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RES 2025-22 Facility Naming Policy TOWN OF TROPHY CLUB, TEXAS RESOLUTION NO. 2025-22 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. RESOLUTION 2025-22 PAGE 2 Je n ette T , ayor IRON, *. ' 1?' ATTEST: ,, 014 cp Qjlit,t/111 Tammy Dixon, wn S cretary APPROVED TO AS FORM: D n oggi wn Attorney Exhibit A- Resolution 2025-22 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. 1 Exhibit A- Resolution 2025-22 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? 2 Exhibit A- Resolution 2025-22 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. 3 Exhibit A- Resolution 2025-22 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. 4 Exhibit A- Resolution 2025-22 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 5 Exhibit A- Resolution 2025-22 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. 6 Exhibit A- Resolution 2025-22 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. 7 Exhibit A- Resolution 2025-22 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. 8