the emergency equipment upfitting of three patrol units for the
Police Department.
Strategic Link:
Safety & Security:
Background and Explanation:
Equipment and labor to either transfer items from a retired vehicle or replace as new into a new vehicle is
approximately $25,000.00 per unit. This request is to upfit three patrol units.
Financial Considerations:
Approved in the 2023 – 2024 CCPD Capital Budget: $75,000.00 for the cost to upfit three patrol units.
Legal Review:
The Town Attorney has reviewed this item and concurs with the staff recommendation.
Board/Commission/ or Committee Recommendation:
The CCPD Board will approve the cost in the FY2023-2024 budget.
Staff Recommendation:
Staff recommends the Board approve the request for the 2023-2024 budget.
Attachments:
Board Approval:
Mayor Jeanette Tiffany or designee
72
Page 1 of 1
To: Mayor and Town Council
From: Patrick Arata, Town Manager
CC: Tamara Smith, Assistant to the Town Manager
Re: Trophy Club EDC 4B Budget
Agenda Item:
Consider and take appropriate action regarding the Trophy Club Economic Development
Corporation (EDC) 4B Budget for Fiscal Year 2024.
Strategic Link:
Administrative & Financial-Exercise fiscal discipline in all Town operations.
Background and Explanation:
The EDC held a meeting on July 11, 2023, to discuss the EDC 4B proposed Fiscal Year 2024, which
resulted in the approval of next year's budget. The EDC 4B budget is now ready for adoption by
the Town Council.
Financial Considerations:
The Fiscal Year 2024 EDC 4B Budget projects $753,125 in revenues and $634,426 in expenditures
related to economic development for the Town of Trophy Club.
Board/Commission/ or Committee Recommendation:
The EDC held a meeting on July 11, 2023, to discuss the EDC 4B proposed Fiscal Year 2024
budget and recommends that the Town Council approve.
Staff Recommendation:
Staff recommends approval of the Fiscal Year 2024 EDC 4B proposed budget.
Attachments:
•Fiscal Year 2024 EDC 4B proposed budget.
73
TOWN OF TROPHY CLUB, TEXAS
Annual Program of Services
EDC 4B FY 2021
ACTUAL
FY 2022
AMENDED
FY 2022
ACTUAL
FY 2023
AMENDED
BUDGET
FY 2023
ESTIMATE
FY 2024
PROPOSED
FY 2025
PROJECTED
FY 2026
PROJECTED
Starting Net Position 365,706$ 212,994$ 681,082$ 748,531$ 1,213,252$ 1,468,776$ 1,587,459$ $ 1,710,549
Revenue
Sales Tax ‐ General $ 669,026 $ 600,000 $ 748,791 $ 700,000 $ 500,166 $ 700,000 $ 714,000 $ 728,280
Interest Income 22 4,080 4,831 500 34,776 500 510 520
Miscellaneous Revenue ‐ 53,625 ‐ 52,625 ‐ 52,625 51,625 50,625
Total Revenue 669,048$ 657,705$ 753,622$ 753,125$ 534,942$ 753,125$ 766,135$ 779,425$
Expenses
Professional Outside Services $ 4,500 $ 15,000 $ ‐ $ 50,000 $ 5,000 $ 50,000 $ 51,000 $ 52,020
Auditing 4,000 5,000 5,000 5,000 5,000 5,000 5,100 5,202
Advertising 10,904 35,000 12,895 25,000 25,000 25,000 25,500 26,010
Printing ‐ 200 ‐ 500 ‐ 500 510 520
Schools & Training ‐ 1,000 ‐ 3,000 ‐ 3,000 3,060 3,121
Dues & Membership ‐ 1,200 ‐ 2,500 ‐ 2,500 2,550 2,601
Travel & Per Diem ‐ 750 ‐ 2,000 ‐ 2,000 2,040 2,081
Office Supplies ‐ 200 ‐ 500 ‐ 500 510 520
Miscellaneous Expense ‐ 4,000 2,500 4,000 2,500 4,000 4,080 4,162
Incentive Programs 100,000 ‐ ‐ ‐ ‐ 300,000 306,000 312,120
Depreciation Expense ‐ EDC ‐ ‐ ‐ ‐ ‐
Bond Interest ‐ ‐ 90,258 ‐ ‐ ‐ ‐ ‐
Paying Agent Fees 600 408 800 416 400 424 433 441
Transfer to General Fund 40,000 40,000 ‐ 40,000 40,000 40,000 40,000 40,000
Transfer to General Fund/DSR ‐ ‐ ‐ ‐
Transfer to Debt Service 193,668 200,257 110,000 201,518 201,518 201,518 202,263 202,463
Total Expenses 353,672$ 303,015$ 221,453$ 334,434$ 279,418$ 634,442$ 643,046$ 651,261$
Net Increase (Decrease) 315,376$ 354,690$ 532,169$ 418,691$ 255,524$ 118,683$ 123,089$ 128,164$
Ending Net Position $ 681,082 $ 567,685 $ 1,213,252 $ 1,167,223 $ 1,468,776 $ 1,587,459 $ 1,710,549 $ 1,838,714
Page 1 of 3
To: Mayor and Town Council
From: Matt Cox, Director of Community Development
CC: Patrick Arata, Interim Town Manager
Terri Johnson, Interim Town Secretary
Re: Case FP-23-004 The Oak Estates
Town Council Meeting, July 25, 2023
Agenda Item:
Case FP-23-004 The Oak Estates at Trophy Club (3H)
A. Consider and take appropriate action on a request for a Final Plat for Lots 1-9, Block A, The Oak
Estates at Trophy Club, consisting of 4.339 acres out of the Thomas J. Allen Survey, Abstract No.
7, located west of Milsons Point Drive, Trophy Club, Texas.
Strategic Link:
Infrastructure & Development – Foster a business-friendly environment.
Background and Explanation:
The subject property was formerly known as gas well site 3H and is zoned R-15 Single Family District.
The property owner is requesting to develop the property as eight residential lots and one open space
lot with a public cul-de-sac street serving each lot. The Preliminary Plat for The Oak Estates at Trophy
Club was approved by the Town Council on September 27, 2021.
The property is zoned as the R-15 zoning district, which requires a minimum lot size of 15,000 square
feet, minimum 30 foot front and 25 foot rear setbacks, and 12.5 foot side setbacks unless the property is
adjacent to a street, in which case a 20 foot side setback is required. The side setback for one side yard
may be reduced to 7.5 feet if the distance between buildings and structure on contiguous lots remains a
minimum of 25 feet. Lots are required to be 90 feet wide (110 feet when adjacent to a side street) and
120 feet deep (100 feet for a cul-de-sac lot). Cul-de-sac streets are limited to 600 feet in overall width as
measured from the street centerline of the intersecting street and the radius point of the cul-de-sac. The
proposed cul-de-sac street exceeds 600 feet and a subdivision ordinance waiver/variance was approved
by the Town Council at the time of the Preliminary Plat consideration. There is an existing fire hydrant at
the end of Milsons Point Drive and the engineering plans indicate another fire hydrant planned at the
end of Tulip Drive.
A homeowner’s association (HOA) will be created with the filing of the Final Plat that will maintain any
common elements. In this case, Lot 9, Block A is a common area lot that will be owned and maintained
75
Page 2 of 3
by the HOA. The subdivider will also be required to dedicate fee-in-lieu of parkland at the time of Final
Plat filing.
The applicant has submitted engineering plans and the Town Engineer has approved them. A five (5)
foot drainage easement was added to Lots 1 and 2, Block A, since the Preliminary Plat and preliminary
engineering were submitted and approved.
At the time of Preliminary Plat consideration, the Planning & Zoning Commission recommended
including the numerical identification of the capped gas well and the approved grading plans include the
note.
The plat illustrates proposed access from an existing access easement (Lot 100X, Block L of The
Highlands at Trophy Club Neighborhood 7, Phase 3C Addition) that was used for the former gas well (see
Figure 1 below). The access easement and private open space lot is owned by The Highlands at Trophy
Club Homeowners Association. The developer, staff, and the HOA had worked on a right-of-way and
access easement to accommodate access, utility installation, and road construction, etc. for the lot and
the land use attorney recommended the lot being dedicated to the Town for full rights. The Town and
HOA are working on transferring ownership of the lot to the Town for right-of-way purposes. The Final
Plat recommendation for approval shall include a condition that the completion of the ownership to the
Town of Trophy Club of Lot 100X, Block L, of The Highlands at Trophy Club Neighborhood 7, Phase 3C
Addition occur or the right-of-way and access easement be executed prior to the Final Plat filing.
Figure 1: Proposed Access Point to Subdivision
The Planning and Zoning Commission considered the Final Plat at the July 6th meeting and requested the
following items be addressed :
1. The applicant’s engineer and the Town’s engineer shall investigate any visibility requirements
for the intersection of the Milsons Point cul-de-sac and Tulip Drive. 76
Page 3 of 3
The applicant has stated, and the engineering plans illustrate, a stop sign to be located at the
intersection of Milsons Point and Tulip Drive. Therefore, vehicles leaving The Oak Estates must
come to a complete stop before entering the Milsons Point cul-de-sac.
2. An adjacent landowner previously attended the P&Z meeting where the Preliminary Plat was
considered and emphasized a need to consider the additional traffic from The Oak Estates,
visibility for the driveway, and the safety of kids playing in the cul-de-sac. The Commissioners
directed the visibility be reviewed and to include some type of traffic calming device to slow
drivers down and observe before traveling onto Milsons Point on the civil plans in their motion
to approve. This intersection is not a traditional intersection.
Options to be considered:
• Stop sign, yield sign
• Restrict fence, provide an angle, at the rear of Lot 8
• Island/narrow the paving section
• No road humps
The engineering plans for the development include a stop sign and the applicant has stated the stop sign
will provide adequate traffic calming and there is no visibility issue with the location of the intersection
and the landowner’s driveway at the east side of the lot.
Financial Considerations:
Not applicable.
Legal Review:
This item is under review by the Interim Town Attorney.
Staff Recommendation:
Staff recommends approval with the following condition:
The Final Plat is recommended for Town Council approval subject to Lot 100X, Block L, of The Highlands
at Trophy Club Neighborhood 7, Phase 3C Addition being deeded to the Town of Trophy Club or the
right-of-way and access easement, be executed and accepted by the Town of Trophy Club, prior to Final
Plat filing.
Planning & Zoning Commission Recommendation:
The P&Z Commission voted (6-0) to recommend approval of the Final Plat with the following condition:
1. Lot 100X, Block L, of The Highlands at Trophy Club Neighborhood 7, Phase 3C Addition shall be
deeded to the Town of Trophy Club or a right-of-way and access easement be executed prior to
Final Plat filing; and
2. The civil plans shall be revised to address the consideration for traffic calming and visibility at
the intersection of Milsons Point and Tulip Drive.
Attachments:
• Exhibit A – Final Plat, The Oak Estates at Trophy Club
77
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7MILSONS POINT DRIVEREDFERN DRIVE
P.O.B.TULIP DRIVETULIP D
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G:\TXN\Projects\Scott Beck\8960-00-Trophy_Club_Sites_2H-15H\SV\04_Finals\8960-00_3H\8960-00_3H_FPLT.dwg 2023-07-06-09:13 rsilvasVICINITY MAP
(NOT TO SCALE)
777 Main Street, Suite 1900, Fort Worth, TX 76102
BGE, Inc.
TBPLS Registration No. 10194416
Tel: 817-887-6130 • www.bgeinc.com
Copyright 2023
Contact: René Silvas, R.P.L.S.
Telephone: 817-752-4183 —Email: rsilvas@bgeinc.com
SURVEYOR
FINAL PLAT
THE OAK ESTATES
AT TROPHY CLUB
9 TOTAL LOTS
8 RESIDENTIAL LOTS
LOTS 1-8, BLOCK A
1 OPEN SPACE LOT
LOT 9, BLOCK A
BEING 4.339 ACRES OUT OF THE
THE THOMAS J. ALLEN SURVEY, ABSTRACT NUMBER 7
TOWN OF TROPHY CLUB, DENTON COUNTY, TEXAS
JULY 2023
SHEET 1 OF 2
8040200
SCALE: 1" = 40'
GENERAL NOTES:
1.Bearing system for this survey is based on the North American Datum of 1983, NA2011 (Epoch 2010.00), Texas State Plane Coordinate System, North Central Zone 4202,
based on observations made on May 25, 2021 with an applied combined scale factor of 1.00015063. Distances and areas shown are surface values in U.S. Survey Feet.
2.The floodplain boundaries are not shown hereon. The subject tract lies with Zone X as delineated on Flood Insurance Rate Map for Denton County, Texas and Incorporated
Areas, Map Number 48121C0520G with Map Revised April 18, 2011.
Zone X - Areas determined to be outside the 0.2% annual chance floodplain
3.The Town or the Trophy Club Municipal Utility District No. 1, as applicable, shall issue no permit until the completion of all dedicated improvements, and acceptance of such
improvements associated with the subdivision, are approved by the Town.
4.The Oak Estates at Trophy Club HOA shall be established and shall be responsible for the operation and maintenance of any commonly held property including but not limited
to open spaces, landscaping, screening walls and releases the Town of Trophy Club from such responsibility. Should the entity responsible for maintenance of common held
property fail to perform the function, the Town has the authority to provide appropriate maintenance and repair and collect appropriate fees and reimbursements.
5.Selling a portion of this addition by metes and bounds is a violation of Town ordinance and State law and is subject to fines and withholding of utilities and building permits.
6.This plat does not alter or remove existing deed restrictions, if any, on this property.
7.Lot 9 is an Open Space lot and to be owned and maintained by The Oak Estates at Trophy Club HOA
8.Each homeowner will be responsible for the maintenance of the retaining wall on their property.
CIRS 5/8" IRON ROD SET WITH "BGE" CAP
/M.R.D MONUMENT OF RECORD DIGNITY
P.O.B.POINT OF BEGINNING
DOC. NO.DOCUMENT NUMBER
O.R.D.C.T.OFFICIAL RECORDS DENTON COUNTY, TEXAS
P.R.D.C.T.PLAT RECORDS DENTON COUNTY, TEXAS
R.O.W.RIGHT-OF-WAY
SQ. FT.SQUARE FEET
ABSTRACT LINE
EASEMENT LINE
LOT LINE
PROPERTY LINE
LEGEND
Cabinet_________, Page_______
OWNER
TROPHY CLUB ESTATES DEVELOPMENT, LP.
13101 Preston Road, Suite 510
Dallas, TX 75240
78
G:\TXN\Projects\Scott Beck\8960-00-Trophy_Club_Sites_2H-15H\SV\04_Finals\8960-00_3H\8960-00_3H_FPLT.dwg 2023-07-06-09:13 rsilvasOWNER'S DEDICATION
That, TROPHY CLUB ESTATES DEVELOPMENT, LP. does hereby adopt this plat designating the hereabove described real
property as THE OAK ESTATES AT TROPHY CLUB, an addition to the Town of Trophy Club, Denton County, Texas, and do
hereby dedicate to the public's use forever the streets and easements shown thereon.
WITNESS, my hand this the _____ Day of ___________________ , 2023.
BY: _______________________________
NAME:
TITLE:
STATE OF TEXAS §
COUNTY OF ____________________ §
BEFORE ME, the undersigned, a Notary Public in and for The State of Texas, on this day personally appeared
_______________________________, known to me to be the person and officer whose name is subscribed to the foregoing
instrument, and acknowledged to me that he/she executed the same for the purpose and considerations therein expressed and in
the capacity therein stated,
GIVEN UNDER MY HAND AND SEAL OF OFFICE, this the _____ day of ___________________ , 2023.
______________________________________________
Notary Public, The State of Texas
My Commission Expires _____________________________
OWNER'S CERTIFICATE
BEING, all of that 4.339 acre (189,000 square foot) tract of land situated in the Thomas J. Allen Survey, Abstract Number 7, in the
Town of Trophy Club, Denton County, Texas; being all of that tract of land described as Trophy Club Parcel 3H in Special
Warranty Deed to Trophy Club Estates Development, LP. as recorded in Instrument No. 2023-1983 of the Official Records of
Denton County, Texas; said 4.339 acre tract of land being more particularly described by metes and bounds as follows:
BEGINNING, at a 5/8-inch iron rod with “BGE” cap set at northeast corner of said Trophy Club Parcel 3H tract; said point being a
reentrant corner in the south line of Block L, The Highlands at Trophy Club Neighborhood 7, Phase 3C Addition, an addition to
the Town of Trophy Club as recorded in Document No. 2014-107 of the Plat Records of Denton County, Texas; from said point an
“X” cut in concrete found for corner bears South 72 degrees 40 minutes 23 seconds East, a distance of 27.80 feet; and from said
point an “X” cut in concrete found for corner bears North 25 degrees 34 minutes 33 seconds East, a distance of 168.48 feet;
THENCE, South 14 degrees 06 minutes 03 seconds East, at a distance of 202.64 feet passing a salient corner in the south line of
said Block L, said point being a salient corner in the north line of Lot 1, Block 1, Freedom Park, an addition to the Town of Trophy
Club as recorded in Document No. 2011-73 of said Plat Records, continuing in all a total distance of 450.00 feet to a 5/8-inch iron
rod with “BGE” cap set at the southeast corner of said Trophy Club Parcel 3H tract; said point being a reentrant corner in the
north line of said Block 1;
THENCE, South 75 degrees 53 minutes 57 seconds West, with the south line of said Trophy Club Parcel 3H tract and a north line
said Block 1, a distance of 420.00 feet to a 5/8-inch iron rod with “BGE” cap set at the southwest corner of said Trophy Club
Parcel 3H tract;
THENCE, North 14 degrees 06 minutes 03 seconds West, at a distance of 333.29 feet passing a salient corner in the north line of
Block 1 and a salient corner in the south line of said Block L, continuing in all a total distance of 450.00 feet to a 5/8-inch iron rod
with “BGE” cap set at the northwest corner of said Trophy Club Parcel 3H tract; said point being a reentrant corner in the south
line of said Block L;
THENCE, North 75 degrees 53 minutes 57 seconds East, with the north line of said Trophy Club Parcel 3H tract and a south line
of said Block L, a distance of 420.00 feet to the POINT OF BEGINNING and containing an area of 4.339 acres or 189,000 square
feet of land, more or less.
UTILITY CERTIFICATE
THE UNDERSIGNED UTILITY HAS REVIEWED THE FINAL PLAT AND IS IN AGREEMENT
WITH THE LOCATION OF ALL EASEMENTS AND RIGHTS- OF -WAY SHOWN ON THE PLAT.
CHARTER
ONCOR ELECTRIC DELIVERY
AT&T
ATMOS ENERGY CORPORATION
TROPHY CLUB MUNICIPAL DISTRICT No. 1
TOWN COUNCIL & PLANNING AND ZONING COMMISSION APPROVAL
APPROVED: _____________________________________
TOWN OF TROPHY CLUB
DENTON COUNTY, TEXAS
BY: , MAYOR
ATTEST: , TOWN SECRETARY
ATTEST: , PLANNING AND ZONING COMMISSION CHAIRMAN
DATE: .
SURVEYOR'S CERTIFICATE
That I, René Silvas, do hereby certify that I prepared this plat from an actual and accurate survey of the land and that the corner
monuments shown therein were properly placed under my supervision in accordance with the subdivision regulations of the Town
of Trophy Club.
Dated this the _____ Day of ___________________ , 2023.
_______________________________________
René Silvas
RPLS No. 5921
STATE OF TEXAS §
COUNTY OF TARRANT §
BEFORE ME, the undersigned, a Notary Public in and for The State of Texas, on this day personally appeared René Silvas,
known to me to be the person whose name is subscribed to the foregoing instrument, and acknowledged to me that he executed
the same for the purpose and considerations therein expressed and in the capacity therein stated,
GIVEN UNDER MY HAND AND SEAL OF OFFICE, this the ____ Day of ___________________ , 2023.
____________________________________________
Notary Public, The State of Texas
My Commission Expires _____________________________
777 Main Street, Suite 1900, Fort Worth, TX 76102
BGE, Inc.
TBPLS Registration No. 10194416
Tel: 817-887-6130 • www.bgeinc.com
Copyright 2023
Contact: René Silvas, R.P.L.S.
Telephone: 817-752-4183 —Email: rsilvas@bgeinc.com
SURVEYOROWNER
TROPHY CLUB ESTATES DEVELOPMENT, LP.
13101 Preston Road, Suite 510
Dallas, TX 75240
FINAL PLAT
THE OAK ESTATES
AT TROPHY CLUB
9 TOTAL LOTS
8 RESIDENTIAL LOTS
LOTS 1-8, BLOCK A
1 OPEN SPACE LOT
LOT 9, BLOCK A
BEING 4.339 ACRES OUT OF THE
THE THOMAS J. ALLEN SURVEY, ABSTRACT NUMBER 7
TOWN OF TROPHY CLUB, DENTON COUNTY, TEXAS
JULY 2023
SHEET 2 OF 2
Cabinet_________, Page_______
Preliminary, this document
shall not be recorded for any
purpose and shall not be
used or viewed or relied upon
as a final survey document.
79
Page 1 of 8
To: Mayor and Town Council
From: Matt Cox, Director of Community Development
CC: Patrick Arata, Interim Town Manager
Terri Johnson, Interim Town Secretary
Re: Case PD-AMD-23-001 Hutchins BBQ
Town Council Meeting, July 25, 2023
Agenda Item:
Case PD-AMD-23-001 (Hutchins BBQ PD Amendment)
a. Conduct a public hearing regarding a request made by Hutchins National, LLC to amend Planned
Development District-25 (PD-25) to accommodate Roy Hutchins BBQ. The subject property is
legally described as Trophy Wood Business Center, Block B, Lot 2R2, approximately 2.052 acres,
and is generally located at the northeast corner of Trophy Wood Drive and SH 114 in the Town of
Trophy Club, Tarrant County, Texas. The property is addressed as 3000 SH 114, Trophy Club, Texas.
(M. Cox)
b. Discuss and possibly act on an ordinance regarding a request made by Hutchins National, LLC to
amend Planned Development District-25 (PD-25) to accommodate Roy Hutchins BBQ. The subject
property is legally described as Trophy Wood Business Center, Block B, Lot 2R2, approximately
2.052 acres, and is generally located at the northeast corner of Trophy Wood Drive and SH 114 in
the Town of Trophy Club, Tarrant County, Texas. The property is addressed as 3000 SH 114, Trophy
Club, Texas. (M. Cox)
Strategic Link:
Infrastructure & Development – Foster a business-friendly environment.
Background and Explanation:
The applicant, Hutchins National, LLC, has requested a Planned Development District (PD-25) amendment,
to Tract 3, to accommodate outside storage containers, a walk-in cooler on the exterior of the building,
exterior modifications, and signage at their location at 3000 SH 114 in Trophy Wood Business Center. The
site was constructed for Bread Winners Café and The Trophy Table later occupied the space. Plans,
elevations, and signage exhibits follow the report.
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Page 2 of 8
Storage Containers:
The proposed outside storage containers are necessary for the storage of wood and other supplies used
in the production of BBQ on site. The existing PD regulations prohibit outdoor storage. The proposed
outside storage containers are to be screened with a newly constructed masonry wall nine (9) feet in
height on the north elevation and adding three (3) feet to the existing walls surrounding the storage area
along the eastern elevation. The wood fence on the south elevation in the eastern portion of the site will
be increased by three (3) feet to ensure full screening.
Outside Walk-In Cooler:
The applicant is proposing the relocation of the approximate 150 square foot walk in cooler with a nine
(9) foot masonry wall masonry wall matching the existing walls to screen the cooler on the north side of
the existing building. The application request was revised at the Planning & Zoning Commission meeting
from a wood fence to the masonry wall. The existing walk-in cooler measures eight (8) feet in height. Staff
has informed the applicant and consultant that storing of racks and carts associated with the restaurant
use will not be visible outside the building.
Screening:
The proposed amendment also reflects the installation of ten (10) smokestacks and two (2) exhaust fans
that protrude through the roof of the structure on the west elevation of the building. At the time the
amendment was presented to the Planning & Zoning Commission, the equipment did not include
screening requirements. The applicant has revised the application to reflect the Planning & Zoning
Commission’s recommendation as follows:
1. A perforated metal fence screen, painted in a monochromatic high-temperature color, will be
provided around the two exhaust fans; and
2. The smokestacks shall be painted in a monochromatic high-temperature paint to blend with the
roof color.
The elevations illustrate a 36-inch perforated metal screen to be added to the roof structure to provide
for screening. The elevations include the graphic image of the fans to be screened to demonstrate the
screening is an appropriate height. Both the perforated metal screen around the exhaust fans and the
smokestacks are proposed to be painted with XTC High Temperature Paint, Cast Iron Grey (Matte),
withstanding a temperature up to 1500 degrees F, as labeled on the building elevations.
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Page 3 of 8
The applicant has provided a color sample image (inserted below) illustrating the cast-iron grey paint
color. The specified color will appear very similar to the color on the base of the exhaust fans and blend
with the color of the mansard roof and has stated the matte paint finish will be suitable.
The western and southern elevations include screened-in areas for the BBQ/smoking pits as illustrated in
the building elevations.
Signage:
At the time the Planning & Zoning Commission reviewed the proposed amendment the signage
information was incomplete. The Commission was able to make a recommendation regarding all of the
signage with the exception of the signs to be painted on the front/southern/SH 114 elevation.
Type of Sign Code Allowance PD Application
South Elevation/SH 114
Wall Sign (Original Roy Hutchins
BBQ Logo)
Illuminated: 50 SF
Original Application:
84” X 120” (7’ X 10’) 70 SF
(Note: Breadwinners Café was
6’-10 ½” X 6’)
Revised after P&Z to:
6’ X 12’
Black and White
Projecting/Blade Sign (BBQ) Prohibited Copy change for an existing
sign. No Size Information
Available from applicant
(Note: Breadwinners Café
projecting/blade sign was
2’-3 7/8” X 10’ with neon)
Black and White
Signage Painted on Brick
Hutchins BBQ-2
USDA Prime-1
Coca Cola-1
Prohibited
1.5’ X 2.5’ Black and White
1.5’ X 2.5’ Red, White, & Blue
1.5’ X 2.5’ Red, White, & Black
West Elevation/Trophy Wood
Drive
Roof (Canopy) Sign
HUTCHINS BBQ FACTORY
(Existing sign frame from The
Trophy Table)
25 SF or 10% of the face of
the canopy of which it is a
part of or to which it is
45” X 60’
Similar to size used by Trophy
Table and Breadwinners Café
82
Page 4 of 8
attached, whichever is
greater
North Elevation None Proposed
East Elevation None Proposed
Illuminated Wall Sign
ORIGINAL APPLICATION:
Applicant stated at P&Z meeting the sign would be black and white.
Proposed Dimensions: 84” X 120” = 7’ X 10’
P&Z recommended 7’ X 10’ and black and white colors.
REVISED APPLICATION:
Proposed Dimensions: 6’ X 12’
83
Page 5 of 8
Projecting/Blade Sign
No size or lighting information has been provided. Staff anticipates the sign to be the same size (2’-3
7/8” X 10’) as Breadwinners Café sign and possibly neon.
Breadwinners Café Projecting/Blade Sign
Signage Painted on Brick
At the time of the Planning & Zoning Commission consideration, no size or quantity information had
been provided.
REVISED APPLICATION:
All proposed painted sign dimensions are 1.5’ X 2.5’
Hutchins BBQ-2
USDA Prime-1
Coca Cola-1
84
Page 6 of 8
Roof (Canopy) Sign
Anticipate size to be the same as Breadwinners Café and The Trophy Table. No information if backing is
solid black or the screen frame as previous tenants.
Previous Signage
Google Image
It is customary for dining and entertainment areas to promote unique and innovative signage and the
location of Hutchins BBQ would qualify for such exceptions to the standard signage allowances. There are
other signs in the Town that are projecting and painted signs.
Existing PD Regulations:
The original PD 25 approved in 2002 for Trophy Wood Center established the Area Building and Site
Regulations regarding front yard, side yard, etc. and those regulations are not changing. The amendment
in 2015 for Bread Winners Café established the:
• Final Detailed Site Plan
• Building Elevations
• Site Line Studies
• Landscape Plan and Plant List
• Photometric Plan
• Wall and Fence Criteria
• Signage
• Development Schedule
Note: There are no records for PD amendments when The Trophy Table occupied the space.
85
Page 7 of 8
PD 25 outlines the information to be included and the following requirements will be addressed in the PD
amendment as outlined below:
1. Final Detailed Site Plan and Elevations
The Architectural Site Plan A001, Construction Plan A101, and New Paving Plan A103 will satisfy
the requirements for the Final Detailed Site Plan. A Civil Site Plan will not be required.
2. Site Line Studies
Site Line Studies previously established in Ordinance 2015-44 P&Z will be utilized to satisfy the
site line study requirements.
3. Landscape Plan and Plant List
The previously approved Landscape Plan in Ordinance 2015-44 P&Z will be utilized for this
application and a new plan will not be required. The applicant will replace any dead materials or
material removed to extend the screening wall along the eastern elevation.
4. Photometric Plan
The previously approved Photometric Plan in Ordinance 2015-44 P&Z will be utilized for this
application and a new plan will not be required.
5. Wall and Fence Criteria
The previously approved Wall and Fence Criteria for the dumpster enclosure in Ordinance 2015-
44 P&Z will be utilized for this application and a new plan will not be required.
6. Signage
The proposed signage for the new restaurant user will be included as an exhibit in the amending
ordinance and no other action will be required by the Town Council.
7. Development Schedule
The site is an existing development and a Development Schedule will not be required.
No further review of the above noted requirements will be required by the Town Council for this tract
unless plans differ from what is anticipated to be approved for this amendment.
The applicant opened for business on June 9th and they have been informed that any modifications not
currently allowed in the existing PD-25 zoning may not be initiated until the Planning & Zoning
Commission has recommended and the Town Council has approved the PD amendment application.
Financial Considerations:
Not applicable.
Legal Review:
This item is under review by the Interim Town Attorney.
Public Hearing Notifications:
Notice of the public hearing was distributed as required by The Town of Trophy Club Zoning Ordinance
and State Law. Staff has not received any letters in support or in opposition to the PD Amendment
application.
Staff Recommendation:
Staff recommends approval of the PD amendment for Hutchins BBQ as recommended by the Planning &
Zoning Commission and outlined in the staff report and the proposed zoning ordinance.
Planning & Zoning Commission Recommendation:
The P&Z Commission voted (5-1) to recommend approval of the PD amendment with the following
conditions:
86
Page 8 of 8
1. Change the wood fence screening around the walk-in cooler to the CMU to match the existing walls;
2. Add a perforated metal fence screen around the two exhaust fans; and
3. Add a note that the smokestacks will be painted in a monochromatic high-temperature paint to
blend with the roof color.
Attachments:
• Final Detailed Site Plan/Architectural Site Plan and Elevations
• Proposed PD-25 Amendment Ordinance
87
88
89
90
Page 1 of 18
TOWN OF TROPHY CLUB, TEXAS
ORDINANCE NO. 2023-XX P&Z
AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS
AMENDING ORDINANCE NO. 2002-41 P&Z, AND ORDINANCE NO.
2015-44 P&Z KNOWN AS PD PLANNED DEVELOPMENT DISTRICT NO.
25, TROPHY WOOD BUSINESS CENTER, BY ADOPTING EXHIBIT “D”
ENTITLED “TRACT 3 DEVELOPMENT PLANS ”, TO ADOPT EXHIBITS
3-1 THROUGH 3-7 TO EXHIBIT “D-3” FOR LOT 2R-2, BLOCK B,
TROPHY WOOD ADDITION (TRACT 3) AS SET FORTH IN IN EXHIBITS
3-1 THROUGH 3-7 TO EXHIBIT “D-3”; PROVIDING FOR
INCORPORATION OF PREMISES; PROVIDING FOR AMENDENTS TO
ADOPT EXHIBITS 3-1 THROUGH 3-7 PROVIDING A FINAL DETAILED
SITE PLAN, LANDSCAPE PLAN, BUILDING ELEVATIONS, SITE LINE
STUDIES, PHOTOMETRIC PLAN, RETAIING WALL AND FENCE
CRITERIA, AND SIGNAGE CRITERIA, 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, the Town Council of the Town of Trophy Club, Texas (the “Town”), is
authorized and empowered by law, in accordance with Chapter 212 of the Texas Local
Government Code, to regulate the subdivision of land and property development within
the Town; and
WHEREAS, on 2 December, 2002, the Town adopted Ordinance No. 2002-41
P&Z, amending Ordinance No. 2000-06 P&Z of the Town, the same being the
Comprehensive Zoning Ordinance, and amending the official zoning map of the Town by
changing the zoning on a certain tract of land described as a 16.0 acre tract of land
located generally to the North of State Highway 114, West of T.W. King Road, and South
of Hanna and Jamie Court, from its then current zoning of “CG”, Commercial General, to
PD Planned Development No. 25, Trophy Wood Business Center; and
WHEREAS, the developer of Lot 2R-2, Block B, Trophy Wood Business Center
(Tract 3) has requested an amendment to PD-25 for the purpose of seeking approval of
a Final Detailed Site Plan, Landscape Plan and Plant List, Building Elevations, ,
Photometric Plan, for Lot 2R-2, Block B, Trophy Wood Business Center (Tract 3) and
such amendments are set forth herein and in Exhibits 3-1 through 3-7 to Exhibit “D-3,
entitled “Tract 3 Development Plans”, and
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Page 2 of 18
WHEREAS, all legal notices, requirements and conditions having been complied
with, the case to rezone the Land 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 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 adoption of the
amendments to Ordinance No. 2002-41 P&Z and 2015-44 P&Z as set forth in this
Ordinance; and
WHEREAS, after complying with all legal notices, requirements, and conditions, a
public hearing was held before Town Council at which the Town Council considered,
among other things, the character of the land and its suitability for particular uses, with a
view of encouraging the most appropriate use of land in the Town, and does hereby find
that the rezoning approved hereby accomplishes such objectives; and
WHEREAS, the Town Council has determined that there is a necessity and need
for the change in zoning and that the proposed change is consistent with the
Comprehensive Land Use Plan.
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
Exhibit “D-3” entitled “Tract 3 Development Plans” of Ordinance No. 2002-41 P&Z,
and Ordinance No. 2015-44 P&Z of the Town of Trophy Club, Texas, the same being PD
Planned Development No. 25, Trophy Wood Business Center, is hereby adopted to add
the following regulations relating to Lot 2R-2, Block B, Trophy Wood Business Center
(Tract 3) and to incorporate Exhibits 3.1, 3.2, 3.3, 3.4, 3.5, 3.6, and 3.7.Y to Exhibit “D-3”
so that Exhibit “D” shall include the following and shall also include Exhibits 3.1, 3.2, 3.3,
3.4, 3.5, and 3.6, and all other articles, chapter, sections, paragraphs, sentence, phrases
and words are not amended but are hereby ratified and affirmed.
LOT 2R-2, BLOCK B, TROPHY WOOD BUSINESS CENTER (TRACT 3):
A.Final Detailed Site Plan: A Final Detailed Site Plan for Lot 2R-2, Block B, Trophy
Wood Business Center (Tract 3) of this PD Planned Development, and all parts
therefore, is attached hereto as Exhibit “3.1”, “Final Detailed Site Plan”, of
Exhibit D-3, “Tract 3 Development Plans”, and incorporated herein as if copied 92
Page 3 of 18
in its entirety. The Final Detailed Site Plan shall be adhered to in carrying out
the development of Lot 2R-2, Block B, Trophy Wood Business Center (Tract 3)
of the Land and compliance with each and every part of such Final Detailed
Site Plan shall constitute as a condition precedent to the issuance of any
building permit for Lot 2R-2, Block B, Trophy Wood Business Center (Tract 3)
of the land in the PD Planned Development District.
B.Landscape Plan & Plant List: The landscape plan and plant list established as
Exhibit 3.2 Landscape Plan and Plant List, of Exhibit D-3 in Ordinance 2015-
44 shall remain in full force and effect. No revisions are proposed to Exhibit 3.2.
C.Building Elevations. The building elevations including fencing and screening
for Lot 2R-2, Block B, Trophy Wood Business Center (Tract 3) of this PD
Planned Development are attached hereto as Exhibit “3.3”, “Building
Elevations”, of Exhibit D-3, “Tract 3 Development Plans”, and are incorporated
herein as if copied in their entirety.
D.Site Line Studies. The site line studies as Exhibit 3.4 Site Line Studies, of
Exhibit D-3 in Ordinance 2015-44 shall remain in full force and effect. No
revisions are proposed to Exhibit 3.4.
E.Photometric Plan. The photometric plan as Exhibit 3.5 Photometric Plan, of D-
3 in Ordinance 2015-44 shall remain in full force and effect. No revisions are
proposed to Exhibit 3.5.
F.Retaining Wall and Fence Criteria. The retaining wall and fence criteria as
Exhibit 3.6 Retaining Wall and Fence Criteria, of Exhibit D-3 in Ordinance 2015-
44 shall remain in full force and effect. No revisions are proposed to Exhibit 3.6.
G.Sign Criteria. The sign criteria for Lot 2R-2, Block B, Trophy Wood Business
Center (Tract 3) of this PD Planned Development are attached hereto as
Exhibit “3.7”, “Sign Criteria”, of Exhibit D-3, “Tract 3 Development Plans”, and
are incorporated herein as if copied in their entirety.
H.Civil Site Plan. The civil site plan requirement as identified in Section B.
Additional Development Standards, Item 12, of the original PD Planned
Development No. 25 ordinance (Ordinance No. 2002-41) has been completed
upon the development of the site and no revisions are proposed in this
ordinance.
I.Development Schedule. The development schedule requirement as identified
in Section B. Additional Development Standards, Item 12, of the original PD
Planned Development No. 25 ordinance (Ordinance No. 2002-41) has been
completed upon the development of the site and no revisions are proposed in
this ordinance.
J.All parking lot landscape islands shall meet the landscaping requirements in
the Code of Ordinances.
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K.Section B. Additional Development Standards, Item 12, of the original PD
Planned Development No. 25 ordinance (Ordinance No. 2002-41) shall be
considered to have been fulfilled and no additional approvals shall be required.
This ordinance shall satisfy the City’s requirements for securing permits and or
certificates of occupancy provided that the proposed development does not
exceed the development standard limitations outlined in this ordinance.
L.Approvals for future developments shall not require an amendment to this PD
ordinance provided that the proposed development does not exceed the
development standard limitations of this ordinance.
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 94
Page 5 of 18
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 ___th day of _______, 2023.
Jeannette Tiffany, Mayor
Town of Trophy Club, Texas
[SEAL]
ATTEST:
Terri Johnson , Town Secretary
Town of Trophy Club, Texas
APPROVED AS TO FORM:
95
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Town Attorney
Town of Trophy Club, Texas
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EXHIBIT 3.1
“FINAL DETAILED SITE PLAN”
97
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EXHIBIT 3.3
BUILDING ELEVATIONS
98
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99
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EXHIBIT 3.3
BUILDING ELEVATIONS
Fencing and Screening Details
100
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101
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102
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103
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104
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105
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EXHIBIT 3.7
SIGNAGE CRITERIA
SH 114/SOUTH ELEVATION
WALL SIGN
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PAINTED WALL SIGNAGE
PROJECTING/BLADE SIGN
EXISITNG SIGN: 2’-3 7/8” X 10’ WITH COPY CHANGE
SH 114/SOUTH ELEVATION
107
ROOF/CANOPY SIGNAGE
45” x 60’
TROPHY WOOD DRIVE/WEST ELEVATION
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Page 1 of 2
To: Mayor and Town Council
From: April Duvall, Finance Director
CC: Patrick Arata, Interim Town Manager
Terri Johnson, Interim Town Secretary
Re: Approval of the Capital Improvement Program for Fiscal Year 2024 - 2028 (FY24
Budget)
Town Council Meeting, July 25, 2023
Agenda Item:
Consider and take appropriate action regarding the approval of the Trophy Club Capital
Improvement Program for Fiscal Year 2024 - 2028 (A. Duvall).
Strategic Link:
Administrative & Financial Services – Exercise fiscal discipline in all Town operations.
Background and Explanation:
Article IX Section 9.08 of the Town Charter states that the Town Manager shall prepare and
submit to the Council a five-year capital improvement program before the first day of August
each year. This action is to meet the requirement in the Town Charter.
Financial Considerations:
The Capital Improvement Program represents over $30 million in capital expenditures, over the
next five years.
Legal Review:
None applicable
Board/Commission/ or Committee Recommendation:
None applicable.
Staff Recommendation:
Staff recommends approval of the Capital Improvement Program for Fiscal Year 2024 - 2028.
Page 2 of 2
Attachments:
• Fiscal Year 2024 - 2028 Capital Improvement Program
Scheduled to coincide with MUD projectYearBegins Description Drainage Streets Sidewalks/ Pathways TC PoolParks/Fields TC Park Town Hall Funding Source*FY2024Inverness Storm System Improvement$1,500,000 ARPA*FY2024Inverness Street replacementForest Hill to Indian Creek$1,500,000Current BondFY2024TC Park Entrance$800,000Current Bond/CIP CashFY2024Pickleball Courts$1,300,000GF Fund Balance/Bond Funds/Parkland Dedication/HOTFY2024Cover Town Hall Entrance and back patio$135,000 General Fund ‐ Fund BalanceFY2024 Roundabouts (3 in Total)$6,000,000Grant Funds ($3M)/Future CO Bond Funds ($3M)FY2024Covered Parking at Town Hall for Town owned assets$200,000General Fund ‐ Fund BalanceFY2024Fire Department Portable Radios$50,000General Fund ‐ Fund BalanceFY2024Police Department ‐ Car Camera Systems$100,000General Fund ‐ Fund BalanceFY2024Payment Kiosk at Town Hall$50,000Fund Balance/ARPA/CARESFY2025TC Park improvements$4‐5 millionFuture CO BondsFY2025TC Baseball Fields $2‐4 millionFuture CO Bond/HOT*FY2026Forrest Hill Street ReplacementIndian Creek to Fresh Meadow Ct.$1,500,000Future CO Bonds*FY2025Creekmere Dr. Street ReplacementAll of Creekmere Dr. $1,500,000Future CO Bonds*FY2026Greenbriar Ct. Indian Creek to end of Ct.$500,000Future CO Bonds*FY2026Timberline Dr.$1,500,000Future CO Bonds*FY2027Oakmont Drive$3,000,000Future CO BondsFY2027Trophy Club Dr. $2,000,000Future CO BondsFY2028Palmetto$550,000Future CO BondsFY2028Roaring Creek Court $215,000Future CO BondsFY2028Woodlands Court $400,000Future CO BondsFY2028Paint Rock Court$250,000Future CO BondsFY2028Winding Creek Court$250,000Future CO BondsFY2028Durango and Parkview Area $150,000Future CO BondsFY2028Turnberry and Highlands Area$75,000Future CO BondsFY2028Town Hall Roof$450,000General Fund ‐ Fund BalanceFY2028Town Hall RTUs (roof top units) three (3)$235,000General Fund ‐ Fund BalanceFY2028Council Chambers remodel$120,000General Fund ‐ Fund BalanceFY2028Town Hall and PD Flooring/Carpet$175,000General Fund ‐ Fund BalanceFY2028Town Hall Paint Interior/Exterior$120,000General Fund ‐ Fund BalanceFY2028Town Hall/PD add Gas Tankless Water Heaters$75,000General Fund ‐ Fund BalanceFY2028Streets and Parks Shop Remodel$95,000General Fund ‐ Fund BalanceFY2028Streets/Parks add Storage Building 20x40$130,000General Fund ‐ Fund BalanceFY2028Upgrade Town Crosswalk Flashers to 5g$200,000General Fund ‐ Fund BalanceFY2028Town Hall/PD Upgrade Card Readers $150,000General Fund ‐ Fund BalanceTotals 1,500,000$ 19,165,000$ 225,000$ ‐$ $2‐4 million $5‐6 million 2,285,000$ 5 Year Capital Improvement Program ‐ FY2024 ‐ FY2028
Page 1 of 2
To: Mayor and Town Council
From: April Duvall, Finance Director
CC: Patrick Arata, Interim Town Manager
Terri Johnson, Interim Town Secretary
Re: Procurement of Agenda & Council Minutes Management Software (CivicClerk)
Town Council Meeting, July 25, 2023
Agenda Item:
Consider and take appropriate action regarding a Requisition Request for procurement of Agenda
& Minutes management program for the Town of Trophy Club’s Town Secretary’s office; and
authorizing the Town Manager and/or his designee to execute all necessary documents (A.
Duvall).
Strategic Link:
Administrative & Financial Services – Exercise fiscal discipline in all Town operations.
Background and Explanation:
The Town Secretary office along with finance explored a new solution for Agenda & Minutes
management software for the Town. Staff has recommended CivicClerk as the new partner for
the Town of Trophy Club for this service. The Town’s current agreement for this service will term
9/30/2023.
Financial Considerations:
This item is an annually budgeted item in software & support. CivicClerk will offer the Town a
more all-encompassing program for the Agenda & Minutes management solution. The year one
amount is $ 17,752.95 ($ 12,862.95 year 1 and $ 4,890.00 pro-rate for implementation July 31,
2023 – September 30, 2023). This is an annual contract, that will increase by 3% annually on
October 1 unless cancelled with 60 days’ notice prior to renewal day.
Legal Review:
Reviewed by Mr. Roggia
Board/Commission/ or Committee Recommendation:
N/A
Page 2 of 2
Staff Recommendation:
Staff recommends approval to move forward with the attached agreement between CivicClerk
and the Town of Trophy Club, contract start date June 30, 2023, and end date of September 30,
2024.
Attachment(s):
• CivicClerk Quote
• CivicClerk Terms of Service
• Addendum to Agreement for Services
CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
US
Statement of Work
Quote #:Q-45678-1
Date:6/29/2023 12:58 PM
Expires On:9/30/2023
Client:
TROPHY CLUB, TEXAS
Bill To:
TROPHY CLUB, TEXAS
SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD
Eric Petersen x eric.petersen@civicplus.com Net 30
QTY PRODUCT NAME DESCRIPTION PRODUCT
TYPE
1.00 CivicClerk Annual Fee CivicClerk Annual Fee - Agenda and Minutes Management Renewable
1.00 Agenda & Meeting Management
Select Premium Implementation
Package
Premium Implementation Package – Up to # of Boards
1.00 CivicClerk Premium Configuration CivicClerk Premium Configuration One-time
1.00 CivicClerk Custom Template
Design
CivicClerk Custom Template Set - includes 2 Agenda
templates, 1 Item Report template, 1 Minutes template, 1
Agenda Script template
One-time
2.00 CivicClerk Consulting (1h, virtual)1 hour Virtual Consulting One-time
1.00 CivicClerk Virtual Training (Half
Day Block)
Training (Virtual) - half day, up to 4 hours One-time
1.00 CivicClerk Media Implementation CivicClerk Media Implementation Fee One-time
1.00 CivicClerk Media Annual Fee Unlimited storage, unlimited users, up to 3 concurrent
streams
Renewable
1.00 CivicClerk Custom Media
Implementation
Media Implementation One-time
1.00 Live Meeting Manager Annual Fee CivicClerk Live Meeting Manager Annual Fee - Live
Meeting, Electronic Voting, Display Pages
Renewable
1.00 CivicClerk Boards and
Committees Module
CivicClerk Boards and Committees Module Renewable
1.00 CivicClerk Year 1 Annual Fee
Discount
Year 1 Annual Fee Discount Renewable
V. PD 06.01.2015-0048
Page 1 of 3109
List Price - Year 1 Total USD 23,068.41
Total Investment - Initial Term USD 17,752.95
Annual Recurring Services - Year 2 USD 14,410.22
Initial Term & Renewal Date Beginning at signing and ending 9/30/2024.
Renewal Date of October 1 of each calendar year.
Initial Term Invoice Schedule $4,890.00 invoiced at signing, and
$12,862.95 invoiced on October 1, 2023.
Renewal Procedure Automatic 1 year renewal term, unless 60
days notice provided prior to renewal date
Renewal Invoice Schedule Annually on Renewal Date
Annual Uplift 3% starting in Year 2
This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Master Services Agreement
and the applicable Solution and Services terms and conditions located at https://www.civicplus.help/hc/en-us/p/legal-
stuff (collectively, the "Binding Terms"), By signing this SOW, Client expressly agrees to the terms and conditions of the
Binding Terms throughout the term of this SOW.
V. PD 06.01.2015-0048
Page 2 of 3110
Acceptance
The undersigned has read and agrees to the following Binding Terms, which are incorporated into this SOW, and have
caused this SOW to be executed as of the date signed by the Customer which will be the Effective Date:
Authorized Client Signature
CivicPlus
By:
___________________________________
By:
___________________________________
Name:
___________________________________
Name:
___________________________________
Title:
___________________________________
Title:
___________________________________
Date:
___________________________________
Date:
___________________________________
Organization Legal Name:
___________________________________
Billing Contact:
___________________________________
Title:
___________________________________
Billing Phone Number:
___________________________________
Billing Email:
___________________________________
Billing Address:
___________________________________
___________________________________
Mailing Address: (If different from above)
___________________________________
___________________________________
PO Number: (Info needed on Invoice (PO or Job#) if required)
___________________________________
V. PD 06.01.2015-0048
Page 3 of 3111
civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888-228-2233
CivicPlus Master Services Agreement
This Master Services Agreement (this “Agreement”) governs all Statements of Work (“SOW”) entered into by and
between CivicPlus, LLC (“CivicPlus”) and the customer entity identified on the SOW (“Customer”). This Agreement
governs the use and provision of any Services purchased by Customer, as described in any signed SOW, and the effective
date of this Agreement shall commence on the date of signature of the SOW (“Effective Date”). If a SOW has not been
executed, then the Effective Date shall be determined as the start date of implementation of any software solution by
CivicPlus for Customer. CivicPlus and Customer referred to herein individually as “Party” and jointly as “Parties”.
Recitals
I. WHEREAS, CivicPlus is engaged in the business of developing and providing access to proprietary community
engagement and government content, workflow, and general management software solutions, platforms and associated
services (the “Services”); and
II. WHEREAS, Customer wishes to engage CivicPlus for the procurement of the Services and/or receive a license
subscription for the ongoing use of the Services, as set forth in the SOW;
NOW, THEREFORE, Customer and CivicPlus agree as follows:
Agreement
Term & Termination
1. This Agreement shall commence on the Effective Date and shall remain in full force and effect for as long as any
SOW is in effect between CivicPlus and Customer, or Services are being provided by CivicPlus to Customer, unless
terminated in accordance with this §1 or as otherwise provided in this Agreement (the “Term”). Either Party may terminate
this Agreement or any SOW as set forth in such SOW, or at its discretion, effective immediately upon written notice to
the other Party, if the other Party materially breaches any provision of this Agreement and does not substantially cure the
breach within thirty (30) days after receiving notice of such breach. A delinquent Customer account remaining past due
for longer than 90 days is a material breach by Customer and is grounds for CivicPlus termination. CivicPlus reserves the
right to withhold, remove and/or discard Customer Data without notice for any breach, including, without limitation,
Customer’s non-payment. Upon termination for Customer’s breach, Customer’s right to access or use Customer Data
immediately ceases, and CivicPlus shall have no obligation to maintain or forward any Customer Data.
2. Upon termination of this Agreement or any SOW for any reason, (a) the licenses granted for such relevant SOW by
§11 below will terminate and Customer shall cease all use of the CivicPlus Property and Services associated with the
terminated SOW and (b) any amounts owed to CivicPlus for work performed prior to termination shall immediately
become due in full and payable. If Customer has paid in advance for the Services, and this Agreement terminates due to
material breach of this Agreement by CivicPlus, CivicPlus shall refund Customer a prorated amount of any amount already
paid. Upon termination by Customer for convenience or due to material breach by Customer, in addition to any remedy
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provided in this Agreement or provided in law or equity, CivicPlus shall be entitled to retain any amounts already paid.
Sections 7, 8, 10, 14, 15, 18, 32 -34, 40, and 42 will survive any expiration or termination of this Agreement.
3. At any time during the Term, CivicPlus may, immediately upon notice to Customer, suspend Customer and any of
its Users access to any Service due to a threat to the technical security or technical integrity of the Services.
Invoicing & Payment Terms
4. Customer will pay the amounts owed to CivicPlus for the development and implementation of the Customer’s
Services, as defined in the SOW (“Project Development”), subscription and licensing, and annual hosting, support and
maintenance services (“Annual Recurring Services”) in accordance with the payment schedule set forth on the applicable
SOW. Invoices shall be sent electronically to the individual/entity designated in the SOW’s contact sheet that is required
to be filled out and submitted by Customer (the “Contact Sheet”). Customer shall provide accurate, current and complete
information of Customer’s legal business name, address, email address, and phone number in the Contact Sheet upon
submission of a signed SOW. Customer will maintain and promptly update the Contact Sheet information if it should
change. Upon Customer’s request, CivicPlus will mail hard-copy invoices for a $5.00 convenience fee to be added to the
mailed invoice.
5. Each SOW will state the amount of days from date of invoice payment is due. Unless otherwise limited by law, a
finance charge of 1.5 percent (%) per month or the maximum rate permitted by applicable law, whichever is less, will be
added to past due accounts from due date until paid. Payments received will be applied first to finance charges, then to the
oldest outstanding invoice(s). If the Customer's account exceeds 60 days past due, support will be discontinued until the
Customer's account is made current. If the Customer's account exceeds 90 days past due, CivicPlus may suspend in progress
Project Development and Annual Recurring Services will be discontinued, and the Customer will no longer have access
to the Services until the Customer's account is made current. Customer will be given 15 days’ notice prior to discontinuation
of Services for non-payment.
6. During the performance of Project Development, if Customer requests a change that requires repeated efforts to
previously approved work product and such change causes CivicPlus to incur additional expenses (i.e. airline change fees,
resource hours, consultant fees, Customer does not show up for scheduled meetings or trainings), Customer agrees to
reimburse CivicPlus for such additional expenses. CivicPlus shall notify Customer prior to incurring such expenses and
shall only incur those expenses which are approved by Customer.
Ownership & Content Responsibility
7. Upon full and complete payment of amounts owed for Project Development under the applicable SOW, Customer
will own any website graphic designs, Services content, module content, importable/exportable data, and archived
information (“Customer Content”) created by CivicPlus on behalf of Customer pursuant to this Agreement. “Customer
Content” also includes, without limitation, any elements of text, graphics, images, photos, audio, video, designs, artworks,
logos, trademarks, services marks, and other materials or content which Customer provides to CivicPlus for processing,
transmission, storage, or inputs into any website, software or module in connection with any Services. Customer Content
excludes any content in the public domain and any content owned or licensed by CivicPlus, whether in connection with
providing Services or otherwise.
8. Upon completion of the Project Development, Customer will take over the management and control of the Services
and Customer will assume full responsibility for Customer Content maintenance and administration. Customer, not
CivicPlus, shall have sole responsibility for the accuracy, quality, integrity, legality, reliability, appropriateness, and
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intellectual property ownership or right to use of all Customer Content. Customer hereby grants CivicPlus a worldwide,
non-exclusive right and license to reproduce, distribute and display the Customer Content as necessary to provide the
Services. Customer represents and warrants that Customer owns all Customer Content or that Customer has permission
from the rightful owner to use each of the elements of Customer Content and that Customer has all rights necessary for
CivicPlus to use the Customer Content in connection with providing the Services. Customer agrees that CivicPlus shall
not be responsible or liable for the content of messages created by Customer or by Customer’s Users or end-users who
access Service. Notwithstanding the foregoing, CivicPlus retains the right, but not the obligation, to remove any Customer
Content that is libelous, harassing, abusive, fraudulent, defamatory, excessively profane, obscene, abusive, hate related,
violent, harmful to minors, that advocates racial or ethnic intolerance, intended to advocate or advance computer hacking
or cracking, or other material, products or services that violate or encourage conduct that would violate any laws or third-
party rights.
9. At any time during the term of the applicable SOW, Customer will have the ability to download the Customer Content
and export the data that is processed through the Services (“Customer Data”). Customer may request CivicPlus to perform
the export of Customer Data and provide the Customer Data to Customer in a commonly used format, at any time, for a
fee to be quoted at time of request and approved by Customer. Upon termination of the applicable SOW for any reason,
whether or not Customer has retrieved or requested the Customer Data, CivicPlus reserves the right to permanently and
definitively delete the Customer Content and Customer Data held in the Services thirty (30) days following termination of
the applicable SOW. During the thirty (30) day period following termination of the SOW, regardless of the reason for its
termination, Customer will not have access to the Services.
10. Intellectual Property in the software or other original works created by or licensed to CivicPlus, including all software
source code, documents, and materials used in performing the Services (“CivicPlus Property”) will remain the property of
CivicPlus. CivicPlus Property specifically excludes Customer Content. Customer shall not (i) license, sublicense, sell,
resell, reproduce, transfer, assign, distribute or otherwise commercially exploit or make available to any third party any
CivicPlus Property in any way, except as specifically provided in the applicable SOW; (ii) adapt, alter, modify or make
derivative works based upon any CivicPlus Property; (iii) create internet “links” to the CivicPlus Property software or
“frame” or “mirror” any CivicPlus Property administrative access on any other server or wireless or internet-based device
that may allow third party entities, other than Customer, to use the Services; (iv) reverse engineer, decompile, disassemble
or otherwise attempt to obtain the software source code to all or any portion of the Services; (v) make any attempt to gain
unauthorized access to the Services and/or any of CivicPlus’ systems or networks; or (vi) access any CivicPlus Property
in order to: (a) build a competitive product or service, (b) build a product using similar ideas, features, functions or graphics
of any CivicPlus Property, or (c) copy any ideas, features, functions or graphics of any CivicPlus Property. The CivicPlus
name, the CivicPlus logo, and the product and module names associated with any CivicPlus Property are trademarks of
CivicPlus, and no right or license is granted to use them outside of the licenses set forth in this Agreement.
11. Provided Customer complies with the terms and conditions herein, the relevant SOW, and license restrictions set
forth in §10, CivicPlus hereby grants Customer a limited, nontransferable, nonexclusive, non-assignable license to access
and use the CivicPlus Property associated with any valid and effective SOW, for the term of the respective SOW. The
license set forth herein, shall only apply to the extent that Customer is using the Services for legitimate business use as
intended by the purpose of the Services and not for the purpose of comparing the Services to a competitor or similar
product of CivicPlus. Customer hereby warrants and affirms its purpose in accessing or otherwise using the Services is
for their intended purpose only and understands and agrees that any other use shall be considered fraud.
12. All CivicPlus helpful information and user’s guides for the Services (“Documentation”) are maintained and updated
electronically by CivicPlus and can be accessed through the CivicPlus “Help Center”. CivicPlus does not provide paper
copies of its Documentation. Customer and its Users are granted a limited license to access Documentation as needed.
Customer shall not copy, download, distribute, or make derivatives of the Documentation.
13. Customer acknowledges that CivicPlus may continually develop, alter, deliver, and provide to the Customer ongoing
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innovation to the Services, in the form of new features and functionalities. CivicPlus reserves the right to modify the
Services from time to time. Any modifications or improvements to the Services listed on the SOW will be provided to the
Customer at no additional charge. In the event that CivicPlus creates new products or significant enhancements to the
Services (“New Services”), and Customer desires these New Services, then Customer will have to pay CivicPlus the
appropriate fee for the access to and use of the New Services. CivicPlus shall use its reasonable best efforts to provide
workarounds in the event any modification to the Services causes Customer to lose substantial functionality of the Services.
14. CivicPlus in its sole discretion, may utilize all comments and suggestions, whether written or oral, furnished by
Customer to CivicPlus in connection with its access to and use of the Services (all reports, comments and suggestions
provided by Customer hereunder constitute, collectively, the “Feedback”). Customer hereby grants to CivicPlus a
worldwide, non-exclusive, irrevocable, perpetual, royalty-free right and license to incorporate the Feedback in the
CivicPlus products and services.
Indemnification
15. CivicPlus will defend at its expense or settle any third-party claim against Customer alleging that the Services
provided under this Agreement infringe intellectual property rights. CivicPlus will pay infringement claim defense costs,
CivicPlus–negotiated settlement amounts, and damages finally awarded by a court. CivicPlus has no obligation for any
claim of infringement arising from Customer's use of the Services for purposes not contemplated by this Agreement.
CivicPlus’s indemnification obligations under this Section 15 are conditioned upon the Customer (i) promptly notifying
the CivicPlus of any claim in writing; (ii) cooperating with CivicPlus in the defense of the claim; and (iii) granting
CivicPlus sole control of the defense or settlement of the claim. The indemnification obligations of CivicPlus herein shall
not apply to any claims of intellectual property infringement related to Client Content.
Responsibilities of the Parties
16. CivicPlus will not be liable for any act, omission of act, negligence or defect in the quality of service of any
underlying carrier, licensor or other third-party service provider whose facilities or services are used in furnishing any
portion of the Service received by the Customer.
17. CivicPlus will not be liable for any failure of performance that is caused by or the result of any act or omission by
Customer or any entity employed/contracted on the Customer’s behalf. During Project Development, Customer will be
responsive and cooperative with CivicPlus to ensure the Project Development is completed in a timely manner.
•
18. Customer agrees that it is solely responsible for the end-user’s personal data that Customer decides to solicit, collect,
store, or otherwise use in connection with any Service provided by CivicPlus. Customer understands and agrees that
CivicPlus provides certain solutions with increased security measures for the solicitation and storage of any sensitive data,
and it is Customer’s responsibility to determine whether the data it solicits and collects should be stored in such solutions.
Customer understands and agrees that CivicPlus does not have knowledge or control over what type of data Customer
solicits therefore CivicPlus has no responsibility for the use or storage of end-users’ personal data in connection with the
Services or the consequences of the solicitation, collection, storage, or other use by Customer or by any third party of any
personal data. Customer has the sole control and responsibility over the determination of which data and information shall
be included in the content that is to be transmitted and stored by CivicPlus. Customer shall not provide to CivicPlus or
allow to be provided to CivicPlus any content that (a) infringes or violates any 3rd party’s intellectual property rights,
rights of publicity or rights of privacy, (b) contains any defamatory material, or (c) violates any federal, state, local, or
foreign laws, regulations, or statutes.
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19. Customer is responsible for all activity that occurs under Customer's accounts by or on behalf of Customer. Customer
agrees to (a) be solely responsible for all designated and authorized individuals chosen by Customer (“User”) activity,
which must be in accordance with this Agreement and the CivicPlus Terms of Use; (b) be solely responsible for Customer
Data; (c) obtain and maintain during the term all necessary consents, agreements and approvals from end-users, individuals
or any other third parties for all actual or intended uses of information, data or other content Customer will use in
connection with the Services; (d) use commercially reasonable efforts to prevent unauthorized access to, or use of, any
User’s log-in information and the Services, and notify CivicPlus promptly of any known unauthorized access or use of the
foregoing; (e) use commercially reasonable efforts to prevent unauthorized access to or use of the Services and CivicPlus
Property and shall promptly notify CivicPlus of any unauthorized access or use of the Services and/or CivicPlus Property
and any loss or theft or unauthorized use of any n User's password or username and/or personal information; and (f) use
the Services only in accordance with applicable laws and regulations.
20. The Parties shall comply with all applicable local, state, and federal laws, treaties, regulations, and conventions in
connection with its use and provision of any of the Services or CivicPlus Property.
21. CivicPlus shall not be responsible for any act or omission of any third-party vendor or service provider that Customer
has selected to integrate any of its Services with.
22. Customer understands that CivicPlus must fastidiously allocate resources across all of its customers and specifically
reserves necessary resources for Customer’s Project Development. If any professional services, such as consulting or
training, purchased by Customer are not used during the Project Development phase solely due to the inaction or
unresponsiveness of Customer, then these services shall expire 30 days after completion of Project Development. The
Customer may re-schedule any unused professional services during this 30-day period as mutually agreed upon by the
Parties. Any professional services that have not been used or rescheduled shall be marked as complete and closed upon
the expiration of the 30-day period.
Data Security
23. CivicPlus shall, at all times, comply with the terms and conditions of its Privacy Policy. CivicPlus will maintain
commercially reasonable administrative, physical, and technical safeguards designed to protect the security and
confidentiality of Customer Data. CivicPlus will not modify Customer Data or disclose Customer Data, except (a) in order
to provide the Services; (b) to prevent or address service or technical problems in connection with support matters; (c) as
specifically directed or expressly permitted in writing by Customer, (d) in compliance with our Privacy Policy; or (f) if
compelled by law. Notwithstanding the foregoing, CivicPlus reserves the right to delete, suspend, or block known
malicious accounts without Customer authorization. Customer understands that CivicPlus has no obligation to provide the
Services or maintain the Customer Data, information or other material if Customer’s accounts are past due and unpaid as
set forth in this Agreement.
24. Customer acknowledges and agrees that CivicPlus utilizes third-party service providers to host and provide the
Services and store Customer Data and the protection of such data will be in accordance with such third party’s safeguards
for the protection and the security and confidentiality of Customer’s Data. Notwithstanding anything to the contrary,
CivicPlus shall have the right to collect and analyze data and other information relating to the provision, use and
performance of various aspects of the Services and related systems and technologies (including, without limitation,
information concerning Customer Data and data derived therefrom), and CivicPlus will be free (during and after the term
hereof) to use such information and data to improve and enhance the Services and for other development, diagnostic and
corrective purposes in connection with the Services and other CivicPlus offerings.
25. CivicPlus may offer Customer the ability to use third-party applications in combination with the Services. Any such
third-party application will be subject to acceptance by Customer. In connection with any such third-party application
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agreed to by Customer, Customer acknowledges and agrees that CivicPlus may allow the third-party providers access to
Customer Data as required for the interoperation of such third-party application with the Services. The use of a third-party
application with the Services may also require Customer to agree to a separate agreement or terms and conditions with the
provider of the third-party application, which will govern Customer's use of such third-party application.
26. In the event of a security breach due to the sole negligence, malicious actions, omissions, or misconduct of CivicPlus,
CivicPlus, as the data custodian, will comply will all remediation efforts as required by applicable federal and state law.
CivicPlus Support
27. CivicPlus will use commercially reasonable efforts to perform the Services in a manner consistent with applicable
industry standards, including maintaining Services availability 24 hours a day, 7 days a week with 99.9% uptime. Customer
will have 24/7 access to the online CivicPlus Help Center (civicplus.help) to review use articles, software best practices,
receive maintenance release notes, as well as submit and monitor omni-channel support tickets and access solution specific
support contact methods (https://www.civicplus.help/hc/en-us/requests/new).
28. CivicPlus provides live support engineers based in the domestic United States to respond to basic questions
concerning use and configuration, to diagnose software code-related errors, and proactively identify potential systems
issues. CivicPlus support engineers serve a preliminary function in the agile development process and escalate defects to
software developers or architects for remediation. For security purposes, CivicPlus support engineers are not permitted to
modify user accounts, and permissions nor distribute access outside of accounts established by means of a support
interaction for testing. Customer delegated Users may receive tutorials and guidance on account modifications but will
perform the action themselves.
29. CivicPlus support hours span between the hours of 7 am to 7 pm CST, but may vary by product. Customer may
access the CivicPlus Help Center (civicplus.help) to obtain each product’s support hours. After hours support is available
by toll- free phone call only. Non-emergency support requested outside of support hours will be subject to additional fees,
such fees will be quoted to Customer at the time of the request and will be subject to Customer acceptance and invoiced
the next business day following the non-emergency support. CivicPlus shall have the sole discretion to determine in good
faith whether support requests qualify as an emergency, exceed reasonable use or are outside the scope of services outlined
in any SOW.
30. If a reported problem cannot be solved during the first support interaction, Customer will be provided a ticket number
that will be used as communication method throughout ticket escalation until a solution is provided. Support service does
not include support for errors caused by third party products or applications for which CivicPlus is not responsible.
Marketing
31. Customer hereby authorizes CivicPlus to include CivicPlus’s name and logo inconspicuously within the Client’s
instance of the Services. Customer may publicly refer to itself as a customer of the CivicPlus Services, including on
Customer's website and in sales presentations. Notwithstanding the foregoing, each Party hereby grants the other a limited,
worldwide, license to use the other’s logo in conformance with such Party’s trademark usage guidelines and solely for the
purposes of providing the Services. In no event will either Party issue a press release publicly announcing this relationship
without the approval of the other Party, such approval not to be unreasonably withheld.
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Limitation of Liability
32. CivicPlus’ liability arising out of or related to this Agreement, or any associated SOW, will not exceed the amounts
paid by Customer for the Annual Recurring Services in the year prior to such claim of liability.
33. In no event will CivicPlus be liable to Customer for any consequential, indirect, special, incidental, or punitive
damages arising out of or related to this Agreement.
34. The liabilities limited by Section 32 and 33 apply: (a) to liability for negligence; (b) regardless of the form of action,
whether in contract, tort, strict product liability, or otherwise; (c) even if Customer is advised in advance of the possibility
of the damages in question and even if such damages were foreseeable; and (d) even if Customer’s remedies fail of their
essential purposes. If applicable law limits the application of the provisions of this Limitation of Liability section,
CivicPlus’ liability will be limited to the maximum extent permissible.
Warranties and Disclaimer
35. Each person signing the SOW, or otherwise agreeing to the terms of this Agreement, represents and warrants that he
or she is duly authorized and has legal capacity to execute and bind the respective Party to the terms and conditions of the
SOW and this Agreement. Each Party represents and warrants to the other that the execution and delivery of the SOW and
the performance of such Party’s obligations thereunder have been duly authorized and that this Agreement is a valid and
legal agreement binding on such Party and enforceable in accordance with its terms. Customer represents and warrants
that Customer has not provided any false information to gain access to the Service and that Customer’s billing information
provided on the Contact Sheet is correct; and it has all necessary rights in the Customer Content to permit Customer’s use
of the Service and to grant the licenses contained in this Agreement without infringing the intellectual property or other
rights of any third parties, violating any applicable laws, or violating the terms of any license or agreement to which it is
bound.
36. CivicPlus warrants that the Services will perform substantially in accordance with documentation and marketing
proposals, and free of any material defect. CivicPlus warrants to the Customer that, upon notice given to CivicPlus of any
defect in design or fault or improper workmanship, CivicPlus will remedy any such defect. CivicPlus makes no warranty
regarding, and will have no responsibility for, any claim arising out of: (i) a modification of the Services made by anyone
other than CivicPlus, even in a situation where CivicPlus approves of such modification in writing; or (ii) use of the
Services in combination with a third-party service, web hosting service, or server not authorized by CivicPlus.
37. The Services may be temporarily unavailable for scheduled maintenance or for unscheduled emergency
maintenance, either by CivicPlus or by third-party providers, or because of other causes beyond CivicPlus's reasonable
control, but CivicPlus shall use reasonable efforts to provide advance notice in writing or by e-mail of any scheduled
service disruption. HOWEVER, SERVICE PROVIDER DOES NOT WARRANT THAT THE SERVICES WILL BE
UNINTERRUPTED OR ERROR FREE; NOR DOES IT MAKE ANY WARRANTY AS TO THE RESULTS THAT
MAY BE OBTAINED FROM USE OF THE SERVICES.EXCEPT FOR THE EXPRESS WARRANTIES IN THIS
AGREEMENT, THE SERVICES ARE PROVIDED “AS IS AND CIVICPLUS HEREBY DISCLAIMS ALL
WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, INCLUDING ANY IMPLIED
WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR ARISING FROM A
PRIOR COURSE OF DEALING.
38. EACH PROVISION OF THIS AGREEMENT THAT PROVIDES FOR A LIMITATION OF LIABILITY,
DISCLAIMER OF WARRANTIES, OR EXCLUSION OF DAMAGES IS TO ALLOCATE THE RISKS OF THIS
AGREEMENT BETWEEN THE PARTIES. THIS ALLOCATION IS REFLECTED IN THE PRICING OFFERED BY
CIVICPLUS TO CUSTOMER AND IS AN ESSENTIAL ELEMENT OF THE BASIS OF THE BARGAIN BETWEEN
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THE PARTIES. EACH OF THESE PROVISIONS IS SEVERABLE AND INDEPENDENT OF ALL OTHER
PROVISIONS OF THIS AGREEMENT.
Force Majeure
39. No party shall have any liability to the other hereunder by reason of any delay or failure to perform any obligation
or covenant if the delay or failure to perform is occasioned by force majeure, meaning any act of God, storm, pandemic,
fire, casualty, unanticipated work stoppage, strike, lockout, labor dispute, civil disturbance, riot, war, national emergency,
act of public enemy, internet service provider failure or delay, third party application failure, denial of service attack, or
other cause of similar or dissimilar nature beyond its control.
Taxes
40. The amounts owed for the Services exclude, and Customer will be responsible for, all sales, use, excise, withholding
and any other similar taxes, duties and charges of any kind imposed by any federal, state or local governmental entity in
connection with the Services (excluding taxes based solely on CivicPlus’s income). If the Customer is tax-exempt, the
Customer must provide CivicPlus proof of their tax-exempt status, within fifteen (15) days of contract signing, and the
fees owed by Customer under this Agreement will not be taxed. If such exemption certificate is challenged or held invalid
by a taxing authority then Customer agrees to pay for all resulting fines, penalties and expenses.
Other Documents
41. This Agreement, including all exhibits, amendments, and addenda hereto and all SOWs, constitutes the entire
agreement between the Parties and supersedes all prior and contemporaneous agreements, proposals or representations,
written or oral, concerning its subject matter. No modification, amendment, or waiver of any provision of this Agreement
or any SOW will be effective unless in writing and signed by each Party. However, to the extent of any conflict or
inconsistency between the provision in the body of this Agreement and any exhibit, amendment, or addenda hereto or any
SOW, the terms of such exhibit, amendment, addenda or SOW will prevail. Notwithstanding any language to the contrary
therein, no terms or conditions stated in a Customer purchase order or other order documentation (excluding SOWs) will
be incorporated into or form any part of this Agreement, all such terms or conditions will be null and void, unless such
term is to refer and agree to this Agreement.
Interlocal Purchasing Consent/ Cooperative Purchasing
42. With the prior approval of CivicPlus, which may be withheld for any or no reason within CivicPlus’s sole discretion,
this Agreement and any SOW may be extended to any public entity in Customer’s home-state to purchase at the SOW
prices and specifications in accordance with the terms stated herein.
43. To the extent permitted by law, the terms of this Agreement and set forth in one or more SOW(s) may be extended
for use by other local government entities upon execution of a separate agreement, SOW, or other duly signed writing by
and between CivicPlus and such entity, setting forth all of the terms and conditions for such use, including applicable fees
and billing terms.
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Miscellaneous Provisions
44. The invalidity or unenforceability, in whole or in part, of any provision of this Agreement shall not void, affect the
validity or enforceability of any other provision of this Agreement.
45. The Parties negotiated this Agreement with the opportunity to receive the aid of counsel and, accordingly, intend
this Agreement to be construed fairly, according to its terms, in plain English, without constructive presumptions against
the drafting Party. The headings of Sections of this Agreement are for convenience and are not to be used in interpreting
this Agreement. As used in this Agreement, the word “including” means “including but not limited to.”
46. The Parties will use reasonable, good faith efforts to resolve any dispute between them in good faith prior to initiating
legal action.
47. This Agreement and any SOW, to the extent signed and delivered by means of a facsimile machine or electronic mail,
shall be treated in all manner and respects as an original agreement or instrument and shall be considered to have the same
binding legal effect as if it were the original signed version thereof delivered in person. The Parties agree that an electronic
signature is the legal equivalent of its manual signature on this Agreement and any SOW. The Parties agree that no
certification authority or other third party verification is necessary to validate its electronic signature and that the lack of
such certification of third party verification will not in any way affect the enforceability of the Parties’ electronic signature
or any resulting agreement between CivicPlus and Customer.
48. Due to the rapidly changing nature of software as a service and digital communications, CivicPlus may unilaterally
update this Agreement from time to time. In the event CivicPlus believes such change is a material alteration of the terms
herein, CivicPlus will provide Customer with written notice describing such change via email or through its website.
Customer’s continued use of the Services following such updates constitutes Customer’s acceptance of the same. In the
event Customer rejects the update to the terms herein, Customer must notify CivicPlus of its objection within ten (10) days
receipt of notice of such update.
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Addendum to Agreement for Services Between
the Town of Trophy Club and CivicPlus, LLC
This Addendum to Agreement for Services (the “Addendum”) is attached to and hereby
made a part of the Statement of Work (“SOW”) dated June 29, 2023, the Master Services
Agreement (the “Agreement”), and the applicable Solution and Services Terms and Conditions
(collectively, the “Binding Terms”) between the Town of Trophy Club, a Texas home-rule
municipal corporation located in Denton County, Texas (“Town” or “Customer”), and CivicPlus,
LLC (“CivicPlus”).
1. Texas Public Information Act. Notwithstanding any other provision to the contrary in the
Binding Terms, all information, documents, and communications relating to the Binding Terms
shall be subject to the Texas Public Information Act (“Act”) and any opinion of the Texas Attorney
General or a court of competent jurisdiction relating to the Act.
2. Indemnity by Town. Customer is a Texas home-rule municipality operating in the exercise
of its governmental functions. Accordingly, any and all provisions, terms, or conditions in the
Binding Terms requiring Customer to defend or indemnify CivicPlus or any third-party from any
and all costs, liabilities, penalties, sanctions, fines, or any other claims whatsoever, are void and
of no effect to the extent they may obligate the Town to create an unconstitutional debt, and shall
be construed as against public policy in accordance with the Texas Constitution and the laws of
the State of Texas. Customer shall not be required to fund any obligations under the Binding Terms
by the creation of a sinking fund.
3. Gift to Public Servant. Customer may terminate the Binding Terms immediately if
CivicPlus has offered, or agreed to confer any benefit upon a Town employee or official that the
Town employee or official is prohibited by law from accepting.
4. Governing Law and Venue. The Binding Terms shall be governed by and construed in
accordance with the laws and court decisions of the State of Texas, without regard to conflict of
law or choice of law principles of Texas, or of any other state or country. The obligations of the
parties to the Binding Terms shall be performable in Denton County, Texas, and if legal action is
necessary in connection with or to enforce rights under the Binding Terms, exclusive venue shall
lie in Denton County, Texas.
5. Legal Construction. In case any one or more of the provisions contained in the Binding
Terms shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such
invalidity, illegality, or unenforceability shall not affect any other provision of the Binding Terms,
and the Binding Terms shall be considered as if such invalid, illegal, or unenforceable provision
had never been contained in the Binding Terms.
6. Counterparts. The Binding Terms may be executed in any number of counterparts, each
of which shall be deemed an original and constitute one and the same instrument.
7. Captions. The captions to the various clauses of the Binding Terms are for informational
purposes only and shall not alter the substance of the terms and conditions of the Binding Terms.
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8. Governmental Function(s) and Immunity.
A. Immunity retained. The Customer and CivicPlus hereby acknowledge and agree
that Customer is entering into the Agreement in the performance of and pursuant to its
governmental functions for the health, safety, and welfare of the citizens of the Town, the general
public, and the State of Texas, and nothing contained in the Binding Terms shall be construed as
constituting a waiver of the Customer’s governmental immunity from suit or liability, which is
expressly reserved to the fullest extent allowed by law.
B. Limited Waiver of Immunity. Notwithstanding any other provision to the contrary
in the Binding Terms, the Customer and CivicPlus hereby acknowledge and agree that to the extent
the Binding Terms are subject to the provisions of Subchapter I of Chapter 271, Texas Local Gov’t
Code, as amended, the Customer’s immunity from suit is waived only as set forth in Subchapter I
of Chapter 271, Texas Local Gov’t Code.
C. Rights Retained. The Town expressly reserves its legislative and municipal police
power in accordance with the laws of the state of Texas. Any provision, term, or condition in the
Binding Terms requiring the Town to waive its rights under the Texas or Federal Constitution, or
under any foreign law(s), or limiting the claims or remedies available to the Town, or requiring
settlement of claims through binding mediation or arbitration are void and shall be given no effect.
9. Waiver of Attorney’s Fees. The parties expressly covenant and agree that in the event of any
litigation arising between the parties relating to the Binding Terms, each party shall be solely
responsible for payment of its attorneys and that in no event shall either party be responsible for the
other party’s attorneys’ fees regardless of the outcome of the litigation.
10. Controlling Document. In the event any term, condition, or provision of this Addendum
conflicts with any term, condition, or provision of the Binding Terms, the terms, conditions, and
provisions of this Addendum shall supersede and control the terms, conditions, and provisions of
the Binding Terms.
11. Additional Verifications. To the extent required by Texas law, CivicPlus verifies that: (1) It
does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or
firearm trade association, as defined in Texas Government Code § 2274.001, and that it will not during
the term of the contract discriminate against a firearm entity or firearm trade association; (2) It does
not “boycott Israel” as that term is defined in Texas Government Code Ch. 2271 and § 808.001 and
it will not boycott Israel during the term of the Agreement; and (3) It does not “boycott energy
companies,” as those terms are defined in Texas Government Code §§ 809.001 and 2274.001, and it
will not boycott energy companies during the term of the Agreement.
12. Ethics Disclosure. To the extent required by law, CivicPlus represents that it has completed
a Texas Ethics Commission (the “TEC”) form 1295 (“Form 1295”) generated by the TEC’s electronic
filing application in accordance with the provisions of Texas Gov’t Code Ch. 2252.908 and the rules
promulgated by the TEC. The parties agree that, with the exception of the information identifying the
Town and the contract identification number, the Town is not responsible for the information
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contained in the Form 1295. The information contained in the Form 1295 has been provided solely
by CivicPlus and the Town has not verified such information.
13. Prompt Payment Act. Customer shall pay CivicPlus the amounts due in accordance with
the Texas Prompt Payment Act, Texas Gov’t Code Ch. 2251, and Customer shall be entitled to an
offset or proration of service charges for a full calendar day if the services are unavailable to the
Customer for a cumulative duration of at least four (4) hours during that calendar day. Despite any
other provision to the contrary in the Binding Terms, interest, collections, and penalties related to
overdue payment shall be governed by Subchapter B of Texas Gov’t Code Ch. 2251.
14. Tax Exempt; Annual Appropriations. Customer is tax exempt and shall not be subject to
or pay for any charges for taxes under the Binding Terms. All payments by the Town under the
Binding Terms, including any provision in the Binding Terms relating to penalties, overages,
interest, collections, or any other additional costs, shall be subject to and conditioned upon the
annual appropriation of public funding budgeted for the specific purposes of the Binding Terms in
accordance with the Town Charter and Texas law. The Town shall make a good faith effort to
appropriate funds in accordance with Texas law; however, in the event funds are not appropriated,
the Binding Terms shall automatically terminate without regard for any renewal or other notice
requirements in the Binding Terms.
EXECUTED to be effective on the date of signature of the SOW by Customer and CivicPlus.
CIVICPLUS, LLC THE TOWN OF TROPHY CLUB, TEXAS
(“CivicPlus”): (“Town” or “Customer”):
By: By:
Date: Date:
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To: Mayor and Town Council
From: Patrick Arata, Town Manager
CC: Tamara Smith, Assistant to the Town Manager
Re: Information Technology Support Services Contract
Agenda Item:
Consider and take appropriate action to approve and award an Information Technology Support
Services contract to netGenius, Inc.
Strategic Link:
Administrative & Financial-Exercise fiscal discipline in all Town operations.
Background and Explanation:
The Town of Trophy Club awarded a contract to American Integration, Inc., Doing Business As
(DBA) VersaTrust, on August 25, 2020, with a contract expiration date of August 25, 2023. As
their contract neared expiration, we entered into a procurement process to request proposals
for information technology support services.
In May, we started the notice of request for proposals. We received twelve valid proposals and
one invalid proposal. During our evaluation process, we selected six employees from the
Administration, Finance, Community Development, Police, and Parks Departments to evaluate
the proposals. After narrowing down the twelve proposals to two, we asked our finalists a few
follow-up questions and chose the candidate that best fit the organization’s needs.
Through the rigorous selection process, we selected netGenius, Inc. Their experience with
municipal governments, their ability to provide onsite personnel 1-2 days a week, their all-
inclusive pricing, and their commitment to providing the Town of Trophy Club with honest
technology guidance and counsel, checks all the boxes we sought out for in our proposal.
The contract is anticipated to begin August 1, 2023, and commence on September 30, 2023.
Financial Considerations:
The IT Support Service contract will cost $15,960 monthly or $191,520 a year. The all-inclusive
contract will include service, maintenance, and response, including after-hours and weekend
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responses, and onsite IT personnel 1-2 days a week. Pricing does not include projects or
hardware.
Legal Review:
The Town of Trophy Clubs’ legal counsel, Dean Roggia, prepared the IT Support Service
Contract.
Staff Recommendation:
Town staff recommends the approval of the Information Technology Support Services contract
to netGenius, Inc.
Attachments:
netGenius, Inc. Proposal
IT Support Services Contract
New Negotiated Pricing Sheet
RFP Evaluation Sheets
Finalist Questionnaire
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Name of Evaluator Column 1 Column 2 Column 3 Column 4 Cost Monthly Extra Cost Annual Cost Score Total Points Total Cost Annually Onsite Time Response Critical Notes
SoftSages Tecnology Thad 20 20 18 6 10,250.00$ -$ 123,000.00$ 64 Up to 2 hour reponse time All Inclusive pricing/No Talk about projects
Chief 20 20 15 5 10,250.00$ 123,000.00$ 60 Required Signed Information Sheet
Tamara 25 10 15 10 10,250.00$ 123,000.00$ 60 No Addendum Signed
-$ 184 184 123,000.00$ Yes/Included In Price
ViLogics Thad 10 0 25 0 13,600.00$ 25,600.00$ 188,800.00$ 35 No Response Times Given Projects Cost Extra
Scott 0 0 5 0 12,000.00$ 12,000.00$ 5 No Signed Information Sheet
Tamara 10 0 5 5 13,638.60$ 12,037.50$ 175,700.70$ 20 Required No Addendum Signed
-$ 60 60 163,663.20$ Yes/Cost Extra
Fulcrum Group Chief 30 30 30 10 14,212.00$ 9,379.00$ 170,544.00$ 100 within 15 mins Project's Included
Tamara 30 30 30 10 14,212.00$ 9,379.00$ 170,544.00$ 100 No Signed Information Sheet
Paul 30 30 30 9 -$ 99 Required No Addendum Signed
-$ 299 299 170,544.00$ Not On-site Unless Needed
netGenius, Inc. Tamara 30 30 30 10 16,180.00$ 194,160.00$ 100 guarantees 1 hour All Inclusive pricing/No Talk about projects
Chief 30 30 30 10 16,180.00$ 194,160.00$ 100 No Signed Information Sheet
Scott 25 0 20 0 -$ 45 Required No Addendum Signed
-$ 245 245 194,160.00$ Yes/Included in Price
All About IT, Inc. Tamara 15 30 20 8 3,800.00$ 45,600.00$ 73 0-24 hours No Talk about Poject Costs
Chief 10 25 15 6 3,800.00$ 45,600.00$ 56 Signed Information Sheet
Scott 10 1 10 0 -$ 21 Required No Addendum Signed
-$ 150 150 45,600.00$ Yes/Cost Extra
Black Boots Network Sys Tamara 30 30 30 8 15,000.00$ 180,000.00$ 98 30 min-1 hr Extra for Projects
Chief 30 30 30 9 15,000.00$ 180,000.00$ 99 $200/hr after 8-5 Signed Information Sheet
Paul 30 30 30 8 -$ 98 Required Addendum Included not signed
-$ 295 295 180,000.00$ Yes/Included in Price
Collaborative Cloud Thad 25 27 23 11,890.00 142,680.00 75 30 min-target Projects Cost Extra
Scott 20 20 - 40 resolution by hour 4 Signed Informtion Sheet
Tamara 30 30 30 10 11,890.00$ 142,680.00$ 100 Required Signed Addendum Included
-$ 140 215 142,680.00$ Yes/Included In Price
Communication Square Scott 5 10 5 2 10,070.00$ 5,000.00$ 120,840.00$ 22 remote 1hr Doesn't Meet Requirements
Tamara 10 30 10 5 10,070.00$ 5,000.00$ 120,840.00$ 55 Signed prposal request form
Scott 5 30 5 5 10,070.00$ 5,000.00$ 120,840.00$ 45 Required No Signed Addendum Included
-$ 100 122 120,840.00$ No on-site
Cendien Tamara 25 30 25 10 12,240.42$ 5,525.00$ 146,885.04$ 90 15-30 min Projects Cost are hourly rates
Chief 20 30 22 8 12,240.42$ 5,525.00$ 146,885.04$ 80 No Signed Information Sheet
Ernest 25 30 20 8 12,240.42$ 146,885.04$ 83 Required No Addendum Signed
-$ 163 253 146,885.04$ Yes/Cost Extra
Reliable Technology Tamara 20 30 15 10 14,176.00$ 170,112.00$ 75 Did not Specify Cost Plus/Projects Billed
Chief 18 30 12 8 14,176.00$ 170,112.00$ 68 Did not meet requirements
Ernest 20 30 10 10 14,176.00$ 170,112.00$ 70 No Signed Information Sheet
-$ 138 213 170,112.00$ No/have to schedule Required No Addendum Signed
Wholestack Slutions Tamara 28 30 30 8 11,518.50$ 11,518.50$ 138,222.00$ 96 60 min Cost plus
Chief 26 30 28 7 11,518.50$ 11,518.50$ 138,222.00$ 91 Signed prposal request form
Total
Total
Total
Total
Total
Total
Total
Total
Total
Total
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Daniel 26 30 26 11,518.50$ 11,518.50$ 138,222.00$ 82 Required No Addendum Signed
-$ 173 269 138,222.00$ Yes/only 8 hours per week
One Support Chief 30 30 30 6 18,769.66$ 225,235.92$ 96 10 in Cost Plus/Projects hourly rates
Tamara 30 30 30 4 18,769.66$ 13,410.00$ 225,235.92$ 94 Signed Proposal Request Form
Daniel 30 30 30 6 18,769.66$ 13,410.00$ 225,235.92$ 96 Required No Addendum Signed
-$ 190 286 225,235.92$ Yes/Hourly rate
Evaluators
Chief Arata
Tamara
Paul
Ernest
Daniel
Thad
Scott
Calendar
7.14.23 Picked Black Boot and NetGenius
7.14.23 Met/We have a few questions for netGenius and Black Boot
7.14.23 Email to clarify
7.14.23 received Black Boot's answers back
7.17.23 received netGenius answer's back
7.17.23 negotiated pricing with netGenius
7.17.23 sent approval notice to netGenius
7.25.23 Present at Council
Total
Total
147
148
149
150
151
152
www.netgeniusinc.com | 1112 E. Copeland Rd Suite 430, Arlington, TX 76011 | (888)250-NETG
Quantity MSC Total
107 $65.00 $6,955.00
Servers 20 $350.00 $7,000.00
Switches 14 $50.00 $700.00
Access Points 11 $30.00 $330.00
3 $325.00 $975.00
$15,960.00
Annual Total $15,960 x 12 $191,520.00
Monthly Total
Pricing Category
Endpoints
Firewalls
Routine on-site service, maintenance, and response, including after hours and weekend responses,
are included in the Managed Services Agreement and will NOT be billed as project services.
**Pricing is based on equipment, and will be subject to verification.
Proposal and cost schedule shall be valid and binding for ninety (90) days following proposal due
date and will become part of the contract that is negotiated with the Town. NetGenius is available
to onboard the Town, upon execution of the Managed Services Agreement.
8. Pricing
Pricing
Our all-inclusive pricing is completely transparent, and competitive with the market for the
services offered.
Monthly pricing for Managed Services
Servers
$350
Desktops/Laptops
$65
Tablets
$35
Mobile Devices
$20
Firewall
$325 (Includes 24/7 security monitoring)
Network Smart Switch
$50
*A minimum 1-year annual contract is required
*Pricing does not include hardware.
153
Page 1 of 2
To: Mayor and Town Council
From: Patrick Arata, Town Manager
CC: Tamara Smith, Assistant to the Town Manager
Re: Town Attorney Services
Agenda Item:
Discuss and provide direction on initiating the search for a new Town Attorney by conducting
an employment recruitment, conducting the procurement process, or entering into a
professional services contract.
Strategic Link:
Administrative & Financial-Exercise fiscal discipline in all Town operations.
Background and Explanation:
Town Council is required by Code 4.14 to appoint an attorney licensed and in good standing to
practice in the State of Texas as the Town Attorney. Town Council is presented with three
options for selecting a Town Attorney.
Option 1:
Direct staff to initiate an employment recruitment to appoint a direct hire employee. The town
council will need to direct staff to solicit an Executive Search Consultant or have the
Department of Human Resources conduct employment recruitment to hire a Town Attorney.
Option 2:
Direct staff to conduct a procurement process, subject to Local Government Code 252, where
the Town would issue a Request for Proposal (RFP) for Town Attorney services. A competitive
bidding process would be initiated, proposals would be evaluated, and the Town Council would
award an agreement.
Option 3:
Direct staff to select and enter into a contract with an Attorney or Law Firm to perform the
Town Attorney services.154
Page 2 of 2
Financial Considerations:
Option 1's estimated cost to hire an Executive Recruitment Consultant to perform the
employment recruitment is $25,000. The fund used for recruitment would be the General Fund.
Staff Recommendation:
Staff recommends Town Council provide direction on the option they would like to use to retain
the Town Attorney.
155
Memorandum
Economics | Strategy | Stakeholders | Sustainability
www.newgenstrategies.net
275 W. Campbell Road
Suite 440
Richardson, TX 75080
Phone: (972) 680-2000
To: High Level Talking Points from June 30, 2023 Workgroup Meeting #3 – Confidential
From: Chris Ekrut, Partner and Chief Financial Officer, NewGen Strategies & Solutions, LLC
Date: July 12, 2023
Re: Trophy Club MUD Dissolution Feasibility Study
Meeting Talking Points:
• The consultants met with the workgroup representatives to present the analysis prepared for the
5 scenarios, answer questions and discuss the assumptions and to discuss next steps. The focus
for the meeting was to present findings and present/discuss numerous assumptions and elicit
feedback/consensus/direction from those in attendance. Confidentiality of the data in the
presentation is critical.
• There was general agreement that following this workgroup session the next step should be a
presentation to both Town Councils and the MUD Board. Consensus was strong that the
presentation should be delivered in one session with all present for transparency.
• The consultants have provided a preliminary “Executive Summary” version of the presentation to
the Town Managers of Westlake and Trophy club and to the General Manager of the MUD for
their review and comment.
• There will be a revision of cost projections in the next version of the presentation due to the
availability of updated Operations and Maintenance costs for Trophy Club MUD. Therefore, all
the numbers in the scenarios presented on June 30, 2023, should be viewed as preliminary
pending the update of the financial models with the revised O & M cost forecast.
• Following the presentation to all governing bodies, if all parties agree, there could be a “Go/No
Go” vote on whether to proceed with Phase Two of the process described in the cont ract with
NewGen.
156
Page 1 of 1
To: Mayor and Town Council
From: Patrick Arata, Town Manager
CC: Tamara Smith, Assistant to the Town Manager
Re: Public Arts Discussion
Agenda Item:
Discuss the establishment of a Public Arts Committee, Commission, or Board.
Strategic Link:
Infrastructure & Development-Collaborate effectively with other governmental entities.
Background and Explanation:
Boards, Committees, and Commissions help the Town Council function by providing excellent advice,
expertise, and time dedicated to volunteer civic duties.
They are dynamic in the sense they keep the Town accountable, and they reflect the diverse backgrounds
of the Town of Trophy Club's citizens. They are a vital link between citizens and Council, and they influence
decisions that shape the quality of life for Town residents.
Boards, committees, and Commissions are clearly defined by their jurisdiction.
The Town of Trophy Club can define its Boards, Commissions, Committees in four categories. How they
are established, how they function, what they are ruled by, and what authority they have.
In your handout, you will see a brief description of each category, how the Town categorizes it boards,
commissions, and committees, Public Art options, and Suggested Scope of Work.
Attachments:
Boards, Committees, Commissions Handout
157
BOARDS &
COMMISSIONS
158
02 CO NTENT
CURRENT BOARDS & COMMISSIONS
ESTABLISH
FUNCTION
RULED
AUTHORITY
PUBLIC ARTS
SC OPE OF WORK
CONTENT
2
03
04
05
06
07
08
09
159
Board Commission Corporation Reinvestment
Zone Committee
Animal Shelter Advisory
Board
Building Standards
Commission
Economic Development
Corporation 4B
Tax Increment
Reinvestment Zone No. 1
Connectivity Ad Hoc
Committee
Crime Control and
Prevention District Board
Charter Review
Commission
Park and Recreation
Board
Planning and Zoning
Commission
Zoning Board of
Adjustment
Ethics Review
Commission
CURRENTBOARDS & COMMISSIONS
3
160
ESTABLISH
COMMITTEE BOARD
COMMISSION
TOWN CHARTER
TOWN ORDINANCE
RESOLUTION
TOWN CHARTER
TOWN ORDINANCE
RESOLUTION
4
161
DISCRETIONARY
ADVISORY MANDATORY
Charter Review Commission
Connectivity Ad Hoc Committee
Economic Development
Corporation 4B (EDC)
Tax Increment Reinvestment Zone
No. 1 (TIRZ)
Animal Shelter Advisory Board
Parks and Recreation Board
Ethics Review Commission
Planning and Zoning Commission
Crime Control Prevention District
Board
ADMINISTRATIVE
Building Standards Commission
Zoning Board of Adjustment
ADVISORY- POWER TO MAKE RECOMMENDATIONS
BUT NOT TAKE ACTION
MANDATORY- REQUIRED BY LAW OR BY VOTER'S
DISCRETIONARY- AUTHORIZED BY STATUTE-
DECISION OF COUNCIL TO CREATE ONE
ADMINISTRATIVE- DECISION-MAKING POWERS
FUNCTION
5
162
Board Commission Corporation Reinvestment
Zone Compliance
Animal Shelter
Advisory Board
Compliance with Chapter 823 Health and
Safety Code
Building Standards
Commission
Compliance with Chapter 54 of Local
Government Code
Charter Review
Commission Town Charter
Crime Control and
Prevention District
Board
Chapter 363 Local Government Code
Economic Development
Corporation 4B Development Corporation Act of 1979 4B
Planning and Zoning
Commission
Chapter 283 and 211 of Local Government
Code, Acts of the Regular Session of the
Legislature
Tax Increment
Reinvestment Zone No. 1 Texas Tax Code 311
RULED
6
163
Recommendations to
Council
Shall Hear and
Determine
Cases
Make Charter
Amendments
When Need
Arises to
Accomplish
Specific
Purpose
Shall Have
Financial
Powers
Approved by
Voters
Animal Shelter Advisory
Board
Zoning Board
of Adjustment
Charter Review
Commission
Connectivity Ad
Hoc Committee
Economic
Development
Corporation 4B
Crime Control
and Prevention
District Board
Tax Increment
Reinvestment Zone No. 1
Building
Standards
Commission
Planning and Zoning
Commission
Park and Recreation Board
Ethics Review Commission
AUTHORITY
7
164
02Do you want this to be advisory,
discretionary, mandatory, or administrative?
Do you want this to be a
committee, commission, or board?
04What authority do you want to
give?
01
Will this be ruled by state law,
codes, etc.?
PUBLIC ART
03
Establish Function
Ruled Authority
Options
You can make it an ad hoc committee first.
You can give us direction to establish a
committee, commission, or board.
Keep it as a Council Subcommittee.
8
165
The promotion of art and culture that engages the community to make art
more accessible and encourages creativity in public spaces.
Potential Art and Culture Topics
Poet Laureate
Public Art Sculptures or Features
Dance, Music, Drama, Art Partnership with Business, Schools, and
Country Club in Town
Historical Restoration and Preservation Projects, Programs, Education
SUGGESTED
SCOPE OF WORK
9
166
Future Agenda Items
July 25, 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.
The strategic plan will be addressed at a future workshop.
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 expressed purpose of
mitigating the stormwater siltation. The Town is currently waiting on
Hogans Glen HOA to approve and sign the release of liability.
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. During the June 27th Council meeting, Councilmember Beach provided direction
to Director of Community Development Matt Cox to complete additional research on
alternative options for the flashing lights at the next Council meeting in July 25,2023.
4)Short-Term Rentals.
Councilmember Sheridan would like to review short-term rentals before they become an issue
within the Town. During the June 27th Council meeting, Town Attorney David Dodd presented
a short-term rental process. Councilmember Bauer would like additional definitions of the
word “owner” to be defined in the registration ordinance.
5)Town Staff to provide a plan of action for trash baskets in Town-Owned inlets.
Councilmember Sheridan would like staff 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. Interim Town
Manager Arata discussed the item with the Finance subcommittee on June 27th.
6)Public Arts Subcommittee
During the workshop on June 27, 2023, Councilmember Sheridan added that the public
arts subcommittee update the Council on the purpose of the subcommittee. Also, discuss the
transition from the public arts subcommittee to a Boards & Commission appointment.
167