Minutes TC 04/02/2012MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, April 2, 2012 at 6:00 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Monday, April 2,
2012. 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:
Larry Hoover
Margi Cantrell
Bill Rose
Glenn Strother
Jeannette Tiffany
Mayor Pro Tem
Council Member
Council Member
Council Member
Council Member
TOWN COUNCIL MEMBERS ABSENT:
Connie White Mayor
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
Eric Cannon Finance Director
Carolyn Huggins Community Development Director
April Reiling PIO/Marketing Manager
Mayor Pro Tem Hoover announced the date of April 2, 2012, called the meeting to order and announced
a quorum at 6:01 p.m. Mayor White will not be in attendance this evening. she is attending a conference
in San Antonio.
The Town Council convened into Executive Session at 6:02 p.rn.
EXECUTIVE SESSION
1. Pursuant to Texas Government Code, Annotated, Section 551.074{a)(1) "Personnel Matters,"
the Council will enter into Executive Session to deliberate the appointment, employment,
evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee
relating to:
A. The annual evaluation of Town Secretary Shannon DePrater
The Town Council convened into Workshop Session at 6:43 p.rn.
WORKSHOP SESSION
2. Discussion of agenda items posted for consideration on the Regular Session Council Agenda
for April 2, 2012.
3. Discussion of proposed agenda items for the April 16, 2012 Regular Session Agenda.
Mayor Pro Tem Hoover called a short break.
CONVENE INTO REGULAR SESSION -ESTIMATED START TIME -7:05 p.m.
The Invocation was offered by Mayor Pro Tem Hoover.
The Pledges were led by Community Development Director Carolyn Huggins.
4. Consider and take appropriate action regarding the Executive Session.
No action taken.
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 topic(s) 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.
5. Consider and take appropriate action regarding the Minutes dated March 19, 2012.
6. Consider and take appropriate action regarding the Minutes dated March 27, 2012 (Strategic
Planning Session).
7. Consider and take appropriate action regarding approval of the change from Encana Oil and
Gas to Vantage Fort Worth Energy, LLC as the operator of Trophy Club gas wells, regarding
the approval of the execution of Division Orders; and authorizing the Mayor or her designee to
execute all necessary documents.
Motion made by Council member Rose, seconded by Council member Cantrell, to approve the consent
agenda items as presented with the correction made to the March 19,2012 minutes as presented at the
dais. Motion carried unanimously.
April 2, 2012 Minutes Page 2 of 5
REGULAR SESSION
8. Consider and take appropriate action regarding the Audit and Financial Report dated
September 30, 2011.
The Town's independent auditor, Weaver, LLP, completed the annual audit of the comprehensive annual
financial report for the Town of Trophy Club as of and for the year ended September 30, 2011 and
rendered an 'unqualified opinion'. They have also issued a report dated March 30, 2012 on their
consideration of the Town's internal controls over financial reporting and their tests of compliance with
certain provisions of laws, regulations, contracts, and grants.
John DeBurro of Weaver, LLP presented the Council with the Comprehensive Annual Financial Report
(CAFR) and audit report. DeBurro spoke to the report on internal control over financial reporting and on
compliance and other matters based on an audit of financial statements performed in accordance with
Governmental Auditing Standards.
Town Manager Slye thanked the Finance Department and Weaver, LLP for their hard work.
Motion made by Council member Rose, seconded by Council member Cantrell, to accept the Audit and
Financial report dated September 30, 2012. Motion carried unanimously.
Presentation included in the minutes.
9. Consider and take appropriate action to approve a contract amendment to the Agreement for
Professional Services with Freese and Nichols to initiate Phase II of the Trophy Club Storm Water
Master Plan, in an amount not to exceed $22,610.00, and authorizing the Town Manager to execute
all necessary documents.
Motion made by Council member Strother, seconded by Council member Rose, to approve a contract
amendment to the Agreement for Professional Services with Freese and Nichols to initiate Phase II of the
Trophy Club Storm Water Master Plan, in an amount not to exceed $22,610.00, and authorizing the Town
Manager to execute all necessary documents. Motion carried unanimously.
Presentation included in the minutes.
10. Receive CFAB Recommendation regarding local sales tax structure; consider and take
appropriate action regarding sales tax reallocation.
CFAB President, Mike Buck, presented the Board's recommendations to the Council:
1. Permanently freeze the purchasing ability of the Economic Development Corporation 4A, upon
Town Manager's approval (once all fiscal year 2012 operating expense commitments have been
met). This would allow the EDC 4A to satisfy its debt obligations before the maturity dates. Also,
the committee would like for all excess EDC 4A monies to be assigned for debt services
obligations.
2. Maintain current structure until EDC 4A has the reserves to satisfy all existing debt obligations.
Once the funds needed to dissolve the debt are obtained, the committee recommends that
Council start the process of implementing the future strategy set forth as stated in item 4.
3. Maintain the Street Maintenance Fund and EDC 4B, which currently receives a quarter of a cent
each from sales tax dollars.
4. The committee recommends to Council that when the EDC 4A dissolves its eXisting debt
obligations, there would be a benefit to the citizenry by restructuring the local sales tax funded
organizations. These changes could include the following:
The creation of a Crime Control and Prevention District with a quarter of a cent allocation.
April 2, 2012 Minutes Page 3 of 5
Increasing the funding of the EDC 48 from a quarter of a cent to half of a cent.
Dissolve the EDC 4A.
Maintain Street Maintenance Fund.
Depending on the passage of time, the committee's recommendation to council is to appoint
another group of citizens to review the options at that time.
Council directed Town Manager Slye to schedule an Economic Development Corporation 4A meeting and
discuss the proposed recommendations.
Discussion only, no action taken.
11. Review Handbook for Elected and Appointed Officials; Council to provide input and direction
regarding proposed revisions to the Handbook.
The Town Council discussed the proposed revisions to the Elected and ApPointed Officials Handbook
and offered suggestions.
Input only, no action taken.
12. Town Council Liaison Updates; discussion of same:
March 20, 2012 TCMUD No.1 Meeting; Council member Rose
Council member Rose updated the Council regarding the March 20, 2012 TCMUD No.1 meeting and
addressed questions. No action taken, update only.
13. Town Manager Slye's update regarding the following; discussion of same.
Transportation Projects
Community Events
Town Manager Slye updated the Council and addressed questions. No action taken, update only.
14. Mayor and Council Updates regarding training opportunities, educational sessions, and
regional meetings; discussion of same.
March 22, 2012 MCP Meeting
March 27, 2012 Vision Trophy Club Meeting
Council members gave a brief update of the meetings they attended since the last Council meeting. No
action taken, update only.
15. 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, 211/10)
2. Consider and take appropriate action regarding noise regulations for Oil and Gas Well Drilling and
Production (Rose, 4/26/10)
April 2, 2012 Minutes Page 4 of 5
3. Staff proposal regarding the amenity lakes, including associated costs to accept the amenity lakes
from the developer. (Stotts, 10/4/10)
4. Consider and take appropriate action regarding the creation of a "Going Green" initiative throughout
the Town. (White, 2124/2011)
5. Consider and take appropriate action regarding updates to the Sign Ordinance (retail windows and
political signs) (White and Cantrell, 5/212011)
6. Consider and take appropriate action regarding ball park signage. (Cantrell, 6/6/2011)
7. Consider and take appropriate action regarding a Golf Cart Community. (Tiffany, 6/6/2011)
8. Rewrite of Handbook for Elected and Appointed Officials Handbook. (Rose/Slye, 8/15/11)
9. Consider and take appropriate action regarding splash pad options at Harmony Park, including
input/direction from Council to Staff to start construction and have available next summer. (Strother,
8/1/2011)
10. Consider and take appropriate action regarding the Town's park space located just north of the new
ball fields at the corner of Parkview and Bobcat Boulevard to investigate whether or not it would be
beneficial to place on the ballot, for citizens approval, to sale and rezone as commercial and provide
the proceeds towards other parks and recreation needs. (Cantrell, 9/1212011)
11. Consider and take appropriate action regarding the possibility of erecting a marquee at the North
entrance of the Town and asking the MUD and/or developers to help with the funding. (Cantrell,
11/14/2011)
No changes were made to the list of future agenda items.
ADJOURN
Motion made by Council member Rose seconded by Council member Cantrell to adjourn. Motion carried
unanimously. Meeting adjourned at 9:15 p.m.
Connie White, Mayor
Town of Trophy Club, Texas
April 2, 2012 Minutes Page 5 of 5
Annual Financial Report
Fiscal Year 2010-2011
Unqualified audit opinion
Highest level of assurance from independent
auditor
Comprehensive Annual Financial Report (CAFR)
Second for Town of Trophy Club
Transmittal letter
Statistical tables
The Town received its first Certificate of Achievement for Excellence in Financial Reporting
Requirements for award:
▪Submit a “comprehensive” CAFR that includes all funds and component units of the entity, in accordance with generally accepted accounting principles
▪An independent auditor’s report on the fair presentation of the financial statements
▪Responses to prior year comments
▪Submission must be done by March 31, 2012
Assets over Liabilities $41.6m
Capital Assets (Net of Debt) $38.4m
Cash and Investments $ 5.4m
Change in Net Assets
Governmental Activities $ .623m
Business Activities $ (.78)m
Component Units $ .38m
General Fund Ending Balance = $2.6m
General Fund Balance Increase = $528,972
Unassigned General Fund Balance = 40% of
Expenditures
Component Units Fund Balances
EDC 4A = $.440m
EDC 4B = $.341m
Outstanding Debt = $12.6m
General Obligation Bonds = $11.7m
Contractual Obligations = $.709m
Capital Lease Obligations = $.029m
Revenues = $9.1m
Ad valorem taxes = $4.5m
Sales taxes = $.632m
Franchise fees = $.609m
Licenses and permits = $.799m
Charges for services = $1.1m
Fines = $.167m
Revenues Over Budget $389,596
Charges for services = $127,268 over budget
Ad valorem taxes = $18,844 over budget
Sales taxes = $21,263 under budget
Licenses and permits = $202,220 over budget
Other revenues actually over budget by
$62,527
Expenditures Under Budget $95,892
Police Department= $37,076
▪Salary savings from vacancy
Recreation Department = $23,038
▪Facility rental saving and salary savings from
vacancy
Finance Department = $30,367
▪Salary savings from vacancies
Expenditures (continued)
Information Systems = $18,112
▪Software support savings
Legal Department = $7,937
▪Minimal outside services required
EMS Department = ($11,322)
▪Bastrop County fire support
Proprietary Funds
Storm Drainage Fund
▪Expenses over revenues = ($81,187)
▪This is attributable to storm drainage study
▪Ending fund balance = $47,183
Trophy Club Park Fund
▪Revenues over expenses = $3,084
▪Ending fund deficit = ($34,642)
Non Major Governmental Funds
Street Sales Tax Funds
▪Expenditures over revenues = ($3,231)
▪Ending fund balance = $34,750
Hotel Occupancy Tax Fund
▪Revenues over expenditures = $2,145
▪Ending fund balance = $1,890
Submission to GFOA for award
Expected award to be received in
September
Management Letter Comments:
Reconciliations, Preparation of Financial
Statements
Storm Water Master PlanThe Next Phase:Grant Applications and Community CoalitionsAPRIL2012KELLYDILLARD, P.E., CFM
Phase I Complete
APRIL 2012
Adopted February 6, 2012
Grant Opportunities
•FEMA Hazard Mitigation Grant Program (HMGP)
–Managed by TDEM
–Grant to Prepare Hazard Mitigation Action Plan (HMAP)
–Submitted Application March 23, 2012
–Expected Notification Summer 2012
•HMAP is the “Gateway” to FEMA grant funding
APRIL 2012
Grant Opportunities
•Flood Protection Planning Grant
–Managed by TWDB (Not FEMA funds)
–HMAP not required
–Only Funds Watershed Studies
–Annual Program –January Deadline
–Multi-Jurisdiction Applications are a Bonus
–50/50 State Match
APRIL 2012
What to Study?
APRIL 2012
Possible Financial Partners
•Westlake
•HillwoodLetters of Support
•Keller
•Fort Worth
•Tarrant County
•Roanoke
Neighboring Participants
APRIL 2012
Study Benefits: Regional Storage
APRIL 2012
Possible Reduced Discharges –Regional Storage
•More Developable Area
–Downstream Floodplains
•Smaller Crossing improvements
–Trophy Club Drive
Study Benefits: Floodplain Definition
APRIL 2012
Zone A Floodplain Definition
•Two Tribs to Marshall Branch
•Ease of future development
•Possible reduced floodplain Limits
Study Benefits: Identified Erosion Potential
APRIL 2012
Identified Erosion Potential
•Limit and Quantify future bank stabilization projects
Study Benefits: Pond Outfall Modeling
APRIL 2012
Pond and Dam outfall modeling
•Quantify downstream risks and identify needed improvements
Next Steps
APRIL 2012
•Contact Westlake for Interest
•Obtain letters of support from surrounding communities
•Develop study scope and costs
•Prepare application
•Application Deadline is January
Contact Information
APRIL 2012
KELLY DILLARD, P.E., CFMFREESEANDNICHOLS, INC.STORM WATER MANAGEMENT4055 INTERNATIONAL PLAZA, SUITE 200FORTWORTH, TEXAS 76109817-735-7300