05.28.2024 TC MinutesTown of Trophy Club Town Council Meeting Minutes
May 28, 2024, 6:00 p.m., Work Session and Regular Meeting
1 Trophy Wood Drive, Trophy Club, Texas 76262
CALL WORK SESSION TO ORDER
Mayor Tiffany called the work session to order at 6.00 p.m.
COUNCIL MEMBERS PRESENT
Jeannette Tiffany, Mayor
Steve Flynn, Mayor Pro Tem
Stacey Bauer, Council Member Place 1
Jeff Beach, Council Member Place 2
Dennis Sheridan, Council Member Place 3
Rhylan Rowe, Council Member Place 4
LuAnne Oldham, Council Member Place 5
STAFF MEMBERS PRESENT
Brandon Wright, Town Manager
Maggie McCormick-Krukowski, Records Analyst
Dean Roggia, Town Attorney
Jason Wise, Fire Chief
April Duvall, Director of Finance
Matt Cox, Director of Community Development
Denise Deprato, Director of Human Resources
Chase Ellis, Director of Parks and Recreation
Jill Lind, Director of Communications and Marketing
Jon Ciarletta, Lieutenant
WORK SESSION ITEM
1. Presentation and discussion of updates to the Strategic Plan outline document.
(Brandon Wright, Town Manager)
Town Manager Wright, gave a presentation and provide a summary of the Town's
strategic planning process highlighting the following:
• The strategic planning process began in January 2024.
• The draft plan included seven focus areas and nineteen objectives.
• Community engagement involved a video, a survey, and five focus group
sessions.
• 127 survey participants and 48 focus group members provided feedback.
• Based on feedback, focus areas reduced from seven to five.
• Eliminated focus areas: "Delivering Service with Excellence" and "Sharing
our Authentic Story."
• Refined definitions for clarity, emphasizing safeguarding lives in public
safety, utility coordination in infrastructure, objectives for aging in place, and
beautifying community spaces.
Town Council Meeting Minutes - May 28, 2024
Page 2
• Revisions are included in the new Strategic Plan draft for Fiscal Year 2024-
2025.
The Town Council members provided their input on the objectives.
ADJOURN
Mayor Tiffany adjourned the work session at 6:57 p.m.
CALL REGULAR MEETING TO ORDER
Mayor Tiffany called the regular meeting to order at 7:05 p.m.
INVOCATION
Rev. Bill Eason from Fellowship United Methodist Church led the invocation.
PLEDGES
Council Member Sheridan led the Pledge of Allegiance to the American and Texas
Flags.
PUBLIC COMMENTS
There were none.
COMMUNITY SPOTLIGHT
2. EMS Week (Jason Wise, Fire Chief)
Chief Wise gave a presentation highlighting EMS Week which was May 19-25,
2024, marking the 50th Anniversary of EMS Week. This year's theme was, "Honoring Our
Past. Forging Our Future."
3. Working for You ... Trophy Club
a) Update from Town Council Members
Council Member Oldham praised the annual Memorial Day Ceremony held on May
27th, highlighting its success in honoring fallen heroes. She noted that the ceremony saw
the attendance of many dignitaries, including Mayor Tiffany, Council Members, Senator
Tan Parker, and the family of U.S. Navy SEAL Gage Ingram.
Mayor Tiffany acknowledged Trophy Club Neighbors Magazine for featuring Mayor
Pro Tem Flynn and his wife on the cover of their May issue. The magazine, dedicated to
the residents of Trophy Club, Texas, highlights local stories, events, and profiles, fostering
a sense of community and pride.
Town Council Meeting Minutes - May 28, 2024 Page 3
b) Update from Town Manager
Town Manager Wright provided the following updates. -
Severe Weather Alert: The Town experienced flooding and debris. Staff
monitored the situation, collected debris, barricaded high-water areas, and
canceled activities for resident safety. He added that residents were advised to
follow local news and weather updates.
Upcoming Meetings:
• CCPD Meeting: June 5, 2024, at 6.00 p.m.
• Town Council June Retreat: June 6-7, 2024
• Town Council Work Session & Meeting: June 10, 2024, Work Session at
6:00 p.m.
Events:
• Movie Night: "The Goonies," June 7, 2024, at Harmony Park.
• Fourth of July Events:
• Patriot 5K & Fun Run followed by the Parade of Patriots, concluding with an
evening of activities and fireworks.
• The Stars and Stripes Committee invites citizens to join in a meaningful
tradition where over 40,000 flags will line the streets of Trophy Club. Details
are available on the Trophy Club Stars & Stripes Facebook page.
Trophy Club MUD No. 1 Annual Water Line Replacement Project:
• The project will begin on Sonora Drive and then move to other areas
throughout town. This project is expected to take approximately five months
to complete. Fire hydrants will be out of service in certain areas while
construction is performed, and access to nearby residences' driveways will
be temporarily limited at times.
c) Quick Civic Tip
Town Attorney Dean Roggia provided an overview of Interlocal Agreements and
Cooperative Purchasing Agreements and explained they make the purchasing process
more efficient.
CONSENT AGENDA
4. Consider approval of the May 13, 2024, Town Council meeting minutes. (Tammy
Dixon, Town Secretary)
5. Consider authorizing the Town Manager to negotiate and execute an on -demand
concrete services contract with Manning Concrete in a total annual amount not to
exceed $75,000 with four one-year renewal options through an Interlocal
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Page 4
Cooperative Purchasing Agreement with the City of Grapevine. (Matt Cox,
Community Development Director)
6. Consider accepting the Second Quarter Investment Report for Fiscal Year 2024.
(April Duvall, Director of Finance)
Council Member Sheridan moved to approve Consent Items 4-6. Council Member
Oldham seconded the motion.
VOTE ON MOTION
AYES: Bauer, Beach, Flynn, Tiffany, Sheridan, Rowe, Oldham,
NAYES: None
VOTE: 7-0
INDIVIDUAL ITEMS
7. First Reading: Consider a resolution approving a professional services agreement
between the Town of Trophy Club and the Economic Development Corporation
and The John R. McAdams Company, Inc. for a small area plan in anot-to-exceed
amount of $89,437. (Tamara Smith, Assistant to the Town Manager)
Mr. Wright explained the reason for two readings of the resolutions of the agenda was
required by state law. He mentioned that a request for proposals was issued for a
comprehensive small area plan targeting properties near State Highway 114 Frontage
Road and Trophy Wood Drive with objectives to enhance economic resilience, improve
quality of life, promote sustainability, facilitate future development, and address parking
needs.
Mr. Wright stated the EDC Board members selected McAdams due to their skillset,
experience with similar projects, and understanding of the plan's goals.
Jameson Pinson, McAdams Project Manager gave a presentation highlighting their
experience and successful small area plans they have been involved in, discussed their
approach to the proposed project, and answered questions from the Town Council.
Council Member Sheridan had concerns on the wording of "undeveloped land" and
requested clarification from staff. Mr. Wright explained he would include the Small Area
Plan geographical area as provided in the Request for Proposals as an exhibit to the
agreement and resolution.
Council Member Sheridan moved to approve the first reading of a resolution, with
the corrections staff has agreed to, approving a professional services agreement between
the Town of Trophy Club and the Economic Development Corporation and The John R.
McAdams Company, Inc. for a small area plan in a not -to -exceed amount of $89,437.
Council Member Bauer seconded the motion.
Town Council Meeting Minutes - May 28, 2024 Page 5
VOTE ON MOTION
AYES: Bauer, Beach, Flynn, Tiffany, Sheridan, Rowe, Oldham,
NAYES: None
VOTE: 7-0
8. Second Reading: Consider a resolution approving a professional services
agreement between the Town of Trophy Club and the Economic Development
Corporation and The John R. McAdams Company, Inc. for a small area plan in a
not -to -exceed amount of $89,437. (Tamara Smith, Assistant to the Town Manager)
Mayor Pro Tem Flynn moved to approve Resolution 2024-08 (second reading),
with the corrections staff has agreed to, approving a professional services agreement
between the Town of Trophy Club and the Economic Development Corporation and The
John R. McAdams Company, Inc. for a small area plan in a not -to -exceed amount of
$89,437. Council Member Oldham seconded the motion. The caption of the resolution
reads as follows:
RESOLUTION NO. 2024-08
A RESOLUTION OF THE TOWN OF TROPHY CLUB, TEXAS, APPROVING A
PROFESSIONAL CONSULTING SERVICES AGREEMENT BETWEEN THE TOWN OF
TROPHY CLUB, TEXAS, THE TROPHY CLUB ECONOMIC DEVELOPMENT
CORPORATION, AND THE JOHN R. MCADAMS COMPANY, INC., IN THE NOT -TO -
EXCEED AMOUNT OF $89,437.00; AUTHORIZING THE TOWN MANAGER TO
EXECUTE SAID AGREEMENT; AND PROVIDING AN EFFECTIVE DATE.
VOTE ON MOTION
AYES: Bauer, Beach, Flynn, Tiffany, Sheridan, Rowe, Oldham,
NAYES: None
VOTE: 7-0
9. Consider a resolution authorizing and approving the Town of Trophy Club
Economic Development Corporation's Thrive Business Grant program. (Tamara
Smith, Assistant to the Town Manager)
Town Manager Wright provided an overview of the Thrive Business Grant
Program, which offers assistance to Trophy Club businesses. The program supports
exterior and interior enhancements, equipment, and signage upgrades, providing 75%
reimbursable matching grants of up to $20,000 for various business improvements.
A discussion ensued and Mr. Wright answered questions from the Town Council.
Council Member Sheridan moved to approve Resolution No. 2024-09 authorizing
and approving the Town of Trophy Club Economic Development Corporation's Thrive
Business Grant program, with an amendment to sunset the arant Droaram by September
30, 2028. Mayor Pro Tern Flynn seconded the motion. The caption of the resolution
reads as follows:
Town Council Meeting Minutes - May 28, 2024
Page 6
RESOLUTION NO. 2024-09
A RESOLUTION OF THE TOWN OF TROPHY CLUB, TEXAS, APPROVING THE
THRIVE BUSINESS GRANT -GUIDELINES AND APPLICATION; AND PROVIDING
AN EFFECTIVE DATE.
Council Member Rowe, supported by other council members, expressed concerns
regarding the program. They emphasized the need for grant funds to positively impact
business growth and increase the Town's sales tax base, rather than merely offsetting
tenant operational costs. Key points included ensuring the program collects only one
application per business per funding cycle, limiting the scope of eligible projects, reducing
the scope of tenant operations, and ensuring the grant size is substantial enough to make
a significant impact.
A discussion followed about the program's eligibility and potential changes. Mr.
Wright clarified that while the Town Council approves the program, any modifications
must first be made and approved by the Economic Development Corporation (EDC).
Town Attorney Roggia explained that each grant application or project approved by the
EDC would include a performance agreement and require Town Council approval, noting
that the program is typical of other EDCs.
Mayor Tiffany called for a vote on the motion.
VOTE ON MOTION
AYES: Bauer, Beach, Flynn, Tiffany, Sheridan, Oldham,
NAYES: Rowe
VOTE: 6-1
10. Consider authorizing the Town Manager to negotiate and execute a facility use
agreement with the Trophy Club Municipal Utility District #1 for recreational use of
the Annex Building located at 1 Municipal Drive. (Chase Ellis, Parks &Recreation
Director)
Chase Ellis, Director of Parks & Recreation, stated the Town's Summer Program,
previously held at Beck Elementary, has been moved due to the school's unavailability
and rising costs. The Town has partnered with Trophy Club Municipal Utility District #1
(MUD) to use the vacant Annex Building at 1 Municipal Drive rent-free through December
31, 2025. He explained the agreement also included the land next to the building which
will provide a green space for camp and future activities. The Agreement has been
approved by the MUD. The Town will cover utility costs and collaborate with the MUD to
improve the facility for future recreational use.
Town Manager Wright and Mr. Ellis answered questions from the Town Council
regarding the use of the word "Recreation Use" in the agreement, parking, and green
space clarification on Exhibit A of the agreement and future improvements. Mr. Wright
stated the motion would authorize him to negotiate the Town Council's concerns.
Council Member Oldham moved to authorize the Town Manager to negotiate and
execute a facility use agreement with the Trophy Club Municipal Utility District #1 for
Town Council Meeting Minutes - May 28, 2024
Page 7
recreational use of the Annex Building located at 1 Municipal Drive. Council Member
Buuer seconded the motion.
VOTE ON MOTION
AYES: Bauer, Beach, Flynn,
NAYES: None
VOTE: 7-0
Tiffany, Sheridan, Rowe, Oldham,
11. Consider an ordinance amending the FY 2024 Budget, allocating funds for Mayor
& Town Council expenses, as well as Fire & EMS overtime expenses, and
establishing an effective date. (April Duvall, Director of Finance)
April Duvall, Director of Finance, provided a summary of the budget amendment
and answered questions from the Town Council.
Council Member Beach moved to approve Ordinance No. 2024-11 amending the
FY 2024 Budget, allocating funds for Mayor & Town Council expenses, as well as Fire &
EMS overtime expenses, and establishing an effective date. Council Member Bauer
seconded the motion. The caption of the ordinance reads as follows:
ORDINANCE NO. 2024-11
AN OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS,
AMENDING THE TOWN'S ANNUAL BUDGET FOR THE FISCAL YEAR BEGINNING
ON OCTOBER 1, 20235 AND ENDING ON SEPTEMBER 30, 20245 AS ADOPTED BY
ORDINANCE NO. 2023-155 BY PROVIDING FOR ADJUSTMENTS TO THE GENERAL
FUND; PROVIDING THAT EXPENDITURES FOR SAID FISCAL YEAR SHALL BE
MADE IN ACCORDANCE WITH THE ANNUAL BUDGET, AS AMENDED; PROVIDING
THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES;
PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE.
VOTE ON MOTION
AYES: Bauer, Beach, Flynn,
NAYES: None
VOTE: 7-0
Tiffany, Sheridan, Rowe, Oldham,
12. Consider approval of the 2024 Strategic Plan Outline. (Brandon Wright, Town
Manager)
Town Manager Wright provided a summary of the changes to the 2024 Strategic
Plan Outline discussed during the work session. He explained following Council approval
the Town Council and staff will develop initiatives for each of the objectives listed in the
outline. Initiatives are expected to be developed during a two-day retreat on June 6 and
June 7 followed by work plan goals that will be developed through the end of September.
Mayor Pro Tem Flynn moved to approve the 2024 Strategic Plan Outline. Council
Member Beach seconded the motion.
Town Council Meeting Minutes - May 28, 2024
Page 8
VOTE ON MOTION
AYES: Bauer, Beach, Flynn, Tiffany, Sheridan, Rowe, Oldham,
NAYES: None
VOTE: 7-0
ADJOUNMENT
Mayor Tiffany adjourned the Town Council rrdeeting at 9:02 p.m.
It
J�anfi�4fe Tiffany, Mayor
Attest:
Ta y Dixon, Town ecretary