Minutes TC 12/18/2014MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Thursday, December 18, 2014 at 6:00 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Thursday, December 18, 2014.
The meeting was held within the boundaries of the Town and was open to the public.
STATE OF TEXAS §
COUNTY OF DENTON §
TOWN COUNCIL MEMBERS PRESENT:
C. Nick Sanders
Mayor
Greg Lamont
Mayor Pro Tem, Place 5
Jim Parrow
Council Member, Place 1
Garrett Reed
Council Member, Place 2
Rhylan Rowe
Council Member, Place 3
Philip Shoffner
Council Member, Place 6
TOWN COUNCIL MEMBERS ABSENT:
Tim Kurtz Council Member, Place 4
STAFF AND GUEST(S) PRESENT:
Mike Slye
Town Manager
Stephen Seidel
Assistant Town Manager
Tammy Ard
Town Secretary
Patrick Arata
Police Chief
Mayor Sanders announced the date of Thursday, December 18, 2014 called the Town Council to order and
announced a quorum at 6:06 p.m.
The Invocation was offered by Mayor Sanders.
The Pledges were led by Town Manager Slye.
SPECIAL SESSION JOINT MEETING WITH THE PLANNING & ZONING COMMISSION
JOINT SESSION
1. Consider and take appropriate action regarding a Meritorious Exception for a sign package proposal located
at 301 Trophy Lake Drive, and being located in Planned Development District 21 (PD -21).
The Planning & Zoning Commission was unable to obtain a quorum of Planning & Zoning Commissioners and their
meeting was cancelled. Council did convene and deliberate the Meritorious Exception but cannot take action
because the Council cannot make a decision without a recommendation from the Planning & Zoning Commission
making a decision.
The Papa Murphy's (going in The Plaza shopping center) owner has requested a signage package to help advertise
the stores grand opening, but the Planned Development language is restrictive in regards to types of temporary
signage allowed. The owner is requesting an exception to these regulations as allowed through Planning & Zoning
Commission and Town Council.
December 18, 2014 Minutes Page 1 of 9
Staff's recommendation is to allow the business owner to execute their planned marketing plan until such time as
the Planning & Zoning Commission and Council can convene to formalize the request. The Town does not expect to
be able to issue a Certificate of Occupancy until December 29th at the earliest.
Town staff does not advocate that the business owner take any action in violation of ordinances, but may proceed
at their own risk when determining whether or not signage is used before receiving final approval from Town
Council. The Code Enforcement department operates on a complaint driven system and unless complaints are
received about the signage we would not proactively investigate.
CONVENE INTO SPECIAL SESSION - START TIME — 6:16 P.M.
SPECIAL SESSION
2. Review and take appropriate action regarding the site plans for the joint Town Hall and Police facility with
GSBS Architects.
Bill Rose, 219 Inverness, addressed the Council regarding the following:
— Sale/Lease of property - Mr. Rose indicated that if the Town is unable to obtain a lease from Trophy Club MUD
No. 1 without an interim termination clause in it then the Town would be better off planning to incorporate all
of our needs in the new structure.
— Road/Waterline - Ability to place a Road around a new tank location and the difficulty that incurs is the
outside maintenance area that goes around the tank begins to limit the space in addition if you move the tank
there is a waterline and you would need to move the waterline and that would be very expensive. Mr. Rose
stated based upon this he would recommend taking the road out of the master plan and plan on expanding
the building to meet the Town's full needs.
Mayor Sanders gave a brief history letting the citizens know how the Town Council got to where it is today
regarding this facility. A Town Hall & Police Facility subcommittee was established to look at refinements. The
subcommittee consisted of Mayor Sanders, Council Member Parrow and Council Member Reed. Back in August
Council agreed that they did not see that a joint facility would be greater than roughly 26,000 square feet and did
not vet using the public services annex building and how it might be used. This allows for the police portion of the
building to be slightly over 12,000 square feet and a Town Hall portion of roughly 14,000 square feet. The Town
Hall & Police Facility subcommittees was tasked with working through this with the Architect and refine the details.
The subcommittee decided they will allow staff to determine their needs based upon the space the Council agrees
to.
Mayor Sanders made this public statement regarding the Methodist Church:
There is nothing definitive decided or negotiated between the Methodist Church and the Town of Trophy Club. We
are in talking stages. It began with some old drawings of what might fit on the property. The church pulled out their
master plan, they have some objectives to solve some parking issues. We are trying to address these issues, but it is
a dialogue at this point. The Town did go out and get the property surveyed and did contract to get an appraisal
done and at this point the church is getting an appraisal done and at some point we will work through that issue
and wanted to make sure everyone understood that there is no real decision made by either party, we are
exploring.
Tom Batenhorst, Architect with GSBS Architects provided an overview of the plans by department for the joint
Town Hall and Police facility, and several possible building and parking lot layouts.
Attachment A — Summary Area Tabulation by Department (typo on page 15 should be Annex instead of Town Hall)
Attachment B — Site Plan Option A
Attachment C—Site Plan Option B
December 18, 2014 Minutes Page 2 of 9
Attachment D — Site Plan Option C
Attachment E — Site Plan Option D
Jim Thomas, 7 Meadowbrook Lane spoke as a MUD Director and wanted to clarify some items regarding the
lease/sale of the public services/annex building. The MUD Board is open to a long term lease. The MUD Board is
assuming where ever the Town builds the new building that the office spaces occupied in the Svore Building will be
freed up.
Council Member Parrow wanted to go on record stating that he appreciates Mr. Batenhorst with GSBS on the work
he has done to take us from over 42,000 square feet down to what we have looked at tonight; between Mr.
Batenhorst and staff we have been able to reduce the structure down to what the Town needs, what the citizens
will probably be willing to approve and it took a lot of hard work. Council Member Parrow wanted to publicly say
thank you for the hard work that has been done to get us to where we are tonight and to move us forward with
these discussions.
Various items were discussed by the Town Council, including:
• Council Chambers (current boardroom 1300 SF)
— Size
— Seating
o Stadium seating (slanted floor)
o Moveable Chairs (flat floor) — council prefers the flexibility of the flat floor and moveable chairs with
wall divider's
• Community Rooms
• Storage
• Animal shelter
• Utility Access/Road
• Access from Town Hall building to the Annex building — possibly sidewalk, covered vs not covered, enclosed vs
not enclosed
• Square footage requirements
— 19,111 SF as presented
• Budget
• May 2015 bond election or November 2015 bond election
• Direction regarding the aesthetic of the building
• Topography of the land
Susan Edstrom, 269 Oak Hill Drive thanked council for including space for the animal shelter in the plans. Susan
spoke in favor of a LEED certified building.
Bill Rose, 219 Inverness spoke in favor of a LEED certified building in addition to speaking in reference to the Annex
building and that the Town does not own that building.
EXECUTIVE SESSION
Pursuant to Texas Government Code, Annotated, Subchapter 551, Council will convene into closed
executive session as authorized by Section 551.072 Deliberations about Real Property to deliberate the
purchase, exchange, lease, or value of real property if deliberation in an open meeting would have a
detrimental effect on the position of the governmental body in negotiations with a third person:
(1) Potential sites for the location of anew Police and Town Hall Facility and related negotiations
December 18, 2014 Minutes Page 3 of 9
CONVENE INTO EXECUTIVE SESSION - START TIME — 9:17 P.M.
RECONVENE INTO REGULAR SESSION - START TIME —10:01 P.M.
RECONVENE INTO REGULAR SESSION
4. Consider and take appropriate action regarding the Executive Session.
No action taken.
ADJOURN
Motion ade by Council Member
unar i ri sly. Meeting Adjourned at
i)(Ard, Int m Town Secretary
of TrophVqlub, Texas
rrow, seconded by Mayor Pro Tem Lamont, to adjourn. Motion carried
Olp.m. z12
C. Nick Sanders, Mayor
Town of Trophy Club, Texas
December 18, 2014 Minutes Page 4 of 9
ATTACHMENT A
Summary Area Tabulation by Department (typo on page 15 should be Annex instead of Town Hall)
December 18, 2014 Minutes Page 5 of 9
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ATTACHMENT B
Site Plan Option A
December 18, 2014 Minutes Page 6 of 9
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ATTACHMENT C
Site Plan Option B
December 18, 2014 Minutes Page 7 of 9
ATTACHMENT D
Site Plan Option C
December 18, 2014 Minutes Page 8 of 9
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ATTACHMENT E
Site Plan Option D
December 18, 2014 Minutes Page 9 of 9