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Agenda Packet 11-13-2023AGENDA Town of Trophy Club Town Council Work Session & Regular Meeting 1 Trophy Wood Drive Trophy Club, Texas 76262 November 13, 2023 6:00 PM Council Chambers CALL WORK SESSION TO ORDER AND ANNOUNCE A QUORUM 1.Discussion on the Town of Trophy Club Intersection Traffic Study and traffic issues within the Town of Trophy Club. (Patrick Arata, Interim Town Manager) 2.Discussion on Code of Ethics and Conduct. (Dean Roggia, Town Attorney) 3.Discussion on Town Council Retreat to be held in January 2024. (Tamara Smith, Assistant to the Town Manager) ADOURN WORK SESSION CALL REGULAR MEETING TO ORDER (IMMEDIATELY FOLLOWING WORK SESSION OR 7:00 P.M. WHICHEVER IS LATER) INVOCATION Jeff Brooks, Senior Minister, Lake Cities Church of Christ 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 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.Presentation by Medlin Middle School Students – Care of the Air 2.Working for You...Trophy Club a) Update from Town Council Members b) Update from Town Manager (Patrick Arata, Interim Town Manager) CONSENT AGENDA 3.Consider approval of the October 23, 2023, Town Council Meeting Minutes. (Tammy Dixon, Town Secretary) 4.Consider approval of a purchase order to Delta Fire & Safety, Inc. for the purchase of several Personal Protective Equipment (PPE) ensembles. (Jason Wise, Fire Chief) 5.Consider approval of an ordinance amending subsection i, annual capital improvement and maintenance charge, of Section A1.014, Water and Wastewater fees for Public Improvement District No.1, within Appendix A, Fee Schedule, of the Trophy Club Code of Ordinances, to adopt a monthly surcharge for PID residents; providing for severability; providing a penalty; and providing an effective date. (April Duvall, Director of Finance) 6.Consider approval of an ordinance amending Division 3, “Open Records” of Chapter 1, “General Provisions” by repealing subsection 1.07.061, “ThirtySix Hour Time Limit”; and amending Section A1.013 of Appendix A, Fee Schedule by repealing subsection 15 entitled “Personnel charges in excess of 36 hours.” (Tammy Dixon, Town Secretary) INDIVIDUAL ITEMS 7.Discuss, consider, and take action on the Trophy Club Community Pool Project, Phase II. (Ronnie Angel, Interim Director of Parks and Recreation) 8.Discuss and consider approval of a resolution providing for the appointment of a member to serve on the Trophy Club Economic Develpment Corporation. (Tammy Dixon, Town Secretary) 9.Future Agenda Items List. (Patrick Arata, Interim Town Manager) EXECUTIVE SESSION 10.Pursuant to the following designated sections 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 Town Attorney to seek legal advice regarding the Trophy Club Community Pool Project. b. Section 551.074, Personnel: To deliberate and consider the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of public officers or employees; to wit: Interim Town Manager/Chief of Police RECONVENE INTO REGULAR SESSION 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, and was posted on the Town of Trophy Club website on November 9, 2023, at 4:00 p.m. in accordance with Chapter 551, Texas Government Code. /s/Tammy Dixon 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 AGENDATown of Trophy ClubTown CouncilWork Session & Regular Meeting 1 Trophy Wood DriveTrophy Club, Texas76262November 13, 2023 6:00 PM Council ChambersCALL WORK SESSION TO ORDER AND ANNOUNCE A QUORUM1.Discussion on the Town of Trophy Club Intersection Traffic Study and traffic issueswithin the Town of Trophy Club. (Patrick Arata, Interim Town Manager)2.Discussion on Code of Ethics and Conduct. (Dean Roggia, Town Attorney)3.Discussion on Town Council Retreat to be held in January 2024. (Tamara Smith,Assistant to the Town Manager)ADOURN WORK SESSIONCALL REGULAR MEETING TO ORDER (IMMEDIATELY FOLLOWING WORKSESSION OR 7:00 P.M. WHICHEVER IS LATER)INVOCATION Jeff Brooks, Senior Minister, Lake Cities Church of ChristPLEDGES led by Council MemberPledge 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 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.Presentation by Medlin Middle School Students – Care of the Air 2.Working for You...Trophy Club a) Update from Town Council Members b) Update from Town Manager (Patrick Arata, Interim Town Manager) CONSENT AGENDA 3.Consider approval of the October 23, 2023, Town Council Meeting Minutes. (Tammy Dixon, Town Secretary) 4.Consider approval of a purchase order to Delta Fire & Safety, Inc. for the purchase of several Personal Protective Equipment (PPE) ensembles. (Jason Wise, Fire Chief) 5.Consider approval of an ordinance amending subsection i, annual capital improvement and maintenance charge, of Section A1.014, Water and Wastewater fees for Public Improvement District No.1, within Appendix A, Fee Schedule, of the Trophy Club Code of Ordinances, to adopt a monthly surcharge for PID residents; providing for severability; providing a penalty; and providing an effective date. (April Duvall, Director of Finance) 6.Consider approval of an ordinance amending Division 3, “Open Records” of Chapter 1, “General Provisions” by repealing subsection 1.07.061, “ThirtySix Hour Time Limit”; and amending Section A1.013 of Appendix A, Fee Schedule by repealing subsection 15 entitled “Personnel charges in excess of 36 hours.” (Tammy Dixon, Town Secretary) INDIVIDUAL ITEMS 7.Discuss, consider, and take action on the Trophy Club Community Pool Project, Phase II. (Ronnie Angel, Interim Director of Parks and Recreation) 8.Discuss and consider approval of a resolution providing for the appointment of a member to serve on the Trophy Club Economic Develpment Corporation. (Tammy Dixon, Town Secretary) 9.Future Agenda Items List. (Patrick Arata, Interim Town Manager) EXECUTIVE SESSION 10.Pursuant to the following designated sections 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 Town Attorney to seek legal advice regarding the Trophy Club Community Pool Project. b. Section 551.074, Personnel: To deliberate and consider the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of public officers or employees; to wit: Interim Town Manager/Chief of Police RECONVENE INTO REGULAR SESSION 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, and was posted on the Town of Trophy Club website on November 9, 2023, at 4:00 p.m. in accordance with Chapter 551, Texas Government Code. /s/Tammy Dixon 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 AGENDATown of Trophy ClubTown CouncilWork Session & Regular Meeting 1 Trophy Wood DriveTrophy Club, Texas76262November 13, 2023 6:00 PM Council ChambersCALL WORK SESSION TO ORDER AND ANNOUNCE A QUORUM1.Discussion on the Town of Trophy Club Intersection Traffic Study and traffic issueswithin the Town of Trophy Club. (Patrick Arata, Interim Town Manager)2.Discussion on Code of Ethics and Conduct. (Dean Roggia, Town Attorney)3.Discussion on Town Council Retreat to be held in January 2024. (Tamara Smith,Assistant to the Town Manager)ADOURN WORK SESSIONCALL REGULAR MEETING TO ORDER (IMMEDIATELY FOLLOWING WORKSESSION OR 7:00 P.M. WHICHEVER IS LATER)INVOCATION Jeff Brooks, Senior Minister, Lake Cities Church of ChristPLEDGES 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 onthe agenda. Presentations are limited to matters over which the Council hasauthority. Speakers have up to four (4) minutes or the time limit determined by thePresiding Officer. Each speaker must have submitted their request to speak bycompleting the Speaker’s Form or may email mayorandcouncil@trophyclub.orgCOMMUNITY SPOTLIGHT1.Presentation by Medlin Middle School Students – Care of the Air2.Working for You...Trophy Cluba) Update from Town Council Membersb) Update from Town Manager (Patrick Arata, Interim Town Manager)CONSENT AGENDA3.Consider approval of the October 23, 2023, Town Council Meeting Minutes.(Tammy Dixon, Town Secretary) 4.Consider approval of a purchase order to Delta Fire & Safety, Inc. for thepurchase of several Personal Protective Equipment (PPE) ensembles. (JasonWise, Fire Chief)5.Consider approval of an ordinance amending subsection i, annual capitalimprovement and maintenance charge, of Section A1.014, Water andWastewater fees for Public Improvement District No.1, within Appendix A, FeeSchedule, of the Trophy Club Code of Ordinances, to adopt a monthly surchargefor PID residents; providing for severability; providing a penalty; and providing aneffective date. (April Duvall, Director of Finance)6.Consider approval of an ordinance amending Division 3, “Open Records” ofChapter 1, “General Provisions” by repealing subsection 1.07.061, “ThirtySixHour Time Limit”; and amending Section A1.013 of Appendix A, Fee Scheduleby repealing subsection 15 entitled “Personnel charges in excess of 36 hours.”(Tammy Dixon, Town Secretary) INDIVIDUAL ITEMS 7.Discuss, consider, and take action on the Trophy Club Community Pool Project, Phase II. (Ronnie Angel, Interim Director of Parks and Recreation) 8.Discuss and consider approval of a resolution providing for the appointment of a member to serve on the Trophy Club Economic Develpment Corporation. (Tammy Dixon, Town Secretary) 9.Future Agenda Items List. (Patrick Arata, Interim Town Manager) EXECUTIVE SESSION 10.Pursuant to the following designated sections 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 Town Attorney to seek legal advice regarding the Trophy Club Community Pool Project. b. Section 551.074, Personnel: To deliberate and consider the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of public officers or employees; to wit: Interim Town Manager/Chief of Police RECONVENE INTO REGULAR SESSION 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, and was posted on the Town of Trophy Club website on November 9, 2023, at 4:00 p.m. in accordance with Chapter 551, Texas Government Code. /s/Tammy Dixon 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 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44                                            45                                                                                                                                                         46                                                                                                                                                                               47                                                                                                                                                                               48                                                                                                                                                                               49                                                                                                                                                                               50                                                                                                                                                                               51                                                                                                                                                                               52                                                                                                                                                                               53                                                                                                                                                                               54                                                                                                                                                                               55                                                                                                                                                                               56                        57                                                                                  58                               59                                      60                           61                                                                 62                                                                                                                                                                      63                                            64         65                                                                                                                                                         66                                                                                                                                                                               67                                                                                                                                                                               68                                                                                                                                                                               69                                                                                                                                                                               70                                                                                                                                                                               71                                                                                                                                                                               72                                                                                                                                                                               73                                                                                                                                                                               74                                                                                                                                                                               75                                                                                                                                                                               76                        77                                                                                  78                            79                                      80                          81                              82  83                          84                                                                  85                                                                                                      86                                            87         88                                                                                                                                                         89                                                                                                                                                                               90                                                                                                                                                                               91                                                                                                                                                                               92                                                                                                                                                                               93                                                                                                                                                                               94                                                                                                                                                                               95                                                                                                                                                                               96                                                                                                                                                                               97                                                                                                                                                                               98                                                                                                                                                                               99                        100                                                                                  101                            102                                      103                           104                              105  106                           107                                                                  108                                                                                                                                         109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 ARTICLE 1.05 CODE OF ETHICS AND CONDUCT §1.05.001.Policy; applicability. (Ordinance 2011-03, sec. 2 (17.01), adopted 2/7/11) §1.05.002.Principles of conduct. (a)Policy.It is hereby declared to be the policy of the town that the proper operation of democratic government requires that town officials, candidates, appointees, and employees be independent, impartial and responsible to the people of the town; that governmental decisions and policy be made in the proper channels of the governmental structure; that no town official, candidate, appointee, or employee have any interest, financial or otherwise, direct or indirect, or engage in any business, transaction or professional activity or incur any obligation of any nature which is in conflict with the proper discharge of his duties in the public interest; that public office and public employment are positions of public trust imposing the duty of a fiduciary upon all employees and officeholders, who are not to use their public position for personal gain; and that the public should have confidence in the integrity of its government. (b)Applicability.To implement this policy, the town council enacts this code of ethics and conduct for all town officials, candidates, appointees and employees, whether elected or appointed, paid or unpaid, to serve not only as a guide for official conduct of the town’s public servants, but also as a basis for discipline for those who refuse to abide by its terms. The provisions of this article shall not apply to political contributions, loans, expenditures, reports or regulation of political campaigns, or the conduct of candidates in such campaigns, except as expressly provided herein. (a)Values.The town council further believes that town officials, candidates, appointees and employees require a public trust and should recognize the importance of high ethical standards within the organization they lead or support. Essential values and ethical behaviors that town officials, candidates, appointees and employees should exemplify include the following: (1)Commitment beyond self. (2)Obedience and commitment beyond the law. (3)Commitment to the public good. (4)Respect for the value and dignity of all individuals. (5)Accountability to the public. (6)Truthfulness. (7)Fairness. Town of Trophy Club, TX §1.05.001 §1.05.002 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 131 (Ordinance 2011-03, sec. 2 (17.02), adopted 2/7/11) §1.05.003.Definitions. Appointee.A person appointed or confirmed by the mayor or town council; provided, however, for the purposes of this definition, the term “appointee” does not include municipal judges. Business entity.A corporation, partnership, sole proprietorship, firm, enterprise, franchise, association, organization, self-employed individual, holding company, joint stock company, receivership, trust, or any other entity recognized by law. Candidate.A person who declares for or files for any office of the town to be filled by election. Clear and convincing evidence.Evidence that is legally and factually sufficient such that a fact-finder could reasonably form a firm belief or conviction that the allegation is true. Compensation.Any economic benefit received in return for labor, services, property, or (8)Responsible application of resources. (b)Conduct.In keeping with the values set forth in subsection (a)of this section and to assist in the fulfillment of responsibilities to the individuals and communities served, each town official, candidate, appointee and employee should: (1)Conduct himself and operate with integrity and in a manner that merits the trust and support of the public. (2)Uphold all applicable laws and regulations, going beyond the letter of the law to protect and/or enhance the town’s ability to accomplish its mission. (3)Treat others with respect, doing for and to others what the town official, candidate, appointee or employee would have done for and to himself in similar circumstances. (4)Be a responsible steward of the taxpayer resources. (5)Take no actions that could benefit the town official, candidate, appointee or employee personally at the unwarranted expense of the town, avoiding even the appearance of a conflict of interest, and exercise prudence and good judgment at all times. (6)Carefully consider the public perception of personal and professional actions and the effect such actions could have, positively or negatively, on the town’s reputation both in the community and elsewhere. (7)Strive for personal and professional growth to improve effectiveness as an elected or appointed town official, candidate, appointee or employee. (c)Interpretation.This section is a statement of principles only. Nothing in this section may be used to create a cause of action against an elected or appointed town official, candidate, appointee or employee under this article. Town of Trophy Club, TX §1.05.002 §1.05.003 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 132 investment. Economic benefit.Any money, real or personal property, purchase, sale, lease, contract, option, credit, loan, discount, service, or other tangible or intangible thing of value, whether similar or dissimilar to those enumerated. Employee.A person employed by the town, including those individuals on a part-time basis, excluding independent contractors. Family member.A person related to a town official, candidate, appointee, or employee in the first degree by consanguinity (blood) or affinity (marriage) as determined under the Texas Government Code. Gift.A favor, hospitality, or economic benefit other than compensation but which does not include campaign contributions reported as required by state law, gifts received from a relative if given on account of kinship, or any value received by will, intestate succession, or as a distribution from an inter vivos or testamentary trust established by a spouse or ancestor. Income.Economic benefit received. Intentionally.A person acts intentionally, or with intent, with respect to the nature of his conduct or to a result of his conduct when it is his conscious objective or desire to engage in the conduct or cause the result. Knowingly.A person acts knowingly, or with knowledge, with respect to the nature of his conduct or to circumstances surrounding his conduct when he is aware of the nature of his conduct or that the circumstances exist. A person acts knowingly, or with knowledge, with respect to a result of his conduct when he is aware that his conduct is reasonably certain to cause the result. Substantial interest. A person has a substantial interest in a business entity if: The interest is ownership of ten percent or more of the voting stock or shares of the business entity or ownership of either ten percent or more or $5,000.00 or more of the fair market value of the business entity; (A) Funds received by the person from the business entity exceed ten percent of the person’s gross income for the previous year; (B) The person holds a position of member of the board of directors or other governing board of the business entity; (C) The person serves as an elected officer of the business entity;(D) The person is an employee of the business entity;(E) The person is a creditor, debtor or guarantor of the business entity in the amount of $5,000.00 or more; or (F) Property of the person has been pledged to the business entity or is subject to a lien in favor of the business entity in the amount of $5,000.00 or more. (G) (1) Town of Trophy Club, TX §1.05.003 §1.05.003 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 133 Town official.The mayor, members of the town council, the town manager, the town attorney, the town secretary, judges of the municipal court, and individuals acting in the capacity of the aforementioned persons. (Ordinance 2011-03, sec. 2 (17.03), adopted 2/7/11) §1.05.004.Standards of conduct; prohibited acts. No town official, candidate, appointee or employee, or their family member shall knowingly or intentionally: A person does not have a substantial interest in a business entity if: The person holds a position as a member of the board of directors or other governing board of a business entity or governmental body; (A) The person has been designated by the town council to serve on such board;(B) The person receives no remuneration, either directly or indirectly, for his or her service on such board; and (C) The primary nature of the business entity is either charitable, nonprofit or governmental. (D) (2) A person has a substantial interest in real property if the interest is an equitable or legal ownership interest with a fair market value of $2,500.00 or more. (3) A person has a substantial interest under this article if the person’s family member has a substantial interest under this article. (4) (1)Accept or solicit any gift, favor, service or thing of value from any person, group or business entity, including a promise of future employment, that might reasonably tend to influence him in the discharge of his official duties or that the town official, candidate, appointee or employee knows or should know is being offered with the intent to influence the official conduct of the town official, candidate, appointee or employee. This prohibition shall not apply to: (A)An occasional non-pecuniary gift, insignificant in value; (B)An award publicly presented in recognition of public service; (C)Any gift which would have been offered or given to the town official, candidate, appointee or employee or a family member if he were not a town official, candidate, appointee, employee, or family member; or (D)Any travel and related expenses to attend ceremonial functions, provided that such acceptance and attendance have been approved by the town council prior to the occurrence of the ceremonial function. (2)Grant in the discharge of his official duties any improper favor, service or thing of value to any person, group or business entity. (3)Disclose any confidential information gained by reason of the position of the town Town of Trophy Club, TX §1.05.003 §1.05.004 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 134 official, candidate, appointee or employee concerning property, operations, policies or affairs of the town, or use such confidential information to advance any personal interest, financial or otherwise, of such town official, candidate, appointee or employee, family members or third parties. This subsection shall not preclude disclosure of such confidential information in connection with any investigation or proceeding regarding whether there has been a violation of the standards of conduct set forth in this article. (4)Use one’s position or office of employment or town facilities, personnel, equipment or supplies to secure special privileges or exemptions for himself, family members or third parties or for the private gain of the town official, candidate, appointee, employee, or his family members or third parties. (5)Engage in any exchange, purchase or sale of property, goods or services with the town, except: (A)Rendering services to the town as a town official, candidate, appointee or employee; (B)Paying taxes, fines, or utility service or filing fees; (C)Executing and performing any developer’s agreement or plat in compliance with laws and regulations applicable to any person; provided, however, that if any town ordinance, rule or regulation allows any discretion by the appropriate town official, appointee or employee in the interpretation or enforcement of such ordinance, rule or regulation, any such discretion shall be exercised in favor of the town in connection with any such developer’s agreement or plat; (D)Appointees who are not also town officials or employees of the town may engage in any exchange, purchase or sale of property, goods or services with the town, or enter into a contract with the town, provided that the board on which they are a member has no advisory function, involvement, or decision- making authority, either direct or indirect, present or prospective, with respect to the transaction in which such appointee engages or proposes to engage. (6)Hold himself out as representing the town in any capacity other than that for which he was appointed, elected or hired. (7)Engage in or accept private employment or render a service when such employment or service is incompatible with the proper discharge of his official duties or would tend to impair his independent judgment in the performance of official duties. (8)Make or permit the unauthorized use of town-owned vehicles, equipment, materials or property. (9)Grant any special consideration, treatment or advantage to any citizen beyond that which is available to every other citizen. (10)After termination of service or employment with the town, appear before any board or commission of the town in relation to any case, proceeding or application in Town of Trophy Club, TX §1.05.004 §1.05.004 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 135 (Ordinance 2011-03, sec. 2 (17.04), adopted 2/7/11) §1.05.005.Disclosure of interest; abstention from voting. which he personally participated or which was under his active consideration during the period of his service or employment. (11)Transact any business in his official capacity with the town with a business entity in which he has a substantial interest. (12)Perform or refuse to perform any act in order to deliberately thwart the execution of town ordinances, rules or regulations or the achievement of official town programs. (a)Vote not allowed.Except as expressly provided in subsection (b)of this section, if a town official, candidate, appointee or employee has a substantial interest in a business entity or real property involved in a matter pending before such town official, candidate, appointee or employee, or the body of which he is a member, such town official, candidate, appointee or employee shall disclose such interest as provided in subsection (c)of this section and shall not vote or discuss the substance of the matter at any time with any other member of the board of which he is a member or any other body which will vote on or otherwise participate in the consideration of the matter. (b)Vote allowed.If any of the following interests are involved in any matter pending before any town official, candidate, appointee or employee, or the body of which he is a member, such town official, candidate, appointee or employee shall disclose such interest as provided in subsection (c)of this section, but he shall be permitted to vote on and participate in the consideration of such matter: (1)A matter concerning a bank or other financial institution from which the town official, candidate, appointee or employee has a home mortgage, automobile loan, or other installment loan, if the loan is not currently in default, was originally for a term of more than two (2) years and cannot be accelerated except for failure to make payments according to the terms thereof: (2)A matter concerning a bank or other financial institution in which the town official, candidate, appointee or employee holds a savings account, checking account or certificate of deposit and which is fully insured by the U.S. government or an agency thereof; (3)A matter concerning a business entity with which the town official, candidate, appointee or employee has a retail or credit card account; (4)A matter concerning the approval of substitution of collateral by a town depository bank; (5)A matter concerning real property or a business entity in which the town official, candidate, appointee or employee has a substantial interest if the action on the matter would not have a special economic effect on the value of the property or business entity, distinguishable from the effect on the public. Town of Trophy Club, TX §1.05.004 §1.05.005 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 136 (Ordinance 2011-03, sec. 2 (17.05), adopted 2/7/11) §1.05.006.Ethics review commission. (c)Affidavit and reporting requirement.A town official, appointee or employee shall disclose the existence of a substantial interest in a business entity or real property involved in any matter pending before such town official, appointee or employee, or the body of which he is a member or serves as the staff liaison. To comply with subsection (a)of this section, a town official, appointee or employee shall, prior to any discussion or determination of the matter, file an affidavit of disclosure as required by section 171.004 of the Texas Local Government Code, as amended, with the town secretary. To comply with subsection (b)of this section, a town official, employee or appointee shall publicly disclose in the official minutes of the body the nature of his interest. To comply with subsection (b)of this section, an employee shall notify the town manager or his designee in writing of the nature of any substantial interest that he or a family member has in a business entity or real property which would be affected by an exercise of discretionary authority by the employee and such matter shall be regulated in accordance with town policies and procedures. (a)Established.An ethics review commission (commission) is hereby established to be composed of five (5) members and two (2) alternate members, all of whom shall reside in the town and shall be appointed by majority vote of the town council. (b)Appointment to positions.Each commission member shall occupy a position on the commission, such positions being numbered 1 through 5. (c)Term of office.The commission members shall be appointed to two (2) year staggered terms. Position 1 shall serve an implementation term that shall expire on September 30th of 2016 and shall expire thereafter in even-numbered years. The term for position 2 shall also expire in even-numbered years. The term for each alternate member and position 3 shall expire in odd-numbered years. No member shall serve for more than two (2) consecutive full terms. Implementation terms shall not be counted as full terms. (d)Vacancies.All vacancies shall be filled for the unexpired term. A member shall hold office until his successor has been appointed by the town council and shall continue to hold office after his successor has been appointed by the town council for the limited purpose of the disposition of all complaints filed during that member’s term. No new member may participate in a decision regarding a complaint filed prior to the expiration of the previous member’s term, but new members shall accomplish the duties of office with respect to all complaints filed after the previous member’s term. (e)Chairman and vice-chairman.The commission shall elect a chairman and a vice- chairman to serve one (1) year terms. The vice-chairman shall act as chairman in the absence of the chairman. (f)Quorum.Four (4) members of the commission shall constitute a quorum, and no Town of Trophy Club, TX §1.05.005 §1.05.006 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 137 (Ordinance 2011-03, sec. 2 (17.06), adopted 2/7/11;Ordinance 2015-28 adopted 9/22/ 15;Ordinance 2021-23 adopted 10/11/21) §1.05.007.Disposition of alleged violations. action of the commission shall be of any force or effect unless it is adopted by the favorable vote of three (3) or more members. (g)Meetings.The commission shall meet at least once a year to review this article and may make recommendations to the town council for amendments hereto. (h)Issuance of advisory opinions.The commission shall render advisory opinions on potential conflicts of interest or violation of this article at the request of a town official, candidate, appointee or employee subject to the terms of this article. Such advisory opinion shall be rendered within a reasonable time, but in no event later than thirty (30) days after a request is received by the commission. A copy of an advisory opinion issued to an employee shall be forwarded to the town manager. A copy of an advisory opinion issued to an appointee shall be forwarded to the town council. (i)Advisory opinion as defense.It shall be a defense to an alleged violation of this article that the person accused previously requested an advisory opinion of the commission and acted on such opinion in good faith, unless material facts were omitted or misstated by the person requesting the opinion. Such advisory opinion shall also be binding on the commission in any subsequent charges concerning the person requesting the opinion. (j)Legal counsel.The town attorney or independent legal counsel shall be utilized to advise the commission and participate in hearings. The town council shall annually designate and retain independent counsel, who shall be a duly licensed attorney in the state. (k)Jurisdiction.The commission shall have jurisdiction to review and make findings concerning an alleged violation of this article by a person subject to its provisions, if a written complaint meeting the requirements set forth herein is timely filed in accordance with section 1.05.007(c)of this article. (a)Form and contents of complaint.In order to file a complaint under this article, a complainant shall submit a written sworn complaint to the town secretary, which shall be notarized and shall be in the form specified below. A sworn complaint shall be based upon personal knowledge, shall allege a violation of this article, shall specify the provision(s) of this article alleged to have been violated, and shall name the town official, candidate, appointee, or employee being charged. THE STATE OF TEXAS: COUNTY OF DENTON: TO: THE ETHICS REVIEW COMMISSION OF THE TOWN OF TROPHY CLUB, TEXAS: Town of Trophy Club, TX §1.05.006 §1.05.007 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 138 COMES NOW (complainant), and makes this complaint, UPON HIS/HER PERSONAL KNOWLEDGE AND UNDER OATH against (name of person complained against), and would show the Commission that: On or about the ______ day of ____________, ______, (insert date of the action, or omission, complained of) ______, (name of person complained against) a/an (insert appropriate designation; Town Official, Candidate, Appointee, or Employee) of the Town of Trophy Club, Texas, violated the following provision(s) of Code of Ethics and Conduct Ordinance, Town of Trophy Club, Texas, to wit: (specify by section, subsection and paragraph number the provision(s) alleged violated) by committing the following act, or omission, to wit: By the making and filing of this affidavit, I certify under oath that the statements contained herein are true and correct. (Original signature and executed notary block must be included.) (b)Consideration of complaints.Upon the filing of a written sworn complaint meeting all requirements of this section, the commission shall consider possible violations of this article by town officials, candidates, appointees and employees. (c)Timely filing required.As a condition precedent to commission consideration of a complaint, such complaint shall be timely filed. A complaint alleging a violation of this article shall be filed with the town secretary within one (1) year after the date of the alleged violation in order to be considered timely. Each of the following complaints shall be deemed untimely filed and shall be returned to the complainant: (1)A complaint alleging a violation that occurred before the effective date of this article; (2)A complaint alleging a violation that occurred more than one (1) year before the date that the complaint is filed; and (3)A complaint filed within the period beginning on the 60th day prior to the first date of early voting for a town election and ending on the later of the regular election date or runoff election date for such election. (d)False statements notification.The town secretary shall, in writing, advise the person filing a complaint that falsely accusing someone of a violation of this article may result in criminal prosecution, under penalty of perjury, of anyone who knowingly makes a false accusation. The town secretary shall, in writing, advise the person charged in the complaint that falsely responding to a complaint may result in criminal prosecution, under penalty of perjury, of anyone who knowingly makes a false response. (e)Processing of complaint.Complaints shall be processed as follows: (1)Acknowledgement of receipt; distribution of copies.Not later than three (3) business days after the town secretary receives a sworn complaint, the town secretary shall acknowledge the receipt of the complaint to the complainant, Town of Trophy Club, TX §1.05.007 §1.05.007 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 139 and, if the complaint is timely filed, shall provide a copy of the complaint to the town attorney or independent counsel and the person complained against. If a complaint is not timely filed, it shall be returned to the complainant. (2)Attorney preliminary review.Within seven (7) business days of receipt by the town attorney or independent counsel of a complaint determined by the town secretary to have been timely filed, the town attorney or independent counsel shall review the complaint to determine whether the complaint is sufficient as to form and whether the complaint alleges sufficient facts which if accepted as true would constitute a prima facie violation of this article. Further, the complaint shall be reviewed for compliance with subsection (l)of this section. (A)Sufficient complaint.If the town attorney or independent counsel finds that the complaint is both sufficient as to form, and accepting the facts alleged as true for the limited purpose of a threshold review, finds that the allegations would constitute a prima facie violation of this article, the complaint shall be forwarded to the commission. (B)Insufficient or ineligible complaint.If the town attorney or independent counsel finds that the complaint is either insufficient as to form, or, accepting the facts alleged as true for the limited purpose of a threshold review, finds that the allegations would not constitute a prima facie violation of this article, the town attorney or independent counsel shall notify the town council, the commission, the complainant and the person complained against of this determination, and shall return the complaint to the complainant. Further, if the town attorney or independent counsel determines that the commission is prohibited from entertaining a complaint under the conditions set forth in subsection (l)of this section, the town attorney or independent counsel shall notify the town council, the commission, the complainant and the person complained against of this determination, and shall immediately return the complaint to the complainant. (3)Notification of hearing date.Not later than ten (10) business days after the commission receives a complaint forwarded by the town attorney or independent counsel, the commission shall notify in writing both the person who made the complaint and the person complained against of a date for a preliminary hearing. If the commission does not hold a preliminary hearing within twenty (20) business days of its receipt of the complaint, it shall notify the person who made the complaint and the person complained against of the reasons for the delay and shall subsequently give the appropriate notifications to all parties. (f)Complaint filed by commissioner.A complaint filed by an individual member of the commission shall be deemed to have been filed in the commission member’s capacity as a private citizen and, in such event, the member of the commission filing the complaint shall not thereafter participate in any commission meeting at Town of Trophy Club, TX §1.05.007 §1.05.007 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 140 which such complaint is considered except as the complainant. (g)Communications of commission members.After a complaint has been filed and during the pendency of a complaint before the commission, a member of the commission may not communicate directly or indirectly with any party or person about any issue of fact or law regarding the complaint, except at a meeting of the commission; provided that a member may consult with the attorney or the town manager or his designee for the commission as to process, procedure and legal issues. Ex parte communications by or to members of the commission are prohibited. (h)Disclosure of information prohibited.No town official, candidate, appointee, or employee shall reveal information relating to the filing or processing of a complaint, except as required for the performance of official duties or as required by law. All papers and communications relating to a complaint shall be treated as confidential unless required to be made public under the Public Information Act, court order, or other applicable law. (i)Preliminary hearing.A preliminary hearing shall be conducted in accordance with the following: (1)As soon as reasonably possible, but in no event more than sixty (60) days after receiving a complaint, the commission shall conduct a preliminary hearing. The issue at a preliminary hearing shall be the existence of reasonable grounds to believe that a violation of this article has occurred. The person filing a complaint shall state the alleged violation and shall describe in narrative form the testimony and other evidence which would be presented to prove the alleged violation as stated in the written complaint. Statements at a preliminary hearing shall be under oath, but there shall be no cross-examination or requests for persons or evidence issued for the hearing. Members of the commission may question the complainant, the independent counsel for the commission, or the town official, candidate, appointee or employee named in the complaint. The town official, candidate, appointee or employee named in the complaint may not be compelled to give evidence or testimony that violates his right against self-incrimination under the United States or the state constitution. (2)The town official, candidate, appointee or employee named in the complaint shall have the opportunity to respond, but is not required to attend or make any statement. The town official, candidate, appointee or employee may describe in narrative form the testimony and other evidence which would be presented to disprove the alleged violation. (3)The complainant and the town official, candidate, appointee or employee named in the complaint shall have the right of representation by counsel paid for at his own expense. (4)At the conclusion of the preliminary hearing, the commission shall decide whether a final hearing should be held. If the commission determines that there are reasonable grounds to believe that a violation of this article has occurred, Town of Trophy Club, TX §1.05.007 §1.05.007 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 141 it shall schedule a final hearing. If the commission does not determine that there are reasonable grounds to believe that a violation of this article has occurred, the complaint shall be automatically dismissed. A decision to conduct a final hearing is not a finding that a violation has occurred. Notwithstanding the foregoing, the commission may proceed to determine the appropriate sanction if the charged town official, candidate, appointee, or employee does not object and admits the charged violation, and the commission determines that there are no fact issues to be resolved. (5)At the preliminary hearing or at least fifteen (15) business days prior to the final hearing, the complainant, the town official, candidate, appointee or employee named in the complaint may request that the commission summon certain persons and evidence for a final hearing, if one is scheduled. (j)Final hearing.A final hearing shall be conducted in accordance with the following: (1)The final hearing shall be held as expeditiously as possible following the preliminary hearing at which a determination was made by the commission that there are reasonable grounds to believe that a violation of this article occurred, but in no event shall it be held more than thirty (30) days after such determination. The commission may grant two (2) postponements of the final hearing, not to exceed fifteen (15) days each, upon the request of the town official, candidate, appointee or employee named in the complaint. (2)The issue at a final hearing shall be whether a violation of this article has occurred. The commission shall make its determination based on a clear and convincing evidence standard of proof. Parties to the proceeding may present testimony and evidence at the final hearing. All witnesses shall make their statements under oath. If the commission determines that a violation has occurred, it shall state its findings in writing, shall identify the particular provision(s) of this article which have been violated, and within five (5) business days shall deliver a copy of its findings to the complainant, if any, the person named in the complaint and the town secretary. (3)If a complaint proceeds to a final hearing, the commission shall summon in writing witnesses for which it has received a written request from the complainant or from the town official, candidate, appointee or employee named in the complaint, provided that the requesting party shows good cause for the request and the request is timely submitted in accordance with subsection (i)(5)of this section. Such written summons shall be served by a constable at least ten (10) days before the date of the final hearing. Additionally, the commission may administer oaths and affirmations and receive testimony and evidence presented at the final hearing. It shall be a violation of this article for a person to fail to appear and testify before the commission in response to a written summons served ten (10) days or more prior to the scheduled time and date of final hearing. Notwithstanding the foregoing, no town official, candidate, appointee or employee named in a complaint or witness may be compelled to give evidence or testimony that Town of Trophy Club, TX §1.05.007 §1.05.007 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 142 violates his/her right against self-incrimination under the United States or the state constitution. (k)Sanctions.The following sanctions are available: (1)If the commission determines that a violation of this article has occurred, it shall proceed directly to determination of the appropriate sanction(s). A violation of this article shall not be subject to criminal penalties under the town Code of Ordinances, except for those instances specifically provided for in section 1.05.011 of this article. The commission may receive additional testimony or statements before determining sanctions, but is not required to do so. If the town official, candidate, appointee or employee named in the complaint acted in reliance upon a written opinion of the town attorney, the commission shall consider that fact. (2)If the commission determines that a violation of this article has occurred, it shall take the following actions: (A)If the person who committed the violation is a current employee under the jurisdiction of the town manager, the matter shall be referred to the town manager. (B)If the person who committed the violation is the town manager, town attorney, town secretary, or a judge of the municipal court, the matter will be referred to the town council. (C)If the person who committed the violation is a town council member, a candidate, an appointee, a former town official, or a former town employee, the matter will be referred to the town council. (3)When referring a matter under subsection (k)(2)of this section, the commission may impose or recommend the following sanctions: (A)Letter of notification.A letter of notification may be recommended when the commission finds that a violation of this article was clearly unintentional or when the action or conduct found to have been a violation of this article was performed by the town official, candidate, appointee, or employee in reliance on a public written opinion of the town attorney. A letter of notification must advise the town official, candidate, appointee, or employee to whom the letter is directed of any steps to be taken to avoid future violations. (B)Letter of admonition.A letter of admonition may be recommended when the commission finds that the violation of this article was minor and/or may have been unintentional, but where the circumstances call for a more substantial response than a letter of notification. (C)Reprimand.A reprimand may be recommended when the commission finds that a violation of this article was committed intentionally or through disregard of this article. A recommended reprimand directed to Town of Trophy Club, TX §1.05.007 §1.05.007 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 143 (Ordinance 2011-03, sec. 2 (17.07), adopted 2/7/11) §1.05.008.Request for review of allegations. Any town official, candidate, appointee or employee against whom public allegations of ethics violations have been made in the media or elsewhere has the right to file a sworn statement with the town secretary affirming their innocence, and to request the commission to review the allegations and make known its findings. (Ordinance 2011-03, sec. 2 (17.08), adopted 2/7/11) an employee shall be forwarded to the town manager. The town manager may also elect to discipline the employee in accordance with town personnel rules and procedures. A letter of reprimand directed to an elected town official shall also be transmitted to the town secretary and published in the official newspaper of the town. (D)Removal or suspension from employment.A recommendation of removal from employment or a recommendation of suspension from employment, as well as a recommendation for length of suspension, shall be the appropriate sanction when the commission finds that a serious or repeated violation(s) of this article has been committed intentionally or through culpable disregard of this article by town employees. The final discretion to carry out such recommendations to remove or suspend from employment and the length of suspension shall be with the town manager. The town manager may also elect to discipline the employee in accordance with town policies and procedures. (E)Censure, recall or removal from office or appointment.A letter of censure, a recommendation of recall, or a recommendation to institute proceedings for removal from office or appointment shall be the appropriate sanction when the commission finds that a serious or repeated violation(s) of this article has been committed intentionally or through culpable disregard of this article by an elected town official. A letter of censure, a recommendation of recall, or a recommendation to institute proceedings for removal from office directed to an elected town official shall also be transmitted to the town secretary and published in the official newspaper of the town. The town council and citizens of the town may take actions in accordance with the town charter. Any proceedings for removal from office shall be in compliance with provisions of the town charter and state law. (l)Dismissal of complaint.If the complaint is dismissed because the evidence failed to establish a violation of this article, the commission shall issue a letter of dismissal or finding, and shall not entertain any other similar complaint based on substantially the same evidence. Town of Trophy Club, TX §1.05.007 §1.05.009 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 144 §1.05.009.Culpability. To commit a violation under any provision of this article, a person must have acted or failed to act knowingly or intentionally. (Ordinance 2011-03, sec. 2 (17.09), adopted 2/7/11) §1.05.010.False complaints. In the event a complaint is received by the commission that is subsequently found to be baseless, and the commission deems that the complaint was filed with the intent to: (Ordinance 2011-03, sec. 2 (17.10), adopted 2/7/11) §1.05.011.Penalties. (Ordinance 2011-03, sec. 2 (17.11), adopted 2/7/11) (1)Harass the person named in the complaint; (2)Damage a person’s reputation; (3)Benefit the person filing the complaint, or a third party, either personally, professionally or politically; or (4)Damage a related third party; the commission may recommend the town attorney cause a complaint to be filed against such person in the municipal court. The town council or town manager, as appropriate, may take disciplinary action(s) against the individual who filed the complaint, including but not limited to disciplinary action if such complainant is an employee, appointee, or town official as allowed by personnel policies, ordinance, state law or the town charter. The commission may also recommend other action(s) be taken. (a)It shall be unlawful and shall be a class C misdemeanor for any person to knowingly or intentionally violate section 1.05.007(d),1.05.007(j)(3), or 1.05.010 of this article, and any person found guilty of such violation shall be fined, upon conviction, not less than one dollar ($1.00) nor more than two thousand dollars ($2,000.00) for each offense. Such penalty shall be in addition to all the other remedies provided herein. (b)A person who knowingly files a false sworn statement under this article may be subject to criminal prosecution for perjury under the laws of the state. Town of Trophy Club, TX §1.05.009 §1.05.011 Downloaded from https://ecode360.com/TR3145 on 2023-10-23 145 TOWN COUNCIL COMMUNICATION WORKSHOP MEETING DATE: November 13, 2023 FROM: Tamara Smith, Assistant to the Town Manager AGENDA ITEM: Discuss and consider Council Retreat Agenda Items BACKGROUND/SUMMARY: Mayor Tiffany and the incoming Town Manager, Brandon Wright, would like to finalize agenda items for the January Council retreat. Under consideration are: • Date(s)- Incoming Town Manager Brandon Wright has outlined two topics to consider during the retreat. Number 1 Develop a Strategic Plan, and 2 Develop annual goals from the Strategic Plan. An outline of subjects aligning with those topics are: • Governance Training (2 Hours) • Discuss Timing and Sequence of Upcoming Vision/Master Plan Development (2 Hours) • Learning About and Preparing for Strategic Plan (2 Hours) • Budget Preparation (2-3 Hours) • Format 1st day (2 Hours), 2nd day (6-7 Hours) • Workshops are open to the public, per the open meetings act. • Facilitator Choice- SGR (Strategic Government Resources) has provided a philosophy roadmap. A meeting with the Mayor was conducted on November 7, 2023, to discuss the retreat and request a quote. Other facilitators were contacted. • Discussion of all other topics the Council has identified. The only mandatory requirement outlined by our Charter, section 9.05, is for the Council to furnish the Town Manager with the goals for the next fiscal period by the conclusion of January in the current fiscal year. ATTACHMENTS: SGR Council Retreat Philosophy, Capital Improvement Projects List ACTION/OPTIONS: Provide direction to staff. 146 SGR | www.GovernmentResource.com | 817.223.7320 SGR’s Process for Strategic Visioning will equip governing boards with the dynamic tools needed to agree on, establish, and implement priorities... together. SGR’s Philosophy of Strategic Visioning We believe there is a difference between a Strategic Vision and a Strategic Plan. A vision is focused on where the organization needs to go in the future, and it is primarily the responsibility of the elected officials to develop that vision. A plan is focused on how to accomplish that vision, and it is primarily the responsibility of the staff to develop that plan. SGR’s Process of Strategic Visioning 1. SGR conducts individual interviews with each Council member to determine priorities. 2. SGR develops a custom retreat agenda with the organization to clearly set the purpose and expected outcome. 3. SGR designs a retreat around interactive discussion focused on strategic, future-oriented questions. 4. SGR leads the Council to identify and agree on priorities. 5. SGR leads the Council to identify milestones to achieve while pursuing their strategic priorities. 6. SGR provides a post-retreat report summarizing the work done by the Council, as well as a Strategic Vision succinctly presenting the organization’s priorities. Board Envisions Board Affirms Board Evaluates Staff Plans Staff Executes Staff Adjusts Citizen Input Staff Input SGR CYCLE FOR STRATEGIC VISION This diagram illustrates the relationship between the key components in the cycle of creating and maintaining a Strategic Vision. SGR eagerly meets organizations wherever they are in their planning process. We are flexible and enjoy working to meet the specific needs and requests of every organization. Contact SGR at training@governmentresource.com for more information about the SGR Strategic Process. SGR | www.GovernmentResource.com | 817.223.7320 147 TOWN OF TROPHY CLUB, TEXAS Annual Program of Services APPENDIX Proposed Projects FY24 Adopted Budget 54 148 5ꢀYearꢀCapitalꢀImprovementꢀProgramꢀͲꢀFY2024ꢀͲꢀFY2028 Scheduledꢀtoꢀ coincideꢀwithꢀ MUDꢀproject Year Begins Sidewalks/ꢀ Pathways Parks/ FieldsDescriptionDrainageStreetsꢀTCꢀPool TCꢀPark TownꢀHall FundingꢀSource Comments *FY2024 InvernessꢀStormꢀSystemꢀImprovement $1,500,000ꢀARPA ThisꢀprojectꢀisꢀslatedꢀtoꢀbeꢀcompletedꢀwithꢀtheꢀMUD'sꢀprojectꢀforꢀtheꢀsameꢀarea. InvernessꢀStreetꢀreplacement ForestꢀHillꢀtoꢀIndianꢀCreek*FY2024 $1,500,000 CurrentꢀBond ThisꢀprojectꢀisꢀslatedꢀtoꢀbeꢀcompletedꢀwithꢀtheꢀMUD'sꢀprojectꢀforꢀtheꢀsameꢀarea. Thisꢀwillꢀbeꢀforꢀaꢀnewꢀgateꢀsystemꢀcomingꢀintoꢀtheꢀpark,ꢀupdatingꢀtheꢀguardꢀshack,ꢀupdatingꢀ currentꢀrestroomsꢀandꢀaddingꢀbetterꢀparkingꢀareas.TCꢀParkꢀEntrance CurrentꢀBond/CIPꢀCashFY2024 FY2024 $800,000 ComprehensiveꢀPlanꢀͲꢀTown $100,000 GeneralꢀFundꢀͲꢀFundꢀBalance Theꢀlastꢀapprovedꢀmasterꢀplanꢀwasꢀcompletedꢀinꢀ2008.ꢀꢀThisꢀwillꢀupdateꢀthatꢀplanꢀandꢀgiveꢀtheꢀ ParksꢀandꢀRec.ꢀDept.ꢀaꢀblueꢀprintꢀofꢀwhatꢀtheꢀprioritiesꢀareꢀforꢀtheꢀparkꢀsystem.ParksꢀMasterꢀPlan GeneralꢀFundꢀͲꢀFundꢀBalance FY2024 FY2024 $120,000 GFꢀFundꢀBalance/BondꢀFunds/Parklandꢀ TheꢀTownꢀhasꢀapprovedꢀ$330,000ꢀfromꢀParklandꢀdedicationꢀfunding.ꢀTheꢀadditionalꢀfundingꢀPickleballꢀCourts $1,300,000 Dedication/HOT willꢀcomeꢀfromꢀGFꢀbalance.ꢀ$500,000ꢀforꢀtheꢀfirstꢀpartꢀofꢀtheꢀbuildꢀproject. ThisꢀwillꢀprovideꢀaꢀcoverꢀforꢀtheꢀfrontꢀentranceꢀtoꢀTownꢀHallꢀtoꢀprotectꢀvisitorsꢀfromꢀtheꢀsunꢀ andꢀrain.ꢀAdditionallyꢀthisꢀcoveredꢀareaꢀwillꢀaddꢀaꢀnewꢀpostingꢀboardꢀforꢀcouncilꢀagendas.ꢀTownꢀHallꢀEntranceꢀCovering FY2024 FY2024 $100,000 $40,000 GeneralꢀFundꢀͲꢀFundꢀBalance GeneralꢀFundꢀͲꢀFundꢀBalanceTownꢀHallꢀRearꢀPatioꢀCovering TownꢀHall:ꢀꢀPoliceꢀParkingꢀLot FireꢀDepartmentꢀPortableꢀRadios Rearꢀbreakꢀareaꢀcover.ꢀ CoveredꢀareaꢀforꢀPatrolꢀUnitsꢀandꢀLockꢀup.ꢀꢀThisꢀwillꢀprovideꢀcoveredꢀparkingꢀforꢀ16ꢀparkingꢀ spacesꢀandꢀaꢀcoveredꢀareaꢀoffꢀtheꢀbuildingꢀbyꢀtheꢀholdingꢀcellꢀdoor.GeneralꢀFundꢀͲꢀFundꢀBalance GeneralꢀFundꢀͲꢀFundꢀBalance FY2024 FY2024 $275,000 $100,000 ReplacementꢀofꢀtheꢀMotorolaꢀ6000ꢀportableꢀradiosꢀwithꢀnewꢀ8000.ꢀ PatrolꢀUnitꢀCameraꢀsystemꢀreplacements:ꢀThisꢀfundingꢀwillꢀreplaceꢀtheꢀoldꢀcameraꢀsystemsꢀ withꢀtheꢀnewꢀMotorolaꢀM500ꢀsystems.ꢀTheꢀcurrentsꢀsystemsꢀareꢀ10ꢀyearsꢀoldꢀandꢀoutdated.ꢀ Costꢀisꢀforꢀ8ꢀcameraꢀsystemsꢀinstalled. PoliceꢀDepartmentꢀͲꢀCarꢀCameraꢀSystems GeneralꢀFundꢀͲꢀFundꢀBalance FY2024 $120,000 ThisꢀisꢀaꢀpaymentꢀkioskꢀforꢀtheꢀparkingꢀlotꢀofꢀTownꢀHall,ꢀitꢀwouldꢀallowꢀcitationꢀpaymentsꢀandꢀ possiblyꢀParksꢀ&ꢀRecꢀmembershipꢀpaymentsꢀandꢀwaterꢀutilityꢀpayments.ꢀꢀTheꢀCityꢀofꢀKellerꢀ utilizesꢀoneꢀofꢀtheseꢀsoꢀthatꢀtheyꢀhaveꢀaꢀsolutionꢀforꢀcitationꢀpaymentsꢀinꢀTownꢀsinceꢀtheyꢀalsoꢀ outsourceꢀtheirꢀcourtꢀofficeꢀtoꢀColleyville.ꢀꢀItꢀisꢀbasicallyꢀlikeꢀaꢀbanksꢀATMꢀbutꢀisꢀusedꢀforꢀ acceptingꢀpaymentsꢀinsteadꢀofꢀdispeningꢀfunds. PaymentꢀKioskꢀatꢀTownꢀHall FundꢀBalance/ARPA/CARES FY2024 FY2024 $50,000 $50,000 SchoolꢀZoneꢀFlashers ITꢀImprovements $25,000 FundꢀBalance FundꢀBalanceꢀ SchoolꢀZoneꢀflashersꢀnearꢀhighꢀschoolꢀcrossingꢀwalk Improvements/UpgradesꢀrecommendedꢀbyꢀNetGenius,ꢀonceꢀtheyꢀhaveꢀevaluatedꢀallꢀofꢀourꢀ equipment.FY2024 FY2024 StreetꢀLightsꢀͲꢀTCꢀ&ꢀBobcatꢀͲꢀBobcatꢀ&ꢀParkviewꢀ ͲꢀSchoolꢀexitsꢀͲꢀMarshallꢀCreek $2,000,000 $6,000,000 TrophyꢀClubꢀDr/Bobcat:ꢀThisꢀprojectꢀisꢀpartiallyꢀfundedꢀbyꢀDentonꢀCountyꢀwithꢀaꢀ$3,000,000ꢀ grantꢀandꢀtheꢀTownꢀwillꢀfundꢀtheꢀbalance.ꢀ(est.ꢀ$3,000,000.).ꢀForꢀaꢀtotalꢀprojectꢀcostꢀestimateꢀ $6ꢀmillion. TrophyꢀClubꢀDr/Bobcat:ꢀThisꢀprojectꢀisꢀpartiallyꢀfundedꢀbyꢀDentonꢀCountyꢀwithꢀaꢀ$3,000,000ꢀ grantꢀandꢀtheꢀTownꢀwillꢀfundꢀtheꢀbalance.ꢀ(est.ꢀ$3,000,000.).ꢀForꢀaꢀtotalꢀprojectꢀcostꢀestimateꢀ $6ꢀmillion. GeneralꢀFundꢀͲꢀFundꢀBalanceꢀͲꢀStormꢀ DrainageHogan'sꢀGlenꢀDrainageꢀ FY2024ꢀ FY2024ꢀ $150,000 GrantꢀFundsꢀ($3M)/FutureꢀCOꢀBondꢀ Fundsꢀ($3M)Roundaboutꢀ(TrophyꢀClubꢀDrive/BobcatꢀBlvd) Thisꢀwillꢀenhanceꢀtheꢀparkꢀforꢀfutureꢀrecreationalꢀactivitiesꢀthatꢀwillꢀbeꢀpartꢀofꢀtheꢀparkꢀmasterꢀ planꢀandꢀalsoꢀhelpꢀincreaseꢀtheꢀattendanceꢀatꢀtheꢀparkꢀfromꢀtheꢀactivities.ꢀꢀSomeꢀofꢀthisꢀcouldꢀ beꢀexpandedꢀATVꢀcourses,ꢀaddingꢀmoreꢀbike/hikingꢀtrails,ꢀpossibleꢀcampꢀsites,ꢀbridgesꢀonꢀtrails, etc.ꢀꢀItꢀwillꢀalsoꢀupdateꢀcurrentꢀrestroomꢀfacilitiesꢀandꢀpicnicꢀsitesꢀtoꢀbeꢀmoreꢀinviting.ꢀꢀThisꢀlistꢀ couldꢀchangeꢀdependingꢀonꢀtheꢀresultsꢀofꢀtheꢀParkꢀMasterꢀPlan. TCꢀParkꢀimprovements TCꢀBaseballꢀFieldsꢀ FutureꢀCOꢀBonds FY2025 $4Ͳ5ꢀmillion Thisꢀwillꢀreplaceꢀsomeꢀcurrentꢀfencingꢀthatꢀisꢀnotꢀupꢀtoꢀstandardsꢀandꢀaddꢀturfꢀtoꢀtheꢀinfieldsꢀofꢀ theꢀballfields.* * * FY2025 FY2025 FY2026 $2Ͳ4ꢀmillion FutureꢀCOꢀBond/HOT FutureꢀCOꢀBonds FutureꢀCOꢀBonds FutureꢀCOꢀBonds CreekmereꢀDr.ꢀStreetꢀReplacement AllꢀofꢀCreekmereꢀDr.ꢀ ForrestꢀHillꢀStreetꢀReplacement IndianꢀCreekꢀtoꢀFreshꢀMeadowꢀCt. GreenbriarꢀCt.ꢀ ThisꢀprojectꢀisꢀslatedꢀtoꢀbeꢀcompletedꢀwithꢀtheꢀMUD'sꢀprojectꢀforꢀtheꢀsameꢀarea. ThisꢀprojectꢀisꢀslatedꢀtoꢀbeꢀcompletedꢀwithꢀtheꢀMUD'sꢀprojectꢀforꢀtheꢀsameꢀarea. ThisꢀprojectꢀisꢀslatedꢀtoꢀbeꢀcompletedꢀwithꢀtheꢀMUD'sꢀprojectꢀforꢀtheꢀsameꢀarea. $1,500,000 $1,500,000 * * FY2026 FY2026 FY2027 FY2027 FY2028 FY2028 FY2028 FY2028 FY2028 FY2028 FY2028 FY2028 $500,000 $1,500,000 $3,000,000 $2,000,000 $550,000 $215,000 $400,000 $250,000 $250,000 IndianꢀCreekꢀtoꢀendꢀofꢀCt. TimberlineꢀDr.FutureꢀCOꢀBonds FutureꢀCOꢀBonds FutureꢀCOꢀBonds FutureꢀCOꢀBonds FutureꢀCOꢀBonds FutureꢀCOꢀBonds FutureꢀCOꢀBonds FutureꢀCOꢀBonds FutureꢀCOꢀBonds FutureꢀCOꢀBonds GeneralꢀFundꢀͲꢀFundꢀBalance ThisꢀprojectꢀisꢀslatedꢀtoꢀbeꢀcompletedꢀwithꢀtheꢀMUD'sꢀprojectꢀforꢀtheꢀsameꢀarea. ThisꢀprojectꢀisꢀslatedꢀtoꢀbeꢀcompletedꢀwithꢀtheꢀMUD'sꢀprojectꢀforꢀtheꢀsameꢀarea.OakmontꢀDrive TrophyꢀClubꢀDr.ꢀ Palmetto RoaringꢀCreekꢀCourtꢀ WoodlandsꢀCourtꢀ PaintꢀRockꢀCourt WindingꢀCreekꢀCourt DurangoꢀandꢀParkviewꢀAreaꢀꢀ TurnberryꢀandꢀHighlandsꢀArea TownꢀHallꢀRoof $150,000 $75,000 $450,000 $235,000 Typicalꢀlifeꢀexpectancyꢀ+20ꢀyears,ꢀwithꢀroutineꢀannualꢀmaintenance Typicalꢀlifeꢀexpectancyꢀ+15ꢀyears,ꢀwithꢀannualꢀquarterlyꢀmaintenance.ꢀBlowerꢀmotorsꢀhaveꢀ beenꢀreplacedꢀonꢀallꢀ3ꢀTownꢀHallꢀRTUsTownꢀHallꢀRTUsꢀ(roofꢀtopꢀunits)ꢀthreeꢀ(3)GeneralꢀFundꢀͲꢀFundꢀBalanceFY2028 FY2028 FY2028 FY2028 SplashꢀPadꢀResurfacing MainꢀPoolꢀHeaters $50,000 GeneralꢀFundꢀͲꢀFundꢀBalance GeneralꢀFundꢀͲꢀFundꢀBalance GeneralꢀFundꢀͲꢀFundꢀBalanceMainꢀPoolꢀDivingꢀBoard MoveꢀwallsꢀbehindꢀStaffꢀseatingꢀonꢀbothꢀsidesꢀofꢀpodium,ꢀinstallꢀlightingꢀforꢀcouncilꢀmembersꢀ toꢀpushꢀwhenꢀtheyꢀwouldꢀlikeꢀtoꢀspeakꢀfromꢀdais.CouncilꢀChambersꢀremodel GeneralꢀFundꢀͲꢀFundꢀBalance GeneralꢀFundꢀͲꢀFundꢀBalance FY2028 FY2028 $120,000 $175,000TownꢀHallꢀandꢀPDꢀFlooring/Carpet Typicalꢀlifeꢀexpectancyꢀ8Ͳ12ꢀyears FY24 Adopted Budget 55 149 FY2028 FY2028 FY2028 FY2028 FY2028 FY2028 TownꢀHallꢀPaintꢀInterior/Exterior $120,000 $75,000 GeneralꢀFundꢀͲꢀFundꢀBalance GeneralꢀFundꢀͲꢀFundꢀBalance Everyꢀ5ꢀyears TownꢀHall/PDꢀaddꢀGasꢀTanklessꢀWaterꢀHeaters Currentlyꢀwaterꢀheatersꢀareꢀelectric.ꢀTanklessꢀ(gas)ꢀwillꢀbeꢀmoreꢀefficientꢀinꢀtheꢀlongꢀrun. Officeꢀspaceꢀisꢀnotꢀutilized.ꢀRemodelꢀ(includingꢀdemo)ꢀandꢀaddingꢀaꢀsecondꢀfloorꢀforꢀstorage.ꢀ Projectꢀwouldꢀaddꢀ+900ꢀsqftꢀofꢀstorage.StreetsꢀandꢀParksꢀShopꢀRemodel GeneralꢀFundꢀͲꢀFundꢀBalance GeneralꢀFundꢀͲꢀFundꢀBalance GeneralꢀFundꢀͲꢀFundꢀBalance GeneralꢀFundꢀͲꢀFundꢀBalance $95,000 Streets/ParksꢀaddꢀStorageꢀBuildingꢀ20x40 UpgradeꢀTownꢀCrosswalkꢀFlashersꢀtoꢀ5g TownꢀHall/PDꢀUpgradeꢀCardꢀReadersꢀ Neededꢀforꢀstreetsꢀandꢀparksꢀdepatment.ꢀCoveredꢀstorageꢀforꢀequipment,ꢀmaterials,ꢀetc.$130,000 $200,000 $150,000 Crosswalkꢀsoftwareꢀandꢀhardwareꢀwillꢀneedꢀtoꢀbeꢀupgradedꢀforꢀbetterꢀcommunicationꢀ throughoutꢀtown. Cardꢀreadersꢀareꢀ5ꢀyearsꢀoldꢀandꢀneedꢀtoꢀbeꢀupgradedꢀtoꢀtheꢀnewꢀsoftwareꢀandꢀelctronicꢀkeyꢀ cards Totals $ꢀꢀꢀꢀ1,650,000 $ꢀꢀꢀꢀꢀꢀꢀꢀꢀ21,165,000 $ꢀꢀꢀꢀꢀꢀꢀꢀꢀꢀ250,000 $ꢀꢀꢀꢀꢀꢀꢀꢀꢀꢀ50,000 $ꢀꢀꢀꢀꢀ1,420,000 $ꢀꢀꢀꢀꢀꢀꢀꢀꢀ800,000 $ꢀꢀꢀꢀ2,585,000 FY24 Adopted Budget 56 150 TOWN COUNCIL COMMUNICATION CONSENT MEETING DATE: November 13, 2023 FROM: Tammy Dixon, Town Secretary AGENDA ITEM: Consider approval of the October 23, 2023, regular meeting minutes. BACKGROUND/SUMMARY: The Town Council held a regular meeting on October 23, 2023. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: N/A LEGAL REVIEW: N/A ATTACHMENTS: Draft Meeting Minutes – October 23, 2023, Town Council Regular Meeting ACTION/OPTIONS: Move to approve the October 23, 2023, Town Council regular meeting minutes. 151 Town of Trophy Club - Regular Meeting Minutes October 23, 2023 The Trophy Club Town Council met in a Regular Meeting on October 23, 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 Stacey Bauer, Councilmember Place 1 Steve Flynn, Councilmember Place 6 LuAnne Oldham, Councilmember Place 5 with the following members absent: Dennis Sheridan, Mayor Pro Tem Jeff Beach, Councilmember Place 2 Karl Monger, Councilmember Place 4 constituting a quorum with the following members of the Town Staff participating: Tammy Dixon, Town Secretary Dean Roggia, Town Attorney Jason Wise, Fire Chief Bobby Tillman, Interim Police Chief Matt Cox, Community Development Director April Duvall, Finance Director Denise Deprato, Human Resources Director Jill Lind, Communications and Marketing Director Tamara Smith, Assistant to the Town Manager INVOCATION Rev. William Eason, Fellowship United Methodist Church, led the invocation. PLEDGES Councilmember Oldham led the Pledge of Allegiances to the American and Texas Flags. PUBLIC COMMENTS There were none. 152 Town Council Regular Meeting Minutes-October 23, 2023 Page 2 COMMUNITY SPOTLIGHT 1. Halloween Festivities Denise Deprato, Human Resources Director, presented a video compilation featuring Town Staff Office Halloween decorations along with the Parks and Recreation Annual Fright Lights home decorating contest submissions. Interim Police Chief Bobby Tillman provided Halloween Trick-or-Treading safety tips which included Traveling in Groups; Remaining Visible; Inspection of Treats; and Respecting Private Property. 2. Working for You . . . Trophy Club a) Update from Town Council Members Councilmember Flynn recognized Baylor Scott & White Emergency Center for providing the highest standard of care to the community; reminded the community of the Trophy Club Rotary First Responders Day event scheduled for November 4, 2023; and spoke about an update he attended regarding the Northwest Independent School District stating it was one of the fastest growing districts in the State and encouraged the community to stay informed of the districts progress. Councilmember Oldham spoke about being an ambassador for the citizens which includes attending local and regional events on behalf of the Town. She spoke about attending the Metroport Chamber of Commerce’s Lonestar Legislative Update on October 13, 2023, which provided outcomes from the 88th Legislative Session that included Border Security, Cyber Security and Texas Education. Mayor Tiffany spoke on the importance of the November 7, 2023, Constitutional Amendment Election and encouraged voters to review the amendments and exercise their right to vote. Fire Chief Jason Wise, at the request of Mayor Tiffany, provided an update on the Fire Station Open House scheduled for November 4, 2023, from 10 a.m. – 2:00 p.m. b) Update from Town Manager – No Report c) Quick Civic Tip Dean Roggia, Town Attorney, provided information on the differences between the Charter, Ordinances and Resolutions. 153 Town Council Regular Meeting Minutes-October 23, 2023 Page 3 CONSENT AGENDA Mayor Tiffany requested item 4 be pulled from Consent for clarification. 3. Consider approval of the October 9, 2023, 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) Pulled from Consent. 5. Consider approval of amending the Compensation Pay Plan with an effective date of October 28, 2023. (Denise Deprato, Director of Human Resources) Councilmember Flynn moved to approve consent agenda items 3 and 5. Councilmember Bauer seconded the motion. VOTE ON THE MOTION AYES: Bauer, Flynn, Tiffany, Oldham NAYES:None ABSENT:Sheridan, Monger, Beach VOTE:4-0-3 INDIVIDUAL ITEMS 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). Mayor Tiffany asked for clarification of LaTour Tree Services asking if it supported the future agenda item regarding trash baskets. Matt Cox, Director of Community Development, stated it did not. He explained the purchase order for LaTour Tree Service, includes on-call services for trash/debris removal following heavy rainfall events that occur throughout the year. 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) Mayor Tiffiany moved to appoint 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. Councilmember Oldham seconded the motion. 154 Town Council Regular Meeting Minutes-October 23, 2023 Page 4 VOTE ON THE MOTION AYES: Bauer, Flynn, Tiffany, Oldham NAYES:None ABSENT:Sheridan, Monger, Beach VOTE:4-0-3 Mr. Wright introduced himself and his family. He stated they were excited to become part of the Trophy Club family. He thanked the Town Council for the opportunity to serve the Town Council and citizens of Trophy Club. 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) Mr. Cox provided the following: •Subject property was 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 requested 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. •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). Councilmember Oldham moved to approve 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. Councilmember Flynn seconded the motion. VOTE ON THE MOTION AYES: Bauer, Flynn, Tiffany, Oldham NAYES:None ABSENT:Sheridan, Monger, Beach VOTE:4-0-3 155 Town Council Regular Meeting Minutes-October 23, 2023 Page 5 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) Mr. Cox stated the applicant requested the Town Council to table the Final Plat for Bobcat Village Phase 1 with a waiver per the Town’s Subdivision Ordinance, Section 10.02.068, Final Plats with waiver to the December 11, 2023, Town Council meeting. Councilmember Oldham moved to approve the request to table this item with wavier to the December 11, 2023, Town Council meeting. Councilmember Bauer seconded the motion. VOTE ON THE MOTION AYES: Bauer, Flynn, Tiffany, Oldham NAYES:None ABSENT:Sheridan, Monger, Beach VOTE:4-0-3 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) Mr. Cox stated the applicant has requested the Town Council to table the Final Plat for Bobcat Village Phase 2 with a waiver per the Town’s Subdivision Ordinance, Section 10.02.068, Final Plats with waiver to the December 11, 2023, Town Council meeting. Councilmember Oldham moved to approve the request to table this item with wavier to the December 11, 2023, Town Council meeting. Councilmember Flynn seconded the motion. VOTE ON THE MOTION AYES: Bauer, Flynn, Tiffany, Oldham NAYES:None ABSENT:Sheridan, Monger, Beach VOTE:4-0-3 ADJOURN Mayor Tiffany announced the Town Council would conduct a work session on November 11, 2023, prior to the regular meeting. 156 Town Council Regular Meeting Minutes-October 23, 2023 Page 6 Mayor Tiffany adjourned the Town Council meeting at 7:38 p.m. ____________________________ Jeannette Tiffany, Mayor Town Council Attest: _______________________________ Tammy Dixon, Town Secretary 157 TOWN COUNCIL COMMUNICATION CONSENT MEETING DATE: November 13, 2023 FROM: Jason Wise, Fire Chief AGENDA ITEM: Consider approval of a purchase order to Delta Fire & Safety, Inc. for the purchase of several Personal Protective Equipment (PPE) ensembles. BACKGROUND/SUMMARY: The Texas Commission on Fire Protection (TCFP) adopted NFPA 1971, Standard on Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting (2018 Edition) and requires the Trophy Club Fire Department (TCFD) to purchase, provide, and maintain a complete set of protective clothing for all fire protection personnel who would be exposed to hazardous conditions from fire or other emergencies or where the potential for such exposure exists. A complete set of protective clothing consists of garments including bunker coat, bunker pant, boots, gloves, helmet, and protective hood, worn by fire protection personnel in the course of performing fire-fighting operations. In addition, today’s fire environment exposes firefighters to dangerous carcinogens and places the firefighter at a higher risk for various types of cancer when compared to the general public. TCFD has developed a plan to purchase two sets of PPE for each firefighter, so PPE can be cleaned after working in a superheated carcinogen-filled environment. This plan eliminates additional exposure to firefighters from donning dirty gear during the remainder of their tour. PPE is also subject to normal degradation; therefore, must be retired after ten years per manufacturer and NFPA recommendations. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: The total cost of the PPE ensembles in this purchase order is $36,800.75. Unfortunately, future purchases may be subject to price increase. The department goal is to update the PPE program and maintain compliance with TCFP standards. LEGAL REVIEW: N/A ATTACHMENTS: •Clothing Specification Quote •Purchase Requisition Form ACTION/OPTIONS: Move to approve a purchase order to Delta Fire & Safety, Inc. for the purchase of several Personal Protective ensembles. (PPE) ensembles. 158 159 160 161 TOWN COUNCIL COMMUNICATION CONSENT MEETING DATE: November 13, 2023 FROM: April Duvall, Director of Finance AGENDA ITEM: Consider approval of an ordinance amending subsection i, annual capital improvement and maintenance charge, of Section A1.014, Water and Wastewater fees for Public Improvement District No.1, within Appendix A, Fee Schedule, of the Trophy Club Code of Ordinances, to adopt a monthly surcharge for PID residents; providing for severability; providing a penalty; and providing an effective date. BACKGROUND/SUMMARY: The Town has received the Trophy Club MUD’s annual PID surcharge calculation. The calendar year 2024 PID resident’s fair share of MUD operating and maintenance and debt expenditures is $143,223 or $99.24 per household, a decrease of approximately 1 percent. The calculated PID monthly surcharge is $8.27 for calendar year 2024. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: The CY 2024 PID surcharge is a $0.10 cents per month per household decrease. LEGAL REVIEW: N/A ATTACHMENTS: •Draft Ordinance •CY24 PID Surcharge Analysis •Letter to Town - PID Surcharge CY 2024 ACTION/OPTIONS: Consider approval of amended PID Surcharge ordinance as presented. 162 TOWN OF TROPHY CLUB, TEXAS ORDINANCE NO. 2024- AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS AMENDING SUBSECTION (i), “ANNUAL CAPITAL IMPROVEMENTS AND MAINTENANCE CHARGE,” OF SECTION A1.014, “WATER AND WASTEWATER FEES FOR PUBLIC IMPROVEMENT DISTRICT NO. 1,” WITHIN APPENDIX A, “FEE SCHEDULE,” OF THE CODE OF ORDINANCES, TOWN OF TROPHY CLUB, TEXAS, TO ADOPT A MONTHLY SURCHARGE APPLICABLE TO CONNECTIONS IN THE TROPHY CLUB PUBLIC IMPROVEMENT DISTRICT NO. 1 IN ORDER TO PAY THE PID PORTION OF MUD1 OPERATIONS AND MAINTENANCE BUDGET AND DEBT FOR CALENDAR YEAR 2024; PROVIDING A SAVINGS AND REPEALER CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; PROVIDING A PENALTY NOT TO EXCEED THE SUM OF FIVE HUNDRED DOLLARS ($500.00) FOR EACH OFFENSE AND A SEPARATE OFFENSE SHALL BE DEEMED COMMITTED EACH DAY DURING OR ON WHICH A VIOLATION OCCURS OR CONTINUES; PROVIDING FOR PUBLICATION; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town of Trophy Club (the “Town”) is a home rule municipality acting under its charter adopted by the electorate pursuant to Article XI, Section 5 of the Texas Constitution and Chapter 9 of the Local Government Code; and WHEREAS, fees imposed by the Town are adopted and codified in Appendix A, “Fee Schedule,” of the Code of Ordinances, Town of Trophy Club, Texas (the “Code”); and WHEREAS, Appendix A, “Fee Schedule,” Section A1.014 of the Code contains fees for public works for the Trophy Club Public Improvement District No. 1 (“PID”), including fees for meters utilized within the PID; and WHEREAS, the Town is the owner and/or operator of a water and sewer system designed to serve present and future inhabitants of the PID (the “Town System”); and WHEREAS, under the Amended and Restated Contract for Wholesale Water Supply and Wastewater Treatment Services and Water And Wastewater Operational Services between the Town and Trophy Club Municipal Utility District No. 1 dated April 15, 2014 (the “Contract”), the Trophy Club Municipal Utility District No. 1 (“MUD1”) has agreed to provide the Town with wholesale water and wastewater services and with operations services related to the Town System within the boundaries of the PID “Property”, as that term is defined in the Contract; and WHEREAS, Sections 7.1 and 7.2 of Article VII of the Contract require the Town to 163 ORDINANCE NO. 2023-XX PAGE 2 charge a fee to the residents of the PID for the “Annual Capital Improvements and Maintenance Charge” due to MUD1; and WHEREAS, MUD1 has issued debt; therefore, pursuant to the Contract, the Town has determined it appropriate to adopt the fee set forth below in accordance with the provision of the Contract providing for an Annual Capital Improvements and Maintenance Charge in order to impose the fee required to fund the PID’s percentage share of the MUD1 Operations and Maintenance budget and debt for calendar year 2024; and WHEREAS, the Town Council hereby finds that the amendment of Section A1.014 of the Town’s Fee Schedule to adopt the Annual Capital Improvements and Maintenance Charge in the form of a flat monthly fee as further specified herein meets the Town’s contractual obligations pursuant to the Contract and serves the best interests of the Town. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, THAT: 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 Subsection (i), “Annual capital improvements and maintenance charge” of Section A1.014, “Water and wastewater fees for Public Improvement District No. 1,” of Appendix A, “Fee Schedule,” of the Town of Trophy Club Code of Ordinances is hereby amended to read as follows, and all other fees and provisions of Section A1.014 not specifically amended hereby shall remain in full force and effect: “(i) Annual capital improvements and maintenance charge: $8.27 (monthly fee per connection)” SECTION 3. SAVINGS AND REPEALER This Ordinance shall be cumulative of all other ordinances of the Town affecting fees and shall not repeal any of the provisions of such ordinances except in those instances where 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 164 ORDINANCE NO. 2023-XX PAGE 3 to such repealed ordinance(s) shall continue to be governed by the provisions of that ordinance and for that purpose the ordinance shall be deemed to remain and continue in full force and effect. SECTION 4. SEVERABILITY If any section, article, paragraph, sentence, clause, phrase or word in this Ordinance, or application thereof to any person or circumstance, is held invalid or unconstitutional by a court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of this Ordinance, and the Town Council hereby declares it would have passed such remaining portions of this Ordinance despite such invalidity, which remaining portions shall remain in full force and effect. SECTION 5. ENGROSSMENT AND ENROLLMENT The Town Secretary of the Town of Trophy Club is hereby directed to engross and enroll this Ordinance. SECTION 6. PENALTY It shall be unlawful for any person to violate any provision of this Ordinance, and any person violating or failing to comply with any provision of this Ordinance shall be fined, upon conviction, not less than One Dollar ($1.00) nor more than Five Hundred Dollars ($500.00), and a separate offense shall be deemed committed upon each day during or on which a violation occurs or continues. SECTION 7. PUBLICATION The Town Secretary of the Town of Trophy Club is hereby directed to publish the caption of this Ordinance in the official newspaper of the Town of Trophy Club, Texas, as required by Section 3.16 of the Charter of the Town of Trophy Club, Texas. SECTION 8. EFFECTIVE DATE This Ordinance shall take effect from and after its date of publication in accordance with Section 3.16 of the Charter of the Town of Trophy Club, Texas, and it is so ordained. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this 13th day of November 2023. 165 ORDINANCE NO. 2023-XX PAGE 4 Jeannette, Mayor ATTEST: Tammy Dixon, Town Secretary APPROVED TO AS FORM: Dean Roggia, Town Attorney 166 Description Standard O&M Revenue from PID Surcharge 27,337.00 19% O&M proportion I&S Revenue from PID Surcharge 115,886.00 81% I&S proportion Total 143,223.00 Number of PID Residents 1,443.00 Standard rate for 12 months (per month) 8.27$ Change in Rate from CY23 ($8.37) (0.10)$ Rate = ((Total/Number of Residents)/12 Months) PID SURCHARGE for Calendar Year 2024 167 April Duvall Director of Finance Town of Trophy Club 1 Trophy Wood Drive Trophy Club, TX 76262 October 9, 2023 PID Surcharge for Calendar Year 2024 In accordance with Section 7.2 of the Amended and Restated Contract for Wholesale Water Supply and Wastewater Treatment Services and Water and Wastewater Operational Services dated April 12, 2014, the District is providing notice of the Annual Capital Improvements and Maintenance Charge requirements for calendar year 2024. Total amount to be collected from Town retail water and wastewater customers is calculated below. O&M TAX/SURCHARGE RATE REQUIRED REVENUE O&M $113,071* $95,000** *MUD (All of Dept. 39 Budget) **PIO (Legal and Auditor only Dept 39} l&S TAX/SURCHARGE RATE REQUIRED REVENUE TAX NEW DEBT (l&S) $402,713 MUD TARRANT COUNTY : MUD DENTON COUNTY : DENTON CO . PIO : TAX/SURCHARGE RATE= REQUIRED REVENUE/TOTAL VALS/100 Vals/100 = FY 2024 Tax/Surcharge Rate= Revenue from MUD Tax= $ Revenue from PIO Surcharge = $ Total : s TAX/SURCHARGE RATE= REQUIRED REVENUE/TOTAL VALS/100 Vals/100 = FY 2024 PIO Surcharge Rate= Revenue from MUD Tax= Revenue from PIO Surcharge = Total : Total Due to Trophy Club MUD No. 1 I PIO Surcharge Calendar 2024 Trophy Club Municipal Utility D i strict No . 1 1 00 Municipal Drive , Trophy Club , Te x as 76262 (682) 831 -4600 s $ $ tcmud org 677 ,155,614 1,877,675 ,027 1,032,220,715 35 ,870,514 0 .00265 85 ,734 27,337 113,071 35 ,870,514 0.01123 286,827 ~ t ' 115,886 402 ,713 143,223 1 168 October 9, 2023 The Town of Trophy Club is responsible for calculating the PIO surcharge rate and must provide the new rate to Trophy Club Municipal Utility District No. 1 with an approved Town Rate Ordinance. In order for the January 2024 billing to reflect a new PIO surcharge rate, the new Town Rate Ordinance must be received by the District no later than December 31, 2023. The current 2023 PIO surcharge rate per connection per month is set at $8.37, and as of September 30 th the PIO had 1,443 total water connections. In January, the District will reconcile the total funds collected from the PID surcharge for the calendar year and will submit any overage to the Town or if there is a shortage an invoice will be provided. Thank you for your prompt attention to this matter, and please contact me if you have any questions. Sincerely, Steven Krolczyk Finance Manager Trophy Club Municipal Utility District No. 1 100 Municipal Drive Trophy Club, TX 76262 Phone -682-831-4692 Trophy Club Municipal Utility District No. 1 1 00 Municipal Drive, Trophy Club , Texas 76262 (682 ) 831-4600 tcmud org 169 TOWN COUNCIL COMMUNICATION CONSENT MEETING DATE: November 13, 2023 FROM: Tammy Dixon, Town Secretary AGENDA ITEM: Consider approval of an ordinance amending Division 3, “Open Records” of Chapter 1, “General Provisions” by repealing subsection 1.07.061, “Thirty-Six Hour Time Limit”; and amending Section A1.013 of Appendix A, Fee Schedule by repealing subsection 15 entitled “Personnel charges in excess of 36 hours.” (Tammy Dixon, Town Secretary). BACKGROUND/SUMMARY: In 2012, the Town Council adopted an ordinance as authorized by Section 552.275 of the Texas Public Information Act (Act.) establishing a thirty-six-hour time limit on the amount of time that personnel must spend free of charge responding to public information requests (PIRs) from a requestor which reads as follows: The intent was to recover the cost of staff time incurred as a result of redundant or repetitive public information requests, also known as vexatious requests. The ordinance, per Section 552.275, provides that each and every time the Town complies with any PIR, the Town is required to provide the requestor with a written statement detailing the amount of personnel time spent complying with that request and the cumulative amount of time spent complying with requests from that requestor during the applicable 12-month period. Further, it requires the Town to maintain a record of the time spent responding to each and every request, and it must provide the written statement detailing this information to each and every requestor – not just the vexatious requestor. The burden of this administrative task has proven to outweigh any cost recovery benefit objective to the ordinance. Following review of the ordinance with the Town Attorney’s Office, staff was provided an overview of other tools for managing public information requests under the Act. Section 552.222 allows the Town to seek clarification of an unclear request and to discuss ways in which the requestor may narrow a request for large amounts of information. Additionally, the Town may bill requestors for the time it takes to respond to a request in accordance with Section 552.2615 of the Act. These tools, together with Section 552.232 concerning redundant requests, provide the Town the ability to manage requests in a useful and potentially less burdensome manner. The Act does provide the ability to recover labor costs for public information as set by the Attorney General’s Office.170 BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: N/A LEGAL REVIEW: Andrea Russell, from the Town Attorney’s Office, has reviewed the draft ordinance as to form and legality. ATTACHMENTS: Draft Ordinance Current Ordinance language Summary of Sections 552.275 and 552.232 ACTION/OPTIONS: Move to approve an ordinance amending Division 3, “Open Records” of Chapter 1, “General Provisions” by repealing subsection 1.07.061, “Thirty-Six Hour Time Limit”; and amending Section A1.013 of Appendix A, Fee Schedule by repealing subsection 15 entitled “Personnel charges in excess of 36 hours.” 171 TOWN OF TROPHY CLUB, TEXAS ORDINANCE NO. 2023-xx AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS, AMENDING DIVISION 3, “OPEN RECORDS“ OF CHAPTER 1, “GENERAL PROVISIONS” BY REPEALING SUBSECTION 1.071.061, “THIRTY-SIX HOUR TIME LIMIT”; AND AMENDING APPENDIX A “FEE SCHEDULE” ARTICLE A1.000 “GENERAL PROVISIONS” SECTION A1.013 “ADMINISTRATIVE FEES” BY REPEALING SUBSECTION 15 ENTITLED “PERSONNEL CHARGES IN EXCESS OF 36 HOURS”; PROVIDING FOR SEVERABILITY; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; PROVIDING FOR PUBLICATION; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town of Trophy Club is a home rule municipality acting under its charter adopted by the electorate pursuant to Article XI, Section 5, of the Texas Constitution and Chapter 9 of the Local Government Code; and, WHEREAS, the Town Council of the Town of Trophy Club has previously adopted an ordinance, as authorized by Section 552.275 of the Texas Public Information Act (the “Act’), establishing a thirty-six-hour time limit on the amount of time that personnel must spend free of charge responding to requests from a requestor; and WHEREAS, the burden of the administrative tasks required under the ordinance have proven to outweigh any benefit the ordinance purports to provide; and WHEREAS, members of Town Staff responsible for compliance with the Act are aware of methods for managing public information requests that are more useful and less burdensome than the procedures required under Section 552.275 of the Act; and WHEREAS, the Town Council of the Town of Trophy Club finds and determines that the thirty-six-hour time limit should be repealed. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: SECTION 1. That the above and foregoing premises are true and correct and are incorporated herein and made a part hereof for all purposes. SECTION 2. The Code of Ordinances, Town of Trophy Club, Texas, Chapter 1, “General Provisions”, Division 3, “Open Records”, is amended by repealing subsection 1.071.062 “Thirty-Six Hour Time Limit”, in its entirety. 172 ORDINANCE NO. 2023-XX PAGE 2 SECTION 3. The Code of Ordinances, Town of Trophy Club, Texas, Appendix A “Fee Schedule”, Article A1.000 “General Provisions”, Section A1.013 “Administrative Fee”, is amended by repealing subsection 15 “Personnel charges in excess of 36 hours” in its entirety. SECTION 4. If any section, article, paragraph, sentence, clause, phrase or word in this Ordinance, or application thereof to any person or circumstance, is held invalid or unconstitutional by a Court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of the Ordinance, and the Town Council hereby declares it would have passed such remaining of the Ordinance despite such invalidity, which remaining portions shall remain in full force and effect. SECTION 5. The Town Secretary of the Town of Trophy Club is hereby directed to engross and enroll this Ordinance in the Ordinance records of the Town and to properly record this Ordinance in accordance with the Town Charter. SECTION 6. The Town Secretary of the Town of Trophy Club is hereby directed to publish the caption of this Ordinance in the official newspaper of the Town of Trophy Club, Texas as required by Section 3.16 of the Charter of the Town of Trophy Club, Texas. SECTION 7. This Ordinance shall take effect from and after its date of passage in accordance with law, and it is so ordained. DULY PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this _____day of_______, 2023. ______________________________ Jeannette Tiffany, Mayor ATTEST: ___________________________ Tammy Dixon, Town Secretary APPROVED AS TO FORM: ___________________________ Dean Roggia, Town Attorney 173 Code of Ordinances Chapter 1, General Provisions § 1.07.062 Thirty-six hour time limit. Pursuant to and subject to the limitations in V.T.C.A., Government Code, section 552.275, the town council hereby establishes thirty-six (36) hours as a reasonable limit on the amount of time that personnel of the town are required to spend producing public information for inspection or duplication by a requestor, or providing copies of public information to a requestor, without recovering its costs attributable to that personnel time. Costs for time recoverable under this section shall accrue in accordance with the town’s schedule of fees. Appendix A, Fee Schedule § A1.013 Administrative fees. (15) Personnel charges in excess of 36 hours. Notwithstanding any provision contained herein to the contrary, any requestor of public information will be charged personnel costs in accordance with V.T.C.A., Government Code, section 552.275 for all time in excess of thirty-six (36) hours spent by personnel of the town in producing public information for inspection or duplication by a requestor, or providing copies of public information to a requestor during a twelve-month period commencing on October 1 of each year. The records management officer shall be responsible for providing all notices required by law. 174 Town Ordinance No. 2012-13 adopted the provisions of Section 552.275 and includes the following statutory requirements: 1. Each time the Town receives a request for public information, the Town must provide the requestor with a written statement of the amount of personnel time spent complying with that request and the cumulative amount of time spent complying with requests for public information from that requestor during the applicable 12-month period. Note that the amount of time spent preparing the written statement may not be included in the amount of time included in this statement. 2. If the statement shows that the cumulative amount of personnel time spent complying with requests for public information from the same requestor equals or exceeds 36 hours, the Town shall provide the requestor with a written estimate of the total cost, including materials, personnel time, and overhead expenses, necessary to comply with the request. 3. This estimate must be provided to the requestor on or before the 10th day after the date on which the public information was requested. The amount of this charge relating to the cost of locating, compiling, and producing the public information shall be established by rules prescribed by the Attorney General under Sections 552.262(a) and (b) of the Public Information Act. 4. The Town is not required to produce public information for inspection or duplication or to provide copies in response to the requestor's request unless on or before the 10th day after the date the Town provided the written statement, the requestor submits a statement in writing to the Town in which the requestor commits to pay the lesser of: (1) the actual costs incurred in complying with the requestor's request, including the cost of materials and personnel time and overhead; or (2) the amount stated in the written statement provided to the requestor. 5. If the requestor fails or refuses to submit the written statement, the requestor is considered to have withdrawn the requestor's pending request for public information. 175 Section 552.232: Responding to Repetitious or Redundant Requests Section 552.232 has proven to be helpful for many cities in processing repetitious or redundant requests. When a requestor seeks information that has already been provided to him or her, Section 552.232 allows a governmental body to certify in writing that the information was already provided. The certification must include the following statutory requirements: 1. a description of the information for which copies have been previously furnished or made available to the requestor; 2. the date that the governmental body received the requestors original request for that information; 3. the date that the governmental body previously furnished copies of or made available copies of the information to the requestor; and 4. a certification that no subsequent additions, deletions, or corrections have been made to that information; and 5. the name, title, and signature of the officer for public information or the officer’s agent making the certification. 176 TOWN COUNCIL COMMUNICATION REGULAR MEETING DATE: November 13, 2023 FROM: Ronnie Angel, Interim Director of Parks and Recreation AGENDA ITEM: Discuss and take action on the Trophy Club Community Pool Project, Phase II BACKGROUND/SUMMARY: This item was presented on October 8, 2023. Following the discussion staff were directed to bring this item back with additional information to the November meeting. History: This item was originally presented to the Town Council on November 8, 2022, with the council voting unanimously to approve the project in two (2) phases. Phase one (1) replaced the pumps, fixed a leak in pool, updated the lockers and made improvements in the office/concession room areas. Phase two (2) will add slides and create a party room that can be used for rentals all year. BOARD REVIEW/CITIZEN FEEDBACK: Staff presented the capital improvement project to the Parks and Recreation Board on August 21, 2023; the Board approved the project to move forward as presented and provided direction for staff to take the project to the Town Council. FISCAL IMPACT: Funding for this project was allocated as part of the Certificates of Obligation, Series 2021 bonds issued to the Town. This project was presented to the council as part of the CIP plan presented at the July 26, 2022, council meeting. LEGAL REVIEW: N/A ATTACHMENTS: PowerPoint Presentation from Halff ACTION/OPTIONS: Move to approve / deny agenda item as presented 177 TOWN OF TROPHY CLUB COMMUNITY POOL AND SPLASH PAD RENOVATION PHASE 2 178 WHAT WE WOULD LIKE TO SHARE WITH YOU TODAY A.A.SITE PLANB.SCHEDULEC.BUDGETD.PROPOSED IMPROVEMENTS 179 SITE PLAN PARTY ROOM ………………………………………… 1,016 SF / 60 person occupancy / Can be expanded to 100 people by adding 750 SFSLIDES AND PLUNGE POOL …………………… 5,000 SF / 500 person bleacher seating / (3) 30’x21’ 15 row 15bleachers SPLASH PADCOMPETITION POOL KIDDIE POOL PUMP HOUSE POOL ENTRY/CONCESSIONS/RESTROOMS/OFFICE 180 SCHEDULE PHASE 2 MILESTONES CALENDAR DAYS TO COMPLETE •COUNCIL APPROVAL OF CONCEPT AND DESIGN NTP DAY 1 •SUBMIT 60% PLANS FOR CITY REVIEW 30 DAYS •CITY REVIEW AND COMMENT 10 DAYS •SUBMIT 90% PLANS FOR CITY REVIEW 30 DAYS •CITY REVIEW AND COMMENT 10 DAYS •SUBMIT 100% PLANS READY FOR BID 14 DAYS TOTAL DAYS TO DESIGN COMPLETION 95 DAYS •BID PROCESS 21 DAYS •OPEN BIDS 1 DAY •CONSTRUCTION CONTRACT PROCESS / CONSTRUCTION NTP 14 DAYS •CONSTRUCTION PROCESS TO SUBSTANTIAL COMPLETION 120 DAYS TOTAL DAYS TO CONSTRUCTION COMPLETION 146 DAYS 181 BUDGET PHASE ONE – COMPLETE DEC 2023 A.CGC CONSTRUCTION •INITIAL CONTRACT……………………….. $ 531,700 •CHANGE ORDERS………………………….. $ 1,595B.SUNBELT POOLS •EQUIPMENT PURCHASE……………….. $ 414,118 •EQUIPMENT INSTALLATION………….. $ 207,800 •LEAK REPAIR………………………………… $ 24,400 PHASE TWO A.SITEWORK……………………………………............... $ 265,000 •Fence Modifications and Repairs •Concrete Modifications and Repairs •Shade Pavilion •Rentable Cabanas •Landscape Improvements and Repair •Parking Lot StripingA.SLIDE TOWER AND PLUNGE POOL……………. $ 784,200B.PARTY ROOM………………………………………....... $ 1,028,907C.EXISTING BUILDING RENOVATIONS……....... $ 46,980 D.NORTH POOL EQUIPMENT ENCLOSURE……. $ 115,000E.ESTIMATED DESIGN FEE ADD. SERVICES…. $ 30,000 SUBTOTAL $ 2,270,087 CONSTRUCTION TOTAL: $3,419,700DESIGN FEES: $481,100 GRAND TOTAL $3,900,800 SUBTOTAL $ 1,179,613 182 PARTY ROOM 183 SLIDE TOWER RIDER HEIGHT LIMITATIONS A.PLUNGE POOL OPTION: 48”B.DECK RUNOUT OPTION: 42” 184 QUESTIONSAND ANSWERS 185 Q&A PREVIOUS QUESTIONS Q. How many square feet of space will be lost for tournament attendees due to water slide and slide plunge pool? A. Slide and pool are approx. 5000 sf or 500 seats (if bleachers are used)Q. What is the Pool House size and how many people it can hold? A. 1,016 SF / 60 person occupancy / Can be expanded to 100 people by adding 750 SFQ. Will the pumps, both proposed and existing, be able to operate the pool, kiddie pool and new slides?A. The design intent is that the scheduled pumps, both proposed and existing, will operate all aquatic features.Q. Will slide be available to all ages, children and adult?A. The waterslides will have a minimum rider height limitation as dictated by the waterslide manufacturer. This is typically 48” for slides that exit into a plunge pool, and 42” for slides that terminate in a deck runout.Q. Can Pool House be expanded on in the future?A. Based on the current shape of the building, we can design for future expansion however it will increase the initial cost of the building to make future expansion more feasible. It is important that buildings are designed from the onset to accommodate future expansion with careful placement of structural columns and other elements. 186 TOWN COUNCIL COMMUNICATION REGULAR MEETING DATE: October 9, 2023 FROM: Tammy Dixon, Town Secretary AGENDA ITEM: Discuss and consider approval of a resolution providing for the appointment of a member to serve on the Trophy Club Economic Development Corporation. (Tammy Dixon, Town Secretary) BACKGROUND/SUMMARY: The Town Council made appointments to the Boards and Commissions during the October 9, 2023, meeting. At that time staff had found a conflict between the Town Charter and the Economic Development Corporation (EDC) Articles of Incorporation pertaining to Town Council membership on the EDC, therefore leaving one position vacant. Following review of the documents, the Town Attorney has advised that the Town Charter prevails, which prevents the appointment of a Town Council member to the EDC, or any other board. This information was shared with the Boards and Commissions Appointments Committee. Councilmember Oldham spoke with James Callaway regarding the vacant position, and he expressed interest in serving as a director on the EDC board. If appointed, he would then resign from his position on the Zoning Board of Adjustment. FISCAL IMPACT: N/A LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the draft resolution as to form and legality. ATTACHMENTS: •Draft Resolution ACTION/OPTIONS: Move to approve a resolution appointing a member to the Trophy Club Economic Development Corporation. 187 TOWN OF TROPHY CLUB, TEXAS RESOLUTION NO. 2023-XX A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, PROVIDING FOR THE APPOINTMENT OF A MEMBER TO SERVE ON THE ECONOMIC DEVELOMENT CORPORATION; DESIGNATING TERMS OF SERVICE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town of Trophy Club, Texas, benefits by having its citizens involved in local government through service on boards, commissions, and corporations; and WHEREAS, there is currently a vacancy on the Trophy Club Economic Development Corporation Board; and WHEREAS, the Trophy Club Town Council is responsible for making appointments to the boards, commissions, and corporations serving the Town; and NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, THAT: SECTION 1. The facts and recitals set forth in the preamble of this resolution are hereby found to be true and correct. SECTION 2. The Town Council of Trophy Club, Texas, hereby appoints the following individual to serve on the Economic Development Corporation Board as specified below: Name Place Term Ending Date Place 7 09/30/2025 SECTION 3. This resolution shall become effective from and after its date of passage. PASSED AND APPROVED THIS THE ______ DAY OF NOVEMBER 2023. ______________________________ Jeannette Tiffany, Mayor ATTEST: ___________________________ Tammy Dixon, Town Secretary APPROVED AS TO FORM: ____________________________ Dean Roggia, Town Attorney 188 1 2 3 Request Day Who Requested Date of Last Action 1 8.27.19 CM Geraci 6.27.23 Mayor Sanders 2 8.23.22 CM Monger 8.28.23 3 8.9.22 CM Beach 6.27.23 1.10.23 CM Beach Added twice 4 6.13.23 CM Sheridan 6.27.23 5 6.13.23 CM Sheridan 6.27.23 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. The Town has passed this topic to our new Legal Counsel to review and re-visit at a future Council meeting. 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 the Town with a not to exceed 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. The Town Council decided on the Hogan’s Glen drainage matter during the June 13th Council meeting by approving $150,000 from the stormwater drainage funds to the HOA to mitigate the stormwater siltation. On August 28, 2023, the Council directed the Town Attorney to create an easement agreement with the HOA. Once the agreement is finalized, it will be brought back to Council. 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 directed Director of Community Development Matt Cox to complete additional research on alternative options. Will be discussed in the November workshop. Improvements at the existing Trophy Lake/Club Drive roundabout crosswalks. Future Agenda Items Future Agenda Item Hogans Glen drainage. Develop a Strategic Plan for the Town addressing future goals with budgetary needs for each department. Future Agenda Items have 3 Categories: 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. Council requested future agenda items that need to be addressed. Researched agenda items that are scheduled to be reported to Council. (first 2-4 weeks) 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. Footnotes may be added. The strategic plan will be addressed at a future workshop. November 13, 2023 189 Request Day Who Requested Date of Last Action 6 7.25.23 CM Bauer 7.25.23 7 7.25.23 CM Bauer 7.25.23 8 8.14.23 CM Oldham 8.14.23 9 Comprehensive land plan. 8.14.23 Mayor Tiffany 8.14.23 10 8.18.23 Interim TM Arata 8.18.23 8.25.20 CM Shoffner 1.10.23 ¹8.28.23 CM Sheridan 8.28.23 11 9.11.23 CM Flynn 9.11.23 On September 11, 2023, Councilmember Flynn asked to review the full MUD feasibility report from NewGen at the second Council meeting in October. Bobcat roundabouts. Councilmember Sheridan added a workshop to be scheduled in November after sufficient data has accumulated to discuss and learn about the best solution for traffic control by the High School. Trophy Club community pool. Mayor Tiffany would like to fully update and revise the 1997 comprehensive land plan, which will include a park master plan. Starting October 1st, we will initiate the development of an RFP to solicit bids from companies for the plan's development. Councilmember Bauer would like to explore current and new options for revenue at Trophy Club Park. Mayor Tiffany suggested this be a conversation for Park Board. MUD feasibility report. Councilmember Bauer would like to re-visit Phase 2 of the Trophy Club Community Pool. The request includes looking at the whole project, including slides, finances, and Parks Board recommendations. TnP and the Town attorney are working on agreements for Phase II. Halff will be at the October Council meeting to discuss the pool project. On August 25, 2020, Mayor Pro Tem Philip Shoffner added the Traffic Mitigation future agenda item. This item was removed from future agenda items on January 10, 2023. On August 18, 2023, Interim Town Manager Patrick Arata added the roundabouts back to the future agenda item. A workshop for the roundabouts will be November 13, 2023. ¹ Future Agenda Item Trophy Club park revenues. Legal description guidelines. Councilmember Oldham would like our Community Development Standards to incorporate legal description guidelines in the review process for the preparation of all real property descriptions, either for or on behalf of the Town of Trophy Club, Texas. 190