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Minutes TC 06/02/2014MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Monday, lune 2, 2014 at 6:00 P.M. Svore Municipal Building Boardroom The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Monday, June 2, 2014. The meeting was held within the boundaries of the Town and was open to the public. STATE OF TEXAS COUNTY OF DENTON TOWN COUNCIL MEMBERS PRESENT: C. Nick Sanders Mayor Greg Lamont Mayor Pro Tem, Place 5 Jim Parrow Council Member, Place 1 Garrett Reed Council Member, Place 2 Rhylan Rowe Council Member, Place 3 Danny Mayer Council Member, Place 4 Philip Shoffner Council Member, Place 6 STAFF AND GUEST(S) PRESENT: Mike Slye Town Manager Stephen Seidel Assistant Town Manager Tammy Ard Town Secretary Patricia Adams Town Attorney April Reiling PIO/Marketing Manager Scott Kniffen Police Chief Steven Glickman Finance Director Adam Adams Parks & Recreation Director Mayor Sanders announced the date of Monday, June 2, 2014 called the Town Council to order and announced a quorum at 6:00 p.m. WORKSHOP SESSION 1. Discussion of agenda items posted for consideration on the Regular Session Council Agenda for June 2, 2014. Council Member Shoffner requested clarification on agenda item #12 (Royal Troon concerns regarding buffer, parking, noise, light and park use) or would like agenda item #12 to be removed from the agenda. Mayor Sanders explained agenda item #12 was added in order for Council to discuss the issues from a citizen's point of view. In addition, Mayor Sanders discussed the concerns and gave Council the options (i.e. refer to Park Board, instruct staff to do various things, table the item) they have regarding this agenda item. Staff clarified why the Transportation Alternatives Program was added as the amended agenda item (deadline to apply for funds was end of May and requires Council attention). 2. Discussion of agenda items posted for consideration on the Regular Session Council Agenda for next June 2014 meeting (date yet to be determined). Council Member Shoffner clarified that this meeting will be held on Monday, June 16, 2014. Mayor Pro Tem Lamont clarified that the Planning & Zoning Commission has two (2) vacancies as opposed to one (1) vacancy. Town Manager Slye noted that the Planning & Zoning Commission will be interviewing four (4) applicants at their June 5th Planning & Zoning meeting and will be recommending two (2) commissioners to Council for the Planning & Zoning Commission. Council Member Parrow asked Town Manager Slye to consider a joint meeting with Trophy Club MUD No. 1 to discuss the potential long-term lease of space while the current building and to show unity between the organizations (this was added to future agenda items list). 3. Presentation of Facilities Planning Report by Tom Batenhorst, GSBS Architects regarding joint facility planning; discussion of same. Tom Batenhorst, GSBS Architects answered questions and gave a presentation that provided an update regarding the proposed joint Town Hall & Police Facility. The presentation included a brief timeline, square footage breakdown and site plan layout. ATTACHMENT A —Trophy Club Facility Program Comparison ATTACHMENT B — Town of Trophy Club — Separate Facilities ATTACHMENT C — Town of Trophy Club — Combined Facility CONVENE INTO REGULAR SESSION - START TIME — 7:01P.M. The Invocation was offered by Mayor Sanders. The Pledges were led by Council Member Shoff ner. CITIZEN PRESENTATIONS This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. The Council is not permitted to take action on or discuss any presentations made to the Council at this time concerning an item not listed on the agenda. The Council will hear presentations on specific agenda items prior to the Council addressing those items. You may speak up to four (4) minutes or the time limit determined by the Mayor or presiding officer. To speak during this item you must complete the Speaker's form that includes the topic(s) of your statement. Topics of presentation should be limited to matters over which the Council has authority. CONSENT AGENDA All matters listed as Consent Agenda are considered to be routine by the Town Council and will be enacted by one motion. There will not be a separate discussion of these items. If discussion is desired, that item will be removed from the consent agenda and will be considered separately. 4. Consider and take appropriate action regarding the Minutes dated May 19, 2014. Motion made by Council Member Shoff ner, seconded by Council Member Parrow, to approve the Consent Agenda. Motion passed unanimously. REGULAR SESSION S. Update and discussion regarding sites for the location of Municipal Facilities, including the pending purchase of the property owned by Club Corp. June 2, 2014 Minutes Page 2 of 10 Town Manager Slye explained that the Town has been funded $2.5 million in Certificates of Obligation to purchase property for the purpose of building a joint Town Hall & Police facility and continue the engineering and design of that facility. Town Manager Slye noted he and Town Attorney Adams had a discussion today with ClubCorp Attorney. The Town has been doing their due diligence on the 5.2 acre property as it relates to the property being surveyed for replatting, inspected for asbestos and received bids for demolition. The $2.5 million must be used for the purpose of the bond which is tied to the function of securing dirt (not tied to a particular parcel of land or particular acreage amount) for a joint facility, in other words, the Town must use the money for the purpose of purchasing property for building a joint facility. The alternative would be to sit on the money and pay interest on it until the 10 -year call point at which point we would just pay the interest on that money. Julie Partain, Bond Counsel, explained an additional alternative would be the function of the $2.5 million in Certificates of Obligation could be brought back to a bond election and the voters could decide on an alternative function for the $2.5 million (for example, a proposition to build a single facility), or, if the debt was defeased (paid off) the land could be sold or used for an alternative purpose. If a facility was built and extra land was remaining, the Town could sell the remaining parcel under the pretext that there may be restrictions on the way the proceeds were spent. It would cost approximately $700,000 (interest) to defease to the debt earlier than the 10 -year call date. Town Attorney Adams indicated that the Town received the draft contract from Trophy Club Country Club on Friday. Mayor Sanders mentioned that some cities are buying land in order to be used for an intentional future purpose and/or to preserve land. Glenn Strother, 1 Overhill addressed the council regarding controlling the dirt and suggested the Town work with Trophy Club Country Club and Beck to work through a win -win-win for all parties in regards to land use. No action taken, discussion only. 6. Consider and take appropriate action regarding whether to proceed with the design of a joint police/town hall facility by GSBS and authorizing any and all necessary amendments to the scope of work. Town Manager Slye updated the Council letting them know we currently have a contract with GSBS to design a Police facility approved by prior Council and through the process; the scope of the project increased for the architects and was expanded to a joint facility. The original contract was for approximately $327,000 to design a LEED certified police building. Town Manager Slye is requesting direction regarding how to proceed regarding the scope of work. Motion made by Council Member Mayer to move forward with a joint facility. No second was made. Item failed and will be brought back at a later date when more information is available. Council indicated that they will continue to research potential locations and facility options. Convene into short recess - 9:00 p.m. Reconvene into regular session — 9:11 p.m. 7. Consider and take appropriate action regarding a Resolution of the Town Council nominating one (1) person to serve as a member of the Denco 9-1-1 District Board of Managers. Motion made by Council Member Mayer, seconded by Council Member Shaffner, to approve Resolution 2014-24 nominating Connie White as a member of the Board of Managers for the Denco Area 9-1-1 Emergency Communication District. June 2, 2014 Minutes Page 3 of 10 Motion passed unanimously. 8. Consider and provide direction regarding the Town's 30th Anniversary festivities, including the authorization of an Ad Hoc Committee to plan the anniversary event. The Town's 30th anniversary is coming up in January of 2015. There is about $2,000 remaining in the 25th anniversary fund. Mayor Pro Tem volunteered to serve as a liaison to the Ad Hoc Committee. Motion made by Council Member Mayer, seconded by Mayor Pro Tem Lamont, to form a authorization of an Ad Hoc Committee to include one Council Member to serve as a liaison to plan the 30`x' anniversary event. Motion passed unanimously. 9. Consider and take appropriate action regarding financial and variance report dated April 2014. Director of Finance, Steven Glickman gave an overview of the financial and variance report for April 2014 and addressed questions from Council. Motion made by Council Member Mayer, seconded by Council Member Shoffner, to approve the financial and variance report for April 2014. Motion passed unanimously. 10. Discussion and action regarding the submission of Transportation Alternatives Program funding application to complete the sidewalk master plan along Indian Creek Drive with a federal reimbursable funding agreement. Town Manager Slye explained to Council the submission was due by May 31st and staff submitted an application for funding on Friday, May 30. If approved, this reimbursable federal program would allow the Town to build sidewalks from Indian Creek at Trophy Club Drive to Harmony Park which is a $5,000-$6,000 project. If awarded, the Council is not required to take the funding. Motion made by Council Member Shoffner, seconded by Council Member Farrow, to not withdrawal application. Motion passed unanimously. 11. Consider and take appropriate action regarding proposed Town Council Meeting Dates and related amendments to the Town Council Rules of Procedure: * Regular Meetings * Meeting Schedule for July 2014 Council is considering changing their meeting dates to the second and fourth Tuesday of each month dates to accommodate work schedules. Motion made by Council Member Mayer, seconded by Mayor Pro Tem Lamont, to amend Section 6.01 Rules of Procedure section C. 1. Regular Meetings to read The Town Council, shall meet in the Council/Board Room at the Municipal Utility District Building, 100 Municipal Drive, Trophy Club, Texas on the second and fourth Tuesday of each month and each meeting shall commence at the time and place posted on the agenda for that meeting. Motion passed unanimously. In July we generally only have one meeting due to the July 4th holiday and budget preparation. Staff requests Council meet July 22nd as the only meeting in July. June 2, 2014 Minutes Page 4 of 10 Motion made by Council Member Shoffner, seconded by Council Member Mayer to hold one council meeting in July to be held on July 22, 2014. Motion passed unanimously. 12. Consider and take appropriate action regarding Royal Troon neighborhood concerns regarding the following: a. Buffer behind homes b. Parking c. Noise d. Light e. Park use This item was moved up prior to agenda item V. Issues voiced by Royal Troon residents include RV's parking in the swimming pool parking lot, noise resulting from tournaments and related activities, and baseball lighting bleeding into homes and lights left on when no one is utilizing the fields. Council requested various items be researched and brought up several questions/ideas. The following citizens addressed the Town Council. • Patricia Jayne (Pat) Keefer sent an email addressing her concerns • Glenn Strother, 1 Overhill addressed the council suggesting a possible solution would be to partner with the school district to designate an area for vehicles like RV's; concerned with planting vegetation due to cost and growth • Mike Fitzgerald, 2421 Lilyfield addressed the council suggesting a possible solution would be to have a Town authority present during tournaments to police activity; issue with kids hitting baseballs on t -ball field; issue with golf carts on sidewalks • Mike Buck, 2401 Lilyfield addressed the council stating he is pleased with lighting being corrected; still concerned with parking spaces behind home • Scott Folley, 2407 Lilyfield Drive addressed the council stating behind his house there is an 11' buffer between the wall and parking lot; wants Council to keep options open for correcting issue • Julie Folley, 2407 Lilyfield Drive addressed the council stating she believes there are two utilities behind the wall, suggests to take out top section of parking lot; possibly make spaces for golf carts; wants signs posted for no RV's; wants wider shields on pool parking lots lights Motion made by Council Member Parrow to have Adam Adams meet with the residents affected by this and take resolution to resolve the issues. Motion dies due to lack of second on the motion. Council Member Mayer asked if we had any park funds. Council Member Mayer stated that Julie Foley, Mike Fitzgerald and Mike Buck all made very good points in working towards a solution and since there are going to be some park funds, he would like to refer this to the Park Board and have them work with the citizens and let them bring in Adam and whoever else, the Police Chief and everybody else that would need to be involved to resolve this issue. Original motion: Motion made by Council Member Mayer, seconded by Mayor Pro Tem Lamont, to refer to park board and have the park board work with the residents to resolve the issues and come back with a resolution. Council Member Rowe feels that this pertains to any issue relating to the buffer, that we wait to gather more facts regarding the buffer before we entertain solutions of any scope. He personally advises rather than moving forward with that type of a discussion now that we first do more fact finding. June 2, 2014 Minutes Page 5 of 10 Council Member Mayer addressed his reason for the motion to refer to Park Board. The Park Board is a recommending body and can delve into any one of the issues and the can draw up a set of recommendations and bring them to Council. That is why we have a Park Board and they can address every single issue that has been brought up and bring recommendations for it. Council Member Rowe agreed and would like staff to gather data to see if we are in full compliance or if Park Board comes back and says there is ambiguity, the Town needs to do more. Adam Adams, Parks & Recreation Director stated normally the Park Board will form a subcommittee with Royal Troon residents on the subcommittee. Council Member Shoffner suggests Adam Adams can gather information for subcommittee. Council Member Reed request we specifically ask Park Board come back with the details with whether or not we are in compliance. Mayor Sanders ask Council Member Reed if he would like to amend the motion that the Park Board look at compliance issue and report back to us. Council Member Reed indicated yes, he would like to amend the motion that the Park Board look at compliance issue and report back to us. Amended motion: Motion made by Council Member Reed, seconded by Mayor Pro Tem Lamont to amend the motion to include the compliance issue. Amended motion passed unanimously. Original motion passed unanimously. 13. Consider and take appropriate action to establish procedures to conduct Citizen Roundtables as part of Council meetings and related revisions to the Council Rules of Procedure. No action taken. Council would like to try this out a few times prior to amending the rules. 14. Consider and take appropriate action regarding use of Council Liaisons to Town Boards, Commissions and Corporations and vacancies in existing Council Liaison positions. Motion made by Council Member Mayor Pro Tem Lamont, seconded by Council Member Mayer, to appoint Council Member Shoff ner to serve as the Town Council Liaison for the Park Board. Motion passed unanimously. Motion made by Mayor Sanders, seconded by Mayor Pro Tem Lamont, to appoint Council Member Rowe to serve as the Town Council Liaison for EDC -413. Motion passed unanimously. 15. Town Manager Slye's update regarding the following; discussion and provide input regarding same. • Neighborhood Meeting - Indian Creek Reconstruction Project • PID Utility Rate Order Update • Council Packet • TIRZ #2 Update June 2, 2014 Minutes Page 6 of 10 o Boundary Lines o Preliminary Developer's Agreement Discussion Town Manager Slye updated the Council and addressed questions; no action taken, update only. 16. Items for Future Agendas. This item allows Council to request the placement of items on upcoming agendas when the topic of discussion requires research and review that cannot be accomplished in the time frame between regular Council meetings. However, a Council Member may request that an item be placed on the next regularly scheduled meeting without first placing that item on the Future Agenda Items list. All requests for agenda items must comply with Charter requirements. Council Member Parrow asked that "Consider and take appropriate action regarding a joint meeting with Trophy Club MUD No. 1 to discuss long-term lease for current municipal facility" be placed on the list. Council Member Reed asked that "Discussion regarding TIRZ" be placed on the list. ADJOURN Motion made by Council Member Shoffner, seconded by Mayor Pro Tem Lamont, to adjourn. Motion carried unanimously. Meeting adjourned at 10:34 p.m. /2". y,Ard, Town)Secretary C. Nick Sanders, Mayor of Trophy Club, Texas Town of Trophy Club, Texas June 2, 2014 Minutes Page 7 of 10 ATTACHMENT A Trophy Club Facility Program Comparison June 2, 2014 Minutes Page 8 of 10 ARCHITECTURE : LANDSCAPE ARCHITECTURE + INTERIOR GESiGH • PLANNING Trophy Club Facility Program Comparison 5.29.2104 September 27, 2013 Tabulation: Town Hall: Police Department TOTAL Adjustments for spreadsheet errors Add TOTAL Updated Tabulation Combined Tabulation 575 wEBT 2D0 rOUTH 7291 GLENVIEW DRIVE 'ALT LAkE CITY. LIT 64101 PORT WbRTH, TX 76160 P 801.521.8600 P 817.589 1722 F 801.521.7113 F 817.595.2915 Town Hall: Police Department TOTAL Town Hall/PD TOTAL G S S 11L rig !4RC HI T E C TS 27,057 SF 12.265 SF 39,322 SF 1,615 SF 40,937 SF 27,220 SF 15,488 SF 42,709 SF 40,244 SF 40,244 SF www.gbnafchitects.com ATTACHMENT B Town of Trophy Club — Separate Facilities June 2, 2014 Minutes Page 9 of 10 O Q 7 N ra if cu N L 4-1 U a > N s CL 4-1 O o HCL N 0 OL r -I � � O 3 E N o E 00=3 CIA H Ln L.ri i 0 F- Ll E 4O Ca fo O Q- L D d a, u m Q to rl -tt r-1 O LA 00 Ln r-1 ri N O O O LA Ln O Ln M m N N-tt 0 O n t0 M M N LA It n N 00 N N M Ln M LL 01 n M O� r-1 n n N 4tj- 4tj- n M O 00 O ri E Ln Ln m N M 00 m N co ri L.O 00 M r-1 O ("10ri Q 4- n Ln n Ln �t �t n M O M N tD 0 m =3Q E N d Q M N U Ln O N N ri M 0A to c -I c -I L O O a O O O O CIA r -i U- ri Ln N 00 rl L.0 N m O 00 00 -0 E Ln Ln 00 m ri m 00 n O 00 O 00 01 Ln O O 4-1 r -i CIA M M N ri * r�i Ln to QOL 5 d 0 0 N O c -I c -I 0 N o C v O O 4- O p O U N 4= 4� N L u V1 cu E LL O L -- Q _ JO Q 4 L Q Cofo 41 Co U N U - NN N O O vi 3 u m -0 O U U '— 4. 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