Minutes TC 09/10/2012MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, September 10,2012 at 7:00 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Monday, September
10, 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:
Connie White
Glenn Strother
Bill Rose
Jeannette Tiffany
Danny Mayer
Clint Schroeder
Mayor
Mayor Pro Tem
Council Member
Council Member
Council Member
Council Member
STAFF AND GUEST(S) PRESENT:
Mike Slye Town Manager
Patricia Adams Town Attorney
Scott Kniffen Police Chief
Danny Thomas Fire Chief
Carolyn Huggins Community Development Director
Michael Aguilera Finance Director
Mayor White announced the date of September 10, 2012, called the meeting to order and announced a
quorum at 7:00 p.m.
The Invocation was offered by Council member Tiffany.
The Pledges were led by Council member Rose.
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.
1. Consider and take appropriate action regarding the Minutes dated September 4, 2012.
2. Consider and take appropriate action regarding an Interlocal Agreement for Participation in
Fort Worth's Environmental Collection Center Household Hazardous Waste Program,
designating the Town Manager, or his designee as the Household Hazardous Waste Collection
Coordinator and designating the Assistant Town Manager as the alternate.
4. Consider and take appropriate action regarding a contract between the Town and Advanced
Data Processing, Inc. d/b/a Intermedix to provide for billing, collection, and related services
for emergency medical services; and authorizing the Mayor or her designee to execute all
necessary documents.
Motion made by Council member Rose, seconded by Council member Tiffany, to approve consent
agenda presented. Rose then withdrew his motion as the Mayor wished to remove Consent Agenda Item
3.
Council member Rose, seconded by Council member Tiffany, motioned for approval of remainder of
consent agenda items. Motion carried unanimously.
3. Consider and take appropriate action regarding an Interlocal Cooperation Agreement between
Denton County and the Town of Trophy Club for a Shared Governance Communication and
Dispatch Services System; and authorizing the Mayor or her designee to execute all
necessary documents.
Motion made by Mayor Pro Tem Strother, seconded by Council member Schroeder, to approve Consent
Agenda Item 3 as amended. Motion carried unanimously.
CONVENE INTO PUBLIC HEARING· TIME 7:09 P.M.
5. Town Council to conduct the Second Public Hearing regarding the proposed tax rate increase
for fiscal year October 1, 2012 to September 30, 2013; Mayor to announce the date, time and
place of the vote on the tax rate.
Mayor White stated the following for the record:
On September 24,2012, the Town Council will hold a Public Meeting to adopt a Fiscal Year 2013 tax rate
that will exceed the lower of the rollback rate or the effective tax rate. As required by law, Public Hearings
on a tax increase were held on September 4,2012, and today, September 10, 2012.
Town Manager Slye gave a budget update, explaining that the numbers haven't changed a lot, but the
bottom line is the Town is still in a $7,700 surplus position. All funds are in balance.
No citizens addressed the Town Council.
Presentation included in the minutes.
6. Town Council to conduct a Public Hearing on the proposed 2012·2013 Fiscal Year Budget
pursuant to Section 9.05 of the Town Charter, "Council Action on Budget".
No citizens addressed the Town Council.
September 10, 2012 Minutes Page 2 of 4
RECONVENE INTO REGULAR SESSION -TIME 7:23 P.M.
7. Consider and take appropriate action regarding a Proclamation of the Town Council of the
Town of Trophy Club, Texas, establishing September 17 -23, 2012 as "Constitution Week
2012" in Trophy Club.
Motion made by Council member Schroeder, seconded by Council member Tiffany, to approve
Proclamation 2012-11 of the Town Council of the Town of Trophy Club, Texas, establishing September
17 -23,2012 as "Constitution Week 2012" in Trophy Club. Motion carried unanimously.
8. Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club,
Texas amending the FY 2011-2012 budget of the Town of Trophy Club, Texas; providing for
the incorporation of premises; providing for an amendment appropriating revenue as needed
to purchase a vehicle for the Community Development Department (Budget Amendment No.2
making a supplemental appropriation in accordance with the Town Charter); providing a
savings and repealer clause; providing for severability; providing for engrossment and
enrollment; and providing an effective date.
Motion made by Council member Rose, seconded by Council member Mayer, to approve Ordinance
2012-18 of the Town of Trophy Club, Texas amending the FY 2011-2012 budget of the Town of Trophy
Club, Texas; providing for the incorporation of premises; providing for an amendment appropriating
revenue as needed to purchase a vehicle for the Community Development Department (Budget
Amendment No.2 making a supplemental appropriation in accordance with the Town Charter); providing
a savings and repealer clause; providing for severability; providing for engrossment and enrollment; and
providing an effective date. Motion carried unanimously.
9. Consider and take appropriate action regarding a Resolution of the Town Council of the Town
of Trophy Club, Texas, supporting the passage of the Northwest Independent School District's
$255 million bond proposal on November 6, 2012; and providing an effective date.
Motion made by Council member Mayer, seconded by Council member Rose, to approve Resolution
2012-23 of the Town Council of the Town of Trophy Club, Texas, supporting the passage of the
Northwest Independent School District's $255 million bond proposal on November 6, 2012; and providing
an effective date. Motion carried unanimously.
10. Town Manager Slye's update regarding the following; discussion of same.
-Transportation
Town Manager Slye updated the Council and addressed questions. No action taken, update only.
11. Mayor and Council Updates regarding training opportunities, educational sessions, and
regional meetings; discussion of same.
-September 7,2012 Mayor's Roundtable 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.
12. 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
September 10,2012 Minutes Page 30f4
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 noise regulations for Oil and Gas Well Drilling and
Production (Rose, 4126110)
3. Staff proposal regarding the amenity lakes, including associated costs to accept the amenity lakes
from the developer. (Stotts, 1014110)
4. Consider and take appropriate action regarding the creation of a "Going Green" initiative throughout
the Town. (White, 2/2412011)
5. Consider and take appropriate action regarding updates to the Sign Ordinance (retail windows and
pOlitical signs) (White and Cantrell, 51212011)
6. Consider and take appropriate action regarding ball park signage. (Cantrell, 61612011)
7. Consider and take appropriate action regarding a Golf Cart Community. (Tiffany, 61612011)
8. 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)
9. Consider and take appropriate action regarding the possibility of erecting a marquee at the North
entrance of the Town and asking the MUD andlor developers to help with the funding. (Cantrell,
11/14/2011)
10. Consider and take appropriate action regarding Food Prep Carts for sporting events and special
events and to reviewlupdate Park Policies (Cantrell, 51712012)
11. Review of #10 of Chapter 8 "Nuisances", Article I "Noise Nuisances", Section 1.01 "Nuisances
Defined" (Schroeder, 612112012)
12. Consider and take appropriate action regarding America Supporting Americans. (Mayer, 812012012)
13. Consider and take appropriate action regarding the creation of a Youth Council within Trophy Club
(White and Schroeder, 812012012)
There were no additions made to the Future Agenda Items list.
ADJOURN
Motion made by Council member Mayer, seconded by Council member Schroeder to adjourn. Motion
carried unanimously. Meeting adjourned at 7:43 p.m.
Shannon DePrater, Town Secretary
Town of Trophy Club, Texas
September 10, 2012 Minutes
C6nnie White, Mayor
Town of Trophy Club, Texas
Page 4 of4
TOWN OF TROPHY CLUB
September 10, 2012
FY13 Budget Update
BUDGET CALENDAR
FY13 Budget
ADOPTED PROPOSED
ACTUAL BUDGET BUDGET
FY11 FY12 FY13
ANTICIPATED REVENUE 12,857,739$ 10,385,222$ 11,694,183$
ANTICIPATED EXPENDITURES 12,265,535$ 10,354,254$ 11,686,420$
UNAPPROPRIATED BALANCE 592,204$ 30,968$ 7,763$
EXPENDITURES
Manager's Office 556,489$ 658,387$ 690,624$
Human Resources 90,060$ 87,146$ 113,906$
Information Systems 289,378$ 315,724$ 343,141$
Legal 146,881$ 161,910$ 168,638$
Police 1,463,179$ 1,686,885$ 1,810,454$
Emergency Medical Services 688,213$ 729,284$ 789,347$
Streets 393,233$ 441,687$ 828,978$
Parks 951,324$ 1,129,530$ 911,097$
Recreation 585,638$ 594,156$ 604,078$
Planning & Zoning 154,794$ 156,769$ 164,620$
Community Development 189,425$ 259,809$ 333,028$
Finance 360,927$ 372,037$ 365,803$
Municipal Court 80,260$ 79,447$ 83,946$
Facilities Management 75,902$ 80,320$ 72,400$
Debt Service 1,354,955$ 1,358,316$ 1,478,809$
Trophy Club Park 113,935$ 116,443$ 124,967$
Street Maintenance 123,279$ 140,656$ 156,312$
Storm Drainage 220,665$ 130,000$ 374,881$
EDC 4A 250,633$ 294,661$ 313,245$
EDC 4B 82,317$ 161,656$ 196,623$
Hotel Occupancy 20,500$ 20,975$ 111,050$
Court Technology -$ 24,550$ 3,275$
Court Security -$ 3,000$ 3,000$
Capital Projects Fund 4,073,548$ 1,350,906$ 1,644,198$
TOTAL 12,265,535$ 10,354,254$ 11,686,420$
SUMMARY OF COMBINED BUDGETS
FY13
FY13 Budget
FUND ANALYSIS
ADOPTED PROPOSED
ACTUAL BUDGET BUDGET
FY11 FY12 FY13
GENERAL:
REVENUE 6,576,455$ 6,753,444$ 7,280,060$
EXPENSES 6,025,703$ 6,753,091$ 7,280,060$
NET 550,752$ 353$ -$
DEBT SERVICE:
REVENUE 1,348,199$ 1,364,499$ 1,484,809$
EXPENSES 1,354,955$ 1,358,316$ 1,478,809$
NET (6,756)$ 6,183$ 6,000$
TROPHY CLUB PARK:
REVENUE 117,019$ 120,000$ 125,000$
EXPENSES 113,935$ 116,443$ 124,967$
NET 3,084$ 3,557$ 33$
STREET MAINTENANCE SALES TAX:
REVENUE 126,273$ 140,656$ 156,523$
EXPENSES 123,279$ 140,656$ 156,312$
NET 2,994$ -$ 211$
STORM DRAINAGE:
REVENUE 220,665$ 130,000$ 375,100$
EXPENSES 220,665$ 130,000$ 374,881$
NET -$ -$ 219$
EDC 4A:
REVENUE 247,269$ 294,661$ 313,245$
EXPENSES 250,633$ 294,661$ 313,245$
NET (3,364)$ -$ -$
FY13 Budget
FUND ANALYSIS
ADOPTED PROPOSED
ACTUAL BUDGET BUDGET
FY11 FY12 FY13
EDC 4B:
REVENUE 123,737$ 161,656$ 196,623$
EXPENSES 82,317$ 161,656$ 196,623$
NET 41,420$ -$ -$
HOTEL OCCUPANCY:
REVENUE 22,644$ 21,050$ 111,050$
EXPENSES 20,500$ 20,975$ 111,050$
NET 2,144$ 75$ -$
COURT TECHNOLOGY
REVENUE -$ 27,350$ 4,545$
EXPENSES -$ 24,550$ 3,275$
NET -$ 2,800$ 1,270$
COURT SECURITY
REVENUE -$ 3,000$ 3,030$
EXPENSES -$ 3,000$ 3,000$
NET -$ -$ 30$
CAPITAL PROJECTS FUND:
REVENUE 4,075,478$ 1,368,906$ 1,644,198$
EXPENSES 4,073,548$ 1,350,906$ 1,644,198$
NET 1,930$ 18,000$ -$
TOTAL:
REVENUE 12,857,739$ 10,354,872$ 11,694,183$
EXPENSES 12,265,535$ 10,326,704$ 11,686,420$
NET 592,204$ 28,168$ 7,763$
FY13 Budget
Revenue Highlights:
Tax Value = $911,866,887 (10.18%)
FY13 Proposed Tax Rate = $0.518543/$100 (2.16% Decrease)
Sales Tax 4% Increase over FY12 Projected Actual ($626K)
Developer’s Fees = $90K (FYE12 -$133K)
Building Permits 276 = $720K
Franchise Fees: $83K total increase
Electric = $350K (5% increase)
Gas = $54K (15.5% increase)
Cable/Tele = $191K (17% increase)
Refuse = $80K (29% increase)
SEMO = reduced from $119,611 to $85,465
Hotel Occupancy Tax -$90K Increase
EMS Ambulance Revenue reduced by $5K
FY13 Budget
Expense Highlights (No Change):
1.5% COLA (Oct. 1) & 1.5% Merit (Apr. 1) & One-time Annual Stipend = $156K
Police Department = 2.5 FTEs (Starting May 1 -$5K Savings)
Fire Department = .5 FTE
Manager’s Office –Marketing Intern = .5 FTE
Library Services Interlocal Agreement = $15K
Proposed municipal water rate = $46K savings
Website Rollout/Improved Communication Plan
Health Insurance ($420/employee) –2%, 0%, 0%
Dispatch Agreement = $53,770
Median Maintenance moved to Streets Budget = $324K
Outsourced Linear Park maintenance = $7,600 increase
Contingency = $35K (Equates to 0.33% of Total Budget)
$93K Community Center seed money
FY13 Budget
Expense Highlights (Updates to the Budget):
Police Grant –Juvenile Investigator (New FTE)
Salary/Benefits Reimbursement ($74K annually)
Equipment Reimbursement ($2,500 annually)
Net Effect on FY13 = $56K Savings
Fire Department
.5 FTE to start November 1st
Reduced Collection Fee Expense by $4K
Landscape & Painting of Hwy 114 = $27,870
Indian Creek Street Repairs = $24,766
Inclusion of $500K Tax Notes in Capital Projects Budget
Capital Replacement & Purchases (No Change):
Replace 2 PD Admin Units ($53K)
2004 Ford Expedition
2007 Dodge Charger
Replace Irrigation Truck ($29K)
2001 Ford F-150
Replace Parks Equip: 3 Mowers & Mule ($35K)
IT Replacement Schedule ($48K)
Outdoor Warning Siren ($33K)
Fire Dept Training Manikins ($11K)
Police Video Equipment ($45K)
TOTAL = $254K
FY13 Budget
FY13 Budget
Long-term Debt Highlights (No Change):
EDC 4A/4B Sales Tax Reallocation
$240,000 Interest Savings calling 2002A GO Bonds (November 2012)
$500,000 Tax Note Issuance (September 2012)
Street/Road Improvements
Future Police/Municipal Services building planning and design
Land Acquisition
Future flexibility
Storm Drainage Certificates of Obligation -$1.2 Mil
Fresh Meadow -$576K
Timber Ridge -$267K
Indian Creek/Skyline Creek improvements -$350K
Indian Creek Road Improvement -$1.3 Mil
$300K –Denton County reimbursement
$650K –Internal Capital Improvement Funds