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10.13.2025 TC Agenda Packet TOWN OF TROPHY CLUB TOWN COUNCIL WORK SESSION AND REGULAR MEETING AGENDA October 13, 2025 6:00 PM Council Chambers 1 Trophy Wood Drive Trophy Club, Texas 76262 CALL WORK SESSION TO ORDER AND ANNOUNCE A QUORUM WORK SESSION ITEM 1. Presentation and discussion of Traffic Safety Working Group recommendations from the Town's Business Plan Goal to assess and address traffic, mobility, and pedestrian concerns on Trophy Club roadways. (Patrick Arata, Chief of Police) ADJOURN WORK SESSION CALL REGULAR MEETING TO ORDER (immediately following Work Session or 7:00 p.m., whichever is later) INVOCATION led by Pastor Joel Quilé, Bara Church PLEDGES led by Council Member Pledge of Allegiance to the American Flag Pledge of Allegiance to the Texas Flag PUBLIC COMMENT(S) This is an opportunity for citizens to address the Council on any matter pursuant to Texas Government Code 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 three (3) minutes or the time limit determined by the Presiding Officer. Each speaker is requested to complete the Speaker’s Form prior to speaking or may email mayorandcouncil@trophyclub.org COMMUNITY SPOTLIGHT 2. Presentation Atmos Energy Grant 3. Working for You... Trophy Club Page 1 of 230 a) Update from Town Council Members b) Update from Town Manager (Brandon Wright, Town Manager) c) Quick Civic Tip (Dean Roggia, Town Attorney) CONSENT AGENDA This part of the agenda consists of non-controversial, or "housekeeping" items required by law. Items may be removed from Consent by any council member by making such request prior to a motion and vote. 4. Consider approval of the September 22, 2025, Regular Meeting minutes, the September 22, 2025, Joint Work Session minutes with the Economic Development Corporation, and the September 24, 2025, Work Session minutes of the Town Council. 5. Consider an ordinance amending the FY 2025 Budget, allocating funding to the General Fund budget for additional expenditures and revenues associated with the CWD contract, effective June 1, 2025. (April Duvall, Director of Finance) 6. Consider an ordinance amending the FY 2026 Budget, allocating funding to the Capital Replacement Fund for the purchase of a replacement HVAC system at Town Hall. (April Duvall, Director of Finance) 7. Consider an ordinance repealing Section A1.014 Water and Wastewater Fees for Public Improvement District No. 1 of Article A1.000 General Provisions or Appendix A Fee Schedule of the Code of Ordinances. (April Duvall, Director of Finance) 8. Consider authorizing the Town Manager to negotiate and execute a purchase and services agreement with Design A Sign, LLC to upgrade the Town of Trophy Club's crosswalk signal software and hardware system, and to purchase 34 LED-enhanced school crossing signs in the amount of $86,150. (Matt Cox, Director of Community Development) 9. Consider authorizing the Town Manager to negotiate and execute a professional services agreement with Bureau Veritas North America, Inc. in an amount not to exceed $64,200 for on-call third party plan reviews, health inspections, and building inspections. (Matt Cox, Director of Community Development) 10. Consider authorizing the Town Manager to negotiate and execute a professional services agreement with HE Planning+Design, LLC in an amount not to exceed $30,000 for on-call professional planning and consulting services. (Matt Cox, Director of Community Development) 11. Consider authorizing the Town Manager to negotiate and execute a three-year purchase and service agreement with Pyrotex, Inc. in the amount of $30,000 annually for the Fourth of July fireworks show. (Chase Ellis, Director of Parks & Recreation) 12. Consider a resolution providing for the appointment of members and designation of chair and vice chair positions, where applicable, to serve on the Animal Shelter Advisory Board, Crime Control and Prevention District Board, Economic Development Corporation Board, Ethics Review Commission, Parks and Recreation Board, Planning and Zoning Commission, Trophy Club Council for Arts and Culture, and the Zoning Board of Adjustment. (Tammy Dixon, Town Secretary) INDIVIDUAL ITEMS 13. Consider a resolution adopting the facility naming and special recognition plaque policy. (Brandon Wright, Town Manager) Page 2 of 230 14. Consider accepting the Town's state-approved emergency management plan and emergency support functions. (Jason Wise, Fire Chief) ADJOURN The Town Council may convene into executive session to discuss posted items as allowed by Texas Government Code Sections 551.071 through 551.076 and Section 551.087. I do hereby certify that the notice of meeting was posted on the bulletin board at the Town Hall for the Town of Trophy Club, Texas, in a place convenient and readily accessible to the general public at all times on the following date and time: October 7, 2025 at 12:00 p.m., and said Notice of Meeting was also posted concurrently on the Town’s website in accordance with Texas Government Code Ch. 551. Tammy Dixon, Town Secretary • In accordance with section 551.127 of the Texas Government Code (Open Meeting Act) this meeting will be an in-person meeting with either a member of Town Council, staff, or consultant, participating by video conference. The public meeting location will be Trophy Club Town Hall, 1 Trophy Wood Drive, Texas. The Mayor, as presiding officer of Town Council, and a quorum of the Town Council will be physically present at this location. The location where the Mayor is physically present shall be open to the public during the open portions of the meeting. • BUDGET STATEMENT: Pursuant to Section 551.043, Government Code, the following taxpayer impact statement must be on the Town Council meeting agenda at which the Town Council will discuss or adopt a budget for the Town of Trophy Club: For an average-valued homestead property ($714,324.00), the Town’s portion of the property tax bill in dollars for the current fiscal year (FY2025) is $2,967.79, the Town’s portion of the property tax bill for the upcoming fiscal year (FY2026) for the same property if the proposed budget is adopted is estimated to be $2,949.19, and the Town’s portion of the property tax bill in dollars for the upcoming fiscal year (FY2026) for the same property if a budget funded at the no-new-revenue rate under Chapter 26, Tax Code, is adopted is estimated to be $2,809.82. • 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. Page 3 of 230 Traffic Safety Study October 13, 2025 Page 4 of 230 Total vehicle count 111,761 4,038 avg cars/day (counted) Total count over 36 MPH 0.21% That is 234 Vehicles 85% of the traffic is below 32.3 MPH Observation dates: Dec 31, 2024 – Jan 3, 2025 (3 Days) Jan 23–30, 2025 (7 Days) Jun 13–26, 2025 (14 days) Trophy Club Drive Page 5 of 230 Total vehicle count 96,918 3,991 avg cars/day (counted) Total count over 36 MPH 0.878% That is 851 Vehicles 85% of the traffic is below 32.38 MPH Observation dates: July 17, 2025 – August 1, 2025 (16 days) May 16 2025 – May 27, 2025 (12 days) Bobcat Blvd Page 6 of 230 Total vehicle count 28,686 1,304 avg cars/day Total count over 36 MPH 0.37% That is 106 Vehicles 85% of the traffic is below 32.2 MPH Observation dates: May 1, 2025 – May 7, 2025 (7 days) July 2, 2025 – July 16, 2025 (15 days) Trophy Park Drive Page 7 of 230 Total vehicle count 29,862 1,106 avg cars/day (counted) Total count over 36 MPH 0.28% That is 82 Vehicles 85% of the traffic is below 28.6 MPH Observation dates: January 16–22, 2025 (7 days) February 1–7, 2025 (7 days) June 1–13, 2025 (13 days) Indian Creek Drive Page 8 of 230 Total vehicle count 11,284 Southbound only 1,612 avg cars/day (counted) Total count over 36 MPH 0.06% That is 7 Vehicles 85% of the traffic is below 31 MPH Observation dates: March 6 – March 12, 2025 (6 days) Parkview Drive Page 9 of 230 •Add LED streetlights and in-ground lighting at cross walks Bobcat Blvd. Improvements Page 10 of 230 •Add in-ground lighting at crosswalks •Add road markings to improve safety Trophy Club Dr. Improvements Page 11 of 230 •Add in-ground lighting at crosswalks •Add speed table crosswalks Parkview Dr. Improvements Page 12 of 230 •Add in-ground lighting at crosswalks •Add additional crosswalks Trophy Park Dr. Improvements Page 13 of 230 Require seat belts to be installed and used with all riders, including child safety seats. Strengthen penalties for violations, including fines and potential suspension of golf cart sticker. Ordinance Recommendations: Golf Carts Page 14 of 230 •Require helmets for all riders under 14 years of age. •Require nighttime safety equipment: a white front lamp visible at 500 feet and a red rear reflector or lamp. •Prohibit the use of handheld electronic devices while the micromobility device is in operation. •Prohibit the use of headphones or devices that impair hearing. •Require operators to yield to pedestrians and provide audible warnings when passing. •Establish penalties up to $50 for a first offense, with the option of a safety course in lieu of fine, and up to $100 for repeat offenses. Ordinance recommendations: Micromobility Devices Define Micromobility Devices: Scooters, skateboards, hoverboards, segways, and similar devices not exceeding 28 miles per hour. Page 15 of 230 social media | email | website Page 16 of 230 Traffic Safety Corridor Report Executive Summary The Trophy Club Traffic Safety Working Group has completed traffic studies for five major corridors. Across all locations, the 85th percentile speed consistently exceeds the 30 mph posted limit, confirming ongoing risk to students, pedestrians, and micromobility users. Corridor Findings (85th Percentile Focus) Bobcat Boulevard (Southbound Bobcat Blvd) • 85th Percentile: 32.38 mph (posted 30 mph) • 96,918 vehicles counted in 28 days • Top speed recorded: 47 mph • Lighting deficiencies at crosswalks elevate risk for students. Indian Creek Drive • 85th Percentile: 28.6 mph (posted 30 mph) • 29,862 vehicles counted in 27 days • Top violator: 47 mph • Hilly terrain and no sidewalks force pedestrians/cyclists into the roadway calming lane. • Risk periods: weekend mornings (8:00 AM–9:00 AM). Parkview Drive • 85th Percentile: 31 mph (generally compliant during school hours) • 11,284 vehicles counted in 6 days • Compliance is high (94%), but violations occur outside school patrol windows. • The Town is adding bollards at Durango trail crossing for added protection. Trophy Club Drive • 85th Percentile: 32.3 mph (posted 30 mph) • 111,761 vehicles counted in 24 days • Violator top speed: 45 mph recorded in late evening hours. • High micromobility usage (golf carts, scooters); citations issued for minors operating illegally. • Accident data (2023–2025) shows Priority 1 collisions near intersections. Page 17 of 230 Trophy Park Drive • 85th Percentile: 32.2 mph (posted 30 mph) • Top violator: 42 mph • 28,686 vehicles counted in 15 days • Risk windows: Fridays 4–5 PM and weekends. Overarching Themes • Every corridor shows 85th percentile speeds above the posted limit, often by 2–5 mph, with outliers exceeding 40–47 mph. • School zones and evening/weekend periods are the highest risk windows. • Lighting and crosswalk visibility remain critical weaknesses. • Micromobility safety is an emerging priority, with minors and unlit golf carts presenting repeated violations. . Page 18 of 230 Trophy Club Drive Final Traffic Safety Report Prepared by: Trophy Club Traffic Safety Working Group 1. Executive Summary Trophy Club Drive is a critical corridor in the Town of Trophy Club, supporting daily school traffic, entry and exit traffic to SH 114, neighborhood connectivity, and growing micromobility activity (golf carts and scooters). This report evaluates accident records, speed compliance, enforcement patterns, and traffic volume, with a focus on ensuring safety and recommending strategies. 2. School Zone Management The Trophy Club Police Department deploys crossing guards during school hours (7:00–9:00 AM and 2:30–5:00 PM) at the following locations: • Trophy Club Dr. & Bobcat Blvd • Trophy Club Dr. & Durango Dr. • Trophy Club Dr. & Lilyfield Dr. These crossings see elevated pedestrian and micromobility use during Northwest ISD arrival and dismissal periods. 3. Accident & Enforcement Data Overview Accident Data (2024–2025) During the two-year period, 25 accidents were reported on Trophy Club Drive. Three involved people being struck: one pedestrian and two bicyclists. These incidents highlight the importance of safety infrastructure for vulnerable road users. Golf Cart Violations The Trophy Club Police Department conducted four separate golf cart-related stops on Trophy Club Drive resulting in citations or warnings. • Violations involved underage, unlicensed drivers and carts lacking required safety equipment Page 19 of 230 4. Speed & Volume Observations • Dec 31, 2024 – Jan 3, 2025 (3 days, Trophy Club Dr. SB at Durango): 13,154 total vehicles; 35 vehicles recorded above 36 mph (0.27%); highest violator speed 42 mph. • Jan 23–30, 2025 (7 days, Meadow Ridge NB): 27,034 total vehicles; 49 vehicles recorded above 36 mph (0.18%); highest violator speed 41 mph. • Jun 13–26, 2025 (14 days, Durango SB): 71,573 total vehicles; 150 vehicles recorded above 36 mph (0.21%); highest violator speed 45 mph. Traffic volume consistently peaked between 6:00 AM–6:00 PM, with the heaviest flows between 2:00–6:00 PM. Extended studies in June 2025 showed an average speed of 28.3 mph, with violator speeds topping out in the mid-40s. Key Observations Speed feedback signs showed measurable impact, with peak slowing during school hours (7:00– 9:00 AM, 2:30–5:00 PM) 85th Percentile Speed: Speeding problems are typically identified by an 85th Percentile Speed at least 5 mph above the posted speed limit. Trophy Club Drive’s 85th Percentile Speed is below that range at 32.3 mph. This area should continue to have speed mitigation strategies applied to ensure speeds over time remain below that 5 mph level. 5. Recommendations A. Infrastructure • Add road markings to improve safety • Upgrade and repaint school zone markings • Install high-visibility pedestrian crossings with embedded lighting. B. Enforcement • Increase patrol presence during school dismissal windows. • Rotate radar trailers every 10–14 days between key intersections. • Enforce golf carts from driving on the sidewalk and grass areas. C. Micromobility Ordinance Adopt a local ordinance similar to Flower Mound’s “Micromobility Devices & Bicycles” ordinance (Ordinance No. 15-25) that include: Require children aged 14 years or younger to wear properly fitted helmets while operating bicycles or micromobility devices on public roadways or public property. Page 20 of 230 Prohibit use of handheld electronic devices and headphones/earphones that impair hearing while operating bicycles or micromobility devices. Require yielding right-of-way to pedestrians; provide an audible warning when passing. Include a safety education component: first offenses may be mitigated via completion of a “Micromobility Safety Course” taught or coordinated by the police department. Fines escalate for repeat violations. D. Education Partner with Northwest ISD to develop safety curriculum modules for students. Conduct workshops targeting golf cart operators and teen drivers. 6. Conclusion Trophy Club Drive remains a heavily utilized and high-risk corridor, particularly during school hours. With 25 reported accidents in 2024–2025, including three involving pedestrians and bicyclists, proactive strategies are necessary. Strategic infrastructure enhancements, updated micromobility ordinances, and targeted enforcement will reduce risks and foster a safer environment for all roadway users. Page 21 of 230 Bobcat Boulevard Final Traffic Safety Report Prepared by: Trophy Club Traffic Safety Working Group 1. Executive Summary Bobcat Boulevard is a high-volume corridor situated between Byron Nelson High School and Medlin Middle School, with several key pedestrian crosswalks and school access points. This report analyzes recent speed data, volume trends, and infrastructure conditions to guide future safety improvements. Lighting enhancements are especially critical in this area. 2. Corridor Profile • Connects Byron Nelson High School and Medlin Middle School • Crosswalks located at: o High school exits o Parkview Drive o Marshall Creek o Trophy Club Drive (at the east end of the corridor) • Serves local school traffic, parent pickup/drop-off, and neighborhood residents as well as an entry/exit point to Roanoke commercial areas, Hwy 377, and SH 114. • Limited street lighting increases safety concerns, especially at dusk and dawn 3. Speed & Volume Observations • July 17, 2025 – August 1, 2025 (16 days, Southbound Bobcat Blvd): 65,882 total vehicles; 355 vehicles recorded above 36 mph (0.54%); highest violator speed 47 mph. • May 16 2025 – May 27, 2025 (12 days, Northbound Bobcat Blvd): 31,036 total vehicles; 496 vehicles recorded above 36 mph (1.6%); highest violator speed 45 mph. Key Observations: Peak volume hours: 7:00 AM – 9:00 AM and 2:00 PM – 6:00 PM 85th Percentile Speed: Speeding problems are typically identified by an 85th Percentile Speed at least 5 mph above the posted speed limit. Bobcat’s 85th Percentile Speed is below that range at 32.38 mph. This area should continue to have speed mitigation strategies applied to ensure speeds over time remain below that 5 mph level. 4. Safety Concerns Page 22 of 230 • Insufficient Lighting: Crosswalks and intersections lack adequate illumination, reducing visibility for drivers and pedestrians. • High Pedestrian Activity: Students, families, and staff use multiple crosswalks daily. 5. Recommendations A. Infrastructure Enhancements • Install or upgrade street lighting at all major crosswalks, particularly near: o High school exit points o Marshall Creek intersection o Parkview Drive • Add in road signal lighting, reflective paint or raised crosswalk features. • Evaluate crosswalk signal timing and signage placement. B. Enforcement Planning • Increase patrol presence during the weekdays between the hours of 7:00–9:00 AM and 2:30–6:00 PM. • Monitor high-speed violations and re-position radar trailers as needed. C. Community & School Coordination • Notify parents and students of preferred crossing routes via school communication channels. • Partner with NISD to promote driver awareness during school transitions. Provide community workshops on safe golf cart operation and bicycle awareness. • 6. Conclusion Bobcat Boulevard is one of the most critical corridors in Trophy Club due to its proximity to two major schools and high pedestrian use. With improved lighting, continued enforcement, and active coordination with the school district, the safety of students and residents can be significantly enhanced. Page 23 of 230 Trophy Park Drive Final Traffic Safety Report Prepared by: Trophy Club Traffic Safety Working Group 1. Executive Summary Trophy Park Drive supports residential access, commuting to Town parks, and community mobility through vehicles and micromobility devices such as golf carts. This report compiles traffic volume, speed patterns, compliance risks, and enforcement trends and provides actionable recommendations for improving safety outcomes. 2. Pedestrian Considerations Although Trophy Park Dr. does not have designated school zones, it serves important community amenities including: • A mid-block crossing at Trophy Park Drive and Annandale Drive. • Access to the Freedom Dog Park. • Access to Trophy Club Park. These elements necessitate careful attention to pedestrian visibility, driver yield compliance, and appropriate signage. 3. Speed & Volume Observations • May 1, 2025 – May 7, 2025 (7 days, Southbound Trophy Park Drive): 15,200 total vehicles; 65 vehicles recorded above 36 mph (0.43%); highest violator speed 42 mph. • July 2, 2025 – July 16, 2025 (15 days, Northbound Trophy Park Drive): 13,486 total vehicles; 40 vehicles recorded above 36 mph (0.3%); highest violator speed 41 mph. Key Observations: 85th Percentile Speed: Speeding problems are typically identified by an 85th Percentile Speed at least 5 mph above the posted speed limit. Trophy Park Drive’s 85th Percentile Speed is below that range at 32.2 mph. This area should continue to have speed mitigation strategies applied to ensure speeds over time remain below that 5 mph level. 4. Enforcement Priorities • Maintain periodic radar trailer deployment to monitor changes as neighborhood and park traffic increases. Page 24 of 230 • Prioritize enforcement during morning and late afternoon peak hours. • Continue education and enforcement regarding unlicensed or underage golf cart use town wide. 5. Recommendations A. Infrastructure Enhancements • Add road markings • Upgrade signage near residential clusters • Improve visibility at the public crosswalk with in-ground lighting around the dog park • When development completes the sidewalk from Abbey Moor to Balmoral Drive, install crosswalk flashers at the intersection, which is a crossing point for Freedom Dog Park. • Stripe pedestrian crossing at the mid-block intersection of Annandale and Trophy Park Drive. B. Enforcement Focus • Emphasize enforcement on days with high risk (Friday/Saturday/Sunday), schedule officers or patrols from 3:00–6:00 PM during weekends. C. Public Education • Partner with schools and local groups for bicycle and scooter awareness. • Promote community alerts for radar trailer rotation schedules. 6. Conclusion Trophy Park Drive currently demonstrates high compliance and no reported accidents (CY 2024–2025), making it one of the lower-risk corridors in Trophy Club. Ongoing monitoring, proactive enforcement, and infrastructure planning will ensure the roadway remains safe as development and recreational use expand. Page 25 of 230 Indian Creek Drive Final Traffic Safety Report Prepared by: Trophy Club Traffic Safety Working Group 1. Executive Summary Indian Creek Drive is a residential and connector corridor located in the hill area of Town, frequented by local traffic and micromobility users. The topography of this area may contribute to increased vehicle speeds. This report summarizes enforcement data and speed risk patterns collected to recommend strategies for maintaining safe use. 2. Corridor Profile • Indian Creek serves as a residential and connector roadway. • No schools or crossing guards are currently posted on Indian Creek. • There are no sidewalks along this corridor. • The calming lane on the street is frequently used by golf carts, pedestrians, and bike riders for shared access 3. Speed & Volume Observations According to radar trailer data collected on Indian Creek Drive during three deployments in 2025, recurring speed patterns were identified. • January 16–22, 2025 (7 days, Harmony WB): Total vehicles: 3,641: 1 vehicle exceeded 36 mph (0.03%), with a top violator speed of 41 mph. • February 1–7, 2025 (7 days, Hillcrest EB): Total vehicles: 15,675: 73 vehicles above 36 mph, (0.47%). The highest recorded speed was 47 mph. • June 1–13, 2025 (13 days, Harmony WB): Total vehicles: 10,546: 8 vehicles exceeded 36 mph, (0.076%) with a top violator speed of 45 mph. The violations were concentrated at the Hillcrest eastbound segment, particularly during early mornings (5:00–7:00 AM), weekend mornings, and late evenings (10:00 PM–12:00 AM). Indian Creek Dr. at Harmony Park WB showed lower but recurring morning clusters. Key Observations: 85th Percentile Speed: Speeding problems are typically identified by an 85th Percentile Speed at least 5 mph above the posted speed limit. Indian Creek’s 85th Percentile Speed is below that range at 28.6 mph. This area should continue to have speed mitigation strategies applied to ensure speeds over time remain below that 5 mph level. Page 26 of 230 The hilly terrain and absence of sidewalks elevate risks to pedestrians and cyclists. 4. Recommendations Infrastructure Improvements • Refresh roadway painting along Indian Creek by Harmony Park and golf cart crossing and lane guidance where fading is visible. • Evaluate feasibility for additional warning signage, for crosswalk and golf cart crossings. Enforcement Planning • Prioritize monitoring Sunday mornings, weekdays midday, and nighttime patrols (10:00 PM–12:00 AM). • Target locations where speeds exceed 35 mph for selective radar trailer deployment. Community Notification • Share updates on enforcement locations via the Town Weekly Report. • Reinforce awareness by using the radar speed signs in both directions. 5. Conclusion Indian Creek Drive demonstrates speed pressure with occasional high-end violators. Fewer than 1% of vehicles (0.27%) observed exceeded 36 mph, yet these cases present heightened safety risks given the corridor’s hilly layout and absence of sidewalks. These conditions increase vulnerability for pedestrians, cyclists, and golf cart users who rely on the calming lane. Strategic enforcement rotations and targeted infrastructure improvements remain essential to improve traffic predictability and community safety. Page 27 of 230 Parkview Drive Final Traffic Safety Report Prepared by: Trophy Club Traffic Safety Working Group 1. Executive Summary Parkview Drive is a heavily trafficked corridor with multiple community and educational anchors including Beck Elementary, Medlin Middle School, Independence Park, and the Trophy Club Community Pool. With regular school traffic, pedestrian use, and recreational visits, this report analyzes key traffic risks and provides recommendations to support public safety. 2. School Zone & Community Infrastructure Management Several municipal and school facilities are present within a short distance on Parkview Drive. These government facilities include: • Beck Elementary School • Medlin Middle School • Trophy Club Pool • Independence Park The Trophy Club Police Department deploys crossing guards within this area, Beck Elementary and the Town Pool Complex, during the following times: • 7:00–9:00 AM (arrival window) • 2:30–5:00 PM (dismissal and after-school activities) These guard posts are essential for managing both student and pedestrian flow in proximity to active vehicle corridors. 3. Accident & Enforcement Data Overview A. Accident Data (CY 2024–2025) During the two-year period, no accidents were reported on Parkview Drive. There were also no bicycle or pedestrian-related accidents recorded. B. Golf Cart Violations In 2025, one golf cart was stopped on Parkview Drive for not having all required safety equipment. 4. Volume Patterns Page 28 of 230 • Morning buildup begins around 6:00 AM, peaking at 8:00 AM (721 vehicles/hour). • Mid-day volume remains consistent between 10:00 AM–3:00 PM. • Daily volumes spike at 4:00 PM with 1,032 vehicles/hour recorded. These higher vehicle volume trends align with school zone hours and after-school/recreation schedules, reinforcing the importance of enforcement and signage. 5. Speed & Volume Observations • March 6 – March 12, 2025 (6 days, Parkview Dr. Southbound): 11,284 total vehicles; 7 vehicles recorded above 36 mph (0.06%); highest violator speed 51 mph. Key Observation: 85th Percentile Speed: Speeding problems are typically identified by an 85th Percentile Speed at least 5 mph above the posted speed limit. Parkview Drive’s 85th Percentile Speed is below that range at 31 mph. This area should continue to have speed mitigation strategies applied to ensure speeds over time remain below that 5 mph level. 6. Recommendations A. School Zone & Crosswalk Enhancements • Upgrade crosswalk flashing lights and repaint school zone markings. • Add raised crosswalks with in-ground lighting to reinforce pedestrian visibility. B. Enforcement Priorities • Prioritize patrols between the hours of 6:30–9:00 AM and 2:30–6:00 PM. • Add temporary signage reminding drivers of active crosswalk and recreation traffic. C. Community Outreach • Distribute back-to-school safety flyers for families. • Host community safety demo events at Independence Park. • Trail Crossing Enhancements: On the trail running along Park Lane and down through Durango, the Town is adding bollards where the trail crosses Durango Drive mid block. These bollards are intended to slow down children and improve safety at this high-use crossing. This area should be monitored for pedestrian compliance and may be an appropriate location for crosswalk flashers as a primary use is for elementary and middle school students. Page 29 of 230 7. Conclusion Parkview Drive experiences consistent, high traffic volume tied to school schedules and park access. Despite high overall compliance, concentrated enforcement and refreshed infrastructure will significantly reduce risk during critical hours for pedestrians and students. Page 30 of 230 Traffic Safety Recommendation Document Prepared by: Traffic Safety Working Group Purpose This document provides recommendations for improving roadway and pedestrian safety in the Town of Trophy Club, focusing on Bobcat Boulevard, Indian Creek, Parkview Drive, Trophy Club Drive, and Trophy Park. The recommendations are based on recent traffic studies, compliance reports, and accident assessments. Key Recommendations: 1. Street Lighting Enhancements - Bobcat Boulevard: Install high-lumen LED streetlights along the corridor, especially at and near school crosswalks. Current deficiencies reduce pedestrian and cyclist visibility. - Parkview Drive (School Zone): Add new LED streetlights along the stretch from Bobcat Boulevard to the front of Beck Elementary to improve crosswalk visibility during school dismissal hours when traffic volumes peak (over 1,000 vehicles per hour) and use of Independence Park peaks. - Trophy Club Drive: Enhance corridor lighting, especially near the intersection with Bobcat Blvd. 2. Cross Walk Safety Upgrades - Install embedded roadway flashers at the following locations: - Bobcat Boulevard crosswalks near Byron Nelson High School. - Parkview Drive Crossings serving Beck Elementary, Medlin Middle School, and Independence Park. - Trophy Club Drive crossings at high-pedestrian areas (especially near community access points at Durango Drive, Lilyfield, Bobcat Boulevard, and Trophy Park. - Future Trophy Park Crosswalk: Upon completion of sidewalk connections to Balmoral, install a crosswalk with embedded flasher at Freedom Dog Park. - Paint crosswalks mid-block at Indian Creek (across from the park), Trophy Park Drive, and Annandale with appropriate crosswalk signage. 3. Roadway Markings and Detection Technology - Upgrade pavement markings with reflective thermoplastic paint on Bobcat Blvd, Parkview Dr, Trophy Club Dr, Indian Creek and Trophy Park to: Page 31 of 230 - Improve crosswalk visibility and add golf cart crossings. - Support vehicle road detection technology. - Enhance safety during low-light and wet conditions. - Refresh roadway striping and lane guidance where fading is visible. Proposed Ordinance Changes: 1. Golf Carts - Require seatbelts for all occupants of golf carts operating on public roadways. - Require child safety seats for passengers under the age of 8 years old, consistent with Texas child restraint laws. - Prohibit operation of golf carts when minors are onboard unless seatbelts and child restraints are properly used. - Strengthen penalties for violations, including fines and potential suspension of golf cart sticker. 2. Micromobility Devices: Modeled after the town of Flower Mound’s Ordinance No. 15-25, Trophy Club should adopt the following provisions. - Define micromobility devices to include scooters, skateboards, hoverboards, segways, and similar devices not exceeding 28 miles per hour. - Require helmets for all riders under 14 years of age. - Require nighttime safety equipment: a white front lamp visible at 500 feet and a red rear reflector or lamp. - Prohibit the use of handheld electronic devices while the micromobility device is in operation. - Prohibit the use of headphones or devices that impair hearing - Require operators to yield to pedestrians and provide audible warnings when passing. - Establish penalties up to $50 for a first offense, with the option of a safety course in lieu of fine, and up to $100 for repeat offenses. 3. Enforcement and Education - Enforcement led by the Trophy Club Police Department with an emphasized focus on school zones, parks, and high traffic corridors. - To encourage compliance, the Town of Trophy Club should develop a public education campaign including: - Safety workshops in partnership with Northwest Independent School District (NISD). - Public outreach on proper golf cart and micromobility use. - Incorporating traffic safety messaging into Trophy Club communication channels. Page 32 of 230 Atmos Energy Donation Trophy Club Fire Department Page 33 of 230 •The Trophy Club Fire Department (TCFD) has submitted a grant request to Atmos Energy Corporation in the amount of $1,500 to support the purchase of two Sensit HXG-2d single-gas detectors. •These detectors are essential tools that aid in the safe and effective response to natural gas-related emergencies. Grant Request Page 34 of 230 •Over the past four years, TCFD has responded to 66 gas-related incidents within the community, highlighting the ongoing need for reliable gas detection equipment. •This funding will allow TCFD to expand our capabilities by placing additional detectors on frontline apparatus. Incident Response Page 35 of 230 We deeply value our continued partnership with Atmos Energy and sincerely thank them for their ongoing support in helping us keep our community safe. Partnership Page 36 of 230 Page 37 of 230 Page 38 of 230 Page 39 of 230 Page 40 of 230 Questions/Discussion Page 41 of 230 TOWN COUNCIL COMMUNICATION MEETING DATE: October 13, 2025 FROM: Tammy Dixon, Town Secretary AGENDA ITEM: Consider approval of the September 22, 2025, Regular Meeting minutes, the September 22, 2025, Joint Work Session minutes with the Economic Development Corporation, and the September 24, 2025, Work Session minutes of the Town Council. BACKGROUND/SUMMARY: The Town Council held a Joint Work Session with the Economic Development Corporation (EDC) on September 22, 2025, followed by a regular Town Council Meeting. The Town Council also held a work session on September 24, 2025. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: N/A LEGAL REVIEW: N/A ATTACHMENTS: 1. Minutes Joint WS TC EDC 09.22.2025 2. Minutes Regular Meeting 09.22.2025 3. Minutes WS 09.24.2025 ACTIONS/OPTIONS: Move to approve the September 22, 2025, Regular Meeting minutes, the September 22, 2025, Joint Work Session minutes with the Economic Development Corporation, and the September 24, 2025, Work Session minutes of the Town Council. Page 42 of 230 Town of Trophy Club Joint Work Session Town Council and Parks & Recreation Board Meeting Minutes – September 22, 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 6:00 p.m. and the Economic Development Corporation Board (EDC) at 6:23 p.m. after a quorum of the EDC was established. COUNCIL MEMBERS PRESENT Jeannette Tiffany, Mayor Rhylan Rowe, Mayor Pro Tem Stacey Bauer, Council Member Place 1 Jeff Beach, Council Member Place 2 Dennis Sheridan, Council Member Place 3 Garry Ash, Council Member Place 5 Steve Flynn, Council Member Place 6 ECONOMIC DEVELOPMENT CORPORATION BOARD MEMBERS PRESENT James Calaway, Secretary Greg Fox (arrived at 6:23 p.m.) Scott Hinshaw Joseph Longo ECONOMIC DEVELOPMENT CORPORATION BOARD MEMBERS ABSENT Teri Addington, President Allan Pedersen Garrett Wallace STAFF MEMBERS PRESENT Brandon Wright, Town Manager Tammy Dixon, Town Secretary Dean Roggia, Town Attorney Tamara Smith, Assistant to the Town Manager Chase Ellis, Director of Parks and Recreation Jason Wise, Fire Chief Matt Cox, Director of Community Development April Duvall, Director of Finance Denise Deprato, Director of Human Resources Patrick Arata, Chief of Police WORK SESSION ITEM Page 43 of 230 Town Council/EDC Joint Work Session Meeting Minutes – September 22, 2025 Page 2 1. Presentation and discussion on the small area plan for The Grove at TC. (Tamara Smith, Assistant to the Town Manager). Town Manager Brandon Wright presented background on the Small Area Plan for The Grove at Trophy Club, including its guiding principles—community space, connectivity, thriving businesses, and flexibility for future development. The discussion emphasized creating a vibrant mixed-use hub while maintaining adaptability for developers. Council and EDC members generally agreed the plan should remain broad enough to guide development without restricting private sector proposals. Feedback emphasized: • Avoiding multifamily rental housing, with any residential component limited to owner-occupied units. • Ensuring that green space is thoughtfully integrated into commercial development rather than designated as large stand-alone amenities. • Maintaining flexibility so the plan serves as a vision and marketing tool to attract developers, rather than a prescriptive site layout. • Addressing long-term challenges such as parking and connectivity. Mayor Tiffany invited public comment. The following residents spoke on potential impacts to adjacent neighborhoods, including building height, buffering, and traffic: Richard Beaty, 18 Hillcrest Court Jan Beaty, 18 Hillcrest Court Mike Evans, 20 Hillcrest Court Based on the discussion, staff will revise the draft Small Area Plan to clarify that any residential within mixed-use development must be owner-occupied, ensure references to green space reflect thoughtful integration into commercial opportunities, and maintain the plan as a flexible vision and marketing tool to guide future development. ADJOURNMENT Mayor Tiffany adjourned the work session at 7:00 p.m. ____________________________ Jeannette Tiffany, Mayor Attest: _______________________________ Tammy Dixon, Town Secretary Page 44 of 230 Town Council/EDC Joint Work Session Meeting Minutes – September 22, 2025 Page 3 ____________________________ Teri Addington, President Attest: _______________________________ Tammy Dixon, Town Secretary Page 45 of 230 Town of Trophy Club Town Council Regular Meeting Meeting Minutes – September 22, 2025, 7:00 p.m. 1 Trophy Wood Drive, Trophy Club, Texas 76262 CALL REGULAR MEETING TO ORDER Mayor Tiffany called the regular meeting to order at 7:07 p.m. COUNCIL MEMBERS PRESENT Jeannette Tiffany, Mayor Rhylan Rowe, Mayor Pro Tem Stacey Bauer, Council Member Place 1 Jeff Beach, Council Member Place 2 Dennis Sheridan, Council Member Place 3 Garry Ash, Council Member Place 5 Steve Flynn, Council Member Place 6 STAFF MEMBERS PRESENT Brandon Wright, Town Manager Tammy Dixon, Town Secretary Dean Roggia, Town Attorney Chase Ellis, Director of Parks and Recreation Jason Wise, Fire Chief Matt Cox, Director of Community Development April Duvall, Director of Finance Patrick Arata, Police Chief (arrived at 7:00 p.m.) Denise Deprato, Director of Human Resources Tamara Smith, Assistant to the Town Manager INVOCATION Rev. Bill Eason, Fellowship United Methodist Church, led the invocation. PLEDGES Mayor Tiffany led the Pledge of Allegiance to the American and Texas Flags. PUBLIC COMMENTS There were none. COMMUNITY SPOTLIGHT 1. John Donnelly - Trophy Club Resident Page 46 of 230 Town Council Meeting Minutes – September 22, 2025 Page 2 Trophy Club resident, John Donnelly, shared his experience climbing Mount Kilimanjaro, describing training in Trophy Club, his journey, and lessons learned. Council Member Gary Ash briefly described his own recent climb of Mount Fuji. 2. Working for You... Trophy Club a) Update from Town Council Members Council Member Sheridan spoke of the Town’s expenses related to Council Member Bauer. Council Member Flynn announced the Town’s official designation signed by the Governor designating Trophy Club as the “Texas Town of Patriotism” a ten-year recognition. Mayor Tiffany reported on the progress of the pickleball courts at Harmony Park. She also praised family activity in the community. b) Update from Town Manager (Brandon Wright, Town Manager) Town Manager Wright provided the following update: Pickleball Courts at Harmony Park: Construction remains on schedule with a projected completion date of November 1, 2025. A ribbon cutting is planned for early November. Community Pool Project: A groundbreaking ceremony will be held on Friday, September 26, 2025, at 9:30 a.m. at the community pool site. Council and the public are invited to attend. Can-Am Utility Demo Experience: The Town, in partnership with Can-Am, will host the 2025 Utility Demo Experience at Trophy Club Park on September 26–27, 2025. Guests may register for demo rides of Can-Am Defender and Outlander models. ATV tracks will be closed beginning September 24 for event setup and on September 25 for a dealership-only event. Fright Lights Contest: The Trophy Club Fright Lights contest will return with creative yard displays, lighting, and spooky features. Details are available at trophyclub.org. Pet Fest: Scheduled for Saturday, October 4, 2025, at Freedom Dog Park, this event will bring pets and owners together for a family-friendly day. National Night Out: To be held on Tuesday, October 7, 2025, at Independence Park. Residents are encouraged to participate by turning on their lights, hosting block parties, and registering events with the Police Department. Page 47 of 230 Town Council Meeting Minutes – September 22, 2025 Page 3 Upcoming Meetings & Events • Town Council Work Session – Wednesday, September 24, 2025, at 6:00 p.m. to review Appointments Committee recommendations. • Citizen Academy – Begins September 29, 2025. c) Quick Civic Tip (Dean Roggia, Town Attorney) Town Attorney Dean Roggia provided an overview of Town Attorney Roggia reported that recent changes to state law increased the procurement threshold from $50,000 to $100,000 without competitive bidding. He noted that many agenda items use cooperative purchasing agreements or interlocal contracts, which allow the Town to benefit from bids already conducted by other entities. CONSENT AGENDA 3. Consider approval of the September 8, 2025, Town Council work session and regular meeting minutes.(Tammy Dixon, Town Secretary) 4. Consider authorizing the Town Manager to negotiate and execute a five-year contract with Motorola in the amount of $298,998.50 for police body cameras and in-car video systems with software and video storage. (Patrick Arata, Chief of Police) 5. Consider authorizing the Town Manager to negotiate and execute a 5-year contract with Axon in the amount of $119,590.80 for Police Department Taser 10 conducted energy weapons, training, software, and support. (Patrick Arata, Chief of Police) 6. Consider authorizing the Town Manager to negotiate and execute a purchase contract with BMW Motorcycle of North Dallas for the purchase of a BMW R1250 RT-P police motorcycle in the amount of $40,726.99. (Patrick Arata, Chief of Police) 7. Consider authorizing the Town Manager to negotiate and execute a purchase agreement with Classic Chevrolet for the purchase of two Police Department vehicles in the amount of $116,437.49. (Patrick Arata, Chief of Police) 8. Consider authorizing the Town Manager to negotiate and execute a purchase contract with SupplyCore for the purchase of Modular Vehicle Barriers in the amount of $158,204.10. (Patrick Arata, Chief of Police) 9. Consider authorizing the Town Manager to negotiate and execute a purchase agreement with Stolz Telecom for the purchase of police emergency equipment to Page 48 of 230 Town Council Meeting Minutes – September 22, 2025 Page 4 outfit a new Chevrolet K9 response unit in the amount of $41,283.98. (Patrick Arata, Chief of Police) 10. Consider ratifying the Town Manager's execution of a contract with H&G Systems for the emergency purchase and installation of a replacement RTU HVAC system at Town Hall in the amount of $75,398. (Matt Cox, Director of Community Development) 11. Consider authorizing the Town Manager to negotiate and execute an amendment to a purchase agreement with PVS DX, Inc. for the purchase of water treatment chemicals for the Community Pool in the total amount of $25,496.86. (Chase Ellis, Director of Parks & Recreation) 12. Consider authorizing the Town Manager to negotiate and execute a purchase agreement with SiteOne Landscape Supply Holding, LLC for the purchase of irrigation and landscaping supplies in the amount of $40,000. (Chase Ellis, Director of Parks & Recreation) 13. Consider authorizing the Town Manager to negotiate and execute a purchase agreement with PVS DX, Inc. for water treatment chemicals in the not-to-exceed amount of $30,000. (Chase Ellis, Director of Parks & Recreation) 14. Consider an ordinance of the Town of Trophy Club, Texas amending Ordinance 2013-23 relating to the composition of the Board of Directors for the Reinvestment Zone Number One (TIRZ No. 1). (Tammy Dixon, Town Secretary). The caption reads as follows: ORDINANCE NO. 2025-29 AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS; AMENDING ORDINANCE NO. 2013-23 RELATING TO THE COMPOSITION OF THE BOARD OF DIRECTORS FOR REINVESTMENT ZONE NUMBER ONE, TOWN OF TROPHY CLUB, TEXAS (TIRZ NO. 1); PROVIDING FOR THE APPOINTMENT OF BOARD MEMBERS TO INCLUDE THE MEMBERS OF THE ECONOMIC DEVELOPMENT CORPORATION AND ONE MEMBER TO BE APPOINTED BY TARRANT COUNTY, IF EXERCISED BY THE COUNTY; PROVIDING THIS ORDINANCE IS CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; AND PROVIDING AN EFFECTIVE DATE. 15. Consider Amendment No. 2 to the participation agreement between the Town of Trophy Club and Tarrant County for Tax Increment Reinvestment Zone Number One (TIRZ No. 1). (Tammy Dixon, Town Secretary) 16. Consider a resolution of the Town of Trophy Club, Texas finding that Oncor Electric Delivery Company LLC’s application to change rates within the Town should be denied. (Brandon Wright, Town Manager.) The caption reads as follows: Page 49 of 230 Town Council Meeting Minutes – September 22, 2025 Page 5 RESOLUTION NO. 2025-20 A RESOLUTION OF THE TOWN OF TROPHY CLUB, TEXAS FINDING THAT ONCOR ELECTRIC DELIVERY COMPANY LLC’S APPLICATION TO CHANGE RATES WITHIN THE TOWN SHOULD BE DENIED; FINDING THAT THE TOWN’S REASONABLE RATE CASE EXPENSES SHALL BE REIMBURSED BY THE COMPANY; FINDING THAT THE MEETING AT WHICH THIS RESOLUTION IS PASSED IS OPEN TO THE PUBLIC AS REQUIRED BY LAW; REQUIRING NOTICE OF THIS RESOLUTION TO THE COMPANY AND LEGAL COUNSEL Council Member Flynn moved to approve Consent Items 3-16. Council Member Beach seconded the motion. VOTE ON MOTION AYES: Bauer, Beach, Rowe, Tiffany, Sheridan, Ash, Flynn NAYES: None VOTE: 7-0 Mayor Tiffany recognized Trophy Club resident Shelby Sullivan, a college student in attendance to observe the meeting as part of her government class. INDIVIDUAL ITEMS 17. Conduct a public hearing and consider an ordinance accepting and approving an update of the Service and Assessment Plan and an updated Assessment Roll for the Town of Trophy Club Public Improvement District No. 1 (PID) in compliance with Chapter 372 Public Improvement District Assessment Act of the Texas Local Government Code. (April Duvall, Director of Finance) Conduct Public Hearing Mayor Tiffany opened the public hearing at 7:32 p.m. April Duval, Director of Finance, presented the item. No one spoke in favor or opposition. Mayor Tiffany closed the public hearing at 7:33 p.m. Consider Ordinance Approval Mayor Pro Tem Rowe moved to approve Ordinance No. 2025-30 accepting and approving an update of the Service and Assessment Plan and an updated Assessment Roll for the Town of Trophy Club Public Improvement District No. 1 (PID). Council Member Flynn seconded the motion. The caption of the ordinance reads as follows: Page 50 of 230 Town Council Meeting Minutes – September 22, 2025 Page 6 ORDINANCE NO. 2025-30 AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, ACCEPTING AND APPROVING AN UPDATE OF THE SERVICE AND ASSESSMENT PLAN AND AN UPDATED ASSESSMENT ROLL FOR THE TOWN OF TROPHY CLUB PUBLIC IMPROVEMENT DISTRICT NO. 1 (“PID”) IN COMPLIANCE WITH CHAPTER 372 (AUTHORIZED IMPROVEMENT ASSESSMENT); MAKING AND ADOPTING FINDINGS; PROVIDING FOR THE INCORPORATION OF FINDINGS; ACCEPTING AND APPROVING THE ANNUAL SERVICE AND ASSESSMENT PLAN UPDATE AND UPDATED ASSESSMENT ROLL FOR THE PID ATTACHED AS EXHIBIT “A” HERETO; PROVIDING A CUMULATIVE REPEALER CLAUSE; PROVIDING SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. VOTE ON MOTION AYES: Bauer, Beach, Rowe, Tiffany, Sheridan, Ash, Flynn NAYES: None VOTE: 7-0 18. Conduct a public hearing and consider an ordinance finding that annual special assessments for emergency services in Public Improvement District No. 1 (The Highlands at Trophy Club) no longer provide a special benefit to the property; providing that no further levy of assessments for emergency services will be made in accordance with Chapter 372 of the Texas Local Government Code; repealing the Service and Assessment Plan; and providing an effective date. (April Duvall, Director of Finance) Conduct Public Hearing Mayor Tiffany opened the public hearing at 7:34 p.m. April Duval, Director of Finance, presented the item. No one spoke in favor or opposition. Mayor Tiffany closed the public hearing at 7:35 p.m. Consider Ordinance Approval Mayor Pro Tem Rowe moved to approve Ordinance No. 2025-31 finding that annual special assessments for emergency services in Public Improvement District No. 1 (The Highlands at Trophy Club) no longer provide a special benefit to the property; providing that no further levy of assessments for emergency services will be made in accordance with Chapter 372 of the Texas Local Government Code. Council Member Beach seconded the motion. The caption of the ordinance reads as follows: ORDINANCE NO. 2025-31 AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, FINDING THAT ANNUAL SPECIAL ASSESSMENTS (THE Page 51 of 230 Town Council Meeting Minutes – September 22, 2025 Page 7 “ASSESSMENTS”) FOR EMERGENCY SERVICES (“EMERGENCY SERVICES”) COMPRISING THE AUTHORIZED SERVICES NO LONGER PROVIDE A SPECIAL BENEFIT TO THE PROPERTY IN THE TOWN OF TROPHY CLUB PUBLIC IMPROVEMENT DISTRICT NO. 1 (THE HIGHLANDS AT TROPHY CLUB) (THE “DISTRICT”); PROVIDING THAT THERE SHALL BE NO LEVY OF ASSESSMENTS AGAINST PROPERTY WITHIN THE DISTRICT FOR EMERGENCY SERVICES IN ACCORDANCE WITH CHAPTER 372, TEXAS LOCAL GOVERNMENT CODE, AS AMENDED; REPEALING THE SERVICE AND ASSESSMENT PLAN; PROVIDING A CUMULATIVE REPEALER CLAUSE; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. VOTE ON MOTION VOTE ON MOTION AYES: Bauer, Beach, Rowe, Tiffany, Sheridan, Ash, Flynn NAYES: None VOTE: 7-0 19. Conduct a public hearing and consider an ordinance amending Sections 14.02.052, "Definitions," Section 14.02.103, "Use Table," and Division 5, "Supplementary District Regulations," of Article 2, "Zoning Ordinance," of Chapter 14, "Zoning," of the Code of Ordinances, Town of Trophy Club, Texas, by updating regulations pertaining to Nursing Facilities, Assisted Living Facilities, and Community Homes and establishing for the registration of such operations. (Tamara Smith, Assistant to the Town Manager) Conduct Public Hearing Mayor Tiffany opened the public hearing at 7:37 p.m. Tamara Smith, Assistant to the Town Manager, presented the proposed ordinance on permitting senior group homes and boarding homes, noting it incorporates feedback from workshops, joint board sessions, and resident input. Key provisions address parking, compliance with subdivision and zoning regulations, inspection and violation protocols, community notification, state-mandated distance requirements, and disposal of trash and medical waste. The ordinance also includes a fee schedule for applications, inspections, and legal or consultant review, with public education to follow through a dedicated webpage. Michael Biggs, Chairman of the Planning and Zoning Commission, advised that the Commission held a public hearing on this item on September 4 and recommended approval by a vote of 5–1. The following spoke during public comment: • Pat Keefer, Fresh Meadow • Sara Miniatas, 248 Oake Hill Drive Page 52 of 230 Town Council Meeting Minutes – September 22, 2025 Page 8 Mayor Tiffany closed the public hearing at 7:49 p.m. Consider Ordinance Council members asked clarifying questions regarding the ordinance language, including definitions under state law, application to planned developments, and use table consistency. Staff explained that reasonable accommodation requirements are governed by federal law and will be administered through internal policies, with accommodations evaluated on a case-by-case basis. Questions were also raised about the ability to regulate assisted living facilities, community homes, and garage conversions, with staff noting such requests would be subject to state law and reasonable accommodation standards. Council members also expressed concern about the Town’s limited authority under state law, particularly related to siting commercial operations in residential areas, but emphasized the importance of protecting neighborhoods to the fullest extent allowed. Parking enforcement was noted as an ongoing challenge, though staff confirmed violations will be addressed where possible. Council and staff acknowledged the extensive effort by P&Z, staff, and residents to refine the ordinance and incorporate community input. Council Member Sheridan moved to approve Ordinance No. 2025-32 amending Sections 14.02.052, "Definitions," Section 14.02.103, "Use Table," and Division 5, "Supplementary District Regulations," of Article 2, "Zoning Ordinance," of Chapter 14, "Zoning," of the Code of Ordinances, Town of Trophy Club, Texas, by updating regulations pertaining to Nursing Facilities, Assisted Living Facilities, and Community Homes and establishing for the registration of such operations with an addition of a note added to the use table. Council Member Flynn seconded the motion. The caption of the ordinance reads as follows: ORDINANCE NO. 2025-32 AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS, AMENDING SECTION 14.02.052, “DEFINITIONS,” SECTION 14.02.103, “USE TABLE,” AND DIVISION 5, “SUPPLEMENTARY DISTRICT REGULATIONS,” OF ARTICLE 2, “ZONING ORDINANCE,” OF CHAPTER 14, “ZONING,” OF THE CODE OF ORDINANCES, TOWN OF TROPHY CLUB, TEXAS, BY UPDATING REGULATIONS PERTAINING TO NURSING FACILITIES, ASSISTED LIVING FACILITIES, AND COMMUNITY HOMES AND ESTABLISHING FOR THE REGISTRATION OF SUCH OPERATIONS; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A SAVINGS CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A PENALTY; PROVIDING FOR PUBLICATION; AND PROVIDING AN EFFECTIVE DATE. VOTE ON MOTION AYES: Bauer, Beach, Rowe, Tiffany, Sheridan, Ash, Flynn NAYES: None VOTE: 7-0 Page 53 of 230 Town Council Meeting Minutes – September 22, 2025 Page 9 20. Consider authorizing the Town Manager to negotiate and execute a professional services agreement with Olsson, Inc. for gateway, water tower, and wayfinding signage design in a not-to-exceed amount of $111,300. (Tamara Smith, Assistant to the Town Manager) Ms. Smith presented the FY 2025–26 initiative to develop a wayfinding and signage package to enhance the Town’s brand and gateways. Following an RFP and review process, Olsson, Inc. was recommended as consultant for design services at a cost not to exceed $111,300, funded through the hotel occupancy tax fund. The agreement covers design concepts only, with community input to be included before final implementation. Council Member Beach moved to authorize the Town Manager to negotiate and execute a professional services agreement with Olsson, Inc. for gateway, water tower, and wayfinding signage design in a not-to-exceed amount of $111,300. Council Member Ash seconded the motion. VOTE ON MOTION AYES: Bauer, Beach, Rowe, Tiffany, Sheridan, Ash, Flynn NAYES: None VOTE: 7-0 ADJOURNMENT Mayor Tiffany adjourned the regular meeting at 8:08 p.m. ____________________________ Jeannette Tiffany, Mayor Attest: _______________________________ Tammy Dixon, Town Secretary Page 54 of 230 Town of Trophy Club Town Council Work Session Meeting Minutes – September 24, 2025, 6:00 p.m. EOC Room, 1 Trophy Wood Drive, Trophy Club, Texas 76262 CALL REGULAR MEETING TO ORDER Mayor Tiffany called the work session to order at 6:00 p.m. COUNCIL MEMBERS PRESENT Jeannette Tiffany, Mayor Rhylan Rowe, Mayor Pro Tem Stacey Bauer, Council Member Place 1 Jeff Beach, Council Member Place 2 Dennis Sheridan, Council Member Place 3 Garry Ash, Council Member Place 5 Steve Flynn, Council Member Place 6 STAFF MEMBERS PRESENT Brandon Wright, Town Manager Tammy Dixon, Town Secretary Dean Roggia, Town Attorney PUBLIC COMMENTS There were none. WORK SESSION ITEM 1. Discussion on appointments of members to the Animal Shelter Advisory Board, Crime Control and Prevention District Board, Economic Development Corporation Board, Ethics Review Commission, Parks and Recreation Board, Planning and Zoning Commission, Trophy Club Council for Arts and Culture, and the Zoning Board of Adjustment. Mayor Tiffany provided an overview of the Boards and Commission process and Town Secretary Dixon provided an overview of the Town’s Boards and Commissions website page and portal. Mayor Tiffany reported that the Appointments Committee, comprised of herself and Council Members Ash and Beach, interviewed 35 applicants between July 16 and September 19 for 33 open positions on Boards, Commissions, and Corporations. She noted that recommendations were developed and included Chair and Vice Chair designations where appropriate. A review and discussion were held on each individual board, and the Town Council reached consensus to consider the appointments at the October 13th meeting. ADJOURNMENT Page 55 of 230 Town Council Work Session Minutes – September 24, 2025 Page 2 Mayor Tiffany adjourned the regular meeting at 6:42 p.m. ____________________________ Jeannette Tiffany, Mayor Attest: _______________________________ Tammy Dixon, Town Secretary Page 56 of 230 TOWN COUNCIL COMMUNICATION MEETING DATE: October 13, 2025 FROM: April Duvall, Director of Finance AGENDA ITEM: Consider an ordinance amending the FY 2025 Budget, allocating funding to the General Fund budget for additional expenditures and revenues associated with the CWD contract, effective June 1, 2025. (April Duvall, Director of Finance) BACKGROUND/SUMMARY: The attached budget amendment represents the third proposed adjustment to the FY 2025 Annual Budget. In accordance with Section 9.06 of the Town Charter: "If during or before the fiscal year, the Town Manager certifies that there are available for appropriation revenues in excess of those estimated in the budget, the Council by ordinance may make supplemental appropriations for the year up to the amount of such excess." Budget amendments are presented to the Town Council throughout the fiscal year to address variances from the adopted budget and to reallocate resources to cover unanticipated expenditures. Upon approval, the following changes will be incorporated into the FY 2025 Budget related to the new Community Waste Disposal contract implemented in June 2025: General Fund • Revenues: Increase by $310,000, from $16,490,370 to $16,800,370. • Expenditures: Increase by $300,000, from $16,555,294 to $16,855,294. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: This budget amendment will increase General Fund revenues by $310,000 and increase General Fund expenditures by $300,000. Additional costs associated with the CWD contract are offset by additional solid waste fees collected from Trophy Club residents. LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the ordinance as to form and legality. Page 57 of 230 ATTACHMENTS: 1. Ordinance 2. Exhibit A: Town of Trophy Club Budget Amendment No. 3 ACTIONS/OPTIONS: Staff recommends that the Town Council move to approve the ordinance amending the FY 2025 Budget, allocating funding to the General Fund budget for additional expenditures and revenues associated with the CWD contract, effective June 1, 2025. Page 58 of 230 TOWN OF TROPHY CLUB ORDINANCE NO. 2025-XX 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 AND BY ORDINANCE NO. 2025-18, 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. WHEREAS, the Town of Trophy Club, Texas (the “Town”), is a home rule municipality acting under its Town 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 previously adopted its budget for the fiscal year beginning on October 1, 2024, and ending on September 30, 2025 (the “Annual Budget”); and WHEREAS, the Annual Budget was adopted by Ordinance No. 2024-21 on September 09, 2024; and WHEREAS, the Annual Budget was amended by Ordinance No. 2025-13 on April 28, 2025 and by Ordinance No. 2025-18 on May 12, 2025; and WHEREAS, after the Town Council’s approval of the Annual Budget, unexpected needs have arisen which require amendment of the Annual Budget; and WHEREAS, Town Charter Sec. 9.13 and Section 102.010 of the Texas Local Government Code allow the Town to amend its Annual Budget as deemed necessary for any municipal purpose; and WHEREAS, the Town is also allowed to amend its Annual Budget for emergency appropriations to meet a pressing need for public expenditure to protect the public health, safety, and welfare as a result of unusual and unforeseen conditions; and WHEREAS, the Town Council has determined that an amendment to the Annual Budget pursuant to this Ordinance is a public necessity and in the best interest of the public health and general welfare of the Town and its citizens. Page 59 of 230 NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, THAT: SECTION 1. All of the above premises are hereby found to be true and correct factual and legislative determinations of the Town and are hereby approved and incorporated into the body of this Ordinance as if copied in their entirety. SECTION 2. The Annual Budget of the Town of Trophy Club for the fiscal year beginning October 1, 2024, and ending September 30, 2025, as adopted by Ordinance No. 2024-21 and amended by Ordinance No. 2025-13 and Ordinance No. 2025-18, is hereby further amended to authorize adjustments to the General Fund. These adjustments include expenditures for the Facilities department, as detailed in Exhibit “A,” which is attached hereto and incorporated herein by reference. Expenditures for said fiscal year shall be made in accordance with the Annual Budget, as amended. SECTION 3. The expenditures and amendments authorized by this Ordinance are necessary to meet unusual and/or unforeseen conditions or circumstances that could not have been included in the original budget through the use of reasonably diligent thought and attention. SECTION 4. A true and correct copy of this Ordinance showing the approved budget amendments shall be filed with the Town Secretary and in the office of the County Clerk as required by Section 102.009 of the Local Government Code. SECTION 5. This Ordinance shall be cumulative of all other provisions of ordinances of the Town, except where the provisions of this Ordinance are in direct conflict with the provisions of such ordinances, in which event the conflicting provisions of such ordinances are hereby repealed. SECTION 6. It is hereby declared to be the intention of the Town Council that the phrases, clauses, sentences, paragraphs, and sections of this Ordinance are severable, and if any phrase, clause, sentence, paragraph, or section of this Ordinance should be declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs, or sections of this Ordinance, since the same would have been enacted by the Town Council without incorporation in this Ordinance of such unconstitutional phrase, clause, sentence, paragraph, or section. Page 60 of 230 SECTION 7. This Ordinance shall be in full force and effect from and after its date of passage and it is so ordained. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this 13th day of October, 2025. APPROVED: Jeannette Tiffany, Mayor ATTEST: Tammy Dixon, Town Secretary APPROVED AS TO FORM: Dean Roggia, Town Attorney Page 61 of 230 Exhibit “A” Town of Trophy Club Budget Amendment No. 3 Page 62 of 230 Department Line Item Line Item Description Budget Total Recommended Change Amended Budget Section 1 Revenue 01-000-41250 Refuse Franchise (153,000)$ (10,000)$ (163,000)$ 01-000-43250 Refuse - Charges for Service (1,000,000)$ (300,000)$ (1,300,000)$ Total Facilities:(1,153,000)$ (310,000)$ (1,463,000)$ Expense 01-710-83650 Professional Outside Services - CWD Contract 1,000,000$ 300,000$ 1,300,000$ Total Facilities:1,000,000$ 300,000$ 1,300,000$ Total Increase/Decrease:(10,000)$ FY25 BUDGET AMENDMENT #3: Page 63 of 230 TOWN COUNCIL COMMUNICATION MEETING DATE: October 13, 2025 FROM: April Duvall, Director of Finance AGENDA ITEM: Consider an ordinance amending the FY 2026 Budget, allocating funding to the Capital Replacement Fund for the purchase of a replacement HVAC system at Town Hall. (April Duvall, Director of Finance) BACKGROUND/SUMMARY: The attached budget amendment represents the first proposed adjustment to the FY 2026 Annual Budget. In accordance with Section 9.06 of the Town Charter: "If during or before the fiscal year, the Town Manager certifies that there are available for appropriation revenues in excess of those estimated in the budget, the Council by ordinance may make supplemental appropriations for the year up to the amount of such excess." Budget amendments are presented to the Town Council throughout the fiscal year to address variances from the adopted budget and to reallocate resources to cover unanticipated expenditures. Upon approval, the following changes will be incorporated into the FY 2026 Budget related to the emergency purchase of a replacement HVAC system at Town Hall: • Capital Replacement Fund (Facilities) o Expenditures: Increase by $76,000, from $0 to $76,000. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: This change will result in an overall increase of $76,000 to the Capital Replacement Fund budget. LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the ordinance as to form and legality. ATTACHMENTS: 1. Ordinance 2. Exhibit A: Town of Trophy Club Budget Amendment No. 1 Page 64 of 230 ACTIONS/OPTIONS: Staff recommends that the Town Council move to approve the ordinance amending the FY 2026 Budget, allocating funding to the Capital Replacement Fund for the purchase of a replacement HVAC system at Town Hall. Page 65 of 230 TOWN OF TROPHY CLUB ORDINANCE NO. 2025-XX 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, 2025, AND ENDING ON SEPTEMBER 30, 2026, AS ADOPTED BY ORDINANCE NO. 2025-27, BY PROVIDING FOR ADJUSTMENTS TO THE CAPITAL PROJECTS 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. WHEREAS, the Town of Trophy Club, Texas (the “Town”), is a home rule municipality acting under its Town 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 previously adopted its budget for the fiscal year beginning on October 1, 2025, and ending on September 30, 2026 (the “Annual Budget”); and WHEREAS, the Annual Budget was adopted by Ordinance No. 2025-27 on September 08, 2025; and WHEREAS, after the Town Council’s approval of the Annual Budget, unexpected needs have arisen which require amendment of the Annual Budget; and WHEREAS, Town Charter Sec. 9.13 and Section 102.010 of the Texas Local Government Code allow the Town to amend its Annual Budget as deemed necessary for any municipal purpose; and WHEREAS, the Town is also allowed to amend its Annual Budget for emergency appropriations to meet a pressing need for public expenditure to protect the public health, safety, and welfare as a result of unusual and unforeseen conditions; and WHEREAS, the Town Council has determined that an amendment to the Annual Budget pursuant to this Ordinance is a public necessity and in the best interest of the public health and general welfare of the Town and its citizens. Page 66 of 230 NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, THAT: SECTION 1. All of the above premises are hereby found to be true and correct factual and legislative determinations of the Town and are hereby approved and incorporated into the body of this Ordinance as if copied in their entirety. SECTION 2. The Annual Budget of the Town for the fiscal year beginning on October 1, 2025, and ending on September 30, 2026, as adopted by Ordinance No. 2025-27, is hereby amended to provide for adjustments to the Capital Projects Fund, as shown in Exhibit “A,” which is attached hereto and incorporated herein, and expenditures for said fiscal year shall be made in accordance with the Annual Budget, as amended. SECTION 3. The expenditures and amendments authorized by this Ordinance are necessary to meet unusual and/or unforeseen conditions or circumstances that could not have been included in the original budget through the use of reasonably diligent thought and attention. SECTION 4. A true and correct copy of this Ordinance showing the approved budget amendments shall be filed with the Town Secretary and in the office of the County Clerk as required by Section 102.009 of the Local Government Code. SECTION 5. This Ordinance shall be cumulative of all other provisions of ordinances of the Town, except where the provisions of this Ordinance are in direct conflict with the provisions of such ordinances, in which event the conflicting provisions of such ordinances are hereby repealed. SECTION 6. It is hereby declared to be the intention of the Town Council that the phrases, clauses, sentences, paragraphs, and sections of this Ordinance are severable, and if any phrase, clause, sentence, paragraph, or section of this Ordinance should be declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs, or sections of this Ordinance, since the same would have been enacted by the Town Council without incorporation in this Ordinance of such unconstitutional phrase, clause, sentence, paragraph, or section. Page 67 of 230 SECTION 7. This Ordinance shall be in full force and effect from and after its date of passage and it is so ordained. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this 13th day of October, 2025. APPROVED: Jeannette Tiffany, Mayor ATTEST: Tammy Dixon, Town Secretary APPROVED AS TO FORM: Dean Roggia, Town Attorney Page 68 of 230 Exhibit “A” Town of Trophy Club Budget Amendment No. 1 Page 69 of 230 Department Line Item Line Item Description Budget Total Recommended Change Amended Budget Section 1 Capital Replacement 35-710-83650 Capital Replacement - Facilities -$ 76,000$ 76,000$ Total Capital Improvement - Facilities:-$ 76,000$ 76,000$ Total Expenditure Increase 76,000$ FY26 BUDGET AMENDMENT #1: Page 70 of 230 TOWN COUNCIL COMMUNICATION MEETING DATE: October 13, 2025 FROM: April Duvall, Director of Finance AGENDA ITEM: Consider an ordinance repealing Section A1.014 Water and Wastewater Fees for Public Improvement District No. 1 of Article A1.000 General Provisions or Appendix A Fee Schedule of the Code of Ordinances. (April Duvall, Director of Finance) BACKGROUND/SUMMARY: On October 14, 2024, the Town Council approved Resolution No. 2024-21, authorizing the expansion of the boundaries of the Trophy Club Municipal Utility District No. 1 (District). With the adoption of this resolution, all properties within the expanded area are now subject to the water and wastewater rates established by the District. As a result, Section A1.014 of Article A1.000 of Appendix A – Fee Schedule of the Town’s Code of Ordinances, which sets forth separate water and wastewater fees for Public Improvement District No. 1, is no longer applicable. The attached ordinance repeals this section to align the Town’s Code with the expanded service area of the District. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: Repealing Section A1.014 will not have any fiscal impact on the Town. With the expansion of the District boundaries under Resolution No. 2024-21, the District is responsible for establishing and collecting all water and wastewater service fees within the expanded area. Accordingly, the Town is no longer required to assess the fees previously outlined in the Code of Ordinances for Public Improvement District No. 1. This action eliminates an outdated provision and aligns the Town’s ordinances with current service responsibilities. LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the ordinance as to form and legality. ATTACHMENTS: 1. Ordinance ACTIONS/OPTIONS: Staff recommends that the Town Council move to approve the ordinance repealing Section Page 71 of 230 A1.014 Water and Wastewater Fees for Public Improvement District No. 1 of Article A1.000 General Provisions or Appendix A Fee Schedule of the Code of Ordinances. Page 72 of 230 Page 1 of 2ORD 2025-__ TOWN OF TROPHY CLUB, TEXAS ORDINANCE NO. 2025-__ AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS, REPEALING SECTION A1.014 “WATER AND WASTEWATER FEES FOR PUBLIC IMPROVEMENT DISTRICT NO. 1,” OF ARTICLE A1.000 “GENERAL PROVISIONS,” OF APPENDIX A “FEE SCHEDULE,” OF THE CODE OF ORDINANCES, TOWN OF TROPHY CLUB, TEXAS; PROVIDING FOR INCORPORATION OF PREMISES; PROVIDING THIS ORDINANCE IS CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town of Trophy Club, Texas (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, the Town Council previously adopted water and wastewater fees for the Trophy Club Public Improvement District No. 1, codified in Section A1.014 of the Code of Ordinances, Town of Trophy Club, Texas (the “Code”); and WHEREAS, on October 14th, 2024, the Town approved Resolution No. 2024-21, which authorized expansion of the boundaries of Trophy Club Municipal Utility District No. 1 (the “MUD”), to include the entire corporate limits of the Town; and WHEREAS, on October 16th, 2024, the MUD approved Resolution No. 2024-1016, accepting the Town’s consent to expand its boundaries to include the entire corporate limits of the Town; and WHEREAS, after the expansion of the MUD’s boundaries, Section A1.014 of the Code is no longer necessary and the Town Council now desires to repeal Section A1.014 in its entirety. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, THAT: SECTION 1. The above and foregoing premises are true and correct and are incorporated herein and made a part hereof for all purposes. SECTION 2. Section A1.014, Article A1.000, Appendix A of the Code of Ordinances, Town of Trophy Club, Texas, is hereby repealed in its entirety. Page 73 of 230 Page 2 of 2ORD 2025-__ SECTION 3. This Ordinance shall be cumulative of all other provisions of ordinances of the Town, except where the provisions of this Ordinance are in direct conflict with the provisions of such ordinances, in which event the conflicting provisions of such ordinances are hereby repealed. SECTION 4. It is hereby declared to be the intention of the Town Council that the sections, paragraphs, sentences, clauses, and phrases of this Ordinance are severable, and if any section, paragraph, sentence, clause, or phrase of this Ordinance shall be declared unconstitutional by a valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining sections, paragraphs, sentences, clauses, or phrases of this Ordinance; since the same would have been enacted by the Town Council without the incorporation in this Ordinance of any such unconstitutional section, paragraph, sentence, clause, or phrase. SECTION 5. All rights and remedies of the Town are expressly saved as to any and all violations of the ordinances of the Town that have accrued at the time of the effective date of this Ordinance; and, as to such accrued violations and all pending litigation, both civil and criminal, whether pending in court or not, under such ordinances, same shall not be affected by this Ordinance, but may be prosecuted until final disposition by the courts. SECTION 6. This Ordinance shall take effect from and after its date of passage in accordance with law, and it is so ordained. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this 13th day of October, 2025. Jeannette Tiffany, Mayor ATTEST: Tammy Dixon, Town Secretary APPROVED AS TO FORM: Dean Roggia, Town Attorney Page 74 of 230 TOWN COUNCIL COMMUNICATION MEETING DATE: October 13, 2025 FROM: Matt Cox, Director of Community Development AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute a purchase and services agreement with Design A Sign, LLC to upgrade the Town of Trophy Club's crosswalk signal software and hardware system, and to purchase 34 LED-enhanced school crossing signs in the amount of $86,150. (Matt Cox, Director of Community Development) BACKGROUND/SUMMARY: The Town of Trophy Club currently maintains multiple pedestrian crosswalk signal systems throughout the community to enhance pedestrian and school zone safety. To ensure continued functionality, improved visibility, and compliance with current standards, staff recommends upgrades to the crosswalk signal software and hardware system, along with the purchase of LED-enhanced school crossing signs. The following crosswalk system upgrades are included in the purchase agreement with Design A Sign, LLC: • 18 solar rectangular rapid flashing beacons (RRFBs) with confirmation lights (banding mount). • 28 D/C panels for use with Polara INX push-button controls. • 28 accessible pedestrian signal (APS) push button stations (9"x12", black/black). • 2 battery cabinets with U-bolt mounts, with an additional contingency for replacement parts such as taller poles, high-capacity batteries, or solar panels if needed. The total cost for the crosswalk system upgrades is $65,478 under TIPS Cooperative Contract #24010401. In addition to the signal upgrades, staff recommends the purchase of 34 LED-enhanced school crossing signs. Each 30" fluorescent yellow-green sign is fitted with LED lights around the border for increased visibility during school zone hours. These signs are powered by the push- button control cabinets and are quoted at a total of $20,672, also under TIPS Cooperative Contract #24010401. The combined cost for the crosswalk signal upgrades and LED-enhanced school crossing signs is $86,150. This project will provide consistent, highly visible pedestrian and school crossing safety features throughout the Town, supporting both resident and student safety. This project advances several Town priorities identified in the Strategic Plan (2025–2030) and the FY 2026 Business Plan. Page 75 of 230 BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: Funding for the crosswalk signal upgrades and LED school crossing signs is available in the Streets Maintenance Sales Tax Fund in the FY 2026 Budget. LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the contract as to form and legality. ATTACHMENTS: 1. Crosswalk Signals Quote 2. LED School Signs Quote 3. Design A Sign - TIPS Contract ACTIONS/OPTIONS: Staff recommends that the Town Council move to authorize the Town Manager to negotiate and execute a purchase and services agreement with Design A Sign, LLC to upgrade the Town of Trophy Club's crosswalk signal software and hardware system, and to purchase 34 LED- enhanced school crossing signs in the amount of $86,150. Page 76 of 230 9/9/2025 9:10 PM Page 1 Name Matt Cox DAS9-10-25 Ped crossing upgrades Agency Trophy Club 9/9/2025 Email Address mcox@trophyclub.org 9:10:22 PM Quote By: Alonzo Carrasco (817)247-6336 Part #s Description Qty Unit Price Total Price PNS10-503661DCB Single Solar RRFB W/ Confirmation Light (Banding Mount)18 950.00$ 17,100.00$ PNS10-503333UB One Battery Cabinet Cabinet Only + Ubolt Mount 2 975.00$ 1,950.00$ PNS10-501506A D/C Panel for use with Polara INX Pushbutton 28 737.00$ 20,636.00$ 87-iNX9WN0-B 9X12 APS Push Button Station Black/Black 28 564.00$ 15,792.00$ Contingency equipment Replacement equipment that may be needed to operate with upgardes if existing equpment isn’t compatible with new controls. Taller sign poles, High capacity batteries, or Solar panels.1 10,000.00$ $ 10,000.00 Total Before Tax 65,478.00$ Sales Tax (if applicable)-$ Shipping Grand Total 65,478.00$ Notes Equipment to upgrade existing School Ped crosswalk signals. New cabinets shouldn’t be needed. 2 cabinets added to quote in case they are needed. TIPS Coop Contract # 24010401 Page 77 of 230 9/9/2025 9:02 PM Page 1 Name Matt Cox DAS9-10-25 Ped crossing LED signs Agency Trophy Club 9/9/2025 Email Address mcox@trophyclub.org 9:02:34 PM Quote By: Alonzo Carrasco (817)247-6336 Part #s Description Qty Unit Price Total Price S1-1 30 LED LED enhanced School crossing sign w/ LEDs around border 30" yellow green 34 608.00$ 20,672.00$ Total Before Tax 20,672.00$ Sales Tax (if applicable)-$ Shipping Grand Total 20,672.00$ Notes LED enhanced signs are powered from the push button control cabinets TIPS Coop Contract # 24010401 Page 78 of 230 Purchasing Made Personal The Interlocal Purchasing System Design A Sign Inc PAYMENT TO TIPS CONTACT ADDRESS 13409 County Road 511 CITY Venus STATE TX ZIP 76084 (866) 839-8477 (866) 839-8472FAX PHONE NAME DISADVANTAGED/MINORITY/WOMAN BUSINESS ENTERPRISE:HUB: SERVING STATES AL | AK | AZ | AR | CA | CO | CT | DE | DC | FL | GA | HI | ID | IL | IN | IA | KS | KY | LA | ME | MD | MA | MI | MN | MS | MO | MT | NE | NV | NH | NJ | NM | NY | NC | ND | OH | OK | OR | PA | RI | SC | SD | TN | TX | UT | VT | VI | VA | WA | WI | WY | PR EMAIL EMAIL PO & VENDOR QUOTE TO: TIPSPO@TIPS-USA.COM PO AND QUOTE MUST REFERENCE VENDOR TIPS CONTRACT NUMBER ATTACH PO AS A PDF - ONLY ONE PO (WITH QUOTE) PER ATTACHMENT tips@tips-usa.com Charlie Martin 23 September 2025Printed We make MUTCD compliant traffic signs, LED Flashing signs and solar flashing components, full color printed signage and banners. We also carry sign hardware, sign poles, decorative sign poles, traffic cones and caution flags. Overview N N Page 79 of 230 AWARDED CONTRACTS "View EDGAR Doc" on Website Contract Comodity Exp Date EDGAR 24010401 Trades, Labor, and Materials (NON JOC)04/30/2029 See EDGAR Certification Doc. 24010401 Katherine Carrasco Owner (817) 402-7689 designasignpro@gmail.com Alonzo Carrasco Owner (817) 217-5662 acarrasco.das@gmail.com CONTACTS BY CONTRACTS Page 80 of 230 TOWN COUNCIL COMMUNICATION MEETING DATE: October 13, 2025 FROM: Matt Cox, Director of Community Development AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute a professional services agreement with Bureau Veritas North America, Inc. in an amount not to exceed $64,200 for on-call third party plan reviews, health inspections, and building inspections. (Matt Cox, Director of Community Development) BACKGROUND/SUMMARY: The Community Development Department utilizes professional services provided by Bureau Veritas North America, Inc. (BVNA) to assist staff with commercial and residential building inspections and plan reviews. BVNA also supports staff in enforcing Title 25, Texas Administrative Code, Chapter 228, which regulates Trophy Club food establishments under the Texas Food Establishment Rules (TFER). The Community Development Department engages BVNA on an on-call, as-needed basis throughout the year to provide specialized staff support as a cost-effective alternative to retaining additional personnel for these services. This agreement is an ongoing contract established in 2022 and remains in effect unless terminated by either party. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: The professional services agreement with Bureau Veritas North America, Inc., in an amount not to exceed $64,200, is included in the FY 2026 Community Development General Fund Budget. Within the total amount, $4,200 is allocated for plan reviews, $20,000 for health inspections, and $40,000 for building inspections. LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the contract as to form and legality. ATTACHMENTS: 1. BVNA Agreement 2022 Page 81 of 230 ACTIONS/OPTIONS: Staff recommends that the Town Council move to authorize the Town Manager to negotiate and execute a professional services agreement with Bureau Veritas North America, Inc. in an amount of not to exceed $64,200 for on-call third party plan reviews, health inspections, and building inspections. Page 82 of 230 Page 83 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 2 of 32 in performing services under these Terms and Conditions, and the Companion Documents Agreement”). Companion Documents shall mean any documents accompanying BVNA’s Proposal, including but not limited to the Scope of Work, Fee Schedules or any other Exhibits specific to the project. BVNA shall not be responsible for failure to perform its services if i) there is a failure or delay by Client or its contractors in providing BVNA with the necessary access to properties, documentation, information, or materials; ii) Client or its contractors fail to approve or disapprove BVNA’s work; or iii) if Client causes delays in any way whatsoever. In any of these events, BVNA’s time for completion of its service shall be extended accordingly. BVNA shall not be responsible for failure to perform if such failure is due to any act of God, labor trouble, fire, inclement weather, act of governmental authority, failure of transportation, accident, power failure or interruption, or any other cause reasonably beyond BVNA’s control. In any of these events, BVNA’s time for completion of its services shall be extended accordingly. 5. Compensation: Compensation to be paid to BVNA shall be in accordance with the Schedule of Fees set forth in accordance with the agreed upon fee schedule per project. 6. Method of Payment: BVNA shall submit monthly billings to Client describing the work performed during the preceding month. Client shall pay BVNA no later than thirty (30) days after receipt of the monthly invoice by Client’s staff. If the invoice is not paid within such period, Client shall be liable to BVNA for a late charge accruing from the date of such invoice to the date of payment at the lower of eighteen (18) percent per annum or the maximum rate allowed by law. Further, if the invoice is not paid within such period, BVNA may, at any time, and without waiving any other rights or claims against Client and without thereby incurring any liability to Client, elect to terminate performance of services immediately following written notice from BVNA to Client. Notwithstanding any such termination of services, Client shall pay BVNA for all services rendered by BVNA up to the date of termination of services plus all interest, termination costs and expenses incurred by BVNA. Client shall reimburse BVNA for all costs and expenses of collection, including reasonable attorney’s fees. For work requiring a construction permit to be issued, the total fee will be billed when the permit is issued by the Jurisdiction. 7. Construction Monitoring: If BVNA is engaged by Client to provide a site representative for the purpose of monitoring specific portions of any construction work, as set forth in the proposal, then this Section 7 shall apply. If BVNA’s engagement does not include such construction monitoring, then this Section shall be null and void. In connection with construction monitoring, BVNA will report observations and professional opinions to Client. BVNA shall report to Client any observed work which, in BVNA’s opinion, does not conform to plans and specifications. BVNA shall have no authority to reject or terminate the work of any agent or contractor of Client. No action, statements, or communications of BVNA, or BVNA’s site representative, can be construed as modifying any agreement between Client and others. BVNA’s presence on the Project site in no way guarantees the completion or quality of the performance of the work of any party retained by Client to provide construction related services. Neither the professional activities of BVNA, nor the presence of BVNA or its employees, representatives, or subcontractors on the Project Site, shall be construed to impose upon BVNA any responsibility for methods of work performance, superintendence, sequencing of construction, or safety conditions at the Project site. Client acknowledges that Client or its general contractor is solely responsible for job site safety, and warrants and agrees that such responsibility shall be made evident in any Project owner’s agreement with the general contractor. Client also agrees to make BVNA an additional insured under any general contractor’s General Liability insurance policy. Prior to the commencement of the Work, Client shall provide BVNA with a certificate of insurance evidencing the required insurance. Such certificates shall be issued by an insurance carrier(s) acceptable to BVNA and shall be endorsed to include: (1) BVNA as additional insured; (2) thirty (30) days prior written notice of cancellation or material change in any of the coverages; and (3) a waiver of subrogation as to BVNA. Each policy of insurance required shall be written by an insurance company with a minimum rating by A.M. Bests & Company of A-VI. This insurance shall be primary to any insurance available to BVNA. In the event BVNA expressly assumes any health and safety responsibilities for hazardous materials or other items specified in this Agreement, the acceptance of such responsibility does not and shall not be deemed an acceptance of responsibility for any other Page 84 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 3 of 32 health and safety requirements, such as, but not limited to, those relating to excavation, trenching, drilling or backfilling. 8. Ownership of Documents: All plans, studies, documents and other writings prepared by BVNA, its officers, employees and agents and subcontractors in the course of implementing this Agreement shall remain the property of BVNA. The Client acknowledges that all intellectual property rights related to the performance of the Agreement, including but not limited to the names, service marks, trademarks, inventions, logos and copyrights of BVNA and its affiliates, (collectively, the “Rights”) are and shall remain the sole property of BVNA or its affiliates and shall not be used by the Client, except solely to the extent that the Client obtains the prior written approval of BVNA and then only in the manner prescribed by BVNA. If BVNA terminates the Agreement in accordance with the provisions of Article 29 below, any such license granted by BVNA to the Client shall automatically terminate. 9. Use of Data or Services: BVNA shall not be responsible for any loss, liability, damage, expense or cost arising from any use of BVNA’s analyses, reports, certifications, advice or reliance upon BVNA’s services, which is contrary to, or inconsistent with, or beyond the provisions and purposes set forth therein or included in these Terms and Conditions, or in the Companion Documents. Client understands and agrees that BVNA’s analyses, reports, certifications and services shall be used solely by the Client, and only Client is allowed to rely on such work product. If a third party relies on the services, analyses, reports or certifications without BVNA’s written permission, then Client agrees to defend and indemnify BVNA from any claims or actions that are brought as a result of such reliance. 10. Independent Contractor: It is understood that BVNA, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and shall not act as an agent or employee of the Client. BVNA shall obtain no rights to retirement benefits or other benefits which accrue to Client’s employees, and BVNA hereby expressly waives any claim it may have to any such rights. 11. Standard of Care: BVNA REPRESENTS THAT THE SERVICES, FINDINGS, RECOMMENDATIONS AND/OR ADVICE PROVIDED TO CLIENT WILL BE PREPARED, PERFORMED, AND RENDERED IN ACCORDANCE WITH PROCEDURES, PROTOCOLS AND PRACTICES ORDINARILY EXERCISED BY PROFESSIONALS IN BVNA’S PROFESSION FOR USE IN SIMILAR ASSIGNMENTS AND PREPARED UNDER SIMILAR CONDITIONS AT THE SAME TIME AND LOCALITY. CLIENT ACKNOWLEDGES AND AGREES THAT BVNA HAS MADE NO OTHER IMPLIED OR EXPRESSED REPRESENTATION, WARRANTY OR CONDITION WITH RESPECT TO THE SERVICES, FINDINGS, RECOMMENDATIONS OR ADVICE TO BE PROVIDED BY BVNA PURSUANT TO THIS AGREEMENT. 12. Indemnity: Subject to the Limitation of Liability included in this Agreement, BVNA shall indemnify and hold harmless Client from and against losses, liabilities, and reasonable costs and expenses (for property damage and bodily injury, including reasonable attorney’s fees), to the extent directly and proximately caused by BVNA’s negligent performance of services or breach of warranty under this Agreement. BVNA shall not be obligated to defend the Client until there is an actual finding of negligence or if the parties agree otherwise. Client shall defend, indemnify and hold harmless BVNA, its employees, directors, officers, and agents, from and against claims, losses, liabilities, and reasonable costs and expenses (including reasonable attorney’s fees) that are: i) related to, or caused by the negligence or willful misconduct of Client, its employees, or agents; ii) related to this Agreement or the work to be performed by BVNA for which BVNA is not expressly responsible; or iii) the expressed responsibility of the Client under this Agreement. 13. Limitation of Liability: To the fullest extent permitted by law and notwithstanding anything else in this Agreement to the contrary, the total aggregate liability of BVNA, its affiliates, employees, officers, directors and agents (Collectively referred to in this paragraph as “BVNA”) for all claims for negligent Page 85 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 4 of 32 professional acts, errors or omissions arising out of this Agreement is limited to $50,000 or the amount of the total fees hereunder, whichever is greater. 14. Insurance: BVNA, at BVNA’s own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies with insurers possessing a Best’s rating of no less than A:VII: a. Workers’ Compensation Coverage: BVNA shall maintain Workers’ Compensation and Employer’s Liability Insurance for its employees in accordance with the laws of the state where the services are being performed. Any notice of cancellation or non-renewal of all Workers’ Compensation policies will be sent to the Client in accordance with the policy provisions. b. General Liability Coverage: BVNA shall maintain Commercial General Liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage. c. Automobile Liability Coverage: BVNA shall maintain Automobile Liability insurance covering bodily injury and property damage for activities of BVNA employee arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired and non-owned vehicles, in an amount not less than one million dollars 1,000,000) combined single limit for each occurrence. d. Professional Liability Coverage: BVNA shall maintain Professional Errors and Omissions Liability for protection against claims alleging negligent acts, errors or omissions which may arise from BVNA’s services under this Agreement. The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis. BVNA shall name Client as additional insured and other parties that it deems appropriate to be additionally insured under BVNA’s Commercial General Liability policy and Automobile Liability policy, if requested to do so by Client. The Client, on its own behalf and on the behalf of any others that are named as additionally insured at Client’s request, agrees that providing such insurance or the additional insured endorsement shall in no way be construed as an assumption by BVNA of any liability for the negligence or willful misconduct or any wrongful behavior on the part of Client or others that are named additionally insured. 15. Consequential and Punitive Damages: Neither BVNA nor Client shall be liable under any circumstances for loss of profits, loss of product, consequential damages of any kind, indirect damages of any kind or special damages of any kind to the other party, or to any third party. No punitive or exemplary damages of any kind shall be recoverable against either party under any circumstances. 16. Cause of Action: If Client makes a claim against BVNA, for any alleged error, omission, or other act arising out of the performance of its professional services and to the extent the Client fails to prove such claim, then the Client shall pay all costs including attorney’s fees incurred by BVNA in defending the claim. Any cause of action brought against BVNA shall be brought within one (1) year of the work or services performed under this Agreement. 17. Compliance with Laws: BVNA shall use the standard of care in its profession to comply with all applicable federal, state and local laws, codes, ordinance and regulations in effect as of the date services are provided. 18. Resolution of Disputes: All claims, disputes, controversies or matters in question arising out of, or relating to, this Agreement or any breach thereof, including but not limited to disputes arising out of alleged design defects, breaches of contract, errors, omissions, or acts of professional negligence, except Page 86 of 230 Page 87 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 6 of 32 24. Confidential Information: Neither party shall disclose information identified as confidential to anyone except those individuals who need such information to perform the Services; nor should either party use such confidential information, except in connection with the Work, the performance of the Services or as authorized by the other party in writing. Regardless of the term of this Agreement, each party shall be bound by this obligation until such time as the confidential information shall become part of the public domain. Confidential information shall not include information which is either: (i) known to the public; (ii) was known to the receiving party prior to its disclosure; or (iii) received in good faith from a third party. If either party is required to produce information by valid subpoena or Court order, parties agree to first provide prompt notice to other party in order to allow the party to seek a protective order or other appropriate remedy. This shall not prevent either party from disclosing information to the extent reasonably necessary to substantiate a claim or defense in any adjudicatory proceeding. Client agrees that BVNA shall be permitted to use Client's name and logos in BVNA’s marketing materials unless advised or prohibited against it by the Client in writing. The technical and pricing information contained in any proposal or other documents submitted to the Client by BVNA shall be considered confidential and proprietary and shall not be released or disclosed to a third party without BVNA’s written consent. 25. Assignment: Neither party may assign this Agreement or any right or obligation hereunder without the prior written consent of the other party, which shall not be unreasonably withheld or delayed; provided, however, that no consent shall be necessary in the event of an assignment to a successor entity resulting from a merger, acquisition or consolidation by either party or an assignment to an Affiliate of either party if such successor or Affiliate assumes all obligations under this Agreement. Any attempted assignment, which requires consent hereunder, shall be void and shall constitute a material breach of this Agreement if such consent is not obtained. 26. Non-Solicitation/Hiring of Employees: a) To promote an optimum working relationship, the Client agrees in good faith that for the term of this Agreement and one year after the completion or termination of the Agreement not to directly or indirectly employ or otherwise engage any current employee of BVNA or any former employee of BVNA who left the employ of BVNA within the six (6) months prior to and including the date of the execution of the Agreement. The loss of any such employee would involve considerable financial loss of an amount that could not be readily established by BVNA. Therefore, in the event that Client should breach this provision and without limiting any other remedy that may be available to BVNA, the Client shall pay to BVNA a sum equal to the employee’s current annual salary plus twelve (12) additional months of the employee’s current annual salary for training of a new employee as liquidated damages. b) BVNA’s employees shall not be retained as expert witnesses except by separate written agreement. Client agrees to pay BVNA’s legal expenses, administrative costs and fees pursuant to BVNA’s then current fee schedule for BVNA to respond to any subpoena. 27. Prevailing Wage: This Agreement and any proposals hereunder specifically exclude compliance with any project labor agreement or other union or apprenticeship requirements. In addition, unless explicitly agreed to in the body of the proposal, this Agreement and any proposals hereunder specifically exclude compliance with any State or Federal prevailing wage law or associated requirements, including the Davis Bacon Act. Due to the professional nature of its services BVNA is generally exempt from the Davis Bacon Act and other prevailing wage schemes. It is agreed that no applicable prevailing wage classification or wage rate has been provided to BVNA, and that all wages and cost estimates contained herein are based solely upon standard, no-prevailing wage rates. Should it later be determined by the Client or any applicable agency that in fact prevailing wage applies, then it is agreed that the contract value of this agreement shall be equitably adjusted to account for such changed circumstance. These exclusions shall survive the completion of the project and shall be merged into any subsequently executed documents between the parties, regardless of the terms of such agreement. Client will reimburse, defend, indemnify and hold Page 88 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 7 of 32 harmless BVNA from any liability resulting from a subsequent determination that prevailing wage regulations cover the Projects, including all costs, fines and reasonable attorney’s fees. 28. Waiver: No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder. 29. Amendments: This Agreement may be modified or amended only by a written document executed by both BVNA and Client. 30. Entire Agreement: This Agreement constitutes the complete and exclusive statement of Agreement between the Client and BVNA. All prior written and oral communications, including correspondence, drafts, memoranda, and representations, are superseded in total by this Agreement. 31. Termination: This Agreement may be terminated immediately for cause or by either party without cause upon fifteen (15) days written notice of termination. Upon termination, BVNA shall be entitled to compensation for services performed up to the effective date of termination. a) Termination by Client: If the Client terminates this agreement without cause, the Client shall have two options concerning work and assignments that are in-progress. The Client shall select from: (1) Allowing BVNA the opportunity to complete all work and assignments in-progress that may be completed by another provider after the effective date of BVNA’s termination; or (2) Providing BVNA with a complete and unconditional release from any and all liability and indemnification requirements regarding all work and assignments that remain in-progress upon BVNA’s termination effective date. In the event that Client is silent on termination or does not make an affirmative selection, option (2) providing BVNA with a complete and unconditional release from any and all liability and indemnification requirements will be the default and active selection. b) Termination by BVNA: If BVNA terminates without cause, BVNA will provide client with a thirty (30) day transition period from the notice of termination to allow Client sufficient time to secure a new Service Provider. During this transition period, BVNA and Client’s responsibilities under this agreement will remain in full force and effect. At the end of the thirty (30) day transition period BVNA will cease all activities. In the event Client shall request BVNA to continue to provide any Services beyond the expiration of the transition period, including any extensions, then BVNA and Client may negotiate in good faith terms of any such extension, including the pricing of Services. 32. Interpretation of Agreement: This Agreement shall be interpreted as though prepared by all parties and shall not be construed unfavorably against either party. 33. Severability of Agreement: If any provision or provisions of this Agreement shall be held to be invalid, illegal, unenforceable or in conflict with the laws of any jurisdiction, the validity, legality and enforceability of the remaining provisions shall not in any way be effected and shall remain in full force and effect. signatures on following page] Page 89 of 230 Page 90 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 9 of 32 ATTACHMENT A SCOPE OF SERVICES CONSTRUCTION CODE SERVICES BVNA and the representatives of BVNA are charged with the enforcement of the provisions of the Jurisdiction’s Building Code, Residential Code, Mechanical Code, Electrical Code, Plumbing Code, Fuel Gas Code and Energy Code, acting in good faith and without malice in the discharge of the duties required by these codes or other pertinent law or ordinance shall not thereby be rendered personally liable for damages that may accrue to persons or property as a result of an act or by reason of an act or omission in the discharge of such duties. Plan Review Non-Structural Plan Review services shall be conducted as required by the Jurisdiction’s Building Code, Residential Code, Mechanical Code, Electrical Code, Plumbing Code, Fuel Gas Code and Energy Code, and other provided code related documents, as approved by the Jurisdiction. Applicants will be notified of Plan Review Comments and are responsible for addressing comments to the satisfaction of the Jurisdiction. The Jurisdiction has final interpretive authority over all plans and specifications. Permits are issued by the Jurisdiction. Inspections Inspection services shall be conducted as required by the Jurisdiction’s Building Code, Residential Code, Mechanical Code, Electrical Code, Plumbing Code, Fuel Gas Code and Energy Code. Special inspections as specified in chapter 17 and non-prescriptive structural inspections of the adopted International Building Code are not included and may be required as specified in the International Building Code. Any violations of the Jurisdiction’s codes or concealment of any work prior to approval by BVNA will be reported to the Building Official of the Jurisdiction. The Building Official of the Jurisdiction is the final interpretive authority and the Certificate of Occupancy will be issued at the discretion of the Jurisdiction. FIRE SERVICES Fire Services Plan Review Commercial, Multi-Family and Single Family Fire Sprinkler System Plan Review, Commercial Fire Alarm Plan Review, Commercial Underground Fire Sprinkler System Plan Review, Commercial Alternative Fire Extinguishing Systems (includes Kitchen Fire Suppression System, Clean Agent Systems, and CO2 Systems) Plan Review and Commercial Above and Below Ground Fuel Storage Tank Plan Review shall be conducted as required by the Jurisdiction’s Fire Code, and other provided code related documents, as approved by the Jurisdiction. Applicants will be notified of Plan Review Comments and are responsible for addressing comments to the satisfaction of the Jurisdiction. The Jurisdiction has final interpretive authority over all plans and specifications. Permits are issued by the Jurisdiction. (The State of Texas requires the design and installation of Underground Fire Sprinkler Supply Line plans to be performed by a Licensed Underground Fire Sprinkler Contractor.) Fire Services Inspections Commercial, Multi-Family and Single Family Fire Sprinkler System Inspection, Commercial Fire Alarm Inspection, Commercial Underground Fire Sprinkler System Inspection, Commercial Alternative Fire Extinguishing Systems (includes Kitchen Fire Suppression System, Clean Agent Systems, and CO2 Systems) Inspection, Commercial Above and Below Ground Fuel Storage Tank Inspection and Commercial Fire Certificate of Occupancy Inspection services shall be conducted as required by the Jurisdiction’s Fire Code. Any violations of the Jurisdiction’s codes or concealment of any work prior to approval by BVNA will be reported to the Building Official of the Jurisdiction. The Building Official of the Page 91 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 10 of 32 Jurisdiction is the final interpretive authority. (The State of Texas requires the design and installation of Underground Fire Sprinkler Supply Line plans to be performed by a Licensed Underground Fire Sprinkler Contractor.) Annual Fire Safety Inspections Annual Fire Safety Inspections will be conducted in accordance with the Jurisdiction’s Fire Code for commercial establishments and public buildings subject to an annual operation permit. Fire Code Plan Review Services and Inspection Services Site and building Plan Review and Inspection services shall be conducted as required by the Jurisdiction’s Fire Code. Any violations of the Jurisdiction’s codes or concealment of any work prior to approval by BVNA will be reported to the Building Official of the Jurisdiction. The Building Official of the Jurisdiction is the final interpretive authority. HEALTH SERVICES BVNA will have an exclusive agreement with Client to ensure compliance with the provisions of the Jurisdiction’s Adopted Food Establishment Ordinance. In absence of said ordinance, the provisions of Title 25 Texas Administrative Code Chapter 228, regarding the regulation of food establishments, known as the Texas Food Establishment Rules (TFER), will be enforced. The Texas Administrative Code (TAC), Standards for Public Pools and Spas, Section 265.181 - 265.200 will be enforced for public swimming pools and spas. BVNA services include the following per permitted installation: Review plans for compliance with the applicable laws and rules required. Perform inspections to determine compliance with the applicable laws and rules required. Inspections will be performed by a Texas Registered Sanitarian Update or create the required Health forms. Web-based project tracking of Health permits. Provide written report of any deficiencies. Investigation of complaints on permitted facilities. The Client will have final interpretive authority over all plans, specifications and inspections and is charged with the issuance of all permits and certificates of occupancy. PUBLIC WORKS SERVICES Upon receipt of written Notice to Proceed from Client, BVNA will provide Inspection services relative to Public Works Services as outlined below to verify conformance with approved plans, specifications and local ordinances provided by Client. Inspections Inspection services include, but are not limited to: making site observations, writing correction notices and field reports, attending meetings and answering inquiries in person or by telephone. Plan Review Plan Review services include, but are not limited to: verification of plan compliance with adopted public works standards, attendance at pre-plan design meetings and follow up on design issues. Page 92 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 11 of 32 Technical Support BVNA will be available for pre-construction or field site meetings and will provide field staff for observation purposes as needed. PLANNING AND MAPPING SERVICES Comprehensive Planning and Mapping services shall be provided as outlined below. Base Mapping BV shall prepare a corporate area base map, which shall show at least the features (a) through (k) below: a) Highway and street rights-of-way; b) Highway designations and street names; c) All major drainage ways; d) Major bodies of water; e) Block and lot lines for all platted subdivisions as available; f) Property lines within unplatted subdivisions as available; g) The width of all major utility easements; h) Railroad rights-of-way; i) All subdivisions and their names; j) Corporate limits; k) Other major facilities or features to include but not necessarily limited to: 1. Major park and recreation areas and facilities; 2. Water Treatment plants; 3. Sewage Treatment plants; 4. Extraterritorial jurisdiction line, as appropriate; and 5. Other significant features. Housing Inventory, Analysis and Plan BV shall prepare a housing conditions inventory, analysis and plan. BV shall develop criteria to be used in the classification of building conditions and formulate definitions for each classification. As a minimum, the four following classifications shall be utilized within the study: a) Standard, b) Minor Deteriorating, c) Major Deteriorating, and d) Dilapidated. BV shall perform an assessment of the exterior of all residential buildings within the city to determine the physical condition of each building or structure. BV will record vacant and abandoned residential units as the assessment is being made. BV shall use the base map to create a Housing Conditions Map depicting all housing conditions as inventoried and showing all housing and its classification as defined by the developed criteria. BV shall conduct an analysis of housing data to determine problems and housing needs of the current and prospective population. BV shall prepare a goal(s) statement and annual housing related objectives. To the extent possible, objectives shall be stated in quantifiable terms and target dates set for their achievement. BV shall identify future implementation actions and probable costs, both public and private, to be taken annually over the next three to five years. These activities shall result in the preparation of an overall program design for housing related activities. Page 93 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 12 of 32 Population BV shall compare census data of the locality from 1960 to present. BV will provide number of persons in each of the sex, race and Hispanic origin categories. BV shall determine existing population estimates of the locality by occupied dwelling units. A realistic assessment of the locality's existing population shall be made by reliable methods. BV shall estimate the locality's future population by five-year increments for the next fifteen to twenty years based on existing trends. BV will use the base map for illustrative purposes a Population Distribution Map showing the existing and projected population distribution for the planning period. Land Use Inventory, Analysis and Plan BV shall assess and inspect each plot, tract and parcel of land within the project area to determine its use. The project area should include the city's extraterritorial jurisdiction (ETJ). BV shall use categories in classifying land uses shall include, as a minimum, the following: a) Vacant (vacant developed or vacant undeveloped); b) Agriculture (cultivated and range land - five or more acres); c) Residential (single family, two family, multi-family, manufactured and mobile homes); d) Commercial; (retail and services); e) Industrial; (light and heavy); f) Public and Semi-Public (schools, parks and public buildings); and g) Other such additional or subcategories as may be deemed necessary to accurately reflect the existing pattern of land areas. BV shall prepare a color-coded Existing Land Use Map of the corporate and ETJ area using the base map. Colors should conform to standard code. BV shall make a tabulation of the existing land uses to show: a) Total acreage by use; b) Percentage of acreage in each land use; c) Acres per 100 persons, or other standard for comparison purposes; and d) Developed and undeveloped land as a percent of the total land. BV will make an analysis of the community regarding past and potential developments and will report on factors affecting the development of land, such as those below: a) Occupied dwelling units; b) Existing land use; c) Thoroughfares d) Existing and anticipated population; e) Soil characteristics as related to developments; f) Adequacy of public utilities; g) Adequacy of public facilities; h) Storm drainage problem areas; i) Natural and man-made constraints. BV shall prepare a goal(s) statement and annual land use related objectives and, using the base map at, BV shall prepare a color-coded Future Land Use Map to illustrate the future physical development of the locality during the planning period. B. Economic Development 1. Historic Development And General Characteristics Studies and plans being prepared under this contract should be coordinated with previously developed studies and plans, including any available with the appropriate state office, the regional planning council, etc. BV shall make a review and analysis of the factors which have contributed to the present development of the planning area to include the following: Development of the economy; Physical growth of the community; The relationship of the community to the region. Page 94 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 13 of 32 2. Economic Base, “Barrier Analysis" BV will prepare an inventory of the social, economic, governmental, and industrial elements of the area's development and potential. The inventory shall, to the extent possible, examine the number of people employed in the retail trade, manufacturing, construction and government, the dollar volume of various local employers, and employee income levels. The inventory shall, as a minimum, include, but need not be limited to, the following, as available and appropriate: a) Retail facilities; b) Wholesale facilities; c) Service facilities; d) Financial facilities; e) Manufacturing facilities; f) The physical facilities and rates for the following utilities and communication services: 1. Electric; 2. Water; 3. Natural gas; 4. Sewage and garbage disposal; g) Transportation; h) Quantity, quality and availability of raw materials; i) Labor supply by sex, industry, and skills; j) Available industrial sites and buildings to include: 1. Location; 2. Utility connections; 3. Transportation; 4. Availability. BV will determine to the extent possible the relationship of the elements inventoried to economic development potential. A "barrier analysis" shall be prepared which rates the following cost factors and operating condition factors, as appropriate. The ratings shall be assigned based on a comparison with regional, state, and/or national standards. a) Cost Factors: 1. Wage levels (g) Land/site costs 2. Electricity costs (h) Local property taxes 3. Fuel costs (i) Financing costs 4. Water costs (j) State costs 5. Sewer costs (k) Other(s), as appropriate 6. Building costs b) Operating Condition Factors: 1. Unskilled labor supply (k) Availability of air service 2. Skilled labor (l) Vocational education facilities 3. Productivity (m) Site availability 4. Unionization (n) School facilities 5. Labor-management relations (o) Medical services 6. Electric power availability (p) Natural features, resources, geography, etc. 7. Water and sewer availability (q) Others, such as, telecommunications, 8. Gas availability aesthetics, community receptivity, laws, 9. Common motor carrier service community organizations, debt, etc. 10. Rail/freight service c) BV shall determine whether the city should use other standards and analysis tools in addition to those above to derive an alternative comparison. Page 95 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 14 of 32 d) BV shall coordinate with community leaders and draw some conclusions as a result of the inventory and analysis required above; and, e) Determine whether the pattern of economic growth should be altered. f) BV shall suggest what type of policies and/or codes should be implemented to improve conditions for the encouragement of economic opportunities and local business expansion and attraction. 3. PLAN BV shall develop an economic development plan with goals and objectives. To the extent possible, objectives shall be stated in quantifiable terms and target dates set for their achievement. The implementation strategy should focus on private and public investment and resources. The plan shall include graphics, if appropriate, and shall suggest a response to the inventory and analysis above and provide appropriate or possible: a) Public/private sector projects and their costs; b) Financing sources and incentives; and c) Changes to policies, codes and ordinances that could improve the economic climate. C. Central Business District 1. Commercial Area Inventory BV shall make an assessment of the Central Business District (CBD) that should include its area of immediately adjacent influence to include but not necessarily limited to the following: a) The existing land use of the Central Business District; b) Street rights-of-way and pavement widths, where applicable; c) Locations and condition of sidewalks, curbs and gutters; d) On and off-street parking; e) Condition of buildings; f) Location of traffic controls by types; and g) Traffic volumes and turning movements for major streets, where available; h) Physical geographic features of the community that could have a positive or negative effect on the integrity of the CBD. BV shall show the above inventory on a symbol-coded map. BV shall prepare a drawing to show the relationship of the CBD to other supportive and competitive development within the community. 2. Analysis BV shall analyze the findings above and should determine: a) The Central Business District and its relationship to community development to determine if improvements or rearrangement of commercial facilities are needed; b) A ratio of existing and projected commercial acreage; c) A ratio of used and vacant commercial floor area in the central business district; and d) Other significant details and their impact on the vitality of the central business district as they become evident during the course of the study. 3. Central Business District Plan BV shall prepare a goal(s) statement and annual Central Business District related objectives. To the extent possible, objectives shall be stated in quantifiable terms and target dates set for their achievement. In relation to recognized problems, goals and objectives, BV shall prepare recommendations that could improve the aesthetic values and physical integrity of the Central Business District considering possible: a) Improvement to facades and alleyways; b) Pedestrian walkways; c) Landscape treatment of street medians, pedestrian ways and rest areas; and/or d) Removal of obsolete buildings and overhead utility lines. Page 96 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 15 of 32 BV shall prepare a Central Business District Plan to graphically illustrate the redevelopment of the area in relation to the formulated goals and objectives. The Central Business District Plan map(s) shall, as a minimum include but not necessarily be limited to: a) Any necessary rearrangement of land uses to improve compatibility; b) Any necessary building relocation or reorientation in order to improve their usefulness; and c) On and off-street parking areas. BV shall present phased improvements, estimated costs and sources of funding. D. Street System 1. Street Study BV shall make an inventory of the physical characteristics of the street system to record, but not necessarily be limited to the following: a) Rights-of-way widths, as available; b) Paving widths, types and condition of pavement; c) Curb and gutter and/or borrow (roadside) ditches; d) Other information concerning configuration, traffic flow, and street conditions, including possible impediments to traffic flow, particularly in an emergency situation, as appropriate and/or available. Data and information from the Texas Department of Transportation shall be used to the maximum extent feasible. Using the base map for illustrative purposes, BV shall prepare a Street Conditions Map showing the existing street system inventory. 2. Street System Analysis BV shall make an analysis of the street system and list and rank problems and should present possible alternative actions and costs in providing solutions. BV shall determine the adequacy of the system to meet existing and forecasted needs, including during emergency situations, and make recommendations for any needed improvements concerning configuration, traffic flow, and street conditions. Recommendation should prepare for contingencies, including planning evacuation routes. 3. Street Plan BV shall prepare a goal(s) statement and street-related objectives for the planning period and should include construction-related and policy–related recommendations regarding streets’ improvements. To the extent possible, objectives shall be stated in quantifiable terms and target dates set for their achievement. General improvements to meet standards and disaster resiliency needs for at least the first five to ten years shall be stated and include: a) Priorities; b) Estimated costs; and c) Sources of possible funding. Using the base map BV shall prepare a Future Street Conditions Map. The plan shall provide for the elimination of deficiencies and recommended improvements to meet forecasted needs. Improvements shall be in accordance with accepted municipal standards and shall be shown by phases. E. Thoroughfare System 1. Inventory Of Major And Collector Streets BV shall prepare standards or criteria to determine the definition for major and collector streets and shall include the information in the narrative section of the study. BV shall conduct a study of major and collector streets to determine the present condition of these streets within the planning area. The study should include but not necessarily be limited to: a) Peak hour and average daily traffic counts, where available; b) Right-of-way widths; c) Paving widths, types and condition of pavement; Page 97 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 16 of 32 d) Traffic control data; e) Parking restrictions; f) Curb and gutter; g) Origin and destination information, where available; h) Land use and traffic generator information; i) Truck routes; and, j) Emergency routes. Information from prior studies, the county, Texas Department of Transportation and other available sources shall be used to the maximum extent feasible. Using the base map for illustrative purposes, BV shall prepare a Thoroughfare Conditions Map to show b. (1) through (9), above, as applicable. 2. Thoroughfare Analysis BV shall list and rank problems related to the thoroughfares system. To determine the size and quality of streets needed in the project area, an analysis shall be made for all major and collector streets, their locations, adequacy or inadequacy for existing and forecasted population, land uses, etc. As a minimum, the following should be considered, where appropriate: a) Texas Department of Transportation traffic counts, local traffic habits, and other factors; b) Circulation studies prepared previously; and c) Street standards approved by the locality and State. 3. Thoroughfare Plan BV shall prepare a goal(s) statement and thoroughfare system-related objectives for the planning period and should include construction-related and policy–related recommendations regarding thoroughfare system improvements. To the extent possible, objectives shall be stated in quantifiable terms and target dates set for their achievement. General improvements to meet standards and disaster resiliency needs for at least the first five to ten years shall be stated and include: a) Priorities; b) Estimated costs; and c) Sources of possible funding. In relation to the analysis of existing and anticipated land use, school and park locations, travel habits, employment centers, traffic generators, traffic volumes; and in coordination with plans of the Texas Department of Transportation, and other available studies, BV shall prepare a plan for a system of thoroughfares, major and collector streets to meet the future circulation needs of the planning area. Using the base map at its contracted scale for illustrative purposes, BV shall show phased improvements on a Future Thoroughfares Map. BV will prepare sketch plans for improved channeling of traffic at intersections where problems exist or are anticipated during if needed. F. Water System 1. Water System Inventory BV shall make a review of all prior studies and other available data on the existing water system. BV shall make an inventory of the physical characteristics of the system to include, but not necessarily be limited to the following: a) Location of lines, valves, fire hydrants, and line sizes; b) location and capacity of ground and elevated storage facilities; c) Location and capacity of wells and pumps; d) Location and capacity of water treatment facilities, as appropriate; e) Location and capacity of generators; f) Condition of system elements and other system data, as available. Page 98 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 17 of 32 Using the base map for illustrative purposes, BV shall prepare a Water System Map showing existing facilities as specified in the inventory required above. Mapping shall show all facilities and illustrate the entire area that the facilities serve. BV shall report appropriate standards and criteria used to determine the water system needs and include them in the narrative section of the report, including the name of publications where standards can be found. Reference shall be made to the existing and required Drought Contingency and Water Conservation Plan. 2. Water System Analysis BV shall make an analysis of the water system and list and rank problems and should present possible alternative actions and costs in providing solutions, while particularly considering the water system’s ability to provide reliable service, including fire protection within state standards during drought conditions. As a minimum, the following should be considered in determining problems connected with the water system: a) Water quality; b) Storage facilities; c) Availability of water; future needs; d) Water pressure; e) Water costs to city; f) Water cost to customers and review of current and g) Operation procedures. Distribution lines; Ability to function under disaster situations, such as, flood, fire, tornado, power outages, etc. BV shall determine the adequacy of the system to meet existing and forecasted needs. BV shall evaluate the local system’s capability to provide water under drought and other disaster-related conditions and in regard to its drought contingency and water conservation plan and accepted conservation practices. BV shall evaluate the local system’s capability to provide water, including during drought and other disaster-related conditions, and coordinate with the Regional Water Plan and the State Water Plan, where applicable. 3. Water System Plan BV shall prepare a goal(s) statement and water system-related objectives for the planning period and should include construction-related and policy–related recommendations regarding water system improvements. To the extent possible, objectives shall be stated in quantifiable terms and target dates set for their achievement. General improvements to meet standards and disaster resiliency needs for at least the first five to ten years shall be stated and include: a) Priorities; b) Estimated costs; and c) Sources of possible funding. The studies and plans developed shall be in strict accord with criteria established by the Texas Commission on Environmental Quality (TCEQ), Texas Water Development Board TWDB), and the Texas Department of Insurance. As much as is applicable, appropriate and possible during the contract period and in coordination with TCEQ, which requires drought management plans, BV shall include drought and conservation plans in its overall water system plan. The plans should also include consideration of water provision during other disaster situations, such as flood, fire, tornado, power outages, etc. Using the base map for illustrative purposes, BV shall illustrate the existing and proposed water system and findings on a Future Water System Map. Recommended improvements shall be shown by phases. Page 99 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 18 of 32 G. Wastewater System 1. Wastewater System Inventory BV shall make a review of all information regarding the existing wastewater system. BV shall make an inventory of the physical characteristics of the system to include, but not necessarily limited to the following: a) Location, condition, and size of lines as available; b) Location of manholes and cleanouts; c) Location and capacities of lift stations; d) Location and capacity of generators; e) Treatment facility and operation arrangement. Using the base map for illustrative purposes, BV shall prepare a Wastewater System Map showing the existing facilities in relation to topographic features. BV shall report standards or criteria used to determine wastewater system needs and include the criteria in the narrative section of the report with the name of the publication(s) where standards can be found. 2. Wastewater System Analysis BV shall list and rank problems related to the wastewater system and should present possible alternative actions and costs in providing solutions. As a minimum, the following should be considered in determining problems of the wastewater system: a) Infiltration; b) Industrial waste and special treatment facilities; c) Operational procedures; d) Unserved areas; e) Characteristics of the soil and terrain affecting collection treatment; f) Ability to function under disaster situations, (flood, fire, tornado, power outages, etc.). 3. Wastewater System Plan BV shall prepare a goal(s) statement and wastewater system-related objectives for the planning period and should include construction-related and policy–related recommendations regarding wastewater system improvements. To the extent possible, objectives shall be stated in quantifiable terms and target dates set for their achievement. General improvements to meet standards and disaster resiliency needs for at least the first five to ten years shall be stated and include: a) Priorities; b) Estimated costs; and c) Sources of possible funding. Using the base map for illustrative purposes, BV shall prepare a Future Wastewater System Map illustrating phased improvements to the wastewater system in relation to the existing system and topographic features. Such prepared plan shall be done in accordance with criteria and standards established by the Texas Commission on Environmental Quality (TCEQ). H. Storm Drainage System 1. Storm Drainage Inventory BV shall conduct an assessment of the project area for any existing storm drainage facilities and all natural drainage courses to include as a minimum: a) Location and condition of drainage ways; b) Location and condition of curb and gutter, borrow (roadside) ditches, culverts, and storm sewers; c) Location of 100 years flood hazard areas; and d) Identification of areas within the community where local flooding has occurred. Using the base map for illustrative purposes, BV shall prepare a Storm Drainage Map showing the existing facilities in relation to topographic features. Page 100 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 19 of 32 2. Storm Drainage Analysis BV shall list and rank problems related to storm drainage and should present possible alternative actions and costs in providing solutions. BV shall prepare an analysis of the existing drainage system for both natural and man-made facilities. Major and minor drainage areas and areas that have experienced flooding shall be delineated. Drainage characteristics of the areas shall be briefly described and analysis shall be made to determine methods of eliminating local flooding and eroding of local streets. Data, as available through the National Flood Insurance Program of the Federal Emergency Management Agency, shall be utilized to the fullest extent possible. 3. Storm Drainage Plan BV shall prepare a goal(s) statement and storm drainage-related objectives for the planning period and should include construction-related and policy–related recommendations regarding storm drainage improvements. To the extent possible, objectives shall be stated in quantifiable terms and target dates set for their achievement. General improvements to meet standards and disaster resiliency needs for at least the first five to ten years shall be stated and include: a) Priorities; b) Estimated costs; and c) Sources of possible funding. Using the base map for illustrative purposes, BV shall prepare a Future Storm Drainage Map illustrating phased improvements related to storm drainage in relation to the existing conditions and topographic features. I. Recreation And Open Space 1. Recreation And Open Space Inventory BV shall take an inventory of the community's existing parks, recreation facilities and open spaces to include but not necessarily be limited to the following: a) Location, type and use of public parks; b) Location and type of public recreation facilities, including public school facilities; c) Open spaces of all types including boulevards, parkways, floodplains, conservation areas, etc. BV shall identify the service area of the parks and recreational opportunities it provides. Review and report on recreational facilities and open spaces serving the community's population, but outside the municipality's jurisdiction. Review and report on major recreational facilities serving the community's population that are privately or semi-publicly owned and operated. 2. Recreation And Open Space Analysis In coordination with city officials, BV shall establish level of service standards and criteria for determining adequacy of existing parks, recreational facilities and open space and future requirements. BV shall utilize workshops, hearings and/or canvasses to maximize opportunities to solicit public input on needs and document the dates of the methods used. BV shall describe the legitimate method for assessing needs. Explain how public input was used to assess needs. In consonance with the recommended standards, BV shall make a study and analysis to determine the adequacy of the existing parks and recreational facilities to meet the needs of the present and forecasted population, considering population growth, and change in composition. BV shall prepare a listing and priority ranking of problems relating to recreation facilities and open spaces. Explain how priorities were determined. Page 101 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 20 of 32 3. Recreation Facilities And Open Space Plan In cooperation with municipal agencies, BV shall determine specific goals relating to recreation and open space requirements and prepare short and long-range (five and ten years’) objectives to accomplish the stated goals. In relation of existing facilities, recognized problems, and in consonance with goals and objectives, BV shall prepare a parks and open space plan. The plan shall contain appropriate text and mapping and shall, as a minimum, include: a) Recommendations for improvements and expansion to existing facilities; b) Recommendations for the general location of new facilities; c) Recommendations for the development and protection of open space areas to include conservation areas and other areas endorsed with natural beauty; and d) Recommendations toward coordinating municipal programs and facilities with other overlapping services within the community, such as school facilities, etc. e) Population projections for the period of the plan and demographics on ethnicity, age, and income. f) The existing and proposed parks (and facilities, as appropriate), greenbelts and open spaces illustrated on the base map at its contracted scale. Recommended community improvements for the first five years shall be programmed and shall, as a minimum, include the following: a) Phasing of clear and measurable priorities; b) Timeline for completion; c) Estimated cost by project; and d) Possible sources of funding. J. Capital Improvements Program 1. Financial Analysis BV shall make a financial analysis of the municipality to the extent possible to determine the municipality's approximate ability to finance present and future capital improvements. The study should include, but not be limited to the following: a) Past, present, and anticipated sources and amounts of income; b) Annual budgets; c) Operating costs; d) Direct and overlapping public debt; e) Outstanding municipal bonds and their schedule of retirement; f) Public improvements financing practices; and g) Recommended standards concerning debt limitations. 2. Capital Needs List Based on the previous studies, and all capital needs, BV shall prepare a capital needs list of projects by category with general priorities for improvements to be accomplished during the planning period through workshop meetings with local officials. BV shall classify the type of capital improvements according to guidelines, such as: a) Mandatory: Those which protect life or health. b) Necessary: Those which are important public services. c) Desirable: Those which replace obsolete facilities. d) Acceptable: Those which reduce operating costs. 3. Capital Improvements Program In consonance with the capital needs list and in coordination with the city’s budget, BV shall prepare a schedule of projects recommended for the municipality for the first five (5) to six (6) years of the planning period. The schedule shall list projects by category together with estimated cost, sources of funds and year of construction. A map shall be prepared to show the projects by type and year of construction. Page 102 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 21 of 32 K. Subdivision Ordinance 1. Ordinance Development BV shall prepare technical material necessary for the drafting and/or updating of a subdivision ordinance that will best be adapted to direct the platting of land consistent with proposals of the previously prepared Land Use Plan. The technical material prepared shall be based on sound platting and planning principles and not be inconsistent with all applicable laws. 2. Ordinance Review Following development of the technical material and prior to adoption, BV shall seek counsel and advice from the city's attorney regarding the legal aspects and implications of subdivision controls. BV shall prepare the technical material for the subdivision ordinance in a form suitable for its adoption and submit it in report form to the Department as provided herein. L. Zoning Ordinance 1. Ordinance Development BV shall prepare technical material necessary for the drafting of zoning ordinance that will best be adapted to direct the use of land consistent with proposals of the city's previously prepared Land Use Plan. Technical material on zoning shall be based on sound zoning principles and not be inconsistent with all applicable laws, Based on the Land Use Plan and other plans related to physical development of the municipality, BV shall have prepared a Zoning District Map using the base map. 2. Ordinance Review Following development of the technical material and prior to adoption, BV shall seek counsel and advice from the city's attorney regarding the legal aspects and implications of zoning. The technical material on zoning and the recommended zoning district map shall be prepared in report form suitable for adoption. Current Planning Activities Zoning Application and request reviews and analysis Property owner information within 200 feet of site application can be mapped and mailing labels provided. Public notice can be submitted to the newspaper of record for publication and necessary documentation for agenda item posting can be provided. Letters of notification with map can be mailed and site signage (By City) can be placed on the property 15 days prior to the Commission meeting date. Zoning Ordinance based upon owner request will be prepared. (Recommended ordinance wording can be provided). An analysis/staff report can be prepared for city from a planning perspective. Presentations for the Planning and Zoning Commission can be prepared and presented. Presentations for the City Council can be prepared and presented. Adjustments to the Comprehensive Plan and zoning map can be made if approved. Site Plan Applications and request reviews and analysis* Review of application for general completeness for accepting site plan for review.* Review for compliance with appropriate general zoning district or planned development. A copy of the document to be reviewed will be red lined and a written report provided itemizing each deficiency noted and returned to city. If the city desires a direct line of communication with applicant can be facilitated. Review for compliance with landscape requirements. Review of circulation/fire lanes. An analysis/staff report can be prepared for city from a planning design perspective. Page 103 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 22 of 32 Presentations for the Planning and Zoning Commission can be prepared and presented. Presentations for the City Council can be prepared and presented. Preliminary Plat Applications and reviews Review of application for general completeness for accepting for review. ** Rejection letter if necessary to stop 30-day clock for automatic approval. Review for compliance with appropriate general zoning district or planned development guidelines. A copy of the document to be reviewed will be red lined and a written report provided itemizing each deficiency noted and returned to city. If the city desires a direct line of communication with applicant can be facilitated. An analysis/staff report can be prepared for city approval/denial recommendation. Presentations for the Planning and Zoning Commission can be prepared and presented. Presentations for the City Council can be prepared and presented. Final Plat Applications and reviews Review of application for general completeness for accepting for review. ** Rejection letter if necessary to stop 30-day clock for automatic approval. Review of conformance to preliminary plat. Review for compliance with appropriate general zoning district or planned development guidelines. A copy of the document to be reviewed will be red lined and a written report provided itemizing each deficiency noted and returned to city. If the city desires a direct line of communication between applicant and BV can be facilitated. An analysis/staff report can be prepared for city approval/denial recommendation. Presentations for the Planning and Zoning Commission can be prepared and presented. Presentations for the City Council can be prepared and presented. Base Map/Zoning Map Updating: Preparation of new digital base map. Updating existing base map. Updating or preparing zoning maps. 911 Addressing Development of a 911 addressing system (Digital base map to be provided by city or prepared by BV). Address all new developments Preliminary consultations can be provided to an applicant upon request to assist and guide them in the plan preparation process. If not available BV will develop checklists for each type of development to be used to check for minimum submittal requirements of an application. ADA SERVICES PHASE 1 ADA Services Phase 1A: ADA Coordinator and Department Liaison Selection and Training Scope: Assist City with identifying an ADA Coordinator if not already done so. Work with appointed ADA Coordinator to identify ADA Liaisons, at a minimum, for all public facing departments (i.e. Permitting, Water Utility, Library, Parks & Rec., Police, Fire, etc…). Help ADA Coordinator develop training material for distribution to all ADA Liaisons. Also assist ADA Coordinator to develop a master schedule for quarterly, bi-annual or annual meetings between ADA Coordinator and ADA Liaisons (ADA Task Force). Page 104 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 23 of 32 Phase 1B: ADA Notice Development and Distribution Scope: Assist appointed ADA Coordinator with development of ADA Notice specific to the City represented. Ensure that all ADA notices are displayed at public facing and internal facing areas. Ensure that ADA notice is also placed on city website. Phase 1C: ADA Grievance Procedure Development and Distribution Scope: Assist appointed ADA Coordinator with development of ADA Grievance Procedure. Develop complaint form and make complaint form accessible. Ensure that procedure includes ability for complainants to access and file complaints easily. Ensure that grievance procedure is available on city website and accessible. Phase 1D: ADA Training at Staff Level Public Facing Departments Scope: Once ADA Coordinator and ADA Liaisons are identified, develop a training schedule to allow public facing department staff to attend ADA training. Assist ADA Coordinator with one training session. Assist with development of training materials. PHASE 2 ADA Services IMPORTANT: Sample of Tasks & Costs Only – Client Specific Tasks & Costs TBD Phase 2A: ADA Self-Evaluation Scope: o Task 1 – Project Management: Bureau Veritas (BV) will maintain project records, budgets, and communication during the project duration. BV will provide weekly project update calls to assigned City staff (ADA Coordinator) to keep schedule current. o Task 2 – Project Kickoff: Meet with City staff to introduce the proposed project tasks, schedule, and method of prioritizing barrier removals. Coordinate with City staff to identify and collect necessary documents to support Self-evaluation process and facilities survey. o Task 3 – Initiate Self-evaluation: 3A: Meet with major public facing departments ADA Liaisons (Parks & Rec., Police, Fire, Codes & Permitting, Public Works, Library, Health) to begin review ordinances, policies, and procedures of programs, services, and activities. 3B: Provide instructions and handouts to ADA Liaisons and describe how they can perform reviews of item 3A and by what scheduled date the reviews are due back to BV for compiling. 3C: Work with ADA Liaisons to ensure they understand their responsibilities to update the final ADA Transition Plan in future years. o Task 4 – Facilities Survey: 4A: Public buildings – Survey three (3) City buildings (City Hall, Court House, and Library) to determine compliance and non-compliance with ADA regulations. 4B: Public parking lots – Survey three (3) public parking lots (City Hall, Court House, and Library) to determine compliance and non-compliance with ADA regulations. 4C: City parks – Survey up to three (3) city parks to review shelters, restrooms, sport courts, fields, pools, concession stands, playground equipment, pedestrian and bicycle trails. 4D: Signalized intersections – Survey up to fifteen (15) city owned and maintained signalized intersections. BV will evaluate curb ramps and sidewalks leading to each Page 105 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 24 of 32 intersection. Signage at each intersection will also be reviewed. Which intersections to survey depends on City staff input, traffic volumes, and adjacent land uses. 4E: Sidewalks – Survey up to four (4) miles of City sidewalks, curb ramps, and path of travel along arterial roadways. Which City sidewalks, curb ramps, and path of travel to survey depends on City staff input, traffic volumes, pedestrian use, and adjacent land uses. o Task 5 – Survey Data Reporting: 5A: BV will create a survey and cost reporting for each facility noted in Task 4. Each survey report will note compliance status with ADA and State standards and include the following: Listing of facilities in compliance. Listing of facilities not in compliance. Recommended actions to resolve non-compliance elements. Prioritize list of recommended actions based on agreed upon methodologies between BV and City staff. Assign conceptual costs and budget based on prioritized list of recommended actions. Provide photo log of each facility surveyed. Provide listing of sidewalks, curb ramps, and signalized intersections data for compiling into City GIS system. 5B: Review City Boards and Commissions policies and procedures for compliance with ADA regulations. Phase 2B: ADA Transition Plan Scope: o Task 1 – Coordinate with ADA Coordinator on strategy for developing Transition Plan including review of City ordinances, design standards relating to sidewalks, curb ramps, Identify policies and procedures for compliance with ADA regulations. o Task 2 – Develop survey process to assist ADA Coordinator with evaluating accessibility improvements identified in Phase 2A: ADA Self-evaluation. Utilize prioritization methodology developed within Phase 2A for recommended improvements. o Task 3 – Assist ADA Coordinator in creating an implementation schedule for accessibility improvements. Prioritize improvements by facility type, severity, and cost estimates. o Task 4 – Review and recommend exceptions and exemptions that may apply under ADA regulations such as historic significance, alteration affecting fundamental nature of programs, services, and activities, structural feasibility, and programs affected by financial and administrative burden. o Task 5 – Assist ADA Coordinator with defining on-going budget needed to implement the Transition Plan and bring non-compliance elements into compliance. Help identify possible external funding sources if applicable. Phase 2C: Public Participation, Outreach, and City Staff Training Scope: The Department of Justice requires public entities to engage with the public during the ADA Transition Plan development including appropriate consultation with individuals with disabilities. Page 106 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 25 of 32 o Task 1 – BV will facilitate one (1) public workshop for the City to review draft ADA Self- evaluation and ADA Transition Plan. o Task 2 – BV will prepare outreach materials and prepare brief summary of the workshop and highlight actions items. o Task 3 – Conduct ADA Coordinator and Liaisons training relating to disabilities etiquette, technologies, and procedures that can assist City staff in providing services to people with disabilities. Phase 2D: Meetings, Presentation to Council, and Documentation Scope: o Task 1 – Progress Meetings: BV will conduct up to three (3) on-site meetings during the project period. Other meetings can be conducted by conference calls with ADA Coordinator and Liaisons. o Task 2 – City Council Meeting: BV will conduct one (1) meeting to introduce the project to Council and present the final ADA Self-evaluation and ADA Transition Plan. o Task 3 – Summary Documents: Provide meeting minutes after on-site meetings or conference calls to help guide ADA Coordinator and Liaisons. o Task 4 – Draft ADA Self-evaluation and ADA Transition Plan: Based on the ADA Self- evaluation process as detailed on Phase 2A, the documents will include the following: 4A: Executive summary describing the project purpose, process, and significant findings. 4B: Review of policies, procedures, and recommendations for improvement as noted in Phase 2A. 4C: A schedule that is developed in phases with cost estimates for the removal of accessibility barriers that cannot be resolved through changes to program or services by relocating, using auxiliary aides, or providing equivalent facilitation. 4D: BV will provide reproducible hard copies of the ADA Self-evaluation and ADA Transition Plan and electronic PDF format to the City ADA Coordinator for use and distribution. o Task 5 – Final ADA Self-evaluation and ADA Transition Plan: Following the review of the draft plans as noted in Task 5, BV will incorporate comments and prepare final plans for ADA Coordinator use and distribution. o Task 6 – Final Deliverables: 6A: Two (2) paper copies each of Draft ADA Self-evaluation and ADA Transition Plan. 6B: Two (2) paper copies of Final ADA Transition Plan and one (1) PDF copy including any appendices. 6C: One (1) electronic GIS copy of all field data compatible with City GIS system. HYGIENE SAFETY EXCELLENCE BVNA has launched a certification label based on health measures to accompany the resumption of activity in various industries, both private and public. The Hygiene Safety Excellence Certification program assists with reopening facilities and services. Our partnership with the Cleveland Clinic provides clear guidance and ensures confidence for both internal employees and the public as programs and services resume. This certification program includes the following five phases. All phases may be selected or individual phases may be selected to match the needs requiring assistance and BVNA will assist accordingly. Page 107 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 26 of 32 I. CONSULTING: Build a detailed Hygiene Safety Excellence (Guide) for prevention and safety. II. TRAINING AND COMMUNICATION: Create and administer communication/training kits for good hygiene practices for all employees (optional collaboration initiatives between Client marketing and BV marketing to promote hygiene safety). III. INITIAL AUDIT: Complete initial audit and reporting of hygiene protocols and operational requirements (optional surface testing if requested). IV. HYGIENE SAFETY EXCELLENCE LABEL: Apply for Hygiene Safety Excellence Certification and install Certification label). V. SURVEILLANCE: Continue ongoing auditing and testing in order to comply with the Hygiene Safety Excellence (Guide). Page 108 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 27 of 32 ATTACHMENT B FEE SCHEDULE CONSTRUCTION CODE SERVICES Fee Table 1 - Commercial and Multi-Family construction plan review Valuation Fee 1.00 to $10,000.00 $50.00 10,001.00 to $25,000.00 $70.69 for the first $10,000.00 plus $5.46 for each additional $1000.00 25,001.00 to $50,000.00 $152.59 for the first $25,000.00 plus $3.94 for each additional $1000.00 50,001.00 to $100,000.00 $251.09 for the first $50,000.00 plus $2.73 for each additional $1000.00 100,001.00 to $500,000.00 $387.59 for the first $100,000.00 plus $2.19 for each additional $1000.00 500,001.00 to $1,000,000.00 $1,263.59 for the first $500,000.00 plus $1.85 for each additional $1000.00 1,000,001.00 and up $2,188.59 for the first $1,000,000.00 plus $1.23 for each additional $1000.00 Fee Table 2 - Commercial and Multi-Family construction inspection Valuation Fee 1.00 to $10,000.00 $76.92 10,001.00 to $25,000.00 $108.75 for the first $10,000.00 plus $8.40 for each additional $1000.00 25,001.00 to $50,000.00 $234.75 for the first $25,000.00 plus $6.06 for each additional $1000.00 50,001.00 to $100,000.00 $386.25 for the first $50,000.00 plus $4.20 for each additional $1000.00 100,001.00 to $500,000.00 $596.25 for the first $100,000.00 plus $3.36 for each additional $1000.00 500,001.00 to $1,000,000.00 $1,940.25 for the first $500,000.00 plus $2.85 for each additional $1000.00 1,000,001.00 and up $3,365.25 for the first $1,000,000.00 plus $1.89 for each additional $1000.00 Fee Table 3 - Construction or Improvement of a Residential Dwelling New Residential Construction Plan Review and Inspection Fee Square Footage (S.F.) Fee 0 - 1,500 S.F. $785.00 1,501 - 10,000 S.F. $785.00 for the first 1,500 S.F. plus $0.35 for each additional S.F. to and including 10,000 S.F. Over 10,000 S.F. $3,760.00 for the first 10,000 S.F. plus $0.15 for each additional S.F. over 10,000 S.F. Page 109 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 28 of 32 Plan Review Only Plan Review Fee Only Per Dwelling Unit, a new plan for previously reviewed plan or Master Plan 200.00 per Plan or per Address Plan review fee when a permit has been issued for the dwelling and the construction plans are altered such that an additional plan review is required (excludes new plan) 150.00 per Plan or per Address Alterations / Additions / Improvements for Residential Construction Trade Permits Fee Building, Mechanical, Electrical, Plumbing, Fuel Gas and similar $ 100.00 per trade Other project types not listed above $160.00 per trade Miscellaneous residential projects such as, but not limited to, Accessory Structures, Fences, Pools, etc. See Fee Table 2 All fees billed upon issuance of the permit by the jurisdiction Back-up inspections Backup inspections will be performed during times of inspector absence due to illness, vacation or training at the listed rates. All other project activity will utilize the tables above. Single Family Residential Commercial and non-Single Family Residential 76.92 per address/building 125.00 per address/building/unit FIRE SERVICES Single Family Residential Fire Services Fire Code Plan Review Services $175.00 Fire Code Inspection Services $400.00 Fire Code Plan Review Services - Commercial and Multi-Family construction Fire Alarm System & Fire Sprinkler System) Valuation Fee, Each System Less than $6,250 $200.00 6,250 to $250,000 $300.00 251,000 to $500,000 $425.00 501,000 to $1,000,000 $550.00 1,001,000 to $3,000,000 $800.00 3,001,000 to $6,000,000 $1,200.00 6,000,000 and up $1,200.00 plus $0.38 for each additional $1,000.00 Fire Code Inspection Services - Commercial and Multi-Family construction Fire Alarm System & Fire Sprinkler System) Valuation Fee, Each System Less than $6,250 $300.00 6,250 to $250,000 $425.00 Page 110 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 29 of 32 251,000 to $500,000 $525.00 501,000 to $1,000,000 $675.00 1,001,000 to $3,000,000 $950.00 3,001,000 to $6,000,000 $1,425.00 6,000,000 and up $1,425.00 plus $0.38 for each additional $1,000.00 Valuation is based on construction valuation for project Fire Underground Fire Code Plan Review (1 hour minimum) $100.00 per hour Fire Code Plan Inspection (1 hour minimum) $250.00 per hour Fire Extinguisher Suppression System Per permit, one Inspection $450.00 Each re-inspection $100.00 Fire Certificate of Occupancy Inspections Fire Certificate of Occupancy inspections Minimum one hour per inspection 150.00 per hour Annual Fire Safety Inspections Day Care, Foster Home, Commercial Business each inspection and re-inspection per location) 100.00 Nursing Home / Assisted Living / School each inspection and re-inspection per location) 250.00 Underground / Aboveground Fuel Storage Tanks Fire Code Plan Review $350.00 Fire Code Inspection $450.00 Site Plan Fire Code Plan Review (2 hour minimum) $250.00 per hour Fire Code Plan Inspection (2 hour minimum) $250.00 per hour The construction valuation is determined by the greater of the declared valuation of the project or the valuation calculated using the International Code Council Building Valuation Data table, first update of each calendar year. Example: Square Foot Construction Costs Group 2018 International Building Code) IA IB IIA IIB IIIA IIIB IV VA VB B Business 200.26 192.96 186.54 177.38 161.90 155.84 170.40 142.43 136.08 The Square Foot Construction Cost does not include the price of the land on which the building is built. The Square Foot Construction Cost takes into account everything from foundation work to the roof structure and coverings but does not include the price of the land. The cost of the land does not affect the cost of related code enforcement activities and is not included in the Square Foot Construction Cost. New Building Page 111 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 30 of 32 Group B occupancy Type VB construction 10,000 square feet total building area Declared construction valuation $1,200,000. Calculated construction valuation - 10,000 square feet X $136.08 per square foot = $1,360,800. The calculated construction valuation is greater than the declared construction valuation so $1,360,800 is used to calculate the Bureau Veritas fee for the project. Note: BVNA fees do not include any taxes, licensing or other fees imposed by governmental or outside agencies. HEALTH SERVICES PER INSPECTION ONLY: Food Service Inspections - Per each inspection Permanent Food Establishment Inspection Mobile Food Vendor (Hot and Cold Truck) Inspection Seasonal Vendor Inspection Public Swimming Pool Inspection 1 - 150 per year - 150.00 Each after 150 - 125.00 Temporary Event Inspection - Per each vendor permit (up to 5 permits per event) 100.00 6 or more permits per event) $150.00 per hour Minimum two hours Complaint Investigation - Per each complaint $150.00 Consultation outside of the aforementioned scope of services: Health Plan review, Health Final and CO inspections and/or for each re-inspection. Minimum one hour 150.00 per hour PUBLIC WORKS SERVICES Public Works Inspection Only 2.5% of the cost of construction Public Works Plan Review & Inspection 3.0% of the cost of construction Temporary Back Up Inspection $150/hour, minimum 4 hours. PLANNING AND MAPPING SERVICES Fixed Fees (Based on estimated population in $/1,000 people, minimum 5,000 people) Comprehensive Planning and Mapping Item Elements Cost / 100 people Min. Hours 1 Base Planning a. Base Map* b. Land Use c. Population d. Housing+D45 $2,000 67 2 Parks & Recreation $750 25 3 Thoroughfare Plan $750 25 4 Central Business District Planning $1,250 42 5 Zoning Ordinance fixed fee) 6,500 43 Page 112 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 31 of 32 6 Subdivision Ordinance fixed fee) 6,500 43 7 Streets Condition Study $700 23 8 Water Study Distribution and Supply $1,000 33 9 Wastewater Collection and Treatment $1,000 33 10 Capital Improvement Plan $300 10 11 Digital Map preparation* $1,000 33 12 Citizen Participation $1,250 42 As a minimum Item 1 and 12 must be included in any study except Item 11 which is a standalone element Assume easy access to documents - additional research listed under additional services Hourly Fees Available Planning Services Element Cost Site Plan Review $150 per hour (1 hour minimum) Site Plan Preparation $150 per hour (1 hour minimum) Zoning Application Review $150 per hour (1 hour minimum) SUP Application Review $150 per hour (1 hour minimum) Zoning Board of Adjustment Application Review $150 per hour (1 hour minimum) Sign Application Review $150 per hour (1 hour minimum) Zoning Case Ordinance Preparation $150 per hour (1 hour minimum) Plat Review - Planning Perspective $150 per hour (1 hour minimum) Public Hearing Notice map and ownership list (City Mails) $150 per hour (1 hour minimum) Zoning Map Updates $150 per hour (1 hour minimum) 911 Address mapping (First Time) 1,000 per person Min. 33 hours 911 Address mapping updates $150 per hour (1 hour minimum) City Council/Planning and Zoning Meeting $225 per hour (1 hour minimum) Contract Planning Director $175 per hour (1 hour minimum) Contract Planner $150 per hour (1 hour minimum) Contract work for Developer interests $150 per hour (1 hour minimum) Easement Acquisition Negotiator $150 per hour (1 hour minimum) Additional Services $150 per hour (1 hour minimum) Assume easy access to documents - additional research listed under additional services Reimbursable Expenses ($150 per hour) Reimbursable expenses shall include, but not be limited to, the following: Mileage (Per current IRS rate) Domestic Travel Per Diem (Per current GSA rate plus lodging) Other Direct Project Expenses (at cost plus 15%) including: Printing, graphics, photography and reproduction Special shipping Page 113 of 230 BUREAU VERITAS NORTH AMERICA, INC. Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021 Page 32 of 32 ADA SERVICES Grand Total for Phase 1 Scope of Work Phase 2 Details Number of Hours Rate per Hour Sub-total 1A – ADA Coordinator & Liaisons Selection & Training 40 $150.00 $6,000.00 1B – ADA Notice Development & Distribution 40 $150.00 $6,000.00 1C – ADA Grievance Procedure Development & Distribution 40 $150.00 $6,000.00 1D – ADA Training of City Staff of Public Facing Depts. 56 $150.00 $8,400.00 Grand Total: 176 (1.5 wks) $26,400.00 Grand Total for Phase 2 Scope of Work Phase 2 Details Number of Hours Rate per Hour Sub-total 2A – ADA Self-evaluation 576 $150.00 $86,400.00 2B – ADA Transition Plan 96 $150.00 $14,400.00 2C – Public Participation, Outreach, and City Staff Training 40 $150.00 $6,000.00 2D – Meetings, Presentation to Council, and Documentation 168 $150.00 $25,200.00 Grand Total: 880 (5.5 mos.) 132,000.00 Note that any additional services above and beyond the scope of work noted above will incur additional fees which BV can review and provide cost estimates to accommodate the City. HYGIENE SAFETY EXCELLENCE Service(s) Related Protocol(s) Fee(s) Consulting – Hygiene Safety Excellence Protocol (Guide) Client Specific One-time fee) 1,250 per man day eLearning platform and sector specific modules Client Specific $15 per user, plus One-time setup cost $500 Optional custom portal per unique module / department function ($2,000) Physical Audit Client Specific $1,450 estimate per Facility* Surface Testing (optional)** Client Specific Pricing available for review Certification Client Specific $195 estimate per Facility The fee for a larger-sized building may be a higher fee than the estimated Fee shown in the Table. BVNA will propose a fee per facility. BVNA recommends 10 surface tests per property of random surfaces of service counters, etc. Page 114 of 230 TOWN COUNCIL COMMUNICATION MEETING DATE: October 13, 2025 FROM: Matt Cox, Director of Community Development AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute a professional services agreement with HE Planning+Design, LLC in an amount not to exceed $30,000 for on-call professional planning and consulting services. (Matt Cox, Director of Community Development) BACKGROUND/SUMMARY: The Community Development Department utilizes professional planning services provided by HE Planning+Design, LLC on an as-needed basis in lieu of hiring a full-time Town planner. Under the proposed contract, HE Planning+Design, LLC will provide at least one staff member on an on-call basis to review and make recommendations on development applications, assist with reports and memos, draft Town ordinances for the Town Attorney’s review, and advise Town staff on other development-related matters as needed. This contract provides a cost-effective method for ensuring high-quality service delivery to Trophy Club residents. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: On-call planning services provided by HE Planning+Design, LLC are budgeted in an amount not to exceed $30,000. Funding for the professional services agreement is included in the FY 2026 Community Development General Fund – Professional Outside Services account. LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the contract as to form and legality. ATTACHMENTS: 1. Agreement ACTIONS/OPTIONS: Staff recommends that the Town Council move to authorize the Town Manager to negotiate and execute a professional services agreement with HE Planning+Design, LLC in an amount not to exceed $30,000 for on-call professional planning and consulting services. Page 115 of 230 heleneve@HEPlanningDesign.com (469)360-6618 8458 HOWELL DRIVE  FRISCO, TEXAS 75034 PHONE: (469)360-6618  heleneve@HEPlanningDesign.com October 1, 2025 Mr. Matthew Cox Director of Community Development Town of Trophy Club 1 Trophy Wood Drive Trophy Club, Texas 76262 RE: Professional Services Agreement for Planning Services for the Town of Trophy Club, Denton and Tarrant County, Texas. Dear Matthew: Thank you for considering HE Planning+Design, LLC (HEP+D) for professional on-call planning services for the Town of Trophy Club for the fiscal year of October 2025 through September 2026. I have outlined the services I propose to complete below. SCOPE OF SERVICES Planning Tasks HEP+D will provide technical review of the following applications: 1. Zoning Applications, including Straight Zoning, Specific Use Permits, Conditional Use Permits, and Planned Development Districts; 2. Board of Adjustment Applications; 3. Site Plan Applications; 4. Plat Applications; 5. Landscape and Screening Applications; 6. Sign Applications; 7. Variance and Waiver Applications; 8. Draft Agendas and Case Reports for posting; 9. Drafting PD, SUP, and CUP ordinances for city attorney review; 10. Minor ordinance and Comprehensive Plan amendments necessary to process a zoning application; and 11. Respond to zoning and development inquiries from city staff and others (as authorized by staff) and provide direction based on ordinance regulations in effect at the time of the inquiry. Method HEP+D will: 1. Review the applications and identify compliance with the adopted zoning ordinance, subdivision regulations, comprehensive plan, and other adopted plans; 2. Provide the reviews in written and graphic format (PDF review) for clear understanding of the comments; Page 116 of 230 heleneve@HEPlanningDesign.com (469)360-6618 8458 HOWELL DRIVE  FRISCO, TEXAS 75034 PHONE: (469)360-6618  heleneve@HEPlanningDesign.com 3. Coordinate review comments for consensus with staff, city engineer, city attorney, Trophy Club Municipal Utility District, TXDOT, and other required entities as authorized by you; and 4. Will prepare the yearly submission application calendar and provide updates as indicated and directed by you and the Town Secretary throughout the year. Review Turnaround HEP+D will provide the review comments within ten (10) business days of receipt of the application. Agendas, publications in the official newspaper, and public hearing notices will be sent to you and the Town Secretary for posting in the Town’s official agenda location and on the Town of Trophy Club website. Notifications that are required to be mailed will be provided to you and the Town Secretary for mailing from the Town. HEP+D will provide the ownership database for mailing label production. Agendas will be sent no later than 24 hours prior to a posting deadline. Publications required to appear in Trophy Club’s official newspaper will be sent via email to the Community Development Department 24 hours prior to the publication’s deadlines unless directed to submit notifications to the Town Secretary for submission. Please note, applicants that do not resubmit according to the deadline date on the adopted development calendar will be processed on an amended schedule and will not be placed on the originally anticipated agenda date for consideration. Meetings HEP+D, Helen-Eve L. Beadle, AICP will attend meetings with applicants, consultants, and town staff in person or via internet session, as directed by you. FEE AND BILLING HEP+D will perform the services described above based on the Town of Trophy Club General Planning Services for the hourly rates below. Intern $60.00 Planner I $90.00 GIS Analyst $100.00 Planner Project Manager $120.00 Principal Planner $175.00 Invoice Fee/each $50.00 Administrative Assistant $40.00 Direct expenses such as blueprinting, copying (full size and reductions included), scanning, color copies, mileage, deliveries, will be invoiced at 1.15 times cost. Page 117 of 230 heleneve@HEPlanningDesign.com (469)360-6618 8458 HOWELL DRIVE  FRISCO, TEXAS 75034 PHONE: (469)360-6618  heleneve@HEPlanningDesign.com On-call Planning Services Hourly, not to exceed $30,000.00* *The fee quoted above is based on review of past agendas available and general understanding of the number of cases per year. Should the scope of services change from the contents in this agreement, I will notify you of the need to reconsider the scope. Invoices will be submitted monthly based on services performed. Billing will be due and payable to HE Planning+Design, LLC, 8458 Howell Drive, Frisco, Texas 75034 within 25 days of receipt. ADDITIONAL SERVICES Any items requested by you that are not outlined in the above scope would be considered additional services and would be provided as requested and authorized by you. In the event you need these services for such items I can provide you with a letter agreement for them. This scope does not include: 1. Preconstruction meeting attendance, Public Improvement Developer’s Agreements, Financial Assurance, Bonds, Construction Contracts, Inspections, Impact Fee updates, and Right-of-Way Permits as those tasks are under the responsibility of an engineer. 2. Comprehensive Plan updates, zoning ordinance, subdivision ordinance, and ordinance rewrites/updates. 3. GIS Geographic Information System services including mapping updates. CLOSURE Your signature and return of one copy of this professional services agreement shall serve as direction to proceed. I appreciate the opportunity to submit this agreement for on-call professional planning services. Please contact me if you have any questions. I look forward to continuing working with you and the Town of Trophy Club. Sincerely, Helen-Eve L. Beadle, AICP AGREED and accepted this day of October, 2025. Brandon Wright, Town Manager Town of Trophy Club Page 118 of 230 TOWN COUNCIL COMMUNICATION MEETING DATE: October 13, 2025 FROM: Chase Ellis, Director of Parks & Recreation AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute a three- year purchase and service agreement with Pyrotex, Inc. in the amount of $30,000 annually for the Fourth of July fireworks show. (Chase Ellis, Director of Parks & Recreation) BACKGROUND/SUMMARY: The Town of Trophy Club’s annual 4th of July Celebration is one of the community’s most anticipated events, bringing residents and visitors together for an evening of family-friendly activities, live entertainment, and patriotic spirit. The evening concludes with a grand fireworks display, serving as the signature highlight of the celebration. To ensure a professional, high-quality, and safe show, the Parks and Recreation Department has coordinated with Pyrotex, a well-established fireworks vendor, to provide a 20-minute display. The agreement includes all necessary services, such as procurement, setup, execution, and compliance with all applicable safety regulations and permitting requirements. To secure the event date and stabilize costs, the Town has negotiated a three-year contract with Pyrotex. Under this agreement, the vendor will honor current pricing for the duration of the contract, with an annual deposit due at the start of each new fiscal year. BOARD REVIEW/CITIZEN FEEDBACK: N/A FISCAL IMPACT: The Town solicited proposals from three vendors; one declined due to the inability to meet the Town’s requirements. Of the two qualified bids received, Pyrotex submitted the lowest-cost proposal at $30,000 annually, making them the most cost-effective option for providing this service. The cost for the 2026, 2027, and 2028 fireworks shows will be $30,000 per year, which is included in the FY 2026 Budget within the Hotel Occupancy Tax Fund. LEGAL REVIEW: Town Attorney, Dean Roggia, has provided the vendor with the agreement for acceptance of the Town's terms. ATTACHMENTS: Page 119 of 230 1. Pryrotex Proposal 2. Service Agreement ACTIONS/OPTIONS: Staff recommends that the Town Council move to authorize the Town Manager to negotiate and execute a three-year purchase and service agreement with Pyrotex, Inc. in the amount of $30,000 annually for the Fourth of July fireworks show. Page 120 of 230 Town of Trophy Club 2 0 2 6 P R O P O S A L F O R Page 121 of 230 To ce le b r ate o u r Na t io n’s I nde p ende nc e, P yrote x p ro p os es a custom 20-min u t e aer ial fir ew o r k d ispl a y us ing a mi x o f u p t o 3 " aer ial s h el ls, ba s ed on t h e p ro p ose d fir in g si t e, a nd mul t i-shot eff ect b oxes fir ed fr om a se mi -tra i le r b a sed o n t h e fo ll owi ng s hel l c ount s -- 2"-3 " Ca kes - 4 40 S h el ls 2 .5" - 3 84 S h el ls 3" - 74 4 S h el ls The fi r ewo rk sho w wil l b e ch or e o g raphe d to a P a tri ot i c sou ndtr a c k pe rfect f or t h e eve nt an d sha ll be des i gn e d t o b e e nj oye d by an a udi e nce in t h e ro un d . In addi t io n to t h e t radi t io nal G r and Fin a le , e a ch m us i c tr a ns i tion w il l incl ude a m in i -f in a le t o ma i nta in an up b eat te mpo t h ro ug h out the displ ay. Un i que p atte rn ed s h el ls, h an d-cr a f t ed in C h in a , w il l m ix wit h tr aditi on al flor a l p a tte rns to ad d i nte re s t a nd ke ep t h e a u d i en ce cu riou s for more . P y ro tex wi ll wo rk w ith the e v en t co o r d in a to rs to de s ign a n upbea t , fam il y fri en d ly so un d tra ck t o en h a nce the di s p lay . T he le ad py ro t echn i c i an w il l co or d ina t e w i th t he DJ o r s p on so rin g r adio s tati on t o p ro je ct the s oundt r ac k s o that e v er y on e in th e v ie wi ng a re a wi ll be abl e t o en jo y t he c om p le t e sho w . P y ro tex lo ads al l s h o ws as a sam e-da y pr oc es s . The c rew w ou ld arr ive on s ite i n t he afte r noo n on t h e d a y of the ev en t wit h t r ail er an d pr odu c t a nd wou ld r em a in o ns i te u nti l the c on c lu sion o f the cl e an up ab o ut 2 h ou rs afte r t h e di s p lay fir es. An e xa mpl e of a s i mi lar di s p lay c an be f oun d at -- ht t p s ://w w w.y ou tu b e.c om/wa t ch ?v =XA8 q jzD ugZ Q&t=1 02 s Custom Show Design The information contained within this proposal is proprietary to Pyrotex, Inc. and may not be released or disseminated to any other party without written permission of Pyrotex, Inc. © Copyright 2025 – Pyrotex, Inc.Page 122 of 230 Investment P y r o t e x w i l l p r o v i d e y o u r d i s p l a y o n J u l y 4 , 2 0 2 6 f o r a t u r n k e y c o s t o f $3 0 ,0 0 0 f o r a 2 0 -m i n u t e d i s p l a y . . A n o n -r e f u n d a b l e 5 0 % r e t a i n e r w i l l b e d u e a t c o n t r a c t s i g n i n g a n d t h e r e m a i n i n g b a l a n c e d u e b e f o r e t h e s h o w d a t e . O u r d i s p l a y i s s o l d a s a c o m p l e t e p a c k a g e t o i n c l u d e l i c e n s e d l e a d p y r o t e c h n i c i a n w h o w i l l c o o r d i n a t e w i t h t h e e v e n t c o o r d i n a t o r , C D L H a z m a t l i c e n s e d d r i v e r t o c a r r y t h e p r o d u c t t o a n d f r o m t h e f i r i n g s i t e , s t a t e a n d l o c a l f i r e w o r k p e r m i t s , f i r e m a r s h a l p r e s e n c e , f i r e w a t c h , c e r t i f i c a t e o f i n s u r a n c e l i s t i n g c i t y a n d a n y l a n d o w n e r s a s a d d i t i o n a l i n s u r e d s ($5 m i l p e r o c c u r r e n c e , $6 m i l a g g r e g a t e ), p r o d u c t f i r e d f r o m a u t i l i t y o r s e m i -t r a i l e r , s e t u p a n d c l e a n u p p e r f o r m e d b y a p r o f e s s i o n a l l y t r a i n e d c r e w w h o w i l l r e m a i n w i t h t h e s h o w t h e e n t i r e t i m e i t i s o n s i t e . O u r c r e w i s c o m p r i s e d o f a l l p a r t t i m e e m p l o y e e s w h o a r e a n n u a l l y t r a i n e d , A T F b a c k g r o u n d c h e c k e d a n d d r u g t e s t e d , a n d c o v e r e d u n d e r o u r W o r k e r 's C o m p i n s u r a n c e . W e d o n o t c o n t r a c t a n y l a b o r . Page 123 of 230 Proposed Site Plan The information contained within this proposal is proprietary to Pyrotex, Inc. and may not be released or disseminated to any other party without written permission of Pyrotex, Inc. © Copyright 2025 – Pyrotex, Inc. Page 124 of 230 A s m a g i c a l -s e e m i n g a s f i r e w o r k s a r e t o t h e a u d i e n c e m e m b e r – a n d o u r d e s i g n e r s s t r i v e f o r m a g i c – t h e t e c h n o l o g y b e h i n d t h e m i s f a r a d v a n c e d . T h e d e m a n d s o f t h e i n d u s t r y r e q u i r e p r e c i s i o n i n b o t h t i m i n g a n d h e i g h t s . A l l o u r p r o d u c t i s c o v e r e d b y P r o d u c t s L i a b i l i t y i n s u r a n c e . A l l o f o u r f i r e w o r k s a r e c o n t r o l l e d a n d f i r e d e l e c t r o n i c a l l y . C o m p u t e r i z e d f i r i n g s y s t e m s a l l o w 1 /1 0 0 t h o f a s e c o n d a c c u r a c y a n d c o n t r o l o f m u l t i p l e f i r i n g s i t e s u s i n g w i r e l e s s t e c h n o l o g y . E v e n w h e n t h e c o m p u t e r h a s t a k e n c h a r g e o f t h e d i s p l a y , r e a l - t i m e o v e r r i d e s a r e a v a i l a b l e t o s t o p t h e d i s p l a y o r j u s t t h a t p o r t i o n w h e r e a p r o b l e m i s p e r c e i v e d . P y r o t e x t a k e s p r i d e i n t h e w a y w e d i f f e r f r o m t h e i n d u s t r y i n t e r m s o f o u r e m p l o y m e n t p r a c t i c e s . O u r L e a d P y r o t e c h n i c i a n s h a v e o v e r 1 0 y e a r s o f e x p e r i e n c e e a c h w i t h i n d o o r a n d o u t d o o r d i s p l a y s . W i t h o v e r 1 0 0 s h o w s a y e a r , a l l o f o u r 6 0 e m p l o y e e s h a v e t h e o p p o r t u n i t y t o c o n s t a n t l y r e n e w a n d r e f r e s h t h e i r s k i l l s i n a s e r i e s o f c h a l l e n g i n g w o r k s i t e s a n d d i s p l a y c o n s i d e r a t i o n s , f r o m b a r g e s t o r o o f -t o p s t o t h e b a c k n i n e . A l l o u r e m p l o y e e s c o m e d r e s s e d i n p r o p e r p e r s o n a l p r o t e c t i v e g e a r , i n c l u d i n g s a f e t y g l a s s e s , h e a r i n g p r o t e c t i o n , c l i m b i n g h a r n e s s e s a n d 1 0 0 % c o t t o n c l o t h i n g . T h e y a r e d r e s s e d f o r s u c c e s s a n d s a f e t y , b u t c a n b l e n d i n t o t h e d a r k n e s s o f n i g h t a s n e e d e d . S i n c e 1 9 7 9 , w e h a v e t r a v e l e d t h e g l o b e f o r c o r p o r a t e c l i e n t s , s h o o t i n g s h o w s a c r o s s t h e U n i t e d S t a t e s , i n C a n a d a , M e x i c o , E u r o p e , D u b a i , T o k y o a n d t h e C a r i b b e a n . P y r o t e x a d d e d p y r o t e c h n i c m a g i c t o t h e s i l v e r s c r e e n i n t h e m o v i e s “P u r e C o u n t r y ” a n d “L e a p o f F a i t h ”. R e c o m m e n d e d t o A B C b y t h e f i r e m a r s h a l ’s o f f i c e , P y r o t e x d o n a t e d a f i r e w o r k d i s p l a y f o r t h e f i n a l e p i s o d e o f E x t r e m e M a k e o v e r : H o m e E d i t i o n f i l m e d o u t s i d e o f S a n A n t o n i o i n 2 0 1 2 . P y r o t e x , I n c . w a s f o u n d e d i n 1 9 7 9 b y t h e l a t e R a n d y B e c k h a m . N o w e m p l o y e e -o w n e d , D e r e k W i l l i n g h a m s e r v e s a s G e n e r a l M a n a g e r , P a i g e M e j i a a s S a l e s D i r e c t o r a n d P a t r i c k M a h a f f e y a s P r o d u c t i o n M a n a g e r . O u r h e a d q u a r t e r s a r e l o c a t e d i n F a n n i n C o u n t y , T e x a s , a n h o u r N o r t h e a s t o f D a l l a s . O u r 6 0 + e m p l o y e e s r e c e i v e e x t e n s i v e a n n u a l t r a i n i n g , a r e r e g u l a r l y d r u g t e s t e d , a n d a r e l i c e n s e d b y t h e S t a t e o f T e x a s a n d t h e A T F . A l l d r i v e r s a r e C o m m e r c i a l D r i v e r s w i t h H a z a r d o u s M a t e r i a l s e n d o r s e m e n t s . W e c o m p l y w i t h N F P A -1 1 2 3 , N F P A -1 1 2 6 , N F P A -1 6 0 , a n d t h e I n t e r n a t i o n a l F i r e C o d e . Our History Page 125 of 230 The Pyrotex DifferenceE m p l o y e e s P y r o t e x p r o v i d e s l i c e n s e d P y r o t e c h n i c i a n s f o r a l l d i s p l a y s , w h o a r e r e g u l a r e m p l o y e e s o f t h e c o m p a n y – w e d o n o t s u b -c o n t r a c t a n y l a b o r f o r o u r d i s p l a y s . A l l e m p l o y e e s a r e r e g u l a r l y t r a i n e d a n d d r u g -t e s t e d ; t h e y r e c e i v e F B I b a c k g r o u n d c h e c k s a n d w o r k u n d e r o u r A T F a n d D O T l i c e n s e s . A l l o f o u r e m p l o y e e s (l e a d a n d c r e w ) a t t e n d a n a n n u a l t r a i n i n g c o u r s e w h i c h i n c l u d e s c l a s s r o o m a n d h a n d s -o n t r a i n i n g c o v e r i n g t h e l a t e s t r e g u l a t i o n s a n d t e c h n o l o g y . A l l o f o u r l e a d p y r o t e c h n i c i a n s p o s s e s s a n F P O (F i r e w o r k P y r o t e c h n i c ) l i c e n s e t h r o u g h t h e S t a t e o f T e x a s . S o m e l e a d s a l s o p o s s e s s a S E O (S p e c i a l E f f e c t O p e r a t o r ) a n d F E O (F l a m e E f f e c t s ) O p e r a t o r l i c e n s e . A l l d r i v e r s p o s s e s s a C l a s s C C o m m e r c i a l D r i v e r ’s L i c e n s e w i t h H a z M a t e n d o r s e m e n t . I n s u r a n c e C o v e r a g e P y r o t e x c o v e r s t h e c i t y , t h e c l i e n t , a n d a l l l a n d o w n e r s u n d e r o u r G e n e r a l L i a b i l i t y p o l i c y w i t h $5 ,0 0 0 ,0 0 0 .0 0 c o v e r a g e p e r o c c u r r e n c e a n d $6 ,0 0 0 ,0 0 0 .0 0 i n t h e a g g r e g a t e . O u r A u t o L i a b i l i t y i s $5 ,0 0 0 ,0 0 0 .0 0 a n d c o v e r s a l l o u r v e h i c l e s a n d r e n t a l v e h i c l e s . E v e r y s i n g l e e m p l o y e e i s c o v e r e d u n d e r T e x a s W o r k e r ’s C o m p e n s a t i o n i n s u r a n c e . L o n g e v i t y F o u n d e d i n 1 9 7 9 , P y r o t e x i s t h e o l d e s t T e x a s -b a s e d p r o f e s s i o n a l p y r o t e c h n i c c o m p a n y . O u r l e a d p y r o t e c h n i c i a n s h a v e t e n u r e o f a t l e a s t 5 t o o v e r 2 5 y e a r s w i t h o u r c o m p a n y . W h e n e v e r p o s s i b l e , o u r r e c u r r i n g s h o w s u s e t h e s a m e l e a d y e a r a f t e r y e a r , s o t h e y a r e f a m i l i a r w i t h t h e c l i e n t a n d f i r i n g s i t e . W h e n y o u c o n t a c t P y r o t e x r e g a r d i n g y o u r d i s p l a y , y o u w i l l a l w a y s s p e a k w i t h o n e o f o u r c o -o w n e r s . E x p e r t i s e P y r o t e x f o u n d e r , R a n d y B e c k h a m , w a s o n t h e l e g i s l a t i o n c o m m i t t e e t o b r i n g i n d o o r p y r o t e c h n i c s t o T e x a s a n d w a s a w a r d e d w i t h t h e f i r s t S E O l i c e n s e . H e a l s o a s s i s t e d i n r e v i e w i n g a n d u p d a t i n g T e x a s S t a t e F i r e C o d e a n d w a s c o n s i d e r e d a n e x p e r t i n h i s f i e l d . P y r o t e x c o n t i n u e s t o t r a i n s t a t e a n d l o c a l f i r e m a r s h a l s r e g a r d i n g i n s p e c t i o n r e g u l a t i o n s f o r p r o f e s s i o n a l f i r e w o r k c o m p a n i e s a n d w e a r e o f t e n c o n t a c t e d b y t h e f i r e m a r s h a l s t o a n s w e r q u e s t i o n s r e g a r d i n g t h e f i r e c o d e . P r o d u c t Q u a l i t y P y r o t e x u t i l i z e s t h e h i g h e s t q u a l i t y , s h e l l s c u s t o m m a d e f r o m o n e p l a n t i n C h i n a . T h e q u a l i t y a n d d e s i g n o f t h e s h e l l s p r o d u c e s a n o p t i m a l f i r i n g r a t e f o r o u r c l i e n t s . N o t o n l y a r e t h e s h e l l s m o r e r e l i a b l e t h a n t h e a l t e r n a t i v e , t h e y a r e a l s o m o r e v i v i d a n d h a v e a g r e a t e r v a r i e t y o f p a t t e r n s a n d u n i q u e e f f e c t s . C o m p u t e r -D r i v e n T e c h n o l o g y M a n y o f o u r s h o w s a r e f i r e d w i t h t h e F i r e O n e c o m p u t e r s y s t e m . T h i s a l l o w s w i r e l e s s c o m m u n i c a t i o n t o e a c h o f o u r f i r i n g s i t e s w i t h 1 /1 0 0 0 o f a s e c o n d a c c u r a c y . T h e F i r e O n e u s e s a f r e q u e n c y -h o p p i n g p r o g r a m t o p r e v e n t i n t e r f e r e n c e w i t h o t h e r w i r e l e s s s y s t e m s i n t h e a r e a . W e c a n e s t a b l i s h a m e t h o d t o b r o a d c a s t o u r a u d i o s i g n a l t o a r a d i o s t a t i o n o r t h e e v e n t s o u n d s y s t e m . F i r i n g P l a t f o r m P y r o t e x f i r e s a l l d i s p l a y s f r o m a 1 6 f t . o r s e m i -t r a i l e r p r e -b u i l t w i t h m o r t a r r a c k s . T h e t r a i l e r s a n d p r o d u c t a r e d r i v e n t o t h e s h o w t h e s a m e d a y o f t h e e v e n t a n d l o a d e d o n -s i t e w i t h t h e a e r i a l s h e l l s . T h e v e r s a t i l i t y o f t h i s m e t h o d a l l o w s f o r e a s y m o b i l i t y a n d a d j u s t m e n t i n c a s e o f w e a t h e r c h a n g e s , w i n d d i r e c t i o n , a n d u n f o r e s e e n t e r r a i n i s s u e s . S h o w s i t e s a r e c l e a r e d i m m e d i a t e l y f o l l o w i n g t h e s h o w .Page 126 of 230 C L I E N T R E S P O N S I B I L I T I E S •P r ov i d e a vi ab le f i r in g s it e b as e d o n t h e s a f e t y di s t a n c e re g u l a t ions •P rov i d e ad eq u a t e, pr o fe ss i o n a l s e c u r it y f o r th e f i ri n g si t e fr o m th e t im e th e cre w a r r iv e s un t il th e c re w ann ou n c e s a l l cl e a r a b o u t a n h o u r af t e r t h e d is p l a y h a s f i re d •P r o v i d e a m et ho d o f p la y b a ck f o r t h e f i r e wo r k s h o w so und tr a c k. Th e s o u n d t r a c k w i l l b e s en t e l e c t r o n ic a l l y p r io r t o th e s how , b u t w il l a l s o b e a v a i l a b l e t h e da y o f t h e sh o w on U S B o r C D . P Y R O T E X R E S P O N S I B I L I T I E S •Ob t a i n s c i ty , s t a t e , an d C o r p f ire wor k p e r m i ts (wh e re a p p l i c ab le ) •A rra n g es fo r t h e Fi r e M a r sh al to b e o n s it e d u r in g f i ri n g ti m e •W e a th er Co nt i n g e n c y - I n th e ev e n t o f incl em e n t w e a th er, a r a i n o u t d at e ca n b e s el ec t e d o n th e s ig ne d c on t r ac t . T h e da t e m u s t b e w i th in 18 0 d a ys o f t he o r ig i n a l fi r i ng d at e a n d c ann ot b e J u ly 4 . I n or d er t o r e s ch ed u l e f o r t h e r a i no u t da t e , th e cl ie n t mu s t ca n c el 2 4 h o u r s p r i o r to t he sh o w d a t e. T h e n ew s h o w wi ll b e s u b je c t t o a 20 % p ri c e i n c r e a se to a c c o u n t f o r a dd it io na l p e rm i t s a n d la bo r . Page 127 of 230 ReferencesC i t y o f C a r r o l l t o n (B e f o r e 1 9 9 7 t o P r e s e n t ) E m m a B a i l e y - 4 6 9 -9 8 6 -8 7 0 1 – e m m a .b a i l e y @ c i t y o f c a r r o l l t o n .c o m 1 6 1 0 E C r o s b y R o a d , C a r r o l l t o n , T X 7 5 0 0 6 C i t y o f G r e e n v i l l e (2 0 0 8 t o P r e s e n t ) B r e t t Q u a r l e s – 9 0 3 -4 5 7 -2 9 9 4 – b q u a r l e s @ c i .g r e e n v i l l e .t x .u s 2 8 2 1 W a s h i n g t o n S t r e e t , G r e e n v i l l e , T X 7 5 4 0 1 D a l l a s C o u n t r y C l u b (2 0 0 1 t o P r e s e n t ) M a r M o u l i n e t - 2 1 4 -2 2 4 -9 1 0 0 – m a r c @ d a l l a s c o u n t r y c l u b .o r g 4 1 5 5 M o c k i n g b i r d L a n e , D a l l a s , T X 7 5 2 0 5 C i t y o f R o w l e t t (1 9 9 7 t o P r e s e n t ) P a m V i e r u s - 9 7 2 -4 1 2 -6 1 5 1 – p v i e r u s @ r o w l e t t .c o m 4 0 0 0 M a i n S t r e e t , R o w l e t t , T X 7 5 0 8 8 Page 128 of 230 Alcolades •“A s t h e M a r k e t i n g D i r e c t o r f o r t h e C i t y o f K a t y , w e k e e p c o m i n g b a c k t o P y r o t e x f o r o u r C i t y ’s a n n u a l J u l y 4 K a t y F r e e d o m C e l e b r a t i o n ! T h e i r f i r e w o r k s s h o w i s o v e r -t h e -t o p , a n d w e c o u l d n o t b e m o r e p l e a s e d w i t h t h e i r s e r v i c e ! H i g h l y R e c o m m e n d e d !!!” – K a y c e R e i n a , C i t y o f K a t y •“W e n t t o t h e G a r l a n d F a m i l y N i g h t a n d w e w a i t e d j u s t t o s e e t h e f i r e w o r k s s i n c e w e d i d n 't h a v e F o u r t h o f J u l y t o g e t h e r . T h i s i s t h e b e s t s h o w I h a v e e v e r s e e n , a n d w e a r e n 't f r o m T e x a s . T r u l y b e a u t i f u l .” – C i e ’r a R i c e , A u d i e n c e M e m b e r •“I f y o u w a n t t h e m o s t p r o f e s s i o n a l , c r e a t i v e a n d s p e c t a c u l a r p y r o t e c h n i c d i s p l a y s , y o u c a n 't b e a t P y r o t e x . T h e y a r e g r e a t p e o p l e t o w o r k w i t h . T h e y c a n a d d a s p e c i a l t o u c h t o a g a l a e v e n t , a w e d d i n g , o r a n y o t h e r c e l e b r a t i o n . I h i g h l y r e c o m m e n d t h e m .” – J o h n W i l l i a m s , P a s t P r e s i d e n t , L e e P a r k C o n s e r v a n c y Page 129 of 230 U p d a t e d c e r t i f i c a t e s w i l l b e p r o v i d e d u p o n s i g n e d c o n t r a c t Certifications Page 130 of 230 U p d a t e d c e r t i f i c a t e s w i l l b e p r o v i d e d u p o n s i g n e d c o n t r a c t Certifications Page 131 of 230 P a i g e M e j i a w w w .P Y R O T E X .c o m D i r e c t - 4 6 9 .5 3 4 .0 6 3 5 P a i g e @ P y r o t e x .c o m @ P y r o t e x U SContact Page 132 of 230 PYROTEX • 4368 FM 1553, Leonard, TX 75452 • 469-534-0635 • www.pyrotex.com PYROTEX DISPLAY SERVICES AGREEMENT This Services Agreement (this “Agreement”) is made and entered into as of September 29, 2025, (the “Effective Date”), by and between Pyrotex Inc. (“Pyrotex”), a Texas corporation and The Town of Trophy Club (“Town” or “Client”), a Texas home-rule municipality, and referred collectively herein as, the “Parties”. WHEREAS, Town desires to engage Pyrotex to produce a firework display (the “Display”) for a 3-year contract beginning July 4, 2026, and Pyrotex desires to perform the Services, in accordance with the terms and conditions of this Agreement. NOW, THEREFORE, for and in consideration of the mutual promises contained herein, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties hereby agree as follows: 1. Terms and Conditions. The Services shall be subject to the Pyrotex Terms and Conditions attached hereto as, Attachment A: Standard Terms and Conditions, and which are incorporated and referenced herein. 2. Pyrotex Scope of Work. Subject to Town’s Obligations described in Attachment B—Scope of Work, Pyrotex shall supply any and all materials, equipment, supervision, transportation, services and labor required for the full and complete performance of the Display described in Attachment B—Scope of Work (the “Services”) attached hereto . 3. Town Obligations. Town shall supply the materials, equipment, supervision, transportation, services, and labor described under Scope of Work attached hereto as Attachment B, “Town Obligations.” 4. Term Period. Unless terminated pursuant to the terms described in Attachment A: Standard Terms and Conditions attached hereto, this Agreement shall commence on the date of execution of this Agreement by the Parties and shall expire upon Pyrotex’s completion of the Services. 5. Deposit and Compensation. The compensation and deposit to be paid to Pyrotex by Town for the Services shall be set forth on Attachment B—Scope of Work (the “Pyrotex Compensation”). Town shall pay Pyrotex the deposit on or before the dates set forth in and described in Attachment B—Scope of Work. Page 133 of 230 PYROTEX • 4368 FM 1553, Leonard, TX 75452 • 469-534-0635 • www.pyrotex.com 6. Cancellation. Pyrotex shall attempt in good faith to fire the Display at such a time and place as conditions provide for a safe Display. Pyrotex may cancel the Display if it determines that, in its sole and good faith discretion, the Display may not be conducted in a safe and reasonably prudent manner and in accordance with all applicable laws, including but not limited to, the local sustained wind speed exceeding twenty (20) miles per hour; receives instruction not to fire the Display by the Fire Department or local authority; or the unplanned close proximity of the general public or property of others near the Display site and fallout area making such site and fallout area unreasonably safe for the general public or property of others. 7. Alternate Date. Subject to the payment of additional fees, the Town shall have the option, as set forth on Attachment B, to select an alternate date, within 180 days of the original show date, for the Display in the event that the Display cannot be produced on the agreed upon Display Date. 8. Entire Agreement. This Agreement, together with any and all attachments, exhibits, and schedules identified and made a part hereof, represents the entire and integrated agreement between Town and Pyrotex, and supersedes all prior negotiations, representations, or agreements, either written or oral. There are no oral agreements that are not fully contained within this Agreement. This Agreement may be amended only by written agreement signed by both Town and Pyrotex. IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed by their respective duly authorized representatives as of the date set forth above. PYROTEX INC. By: Printed Name: Paige Mejia Title: Sales and Marketing Director Address: 4368 FM 1553, Leonard, TX 75452 TOWN By: Printed Name: Title: Address: Page 134 of 230 PYROTEX • 4368 FM 1553, Leonard, TX 75452 • 469-534-0635 • www.pyrotex.com A. Payment of Fees. 1. Town shall promptly pay the Pyrotex Compensation on or before the date of the Display. Except as otherwise specifically provided in this Agreement, each of the Parties shall pay its own expenses associated with performing its obligations under this Agreement. All payments shall be made in U.S. dollars without set-off, reduction, deduction, abatement or withholding of any kind and time shall be of the essence with respect to each payment. 2. This Agreement is contingent upon the appropriation of funds by the Town of Trophy Club, Texas. All payments by Town under thjs Agreement, including provision in this Agreement relating to penalties, overages, interest, collections, or any other additional costs, shall be subject to and conditioned upon the annual appropriation of public funds budgeted for the specific purposes of this Agreement in accordance with the Town Charter and Texas law. The Town shall make a good faith effort to appropriate funds in accordance with Texas law. If funds are not appropriated for any fiscal year during the term of this Agreement, the Town my terminate this Agreement without penalty or further obligation. B. Default. If either Party breaches its obligations under this Agreement (other than a delay or interruption in fulfillment of its obligations as a result of a Force Majeure), the non-defaulting Party shall have the option to immediately cease all performance and terminate this Agreement. C. Termination. 1. This Agreement may be terminated (i) by Pyrotex immediately for the failure by Town to pay the deposit or Display Fees or any other monetary obligations pursuant to this Agreement, (ii) by either Party immediately upon the delivery of seven (7) day written notice in the event the other Party breaches this Agreement and fails to cure such breach within fourteen (14) days after receiving notice of their breach, (iii) by the Town, if Town determines in good faith that Pyrotex fails to perform under this Agreement; (iv) by Pyrotex with prior ten (10) days written notice due to a change in law, regulation, or court order, (v) immediately by Pyrotex in the event the Town files for bankruptcy, makes a general assignment for the benefit of creditors, or is otherwise subjected to proceedings under any insolvency Law, or (vi) immediately by the Pyrotex if in its reasonable discretion, Pyrotex determines in good faith that the Display cannot be conducted in a safe and reasonably prudent manner. 2. Upon any termination or expiration of this Agreement: Town shall (i) have no further rights to receive the Services, and (ii) pay Pyrotex within fourteen (14) days upon such termination, all amounts then due and owing through the date of termination. In addition, if the reason for the termination is a default, then the Party exercising its right to terminate shall have the right to recover all damages by law and in equity. D. Representations and Warranties. Each Party to this Agreement represents and warrants that the signatory executing this Agreement on behalf of each Party is lawfully authorized to execute this document on behalf of the Party and in so doing to bind the party, its assigns, and successors It is further understood that Town: (a) owns or has the right to use all intellectual property Page 135 of 230 PYROTEX • 4368 FM 1553, Leonard, TX 75452 • 469-534-0635 • www.pyrotex.com associated with the event relating to the Services (the “Display); and (b) Town’s operations and the Display comply with all federal, state or local statutes, regulations, ordinances or orders, directives, permits, or codes (“Laws”). E. INDEMNIFICATION. 1. Pyrotex covenants and agrees to defend, indemnify, and hold harmless Town, its officers, agents, trustees, servants, and employees, officers, directors, other representatives, successors and assigns (collectively the “Town Parties”), from and against any and all claims or suits, damages of whatsoever kind or character, whether real or asserted, (including without limitation, reasonable fees and expenses of attorneys, expert witness and other consultants), including, but not limited to, property damage or loss, and/or personal injury (including, but not limited to, death) to any and all persons and/or entity, arising out of or in connection with, directly or indirectly, all acts or omissions of Pyrotex, its officers, agents, servants, employees, contractors, subcontractors, licensees, invites or trespassers including, but not limited to, Pryotex’s performance of this Agreement, negligence, gross negligence, and/or willful misconduct, and shall further be liable for injury or damage to Town property, arising out of or in connection with any and all acts or omissions of Pyrotex, its officers, agents, servants, employees, contractors, subcontractors, licensees, invitees, or trespassers. 2. Town is a Texas home-rule municipality operating in the exercise of its governmental functions. Accordingly, any and all provisions, terms, or conditions in this Agreement requiring Town to defend or indemnify Pyrotex or any third-party from any and all costs, liabilities, penalties, sanctions, fines, or any other claims whatsoever, are void and of no effect to the extent they may obligate the Town to create an unconstitutional debt, and shall be construed as against public policy in accordance with the Texas Constitution and the laws of the State of Texas. Town shall not be required to fund any obligation under this Agreement by the creation of a sinking fund. F. Insurance. 1. Pyrotex shall maintain liability insurance coverage in the amount of $5,000,000.00 per claim for bodily injury and property damage, $5,000.000.00 in automobile liability per claim, plus worker’s compensation insurance for all its employees. G. Miscellaneous. 1. Assignment and Subcontracting. The Parties hereby agree that either Party may not assign, convey, or transfer its interest, rights and duties under this Agreement without the prior written consent of the other Party, which consent either Party my withhold in its sole discretion. Subject to the foregoing, this Agreement shall be binding upon and shall inure to the benefit of the Parties and their permitted successors and assigns. 2. Force Majeure. Neither Town or Pyrotex shall be liable for failure to perform their obligations under this Agreement if the performance is delayed or prevented by reason of war; civil commotion; Acts of God; inclement weather; epidemics; pandemics; governmental restrictions, regulations, or interferences; strikes; lockouts; national disasters; riots; material or labor restrictions; transportations problems; or any other circumstances which are Page 136 of 230 PYROTEX • 4368 FM 1553, Leonard, TX 75452 • 469-534-0635 • www.pyrotex.com reasonably beyond the control of the Party. Such Party’s performance shall be excused for the length of time the Force Majeure events lasts, provided that party makes a reasonable attempt to resume performance upon conclusion of the Force Majeure event, unless such performance has become legally impossible, in which case that Party may terminate this Agreement. If a Force Majeure event occurs, either Party may elect one of the following alternatives: (i) cancel the Display or (ii) provide alternate date, even if Town had not originally selected one. 3. Governing Law & Exclusive Venue. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas, without regard to conflict of law or choice of law principles of Texas, or of any other state or country. The obligations of the Parties to this Agreement shall be performable in Denton County, Texas, and if legal action is necessary in connection with or to enforce rights under this Agreement, exclusive venue shall lie in Denton County, Texas. 4. Agency and Third-Party Beneficiaries. This Agreement is for the sole benefit of the Parties hereto and their permitted assigns, and nothing herein expressed or implied shall give or be construed to give any third parties, other than the Parties hereto and such assigns, any legal or equitable rights hereunder. 5. Severability. In case any one or more of the provisions contained in this Agreement shall for any reason be held by a tribunal with jurisdiction over this Agreement to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provisions thereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein. 6. Attorneys’ Fees. Should either Party to this Agreement commence legal proceedings against the other to enforce the terms and provisions of this Agreement, the Party losing in such legal proceedings shall pay the reasonable attorneys’ fees and expenses of the Party prevailing in such legal proceedings, as determined by the court. 7. Relationship of Parties. This Agreement does not create any agency, partnership, joint venture or employment relationship between the Parties. The relationship of Pyrotex with the Town shall be solely that of an independent contractor. Each Party shall be solely responsible for the conduct of its respective agents, representatives, and employees. 8. Counterparts. This Agreement may be simultaneously executed in several counterparts and via facsimile or e-mail, each of which shall be deemed to be an original and taken together shall constitute one and the same instrument. 9. Survival. All representations, warranties, whether implied or expressed, and agreements of each of the Parties, including, but not limited to, payment obligations, confidentiality and indemnity, shall survive the termination of this Agreement and shall remain enforceable between the Parties. 10. Notices. All notices or other communications which are required or contemplated by this Agreement shall be in writing and sent by certified return receipt requested, registered mail, or overnight courier to the addresses first set on this Page 137 of 230 PYROTEX • 4368 FM 1553, Leonard, TX 75452 • 469-534-0635 • www.pyrotex.com signature page above. Notices shall be deemed received on the date delivered. 11. Public Information Act. All information, documents, and communications relating to this Agreement shall be subject to the Texas Public Information Act (“Act”) and any opinion of the Texas Attorney General or a court of competent jurisdiction relating to the Act. The requirements of Subchapter J, Chapter 552, Texas Government Code, may apply to this Agreement and Pyrotex agrees that this Agreement may be terminated if the Pyrotex knowingly or intentionally fails to comply with a requirement of that subchapter. In accordance with the Act, Pyrotex agrees to: (1) Preserve all contracting information related to this Agreement as provided by the records retention requirements applicable to the Town for the duration of this Agreement; (2) Promptly provide to the Town any contracting information related to this Agreement that is in the custody, possession, or control of the Pyrotex on request of the Town; and (3) On the completion of this Agreement, either: (a) Provide at no cost to the Town, all contracting information related to this Agreement that is in the custody, possession, or control of Pyrotex; or (b) Preserve the contracting information related to this Agreement as provided by the records retention requirements applicable to the Town. A. Additional Verification. To the extent required by Texas law, Pyrotex verifies that: 1) It does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association, as defined in Texas Government Code § 2274.001, and that it will not during the term of this Agreement discriminate against a firearm entity or firearm trade association; (2) It does not “boycott Israel” as that term is defined in Texas Government Code § 808.001 and 2271.001, and it will not boycott Israel during the term of this Agreement; (3) It does not “boycott energy companies,” as those terms are defined in Texas Government Code §§ 809.001 and 2276.001, and it will not boycott energy companies during the term of this this Agreement shall be construed as constituting a waiver of the Town’s governmental immunity from suit or liability, which is expressly reserved to the extent allowed by law. Notwithstanding anything to the contrary herein, the Parties hereby acknowledge and agree that to the extent this Agreement is subject to the provisions of Subchapter I of Chapter 271, Texas Local Government Code, as amended, the Town’s immunity from suit is waived only as set forth in Subchapter I of Chapter 271 Texas Local Government Code. Further, the Parties agree that this Agreement is made subject to all applicable provisions of the Texas Civil Practice and Remedies Code (“CPRC”), including but not limited to all defenses, limitations, and exceptions to the limited waiver of immunity from liability provided in CPRC Chapter 101 and Chapter 75. 12. Construing this Agreement. This Agreement shall be governed by and construed in accordance with the laws, court decisions, and Attorney General opinions of the State of Texas. This Agreement was negotiated at arms- length by willing and equal parties who each (i) were not compelled to enter the transaction but could walk away; (ii) contributed to the final text of this agreement and, (iii) had opportunity to review this Agreement with legal counsel of their choice; so, the rule of Page 138 of 230 PYROTEX • 4368 FM 1553, Leonard, TX 75452 • 469-534-0635 • www.pyrotex.com construing an agreement more strictly against the party which wrote it is not applicable here. Page 139 of 230 PYROTEX • 4368 FM 1553, Leonard, TX 75452 • 469-534-0635 • www.pyrotex.com ATTACHMENT B – SCOPE OF WORK Pyrotex Services Pyrotex shall produce a firework display for the Town (the “Display”) Pyrotex hereby warrants and represents to Town: a. It has all personnel, materials, equipment, supervision, labor, transportation, and services required to performing the Services under this Agreement; b. All of the Services required hereunder will be performed by Pyrotex or under Pyrtox’s supervision; and c. All personnel engaged in the Services shall be qualified to perform such Services in a reasonably prudent manner. Compensation Display Fees: $30,000 each year for 1 Display per year. Non-Refundable Deposit required each year: $15,000. Deposit Due Date: October 29, 2025, November 1, 2026, and November 1, 2027. Balance Due Date: July 4, 2026, July 4, 2027, and July 4, 2028. In the event that the Display must be conducted on the alternate date selected below, Town agrees to pay an additional fee equal to ten percent (10%) of the total Display Fee listed above to cover additional labor, permit, and equipment fees Cancellation Fees If Town cancels the scheduled Display without cause, or fails to comply with Town’s Obligations as stated below, the following cancelation fees shall apply as liquidated damages: a. Greater than 24 hours prior to the Display Date: Town shall pay to Pyrotex twenty-five percent (25%) of the Display Fees; b. Within 24 hours of the Display Date, the Town shall pay to Pyrotex fifty percent (50%) of the Display Fees. These amounts are agreed upon as liquidated damages, not as a penalty, and represent a reasonable forecast of actual damages that would be difficult to ascertain at the time of contracting. Payment Terms: Full payment of any applicable cancellation fees shall be made to Pyrotex within fourteen (14) days, and shall be payable solely from current revenues or appropriated funds for this Display available to the Town at the time of payment. This Agreement does not create a debt Page 140 of 230 PYROTEX • 4368 FM 1553, Leonard, TX 75452 • 469-534-0635 • www.pyrotex.com within the meaning of Article XI, Section 7 of the Texas Constitution. For clarity, the Town shall not have the right to reschedule the Display if canceled within twenty-four (24) hours of the Display Date, unless such cancelation is due to: a. A Force Majeure event; b. Cancellation by Pyrotex pursuant to Section 6 “Cancellation”; or c. Pyrotex’s nonperformance under this Agreement. Town Obligations: Town agrees, at its own expense, to provide Pyrotex with a suitable site to stage the Display. The firing site and fallout area must be level, clear of any and all people, vehicles, structures and hazardous materials from the time Pyrotex arrives to install the Display until Pyrotex completes the load-out process. Once explosives are on-site, no one but the Pyrotex crew, Fire Department, and law enforcement may enter the fall-out area. Town is responsible at their own expense for all clean-up of paper debris within the fallout area after the display. a. Town shall be responsible for mowing and raking any grass or brush within the fallout area to a height of three inches (3”) or less. b. Town shall provide suitable security adequate to prevent any access to the Display site by members of the general public or persons not specifically approved by Pyrotex. Temporary barricades, fencing and/or a red tape line reading “Danger – Do Not Enter” must be used to enclose the Display site. Additional large signs reading “Danger – Do Not Enter” must be placed at normal points of entry into the firing site. c. Town shall provide a minimum of two (2) uniformed police officers who are required to secure the firing site and fallout area from 1:00 PM to 11:30 PM on the day of the schedule Display event. d. If the Town requests the show to be choreographed to music, the Town must provide Pyrotex with the requested song selections, including any specific requests, no later than March 1 of each contract year. If the music requests are not received by the deadline, Pyrotex reserves the right to design the soundtrack based on creative designer’s preference. Location/Time Location: Independence Park West, 500 Parkview Drive, Trophy Club, TX 76262 Page 141 of 230 PYROTEX • 4368 FM 1553, Leonard, TX 75452 • 469-534-0635 • www.pyrotex.com Dates: Saturday, July 4, 2026, Sunday, July 4, 2027, Tuesday, July 4, 2028 Time: 9:30 PM ** The final timeline is due to Pyrotex two (2) weeks prior to the event date, otherwise, the firing time listed on contract will be the scheduled firing time. If the actual firing time exceeds the scheduled firing time by more than thirty (30) minutes on the day of the event, the Town will be responsible for additional labor and Fire Marshal/Department standby fees to be paid within two (2) weeks of the event. Firing time change will be subject to Fire Marshal approval. ** Alternative Date Election Alternate/Rainout Date: (Must be within 180 days of agreed upon Display Date; May not be July 4) AGREED AND ACCEPTED: PYROTEX LLC By: Printed Name: Paige Mejia Title: Sales and Marketing Director TOWN By: Printed Name: Title: Page 142 of 230 TOWN COUNCIL COMMUNICATION MEETING DATE: October 13, 2025 FROM: Tammy Dixon, Town Secretary AGENDA ITEM: Consider a resolution providing for the appointment of members and designation of chair and vice chair positions, where applicable, to serve on the Animal Shelter Advisory Board, Crime Control and Prevention District Board, Economic Development Corporation Board, Ethics Review Commission, Parks and Recreation Board, Planning and Zoning Commission, Trophy Club Council for Arts and Culture, and the Zoning Board of Adjustment. (Tammy Dixon, Town Secretary) BACKGROUND/SUMMARY: The Town Council Appointments Committee, comprised of Mayor Tiffany and Council Members Ash and Beach, was tasked with reviewing applications and making recommendations to the full Council for appointments to the Town’s boards, commissions, and corporations. For FY 2026, the Town had thirty-three (33) positions to be filled, including one position with an unexpired term ending in 2026. A total of thirty-eight (38) applications were received: eighteen (18) from current members seeking reappointment and twenty (20) from new applicants. Two applications were disqualified, and one applicant withdrew, resulting in thirty- five (35) applicants interviewed between July 16 and September 19, 2025. The Appointments Committee developed balanced recommendations that considered applicant qualifications, board needs, and expressed willingness of applicants to serve in multiple areas. In some instances, more applicants applied than available positions; in other cases, vacancies exceeded the number of applicants. The Appointments Committee’s recommendations reflect a mix of experienced members continuing their service and new members being provided the opportunity to contribute. Where appropriate, recommendations also include appointments for chair and vice chair positions. The Appointments Committee presented its recommendations to the Town Council during the September 24, 2025 Work Session. Following discussion, the consensus of the Council was supportive of the committee’s recommendations. As a reminder, members appointed to the Zoning Board of Adjustment also serve as the Town’s Building Standards Commission. In addition, members of the Economic Development Corporation Board also serve as the Board of Directors for Tax Increment Reinvestment Zone No. 1 (TIRZ No. 1). Page 143 of 230 This resolution formally provides for the appointments of members and designation of chair and vice chair positions, where applicable, to the Animal Shelter Advisory Board, Crime Control and Prevention District Board, Economic Development Corporation Board, Ethics Review Commission, Parks and Recreation Board, Planning and Zoning Commission, Trophy Club Council for Arts and Culture, and the Zoning Board of Adjustment. BOARD REVIEW/CITIZEN FEEDBACK: The Appointments Committee, comprised of Mayor Tiffany and Council Members Ash and Beach, reviewed all applications, conducted interviews between July 16 and September 19, 2025, and presented its recommendations to the Town Council at the September 24, 2025, Work Session. The Council reviewed and expressed support for the Appointments Committee’s recommendations. FISCAL IMPACT: There is no financial impact associated with this agenda item. LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the resolution as to form and legality. ATTACHMENTS: 1. Resolution ACTIONS/OPTIONS: Staff recommends that the Town Council move to approve the resolution providing for the appointment of members and designation of chair and vice chair positions, where applicable, to serve on the Animal Shelter Advisory Board, Crime Control and Prevention District Board, Economic Development Corporation Board, Ethics Review Commission, Parks and Recreation Board, Planning and Zoning Commission, Trophy Club Council for Arts and Culture, and the Zoning Board of Adjustment. Page 144 of 230 TOWN OF TROPHY CLUB, TEXAS RESOLUTION NO. 2025-XX A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, PROVIDING FOR THE APPOINTMENT OF MEMBERS AND THE DESIGNATION OF CHAIR AND VICE CHAIR POSITIONS, WHERE APPLICABLE, TO SERVE ON THE ANIMAL SHELTER ADVISORY BOARD; CRIME CONTROL AND PREVENTION DISTRICT BOARD; ECONCOMIC DEVELOMENT CORPORATION BOARD; ETHICS REVIEW COMMISSION; PARKS AND RECREATION BOARD; PLANNING AND ZONING COMMISSION; TROPHY CLUB COUNCIL FOR ARTS AND CULTURE; AND ZONING BOARD OF ADJUSTMENT; 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, the Trophy Club Town Council is responsible for making appointments to the Boards, Commissions, and Corporations serving the Town whose terms are expiring; and WHEREAS, the Town Council is responsible for appointing a Chairperson to the Animal Shelter Advisory Board, Crime Control and Prevention District Board, Parks and Recreation Board, Zoning Board of Adjustment; and responsible for appointing a Chairperson and Vice Chairperson to the Planning and Zoning Commission. 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 individuals to serve on the Animal Shelter Advisory Board with the respective chairperson as specified below: Name Place Term Ending Date Bobby Tillman Municipal Officer 09/30/2027 Dr. McKay Dendy Veterinarian 09/30/2027 London Wilson Place 6 09/30/2027 Chair: Susan Edstrom SECTION 3. The Town Council of Trophy Club, Texas, hereby appoints the following individuals to serve on the Crime Control and Prevention District Board as specified below: Name Place Term Ending Date Christine Udvar-Hazy Place 2 08/31/2027 Christopher McAllister Place 3 08/31/2027 Page 145 of 230 RESOLUTION NO. 2025-XX PAGE 2 Royce Labor Place 4 08/31/2027 Gene Popik Place 6 08/31/2027 Dale Nolan Place 7 08/31/2026 (unexpired term) SECTION 4. The Town Council of Trophy Club, Texas, hereby appoints the following individuals to serve on the Economic Development Corporation Board as specified below: Name Place Term Ending Date Greg Fox Place 2 09/30/2027 Joseph Longo Place 5 09/30/2027 Scott Hinshaw Place 6 09/30/2027 James Calaway Place 7 09/30/2027 SECTION 5. The Town Council of Trophy Club, Texas, hereby appoints the following individuals to serve on the Ethics Review Commission as specified below: Name Place Term Ending Date Julie Edwards Place 3 09/30/2027 Jason Martonson Place 4 09/30/2027 Mindi Bone Place 5 09/30/2027 Catie Niederee Alternate 09/30/2027 Kristen Biesiadecki Alternate 09/30/2027 SECTION 6. The Town Council of Trophy Club, Texas, hereby appoints the following individuals to serve on the Parks and Recreation Board with the respective chairperson as specified below: Name Place Term Ending Date Patrick Schrein Place 1 09/30/2027 Jennifer Kashner Place 3 09/30/2027 Andrew Beck Place 5 09/30/2027 Clark Simmons Place 6 09/30/2026 (unexpired term) Carol Tombari Place 7 09/30/2027 Chair: Jennifer Kashner SECTION 7. The Town Council of Trophy Club, Texas, hereby appoints the following individuals to serve on the Planning and Zoning Commission with the respective chairperson and vice-chairperson as specified below: Name Place Term Ending Date Jonathan Poole Place 1 09/30/2027 Ben Griffiths Place 2 09/30/2027 Mike Branum Place 3 09/30/2027 Reginald Barbarin Place 4 09/30/2027 Chair: Michael Biggs Vice Chair: Mike Branum Commented [DR1]: 2026 or 2027? Page 146 of 230 RESOLUTION NO. 2025-XX PAGE 3 SECTION 8. The Town Council of Trophy Club, Texas, hereby appoints the following individuals to serve on the Trophy Club Council for Arts and Culture as specified below: Name Place Term Ending Date Brandi Morris Place 1 09/30/2027 Peter Steinmetz Place 3 09/30/2027 Kimbra Fox Place 5 09/30/2027 Amye Stacy Place 7 09/30/2027 SECTION 9. The Town Council of Trophy Club, Texas, hereby appoints the following individuals to serve on the Zoning Board of Adjustment with the respective chairperson as specified below: Name Place Term Ending Date Robert Stevens Place 1 09/30/2027 Marc Thompson Place 4 09/30/2027 Daniel Parham Place 5 09/30/2027 David Richardson Alternate 1 09/30/2027 Carl Staffel Alternate 2 09/30/2027 Jeff Eason Alternate 3 09/30/2026 (unexpired term) Jayde Trabold Alternate 4 09/30/2026 (unexpired term) Chair: Stephen Bowman SECTION 10. This resolution shall become effective upon its passage. PASSED AND APPROVED THIS THE 13th DAY OF OCTOBER 2025. Jeannette Tiffany, Mayor ATTEST: Tammy Dixon, Town Secretary APPROVED TO AS FORM: Dean Roggia, Town Attorney Page 147 of 230 TOWN COUNCIL COMMUNICATION MEETING DATE: October 13, 2025 FROM: Brandon Wright, Town Manager AGENDA ITEM: Consider a resolution adopting the facility naming and special recognition plaque policy. (Brandon Wright, Town Manager) BACKGROUND/SUMMARY: On September 8, 2025, the Town Council conducted a Work Shop to review and discuss a draft policy on the naming and renaming of Town facilities. Based on Council direction provided during the workshop, staff revised the draft policy to incorporate several key changes before bringing forward this final document for consideration. The Facility Naming & Special Recognition Plaque Policy establishes a structured process for reviewing requests from residents, organizations, or Council Members to name or rename Town facilities. It defines major and minor facilities, sets petition signature thresholds, and outlines qualifying criteria for honoring individuals or benefactors. The policy specifies that renaming existing facilities will be reserved for exceptional circumstances, prohibits the renaming of existing streets but allows certain honorary street names, and creates a separate process for commemorative plaques to recognize community service without renaming facilities. The key revisions made following Council feedback include: • Adjusting the submission period for naming requests to October in order to avoid the election cycle. • Clarifying that the Town retains discretion over the design of all new signs and plaques. • Expanding eligibility to honor an exceptional individual to include those with a record of military or first-responder service. • Defining a significant gift warranting a naming as at least 60% of the capital cost of a facility. • Prohibiting street renames, but allowing honorary street names under limited conditions. • Prohibiting honorary street names on Indian Creek, Trophy Club Drive, and Bobcat Boulevard. • Increasing the number of Verifiable Signatures required for renaming requests: o 250 signatures for Major Facilities o 125 signatures for Minor Facilities • Establishing a process for creating special recognition plaques to acknowledge the contributions of residents without renaming facilities. Page 148 of 230 BOARD REVIEW/CITIZEN FEEDBACK: The draft policy was reviewed by the Town Council during its Work Shop on September 8, 2025. FISCAL IMPACT: No immediate or foreseeable financial costs associated with adopting the policy are anticipated. However, future costs may arise from the fabrication and installation of approved signs, plaques, or markers related to naming requests. LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the resolution as to form and legality. ATTACHMENTS: 1. Resolution 2. Exhibit A: Facility Naming & Special Recognition Policy ACTIONS/OPTIONS: Staff recommends that the Town Council move to approve the resolution adopting the facility naming and special recognition plaque policy. Page 149 of 230 TOWN OF TROPHY CLUB, TEXAS RESOLUTION NO. 2025-XX A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB ADOPTING THE FACILITY NAMING AND SPECIAL RECOGNITION PLAQUE POLICY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town of Trophy Club, Texas (the “Town”), recognizes the importance of establishing a structured process for reviewing request from residents, organization, or Council Members to name or rename facilities; and WHEREAS, on September 8, 2025, the Town Council conducted a Work Shop to review the draft policy and provide feedback and direction to Town staff on desired revisions; and WHEREAS, the Facility Naming & Special Recognition Plaque Policy provided in Exhibit A encompasses changes as requested by the Town Council; and WHEREAS, the Town Council has reviewed the proposed “Facility Naming & Special Recognition Plaque Policy” and finds that it aligns with the Town’s interest in establishing a clear and transparent process for naming and renaming facilities, ensuring the effective and efficient use of Town resources. 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 hereby adopts the “Facility Naming & Special Recognition Plaque Policy”, which is attached hereto as Exhibit A. Section 3. The Town Manager is authorized and directed to implement the initiatives outlined in the “Facility Naming & Special Recognition Plaque Policy” and to present submissions to the Town Council. Section 4. This Resolution shall take effect from and after its date of passage in accordance with law. PASSED and APPROVED by the Town Council of the Town of Trophy Club, Texas on this 13TH day of October 2025. Page 150 of 230 RESOLUTION 2025-XX PAGE 2 Jeannette Tiffany, Mayor ATTEST: Tammy Dixon, Town Secretary APPROVED TO AS FORM: Dean Roggia, Town Attorney Page 151 of 230 RESOLUTION 2025-XX PAGE 3 EXHIBIT A FACILITY NAMING & SPECIAL RECOGNITION PLAQUE POLICY Page 152 of 230 1 TOWN OF TROPHY CLUB TOWN FACILITY NAMING & SPECIAL RECOGNITION PLAQUE POLICY Purpose This Policy establishes a process and criteria for the consideration of requests from the public or Town Council for the naming or renaming of Town facilities. Policy Statement It is the policy of the Town of Trophy Club to name or rename Town-owned buildings, parks, trails, recreation facilities based upon the procedures outlined in this policy. Section 1: Definitions Major Facility: Larger facilities, including infrastructure and areas, that are primary areas used by the public for gathering or functions, including Town operations. Examples include Town buildings, parks, major trails, etc. Minor Facility: Smaller facilities, including infrastructure and areas, that are secondary areas, usually located within Major Facilities, used by the public for gathering or functions, including Town operations. Examples include conference rooms, pavilions, bridges, fountains, park features, walkways, etc. Verifiable Signatures: Signatures from property owners in Trophy Club that include the property owners full written name, address, affirmation that the person is the owner of the property within Trophy Club, and affirmation that the person is in support of the request. Only one Verifiable Signature is permitted for each Trophy Club address. Section 2: General Guidelines 1. This policy shall not affect the initial naming of streets through the subdivision platting process, which is exempt from this policy. 2. Existing named facilities should only be renamed under exceptional circumstances such as the honoring of an exceptional individual or the revocation of an existing name that no longer represents the Town’s values. 3. The Town Council will not consider renaming existing streets; only honorary street names will be considered. Honorary street names will not be considered for Trophy Club Drive, Indian Creek, or Bobcat Boulevard. Page 153 of 230 2 4. The authority to name or rename Town facilities rests with the Town Council. 5. The Town Council reserves the right to remove or revoke the name of any Town- owned facility 6. The Town Council will consider facility naming requests once per year. Requests will be accepted in October of each calendar year. Final decisions regarding naming requests are expected to be considered by the Town Council in December. Section 3: Qualifications for Naming/Renaming of Town Facilities Qualifying criteria include the following: A. Names to Avoid When considering naming requests, the Town Council will avoid the following categories of names: 1. Cumbersome, corrupted, profane, derogatory, or discriminatory names 2. Names relating to age, race, religion, creed, national origin, sex, color, marital status, disability, or sexual orientation 3. Names having political affiliation 4. Names that are duplicate in sound or pronunciation to other Town facilities 5. Excessively long honorary street names (more than 20 characters) B. Significance of the Proposed Name The Town Council will consider the following questions to ensure that a proposed name has a positive, long-lasting image of significance. a. Does the name have cultural or social significance for current and future generations? b. Does the name engender a positive image? c. Does the name symbolize a major achievement or advancement for the community? d. Is the name suitable based on the location of the facility to be named/renamed? e. Is the name free of unintentional meaning that could reflect poorly on the Town of Trophy Club? Page 154 of 230 3 C. Honoring Exceptional Individuals The Town Council will consider naming/renaming requests to honor an exceptional individual who embodied several of the following characteristics: 1. Was a dedicated supporter of the community 2. Was a long-time resident of the Trophy Club community 3. Made a lasting and significant contribution to the Town of Trophy Club 4. Made substantial contributions to the betterment of a specific facility or area 5. Had a positive impact on the lives of Trophy Club residents 6. Demonstrated a service record of volunteerism in the community for many years 7. Had a history of honorary military or first-responder service The Town Council will only consider names of individuals posthumously. An application posthumously honoring an exceptional individual must wait at least one year from the date of passing. Further, it is the intent of the Town Council to avoid naming Major Facilities after individuals. D. Major Gifts The Town Council will consider naming requests to honor benefactors that make major contributions toward Town facilities. Major contributions include: 1. Deeding to the Town the land where the facility will be located at no cost to the Town 2. Paying a significant portion (at least 60%) of the capital costs for the construction of the facility 3. Establishing a long-term endowment for the repair and maintenance of the facility that covers at least 60% of the repair and maintenance costs. The Town will provide no direct benefit to the benefactor in return for the contribution. Section 4: Requests to Name/Rename Town Facilities Requests to name or rename Town facilities may come from the general public (Town residents, business community, HOAs, civic organizations) or Town Council Members. All requests must be made via application to the Town Manager or designee. Page 155 of 230 4 Naming requests must include the following: A. The proposed name B. An explanation of why the Town facility should be named or renamed C. Description of the proposed namesake’s contribution to the community D. Any other justification for assigning the proposed name to the specific Town facility E. Petition containing the required number of Verifiable Signatures, if applicable, as indicated below Section 5: Requests Made by the Public A. Requests for an honorary street name must include Verifiable Signatures of at least 50% of the property owners on that street in support of the designation for consideration. B. Requests to name a Major Facility must have at least 250 Verifiable Signatures for consideration. C. Requests to name a Minor Facility must have at least 125 Verifiable Signatures for consideration. Section 6: Requests Made by Town Council Members Members of the Town Council may submit naming requests for consideration at any time. A. Requests for an honorary street name must include Verifiable Signatures of at least 50% of the property owners on that street in support of the designation for consideration. B. Requests to name a Major Facility must have at least 250 Verifiable Signatures for consideration. C. Request to name a Minor Facility must have at least 125 Verifiable Signatures for consideration. Council Member requests to name/rename Town facilities must have the support of at least one other Council Member before presenting the application to the Town Manager or designee. Council Members are limited to submitting or being a supporting second for one (1) naming/renaming request every three (3) years. A Council Member who submits a naming/renaming request or seconds a naming/renaming request may not submit or second another request for three (3) years from the date of submission. Page 156 of 230 5 Section 7: Process for Reviewing Naming Requests The Town Manager or designee shall review the naming requests and evaluate the requestor’s proposal in consideration of this policy. Staff will consider the following when reviewing naming requests: A. Impact on existing homes and businesses B. Impact on public safety C. Financial impact associated with changing signs, plaques, markers, etc. Costs associated with fabricating and installing signs, plaques, markers, etc. shall be the responsibility of the Town when naming/renaming facilities in compliance with this policy, except for requests for special recognition plaques as outlined in Section 10. D. Appropriateness of the proposed name based on the facility naming criteria established by this policy E. Input from the appropriate Town board or commission, if applicable. If a Town board or commission is involved in providing recommendations to the Town Council regarding activities conducted at that Town facility, the Town Manager shall present the proposal to that board or commission and seek that board or commission’s recommendation. The recommendation shall be provided as a “yes or no” recommendation. The Town Manager or designee shall complete evaluation within 30 days of receiving the request and forward the naming suggestion to the appropriate Town board or commission, if applicable, for a “yes or no” recommendation. Board or committee members shall disclose any potential conflicts, such as familial or business relationship, with a proposed name and recuse himself or herself from the discussion and vote. Naming requests shall be submitted for Town Council consideration within 30 days after the Town board or commission makes its recommendation, if such board or commission recommendation is required. Section 8: Town Council Consideration and Adoption A. Naming/Renaming of Existing Town Facilities and Honorary Street Names: The Town shall publish a notice of public hearing on the proposed name change or honorary street name in the official paper of record. Notification letters shall be mailed to impacted properties located within 200 feet of the location of the facility or street Page 157 of 230 6 segment. The Town Council shall hold a public hearing on the proposed name change to provide an opportunity for public input. Following the public hearing, the Town Council may adopt a resolution officially renaming the Town facility or approving the honorary street name. Council Members shall disclose any potential conflicts, such as familial or business relationship, with a proposed name and recuse himself or herself from the discussion and vote. B. Naming of New Town Facilities: The Town Council shall hold a public hearing on the proposed name to allow for public input. Following the public hearing, the Town Council may adopt a resolution officially naming the Town facility. C. The Town Council reserves the right to deny any naming/renaming request deemed not to be in the best interest of the Town, regardless of the recommendation made by Town boards and commissions or staff recommendation. D. The Town reserves sole responsibility and discretion for designing and constructing all signs, plaques, markers, etc. to be placed or replaced by way of this policy. Section 9: Town Council Special Recognition Plaques The Town Council may direct staff to install commemorative plaques in common areas within the Town of Trophy Club in recognition of individuals or organizations that should be honored for their accomplishments and contributions to the Town. Such commemorative plaques do not name or rename areas; they are meant to recognize Trophy Club residents or organizations for several years of dedicated volunteerism and service in enhancing and improving specific areas. The following process shall guide the installation of special recognition plaques. A. Upon request by the Town Council, the Council shall establish a subcommittee of three (3) Council Members to review the location of a special recognition plaque, wording of the plaque, and name(s) to be included. The subcommittee shall provide a recommendation to the full Town Council. B. The Town Council shall conduct a public hearing of the special recognition plaque recommendation and may consider directing staff to proceed with the installation, as may be approved or amended by the Town Council. Page 158 of 230 7 C. If approved, Town staff shall install the plaque as directed by the Town Council. The Town shall be responsible for all fabrication and installation costs. D. The Town Council will consider Town Council special recognition plaque requests once per year. Requests to establish the subcommittee will be accepted in October of each calendar year. Final decisions regarding special recognition plaques are expected to be considered by the Town Council in December. Section 10: Requests for Special Recognition Plaques Residents of Trophy Club and organizations that serve Trophy Club may request commemorative plaques in common areas within the Town of Trophy Club in recognition of individuals or organizations that should be honored for their accomplishments and contributions to the Town. Such commemorative plaques do not name or rename areas; they are meant to recognize Trophy Club residents or service organizations for several years of dedicated volunteerism and service in enhancing and improving specific areas. Typically, a special recognition plaque request is made in addition to the installation of an amenity such as a tree planting, park bench, or similar improvement and shall be limited to one plaque per amenity. The following process shall guide the installation of public requests for special recognition plaques. A. A request shall be submitted in writing on the standard application form. A non- refundable $50 application fee shall be submitted for the administration of the request. The payment of the application fee is required at the time of application submission. B. The application should provide clear evidence that the individual or organization to be honored has made a significant contributions to the quality of life in Trophy Club and demonstrated several years of volunteerism and service. The application must also indicate the intended amenity to be installed with the special recognition plaque. C. Town staff will review all submitted applications for completeness and provide the applicant with a cost estimate for all costs associated with fabricating, purchasing, and installing the special recognition plaque as well as the accompanying amenity. The applicant is required to provide confirmation that they accept and will pay for all associated costs. The applicant will also acknowledge responsibility for replacement costs should the accompanying amenity become damaged or vandalized, if such costs are not covered by Town insurance. Page 159 of 230 8 D. Once the process above is complete, staff will submit the application to the Town Council for consideration at a regularly scheduled meeting. The Town Council shall conduct a public hearing and may consider approving the application request. E. If approved, the applicant must pay the estimate prior to Town staff initiating installation. Any final cost adjustments based on cost escalations or differences will be immediately due by the applicant following installation. F. The Town Council will consider requests for special recognition plaque requests once per year. Applications will be accepted in October of each calendar year. Final decisions regarding special recognition plaques are expected to be considered by the Town Council in December. Page 160 of 230 TOWN COUNCIL COMMUNICATION MEETING DATE: October 13, 2025 FROM: Jason Wise, Fire Chief AGENDA ITEM: Consider accepting the Town's state-approved emergency management plan and emergency support functions. (Jason Wise, Fire Chief) BACKGROUND/SUMMARY: As part of the Town’s Strategic Plan, a key focus area was identified to prioritize public safety. Within this focus area, one of the primary objectives is to strengthen emergency management preparedness and public education. To support this objective, the Fire Department was tasked with leading two major initiatives: the introduction of an Emergency Management Coordinator position and the development of a comprehensive Emergency Operations Plan. Both initiatives were successfully completed within the current fiscal year, marking a significant step forward in enhancing the Town’s emergency preparedness and ensuring a more coordinated response to potential incidents. One of the most important functions of government is to protect its citizens, their property, and their way of life. The Town of Trophy Club Emergency Operations Plan (EOP) describes how this duty is fulfilled in response to emergency incidents and disasters. The purpose of the EOP is to outline the Town's approach to emergency operations by providing general guidance for emergency management activities and an overview of methods for mitigation, preparedness, response, and recovery. The plan defines the emergency response organization and assigns responsibilities for various emergency functions. It serves as a framework for more specific functional annexes that describe in detail who does what, when, and how. The Town's Emergency Operations Plan consists of two components: the Basic Plan and the more detailed Emergency Support Function (ESF) Annexes. The ESF Annexes outline the objectives, policies, concepts of operation, and responsibilities of Town departments related to specific functional activities before, during, and after disasters. These annexes may be supplemented by additional supporting plans as needed. The Town's Basic Plan complies with Homeland Security Presidential Directive 5, Management of Domestic Incidents; Presidential Policy Directive 8, National Preparedness; the National Response Framework; and Executive Order RP 40, which mandates the adoption of the National Incident Management System. The Basic Plan also provides an all-hazards emergency planning framework that aligns with the State of Texas Emergency Operations Plan. BOARD REVIEW/CITIZEN FEEDBACK: N/A Page 161 of 230 FISCAL IMPACT: To support the development of the Town’s Emergency Operations Plan and the creation of a shared Emergency Management Coordinator position, the Town Council approved an agreement on November 12, 2024, at a cost of $10,000. This funding covered initial consulting services and support for plan development. The project was completed within the current fiscal year and remained within the approved budget, with $10,000 allocated annually to support the ongoing shared position with the City of Roanoke. LEGAL REVIEW: N/A ATTACHMENTS: 1. Presentation 2. Basic Plan 3. Crisis Communication Plan ACTIONS/OPTIONS: Staff recommends that the Town Council move to accept the state-approved Town emergency management plan and emergency support functions. Page 162 of 230 Emergency Management Prioritize Public Safety Page 163 of 230 •Draft and interlocal agreement with Roanoke for emergency management coordinator services. •Develop a draft outline, structure, and content for emergency operating procedures. •Organize a meeting with key stakeholders to define communication roles and responsibilities. •Review and finalize a Town emergency operating procedures manual. FY-25 Department Work Plan Items Page 164 of 230 •Develop a draft outline, structure, and content for a crisis communication handbook. •Review and finalize the crisis communication handbook and emergency communication strategy. •Develop and conduct training sessions and simulations for town officials and staff on emergency management and communications protocols. FY-25 Department Work Plan Items Page 165 of 230 Why Trophy Club Needs an Emergency Operations Plan TX Requirement – State Law / Rules Section 418.106 requires each local government to prepare and keep current an emergency management plan, which must be consistent with the state emergency management plan. Page 166 of 230 Why Trophy Club Needs an Emergency Operations Plan TAC, Title 37, Part 1, Chapter 7, Rule §7.12 •Establishes that cities and counties must prepare, maintain, and submit emergency operations plans for state approval. •TDEM provides the planning standards and annex requirements that must be followed for approval. Page 167 of 230 Trophy Club Transition By coming off the Denton County Emergency Operations Plan (EOP), the Town of Trophy Club has developed a customized Emergency Operations Plan tailored specifically to its unique capabilities, resources, and operational practices. This localized approach ensures the plan not only aligns with regional standards but also serves as a practical, town-specific guide for effectively responding to large-scale emergencies and disasters. Page 168 of 230 •Assessed Current Capabilities: Evaluated how the Town of Trophy Club prepared for, responded to, and recovered from emergencies, and identified areas for improvement. •Conducted Hazard and Risk Analysis: Analyzed specific hazards and risks that could impact the community to inform planning priorities. The Process of Developing the EOP Page 169 of 230 •Coordinated with Partners: Collaborated with internal departments and external partners to define roles, assign responsibilities, and outline critical operational details. •Ensured Practical Usability: Developed the plan in clear, actionable language so it could be easily understood and implemented by any authorized personnel during an emergency. The Process of Developing the EOP Page 170 of 230 Legal Compliance •Fulfills the requirement under the Texas Disaster Act (Government Code §418.106) and Texas Administrative Code (37 TAC §7.12) that every jurisdiction maintain a current, state-approved plan. Eligibility for State and Federal Assistance •Maintains eligibility to receive state and federal disaster assistance (FEMA reimbursements, Homeland Security grants, etc.). •Without an approved plan, reimbursement for disaster costs can be delayed or denied. The Purpose of the Emergency Operations Plan Page 171 of 230 Standardization and Coordination •Ensures the plan is consistent with the State of Texas Emergency Management Plan and follows TDEM planning standards. •Provides a common structure that aligns with the National Incident Management System (NIMS) and ICS. •Clarifies responsibilities across city departments and with regional/state partners. Operational Readiness and Continuity •Serves as a roadmap during disasters so responders and decision-makers know their roles. •Helps ensure anyone can step in, reference the plan, and sustain operations if leadership changes or is unavailable. The Purpose of the Emergency Operations Plan Page 172 of 230 The Purpose of the Emergency Operations Plan Increases community resilience by outlining how the jurisdiction will prepare, respond, recover, and mitigate against hazards. Page 173 of 230 •Develop and conduct training sessions for town officials and staff on emergency management and communications protocols. •New outdoor warning sirens with enhanced technology to improve emergency communication and public alerting. •Continue to build the Emergency Management Program The Road Ahead for a Safer Trophy Club Page 174 of 230 Questions/Discussion Page 175 of 230 Page 176 of 230 3/12/25 Page 177 of 230 Page 178 of 230 Page 179 of 230 Page 180 of 230 Page 181 of 230 Page 182 of 230 Page 183 of 230 Page 184 of 230 Page 185 of 230 Page 186 of 230 Page 187 of 230 Page 188 of 230 Page 189 of 230 Page 190 of 230 Page 191 of 230 Page 192 of 230 Page 193 of 230 Page 194 of 230 Page 195 of 230 Page 196 of 230 Page 197 of 230 Page 198 of 230 Page 199 of 230 Page 200 of 230 Page 201 of 230 Page 202 of 230 Page 203 of 230 Page 204 of 230 Page 205 of 230 Page 206 of 230 Page 207 of 230 Page 208 of 230 Page 209 of 230 Page 210 of 230 Page 211 of 230 Page 212 of 230 Page 213 of 230 TROPHY CLUB CRISIS COMMUNICATION PLAN: PURPOSE The purpose of the Town of Trophy Club Crisis Communications Plan is to establish clear roles and responsibilities for town staff, elected leaders, and the communications & marketing department during a crisis. This plan outlines proactive strategies, protocols, and procedures to ensure timely, transparent, and consistent communication with residents, businesses, and stakeholders. A crisis is defined as any incident or event that could significantly impact the safety, reputation, or operations of the Town of Trophy Club. Examples include natural disasters such as tornadoes or flooding, public safety emergencies like a multiple-alarm fire or officer-involved incidents, as well as non-emergency controversies such as legal disputes, data breaches, or widespread rumors. Regardless of the scale or nature of the event, the plan prioritizes maintaining the town's credibility and protecting public trust. This living document provides a framework for strategic decision-making during major crises, ensuring that internal actions align with external communications. By adopting a proactive approach to crisis management, the plan emphasizes that effective communication reflects the town’s values, integrity, and dedication to its community. Public perception must align with the genuine image of the town, avoiding any appearance of pretense or staged responses. By preparing for a variety of crises, from short-lived emergencies to prolonged challenges, this plan aims to foster transparency, empathy, and trust between the Town of Trophy Club and its stakeholders. When practiced and applied consistently, it will reinforce the town’s reputation through honest, effective communication. GOALS The primary goal of the Town of Trophy Club Crisis Communications Plan is to ensure the timely and accurate dissemination of information to key stakeholders, including residents, businesses, and media, during and after a crisis. The plan emphasizes the importance of the town being the first and most trusted source of information, aligning with its commitment to transparency and community trust. This plan serves as a comprehensive guide to: • Anticipate potential issues that could escalate into crises. • Assess the impacts of a crisis on key audiences. • Develop and implement effective communication strategies. • Provide clear instructions and updates to stakeholders directly or indirectly affected by the crisis. The communication response goals include: • Gathering accurate and relevant information. • Identifying and utilizing appropriate external communication methods. • Communicating verified facts in consultation with administration and public safety officials. • Swiftly addressing and mitigating rumors or misinformation. • Restoring community confidence and trust. • Protecting the town’s reputation and credibility. • Providing clear and consistent internal updates to staff and elected officials. Communications & Marketing 1 Trophy Wood Drive Trophy Club, TX 76262 682-237-2987 www.trophyclub.org Page 214 of 230 By offering guidelines, templates, and checklists, the plan supports the Crisis Communications Response Team in making informed decisions during crises. It acknowledges that each crisis is unique and requires flexibility, critical judgment, and coordination to effectively respond, minimize impacts, and preserve the trust of the Trophy Club community. PROCEDURES In crisis situations, the Town Manager, in consultation with the Public Safety Command Staff and the Emergency Management Coordinator (Police Chief and/or Fire Chief) will determine whether an official statement should be prepared and released. The Communications & Marketing Director will draft all official communications, including responses to media inquiries, particularly for departments that lack a designated Public Information Officer. Once approved by town leadership, the Communications & Marketing Director will disseminate the information appropriately. • Crisis Notification and Situation Assessment o The individual encountering the emergency or potential crisis must immediately notify the Town Manager. o The Town Manager will inform the Mayor and Town Council Members. o The Town Manager’s office will promptly notify the Communications & Marketing Director to initiate the crisis communication process. o The situation will be assessed to determine the severity, audience impact, and appropriate communication strategy. • Dissemination of Information The Communications & Marketing Director is responsible for managing the distribution of all external and internal communications. Depending on the nature and timing of the crisis, communications may include the following: o External Communications: § News Releases: Clear and concise statements provided on Town website as well as to local and regional media outlets. § Social Media Posts: Real-time updates shared on the Town of Trophy Club’s official social media platforms. § Website Updates: A centralized hub for detailed, verified information, including situational updates and relevant resources. § Emergency Notification System Posts: Alerts sent to residents via TC Alerts (text, email, and/or phone) through the town’s mass notification system. § E-Newsletters: Targeted updates for residents and stakeholders subscribed to the town’s communication channels. o Internal Communications: § Official statements shared with all town employees, typically via email, to ensure consistency in messaging. § Regular updates to elected officials and department leaders to align internal and external communication efforts. CRISES ASSESSMENT Information will be disseminated by the Communications & Marketing Director to the news media and the public once it has been deemed appropriate by town management and public safety command staff in accordance with state law. Depending on the nature of the crisis, it can be helpful to send official town statements to all employees. The Communications & Marketing Director will disseminate information based on the type of crisis using the following criteria: • High-Level Emergency (natural disaster, bomb threat, active shooter, child abduction, mass casualty event) o Mass Notification - emergency alert system, email blast, website, social media, news release. Page 215 of 230 o Media Command Center - determine whether the magnitude of the crisis merits establishing a Crisis Communications Media Command Center for media briefings. Location to be determined. • Low-Level Emergency (high profile investigations, protests, criminal activity, street closures, public works emergencies) o General Notification - website, social media, email blast. The Communications & Marketing Director will work with the appropriate staff from public safety, emergency management, and other Town departments to gather information that 1) identifies the time, date, and type of emergency, 2) details the extent of injuries and/or damage, and 3) determines any response or remediation involved in the occurrence. The Communications & Marketing Director will keep town management and command staff updated on all media inquiries. The Communications & Marketing Department will monitor non-town communication channels, in part to identify factually incorrect information and correct it as soon as possible. Town Management will be alerted to the rumors and misinformation and provide direction to the Communications & Marketing Director on addressing the situation. All information shared should be verified as factual and accurate before distribution to ensure consistency and reliability of messaging. All responses will reside on the Town website and social media channels with the date and time listed at the top of each posting. Social media posts will acknowledge rumors and provide correct information when appropriate. Communications to the media and the public will be based on releasable facts available at the time of dissemination. Official responses either through news releases, news conferences or social media must include verified information and not speculation. PROCEDURES AND PROTOCOLS As noted above, the Town Manager, in consultation with the Public Safety Command Staff, will determine if any official statement from the Town should be prepared and released. The Communications & Marketing Director will coordinate with other departmental leaders drafting official communications as well as develop responses to media questions and inquiries. Once approved, the Communications & Marketing Director will disseminate information. The primary spokesperson for a crisis will depend on the nature of the crisis. The Town Manager, in consultation with the Communications & Marketing Manager, is responsible for designating a primary spokesperson for crisis events. During high-level crisis events with large regional or national media attention, the Town Manager may assist the Mayor for the Mayor to serve as spokesperson. The primary spokesperson for most crisis events will be the Town Manager, Police Chief, Fire Chief, or Communications & Marketing Manager. Given the variety of potential crises, the crisis communication team (see Recommendations below) should provide a spokesperson recommendation to town leadership. It is vital the spokesperson have experience dealing with the news media. At a minimum, the designated spokesperson should have a demonstrated ability to articulate key messages/fact points in a composed manner and be able to answer reporters’ questions in an emotionally charged environment. The Communications & Marketing Manager is responsible for developing major speaking points for the spokesperson in consultation with the Town Manager. The primary spokesperson should reference and emphasize the major speaking points in every interaction with the media and public. It is important to note that ONLY the designated spokesperson should be speaking to members of the news media about the crisis at hand – especially in the first 24 hours of a crisis. Having well-intentioned but not-fully-informed staff or elected leaders talking to reporters – even in “off the record” conversations – can result in incorrect information or mixed messages being released, thus causing confusion among the public. When that occurs, the Town’s credibility is compromised. As noted in the Goal section of the plan, the Town should be the first and best source of information during a crisis. During a crisis, the message and the person delivering the message should remain consistent for the purpose of maintaining authenticity, continuity and credibility. Staff and elected leaders should refrain from speculation with the public, including the news media, and stick to the key messages/fact points contained in official Town statements. No Page 216 of 230 elected official or staff member, except the Town Manager and Communications & Marketing Manager, is authorized to engage with the media without the express permission of the Town Manager. No elected official or staff member may accept an on-camera interview. On-camera interview requests should be directed to the Communications & Marketing Director. The Town Manager will determine if an on-camera interview request will be granted and authorize the appropriate spokesperson to conduct the interview. The Communications & Marketing Department staff will monitor the crisis daily, connecting with the Town Manager's office and departmental staff for updated information. Based on subsequent information and any new facts, the Communications & Marketing Director will provide updates to appropriate Town communication channels, as well as issue any media updates. Communications team will work with Town management and departments to provide updated information to internal channels. During emergency crisis, Town management will strive to provide internal updates no less than once per day. POST CRISES REVIEW After a crisis, the Town of Trophy Club will evaluate the effectiveness of its response and communication efforts, gathering feedback from the Crisis Communication Review Group. Group Composition. This group will typically include: • Town Manager (or designee) • Communications & Marketing Director • Police Chief and/or Fire Chief (depending on incident) • Assistant to the Town Manager (for documentation and logistics) • Other department directors or subject-matter experts relevant to the specific emergency (e.g., Community Development Director for infrastructure-related incidents, etc.) Membership may be adjusted depending on the type and scale of the crisis, but will always include representation from leadership, communications, and public safety. Responsibilities. The group is responsible for: • Reviewing all communication actions taken during the crisis. • Identifying strengths, weaknesses, and lessons learned. • Reviewing public and media feedback and sentiment. • Recommending updates to the Crisis Communications Plan. Engagement Expectations The group serves as a reference point for the Communications & Marketing Department in refining templates, messaging strategies, and outreach methods. Each member is expected to: • Provide feedback from their department’s perspective. • Share observations of how information was received by staff, residents, and partners. • Suggest improvements to both internal coordination and external messaging. Outcome Media coverage, stakeholder feedback, and internal debriefs will be compiled into a short report with recommended changes. Outcomes will be shared with town leadership and staff to ensure continuous improvement and preparedness for future events. PREPAREDNESS Page 217 of 230 Preparedness is a critical component of the Town of Trophy Club’s Crisis Communications Plan. Prior to any crisis, the town will conduct regular training sessions and simulations for staff to ensure readiness and familiarity with procedures. The Communications & Marketing Director is responsible for managing the following preparedness items: • Pre-approved messaging templates for scenarios such as severe weather or safety incidents will be created and maintained for swift deployment. • Building strong relationships with local media outlets and community leaders will further enhance communication efforts. • Essential materials include a comprehensive crisis response checklist, templates for press releases, FAQs, and social media posts, as well as updated contact lists for key personnel, media representatives, and community stakeholders. These steps ensure the town is equipped to respond effectively and maintain public trust during any crisis. APPENDICES • Crisis Communications Guidelines & Checklist • Communication Channels o Website o Social Media Channels o Other Digital Channels § E-Newsletter o TC Alerts Mass Notification System o News Releases o Town Hall Phone System • Command Staff Contacts o Executive Team o Roanoke Emergency Management Coordinator o Northwest Independent School District (NISD) Communication Director o Denton County o Trophy Club Municipal Utility District No. 1 (TC MUD No. 1) Executive Director • Crisis Notification Flow o 1st Hour o 2nd Hour o 3rd Hour o 4th Hour and Beyond • Media Relation Best Practices • Media Contacts • Media Statement Template • FAQ Questions in a Crisis • Blackout Communications Plan Page 218 of 230 TROPHY CLUB CRISIS COMMUNICATION PLAN APPENDICES: CRISIS COMMUNICATION GUIDELINES & CHECKLIST This section provides the foundational principles and step-by-step checklist for managing communication during a crisis. It ensures that all Town staff and leaders know the expectations for accuracy, speed, and consistency, as well as the actions required in the first critical hours of an event. Guidelines • Accuracy First: Verify facts with Town leadership and public safety officials before releasing information. • One Voice: Only the designated spokesperson should speak to the media. • Timeliness: Issue an initial holding statement within the first hour. • Transparency & Empathy: Acknowledge concerns and explain what the Town is doing. • Consistency: Ensure internal staff, elected officials, and external messages match. Checklist Within the 1st Hour: • Notify Town Manager, Mayor, Council, and Communications Director. • Gather verified facts from command staff. • Draft and approve a holding statement. • Alert staff that all media inquiries must be directed to Communications. Within 2–3 Hours: • Release initial statement on website, social media, and TC Alerts if necessary. • Respond to media inquiries with approved talking points. • Provide internal updates to staff and elected officials. Beyond 4 Hours: • Continue scheduled updates across all channels. • Correct misinformation promptly. • Document communications actions for post-crisis review. Communications & Marketing 1 Trophy Wood Drive Trophy Club, TX 76262 682-237-2987 www.trophyclub.org Page 219 of 230 TROPHY CLUB CRISIS COMMUNICATION PLAN APPENDICES: COMMUNICATION CHANNELS This section identifies the primary communication channels the Town of Trophy Club will use during a crisis. Each channel plays a specific role in reaching residents, businesses, and stakeholders quickly and effectively. By utilizing multiple methods, the Town ensures that accurate and timely information is accessible to all audiences. • Website (www.trophyclub.org) o Serves as the central hub for official crisis updates. o Provides detailed information, FAQs, and resources in one location. o Ensures accuracy and transparency with timestamped updates. • Social Media Channels o Provides real-time communication and quick updates. o Helps monitor community feedback and address misinformation. o Directs users back to the Town website for complete information. • Other Digital Channels o Town Weekly Newsletter: Shares more detailed updates and resources with residents subscribed to Town communications. o Digital Marquee: Displays short, timely alerts in a highly visible, public-facing format. Useful for road closures, safety notices, and reminders to check official channels for details. o Ensures those less active on social media or not enrolled in alerts still receive official updates. • TC Alerts Mass Notification System o Provides immediate, direct communication to residents via text, email, and/or phone. o Used for urgent or life-safety situations requiring rapid outreach. • News Releases o Offers formal, fact-checked updates for media distribution. o Ensures consistency of information reported by external news outlets. o Provides credibility through official Town statements. • Town Hall Phone System o Offers recorded messages with updates for residents without internet access. o Serves as a backup communication tool to reach a wider audience. Communications & Marketing 1 Trophy Wood Drive Trophy Club, TX 76262 682-237-2987 www.trophyclub.org Page 220 of 230 TROPHY CLUB CRISIS COMMUNICATION PLAN APPENDICES: COMMAND STAFF CONTACTS This section identifies the key command staff members who must be notified and engaged during a crisis. These individuals play a critical role in decision-making, coordination, and the dissemination of accurate information. Maintaining up-to-date contact information for each ensures rapid communication, minimizes delays, and supports a unified response across all departments. Executive Team Name Title Email Cell Phone Brandon Wright Town Manager bwright@trophyclub.org 972.561.0867 Tamara Smith Assistant to the Town Manager tsmith@trophyclub.org 214.864.4516 Dean Roggia Town Attorney droggia@toase.com 817.332.2580 Tammy Dixon Town Secretary tdixon@trophyclub.org 214.686.6039 Patrick Arata Chief of Police parata@trophyclub.org 817.374.2338 Jason Wise Fire Chief jwise@trophyclub.org 817.709.9744 Denise Deprato Director of Human Resources ddeprato@trophyclub.org 916.764.0073 Jill Lind Director of Communications & Marketing jlind@trophyclub.org 817.521.4334 Kelly Martinez Communications & Marketing Specialist kmartinez@trophyclub.org 432.266.0618 April Duvall Director of Finance aduvall@trophyclub.org 817.228.5838 Matt Cox Director of Community Development mcox@trophyclub.org 817.456.2282 Chase Ellis Director of Parks & Recreation cellis@trophyclub.org 214.980.5916 Roanoke Emergency Management Coordinator Amanda Meneses Emergency Management Officer ameneses@roanoketexas.com 360-813-5044 TC Municipal Utility District No. 1 Alan Fourmentin General Manager afourmentin@tcmud.org Betsy Deck Communications bdeck@tcmud.org 817.832.7783 Northwest ISD Mark Foust NISD - Superintendent superintendent@nisdtx.org 817.215.0030 Anthony Tosie NISD – Comms Director anthony.tosie@nisdtx.org 817.215.0169 Amanda Bunch Beck Elem. - Principal amanda.bunch@nisdtx.org 817.215.0450 Erika Oster Lakeview Elem. – Principal eoster@nisdtx.org 817.215.0750 Paige Cantrell Medlin MS – Principal pcantrell@nisdtx.org 817.215.0500 Kara Lea Deardorff Byron Nelson HS – Principal KDeardorff@nisdtx.org 817.698.5602 Denton County Dawn Cobb Director of Community Relations Dawn.cobb@dentoncounty.gov 940.349.4670 Samantha Taylor Director of Emergency Management Samantha.taylor@dentoncounty.gov 940.349.4274 Communications & Marketing 1 Trophy Wood Drive Trophy Club, TX 76262 682-237-2987 www.trophyclub.org Page 221 of 230 TROPHY CLUB CRISIS COMMUNICATION PLAN APPENDICES: CRISIS NOTIFICATION FLOW This section explains the notification process and communication flow during the first hours of a crisis. It ensures that the right people are alerted quickly, responsibilities are clear, and information flows in an organized manner. The steps below outline the sequence of actions to be taken. Notification & Communication Process Initial Notification • The individual who first becomes aware of a crisis immediately notifies the Town Manager. • The Town Manager informs the Mayor and Town Council members. • The Town Manager promptly notifies the Communications & Marketing Director. First Hour • Town Manager, in consultation with Command Staff, determines the severity and scope of the incident. • Communications & Marketing Director begins gathering verified facts. • A holding statement is drafted and approved by Town Manager. • Staff are instructed to direct all media inquiries to Communications. Second Hour • Initial holding statement is distributed through appropriate channels (website, social media, TC Alerts, etc.). • Elected officials and department leaders are briefed. • Communications team monitors public channels and media for misinformation. Third Hour • Additional details are gathered from Command Staff and partner agencies. • Updated information is prepared and shared across external and internal communication channels. • Key stakeholders (e.g., MUD No. 1, Emergency Management Officer, NISD, Denton County) are kept informed. Fourth Hour & Beyond • Regular updates continue at agreed intervals. • Communications team ensures consistency across all channels. • Corrections are issued quickly if misinformation circulates. • Documentation of actions is maintained for post-crisis review. Communications & Marketing 1 Trophy Wood Drive Trophy Club, TX 76262 682-237-2987 www.trophyclub.org Page 222 of 230 TROPHY CLUB CRISIS COMMUNICATION PLAN APPENDICES: MEDIA BEST PRACTICES This section outlines proven practices for working effectively with the media during a crisis. It is designed to help maintain credibility, ensure accurate reporting, and foster strong relationships with reporters while keeping messages clear and consistent. • Responsiveness: Acknowledge all inquiries quickly, even if details are pending. • Preparedness: Provide media with fact sheets, visuals, or resource links • Key Messaging: Stay on message and redirect speculative questions. Make the message effective with: o 2 or 3 key points o brief o accurate o simple o facts and stats o examples and/or experts • Respect Deadlines: Media operate under time constraints; respond within agreed timeframes. • Relationship Building: Treat reporters respectfully to encourage fair coverage. During an interview: o Don't ignore or evade questions - address the topic o Don't repeat a negative statement o Asked about a problem, talk about a solution o Talk about what you know, facts of the situation o If you do not know the answer, tell them so with a statement that you will follow-up on this information. Be sure to follow-up as promised. • Rumor Control: Monitor coverage and correct misinformation calmly and clearly. Communications & Marketing 1 Trophy Wood Drive Trophy Club, TX 76262 682-237-2987 www.trophyclub.org Page 223 of 230 TROPHY CLUB CRISIS COMMUNICATION PLAN APPENDICES: MEDIA CONTACTS This section outlines proven practices for working effectively with the media during a crisis. It is designed to help maintain credibility, ensure accurate reporting, and foster strong relationships with reporters while keeping messages clear and consistent. Overall Media: • Metro@dallasnews.com • newsroom@star-telegram.com • Assignment.desk@nbcuni.com • noticierodallas@telemundo.com • newsdesk@wfaa.com • news@ktvt.com • kdfw@fox.com or kdfw@foxtv.com • 23@univision.net • News8@wfaa.com Assignment Editors: • Gillian Hughes - gillian.hughes@FOX.COM • Erika Torres - erika.torres@fox.com • Roy Kuntz – Roy.Kuntz@nbcuni.com • Anahi Perez Arredondo - Anahi.PerezFaz@nbcuni.com • Giles Hudson – GilesH@cbs.com • Shauna Jackson - Shauna.jackson@cbs.com Good Local Reporters: • Tahera Rahman - Tahera.Rahman@nbcuni.com • Vania Castillo – Vania.Castillo@fox.com • Liz Campbell (Star-Telegram) – liz@star-telegram.com Communications & Marketing 1 Trophy Wood Drive Trophy Club, TX 76262 682-237-2987 www.trophyclub.org Page 224 of 230 TROPHY CLUB CRISIS COMMUNICATION PLAN APPENDICES: MEDIA STATEMENT TEMPLATE This section provides a ready-to-use template for official statements to the public and press. It ensures that initial and follow-up messages are accurate, empathetic, and aligned with the Town’s communication priorities. [Opening Acknowledgment] “The Town of Trophy Club is aware of [brief description of incident]. Our first priority is the safety and well-being of our community.” [Key Facts] “At this time, we can confirm [insert verified facts only]. We are coordinating with [police/fire/partner agencies] as part of our response.” [Next Steps] “We will provide updates as information becomes available. The next update is expected at [time].” [Closing] “We appreciate the patience and cooperation of our community as we work to resolve this situation.” Contact: Communications & Marketing Department 682-237-2987 | info@trophyclub.org Communications & Marketing 1 Trophy Wood Drive Trophy Club, TX 76262 682-237-2987 www.trophyclub.org Page 225 of 230 TROPHY CLUB CRISIS COMMUNICATION PLAN APPENDICES: FAQ QUESTIONS IN A CRISIS This section offers sample questions and approved responses to help Town staff and spokespersons address common inquiries during a crisis. By preparing responses in advance, the Town can provide timely, clear, and consistent information to the community and media. Immediate Event Questions Q: What happened? A: We are still gathering details. What we can confirm is [insert fact]. Q: Is the community safe? A: Safety is our top priority. Police/Fire crews are on scene and taking all necessary precautions. Q: How many people are affected? A: Numbers are still being confirmed. We will share updates as soon as they are verified. Q: When did this happen? A: The incident began at [insert verified time/date]. Updates will continue as more details become available. Q: Where did this happen? A: The situation is centered in [location/area]. Residents nearby should follow official updates for safety guidance. Response & Control Questions Q: Who is in charge of the response? A: The Town Manager, in coordination with the Police and Fire Chiefs, is leading the response. The Communications & Marketing Director manages all external communications. Q: What is being done in response? A: Emergency crews are actively responding. Our immediate focus is ensuring public safety, stabilizing the situation, and providing accurate information. Q: How certain are you that the situation is under control? A: Based on current information from public safety officials, the situation is being managed. Updates will be provided as conditions change. Q: What can residents expect next? Communications & Marketing 1 Trophy Wood Drive Trophy Club, TX 76262 682-237-2987 www.trophyclub.org Page 226 of 230 A: Residents can expect regular updates through the Town’s official channels — website, social media, TC Alerts, and news releases. Q: What should residents do right now? A: Follow instructions from Town officials and emergency responders. If there are specific safety precautions, they will be communicated immediately. Safety & Recovery Questions Q: Are people out of danger now? A: Responders are working to secure the area. We will confirm when it is safe and provide further instructions if needed. Q: How long will it take for things to return to normal? A: That depends on the nature and severity of the event. We will share recovery timelines once they are confirmed. Q: Where can residents get help or updates? A: Residents can call 682.237.2900 or check the Town website, social media, or TC Alerts for the latest information. Q: When will more information be available? A: Updates will be issued at [specific time] or as soon as new facts are confirmed. Accountability & Prevention Questions Q: Why did this happen? A: The cause is still under investigation. Verified information will be shared once it is confirmed by authorities. Q: Has this happened before? A: Each situation is unique. If relevant, we will provide context about similar past events and what improvements have been made since then. Q: What steps are being taken to prevent this from happening again? A: After every crisis, the Town conducts a review to identify lessons learned and implements changes to strengthen prevention and preparedness. Q: What lessons were learned? (Post-crisis) A: Lessons learned will be documented and shared with leadership and the community. They will guide updates to policies, training, and communication. Trust & Communication Questions Q: Are people overreacting? Page 227 of 230 A: We understand residents may feel worried. It’s normal to have concerns in uncertain times. Our role is to provide clear and factual updates so the community can feel informed and reassured. Q: Why should we trust the Town’s information? A: The Town’s priority is accuracy and transparency. All updates are verified with emergency management and public safety officials before being released. Page 228 of 230 TROPHY CLUB CRISIS COMMUNICATION PLAN APPENDICES: BLACKOUT COMMUNICATIONS PLAN In February of 2024, several of the nation’s largest cellular providers experienced an inexplicable service interruption that disrupted communications for large segments of the country. Not only did this restrict individual communications, but the outage made critical services, like 9-1-1, unavailable to many municipalities. As a result of this unprecedented event, this communications plan could be executed in the event of another, and potentially larger, cellular “blackout”. This plan can also be utilized during large-scale events that could jam cellular services and allow both staff and residents to remain connected during critical times. Resources • Digital Marquee Signs – The Town of Trophy Club owns 3 digital outdoor signs that can be deployed at major intersections to send critical information. These signs can be deployed and updated quickly with the help of the Communications & Marketing Department. Additionally, the Community Development Department owns a streets marquee sign, and the Parks & Recreation Department owns a large portable video screen. The Communications & Marketing Department marquee signs can display a series of rotating messages conveying critical information. The location of the marquees are at the main entry points of town (Trophy Lake Drive, Trophy Club Drive and Trophy Wood Drive) in high visibility locations. The large video screen would have the ability to broadcast full-motion video and audio that could be put on a loop at a location of our choosing, working with either Northwest ISD, local church or the Tom Thumb parking areas. The screen could also be put in front of Town Hall as a centralized highly visible location. The video screen deployment would take some time due to the need to create the content to be displayed. However, during a longer event, this would be an asset that could play a critical role in communicating public information. • Amateur (HAM) Radio Operators – Being that HAM radio operators still connect via traditional terrestrial radio frequencies; the network of local operators would play an important role in communicating within our area and beyond. • Manned Radio Positions – If a communications outage disrupted 9-1-1 or other critical communications for our residents, manned radio positions could be deployed throughout Trophy Club’s neighborhoods. This would be accomplished through deploying the Town’s police, fire, and other radio equipped staff in central areas or intersections within neighborhoods to give direct communications support for residents that may experience an emergency that would otherwise prompt a 9-1-1 call. The staff at the radio positions would be able to use their issued equipment to reach Trophy Club Dispatch and request the appropriate help at the resident’s home or other location. Given the Town’s current staffing levels and radio equipped vehicles and staff, this would be a quick deployment tactic during a communications blackout that would keep our community connected and help ensure public safety. Recommendations • Upgrade Town’s emergency sirens to allow public address – In Fy 2026, the Town of Trophy Club will be upgrading its emergency sirens to allow them to not only broadcast tones, but public address (voice) Communications & Marketing 1 Trophy Wood Drive Trophy Club, TX 76262 682-237-2987 www.trophyclub.org Page 229 of 230 messaging. It is the understanding of the Communications & Marketing Department that the current warning system can handle it, but the hardware on the poles doesn’t support that feature. With this upgrade we will be able to not only use them in the traditional “tornado siren” way, but also allow voice broadcasts of information to our residents. • Pre-planning of asset deployments should through cooperation of all town departments. This planning should yield maps of where manned radio positions would be stationed and who is responsible for covering each station, contact information and location of all amateur radio operators in and around Trophy Club, and triggering criteria for the activation of this plan. Page 230 of 230