Minutes TC 12/16/2013MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, December 16, 2013 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, December 16, 2013.
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
Jeannette Tiffany Mayor Pro Tem, Place 2
Philip Shoffner Council Member, Place 6
Greg Lamont Council Member, Place 5
Danny Mayer Council Member, Place 4
Bill Rose Council Member, Place 1
TOWN COUNCIL MEMBERS ABSENT:
Clint Schroeder Council Member, Place 3
STAFF AND GUEST(S) PRESENT:
Mike Slye
Town Manager
Stephen Seidel
Assistant Town Manager
Tammy Ard
Town Secretary
Patricia Adams
Town Attorney
Danny Thomas
Fire Chief
Scott Kniffen
Police Chief
Steven Glickman
Finance Director
Carolyn Huggins
Community Development Director
Adam Adams
Parks & Recreation Director
Mayor White announced the date of December 16, 2013, called the Town Council to order and announced a
quorum at 6:04 p.m.
WORKSHOP SESSION
1. Discussion of agenda items posted for consideration on the Regular Session Council Agenda for December
16, 2013.
2. Discussion of proposed agenda items for the January 6, 2014 Regular Session Agenda.
Town Manager Slye would like to add the Trophy Club Logo to the January 6, 2014 agenda.
3. Discussion of baseball and future youth sports association agreements.
Town Manager Slye requested that the Council provide direction for staff moving forward with the baseball and
future youth sports association agreements.
Adam Adams, Director of Parks & Recreation updated Council regarding the previously requested increase to the
baseball association fees from $5 per player to $10 per player in order to help cover field maintenance costs, which
the association agreed upon and has implemented for the upcoming spring registration. Park Board will examine
all contracts (football, baseball & soccer) and other pertinent information to develop recommendations regarding
potentially modifying the contracts. Director Adams also provided the Council with cost estimates for the Indy East
& West facilities.
Chuck Hall, President of the TCRBA Board and Steve Smith, Secretary of the TCRBA Board updated and addressed
questions from Council regarding TCRBA. Spring registration has started and TCRBA would like to move forward
with the agreement currently in place. TCRBA supports about 1,300 - 1,400 kids fall and spring combined this
includes select & rec teams.
CONVENE INTO REGULAR SESSION - START TIME — 7:15 P.M.
The Invocation was offered by Director of Parks & Recreation, Adam Adams.
The Pledges were led by Assistant Town Manager, Stephen Seidel.
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.
Larry Hoover, 118 Berkshire Court addressed the Council regarding the baseball contract. Mr. Hoover spoke
against the Town collecting fees for non-resident children.
Council Member Bill Rose announced that he will not be a Town Council candidate for re-election in May 2014.
Council Member Rose has been elected President of the Grey Eagles and will take office in January. The Grey
Eagles is a national organization of senior and retired American Airlines Pilots.
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.
4. Consider and take appropriate action regarding the Minutes dated November 18, 2013.
S. Consider and take appropriate action regarding the Denton County Interlocal Cooperation Agreement for
Ambulance Services.
6. Consider and approve the absence of Council Member Schroeder from the following Town Council meeting
for work-related travel:
• December 16, 2013
Motion made by Council Member Bill Rose, seconded by Mayor Pro Tem Jeanette Tiffany, to approve the Consent
Agenda. Motion passed unanimously.
REGULAR SESSION
7. Presentation and discussion of update on Blue Ribbon Panel.
December 16, 2013 Minutes Page 2 of 7
James Como, Chairman of the Blue Ribbon Panel updated Council on the Blue Ribbon Panel and addressed
questions. The Blue Ribbon Panel consists of two subcommittees: Governance and Finance as well as meeting
together as a full panel.
Objective the Blue Ribbon Panel was given by Council was to liaise with the Citizens Advisory Committee (MUD No.
1 citizen panel).
The Blue Ribbon Panel has identified some discrepancies in the Citizens Advisory Committee financial model and
the groups are working through the numbers. Both panels are working to agree on a final number for the financial
implications of Solana. The Blue Ribbon Panel plans to meet again in January in order to consolidate findings and
bring forth a recommendation to the Town Council. The Blue Ribbon Panel is also examining the potential of the
PID being annexed by Trophy Club MUD No. 1.
No action taken, update only
8. Consider and take appropriate action regarding a request for approval of a Preliminary Plat, Final Plat, and
Subdivider's Agreement for Trophy Club Village Centre located in the J. Henry Survey, Abstract 529, having 2
lots and being 2.532 acres of land. The applicant is ClayMoore Engineering, Inc. represented by Matt Moore,
on behalf of Trophy Club Village Centre, represented by Rian Maguire.
A separate motion is needed for each of the following:
A. Preliminary Plat
B. Final Plat & C. Developer's Agreement
Carolyn Huggins, Community Development Director provided a presentation of the proposed Preliminary Plat,
Final Plat, and Subdivider's Agreement for Trophy Club Village Centre. The site is located at Bobcat and Parkview
(the triangular property adjacent to Medlin). All plans are compliant with development standards and zoning
ordinances and have been reviewed and approved by the Town Engineer. The Planning & Zoning Commission
reviewed the request and unanimously recommended the preliminary and final plat.
The property is not located in the PID or Trophy Club MUD No. 1 and the property owner must make a decision
regarding whether to petition Trophy Club MUD No. 1 to be included in the MUD, or they can remain outside of
the district and pay the out -of -district rate for water and wastewater. If the property owner chooses not to be
annexed, then an agreement between the Town and Trophy Club MUD No. 1 must be established in order to
obtain water, wastewater & fire services.
A. Preliminary Plat
Motion made by Council Member Bill Rose, seconded by Mayor Pro Tem Jeanette Tiffany, to approve Preliminary
Plat for Trophy Club Village Centre located in the J. Henry Survey, Abstract 529, having 2 lots and being 2.532 acres
of land.
Motion passed unanimously.
B. Final Plat & C. Developer's Agreement
Motion made by Council Member Bill Rose, seconded by Council Member Danny Mayer, to approve Final Plat and
Developer's Agreement for Trophy Club Village Centre located in the J. Henry Survey, Abstract 529, having 2 lots
and being 2.532 acres of land.
Motion passed unanimously.
December 16, 2013 Minutes Page 3 of 7
9. Consider and take appropriate action regarding a request for approval of a Site Plan for Lot 1, Block B,
Trophy Club Village Centre. The applicant is ClayMoore Engineering, Inc., on behalf of Trophy Club Village
Centre, represented by Rian Maguire.
Carolyn Huggins, Community Development Director and Rian Maguire with ClayMoore Engineering, Inc. provided a
presentation of the proposed site plan. Phase 1 anticipated start date is January 2014 with an anticipation of six (6)
months for construction. The applicant is planning a one-story, 8,711 square foot professional office building
(currently 30% leased to an orthodontist). Phase 2 plans will be coming within the next year.
Motion made by Council Member Bill Rose, seconded by Mayor Pro Tem Jeanette Tiffany, to approve Site Plan for
Lot 1, Block B, Trophy Club Village Centre.
Motion passed unanimously.
10. Consider and take appropriate action regarding a Resolution amending Resolution No. 2013-22 and No.
2013-30 appointing Town resident to serve on various Boards, Commissions and Corporations in order to
appoint residents to fill a vacancy on the Citizens Financial Advisory Board; and providing an effective date.
Mayor White read into record on behalf of Mike Buck: As a CFAB committee we endorse the approval of Alex
Palazzalolo for our vacant seat. We also request that as a committee we be tasked with more challenging and
meaningful work to support the citizens of Trophy Club. Recently we have reviewed the Town's debt policy and
purchasing policy, and would like the opportunity to review pending contracts and future budgets.
Motion made by Council Member Bill Rose, seconded by Council Member Greg Lamont, to approve Resolution
2013-34 appointing Alex Palazzalolo to serve on the Citizens Financial Advisory Board.
Motion passed unanimously.
11. Consider and take appropriate action regarding a Comprehensive Debt Management Policy.
Steven Glickman, Director of Finance provided an overview of the Comprehensive Debt Management Policy. CFAB
reviewed a new Comprehensive Debt Management Policy and voted to recommend the policy to Town Council.
The purpose of the policy would be to allow the Town to set parameters on debt management.
Motion made by Council Member Bill Rose, seconded by Council Member Danny Mayer, to amend the
Comprehensive Debt Management Policy by replacing the last three sentences of the last bullet point with: Town
officials shall comply with the Town Code of Ethics Policy and state statutes.'
Motion failed 1-5-0 with Council Member Bill Rose, voting for and Council Member Greg Lamont, Council Member
Danny Mayer, Mayor White, Mayor Pro Tem Jeanette Tiffany, and Council Member Philip Shoffner voting against.
Motion failed.
Motion made by Council Member Danny Mayer Mayor, seconded by Pro Tem Jeanette Tiffany to approve the
Comprehensive Debt Management Policy.
Motion passed unanimously.
12. Consider and take appropriate action regarding revisions to the Town Procurement Policies and Procedures.
Steven Glickman, Director of Finance provided an overview of the Town Procurement Policies and Procedures.
Staff compared the Town's existing policy to the state's Procurement Policies and Procedures and the only change
proposed was to increase the bid requirement from $25,000 to $50,000. A variety of other aspects of the Town's
Procurement Policies and Procedures were identified as needing further evaluation. Town Council directed staff to
December 16, 2013 Minutes Page 4 of 7
have CFAB complete additional research and assess the Town's Procurement Policies and Procedures and bring
back recommendations to Council at a future Council Meeting.
Motion made by Council Member Danny Mayer, seconded by Council Member Greg Lamont, to approve Town
Procurement Policies and Procedures.
Council Member Danny Mayer withdrew his motion; Council Member Greg Lamont also withdrew his second on
the motion, to approve Town Procurement Policies and Procedures.
Council would like CFAB to review the entire policy and bring back to Council at a future Council Meeting.
13. Consider and take appropriate action regarding a Fourth Modification of the Agreement between the Town
and Allied Waste for solid waste collection and recycling transportation and disposal services; and
authorizing the Mayor or her designee to execute all necessary documents.
Town Manager Slye provided an overview of the Fourth Modification of the Agreement between the Town and
Allied Waste for solid waste collection, transportation and disposal services and noted the current contract with
Allied Waste will expire in April 2015. Extending the existing contract with modifications would allow the Town a
stable rate over the next seven (7) years with a financial impact on residential customers of $0.32 per month. The
contract also allows Allied to ask for the DFW CPI adjustment annually, subject to Council approval. Finally, the
proposed amendment does not include the use of any poly carts for solid waste or recycle; however, should
Council in the future like to run a pilot program for recycle carts only, Allied Waste would accommodate that
request at no cost to the Town. Allied has also agreed to assume financial responsibility of the bi-annual
Community Clean Up events, saving approximately $12,000 per year.
Doug Sims with Waste Management addressed the Council requesting Council to go out for proposal for solid
waste collection and recycling transportation and disposal services.
Motion made by Council Member Danny Mayer, seconded by Council Member Philip Shoffner, to approve the
Fourth Modification of the Agreement between the Town and Allied Waste for solid waste collection and recycling
transportation and disposal services; and authorizing the Mayor or her designee to execute all necessary
documents.
Motion carried 5-2-0 with Council Member Philip Shoffner, Mayor Pro Tem Jeannette Tiffany, Mayor White and
Council Member Danny Mayer, voting for and Council Member Bill Rose and Council Member Greg Lamont, voting
against.
14. Consider and take appropriate action regarding financial and variance report dated November 2013.
Motion made by Council Member Danny Mayer, seconded by Council Member Bill Rose, to approve financial and
variance report dated November 2013.
Motion passed unanimously.
1S. Town Council Liaison Updates; discussion of same:
® Parks & Recreation Board
® Blue Ribbon Panel - Finance Subcommittee
® Blue Ribbon Panel - Governance Subcommittee
Town Council Liaison updated the Council and addressed questions; no action taken, update only
16. Town Manager Slye's update regarding the following; discussion of same.
• Ice Storm Update
December 16, 2013 Minutes Page 5 of 7
• Community Development Updates
o Holiday Inn
o High School Bridge
o Fresh Meadow/Timber Ridge Drainage Project
• LEED Tour of new DENCO Facility
• PID Committee Meeting Update
• Toys for Tots Update
• Council Retreat
Town Manager Slye updated Council and addressed questions; no action taken, update only.
17. Mayor and Council Updates regarding training opportunities, educational sessions, and regional meetings;
discussion of same.
• Northwest Community Partners Meeting
• LDS tour of the new Trophy Club Meetinghouse
• Chamber Luncheon
• Metroport
• North Texas Commission
• Lakeview Elementary Open House
• TML Newly Elected Officials Conference (CM Lamont & CM Shoffner)
Mayor White and Council Members updated the Council and addressed questions regarding meetings attended;
no action taken, update only.
18. 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.
No changes were made to the list.
EXECUTIVE SESSION
19. Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551, (the
Texas Open Meetings Act) the Council will convene into closed executive session to discuss the following:
(A) Texas Government Code Section 551.071(2). "Consultation with Attorney" to consult with its attorney
on a matter in which the duty of the attorney to the Governmental Body under the Disciplinary Rules of
Professional Conduct of the State Bar of Texas clearly conflict with the Open Meetings Act:
Water and wastewater services for PID; CCN; alternative services for the PID; legislative processes and
actions; terms of representation; terms of interlocal agreement for provision of water and wastewater
services; communications with TCEO,; Town assets and related matters.
(B) Texas Government Code Section 551.071(2) "Consultation with Attorney" and Texas Government Code
Section 551.072 "Deliberations about Real Property" to consult with its attorney on a matter in which
the duty of the attorney to the Governmental Body under the Disciplinary Rules of Professional Conduct
of the State Bar of Texas clearly conflict with the Open Meetings Act and to discuss or deliberate the
December 16, 2013 Minutes Page 6 of 7
purchase, exchange, lease, mvalue ofreal property where deliberation inanopen meeting would have
a detrimental effect on the position of the governmental body in negotiations with a third person:
(1) Sites for Police Facility
CONVENE INTO EXECUTIVE SESSION - START TIME —9:45P.K8.
RECONVENE INTO REGULAR SESSION ' START TIME —10:4SP.Kx.
RECONVENE INTO REGULAR SESSION
20' Consider and take appropriate action regarding the Executive Session.
No action taken.
Motion mode by Council Member Danny Mayer, seconded by Council Member Bill Rose to adjourn. Motion
carried,qnanimously. Meeting 10:46 p.m.
December 16, 2013 Minutes Page 7 of 7