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Agenda Packet 10-23-2023Town of Trophy Club Meeting Agenda Packet – AMENDED Town Council 1 Trophy Wood Drive Trophy Club, Texas 76262 October 23, 2023 7:00 PM Council Chambers CALL TO ORDER AND ANNOUNCE A QUORUM INVOCATION Rev. William Eason, Senior Pastor, Fellowship United Methodist Church PLEDGES led by Council Member 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 pursuant to Texas Government Code Sec. 551.007. The Council is not permitted to discuss or take action on any presentations made concerning matters that are not listed on the agenda. 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 Pesiding Officer. Each speaker must have submitted their request to speak by completing the speaker’s Form or email mayorandcouncil@trophyclub.org COMMUNITY SPOTLIGHT 1.Halloween Festivities 2.Working for You...Trophy Club a) Update from Town Council Members b) Update from Town Manager c) Quick Civic Tip (Dean Roggia, Town Attorney) CONSENT AGENDA 3.Consider approval of the October 9, 2023, Town Council regular meeting minutes. (Tammy Dixon, Town Secretary) 4.Consider approval of 4 annual purchase orders for services exceeding an amount of $25,000.00 per year. (Matt Cox, Director of Community Development) 5.Consider approval of amending the Compensation Pay Plan with an effective date of October 28, 2023. (Denise Deprato, Director of Human Resources) INDIVIDUAL ITEMS 6.Discuss, consider and act on appointment of Brandon Wright as the Town Manager, effective on the first day of employment with the Town, which shall occur on or before December 11, 2023. (Mayor Tiffany) 7.Case PP23002 Triple Crown Estates, Preliminary Plat Discuss, consider and take action on a request for a Preliminary Plat for Lots 16 and 7X, Block A, Triple Crown Estates, consisting of 2.992 acres of land out of the Mary Medlin Survey, Abstract No. 832, located south of Trophy Park Drive, east of Nottingham Court, west of Churchill Downs Lane, within Denton County, Trophy Club, Texas. (Matt Cox, Director of Community Development) 8.Case FP23005 Bobcat Village Phase 1 Final Plat, formerly Well Site 1H Discuss, consider and take action on a Final Plat for Bobcat Village Phase 1 (formerly Well Site 1H) containing ±2.7886 acres of land located east of Bobcat Boulevard, south and east of Halifax Street, and north of Byron Nelson High School. (Matt Cox, Director of Community Development) 9.Case FP23006 Bobcat Village Phase 2 Final Plat, formerly Well Site 1HB Discuss, consider and take action on a Final Plat for Bobcat Village Phase 2 (formerly Well Site 1HB) containing ±2.106 acres of land located east of Bobcat Boulevard, east of Halifax Street, and north of Byron Nelson High School. (Matt Cox, Director of Community Development) ADJOURN The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act, LGC.551.071 CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas on October 20, 2023 at 1:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Tammy Dixon 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 Packet –AMENDEDTown Council 1 Trophy Wood DriveTrophy Club, Texas76262October 23, 2023 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUMINVOCATION Rev. William Eason, Senior Pastor, Fellowship United Methodist ChurchPLEDGES led by Council MemberPledge of Allegiance to the American FlagPledge of Allegiance to the Texas FlagPUBLIC COMMENT(S)This is an opportunity for citizens to address the Council on any matter pursuant toTexas Government Code Sec. 551.007. The Council is not permitted to discuss ortake action on any presentations made concerning matters that are not listed on theagenda. 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 PesidingOfficer. Each speaker must have submitted their request to speak by completing thespeaker’s Form or email mayorandcouncil@trophyclub.org COMMUNITY SPOTLIGHT 1.Halloween Festivities 2.Working for You...Trophy Club a) Update from Town Council Members b) Update from Town Manager c) Quick Civic Tip (Dean Roggia, Town Attorney) CONSENT AGENDA 3.Consider approval of the October 9, 2023, Town Council regular meeting minutes. (Tammy Dixon, Town Secretary) 4.Consider approval of 4 annual purchase orders for services exceeding an amount of $25,000.00 per year. (Matt Cox, Director of Community Development) 5.Consider approval of amending the Compensation Pay Plan with an effective date of October 28, 2023. (Denise Deprato, Director of Human Resources) INDIVIDUAL ITEMS 6.Discuss, consider and act on appointment of Brandon Wright as the Town Manager, effective on the first day of employment with the Town, which shall occur on or before December 11, 2023. (Mayor Tiffany) 7.Case PP23002 Triple Crown Estates, Preliminary Plat Discuss, consider and take action on a request for a Preliminary Plat for Lots 16 and 7X, Block A, Triple Crown Estates, consisting of 2.992 acres of land out of the Mary Medlin Survey, Abstract No. 832, located south of Trophy Park Drive, east of Nottingham Court, west of Churchill Downs Lane, within Denton County, Trophy Club, Texas. (Matt Cox, Director of Community Development) 8.Case FP23005 Bobcat Village Phase 1 Final Plat, formerly Well Site 1H Discuss, consider and take action on a Final Plat for Bobcat Village Phase 1 (formerly Well Site 1H) containing ±2.7886 acres of land located east of Bobcat Boulevard, south and east of Halifax Street, and north of Byron Nelson High School. (Matt Cox, Director of Community Development) 9.Case FP23006 Bobcat Village Phase 2 Final Plat, formerly Well Site 1HB Discuss, consider and take action on a Final Plat for Bobcat Village Phase 2 (formerly Well Site 1HB) containing ±2.106 acres of land located east of Bobcat Boulevard, east of Halifax Street, and north of Byron Nelson High School. (Matt Cox, Director of Community Development) ADJOURN The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act, LGC.551.071 CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas on October 20, 2023 at 1:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Tammy Dixon 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 Packet –AMENDEDTown Council 1 Trophy Wood DriveTrophy Club, Texas76262October 23, 2023 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUMINVOCATION Rev. William Eason, Senior Pastor, Fellowship United Methodist ChurchPLEDGES led by Council MemberPledge of Allegiance to the American FlagPledge of Allegiance to the Texas FlagPUBLIC COMMENT(S)This is an opportunity for citizens to address the Council on any matter pursuant toTexas Government Code Sec. 551.007. The Council is not permitted to discuss ortake action on any presentations made concerning matters that are not listed on theagenda. 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 PesidingOfficer. Each speaker must have submitted their request to speak by completing thespeaker’s Form or email mayorandcouncil@trophyclub.orgCOMMUNITY SPOTLIGHT1.Halloween Festivities2.Working for You...Trophy Cluba) Update from Town Council Membersb) Update from Town Manager c) Quick Civic Tip (Dean Roggia, Town Attorney)CONSENT AGENDA3.Consider approval of the October 9, 2023, Town Council regular meetingminutes. (Tammy Dixon, Town Secretary)4.Consider approval of 4 annual purchase orders for services exceeding anamount of $25,000.00 per year. (Matt Cox, Director of Community Development)5.Consider approval of amending the Compensation Pay Plan with an effectivedate of October 28, 2023. (Denise Deprato, Director of Human Resources)INDIVIDUAL ITEMS6.Discuss, consider and act on appointment of Brandon Wright as the TownManager, effective on the first day of employment with the Town, which shall occuron or before December 11, 2023. (Mayor Tiffany)7.Case PP23002 Triple Crown Estates, Preliminary PlatDiscuss, consider and take action on a request for a Preliminary Plat for Lots 16and 7X, Block A, Triple Crown Estates, consisting of 2.992 acres of land out ofthe Mary Medlin Survey, Abstract No. 832, located south of Trophy Park Drive,east of Nottingham Court, west of Churchill Downs Lane, within Denton County,Trophy Club, Texas. (Matt Cox, Director of Community Development)8.Case FP23005 Bobcat Village Phase 1 Final Plat, formerly Well Site 1HDiscuss, consider and take action on a Final Plat for Bobcat Village Phase 1(formerly Well Site 1H) containing ±2.7886 acres of land located east of BobcatBoulevard, south and east of Halifax Street, and north of Byron Nelson HighSchool. (Matt Cox, Director of Community Development)9.Case FP23006 Bobcat Village Phase 2 Final Plat, formerly Well Site 1HBDiscuss, consider and take action on a Final Plat for Bobcat Village Phase 2(formerly Well Site 1HB) containing ±2.106 acres of land located east of BobcatBoulevard, east of Halifax Street, and north of Byron Nelson High School. (MattCox, Director of Community Development) ADJOURN The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act, LGC.551.071 CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas on October 20, 2023 at 1:00 p.m. in accordance with Chapter 551, Texas Government Code. __________________________________ Tammy Dixon 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 COUNCIL COMMUNICATION CONSENT MEETING DATE: October 23, 2023 FROM: Tammy Dixon, Town Secretary AGENDA ITEM: Consider approval of the October 9, 2023, regular meeting minutes. BACKGROUND/SUMMARY: The Town Council held a regular meeting on October 9, 2023. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: N/A LEGAL REVIEW: N/A ATTACHMENTS: Draft Meeting Minutes – October 9, 2023, Town Council Regular Meeting ACTION/OPTIONS: Move to approve the October 9, 2023, Town Council regular meeting minutes. 4 Town of Trophy Club - Regular Meeting Minutes October 9, 2023 The Trophy Club Town Council met in a Regular Meeting on October 9, 2023, at 7:00 p.m. The meeting was held at Town Hall, 1 Trophy Wood Dr, Trophy Club, TX 76262. CALL TO ORDER AND ANNOUNCE A QUORUM Mayor Tiffany called the Town Council meeting to order at 7:00 p.m. with the following members present: Jeannette Tiffany, Mayor Dennis Sheridan, Mayor Pro Tem Stacey Bauer, Councilmember Place 1 Jeff Beach, Councilmember Place 2 Karl Monger, Councilmember Place 4 LuAnne Oldham, Councilmember Place 5 with the following member absent: Steve Flynn, Councilmember Place 6 constituting a quorum with the following members of the Town Staff participating: Patrick Arata, Interim Town Manager Maggie McCormick-Krukoski, Records Analyst Wayne Olson, Legal Counsel Jason Wise, Fire Chief Matt Cox, Community Development Director Ronnie Angel, Interim Director of Parks and Recreation April Duvall, Finance Director Denise Deprato, Human Resources Director Jill Lind, Communications and Marketing Director Tamara Smith, Assistant to the Town Manager INVOCATION Pastor Joel Quile, Bara Church, led the invocation. PLEDGES Councilmember Bauer led the Pledge of Allegiances to the American and Texas Flags. 5 Town Council Regular Meeting Minutes-October 9, 2023 Page 2 PUBLIC COMMENTS Jim Carter 1005 Roadrunner Rd. Bartonville, TX 76226 thanked the Town Council for their service. He also stated he represented Halff and Associates regarding the Pool Project to be discussed later in the meeting. COMMUNITY SPOTLIGHT 1. Working for You . . . Trophy Club a) Update from Town Council Members Council Member Bauer spoke of her attendance at the Texas Municipal League (TML) Annual Conference, which took place in Dallas last week and stated it was a great learning opportunity and networking event. Mayor Tiffany thanked the community for their participation in National Night Out and stated it highlighted Trophy Clubs neighbors and comradery well. Council Member Monger recognized Park Board Member Patrick Schrein, who will be commissioned into the U.S. Navy on November 10th, 2023, at 10:30 AM at Veteran’s Park and invited all to attend. Council Member Monger also reported the First Responders Day event had been moved to November 4, 2023, at Trophy Club Town Center to begin at 3:30 PM. He invited all to attend as the Trophy Club Rotary honors first responders and their families. Council Member Oldham spoke about having recently attended an event with County Commissioner Dianne Edmondson, where she provided an update on transportation projects and initiatives in the DFW area. b) Update from Town Manager (Patrick Arata, Interim Town Manager) Interim Town Manager Arata thanked the community for their support of Pet Fest, which was held this past weekend and stated there was a great turn out of people and a tremendous showing of vendors! Mr. Arata reported on the damage to town property recently, including the digital marquee at Trophy Club Drive as well as the fence at Bobcat and Parkview Drive. He stated both locations had been submitted to insurance and they would be repaired in the coming months. Mr. Arata echoed the success of National Night Out and the great display from the community. He stated and his team made it around to approximately seven neighborhoods that were hosting events that evening. 6 Town Council Regular Meeting Minutes-October 9, 2023 Page 3 CONSENT AGENDA 2.Consider approval of the September 25, 2023, regular meeting minutes. (Tammy Dixon, Town Secretary) 3. Consider approval of the September 27, 2023, special meeting minutes. (Tammy Dixon, Town Secretary) 4. Consider approval regarding an Interlocal Cooperation Agreement (ILA) between the Town of Trophy Club Police and Fire/EMS Department and Denton County for the use of a Radio Communication System for the Fiscal Year 20232024; and authorization for the Mayor to execute same on behalf of the Town. (Patrick Arata, Interim Town Manager) 5.Consider approval of 22 purchase orders for FY 2023-2024 (April Duvall, Director of Finance). Councilmember Oldham moved to approve consent agenda items 2-5. Councilmember Beach seconded the motion. VOTE ON THE MOTION AYES: Bauer, Sheridan, Tiffany, Monger, Beach, Oldham NAYES:None ABSENT:Flynn VOTE:6-0-1 6. Discuss, consider and take action on the Trophy Club Community Pool Project, Phase II. (Ronnie Angel, Interim Director of Parks and Recreation) Mr. Angel and Kirk Wilson, Halff Associates gave the following presentation on the Pool Project renovation and answered questions from the Town Council: 7 Town Council Regular Meeting Minutes-October 9, 2023 Page 4 A discussion ensued regarding the party room size, access to swimming pool, location of restrooms, entrance, and project timeline. It was the consensus of the Town Council to have this item will be brought back to the November 13, 2023, meeting for consideration. 7. Discuss and consider approval of a resolution appointing members and chairpersons to the Animal Shelter Advisory Board; Building Standards Commission; Parks and Recreation Board; Planning and Zoning Commission; Tax Increment Reinvestment Zone No. 1; and Zoning Board of Adjustment; and appointing members to the Crime Control and Prevention District; Economic Development Corporation; and Ethics Commission. (Mayor Tiffany and Councilmembers Oldham and Bauer) Councilmember Oldham moved to approve appointing the members and chairpersons as presented in the draft resolution. Mayor Pro Tem Sheridan seconded the motion. Councilmember Beach moved to amend the resolution changing the proposed Chair of the Increment Reinvestment Zone No. 1 to Aaron Ross. Councilmember Bauer seconded the motion. VOTE ON MOTION TO AMEND THE RESOLUTION AYES: Bauer, Sheridan, Tiffany, Monger, Beach NAYES:Oldham ABSENT:Flynn VOTE:5-1-1 VOTE ON MOTION AYES: Bauer, Sheridan, Tiffany, Monger, Beach, Oldham NAYES:None ABSENT:Flynn VOTE:6-0-1 8. Future Agenda Items List. (Patrick Arata, Interim Town Manager) 8 Town Council Regular Meeting Minutes-October 9, 2023 Page 5 Interim Town Manager Arata reviewed the future agenda items list. EXECUTIVE SESSION/REGULAR SESSION Pursuant to the Open Meetings Act, Chapter 551, the Town Council convened into a Closed Executive Session at 7:48 p.m. and reconvened into Regular Session at 8:01 p.m. in accordance with the Texas Government Code regarding: a. Section 551.074 Personnel Matters to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee, to wit: Town Manager. Mayor Tiffany moved to approve, as presented, the contract for employment of Brandon Wright as Trophy Club Town Manager. Mayor Pro Tem Sheridan seconded the motion. VOTE ON THE MOTION AYES: Bauer, Sheridan, Tiffany, Monger, Beach, Oldham NAYES:None ABSENT:Flynn VOTE:6-0-1 Mayor Tiffany announced the Town has completed its hiring of the three executive team members (Town Manager, Town Secretary, and Town Attorney) that report directly to the Town Council. She thanked Interim Town Manager Arata for his hard work and dedication during the process. Mayor Tiffany announced a Meet and Greet for the Town Manager would be scheduled in January. ADJOURN Mayor Tiffany adjourned the Town Council meeting at 8:03 p.m. ____________________________ Jeannette Tiffany, Mayor Town Council Attest: _______________________________ 9 Town Council Regular Meeting Minutes-October 9, 2023 Page 6 Tammy Dixon, Town Secretary 10 TOWN COUNCIL COMMUNICATION REGULAR MEETING DATE: October 23, 2023 FROM: Matt Cox, Director of Community Development AGENDA ITEM: Consider approval of 4 annual purchase orders for services exceeding an amount of $ 25,000 per year. BACKGROUND/SUMMARY: Annually, staff compiles initial purchase orders for the fiscal year that are expected to exceed $25,000 for the fiscal year to be presented to council for approval. The objective is to present all purchase orders exceeding $25,000 that the staff is aware of at the beginning of the year for Council approval. This approach serves two main purposes: firstly, it allows the Council to review these purchases collectively, and secondly, it streamlines operational efficiency. The specific purchase order requests for the Trophy Club Streets and Stormwater departments are included in the attachments. Streets/Stormwater Consolidated Traffic Controls, Inc – Purchase order for installation of new flashers and the upgrading of old flasher systems in phases. PO for FY24- $27,000.00. Freese and Nichols, Inc - Purchase order for professional stormwater engineering services in FY24. This purchase order allows the new five (5) year permit cycle for reporting MS4 to TCEQ starts January 2024. This requires new documentation and an application to be submitted to TCEQ. Years 2-5 will be $10,000.00 each year for standard and on call MS4 services and will be requested individually for FY25-28. PO for FY24- $ 30,000.00. LaTour Tree Service – Purchase order for monthly inspections of creeks, creek beds, banks beneath bridges and culverts for any issues that could hinder the flow of water and alert staff of impeding issues that will need maintenance, such as erosion and pre/post storm concerns. This annual service has been expanded to include on-call trash/debris removal from Trophy Club creeks and natural stormwater systems following heavy rainfall events throughout FY24. PO for FY24- $ 60,000.00. Kanelee Landscapes (TLC Landscapes) – Purchase order for mowing of the creek by Byron Nelson High School and the creek between Lakeview Dr and Village Trail. PO for FY24 - $ 33,000.00 11 BOARD REVIEW/CITIZEN FEEDBACK: None applicable FISCAL IMPACT: The funds required for these purchase orders are accessible within the FY24 Approved Budget, and all necessary purchasing procedures were adhered to appropriately. LEGAL REVIEW: None applicable ATTACHMENTS: • Streets and Stormwater Purchase Order requests ACTION/OPTIONS: Consider approval of four (4) FY24 annual Purchase Orders as presented. 12 13 Contract No.:PE-05-21 Date Prepared:9/29/2023 Buying Agency:Contractor: Contact Person: Prepared By: Phone:Phone: Fax:Fax: Email: Email: Line Number Quan Description Unit Pr Total 88 2 PNS10-Cab Black Powder Coat Cabinet & Mounting Bracket Black 90.00$ 180.00$ 402 2 PNS10-600008ID DC Pedestrian Crossing W/ Polara iDetect APS Bluetooth Pushbutton 2,737.00$ 5,474.00$ 418 1 PNS10-50643062 Gateway Radio for Ped Crossing 577.00$ 577.00$ 419 1 PNS10-506430N2 Node Radio for Ped Crossing 524.00$ 524.00$ 433 2 PNS10-SUB104A Substitute 104Ah for 53Ah Battery 159.00$ 318.00$ 474 2 PNS10-503661DC2B Back to Back Solar RRFBs W/ One Confirmation Light (Banding Mount)1,521.00$ 3,042.00$ 3184 2 S1-1 30" School crossing sign 30" FYG 136.00$ 272.00$ 3185 2 W16-7P Diagonal Arrow 30X18 88.00$ 176.00$ 3186 1 Blk on back Black on back of signs 55.00$ 55.00$ 10,618.00$ Quan Unit Pr Total 2 Panel modifications to work with existing Ped crosswalk flashers 350.00$ 700.00$ -$ -$ -$ 700.00$ 7% Quan Unit Pr Total -$ -$ -$ 11,318.00$ Subtotal C: Delivery Date: 30 to 45 Days ARO D. Total Purchase Price (A+B+C): Total From Other Sheets, If Any: Subtotal B: Check: The total cost of Unpublished Options (Subtotal B) cannot exceed 25% of For this transaction the percentage is: C. Other Allowances, Discounts, Trade-Ins, Freight, Make Ready or Miscellaneous Charges Description Subtotal A: B. Unpublished Options, Accessory or Service items - Itemize Below - Attach Additional Sheet If Necessary (Note: Unpublished Items are any which were not submitted and priced in contractor's bid.) Description Catalog / Price Sheet Name:Traffic Control, Enforcement & Signal Preemption Equipment General Description of Product:Traffic Control Equipment A. Catalog / Price Sheet Items being purchased - Itemize Below - Attach Additional Sheet If Necessary Total From Other Sheets, If Any: - 0 800-448-8841 800-448-8850 Kevin O'Dell <kodell@trophyclub.org>acarrasco@ctc-traffic.com CONTRACT PRICING WORKSHEET For Catalog & Price Sheet Type Purchases This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both documents MUST be faxed to H-GAC @ 713-993-4548. Therefore please type or print legibly. Trophy Club Consolidated Traffic Controls, Inc. Kevin O'Dell Alonzo Carrasco 14 Item Name Blk on back Black on back of signs Contract 695-23 | Traffic Signal Systems & Safety Barrier Products Line-item 3 | Traffic Intersection Safety (Parking Lot, Pedestrian, Railroad, School Zone) Equipment and Products Requests Responses 6 1 Comparisons Source Item Name Manufacturer Product Number Unit of Measure Quantity Price Subtotal Valid-through Date Request Flashers Currux Vision LLC No Response OB Traffic No Response Texas Highway Products, LTD No Response Tiger Traffic 65W/12V SOLAR PANEL TAPCO 2 -$ 11,613.00$ 11/9/2023 18:00 Traffic Parts, Inc.No Response TraStar, Inc.No Response 15 16 801 Cherry Street □ Fort Worth, Texas 76102 □ 817-735-7300 □ fax 817-735-7491 www.freese.com October _1_, 2023 Mr. Kevin O’Dell Street Superintendent Town of Trophy Club 1 Trophy Wood Drive, Trophy Club, TX 76262 Dear Mr. O’Dell, In response to our telephone conversation with you on Friday, September 29, 2023, we are pleased to submit this proposal of qualifications for providing professional services to the Town of Trophy Club (“TOWN”) for assistance with compliance with the 2024 Small Municipal Separate Storm Sewer System (“MS4”) General Permit. It is our understanding that the assistance is needed with the MS4 Stormwater Management Program (“SWMP”) update, renewal, and implementation to comply with the 2024 Small MS4 General Permit (TXR040000) (the “Project”), and Freese and Nichols (“FNI”) will utilize previous MS4 support provided to the TOWN in performing services. In this Agreement, TOWN and FNI may be referred to individually as “Party,” and collectively as “Parties.” SCOPE OF SERVICES FNI will render the following professional services in connection with the 2024 SWMP update, renewal, and implementation. Task A: Phase II MS4 SWMP Update (anticipated in January 2024) 1. Best Management Practice (“BMP”) Review and Selection Meeting FNI will hold one in-person meeting with the TOWN to review and select the required number of BMPs from Minimum Control Measure (“MCM”) 1 – Public Education and Outreach; MCM 2 – Public Involvement/Participation; MCM 3 – Illicit Discharge Detection and Elimination (“IDDE”); MCM 4 – Construction Site Stormwater Runoff Control; MCM 5 – Post Construction Stormwater Management in New Development and Redevelopment; MCM 6 – Pollution Prevention and Good Housekeeping for Municipal Operations; MCM 7 – Industrial Stormwater Sources; and MCM 8 – Authorization for Construction Activities where the Small MS4 is the Operator of the 2024 Small MS4 General Permit. FNI will use the selected BMPs to begin drafting the draft SWMP. FNI will provide one set of meeting minutes summarizing the decisions made during the BMP Review and Selection Meeting to the TOWN. 2. Development of Draft SWMP FNI will update the TOWN’s SWMP, utilizing the FNI template, to comply with the new requirements of MCM 1 through MCM 8 of the 2024 Small MS4 General Permit (TXR040000), expected to become effective on January 24, 2024. FNI will update and add all information required by the 2024 Small MS4 General Permit and draft measurable goals for each BMP selected during the BMP Review and Selection Meeting. BMP measurable goals will be developed to meet the requirements of each applicable MCM from the 2024 Small MS4 General Permit while also 17 L:\Client\OLCR\T\Trophy Club\MS4 Compliance Support\2024-28 Services\Trophy Club MS4 Compliance Support Letter Agreement.docx Rev. 04/19 Page 2 maintaining the TOWN’s ability to meet the BMP measurable goals. FNI will provide one electronic copy of the draft SWMP to the TOWN for review and comment. FNI will hold one SWMP Review Meeting (virtual or in-person, TOWN’s preference) to discuss TOWN concerns and comments for incorporation into the final SWMP. This scope does not include the development or update of TOWN standard operating procedures that may be required because of the 2024 Small MS4 General Permit and the subsequent SWMP update. 3. Draft SWMP Review Meeting FNI will hold one SWMP Review Meeting (virtual or in-person) to discuss TOWN concerns or comments. FNI will notate TOWN revisions and incorporate them into the final SWMP. FNI will also review the Notice of Intent (“NOI”) process with the TOWN. FNI will provide one set of meeting minutes summarizing the decisions made during the Draft SWMP Review Meeting to the TOWN. 4. Final SWMP Development and Delivery FNI will incorporate TOWN revisions to the Draft SWMP into the Final SWMP, given the revisions do not contradict the requirement of the 2024 Small MS4 General Permit. FNI will provide one hard copy and one electronic copy to the TOWN for use and implementation. Additionally, FNI will provide resources from the Texas Commission on Environmental Quality (TCEQ), as they are made available, to assist with the completion of the NOI. The NOI submittal is anticipated to be completed electronically for the 2024 Small MS4 General Permit renewal. Task B: On-Call SWMP Implementation Support (Fiscal Year 2023-2024 through Fiscal Year 2027-2028) Beginning in TOWN’s fiscal year 2023-2024 and ending in fiscal year 2027-2028, FNI will provide on-call MS4 administration and implementation support for the 2024 SWMP as directed by the TOWN for activities not specified above, including, but not limited to, the following: • Stormwater standard operating procedures review and update. • Annual report preparation. • Public education and outreach material development. • Geographical Information Systems (GIS) data management. • Storm sewer system mapping assistance and storm sewer asset management, including structural controls. • Staff training for illicit discharge detection and elimination, construction site inspections, and other related activities. • Review construction site Stormwater Pollution Prevention Plans (“SWP3”s) for compliance with TXR040000. • Detailed facility audits. TIME OF COMPLETION FNI is authorized to commence work on the Project upon the execution of this Agreement and effective date of the 2024 Small MS4 General Permit. FNI will complete tasks in accordance with the following schedule: • BMP Review and Selection Meeting – Within 45 days of the permit effective date. • Develop Draft SWMP – Within 60 days following the BMP Review and Selection Meeting. • Draft SWMP Review Meeting – Within 30 days of FNI’s receipt of comments from TOWN. • Delivery of Final SWMP – Within 30 days following the Draft SWMP Review Meeting. • 2024 NOI Submittal (TOWN action) – Within 180 days of the effective date of the permit. 18 L:\Client\OLCR\T\Trophy Club\MS4 Compliance Support\2024-28 Services\Trophy Club MS4 Compliance Support Letter Agreement.docx Rev. 04/19 Page 3 If FNI’s services are delayed through no fault of FNI, FNI shall be entitled to equitable adjustment of compensation and FNI shall be entitled to adjust contract schedule consistent with the number of days of delay. RESPONSIBILITIES OF TOWN TOWN shall perform the following in a timely manner so as not to delay the services of FNI: A. Designate in writing a person to act as TOWN’s representative with respect to the services to be rendered under this Agreement. Such person shall have contract authority to transmit instructions, receive information, and interpret and define TOWN’s policies and decisions with respect to FNI’s services for the Project. B. Assist FNI by placing at FNI’s disposal all available information pertinent to the Project including previous reports and any other data relative to the Project. C. Arrange for access to and make all provisions for FNI to enter upon public property as required for FNI to perform services under this Agreement. D. Examine all studies, reports, sketches, drawings, specifications, proposals, and other documents presented by FNI, obtain advice of an attorney, insurance counselor, and other consultants as TOWN deems appropriate for such examination and render in writing decisions pertaining thereto within a reasonable time so as not to delay the services of FNI. DESIGNATED REPRESENTATIVES FNI and TOWN designate the following representatives: TOWN’s Primary Contact Name: Kevin O’Dell Address: 1 Trophy Wood Drive, Trophy Club, TX 76262 Phone: (682) 237-2936 Email: kodell@trophyclub.org FNI’s Primary Contact Name: Ryan Deal Address: 801 Cherry Street, STE 2800 Fort Worth, TX 76102 Phone: (817) 735-7594 Email: Ryan.Deal@freese.com FNI’s Accounting Contact Name: Lisa Broussard Address: 2711 Haskell Ave., STE 3300, Dallas, TX 75204 Phone: (972) 331-6021 Email: lisa.broussard@freese.com 19 L:\Client\OLCR\T\Trophy Club\MS4 Compliance Support\2024-28 Services\Trophy Club MS4 Compliance Support Letter Agreement.docx Rev. 04/19 Page 4 COMPENSATION FNI proposes to furnish services as described herein in accordance with Attachment CO for a not to exceed fee of Seventy Thousand Dollars ($70,000.00) for Basic Services. If FNI sees the Scope of Services changing so that additional services are needed, FNI will notify the TOWN before proceeding. Additional services shall be based on the rates in Attachment CO. The following table summarizes the compensation breakdown by TOWN fiscal years: Basic Services Fee FY 23-24 Task A: 2024 SWMP Update $20,000.00 Task B: On-Call MS4 Services $10,000.00 FY 24-25 Task B: On-Call MS4 Services $10,000.00 FY 25-26 Task B: On-Call MS4 Services $10,000.00 FY 26-27 Task B: On-Call MS4 Services $10,000.00 FY 27-28 Task B: On-Call MS4 Services $10,000.00 Basic Services Subtotal $70,000.00 Payment of the services shall be due and payable upon submission of a statement for services. Statements for services shall not be submitted more frequently than monthly. TERMS AND CONDITIONS OF AGREEMENT We propose to furnish our Basic Services as described herein in accordance with Attachment TC, "Terms and Conditions of Agreement." We appreciate this opportunity to submit this statement of qualifications, which is good for 60 days. If additional information or clarification is desired, please do not hesitate to contact us. If you are in agreement with the Basic Services described herein and wish for FNI to proceed with this assignment, please sign below and return one copy of the Agreement for our files. If you wish to authorize our services by a Purchase Order, please refer to this letter as an attachment on the face of the Purchase Order. Yours very truly, Approved: FREESE AND NICHOLS, INC. TOWN OF TROPHY CLUB Ryan Deal, CPESC, GIT By: Project Manager Print Name Kimberly Buckley, P.G. Principal/Vice President Title: Date: 20 ATTACHMENT CO COMPENSATION ATTACHMENT CO Compensation to FNI for Basic Services in Attachment SC shall be computed on the basis of the following Schedule of Charges, but shall not exceed Seventy Thousand Dollars ($70,000). If FNI sees the Scope of Services changing so that Additional Services are needed, including but not limited to those services described as Additional Services in Attachment SC, FNI will notify TOWN for TOWN’s approval before proceeding. Additional Services shall be computed based on the following Schedule of Charges. Hourly: Rate Min Max Professional 1 104 182 Professional 2 134 208 Professional 3 148 326 Professional 4 171 374 Professional 5 241 419 Professional 6 263 493 Construction Manager 1 123 167 Construction Manager 2 130 208 Construction Manager 3 156 211 Construction Manager 4 185 263 Construction Manager 5 222 311 Construction Manager 6 296 367 Construction Representative 1 86 93 Construction Representative 2 108 123 Construction Representative 3 137 197 Construction Representative 4 137 197 CAD Technician/Designer 1 93 126 CAD Technician/Designer 2 111 204 CAD Technician/Designer 3 160 259 Corporate Project Support 1 78 163 Corporate Project Support 2 89 230 Corporate Project Support 3 111 337 Intern/ Coop 60 100 Rates for In-House Services and Equipment Mileage Bulk Printing and Reproduction Standard IRS Rates B&W Equipment Valve Crew Vehicle (hour) $75 Technology: Charge $8.50 per hour OTHER DIRECT EXPENSES: Other direct expenses are reimbursed at actual cost times a multiplier of 1.15. They include outside printing and reproduction expense, communication expense, travel, transportation, and subsistence away from the FNI office. For other miscellaneous expenses directly related to the work, including costs of laboratory analysis, tests, and other work required to be done by independent persons other than staff members, these services will be billed at a cost times a multiplier of 1.15. For Resident Representative services performed by non-FNI employees and CAD services performed In-house by non-FNI employees where FNI provides workspace and equipment to perform such services, these services will be billed at cost times a multiplier of 2.0. This markup approximates the cost to FNI if an FNI employee was performing the same or similar services. These ranges and/or rates will be adjusted annually in February. L ast updated 2023. 370082023 Small format (per copy) $0.10 $0.25 Pressure Data Logger (each) $200 large Format (per sq. ft.) Water Quality Meter (per day) $100 Bond $0.25 $0.75 Microscope (each) $150 Glossy/ Mylar $0.75 $1.25 Pressure Recorder (per day) 5100 Vinyl/ Adhesive $1.50 $2.00 Ultrasonic Thickness Gauge (per day) $275 Coating Inspection Kit (per day) $275 Mounting (per sq. ft.) $2.00 flushing/ Cfactor (each) $500 Binding (per binding) $0.25 Backpack Electrofisher (each) $1,000 Survey Grade Drone (per day) $200 $100 GPS (per day) $150 $50 21 ATTACHMENT T&C TERMS AND CONDITIONS OF AGREEMENT 1. DEFINITIONS: As used herein: (1) TOWN refers to the Party named as such in the Agreement between the TOWN and FNI; (2) FNI refers to Freese and Nichols, Inc., its employees and agents, and its subcontractors and their employees and agents; and (3) Services refers to the professional services performed by FNI pursuant to the Agreement. 2. INFORMATION FURNISHED BY TOWN: TOWN will assist FNI by placing at FNl's disposal all available information pertinent to the project, including previous reports and any other data relative to design or construction of the project. FNI shall have no liability for defects or negligence in the Services attributable to FNl's reliance upon or use of data, design criteria, drawings, specifications, or other information furnished by TOWN. To the fullest extent permitted by law, TOWN agrees to indemnify and hold FNI harmless from any and all claims and judgments, and all losses, costs, and expenses arising therefrom. FNI shall disclose to TOWN, prior to use thereof, defects or omissions in the data, design criteria, drawings, specifications, or other information furnished by TOWN to FNI that FNI may reasonably discover in its review and inspection thereof. 3. STANDARD OF CARE: FNI will perform all professional services under this Agreement with the professional skill and care ordinarily provided by competent members of the subject profession practicing under the same or similar circumstances and professional license as expeditiously as is prudent considering the ordinary professional skill and care of a competent member of the subject profession. FNI makes no warranties, express or implied, under this Agreement or otherwise, in connection with any Services performed or furnished by FNI. 4. INSURANCE: FNI shall provide TOWN with certificates of insurance with the following minimum coverage: Commercial General Liability $2,000,000 General Aggregate Automobile Liability (Any Auto) $1,000,000 Combined Single Limit Workers' Compensation As required by Statute Professional Liability $3,000,000 Annual Aggregate 5. CHANGES: TOWN, without invalidating the Agreement, may order changes within the general scope of Services required by the Agreement by altering, adding, and/or deducting from the Services to be performed. If any such change under this clause causes an increase or decrease in FNl's cost or time required for the performance of any part of the Services, an equitable adjustment will be made by mutual agreement and the Agreement will be modified in writing accordingly. FNI will make changes to the drawings, specifications, reports, documents, or other deliverables as requested by TOWN. However, when such changes differ from prior comments, directions, instructions, or approvals given by TOWN or are due to causes not solely within the control of FNI, FNI shall be entitled to additional compensation and time required for performance of such changes to the Services authorized under this Agreement. 6. OPINION OF PROBABLE CONSTRUCTION COSTS: No fixed limit of project construction cost shall be established as a condition of the Agreement, unless agreed upon in writing and signed by the Parties hereto. If a fixed limit is established, FNI shall be permitted to include contingencies for design, bidding, and price escalation in the construction contract documents to make reasonable adjustments in the scope of the project to adjust the project construction cost to the fixed limit. Such contingencies may include bid allowances, alternate bids, or other methods that allow FNI to Attachment TC Rev07/23 Page 1 of 4 22 Attachment TC Rev07/23 Page 2 of 4 determine what materials, equipment, component systems, and types of construction are to be included in the construction contract documents. Fixed limits, if any, shall be increased by the same amount as any increase in the contract price after execution of the construction contract. FNI will furnish an opinion of probable construction or program cost based on present day pricing, but does not guarantee the accuracy of such estimates. Opinions of probable cost, financial evaluations, feasibility studies, economic analyses of alternate solutions, and utilitarian considerations of operations and maintenance costs prepared by FNI hereunder will be made on the basis of FNl's experience and qualifications and represent FNl's judgment as an experienced and qualified design professional. It is recognized, however, that FNI does not have control over the cost of labor, material, equipment, or services furnished by others or over market conditions or contractors' methods of determining prices. Accordingly, FNI cannot and does not warrant or represent that bids or cost proposals will not vary from the Town's project budget or from any estimate or opinion of probable construction or program cost prepared by or agreed to by FNI. 7. PAYMENT: Progress payments may be requested by FNI based on the amount of Services completed. Payment for Services shall be due and payable upon submission of a statement for Services to TOWN and in acceptance of Services as satisfactory by TOWN. Statements for Services shall not be submitted more frequently than monthly. If TOWN fails to make any payment due FNI for Services, expenses, and charges within 30 days after receipt of FNl's statement for Services therefore, the amounts due FNI will be increased at the rate of 1 percent per month from said 30th day, and, in addition, FNI may, after giving 7 days' written notice to TOWN, suspend Services under this Agreement until FNI has been paid in full for all amounts due for Services, expenses, and charges. If FNl's Services are delayed or suspended by TOWN or are extended for more than 60 days through no fault of FNI, FNI shall be entitled to equitable adjustment of rates and amounts of compensation to reflect reasonable costs incurred by FNI in connection with such delay or suspension and reactivation and the fact that the time for performance under this Agreement has been revised. 8. OWNERSHIP OF DOCUMENTS: All drawings, reports, data, and other project information developed in the execution of Services provided under this Agreement shall be the property of TOWN upon payment of FNl's fees for Services. FNI may retain copies for record purposes. TOWN agrees such documents are not intended or represented to be suitable for reuse by TOWN or others. Any reuse by TOWN or by those who obtained said documents from TOWN without written verification or adaptation by FNI, will be at the TOWN's sole risk and without liability or legal exposure to FNI, or to FNl's independent associates or consultants. To the fullest extent permitted by law, TOWN shall indemnify and hold harmless FNI and FNl's independent associates and consultants from all claims, damages, losses, and expenses including attorneys' fees arising out of or resulting therefrom. Any such verification or adaptation will entitle FNI to further reasonable compensation. FNI may reuse all drawings, report data, and other project information in the execution of Services provided under this Agreement in FNl's other activities. Any reuse by FNI will be at FNl's sole risk and without liability or legal exposure to TOWN, and FNI shall indemnify and hold harmless TOWN from all claims, damages, losses, and expenses including reasonable attorneys' fees arising out of or resulting therefrom. 23 Attachment TC Rev07/23 Page 3 of 4 9. TERMINATION: The obligation to provide Services under this Agreement may be terminated by either Party upon 10 days' written notice. In the event of termination, FNI will be paid for all Services rendered and reimbursable expenses incurred to the date of termination and, in addition, all reimbursable expenses directly attributable to termination. 10. CONSTRUCTION REPRESENTATION: If required by the Agreement, FNI will furnish construction representation according to the defined scope for these Services. FNI will observe the progress and the quality of work to determine in general if the work is proceeding in accordance with the construction contract documents. In performing these Services, FNI will report any observed deficiencies to TOWN, however, it is understood that FNI does not guarantee the contractor's performance, nor is FNI responsible for the supervision of the contractor's operation and employees. FNI shall not be responsible for the contractor's means, methods, techniques, sequences, or procedures of construction or the safety precautions and programs incident to the work of the contractor. FNI shall not be responsible for the acts or omissions of any person (except its own employees or agents) at the project site or otherwise performing any of the work of the project. If TOWN designates a resident project representative that is not an employee or agent of FNI, the duties, responsibilities, and limitations of authority of such resident project representative will be set forth in writing and made a part of this Agreement before the construction phase of the project begins. 11. GENERAL CONDITIONS OF THE CONSTRUCTION CONTRACT: TOWN agrees to include provisions in the general conditions of the construction contract that name FNI: (1) as an additional insured and in any waiver of subrogation rights with respect to such liability insurance purchased and maintained by the contractor for the Project (except workers' compensation and professional liability policies); and (2) as an indemnified Party in any indemnification provisions where TOWN is named as an indemnified Party. 12. POLLUTANTS AND HAZARDOUS WASTES: It is understood and agreed that FNI has neither created nor contributed to the creation or existence of any hazardous, radioactive, toxic, irritant, pollutant, or otherwise dangerous substance or condition at the project site, if any, and its compensation hereunder is in no way commensurate with the potential risk of injury or loss that may be caused by exposures to such substances or conditions. The Parties agree that in performing Services required by this Agreement, FNI does not take possession or control of the subject site, but acts as an invitee in performing Services, and is not therefore responsible for the existence of any pollutant present on or migrating from the site. Further, FNI shall have no responsibility for any pollutant during clean-up, transportation, storage or disposal activities. 13. SUBCONTRACTS: If, for any reason and at any time during the progress of providing Services, TOWN determines that any subcontractor for FNI is incompetent or undesirable, TOWN shall notify FNI accordingly and FNI shall take immediate steps for cancellation of such subcontract. Subletting by subcontractors shall be subject to the same regulations. Nothing contained in the Agreement shall create any contractual relation between any subcontractor and TOWN. 14. PURCHASE ORDERS: If a purchase order is used to authorize FNl's Services, only the terms, conditions, and instructions typed on the face of the purchase order shall apply to this Agreement. Should there be any conflict between the purchase order and the terms of this Agreement, then this Agreement shall prevail and be determinative of the conflict. 24 Attachment TC Rev07/23 Page 4 of 4 15. CONSEQUENTIAL DAMAGES: In no event shall FNI be liable in contract, tort, strict liability, warranty, or otherwise for any special, indirect, incidental, or consequential damages (such as loss of product, loss of use of equipment or systems, loss of anticipated profits or revenue, non-operation or increased expense of operation), arising out of, resulting from, or in any way related to this Agreement or the project. 16. ARBITRATION: No arbitration, arising out of or relating to this Agreement, involving one Party to this Agreement may include the other Party to this Agreement without their approval. 17. SUCCESSORS AND ASSIGNMENTS: TOWN and FNI and the partners, successors, executors, administrators, and legal representatives of each are hereby bound to the other Party to this Agreement and to the partners, successors, executors, administrators, and legal representatives (and said assigns) of such other Party, in respect of all covenants, agreements, and obligations of this Agreement. Neither TOWN nor FNI shall assign, sublet, or transfer any rights under or interest in (including, but without limitation, moneys that may become due or moneys that are due) this Agreement without the written consent of the other, except to the extent that any assignment, subletting, or transfer is mandated by law or the effect of this limitation may be restricted by law. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under this Agreement. Nothing contained in this paragraph shall prevent FNI from employing such independent associates and consultants as FNI may deem appropriate to assist in the performance of Services hereunder. 18. Indemnification. FNI AGREES TO INDEMNIFY AND HOLD HARMLESS TOWN AND ALL OF ITS OFFICERS, EMPLOYEES, COUNCIL MEMBERS, AND AGENTS FROM ANY AND ALL CLAIMS BY THIRD PARTIES, INCLUDING, BUT NOT LIMITED TO, CLAIMS FOR DAMAGES, JUDGMENTS, ATTORNEY’S FEES, EXPENSES, INJUNCTIVE OR EQUITABLE RELIEF, INTEREST, PERSONAL INJURY, AND DEATH, THAT MAY ARISE FROM FNI’S PERFORMANCE UNDER THIS AGREEMENT. 19. Independent Contractor. In performing the services under this Agreement, FNI is acting as an independent contractor. No term or provision hereof be construed as making FNI the agent, servant, or employee of TOWN or as creating a partnership or joint venture relationship between FNI and TOWN. 20. Governing Law/Venue. This Agreement shall be governed by and construed in accordance with the laws of the State of Texas. Venue for any action brought to interpret or enforce the terms of this Agreement shall lie in Denton County, Texas. 21. 25 26 27 28 29 30 Item Name Creek Inspections and Cleanings Contract 581-19 | Job Order Contracting (RSMeans) Line-item 21 | Texas Region 11 Coefficient For Standard Hours, Current edition R.S. Means Construction Data Requests Responses 17 0 Comparisons Source Item Name Manufacturer Product Number Unit of Measure Quantity Price Subtotal Valid-through Date Request Creek Inspections and Cleanings Each 12 Alpha Building Corporation (RS Means)No Response Amstar, Inc.No Response Basic IDIQ, Inc.No Response Brown & Root Rejected Facilities Sources (RS Means)No Response Falkenberg Construction Co., Inc.No Response Fulcrum Construction TX LLC (RSMeans)No Response GFC Contracting No Response Herrcon, LLC (RS Means)Rejected Jamail & Smith Construction, LP.No Response LMC Corporation No Response Mart, Inc.Rejected Nouveau Construction and Technology Services No Response RS Commercial Construction (RS Means)No Response SDB Contracting Services (RS Means)No Response Skanska USA Building Inc.Rejected SpawGlass Contractors, Inc.No Response 31 32 Estimate Date 9/23/2022 Estimate # 4210 Name / Address Town of Trophy Club Attn: Kevin Odell 1 Trophy Wood Dr Trophy Club, TX 76262 TLC Landscapes PO Box 443 Roanoke, TX 76262 Project Phone # 8175657650 tlclandscapestx@gmail.com Total Subtotal Sales Tax (8.25%) Description Qty Rate Total Byron Nelson HS - Ditch: 0.00 0.00 October and November 2022 - Mow/Weedeat 1x Monthly 2 1,950.00 3,900.00 April and May 2023 - Mow/Weedeat 2x Monthly 4 1,950.00 7,800.00 June - September 2023 - Mow/Weedeat 1x Monthly 4 1,950.00 7,800.00 Lakeshore - Ditch: 0.00 0.00 October and November 2022 - Mow/Weedeat 1x Monthly 2 1,350.00 2,700.00 April and May 2023 - Mow/Weedeat 2x Monthly 4 1,350.00 5,400.00 June - September 2023 - Mow/Weedeat 1x Monthly 4 1,350.00 5,400.00 $33,000.00 $33,000.00 $0.00 33 34 35 Item Name Mowing Creeks Contract 639-21 | Custodial and Lawn Care Services Line-item 10 | Basic Lawn Care Services Requests Responses 2 0 Comparisons Source Item Name Manufacturer Product Number Unit of Measure Quantity Price Subtotal Valid-through Date Request Mowing Creeks Each 1 ABM Industry Groups, LLC No Response CT Fieldscapes, LLC Rejected 36 TOWN COUNCIL COMMUNICATION CONSENT MEETING DATE: October 23, 2023 FROM: Denise Deprato, Director of Human Resources AGENDA ITEM: Consider approval of revised Compensation Pay Plan BACKGROUND/SUMMARY: On September 11, 2023, Town Council approved the Fiscal Year 2023/24 Compensation Pay Plan. On September 25, 2023, Town Council approved the Fiscal Year 2023/24 Annual Budget. Within the approved budget Council authorized a Human Resources position. After completion of a review of duties and responsibilities, staff has developed a classification of Human Resources Assistant to fill the authorized position. In addition, a compensation study was completed to determine the appropriate pay range for the new classification. Desk Audits have been conducted on three positions in the Town including Permit Technician, Code Enforcement Officer, and Police Investigative Assistant, to analyze the actual duties and responsibilities being performed compared to the classification specification. Human Resources found that all three classifications required updating. In addition, a compensation study was completed to determine the appropriate pay range for the revised classifications. The revised Compensation Pay Plan (attachment A) includes the new Human Resources Assistant classification, and the following revised classifications: Current Classification Title New Classification Title Permit Technician Community Development Coordinator Code Enforcement Officer Building & Code Specialist Police Investigative Assistant/Crime Analyst Police Support Technician BOARD REVIEW/CITIZEN FEEDBACK: None applicable FISCAL IMPACT: The funds required for the Compensation Pay Plan changes are accessible within the Fiscal Year 2023/24 Approved Budget and will not result in a budget increase. LEGAL REVIEW: None applicable 37 ATTACHMENTS: •Compensation Pay Plan ACTION/OPTIONS: Consider approval of revised Compensation Pay Plan as presented. 38 Compensation Pay Plan Page 1 of 4 DRAFT October 23, 2023 Compensation Pay Plan DRAFT As of 10/23/2023 Fire Classification FLSA FT/PT/S Minimum Midpoint Maximum PT Firefighter / EMT NE PT Hourly $ 19.97 $ 23.42 $ 26.87 PT Firefighter/Paramedic NE PT Hourly $ 21.02 $ 24.65 $ 28.29 Firefighter - EMT NE FT Annual $ 68,383.08 $ 80,224.44 $ 92,065.79 Hourly $ 23.48 $ 27.55 $ 31.62 Firefighter-Paramedic NE FT Annual $ 71,986.97 $ 84,464.31 $ 96,911.36 Hourly $ 24.72 $ 29.01 $ 33.28 Driver/Engineer NE FT Annual $ 91,187.53 $ 106,965.91 $ 122,714.01 Hourly $ 31.31 $ 36.73 $ 42.14 Fire Captain NE FT Annual $ 110,660.66 $ 129,800.65 $ 148,940.65 Hourly $ 38.00 $ 44.57 $ 51.15 Police Classification FLSA FT/PT/S Minimum Midpoint Maximum Police Cadet NE FT Annual $ 66,280.45 Hourly $ 31.87 Police Officer NE FT Annual $ 73,635.33 $ 86,376.58 $ 99,117.82 Hourly $ 35.40 $ 41.53 $ 47.65 Detective NE FT Annual $ 73,635.33 $ 86,376.58 $ 99,117.82 Hourly $ 35.40 $ 41.53 $ 47.65 Juvenile Detective NE FT Annual $ 73,635.33 $ 86,376.58 $ 99,117.82 Hourly $ 35.40 $ 41.53 $ 47.65 Police Sergeant NE FT Annual $ 102,232.83 $ 119,906.18 $ 137,579.52 Hourly $ 49.15 $ 57.65 $ 66.14 Police Lieutenant E FT Annual $ 116,812.80 $ 137,017.09 $ 157,199.74 Hourly $ 56.16 $ 65.87 $ 75.58 Police Captain E FT Annual $ 127,845.12 $ 149,953.02 $ 172,039.30 Hourly $ 61.46 $ 72.09 $ 82.71 39 Compensation Pay Plan Page 2 of 4 DRAFT October 23, 2023 Non-Exempt Classification FLSA FT/PT/S Minimum Midpoint Maximum Accounting Specialist NE FT Annual $ 45,232.51 $ 53,149.82 $ 61,067.14 Hourly $ 21.75 $ 25.55 $ 29.36 Administrative Assistant NE FT Annual $ 39,608.19 $ 46,465.54 $ 53,301.25 Hourly $ 19.04 $ 22.34 $ 25.63 Animal Control Officer NE FT Annual $ 40,884.48 $ 47,958.14 $ 55,031.81 Hourly $ 19.66 $ 23.06 $ 26.46 Athletics Crew Leader NE FT Annual $ 46,270.85 $ 54,274.69 $ 62,278.53 Hourly $ 22.25 $ 26.09 $ 29.94 Athletics Field Technician NE FT Annual $ 35,779.33 $ 41,966.08 $ 48,152.83 Hourly $ 17.20 $ 20.18 $ 23.15 Communications & Marketing Specialist NE FT Annual $ 53,517.57 $ 62,776.06 $ 72,034.56 Hourly $ 25.73 $ 30.18 $ 34.63 Code Enforcement Officer NE FT Annual $ 47,330.82 $ 55,529.34 $ 63,706.24 Hourly $ 22.76 $ 26.70 $ 30.63 Building & Code Specialist NE FT Annual $ 48,152.00 $ 56,479.13 $ 64,806.25 Hourly $ 23.15 $ 27.15 $ 31.16 Crime Analyst NE FT Annual $ 52,392.70 $ 61,456.51 $ 70,498.69 Hourly $ 25.19 $ 29.55 $ 33.89 Police Support Technician NE FT Annual $ 48,339.20 $ 56,698.70 $ 65,058.20 Hourly $ 23.24 $ 27.26 $ 31.28 Evidence Custodian/Patrol Assistant NE FT Annual $ 41,598.34 $ 48,801.79 $ 55,983.62 Hourly $ 20.00 $ 23.46 $ 26.92 Human Resources Assistant NE FT Annual $ 43,118.40 $ 50,575.04 $ 58,031.69 Hourly $ 20.73 $ 24.31 $ 27.90 Parks Maintenance Worker NE FT/PT Annual $ 35,779.33 $ 41,966.08 $ 48,152.83 Hourly $ 17.20 $ 20.18 $ 23.15 Parks Crew Leader NE FT Annual $ 46,270.85 $ 54,274.69 $ 62,278.53 Hourly $ 22.25 $ 26.09 $ 29.94 Parks Irrigator NE FT Annual $ 39,629.82 $ 46,487.17 $ 53,322.88 Hourly $ 19.05 $ 22.35 $ 25.64 Permit Technician NE FT Annual $ 40,084.10 $ 47,006.34 $ 53,928.58 Hourly $ 19.27 $ 22.60 $ 25.93 Community Development Coordinator NE FT Annual $ 47,736.00 $ 55,991.19 $ 64,246.37 Hourly $ 22.95 $ 26.92 $ 30.89 Records Analyst NE FT Annual $ 45,037.82 $ 52,825.34 $ 60,612.86 Hourly $ 21.65 $ 25.40 $ 29.14 40 Compensation Pay Plan Page 3 of 4 DRAFT October 23, 2023 Recreation Coordinator NE FT Annual $ 48,239.36 $ 56,589.31 $ 64,917.63 Hourly $ 23.19 $ 27.21 $ 31.21 Senior Administrative Assistant NE FT Annual $ 43,912.96 $ 51,505.79 $ 59,098.62 Hourly $ 21.11 $ 24.76 $ 28.41 Street Maintenance Worker NE FT Annual $ 37,401.73 $ 43,891.33 $ 50,359.30 Hourly $ 17.98 $ 21.10 $ 24.21 Streets Crew Leader NE FT Annual $ 46,270.85 $ 54,274.69 $ 62,278.53 Hourly $ 22.25 $ 26.09 $ 29.94 Exempt Classification FLSA FT/PT/S Minimum Midpoint Maximum Accountant E FT Annual $ 57,368.06 $ 67,405.31 $ 77,442.56 Hourly $ 27.58 $ 32.41 $ 37.23 Assistant to the Town Manager E FT Annual $ 74,067.97 $ 86,895.74 $ 99,701.89 Hourly $ 35.61 $ 41.78 $ 47.93 Chief Financial Analyst E FT Annual $ 69,568.51 $ 81,617.54 $ 93,644.93 Hourly $ 33.45 $ 39.24 $ 45.02 Communications & Marketing Director E FT Annual $ 110,193.41 $ 129,251.20 $ 148,308.99 Hourly $ 52.98 $ 62.14 $ 71.30 Community Development Director E FT Annual $ 116,812.80 $ 137,017.09 $ 157,221.38 Hourly $ 56.16 $ 65.87 $ 75.59 Deputy Chief/Fire Marshal E FT Annual $ 128,147.97 $ 150,320.77 $ 172,471.94 Hourly $ 61.61 $ 72.27 $ 82.92 Director of Finance E FT Annual $ 122,653.44 $ 143,874.43 $ 165,073.79 Hourly $ 58.97 $ 69.17 $ 79.36 Fire Chief E FT Annual $ 131,479.30 $ 162,369.79 $ 193,281.92 Hourly $ 63.21 $ 78.06 $ 92.92 Human Resources Director E FT Annual $ 120,663.30 $ 141,538.18 $ 162,391.42 Hourly $ 58.01 $ 68.05 $ 78.07 Parks and Recreation Director E FT Annual $ 122,653.44 $ 143,874.43 $ 165,073.79 Hourly $ 58.97 $ 69.17 $ 79.36 Parks Superintendent E FT Annual $ 71,796.61 $ 84,213.38 $ 96,630.14 Hourly $ 34.52 $ 40.49 $ 46.46 Police Chief E FT Annual $ 131,479.30 $ 162,369.79 $ 193,281.92 Hourly $ 63.21 $ 78.06 $ 92.92 Recreation Superintendent E FT Annual $ 58,968.83 $ 69,157.50 $ 79,346.18 Hourly $ 28.35 $ 33.25 $ 38.15 Streets Superintendent E FT Annual $ 62,365.06 $ 73,159.42 $ 83,932.16 Hourly $ 29.98 $ 35.17 $ 40.35 41 Compensation Pay Plan Page 4 of 4 DRAFT October 23, 2023 Part-Time/Seasonal Classification FLSA FT/PT/S Minimum Midpoint Maximum Assistant Camp Director E S Hourly $ 13.79 $ 16.17 $ 18.56 Assistant Pool Manager E S Hourly $ 14.32 $ 16.80 $ 19.27 Assistant Swim Coach E S Hourly $ 13.19 $ 15.46 $ 17.74 Camp Counselor E S Hourly $ 12.48 $ 14.64 $ 16.80 Camp Director E S Hourly $ 14.30 $ 16.78 $ 19.25 Fitness Instructor NE PT Hourly $ 18.72 $ 21.53 $ 24.34 Head Swim Coach E S Hourly $ 15.30 $ 17.95 $ 20.59 Lifeguard E S Hourly $ 12.48 $ 14.64 $ 16.80 Pool Cashier E S Hourly $ 10.66 $ 12.50 $ 14.35 Pool Manager E S Hourly $ 16.07 $ 18.84 $ 21.62 Pool Manager II E S Hourly $ 16.87 $ 19.79 $ 22.70 Seasonal School Crossing Guard NE S Hourly $ 15.60 $ 17.94 $ 20.28 TC Park Gate Attendant NE PT Hourly $ 11.50 $ 13.49 $ 15.48 42 TOWN COUNCIL COMMUNICATION REGULAR MEETING DATE: October 23, 2023 FROM: Matt Cox, Director of Community Development AGENDA ITEM: Consider and possibly take action on a request for a Preliminary Plat for Lots 1-6 and 7X, Block A, Triple Crown Estates, consisting of 2.992 acres of land out of the Mary Medlin Survey, Abstract No. 832, located south of Trophy Park Drive, east of Nottingham Court, west of Churchill Downs Lane, within Denton County, Trophy Club, Texas. Case PP-23-002 Triple Crown Estates, Preliminary Plat BACKGROUND/SUMMARY: The subject property is currently zoned R-15 Single-Family District and the proposed lots on the Preliminary Plat meet or exceed the zoning standards for the district. The property owner/applicant is requesting to develop the property as six (6) residential lots and one (1) open space lot with a public cul- de-sac street serving each lot. The open space lot adjacent to Trophy Park Drive will accommodate required screening and landscaping along the roadway. A homeowner’s association (HOA) will be created with the filing of the Final Plat that will own and maintain Lot 7X. The subdivider will also be required to dedicate fee-in-lieu of parkland at the time of Final Plat filing. 43 ADMINISTRATION: None applicable BOARD REVIEW/CITIZEN FEEDBACK: The Planning & Zoning Commission reviewed the Final Plat at their October 5, 2023 meeting and recommended the item for approval (five in favor and two opposed, 5-2). An adjacent property owner expressed concern at the Planning & Zoning Commission meeting regarding the powerlines/structure encroachment and emissions. Last week Oncor corrected the encroachment issue. FISCAL IMPACT: None applicable LEGAL REVIEW: None applicable ATTACHMENTS: •Triple Crown Estates Preliminary Plat ACTION/OPTIONS: Staff recommends approval as presented. 44 45 TOWN COUNCIL COMMUNICATION REGULAR MEETING DATE: October 23, 2023 FROM: Matt Cox, Director of Community Development AGENDA ITEM:Consider and possibly act on a Final Plat for Bobcat Village Phase 1 (former Well Site 1H) containing ±2.7886 acres of land located east of Bobcat Boulevard, south and east of Halifax Street, and north of Byron Nelson High School. Case FP-23-005 (Bobcat Village Phase 1 Final Plat, former Well Site 1H) BACKGROUND/SUMMARY: The applicant has requested the Town Council of the Town of Trophy Club table the Final Plat for Bobcat Village Phase 1 with a waiver per the Town of Trophy Club Subdivision Ordinance, Section 10.02.068, Final Plats, (h.) Action by the Town Council., (3.) Table with waiver to the December 11, 2023 Town Council meeting. Chapter 212 of the Texas Local Government Code requires the Town Planning & Zoning Commission and Town Council to take action on plats within 30 days of application submittal. There are outstanding requirements associated with this Final Plat and tabling the item to the December meeting will allow for additional time to coordinate the development requirements. ADMINISTRATION: None applicable BOARD REVIEW/CITIZEN FEEDBACK: The Planning & Zoning Commission reviewed the Final Plat at their October 5, 2023 meeting and unanimously recommended the item for approval (seven in favor and none opposed 7-0). FISCAL IMPACT: None applicable LEGAL REVIEW: None applicable ATTACHMENTS: •Letter of request from the applicant to table the Final Plat, Bobcat Village, Phase 1 ACTION/OPTIONS: Staff recommends approval of the tabling request from the applicant. 46 Caution: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. When in doubt, contact netGenius. From:James Martin To:Matt Cox Cc:David Bennion; Nathan Beckey; Yochoua Arrouas Subject:Bobcat Village - 30 Day Action Waiver Notice Date:Tuesday, October 17, 2023 2:52:36 PM Attachments:Outlook-lfuk4iqt.png Matt, At this time, we would like to respectfully request the Town Council of the Town of Trophy Club table the Final Plats for Bobcat Village Phase 1/Bobcat Village Phase 2 with a waiver per the Town of Trophy Club Subdivision Ordinance, Section 10.02.068, Final Plats, (h.) Action by the town council., (3.) Table with waiver to the December 11, 2023 Town Council meeting. This letter/email serves as written documentation waiving our right for action within the required 30-day action requirement. The additional time will allow coordination for access and engineering plans associated with the site. Best regards, James Martin EVG Residential (832) 279-3172 jmartin@evgres.com This e-mail, including any attachments, is intended for the exclusive use of the person(s) to which it is addressed and may contain confidential or privileged information. If the reader of this e-mail is not the intended recipient or his or her authorized agent, any review, disclosure, distribution, printing or copying of this e-mail is prohibited. If you think that you have received the e-mail in error, please advise the sender by reply e-mail and delete this e-mail immediately. 47 TOWN COUNCIL COMMUNICATION REGULAR MEETING DATE: October 23, 2023 FROM: Matt Cox, Director of Community Development AGENDA ITEM: Consider and possibly act on a Final Plat for Bobcat Village Phase 2 (former Well Site 1HB) containing ±2.106 acres of land located east of Bobcat Boulevard, east of Halifax Street, and north of Byron Nelson High School. Case FP-23-006 (Bobcat Village Phase 2 Final Plat, former Well Site 1HB) BACKGROUND/SUMMARY: The applicant has requested the Town Council of the Town of Trophy Club table the Final Plat for Bobcat Village Phase 2 with a waiver per the Town of Trophy Club Subdivision Ordinance, Section 10.02.068, Final Plats, (h.) Action by the Town Council., (3.) Table with waiver to the December 11, 2023 Town Council meeting. Chapter 212 of the Texas Local Government Code requires the Town Planning & Zoning Commission and Town Council to take action on plats within 30 days of application submittal. There are outstanding requirements associated with this Final Plat and tabling the item to the December meeting will allow for additional time to coordinate the development requirements. ADMINISTRATION: None applicable BOARD REVIEW/CITIZEN FEEDBACK: The Planning & Zoning Commission reviewed the Final Plat at their October 5, 2023 meeting and unanimously recommended the item for approval (seven in favor and none opposed, 7-0). FISCAL IMPACT: None applicable LEGAL REVIEW: None applicable ATTACHMENTS: •Letter of request from the applicant to table the Final Plat, Bobcat Village, Phase 2 ACTION/OPTIONS: Staff recommends approval of the tabling request from the applicant. 48 Caution: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. When in doubt, contact netGenius. From:James Martin To:Matt Cox Cc:David Bennion; Nathan Beckey; Yochoua Arrouas Subject:Bobcat Village - 30 Day Action Waiver Notice Date:Tuesday, October 17, 2023 2:52:36 PM Attachments:Outlook-lfuk4iqt.png Matt, At this time, we would like to respectfully request the Town Council of the Town of Trophy Club table the Final Plats for Bobcat Village Phase 1/Bobcat Village Phase 2 with a waiver per the Town of Trophy Club Subdivision Ordinance, Section 10.02.068, Final Plats, (h.) Action by the town council., (3.) Table with waiver to the December 11, 2023 Town Council meeting. This letter/email serves as written documentation waiving our right for action within the required 30-day action requirement. The additional time will allow coordination for access and engineering plans associated with the site. Best regards, James Martin EVG Residential (832) 279-3172 jmartin@evgres.com This e-mail, including any attachments, is intended for the exclusive use of the person(s) to which it is addressed and may contain confidential or privileged information. If the reader of this e-mail is not the intended recipient or his or her authorized agent, any review, disclosure, distribution, printing or copying of this e-mail is prohibited. If you think that you have received the e-mail in error, please advise the sender by reply e-mail and delete this e-mail immediately. 49