Minutes TC 08/01/2011MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, August 1, 2011 at 5:30 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club, Texas, met in Regular Session on Monday, August 1,
2011. 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:
Connie White
Mayor
Larry Hoover
Mayor Pro Tem
Bill Rose
Council Member
Jeannette Tiffany
Council Member
Glenn Strother
Council Member
TOWN COUNCIL MEMBERS
ABSENT:
Margi Cantrell
Council Member
STAFF AND GUEST(S) PRESENT:
Mike Slye
Town Manager
Stephen Seidel
Assistant Town Manager
Shannon DePrater
Town Secretary
Patricia Adams
Town Attorney
Scott Kniffen
Police Chief
Danny Thomas
Fire Chief
Eric Cannon
Finance Director
Carolyn Huggins
Community Development Director
April Refiling
PIO / Marketing Manager
Michael Aguilera
Financial Analyst
Garin Giacomarro
Intern
Mayor White announced the date of August 1, 2011, called the meeting to order and announced a
quorum at 6:02 p.m.
Mayor White stated Council member Cantrell would be absent.
WORKSHOP SESSION - 6:00 P.M.
1. Presentation by Freese and Nichols of Phase 1 Drainage Study preliminary findings.
Discussion of priorities and recommendations from the study, Including cost opinions, and
broad concepts on methods to pay for recommended Improvements.
Kelly Dillard from Freese and Nichols presented Council with an overview of the three phases of the
Storm Water Master Plan and the Preliminary Findings for the five study locations in Phase 1:
Trophy Club Drive at Marshall Branch
Skyline Creek (Indian Creek) Channel Analysis
The Knoll/Overhill Drive Drainage Analysis
Fresh Meadows/Iverness Pond and Drainage System
Cypress Court Channel
Ms. Dillard discussed each location and addressed questions from Council.
Presentation included in the minutes.
2. Discussion of agenda Items posted for consideration on the Regular Session Council Agenda
for August 1, 2011.
3. Discussion of proposed agenda items for the August 15, 2011 Regular Session Agenda.
Mayor White called a five minute break.
CONVENE INTO REGULAR SESSION - ESTIMATED START TIME —7:03 P.M.
The Invocation was offered by Police Chief Scott Kniffen.
The Pledges were led by Finance Director Eric Cannon.
Citizen Presentations:
This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the
agenda. The Council is not permitted to take action on or discuss any presentations made to the Council
at this time concerning an item not listed on the agenda. The Council will hear presentations on specific
agenda items prior to the Council addressing those items. You may speak up to three (3) minutes or the
time limit determined by the Mayor or presiding officer. To speak during this item you must complete the
Speaker's form that includes the topics) of your statement. Topics of presentation should be limited to
matters over which the Council has authority.
No citizen presentations were made.
CONSENT AGENDA
All matters listed as Consent Agenda are considered to be routine by the Town Council and will be
enacted by one motion. There will not be a separate discussion of these items. If discussion is desired,
that item will be removed from the consent agenda and will be considered separately.
Council member Rose requested agenda items 4 and 6 be removed from the consent agenda.
Motion made by Council member Strother, seconded by Mayor Pro Tem Hoover, to approve consent
agenda items 5 and 7 as presented. Motion carried unanimously.
5. Consider and take appropriate action regarding the Minutes dated July 19, 2011 (Special Joint
Workshop Session with Planning & Zoning).
7. Consider and take appropriate action regarding a Resolution approving an Interlocal
Agreement between the Texas Department of Public Safety and the Town of Trophy Club for
the purchase of alcohol blood test kits and other items; and authorizing the Town Manager or
his designee to execute all necessary documents.
4. Consider and take appropriate action regarding the Minutes dated July 18, 2011.
Motion made by Council member Rose, seconded by Council member Strother, to approve the July 18,
2011 meeting minutes as amended.
Amendment includes:
Larry Lentzner - 303 Ridge View Lane, addressed Council in reference to the Joint Council and TCMUD 1
meeting Splash Pad agenda item and to work together to come up with a viable solution.
Motion carried unanimously.
August 1, 2011 Minutes Page 2 of 6
6. Consider and take appropriate action regarding a Resolution appointing one member to the
Board of Managers of the DENCO Area 9.1.1 District, and providing an effective date.
Motion made by Council member Rose, seconded by Council member Strother, to approve Resolution
2011-16 appointing one member to the Board of Managers of the DENCO Area 9-1-1 District, and
providing an effective date as amended.
Amendment includes:
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB,
TEXAS, APPOINTING ONE MEMBER TO THE BOARD OF MANAGERS OF THE
DENCO AREA 9-1-1 DISTRICT; PROVIDING ono SUBMITTAL OF SAME TO rue
CHIEFAPPRAISER; AND PROVIDING AN EFFECTIVE DATE.
Motion carried unanimously.
REGULAR SESSION
8. Consider and take appropriate action regarding the First Modification of Agreement for
Professional Services between the Town and Freese and Nichols (FNI) to include a cost of
service evaluation and rate study In the scope of work currently being performed by FNI on
the Trophy Club Storm Water Master Plan project; and authorizing the Town Manager or his
designee to execute all necessary documents.
Town Manager Slye reiterated the significant challenge to mediate the storm drainage issues stated in the
previous presentation by Kelly Dillard. A rate study is needed to implement a fee schedule that is fair,
equitable, and nondiscriminatory.
Trey Shanks of Freese and Nichols, explained what a rate study would entail including what rates are
needed, the correct rate for each account, and evaluating the existing fee schedule. Mr. Shanks
addressed questions from Council.
Motion made by Council member Strother, seconded by Mayor Pro Tem Hoover, to approve the First
Modification of Agreement for Professional Services between the Town and Freese and Nichols (FNI) at a
cost not to exceed $47,400. Motion carried unanimously.
9. Consider and take appropriate action regarding the purchasing of Tyler Technology Municipal
Management Software from General Fund Reserves, In an amount not to exceed $168,854.00;
and authorizing the Town Manager or his designee to execute all necessary documents.
Town Manager Slye stated that the number listed in the agenda is the highest amount we would have to
pay if the MUD Board does not purchase the Incode software. Staff is prepared to recommend Incode
software and hopes the MUD is prepared to do the same. Mr. Eric Cate, Tyler Technology, is here
tonight to address questions.
Mr. Nick Sanders, 7 Hayes Court, addressed the Council. Mr. Sanders expressed that dollar figures have
changed since the last MUD meeting. Almost $48,000 of the cost is implementation and conversion costs
- professional services. The MUD Board commissioned him and Director Carr to make a
recommendation to the Board. Both have concerns about the total dollar amount, with trying to reduce
taxes and manage expenses. Sanders stated both he and Director Carr see the advantages utilizing one
software program, but does not see the MUD Board paying $91,000.
Mayor White read a letter from Council member Cantrell into the record:
August 1, 2011 Minutes Page 3 of 6
Honorable Mayor, Fellow Council members, Staff and Citizens —
Regrettably, I am not in attendance for tonight's Town of Trophy Club Council meeting.
However, respectfully I submit the following:
Regarding Agenda item #9, 374-T - Consider and take appropriate action regarding the purchasing of
Tyler Technology Municipal Management Software from General Fund Reserves, in an amount not to
exceed $188,854.00, and authorizing the Town Manager or his designee to execute all necessary
documents.
I am in support of our Town purchasing new software, as it has become apparent that we are in need of
this and as we move forward, it is in the best interest of our citizens and staff to do so now. However, I
strongly urge staff to reconsider the magnitude of the software modules listed for consideration and urge
everyone involved in this decision process to be prudent by down scaling the `menu" to encompass
necessities only at this time to help reduce immediate costs.
It is my understanding that one of the strong values of the Tyler Technologies and their Incode Integrated
Financial Management Solution systems is that we can add as we grow. I certainly support our
exercising this option as we know revenues are increasing, as will needs, thereby providing more future
flexibility with less upfront costs.
Also, encourage full review as to whether the service portions of this agreement are competitive. There
are instances in other business venues that suggest service agreement costs should not be included in
the first or even the second year of a new contract agreement of this magnitude. Service charges and
estimated travel expenses added to this current package appear to increase the cost of this investment
during the 2011-2012 budget year to more than $239,000, if I am interpreting the informational packet
correctly.
And finally, it is my hope that the Municipal Utilities District will partner with the Town and support the
purchase of the Incode Integrated Financial Management Solution software. 1 believe long term the
benefit for complete, seamless interface between the two entities will over ride any potential short term
savings of two systems by providing all users more flexibility and thereby serving our citizens better.
Thank you for your time and consideration. And, I do want to express my sincere appreciation to
everyone who has taken the time to get us to this point. These are never easy decisions, although they
are very important for the future of our Town. And finally, I look forward to returning to Trophy Club on
Friday, August 5 for the upcoming budget workshop.
Sincerely,
Margi Cantrell
Council Member, Place 3
Motion made by Mayor Pro Tem Hoover, seconded by Council member Rose, to approve the purchasing
of Tyler Technology Municipal Management Software from General Fund Reserves, in an amount not to
exceed $188,854.00; and authorizing the Town Manager or his designee to execute all necessary
documents. Motion carried unanimously.
10. Consider and take appropriate action regarding an Ordinance approving a negotiated
resolution between the Atmos Cities Steering Committee and Atmos Energy Corp., Mid -Tex
Division, as a result of the fourth annual rate review mechanism filing; finding existing rates
for natural gas unreasonable; adopting new just and reasonable tariffs; and providing an
effective date.
August 1, 2011 Minutes Page 4 of 6
Motion made by Council member Rose, seconded by Mayor Pro Tem Hoover, to approve Ordinance
2011-28. Motion carried unanimously,
11. Consider and take appropriate action regarding a Cooperative Purchasing Agreement between
the Town and Potter County relating to the purchase of patrol vehicles; and authorizing the
Town Manager or his designee to execute all documents necessary for the Town's
participation in a cooperative purchasing program with Potter County.
Chief Kniffen clarified that approval of this agreement does not authorize the purchase of new Tahoes;
this is merely authorizing an agreement to enter into a cooperative purchasing agreement with Potter
County.
Motion made by Council member Strother, seconded by Mayor Pro Tem Hoover, to approve a
Cooperative Purchasing Agreement between the Town and Potter County relating to the purchase of
patrol vehicles; and authorizing the Town Manager or his designee to execute all documents necessary
for the Town's participation In a cooperative purchasing program with Potter County. Motion carried
unanimously.
12. Consider and take appropriate action regarding an extension of the deadline for submission of
applications to serve on Town boards and commissions.
Town Manager Slye recommended extending the deadline through the end of August.
Motion made by Council member Tiffany, seconded by Council member Strother, to extend the deadline
for applications to serve on the Town's Boards and Commissions until August 31, 2011. Motion carried
unanimously.
13. Consider and provide direction to Staff regarding the Elevated Storage Tank Logo(s).
Town Manager Slye asked Council to consider dual logos on the Elevated Storage Tank not to exceed
$4,000. Staff is proposing 'The Town of Trophy Club" facing State Highway 377 and the Bobcat logo
facing Town.
Presentation included in the minutes.
14. Town Council Liaison Updates; discussion of same:
- July 20, 2011 TCMUD 1 Meeting - Council Member Tiffany
Council member Tiffany updated the Council on the July 20, 2011 TCMUD 1 meeting and addressed
questions. No action taken, update only.
15. Town Manager Slye's update regarding the following; discussion of the same.
- Budget Workshop Update
- Amenity Lakes Update
- North Trail Connectivity Update
Town Manager Slye updated the Council and addressed questions. No action taken, update only.
August 1, 2011 Minutes Page 5 of 6
16. Mayor and Council Updates regarding training opportunities, educational sessions, and
regional meetings; discussion of same.
- July 21, 2011 Metroport Cities Partnership Meeting
Mayor White and Council members gave a brief update of the meetings they attended since the last
Council meeting. No action taken, update only.
17. Items for Future Agendas.
This item allows Council to request the placement of items on upcoming agendas when the topic of
discussion requires research and review that cannot be accomplished in the time frame between regular
Council meetings. However, a Council Member may request that an item be placed on the next regularly
scheduled meeting without first placing that item on the Future Agenda Items list. All requests for agenda
items must comply with Charter requirements.
1. Consider and take appropriate action regarding procurement policies and their alignment with State
statutes. (Rose, 211110)
2. Consider and take appropriate action regarding placing policies and procedures on the Town web
site. (Rose, 211/10)
3. Consider and take appropriate action regarding noise regulations for Oil and Gas Well Drilling and
Production (Rose, 4/26/10)
4. Staff update regarding Marshall Branch Creek area located North of HWY714; discussion and
action of the same. (Stotts, 6/21/10)
5. Staff proposal regarding the amenity lakes, including associated costs to accept the amenity lakes
from the developer. (Stotts, 10/4/10)
6. Explore the feasibility of combining the EDCs and improved ways of expending EDC funds.
(Strother, 2124/2011)
7. Consider and take appropriate action regarding the creation of a "Going Green" initiative throughout
the Town. (White, 2124/2011)
8. Consider and take appropriate action regarding Goals for the Town Manager. (Stotts, 4/18/2011)
9. Consider and take appropriate action regarding updates to the Sign Ordinance (retail windows and
political signs) (White and Cantrell, 5/212011)
10. Consider and take appropriate action regarding ball park signage. (Cantrell, 6/6/2011)
11. Consider and take appropriate action regarding a Golf Can Community. (Tiffany, 61612011)
12. Consider and take appropriate action regarding allowing one board appointment at a time, no
elected officials and possible term expirations (Cantrell, 7/18/2011)
13. Consider and take appropriate action regarding updating/revising Board, Commission and
Committee Handbook (Rose, 7/18/2011)
Council member Bill Rose requested an item to consider and take appropriate action concerning the Park
Bond projects and fund allocation to include a comprehensive cost/status review of all projects included in
the original park bond presentations. Rose asked that this item be placed on the September 12, 2011
Council agenda.
Council member Strother requested an item regarding splash pad options at Harmony Park, including
input/direction from Council to Staff to start construction and have available next summer; to be placed on
the agenda after the budget has been approved.
ADJOURN
Motion made by Mayor Pro Tem Hoover, seconded by Council member Tiffany to adjourn. Motion carried
unanimously.
Meeting adjourned at 9:02 p.m.
r'
I nm � to
\Sh annon DePrater, Town Secretary
Town of Trophy Club, Texas
,Connie White, Mayor
Town of Trophy Club, Texas
August 1, 2011 Minutes Page 6 of 6
Trophy Club Storm Water
Master Plan
Preliminary Findings for
Five Study Locations
AUGUST 2011FREESE
KELLY DILLARD, P.E., CFM
�NICHOL
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a%,k,Ton of Trophy Club Drainage Master Plan
Public Meeting #1
May 16, 2011
FREESE Public Comment Form
NICHOLS
Contact lnfonvarl..
Full Name:
Phone/Email:
Address:
May we contact .you if we have questions regarding your comments? (YM):
Best way to contact you (email, phone. etc.) Best Time
The Town has been divided into four quadrants: please see the map We. and indicate which
quadrant you live in:
Questions
What specific drainage or flooding problems has your property encountered and when?
Please desenbe any other flooding that you've experienced (yard, streets. cars. ditches. etc.).
Other Comments:
I'uhlic Comment U
Gene and Wilma 11 Cypress Court
Yes Email and Phone :
(817) 4313-4160;
AnCreek between Cypress Court and MuirfiekE Drive eroding
fewahill@ao-l.Co-m
severely; affecting houses and utilities, trees, etc.
..-------- -'-------- ---- ----- -----;-
....-.. ;. _... ... _..- ------
.. _.. _..... .. _.._
-- ---- .-..:..
My back driveway has water almost constantly draining (I think) :I just bought this house in June of 2U1 G. lam una
enrge, Rabble 116 Inverness tar
Yes Phone
(817) 494-11988
SS from the yards behind my house. Those yards are much higher previously f}o-ods, etc-
- - -- -
- -
than my property.
WA 123 Carnoust a
No specific problems, concerned that future development may
impact him.
.._..... ..s..._.... _.. .----!.
Brack, Richard 13 Cypress Ct
_. .�----..
Yes Email
rjtskl yaho-o.Com
.......---.... .....
.i... .._....._...... -------- ........_........... ..__............ -- ......... .._-
Anytime Heaviest rains can cause some visible erosion in drainage ravineIn heaviest rain, some street drainage and runoff
_. _. -------- ---------------------
----.._- •----
----- --------------------------
immediately behind property. my driveway toward drainage ravine behind prop
--- _. _ _ _.. _. _ _ __.
Doyle, John 14 Riviera Court
=--
2447 -First encountered flood since moving in 1953. Inlets surcharge and overtops mailbox in front.
------------- ---------------------------
------------------------------------------
- ---- ---------- ---------
---------- ------ .._.. .
There was no impact study or elevation consider
Erosion problems have become worse ager the mud came in to the impact on the homeowners. My complaints
(817} d91-1151;
and dumped tans of concrete into "Indian Creek Drainage Creek deaf ears and my backyard [ patio nearly unusabl
er, Daryl Scott 18 Skyline Or
Yes Email and Phone
aftadudeCcharter.net
and causing a stagnate mosquito infested ditch P pond in my the smell from the ditch and excessive mosquito i
backyard to mention the'West Nile"threat. Water frequent,
backyard as the creek can n longer handle the fl
... -------- -`---- .-------..-.--`
----- ------- ----
------ --- ------------------
upstream with continued building in the Indian cre[
---- ---- '--- ... --------- --- ...--- -- ------- -- -------- ---- ._..!.__-
Drainage from the hill peaking near Indian Creek and Green Briar Intense rain will, in addition to above, flood front y
..
Ct.regularlyflnod. Tiresouth.part ofour yard, about 6times per curbs to flood downstream neighbors homes. AL
D1 Keefer, Patricia Jayne 216 Fresh Meadow dr Yes Email pjkeefergmail.com year. At times there is a 24' wide river (with multiple 8' wide south edge berm to flood downstream neighbors I
tributaries) running west to east. 3 times it has reached our living sewer lid will geyser water during storm when th
room thresh old. insufficient capacity.
Trophy Club Study Areas: Phase I
• Trophy Club Drive at Marshall
Br
Skyline Creek (Indian Cree
Channel Analysis
• The Knoll/Overhill Drive
Drainage Analysis 9
• Fresh Meadows/Iverness
Pond and Drainage System
• Cypress Court Channel
AUGUST 2 011
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Trophy Club Drive at
hal I Branch �
• Improvement Alternatives
• Full Solution: Downstream Grading + 425' Bridge
— Opinion of Cost $4.8 M
• Phased Solution: Multiple Box Culverts
— Opinion of Cost $4.6 M. $2.2 M Phase I
LMWI
Trophy Club Drive +
.w.� NHD Flowline r_r: City Limits
2ft Contours FEMA 1 DOW FP
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Exhibit 1�- Trophy Club Drive Q
Proposed Excavation 1 DR Contour
• lr ti� ° r9i•" Roadway Improvements 2tt Contour
MUM—e y� _ o 100 an goo
Multiple Box Culvert Section
18- 12'x10' Culverts
Easier to Phase Construction
Not as cost effective
Bridge Section - 500 foot span
Larger Hydraulic Opening
Slightly Higher Cost
MarshallBranch-stb Plan. Proposed Bridge 7!21!2011
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Easier to Phase Construction
Not as cost effective
Bridge Section - 500 foot span
Larger Hydraulic Opening
Slightly Higher Cost
Marshall Branch-sfb Plan.
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Skyline (Indian) Creek Channel Analysis
-A � T /`-
• Channel Reconstruction
— T.W. King to Golf Course
— 3500 Linear Feet
W �Auw
— Crossing Upgrades at Greenleaf, Indian Creek and
T.W. King
— Opinion of Cost $5.4 M
— Doesn't include property acquisition or permitting
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Overhill/Timber Ridge Drainage System
• Regrading of Existing Detention Pond on GC
• Diversion along Skyline
• Upsize Timber Ridge System
• Opinion of Cost - $256,000
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Exhibit 4 - Tirnb er Ridg a ar at OvoWH DP
Proposed
Ebbing Storm Grain '%'/Storm Drain
Remove and Replace
E*, Pond Contours
4- , _ i d o so inn soo
Fresh Meadow/Inverness Pond and
Drainage System
• Revise pond outfall for additional storm storage
• Regrade Downstream Channel
• Upsize Existing Storm Sewer Sizes and Inlets
• Opinion of Cost - $430,000
N t ,
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Cypress Court Tributary
Preliminary Geomorphology
Issues are related to erosion, not capacity
Recommend Point Repairs
Maintain Natural Channel and Aesthetic
Condition
Estimate of Construction Cost - $1.2M
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Projects Summary
• Trophy Club Drive - $4.80 M
• Cypress Court - $1.20 M
• Inverness/Fresh Meadow - $0.43 M
rffiEESE
?MRCS
Funding Considerations
Storm Water Utility
— Current3 00 e. siden1
revenue
— Option: Pay-as-you-go
Option: CO bonds backed l
Bond Election
— Public vote
135,000It al
utility revenues
— Backed by ad valorem taxes or sales tax revenues
• Federal Gr
— Requires haza d mitigation action plan in advance
— 75% federal particip
AUGUST 2 011
5% local participon
FEEE
IrMEAKHOLS
Possible Funding Approaches
m Water Utility
$7.50/month = $200,000/year on 20 -year CO bond (@6%) for capital projects
• Bond Election with Grant Assistance
— $500,000/year on 20 -year GO bond (@6%) for capital projects
Grant (assume 75-25 match)
— FEMA = $2.79M
— Requires HMAP (2-3 year proc(
in progress)
FREESE
Irsn 'MHL
Contact Information
FREESE AND NICHOLS, INC.
STORM WATER MANAGEMENT
4055 INTERNATIONAL PLAZA, SUITE 200
FORT WORTH, TEXAS 76109
817-735-7300
KELLY DILLARD, P.E.,
CFM
817.735.7313
AUGUST 2 011
TREY SHANKS
214.217.2221
rffiEESE
?MRCS
Elevated Water Storage Tank
Branding. Survey
Responses To Date: 142
Bobcat Logo:
Town Of Trophy Club:
BN Logo:
47,9%(68)
38%(54)
14,1%(20)
Town of
Trophy Club
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