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05.12.2025 TC MinutesTown of Trophy Club Town Council Meeting Minutes -May 12, 2025, 6:00 p.m . 1 Trophy Wood Drive, Trophy Club, Texas 76262 CALL WORK SESSION TO ORDER Mayor Tiffany called the work session to order at 6:14 p.m. COUNCIL MEMBERS PRESENT Jeannette Tiffany, Mayor Steve Flynn, Mayor Pro Tern Stacey Bauer, Council Member Place 1 Jeff Beach, Council Member Place 2 Dennis Sheridan, Council Member Place 3 Rhylan Rowe, Council Member Place 4 Garry Ash, Council Member Place 5 STAFF MEMBERS PRESENT Brandon Wright, Town Manager Tammy Dixon, Town Secretary Dean Roggia, Town Attorney Jason Wise, Fire Chief Patrick Arata, Chief of Police Matt Cox, Director of Community Development Chase Ellis, Director of Parks and Recreation Jill Lind, Director of Communications and Marketing April Duvall, Director of Finance Denise Deprato , Director of Human Resources Tamara Smith, Assistant to the Town Manager WORK SESSION ITEM 1. Presentation and discussion of the Explore Trophy Club program and proposed programs for hotel occupancy enhancement. (Jill Lind, Director of Communications & Marketing) Jill Lind, Director of Communications and Marketing provided a comprehensive update on the Explore Trophy Club initiative, including: • Background and Launch : The initiative was launched with Town Council support in partnership with Octagon Media, a full-service advertising and marketing firm. Initial efforts focused on brand development, digital platform creation , and social media outreach. Town Council Meeting Minutes -May 12, 2025 Page 2 • Program Evolution and Transition : Following the conclusion of the Octagon Media contract, creative design and content management were transitioned in-house. ExploreTC.com was updated to improve internal controls and enhance community messaging. • Business and Hotel Engagement: Feedback from hotel partners indicated a need for more tangible support focused on increasing bookings, rather than just impressions. Staff proposed a Tourism Incentive Program that includes rebate options, co- branded marketing efforts, and the exploration of strategic signage along SH-114 to boost hotel visibility. Outcomes and Metrics: The campaign generated over 2 million impressions and increased visibility for local businesses and hotels. Staff acknowledged the challenge of measuring direct economic impact from digital marketing efforts. • Future Plans : Staff is drafting a Tourism Incentive Policy with ongoing input from hotel partners . Potential programs include cooperative marketing initiatives and restaurant voucher offerings. Plans also include hosting an annual executive tourism meeting with hotel stakeholders to review participation and effectiveness. The Town Council expressed appreciation for the progress and adaptability demonstrated by staff. Key discussion points included: • Increasing hotel participation • Engaging local restaurants • Understanding the economic impact of tourism • Differentiating between corporate and leisure stays Town Council Meeting Minutes -May 12, 2025 Page 3 Staff will finalize the tourism incentive policy draft incorporating feedback from hoteliers. A goal is to implement the program in alignment with the FY26 budget timeline. Staff may coordinate a joint meeting between hotels and restaurants to support program success. ADJOURN WORK SESSION Mayor Tiffany adjourned the work session at 6:32 p.m. CALL REGULAR MEETING TO ORDER Mayor Tiffany called the regular meeting to order at 7:00 p.m . INVOCATION Pastor Joel Quile, Bara Church delivered the invocation. PLEDGES Council Member Sheridan led the Pledge of Allegiance to the American and Texas Flags. PUBLIC COMMENTS There were none. COMMUNITY SPOTLIGHT 4. Working for You ... Trophy Club a) Update from Town Council Members Mayor Pro Tern Flynn thanked staff for their efforts on the Touch-A-Truck event, noting it was well-attended and enjoyable for the community. He commended the team for a job well done. Mayor Tiffany expressed appreciation for the community's strong participation in town events, highlighting the joy of seeing families and children enjoying themselves. She noted the success of the Touch-A-Truck event and praised the Parks and Recreation team for their efforts. Mayor Tiffany encouraged residents to consider future opportunities to serve the community, noting that in 12 months, the Mayor position and Council Places 1 and 2 will be on the ballot. She also emphasized the importance of board and commission service, inviting residents to visit the Town website to learn more about available boards, responsibilities, and upcoming vacancies. Mayor Tiffany praised the strength and Town Council Meeting Minutes -May 12, 2025 Page4 dedication of current board members and expressed pride in the community and its spirit of service. b) Update from Town Manager The Town Manager provided an update on the transition to Community Waste Disposal (CWD) as the Town's new solid waste and recycling provider, beginning June 1. Residents will receive new 18-gallon green recycling bins starting the week of May 26. For more information about CWD and the upcoming changes, please visit our website. The previous blue Republic bins will not be serviced after June 16 and may be recycled at a designated dumpster from May 25-June 6 or kept for personal use. Residents may request additional bins or upgrade to a 95-gallon cart via the Town website or by contacting CWD. He also announced the following meetings, events and updates: • May 13: Ethics Commission meeting at 6:00 p.m . • May 19: Parks Board meeting at 6:00 p.m. • May 22: EDC Board meeting at 6:00 p.m. • May 19: Breakfast with Tiffany, Tom Thumb Starbucks at 9:00 a.m. • May 26: Town offices will be closed in observance of Memorial Day • May 26: Memorial Day Ceremony, at Medlin Cemetery at 10:00 a.m .. • May 27: Next Regular Council Meeting beginning with a Work Session at 6:00 p.m. c) Quick Civic Tip Town Attorney Roggia provided an overview of the earlier special meeting to canvass the election, which enabled the newly elected Council Members to participate in the regular meeting in accordance with the Town Charter. He also reviewed the Charter requirement for the Council to elect a Mayor Pro Tern at its first meeting following the election. CONSENT AGENDA 3. Consider approval of the April 28, 2025, Town Council regular meeting minutes. (Tammy Dixon, Town Secretary) 4 . Consider authorizing the Town Manager to negotiate and execute an interlocal agreement between Denton County and the Town of Trophy Club for the shared governance communications & dispatch services system for Trophy Club Police and Fire. (Patrick Arata, Police Chief and Jason Wise, Fire Chief) Town Council Meeting Minutes -May 12, 2025 Page 5 5. Consider authorizing the Town Manager to negotiate and execute a contract change order in the amount of $140,000 with Bureau Veritas North America, Inc. for a total not-to-exceed amount of $184,200 for on-call third-party plan reviews, health inspections, and building inspections. (Matt Cox, Director of Community Development) Mayor Pro Tern Flynn moved to approve Consent Items 3-5. Council Member Beach seconded the motion . VOTE ON MOTION AYES: Bauer, Beach, Flynn, Tiffany, Sheridan, Rowe, Ash NAYES: None VOTE: 7-0 INDIVIDUAL ITEMS 6. Consider authorizing the Town Manager to negotiate and execute a professional service agreement with Teague Nall and Perkins, Inc. for a not-to-exceed amount of $686,000 for survey, utility engineering, ROW acquisitions, civil engineering, bidding and construction administration, grant coordination, and construction inspection services for the Bobcat Traffic Improvements project. (Matt Cox, Director of Community Development) Matt Cox, Director of Community Development, provided an overview of the item and answered questions from Council. The project area includes traffic improvements near Byron Nelson High School and surrounding campuses, with coordination alongside Northwest ISD's planned facility upgrades. The Town Council discussed long-term planning, design timelines, pedestrian safety near roundabouts, and funding sources, which include $2 million from Denton County and proceeds from the Town's 2023 bond issuance. It was noted this project has been in development for several years, with prior traffic studies, community workshops, and Council work sessions contributing to the current design phase. Staff emphasized that any future right-of-way purchases exceeding $25,000 would be brought to Council for approval. Council Member Rowe moved to authorize the Town Manager to negotiate and execute a professional service agreement with Teague Nall and Perkins, Inc. for a not- to-exceed amount of $686,000 for survey, utility engineering, ROW acquisitions, civil engineering, bidding and construction administration, grant coordination, and construction inspection services for the Bobcat Traffic Improvements project. Council Member Beach seconded the motion. Town Council Meeting Minutes -May 12, 2025 Page 6 VOTE ON MOTION AYES: Bauer, Beach, Flynn, Tiffany, Rowe, Ash NAYES: Sheridan VOTE: 6-1 7. Consider an ordinance amending the FY 2025 Budget to authorize a one-time transfer from the General Fund balance to the Capital Replacement Fund for planned capital expenditures through FY 2025-2030, in accordance with the Capital Replacement Fund Plan and Financial Reserves Policy. (April Duvall, Director of Finance) April Duvall, Director of Finance, presented a proposed budget amendment authorizing a one-time transfer of $3,065,000 from the General Fund to the Capital Equipment Replacement Fund, in alignment with the Town's Capital Replacement Plan and updated Financial Reserves Policy. This strategic transfer reallocates excess reserves-which as of FY 2023-24 stood at 87% of operating expenditures, well above the preferred target of 45%-to support capital equipment needs across Police, EMS, Parks & Recreation, and Community Development through FY 2030. The plan includes an immediate allocation of $392,000 in the current fiscal year to address urgent equipment needs such as public safety gear, utility vehicles, and emergency preparedness equipment. Additionally, $500,000 is set aside as an emergency reserve, the use of which will be governed by a formal policy to be adopted by Council. Following discussion, Council emphasized the importance of aligning this action with adopted financial policies and noted the long-term value of leveraging fund balance to address capital needs without incurring new debt or deferring critical purchases. Council Member Sheridan moved to approve Ordinance No. 2025-18 amending the FY 2025 Budget to authorize a one-time transfer from the General Fund balance to the Capital Replacement Fund for planned capital expenditures through FY 2025-2030, in accordance with the Capital Replacement Fund Plan and Financial Reserves Policy. Council Member Bauer seconded the motion. The caption of the ordinance reads as follows: ORDINANCE NO. 2025-18 AN ORDINANCE 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, 2024, AND ENDING ON SEPTEMBER 30, 2025, AS ADOPTED BY ORDINANCE NO. 2024-21, AND AS AMENDED BY ORDINANCE NO. 2025-13, BY PROVIDING FOR ADJUSTMENTS TO THE GENERAL FUND AND CAPITAL REPLACEMENT 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. Town Council Meeting Minutes -May 12, 2025 Page 7 VOTE ON MOTION AYES: Bauer, Beach, Flynn, Tiffany, Sheridan, Rowe, Ash NAYES: None VOTE: 7-0 8. Consider the selection of a Mayor Pro Tern. (Brandon Wright, Town Manager) Mayor Tiffany asked for nominations for Mayor Pro Tern. Mayor Pro Tern Flynn moved to nominate Council Member Rowe. With no further nominations, Council Member Sheridan seconded the motion. VOTE ON NOMINATION AYES: Bauer, Beach, Flynn, Tiffany, Sheridan, Rowe, Ash NAYES: None VOTE: 7-0 ADJOURNMENT Mayor Tiffany adjourned the regular meeting at 7:38 p.m . y, Mayor Attest: