Agenda Packet TC 06/26/2018
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Town CouncilPage 5 of 122Meeting Date: June 26, 2018
Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-273-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:6/12/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Receive Town Manager Class' update and provide input regarding the following (T. Class):
·2018 Fire Camp
·July 4th Celebration
Attachments:
DateVer.Action ByActionResult
Agenda Item No. 1:
Receive Town Manager Class' update and provide input regarding the following (T. Class):
2018 Fire Camp
July 4th Celebration
Town CouncilPage 6 of 122Meeting Date: June 26, 2018
Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-274-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:6/12/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Receive Town Council Liaison update; discussion of same (H. Fimbres):
*Animal Shelter Advisory Board, June 19, 2018
Council Liaison - Mayor Pro Tem Philip Shoffner
Attachments:
DateVer.Action ByActionResult
Agenda Item No. 2:
Receive Town Council Liaison update; discussion of same (H. Fimbres):
*Animal Shelter Advisory Board, June 19, 2018
Council Liaison - Mayor Pro Tem Philip Shoffner
Town CouncilPage 7 of 122Meeting Date: June 26, 2018
Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-275-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:6/12/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Consider and take appropriate action regarding the Town Council Regular Session Minutes dated
June 12, 2018 (H. Fimbres).
Attachments:Draft TC Regular Session Minutes June 12, 2018.pdf
DateVer.Action ByActionResult
Agenda Item No. 3:
ConsiderandtakeappropriateactionregardingtheTownCouncilRegularSessionMinutesdatedJune12,2018(H.
Fimbres).
Town CouncilPage 8 of 122Meeting Date: June 26, 2018
TOWN OF TROPHY CLUB
TOWN COUNCIL JOINT AND REGULAR SESSION MINUTES
TUESDAY, JUNE 12, 2018, 7:00 P.M.
LOCATION: 1 TROPHY WOOD DRIVE, TROPHY CLUB, TEXAS
COUNCIL CHAMBERS
The Town Council of the Town of Trophy Club, Texas, met in a Joint Session on Tuesday, June 12, 2018. The
meeting was held within the boundaries of the Town and was open to the public.
TOWN COUNCIL MEMBERS PRESENT:
C. Nick Sanders Mayor
Philip Shoffner Mayor Pro Tem, Place 6
Alicia L. Fleury Council Member, Place 1
Eric Jensen Council Member, Place 2
Rhylan Rowe Council Member, Place 3
Tim Kurtz Council Member, Place 4
Greg Lamont Council Member, Place 5
ECONOMIC DEVELOPMENT CORPORATION (EDC) 4B MEMBERS PRESENT:
Sean Bone President
Cory McDonald Vice President
Michael Richmond Secretary/Treasurer
Travis Inge Director
Jared Hall Director
Chris Whipple Director
EDC 4B MEMBERS ABSENT:
Steve Flynn Director
TAX INCREMENT REINVESTMENT ZONE (TIRZ) NO. 1 PRESENT:
Sean Bone Chairperson
Jared Hall Vice Chairperson
Travis Inge Board Member
Cory McDonald Board Member
TIRZ NO. 1 ABSENT:
Rebecca Barksdale Board Member, Tarrant County Official
STAFF PRESENT:
Tom Class Town Manager Anita Otterson Administrative Assistant
David Dodd Town Attorney Mike Pastor Information Technology Manager
Holly Fimbres Town Secretary/RMO Lisa Payne Town Planner
Patrick Arata Police Chief Jonathan Phillips Director of Administrative Services
Wade Carroll Fire Chief Tommy Uzee Director of Community Development
Tony Jaramillo Director of Parks and Recreation Steve Woodard Police Captain
Amber Karkauskas Director of Finance John Zagurski Budget Manager
Jill Lind Communications&Marketing Manager Steve Zieverink Information Technology Specialist
Mayor Sanders announced the date of Tuesday, June 12, 2018, called the Town Council to order and announced a
quorum at 6:45 p.m.
Town CouncilPage 9 of 122Meeting Date: June 26, 2018
EXECUTIVE SESSION
1. Pursuant to the following designated sections of the Texas Government Code, Annotated, Chapter 551
(Texas Open Meetings Act), the Council will convene into executive session to discuss the following:
A) Section 551.087 Deliberation regarding Economic Development Negotiations under Subsection (1) to
discuss or deliberate regarding commercial or financial information that the governmental body has
received from a business prospect that the governmental body seeks to have locate, stay, or expand in
or near the territory of the governmental body and with which the governmental body is conducting
economic development negotiations and Subsection (2) to deliberate the offer of a financial or other
incentive to a business prospect that the Town seeks to have locate within the territory of the Town:
Possible amendments to OTD Agreements (D. Dodd)
CONVENED INTO EXECUTIVE SESSION - START TIME – 6:48 P.M.
RECONVENED INTO JOINT SESSION - START TIME – 7:11 P.M.
RECONVENED INTO JOINT SESSION
2. Consider and take appropriate action regarding the Executive Session (H. Fimbres).
Motion:
Motion made by Council Member Rowe, seconded by Council Member Jensen, to approve the Amended Economic
Development Agreement between the Town of Trophy Club, TIRZ No. 1, EDC 4B, and OTD TC, LLC for the Bread
Winners property as presented with the following amendments: on page 3, in Article II, Definitions, to replace 3.88
acres with the appropriate acreage of 2.0517 within the Property definition; and on page 6, in Article IV, EDC
Obligations, within Section 4.1 (a) to replace “Developer’s debt” with “EDC’s obligation”.
Motion passed unanimously 7-0-0.
Motion:
Motion made by Council Member Rowe, seconded by Council Member Jensen, to approve the Amended Economic
Development Agreement between the Town of Trophy Club, TIRZ No. 1, EDC 4B, and OTD TC, LLC for the HG Sply
property as presented with the following amendments: on page 3, in Article II, Definitions, to replace 3.88 acres
with the appropriate acreage of 1.8331 within the Property definition; and on page 6, in Article IV, EDC
Obligations, within Section 4.1 (a) to replace “Developer’s debt” with “EDC’s obligation”.
Motion passed unanimously 7-0-0.
CONVENED INTO REGULAR SESSION AT 7:17 P.M.
The Invocation was offered by Town Secretary Fimbres.
The Pledges to the American Flag and Texas Flag were led by Council Member Kurtz.
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 four (4) 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.
Kaylee McRae, 1 Heritage Court, requested that the Town allocate funds in the next budget cycle for a complete
redesign of the island on Indian Creek Drive between Hill Court and Heritage Court. A previous request had been
made to a couple of former Staff members. Currently there was no landscaping and about 14 Bradford Pear trees
that she believed were inadequacy planted. The maximum life span of Bradford Pear trees was 20 to 25 years and
Town Council Minutes June 12, 2018 Page 2 of 16
Town CouncilPage 10 of 122Meeting Date: June 26, 2018
she believed the current trees had been planted in the mid 1990’s. She noted that some of the islands in front of
the duplexes should be redesigned as well.
ANNOUNCEMENTS AND REPORTS
3. Receive Town Manager Class' update and provide input regarding the following (T. Class):
Staffing – Police Captain Bobby Tillman would begin on June 18th; three Police Cadets joined the Police
Academy and were scheduled to begin service with the Town in November; and approximately 50
seasonal employees were hired for the summer. Vacant positions included the Parks Superintendent,
Building Inspector, and a Streets Maintenance Worker.
Sound Wall – Per the Texas Department of Transportation, the west wall along Highway 114 was
approximately 50 percent complete and the east wall was 100 percent complete on the drill shafts and
stone columns.
Council Member Jensen inquired if the Police Cadets were being paid while going through the Police Academy.
Town Manager Class responded that they were being paid and wages would terminate if they did not pass the
Academy.
Mayor Pro Tem Shoffner requested that Staff obtain a maintenance schedule for the area behind the Sound Wall
to provide to the effected residents and to ensure that the area would bemaintained.
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 Town Council Regular Session Minutes dated May 22,
2018 (H. Fimbres). (Town Secretary Note: Approved as presented in the Town Council agenda packet)
5. Consider and take appropriate action regarding the financial and variance report dated April 2018 (A.
Karkauskas).
6. Consider and take appropriate action regarding repealing Resolution No. 2015-15 and adopting a new
Resolution, amending the Handbook for Elected and Appointed Officials; and providing an effective date
(Mayor Pro Tem Shoffner and Council Member Rowe).
Mayor Sanders requested to remove Agenda Item No. 6 from the Consent Agenda.
Motion:
Motion made by Council Member Rowe, seconded by Council Member Jensen, to approve Consent Agenda Items 4
and 5.
Motion passed unanimously 7-0-0.
REGULAR SESSION
6. Consider and take appropriate action regarding repealing Resolution No. 2015-15 and adopting a new
Resolution, amending the Handbook for Elected and Appointed Officials; and providing an effective date
(Mayor Pro Tem Shoffner and Council Member Rowe).
Motion:
Motion made by Council Member Lamont, seconded by Mayor Sanders, to approve Resolution No. 2018-08 with
the following amendments:
On page 3 of Exhibit A, replace the recommended language within the Town Council Appointments
Committee section with the following language: At the first Town Council meeting in June, the Council
shall establish a Town Council Appointments Committee tasked with making recommendations to the full
Council regarding appointments to all Boards, Commissions, and Corporations (hereinafter
"Appointments Committee"). The Appointments Committee shall be comprised of the Mayor or his
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designee and (2) two Council members, should a designee be appointed, the designee will serve the full or
remaining term. The Committee shall have the discretion to add additional non-voting ex-officio
members to the Committee as determined appropriate.
On page 3 of Exhibit A, replace the recommended language within the second paragraph of the Interview
Process – Appointments Committee section with the following language: Staff Liaisons shall be
responsible for scheduling interviews for each candidate who submits an application for their respective
Board, Commission, or Corporation. Typically these interviews will be held at a regular interval as
determined by the Appointments Committee. In the event of scheduling conflicts or workload demands,
alternate dates may be selected. If a Council member is unable to attend an interview meeting, the
meeting can be held with (2) two Council members.
Mayor Pro Tem Shoffner requested to divide the question.
Council Member Jensen did not support language that required the Mayor to be appointed to the Town Council
Appointments Committee. The language as presented in the agenda packet would allow for the ability for the
Mayor to serve on the Committee without requiring him to serve.
Council Member Rowe added that the language used in the agenda packet provided for the Mayor to have the
right of first refusal.
Motion to Amend:
Motion to Amend made by Mayor Pro Tem Shoffner, seconded by Council Member Jensen, to replace the
language used in the Motion for the Town Council Appointments Committee section to be replaced with the
following language as presented in the agenda packet:
At the first Town Council meeting in June, the Council shall establish a Town Council Appointments
Committee tasked with making recommendations to the full Council regarding appointments to all
Boards, Commissions, and Corporations (hereinafter " Appointments Committee"). The Appointments
Committee shall be comprised of three (3) Council members, and the Committee shall have the discretion
to add additional non-voting ex-officio members to the Committee as determined appropriate.
A brief discussion took place that there was no other committee that required the Mayor to serve on it.
The vote for the Motion to Amend was taken, so that the Town Council Appointments Committee section of
Exhibit A would read as follows: At the first Town Council meeting in June, the Council shall establish a Town
Council Appointments Committee tasked with making recommendations to the full Council regarding
appointments to all Boards, Commissions, and Corporations (hereinafter " Appointments Committee"). The
Appointments Committee shall be comprised of three (3) Council members, and the Committee shall have the
discretion to add additional non-voting ex-officio members to the Committee as determined appropriate.
Motion to Amend carried 5-2-0, with Mayor Pro Tem Shoffner and Council Members Fleury, Jensen, Rowe, and
Kurtz voting for, and with Mayor Sanders and Council Member Lamont voting against.
The vote for the Motion as Amend was taken, so that the Town Council Appointments Committee section of
Exhibit A would read as follows: At the first Town Council meeting in June, the Council shall establish a Town
Council Appointments Committee tasked with making recommendations to the full Council regarding
appointments to all Boards, Commissions, and Corporations (hereinafter " Appointments Committee"). The
Appointments Committee shall be comprised of three (3) Council members, and the Committee shall have the
discretion to add additional non-voting ex-officio members to the Committee as determined appropriate.
Motion as Amended carried 5-2-0, with Mayor Pro Tem Shoffner and Council Members Fleury, Jensen, Rowe,
and Kurtz voting for, and with Mayor Sanders and Council Member Lamont voting against.
Motion to Amend:
Motion to Amend made by Mayor Pro Tem Shoffner, seconded by Council Member Jensen, to replace the
language used in the Motion for the second paragraph of the Interview Process – Appointments Committee
section to be replaced with the following language:
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Staff Liaisons shall be responsible for scheduling interviews for each candidate who submits an application
for their respective Board, Commission, or Corporation. Typically these interviews will be held at a regular
interval as determined by the Appointments Committee. In the event of scheduling conflicts or workload
demands, alternate dates may be selected. The Appointments Committee shall make every effort to
interview the applicants. It is not required that there be more than 1 member of the committee at an
interview although it is recommended that at least 2 members be present. Having other Council
members who are not members of the Committee present in interviews is not recommended.
Council Member Rowe commented that the amendment accomplished Council Member Lamont’s intent to avoid
the impression of a walking quorum.
The vote for the Motion to Amend was taken, so that the second paragraph of the Interview Process –
Appointments Committee section of Exhibit A would read as follows: Staff Liaisons shall be responsible for
scheduling interviews for each candidate who submits an application for their respective Board, Commission, or
Corporation. Typically these interviews will be held at a regular interval as determined by the Appointments
Committee. In the event of scheduling conflicts or workload demands, alternate dates may be selected. The
Appointments Committee shall make every effort to interview the applicants. It is not required that there be more
than 1 member of the committee at an interview although it is recommended that at least 2 members be
present. Having other Council members who are not members of the Committee present in interviews is not
recommended.
Motion to Amend passed unanimously 7-0-0.
The vote for the Motion as Amend was taken, so that the second paragraph of the Interview Process –
Appointments Committee section of Exhibit A would read as follows: Staff Liaisons shall be responsible for
scheduling interviews for each candidate who submits an application for their respective Board, Commission, or
Corporation. Typically these interviews will be held at a regular interval as determined by the Appointments
Committee. In the event of scheduling conflicts or workload demands, alternate dates may be selected. The
Appointments Committee shall make every effort to interview the applicants. It is not required that there be more
than 1 member of the committee at an interview although it is recommended that at least 2 members be
present. Having other Council members who are not members of the Committee present in interviews is not
recommended.
Motion as Amended passed unanimously 7-0-0.
7. Administration of Oath of Office and presentation of Certificate of Election to Tim Kurtz, Council Member
Place 4 (H. Fimbres).
Judge Mark D. Chambers administered the Statement of Appointed Officer and Oath of Office to Tim Kurtz, elected
Council Member Place 4.
Mayor Sanders presented Council Member Kurtz with a Certificate of Election.
RECESSED AT 7:39 P.M. FOR A BREAK
RECONVENED AT 7:55 P.M. INTO REGULAR SESSION
8. Remarks to and from Tim Kurtz, Council Member Place 4 (H. Fimbres).
Council Member Kurtz thanked the residents for entrusting him with this position for another three years.
Council Member Lamont congratulated Council Member Kurtz.
Council Member Rowe stated that it has been a privilege to serve with Council Member Kurtz and that he looked
forward to serving with him for another three years.
Council Member Jensen commented that Council Member Kurtz brought a great deal of expertise to the Council
and that he was a great asset to the Town.
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Council Member Fleury remarked that Council Member Kurtz helped guide her during her first year on Council and
that the Town was very fortunate to have him serve on Council.
Mayor Sanders appreciated Council Member Kurtz for the value he added to the Council and he looked forward to
serving with him for the next couple of years.
9. Receive the Mayor's State of the Town Address; discussion of same (Mayor Sanders).
Mayor Sanders provided the Mayor’s State of the Town Address.
No action was taken on this item.
10. Consider and take appropriate action regarding a Developer’s Agreement between the Town of Trophy Club
and NAP Trophy Club, L.P.; and authorizing the Mayor or his designee to execute all necessary documents
(T. Uzee).
Town Attorney Dodd advised that this Developer’s Agreement was to protect the Town for the drainage and storm
sewer infrastructure that would be dedicated to the Town. He stated that the streets were public access
easements; therefore they were not part of this agreement because they would remain private.
Council Member Lamont commented that the original PD 30 proposal was made six years ago by a prior Council
and remarked that he would be voting against this item.
Mayor Pro Tem Shoffner inquired if the Town would enter into future developer agreements for infrastructure.
Town Attorney Dodd responded that he spoke with Mike Pacillio, Developer with North American Properties
(NAP), and they have taken the lead in this development. Mr. Pacillio signed a contract with North Texas
Construction for all improvements.
Mayor Pro Tem Shoffner asked how the Town was protected because within the PD 30 document, the developer
was required to simultaneously construct the multifamily and pad sites before they could receive a permit, which
would be constructed by two separate developers. Town Attorney Dodd responded that the Town’s protection
was through the zoning ordinance, PD 30 ordinance, and the permitting process.
Mayor Sanders advised that there was an agreement between the developer and Trophy Club Municipal Utility
District No. 1 for the Water Distribution System and Sanitary Sewer System.
Mayor Pro Tem Shoffner inquired if Mr. Pacillio would be responsible for Item No. 1 through 6 on page 5 of the
Developer’s Agreement. Town Attorney Dodd confirmed that Mr. Pacillio signed an agreement with North Texas
Construction and those items were included with the agreement.
Council Member Jensen asked what would happen if the majority of Council voted against this agreement based
on Council Member Lamont’s earlier comment that he would vote against the item. Town Attorney Dodd
responded that the purpose of this agreement was to ensure that the Water Distribution System, Sanitary Sewer
System, and Drainage and Storm Sewer were built to the proper standards before being dedicated as public. This
agreement acted as extra protection for the Town on top of permitting and Town ordinances.
Mayor Sanders pointed out that within the agreement it specified an amount the developer would incur to cover
the cost of Town inspection fees as related to the construction of the project, which was based on a percentage of
the total cost of paving and drainage improvements.
Motion:
Motion made by Council Member Rowe, seconded by Council Member Jensen, to approve the Developer’s
Agreement between the Town of Trophy Club and NAP Trophy Club, L.P. as presented and authorize the Mayor or
his designee to execute all necessary documents.
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Motion carried 6-1-0 with Mayor Sanders, Mayor Pro Tem Shoffner, and Council Member Fleury, Jensen, Rowe,
and Kurtz voting for, and with Council Member Lamont voting against.
11. Consider and take appropriate action regarding an Ordinance, amending Section 8.02.003, Declaration of
nuisance, within the Town’s Code of Ordinances such that all activity on Sunday is treated the same as on
Monday through Saturday; and providing an effective date (Council Member Rowe and Council Member
Jensen).
Main Motion:
Main Motion made by Council Member Rowe, seconded by Council Member Jensen, to approve Ordinance No.
2018-11, amending Section 8.02.003, Declaration of nuisance, within the Town’s Code of Ordinances such that all
activity on Sunday is treated the same as on Monday through Saturday as presented and providing an effective
date of June 12, 2018.
Council Member Rowe explained that the Town Manager granted a waiver earlier in the year to allow construction
on a Sunday. He believed that it was appropriate to proceed with amending the nuisance ordinance so that each
day would be treated the same and this would help assist Staff with not having to go through extra steps.
Motion to Amend:
Motion to Amend made by Council Member Lamont, seconded by Mayor Sanders, to replace Numerical (6),
Numerical (7), and Numerical (8) of Subsection (a) and Subsection (b) within Section 8.02.003, Declaration of
Nuisance, as follows:
Numerical (6) of Subsection (a) to read as follows: The erection, including excavation, demolition,
alteration or repair work on any building, other than between the hours of 7:00 a.m. and 6:00 p.m. on or
during the weekdays of Monday through Friday and between the hours of 9:00 a.m. and 5:00 p.m. on
Saturdays, except in case of an urgent necessity in the interest of public safety and convenience, and then
only by permit from the town manager or designee in accordance with section 8.02.005 of this article,
specifying the nature of the emergency and the days and hours such work is to be allowed, which permit
may be renewed by the town manager or designee during the time the emergency exists.
Numerical (7) of Subsection (a) to read as follows: The operation of any heavy equipment, machinery or
apparatus for excavation, construction, grading, earth moving, paving, cement laying or pouring, drilling
or work of any nature, or the operation of any chain saw, within 1500 lineal feet of any occupied
residential dwelling, other than between the hours of 7:00 a.m. and 6:00 p.m. on or during the weekdays
of Monday through Friday and between the hours of 9:00 a.m. and 5:00 p.m. on Saturdays, except in case
of an urgent necessity in the interest of public safety and convenience, and then only by permit from the
town manager or designee in accordance with section 8.02.005 of this article, specifying the nature of the
emergency and the days and hours such work is to be allowed, which permit may be renewed by the
town manager or designee during the time the emergency exists.
Numerical (8) of Subsection (a) to read as follows: As a part of any business, other than between the
hours of 7:00 a.m. and 9:00 p.m., on or during the weekdays of Monday through Friday and between the
hours of 9:00 am and 5:00 pm on Saturdays, within 1500 linear feet of any occupied residential dwelling,
the operation of any heavy equipment, truck or machinery which emits noises of such intensity or
loudness that annoy or disturb persons of ordinary sensibilities within such distance, except in the case of
urgent necessity in the interest of public safety and convenience, and then only by permit from the town
manager or designee in accordance with section 8.02.005 of this article, specifying the nature of the
emergency and the dates and hours such work is to be allowed, which permit may be renewed by the
town manager or designee during the time the emergency exists.
Subsection (b) to read as follows: Notwithstanding any of the above, the town manager or designee shall
have the authority to and may issue a permit in accordance with section 8.02.005 of this article for
alteration or repair work or for new construction in connection with owner-occupied residences when
the particular work is to performed by the owner-occupant of the premises where the work is to be
performed and when such work is to be performed between the hours of 6:00 p.m. and 9:00 p.m.,
Monday through Saturday, inclusive, or between the hours of 9:00 a.m. and 6:00 p.m. on Sunday.
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Council Member Lamont stated that he changed the start time on Saturdays from 7:00 a.m. to 9:00 a.m. to give
residents a couple more hours of rest and he excluded construction on Sundays.
Council Member Kurtz commented that he had not dealt with a city or town that would not allow construction on
Sundays. He stated that several commercial contractors work on Saturdays and Sundays because they were on
deadlines to complete their projects.
Mayor Pro Tem Shoffner remarked that he was not against working on Sundays because the Council made it a
point to be user friendly and most construction was residential remodels. He noted that the City of Southlake and
City of Roanoke allowed construction on Sundays.
The vote for the Motion to Amend was taken.
Motion to Amend failed 1-6-0 with Council Member Lamont voting for, and with Mayor Sanders, Mayor Pro Tem
Shoffner, and Council Members Fleury, Jensen, Rowe, and Kurtz voting against.
Council Member Fleury commented that she was in favor of limiting the hours from 9:00 a.m. to 5:00 p.m. on
Saturdays and Sundays.
Motion to Amend:
Motion to Amend made by Council Member Fleury, seconded by Mayor Pro Tem Shoffner, to limit the hours from
9:00 a.m. to 5:00 p.m. on Saturdays and Sundays.
Council Member Jensen stated that changing the start time would prohibit landscapers from getting work done on
Saturday mornings.
Mayor Pro Tem Shoffner commented that it was not an unreasonable request and that several cities implemented
a start time of 9:00 a.m.
Council Member Rowe inquired if they intended for this change to apply to landscape work being done on the
weekends. Council Member Fleury responded that she did not intend for landscaping to be included because she
did not believe that landscaping would be part of demotion, alterations, equipment, or machinery as mentioned in
the ordinance.
Council Member Rowe reiterated that his intention was to make the nuisance ordinance easier to enforce and to
provide simple aspects of liberty for residents to contract or work on their own private property. He believed that
it would be going in the wrong direction to have different hours for different days.
Council Member Kurtz desired to be business friendly and stated that tradesmen want to work as early as possible.
He agreed that the hours should be the same to help Staff enforce the ordinance and to help make it easier for the
businessmen.
The vote for the Motion to Amend was taken, limiting the hours from 9:00 a.m. to 5:00 p.m. on Saturdays and
Sundays.
Motion to Amend carried 4-3-0 with Mayor Sanders, Mayor Pro Tem Shoffner, and Council Members Fleury and
Lamont voting for, and with Council Members Jensen, Rowe, and Kurtz voting against.
Council Member Rowe remarked that if the Council passed the Main Motion as Amended it would prohibit a
resident from cutting a tree limb down with a chainsaw before 9:00 a.m. on a Saturday.
Motion to Amend:
Motion to Amend made by Council Member Jensen, seconded by Mayor Pro Tem Shoffner, to change the hours
from 7:00 a.m. to 6:00 p.m. on Saturdays as originally required.
Council Member Jensen stated that his intent was to take Saturdays as originally allowed because most residents
prefer to get their work done early in the morning.
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Mayor Pro Tem Shoffner pointed out that there was still the ability for the Town Manager or designee to have the
authority to issue a permit in accordance with Section 8.02.005.
The vote for the Motion to Amend was taken, to change the hours from 7:00 a.m. to 6:00 p.m. on Saturdays as
originally required.
Motion to Amend carried 6-1-0 with Mayor Sanders, Mayor Pro Tem Shoffner, Council Members Fleury, Jensen,
Rowe, and Kurtz voting for, and with Council Member Lamont voting against.
The vote for the Main Motion as Amended was taken, to approve Ordinance No. 2018-11, amending Section
8.02.003, Declaration of nuisance, within the Town’s Code of Ordinances; providing an effective date of June 12,
2018; limiting the hours from 9:00 a.m. to 5:00 p.m. on Sundays; and to change the hours from 7:00 a.m. to 6:00
p.m. on Saturdays as originally required.
Main Motion as Amended carried 5-2-0 with Mayor Pro Tem Shoffner and Council Members Fleury, Jensen,
Rowe, and Kurtz voting for, and with Mayor Sanders and Council Member Lamont voting against.
12. Consider and take appropriate action regarding an Ordinance amending Chapter 2, Animal Control, within
the Town’s Code of Ordinances such that registration of household pets is no longer required; and providing
an effective date (Council Member Rowe and Council Member Jensen).
Council Member Jensen recommended removing Subsection (c), Failure to obtain license tag, from Section
2.01.019, Licenses and Tags, since the intent was to remove licensing requirements.
Council Member Fleury inquired if the Animal Shelter Advisory Board reviewed the ordinance. Town Attorney
Dodd responded that it was not required to have the Board review the ordinance.
Mayor Pro Tem Shoffner provided the history of the creation of regulations for control of animals that began in
1985. In 1991, license tags were valid for a period of one year or until the anniversary date of the vaccination of
the dog or cat, whichever came first. In 2006, the annual licensing fee changed to a one-time licensing fee for each
animal. He researched this particular fee and found three instances that listed the registration fee as being $5.00,
which was in 2005, 2008, and 2009. At the April 24, 2018 Council meeting, there were several suggested
amendments to the Town’s Fee Schedule, one being to add a licensing fee of $5.00 per dog and cat. This triggered
him to analyze the data because this fee had already been established. On September 3, 2013, former Police Chief
Scott Kniffen proposed to go back to the annual registration fee of $5.00 through Ordinance No. 2013-25, but it
was ultimately denied for various reasons. On November 18, 2013, Ordinance No. 2013-42 was presented for
consideration that included repealing the $5.00 registration fee. This ordinance was referred to the Animal Shelter
Advisory Board but prior Staff inadvertently processed the ordinance as approved and was codified into the Town’s
Code of Ordinances. This served as an example that the Council was trying to build a great management team and
also helped explain the changes in staffing. The current Council desired to help and support Staff and reward
those who exceed. He commented that the proposed Ordinance No. 2018-12 assisted with cleaning up Chapter 2,
Animal Control, because there was no need for household pets to be registered since identification tags and rabies
vaccination tags were required. Additionally, he remarked that microchip technology assists with reuniting lost
pets with their owners and noted that each year there was a decline in the number of registered pets.
Council Member Fleury believed that registration was important because not all pets were microchipped and
scanners were expensive. She commented that residents may not have been registering their pets because they
were uninformed that this was a requirement.
Council Member Jensen did not see the need to require residents to register their pets especially when the data
exhibited a low number of registrations.
Mayor Sanders inquired what the procedure would be to properly address Ordinance No. 2013-42 since it had not
officially passed. Town Attorney Dodd responded that Staff would verify the items and have the Town’s codifier
reflect the necessary changes.
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Council Member Rowe asked what the total number of valid registration was that was on file. Police Chief Arata
responded that he believed there were approximately 1,850 registered pets, but that included numbers since
2001, with an average of about 100 pets per year.
Council Member Rowe pointed out that the Town had around 4,400 homes. According to the American Veterinary
Medical Association, in 2012 households had an average of 1.6 dogs, which would equate to approximately 7,040
dogs in the Town of Trophy Club.
Council Member Fleury commented that registration may make it easier for recovery and less resources to reunite
lost pets to their owners.
Motion:
Motion made by Mayor Sanders, seconded by Council Member Jensen, to approve Ordinance No. 2018-12,
amending Chapter 2, Animal Control, within the Town’s Code of Ordinances such that registration of household
pets no longer be required; providing an effective date of June 12, 2018; and removing Subsection (c), Failure to
obtain license tag, within Section 2.01.019, Licenses and Tags, of the proposed ordinance.
Mayor Pro Tem Shoffner pointed out that State law prohibited the release of information listed on the registration
form due to confidentially; therefore the Police Department could not provide the information to a resident who
found a lost pet.
Council Member Fleury believed that the registration would help make it one step easier for an officer to return
the animal if it were not microchipped.
Mayor Pro Tem Shoffner commented that most likely if an animal was not microchipped than most likely the
animal would not be registered.
Council Member Fleury reiterated that if animals were not registered it could be due to lack of awareness.
Police Chief Arata remarked that the Police Department would do their due diligence to return animals but the
majority of them were not registered. They worked with Susan Edstrom, Chairperson of the Animal Shelter
Advisory Board, to help ensure their return.
The vote was taken.
Motion carried 6-1-0 with Mayor Sanders, Mayor Pro Tem Shoffner, Council Members Jensen, Rowe, Kurtz, and
Lamont voting for, and with Council Member Fleury voting against.
13. Receive an update and provide direction to Town Staff regarding the upcoming July 4th Celebration;
discussion of same (T. Class).
Town Manager Class provided a presentation regarding the July 4th Celebration specific to the following: Flag
Planting; Patriot 5k and Fun Run; Parade of Patriots; and Celebration and Fireworks. He advised that the fireworks
show began as a Town tradition in 2008, and in 2013 the Town began partnering with the Northwest Independent
School District (NISD) to use the Byron Nelson High School (BNHS) property as a launch site. This allowed for the
launch of up to six inch shells at a height of 600 feet and stay within International Fire Code limits for debris fallout
over natural turf. In 2017, NISD transitioned to artificial turf fields at BNHS, requiring Staff to seek an alternative
launch location for 2018. After conducting an extensive search for an alternative launch site, Staff concluded that
the best available option was adjacent to the traditional event venue, Veterans Park parking lot at Independence
Park West. The change of the launch site impacted several issues associated with the celebration and fireworks
show. First, to ensure compliance with the International Fire Code, the pyrotechnic company had to limit from a
420 feet to 210 feet diameter debris fallout cone. This required a reduction in the size of the projectiles from six
inch to three inch, which also reduces the overall height of the display from 600 feet to 300 feet. Staff has taken
steps with the pyrotechnic company to enhance the show by using additional ground effects, which would provide
a similar experience as in the past for those viewing the event from Independence Park East. Second, to
accommodate the change in launch site, parking from last year’s event has been altered slightly. NISD has
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graciously offered the use of the BNHS parking lot this year, where residents and guests can be shuttled over to
Independence Park East. Additional parking would be available at the following locations: Latter Day Saints
parking lot at the corner of Bobcat Blvd and Trophy Club Drive; Medlin Middle School; Independence Park East;
Community Pool; and Beck Elementary. In an effort to ensure the best viewing experience for residents, a
demonstration was conducted from the new launch site using the smaller projectiles with enhanced ground
effects. The purpose of the test launch was to obtain a visual from venue site, and visuals from remote sites
historically used by residents to view the show. The demonstration was viewed from the Trophy Club Country
Club, Church at Trophy Lakes, The Lakes park adjacent Durango Drive, and Independence Park East adjacent the
corner of Bobcat and Parkview. As a result of the test launch, it was determined residents and guests at the venue
site will enjoy a similar experience as in the past; however, those viewing the show from remote locations would
be impacted. The display would be lower in the sky, and more impacted by tree lines and buildings than in the
past. Based on the test launch, Staff recommends residents and guests join the celebration at Independence Park
East, to enjoy the best vantage point possible. In an effort to accommodate an expected larger crowd, Staff would
open up Independence Park West, Field 3 for the first time, to be used along with the traditional Independence
Park East location and the Community Pool viewing areas. Staffs goal would be to keep everyone informed,
facilitate the viewing experience, and manage expectations. The Communications team has put together an
aggressive communications plan which includes: an updated Town 4th of July webpage; an update Parks and
Recreation Department webpage; and the addition of a 4th July link to the Town’s main page including a banner
scroll. Staff would update the website with specialized event maps highlighting parking and best viewing locations,
coordinate closely with the City of Roanoke and nearby residents, Trophy Club Country Club, the Lakes HOA, and
The Church at Trophy Lake representatives.
Mayor Pro Tem Shoffner highly recommended that the mentioned changes be communicated efficiently to the
residents because the precedence had been set where residents went to view the show. In prior years, the
Country Club realized a large turnout because viewing of the fireworks display was optimal at that location. He
was at the Country Club when the demonstration took place and he was only able to view a few fireworks
occasionally. He suggested that Staff reevaluate this item since the Town was becoming landlocked and this was a
significant event that was now being reduced to half the fireworks display that it used to be.
Town Manager Class ensured that Staff had been working carefully on this item since October 2017 to
accommodate the 420 feet diameter debris fallout cone but were unable to accommodate that requirement.
Other options were examined such as the use of fire retardant tarps to be placed over the BNHS fields, but proved
to be costly at approximately $90,000, and foaming the fields could potentially destroy the artificial turf because
the rubber pellets would be washed off the fields when cleaned. Additionally, the pyrotechnic company agreed to
keep the fireworks site at BNHS if the Town took full responsibility for any damages incurred to the fields, which
would have been a large financial risk for the Town.
Council Member Kurtz thanked Staff for the amount of work that went into locating an alternate site. He
suggested adding more amenities or attractions because long lines were an issue in prior years. Director of Parks
and Recreation Jaramillo responded that more activities had been added to this year’s event.
Discussion took place regarding the damage that occurred to BNHS fields from the 2017 fireworks display, which
equated to a high monetary value.
No action was taken on this item.
14. Consider and take appropriate action regarding Supplemental Budget Items for Fiscal Year 2019 (A.
Karkauskas).
Director of Finance Karkauskas presented the Supplemental Budget Items for Fiscal Year 2019, which included the
following:
Organizational onsite training for Administrative Services in the amount of $2,500;
Pre-lit Christmas tree for Community Events in the amount of $25,000;
Exhaust reclamation system for the Fire Department in the amount of $75,000;
Extrication tools for the Fire Department in the amount of $17,500;
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OpenGov for Information Services in the amount of $20,000; and
Shift differential for the Police Department in the amount of $9,000.
Mayor Pro Tem Shoffner commented that he recommended purchasing a pre-lit Christmas tree for the
Roundabout at Trophy Club Drive and then move the tree that had been used at the Roundabout to Independence
Park.
Council Member Rowe inquired if the Fire Department items were replacing existing equipment and if they were
programmed into the Capital Replacement Program. Director of Finance Karkauskas responded that since the
Trophy Club Municipal Utility District (TCMUD) No. 1 reimbursed the Town for those expenditures, the Town
would expense those items and the TCMUD No. 1 would report those items as assets. The general rule for items
to be included in the Capital Replacement Program would be if the item had up to a 10 year useful life.
Fire Chief Carroll added that the exhaust reclamation system would be a new addition to their building and the
extrication tools were not currently in Capital Replacement Program.
Director of Finance Karkauskas discussed the Parkland Dedication Fund that included:
Replace pool pump shade structure in the amount of $9,500;
Repaint/resurface splash pad in the amount of $50,000;
Blue light emergency call boxes in the amount of $36,000;
Musco lighting installation at Harmony Park in the amount of $190,000; and
Harmony Park large playground replacement in the amount of $100,000.
Council Member Jensen wanted to have a future discussion regarding the Parkland Dedication Fund because
several of the items mentioned should be placed in the Capital Replacement Program. Additionally, he inquired in
the grant had been applied for regarding expanding and improving lighting at Harmony Park, specific to Musco
lighting. Director of Parks and Recreation Jaramillo responded that the grant had not been applied for yet.
Council Member Jensen leaned more to having items similar to the large playground replacement at Harmony Park
to be budgeted in the Parkland Dedication Fund.
Council Member Lamont remarked that the Finance Subcommittee did not recommend $190,000 for Musco
lighting but they did want to see a lighting plan and that he only agreed to have a blue light emergency call box at
the Amenity Ponds.
Director of Finance Karkauskas commented that she was presenting to Council the same presentation she
presented to the Finance Subcommittee, but she did note that the subcommittee did not believe that the Musco
lighting or playground replacement were critical items at this time and to possibly place those items in out years.
Council Member Rowe agreed with Council Member Jensen’s comment on how to utilize the Parkland Dedication
Fund. He also agreed with Council Member Lamont regarding the blue light emergency call boxes due to cell
phone technology. Additionally, he was in favor of having further discussion regarding the lighting at Harmony
Park.
Mayor Pro Tem Shoffner remarked that the large playground replacement may be better suited in the Capital
Replacement Program even if it exceeded the 10 year useful life criteria. He agreed with Council Member
Lamont’s comments regarding the blue light emergency call boxes because children often went to the dock area
and they may not have a cell phone if an emergency occurred. He was in favor of having the Police and Fire Chiefs
present a list of where blue light emergency call boxes could be beneficial. Furthermore, he believed that the
grant for lighting at Harmony Park should be pursued but there was a pending request from the Mayor to review a
lighting engineers study.
Director of Parks and Recreation Jaramillo advised that the full amount of funds, $190,000, should be budgeted
prior to applying for the grant. The Town’s overall obligation was $70,000 and Greater Northwest Soccer
Association agreed to commit $70,000, to be made in payments, and, if awarded, the grant would cover $50,000.
Town Council Minutes June 12, 2018 Page 12 of 16
Town CouncilPage 20 of 122Meeting Date: June 26, 2018
Mayor Sanders commented that Staff needed to address when the deadline was to apply for the grant so that
determination could be made to either budget the funds in the current or next fiscal year.
Council Member Jensen recommended that Staff work with the Parks and Recreation Board regarding playground
replacement and that Staff seek further accessible playground features at Town parks.
Director of Finance Karkauskas continued her presentation with the Crime Control and Prevention District Fund
specific for a Command Vehicle (Captain Patrol) in the amount of $42,000.
Mayor Pro Tem Shoffner requested that Staff research the item that was listed in the Fiscal Year 2016-2017 Budget
for playground replacement at Harmony Park along with the canvas portion of the shade structure in the amount
of $275,000 that was forecasted to be done in Fiscal Year 2020.
Director of Finance Karkauskas went over the Storm Drainage Utility Fund regarding the MS4 Five-Year Plan in the
amount of $30,000 and noted that this would recur every five years.
Mayor Pro Tem Shoffner was in favor of having Freese and Nichols update their Storm Water Master Plan to reflect
the improvements at Fresh Meadow Drive, Skyline Drive, and Indian Creek Drive. He would also like for them to
review the three culverts verses four culverts at the Creekmere Drive bridge, as well as the impact of the
development occurring in the Town of Westlake.
Director of Finance Karkauskas introduced Adam Schnoll, Account Executive with OpenGov, and stated that she
believed that their budgeting software would improve the Finance Departments service delivery by automating
functions, simplifying the budget process, reduce redundancies, customize reporting, and would eliminate
MBudget. If approved, Staff would anticipate a six month period to implement the software.
Mr. Schnoll provided a brief synopsis of the benefits that OpenGov offered:
Cloud based software (automatic updates/maintenance and devoted Customer Success Team);
Budgeting (automation) and personnel forecasting;
Reduce redundancy and error opportunities by limiting manual efforts (working in 1 product instead of 3);
and
Transparency (TX Stars) and integration with Incode which means high level of detail.
Mayor Sanders inquired if the different integration pieces, such as IT Service Management, Permitting, Records
Management, etc., were included with the quoted price, since the current piece was just for the Finance
Department. Mr. Schnoll responded that each system would need to be evaluated for direct integration but those
pieces were included with the quote.
Director of Finance Karkauskas commented that there was an implementation cost of $17,000 that would be
funded in this year’s budget from cost savings. OpenGov would be a net increase of $20,000 to the line item
currently funded for MBudget, which was currently an annual cost of $7,500.
Council Member Jensen asked how often they had software revisions. Mr. Schnoll responded that they did not
have software versions but their updates occurred monthly on a continuous deployment.
Council Member Rowe inquired how many silos of import did Staff intend to deploy for the first phase. Budget
Manager Zagurski responded they would deploy the financial silo that would include integrating Incode and
Mbudget software.
Council Member Rowe asked what their pricing scale was based on. Mr. Schnoll responded that pricing was based
on the total Operating Budget, as well as which products would be purchased.
Council Member Rowe inquired if the quote included all the pieces they offered. Mr. Schnoll responded that two
capabilities out of eight were not included.
Town Council Minutes June 12, 2018 Page 13 of 16
Town CouncilPage 21 of 122Meeting Date: June 26, 2018
Council Member Rowe asked what the plan was for the cadence and what the method would be to continuously
import the data from Incode to OpenGov. Mr. Schnoll responded that Staff would decide when they wanted to
upload the data, which could occur nightly, and that there was no custom develop for the format of the data
quality when integration occurred.
Director of Finance Karkauskas preferred to upload the data on a monthly basis.
Council Member Rowe wanted to ensure that the information was validated and that there was quality of
transformation once the data was integrated. Mr. Schnoll responded that the numbers would be directly from
Incode and the deployment would not proceed until Staff approved the information.
Mr. Schnoll gave a brief demonstration on the capabilities that OpenGov offered.
Discussion took place regarding the amount of importing and exporting of data that Staff currently had to perform
which left room for errors to be made, the process for presenting monthly financials, and the possibility to have
the data available sooner than a month out.
No action was taken on this item.
15. Discussion of and provide direction to Town Staff regarding potential items to place on the Joint Session
agenda between the Trophy Club Town Council and the Trophy Club Municipal Utility District No. 1 Board of
Directors (T. Class).
Town Manager Class requested for Council’s direction on any items they wished to have placed on the Joint
Session agenda and he advised that the meeting would be held on July 24, 2018.
Council Member Rowe suggested that the Annex Building be placed on the Joint Session agenda and possibly the
coordination of joint Capital Improvement Projects.
Council Member Lamont recommended that the Maintenance Building be placed on the Joint Session agenda.
16. Discussion of items for Future Agendas to include agenda items for consideration on the June 26, 2018
Council agenda and items from the Town Council Future Agenda Items list (H. Fimbres).
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.
Council Member Jensen requested to add the following item to the Town Council Future Agenda Items list:
Discussion of and take appropriate action regarding the Parkland Dedication Fund.
Mayor Pro Tem Shoffner requested to add the following item to the Town Council Future Agenda Items list:
Discussion of and take appropriate action regarding updating the Town’s Storm Water Master Plan.
Mayor Sanders requested to add the following item to the June 26, 2018 Council agenda: Discussion of and
provide direction regarding applying for a grant for lighting improvement at Harmony Park and funding sources.
Mayor Sanders announced that he would not be present at the June 26, 2018 Council meeting and that Mayor Pro
Tem Shoffner would preside the meeting.
Town Council Minutes June 12, 2018 Page 14 of 16
Town CouncilPage 22 of 122Meeting Date: June 26, 2018
EXECUTIVE SESSION
17. Pursuant to the following designated section of the Texas Government Code, Annotated, Chapter 551
(Texas Open Meetings Act), the Council will convene into executive session to discuss the following:
A) Section 551.071 Consultation with Attorney under Subsection (2) to consult with the Town Attorney on
a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules
of Professional Conduct of the State Bar of Texas clearly conflicts with the Texas Open Meetings Act,
specifically:
1) Breach of Contract Issues, Procedures, and Claims (D. Dodd)
2) Public Information Laws (D. Dodd)
B) Section 551.072 Deliberation regarding Real Property to discuss or 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:
North of State Highway 114, east of Trophy Club Drive and west of Town limits (Mayor Pro Tem
Shoffner and Council Member Kurtz)
C) Section 551.074 Personnel Matters under Subsection (1) to discuss or deliberate the appointment,
evaluation and duties of a public officer or employee:
1) Parks and Recreation Board (Mayor Pro Tem Shoffner and Council Member Rowe)
2) Council Finance Subcommittee (H. Fimbres)
3) Town Council Appointments Committee (H. Fimbres)
CONVENED INTO EXECUTIVE SESSION - START TIME – 10:55 P.M.
RECONVENED INTO REGULAR SESSION - START TIME – 11:28 P.M.
RECONVENED INTO REGULAR SESSION
18. Consider and take appropriate action repealing Resolution 2017-33 and adopting a new Resolution,
appointing a Council Liaison on the Parks and Recreation Board; reaffirming existing appointments and
Chairperson; and providing an effective date (Mayor Pro Tem Shoffner and Council Member Rowe).
Motion:
Motion made by Council Member Rowe, seconded by Council Member Jensen, to repeal Resolution No. 2017-33
and approve Resolution No. 2018-09, appointing Alicia Fleury to serve as the Council Liaison on the Parks and
Recreation Board; reaffirming existing appointments and Chairperson; and providing an effective date of June 12,
2018.
Motion passed unanimously 7-0-0.
19. Consider and take appropriate action regarding appointing three (3) Council Members to a Council
Subcommittee formed for the purpose of providing fiduciary oversight of the budget, as well as providing
input regarding the administration of the budget and the budget process (H. Fimbres).
Motion:
Motion made by Mayor Pro Tem Shoffner, seconded by Council Member Kurtz, to appoint Mayor Sanders, Council
Member Jensen, and Council Member Rowe to serve on the Council Finance Subcommittee formed for the
purpose of providing fiduciary oversight of the budget, as well as providing input regarding the administration of
the budget and the budget process.
Motion passed unanimously 7-0-0.
Town Council Minutes June 12, 2018 Page 15 of 16
Town CouncilPage 23 of 122Meeting Date: June 26, 2018
20. Consider and take appropriate action regarding making appointments to the Town Council Appointments
Committee (H. Fimbres).
Motion:
Motion made by Mayor Pro Tem Shoffner, seconded by Council Member Rowe, to appoint Mayor Sanders, Council
Member Jensen, and Council Member Kurtz to serve as the Town Council Appointments Committee.
Motion passed unanimously 7-0-0.
21. Consider and take appropriate action regarding the Executive Session (H. Fimbres).
No action was taken on this item.
ADJOURN
Mayor Sanders adjourned the meeting at 11:31 p.m.
___________________________________ ___________________________________
Holly Fimbres, Town Secretary C. Nick Sanders, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
Town Council Minutes June 12, 2018 Page 16 of 16
Town CouncilPage 24 of 122Meeting Date: June 26, 2018
Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-276-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:6/12/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Consider and take appropriate action regarding a Proclamation of the Town Council designating July
2018 as Park and Recreation Month; and providing an effective date (T. Jaramillo).
Attachments:PRO 2018-09 - Parks and Rec Month.pdf
DateVer.Action ByActionResult
Agenda Item No. 4:
ConsiderandtakeappropriateactionregardingaProclamationoftheTownCouncildesignatingJuly2018asParkand
Recreation Month; and providing an effective date (T. Jaramillo).
Town CouncilPage 25 of 122Meeting Date: June 26, 2018
TOWN OF TROPHY CLUB, TEXAS
PROCLAMATION NO. 2018-09
A PROCLAMATION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY
CLUB, TEXAS, DESIGNATING JULY 2018 AS PARK AND RECREATION
MONTH IN TROPHY CLUB; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS,parks and recreation programs are an integral part of communities
throughout this country, including the Town of Trophy Club; and
WHEREAS,our parks and recreation are vitally important to establishing and
maintaining the quality of life in our communities, ensuring the health of all citizens, and
contributing to the economic and environmental well-being of a community and region; and
WHEREAS,parks and recreation programs build healthy, active communitiesthat aid
in the prevention of chronic disease, provide therapeutic recreation services for those who are
mentally or physically disabled, and also improve themental and emotional health of all
citizens; and
WHEREAS,parks and recreation programs increase a community’s economic
prosperity throughincreased property values, expansion of the local tax base, increased
tourism, the attraction and retention of businesses, and crime reduction; and
WHEREAS,parks and recreation areas are fundamental to the environmental well-
being of our community; and
WHEREAS,parks and naturalrecreation areas improve water quality, protect
groundwater, prevent flooding, improve the quality of the air we breathe, provide vegetative
buffers to development, andproduce habitat for wildlife; and
WHEREAS,our parks and natural recreation areas ensure the ecological beauty of our
community and provide a place for children and adults to connect with nature and recreate
outdoors; and
WHEREAS,the U.S. House of Representatives has designated July as Parks and
Recreation Month; and
WHEREAS,the Townof Trophy Clubrecognizes the benefits derived from parks and
recreation resources.
NOW THEREFORE, BE IT RESOLVED BY THE TOWN OF TROPHY CLUB TOWN
COUNCIL THAT JULY 2018 IS RECOGNIZED AS PARK AND RECREATION MONTH IN
THE TROPHY CLUB, TEXAS.
PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas,
this 26th day of June 2018.
_______________________________ ________________________________
Holly Fimbres, Town Secretary C. Nick Sanders, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
Town CouncilPage 26 of 122Meeting Date: June 26, 2018
Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-277-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:6/12/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Consider and take appropriate action regarding the Texas Municipal Retirement System (TMRS)
Consumer Price Index (CPI) adjustment for Calendar Year 2019 (J. Phillips).
Attachments:Staff Report - TMRS CPI.pdf
2019 TMRS Rate Letter.pdf
2019 Plan Change Study.pdf
DateVer.Action ByActionResult
Agenda Item No. 5:
ConsiderandtakeappropriateactionregardingtheTexasMunicipalRetirementSystem(TMRS)ConsumerPriceIndex
(CPI) adjustment for Calendar Year 2019 (J. Phillips).
Town CouncilPage 27 of 122Meeting Date: June 26, 2018
To: Mayor and Town Council
From:Jonathan Phillips, Director of Administrative Services
CC: Thomas M. Class Sr., Town Manager
Holly Fimbres, Town Secretary/RMO
John Zagurski, Budget Manager
Re: TMRS CPI Adjustment
Town Council Meeting, June 26, 2018
Agenda Item:
Consider and take appropriate action regarding the Texas Municipal Retirement System (TMRS)
Consumer Price Index (CPI) adjustment for Calendar Year 2019 (J. Phillips).
Background and Explanation:
During the early stages of fiscal year 2015 Council elected to reduce the annual annuity increase
of TMRS from 70% of CPI to 30% and asked to be provided the information on an annual basis
to consider all options. With the current annual annuity increase of 30% of CPI, the TMRS rate
for calendar year 2019 is 13.10% (a 1.47% increasefrom last year’s rate of 12.91%).
Financial Considerations:
Choosing an annuity increase of 50% or 70% would increase the TMRS rate for calendar year
2019 to 14.97% or 16.92%, respectively.
Legal Review:
Not applicable
Board/Commission/ or Committee Recommendation:
Not applicable
Staff Recommendation:
Staff recommends approval of the 2019 TMRS rate of 13.10%
Attachments:
2019 TMRS Rate Letter
2019 Plan Change Study
Page 1 of 1
Town CouncilPage 28 of 122Meeting Date: June 26, 2018
June 4,2018
/źƷǤ ϔ ЉЊЋВЎ
City Official
Town ofTrophy Club
1 Trophy Wood Drive
Trophy Club, TX 76262
Subject: 2019 Municipal Contribution Rate
Dear City Official:
s contribution requirements to the Texas Municipal Retirement System (TMRS) for
Plan Year 2019 (Calendar Year 2019, PY2019) as determined by the December 31, 2017 actuarial valuation. The
actuarially determined contribution rates for retirement benefits and Supplemental Death Benefits (SDB), if any,
are based on April 1, 2018 and the actuarial assumptions and methods
adopted by the TMRS Board. Effective January 1, 2019
Normal Cost10.43%
Prior Service2.52%
Total Retirement Rate12.95%
Supplemental Death Benefit 0.15%
Total Combined Contribution13.10%
Full information on your contribution rate, including an explanation of changes and available rate stabilization
techniques, is contained in the attached report. The Total Retirement Rate shown above represents the
Actuarially Determined Employer Contribution (ADEC) for PY2019 based on current TMRS funding policy.
IMPORTANT NOTE: The pension disclosure and financial statement information necessary to assist your
city with the financial reporting requirements of the Governmental Accounting Standards Board (GASB)
will be provided in a separate document available later this summer.
If you have questions about your rate or if you wish to evaluate potential changes in your TMRS plan, contact
TMRS at 800-924-8677.
Sincerely,
Eric W. Davis
Deputy Executive Director
TMRS 512.476.7577
P.O.B149153 T-F800.924.8677
Town CouncilPage 29 of 122Meeting Date: June 26, 2018
OX OLLREE
A,T78714-9153 .TMRS.F512.476.5576
USTINEXAS WWWCOMAX
Table of Contents
Rate Stabilization A summary of the techniques currently available to assist cities in stabilizing
Techniquestheir contribution rate including managing a funding surplus.
Executive A comparison of the highlights of the December 31, 2017andDecember 31,
2016actuarial valuations for your city. Included are membership counts,
Summary
asset information, actuarial information, and contribution rate requirements.
Calculation of Details the calculation of the Full Retirement Rate (TMRS Plan Year -
Contribution ADEC) and the Supplemental Death Rate, if applicable, for your city. A
Requirementscomparison to the 2016actuarial valuation results is included.
Summary of
A summary of plan provisionsfor plan years 2017and 2018.
Benefit Provisions
Amortization Bases Information onthe amortization bases and payments for your city.
and Payments
Historical and This schedule provides your city with historical cash flows,interest credits
Projected and the year-end balance of its Benefit Accumulation Fund (BAF),as well
Accumulation of
as projected values for calendar/plan years 2018and 2019.
the BAF Balance
Reconciliation of A detailed reconciliation of changes in y
Full Retirement
(ADEC) since the prior valuation.
Rate from Prior
Actuarial
Valuation Report
Ћ
Town CouncilPage 30 of 122Meeting Date: June 26, 2018
Rate Stabilization Techniques
Contribution rate stabilization has been, and continues to be, a long term strategic goal of the TMRS
Board of Trustees. Over the past several years, the Board has approved many actuarial changes in an
effort to minimize the short term volatility in contribution rates while maximizing the long term
sustainability of the System. Even so, some individual cities continue to experience significant
changes in their contribution rate from year to year. Under the current funding policy in which rates
are actuarially determined each year, contribution rate stabilization has been fully optimized at the
System level; therefore, any further rate stabilization will have to be achieved at the city level.
Board Rule allow a TMRS employer to make additional contributions above the required
contribution rate, on a voluntary basis, to its TMRS Benefit Accumulation Fund (BAF) account.
Additional contributions can be in the form of a lump sum payment or additional monthly payments
and are not subject to the statutory maximum contribution rate limits that are applicable to some
TMRS employers.
The most effective way for a city to stabilize its TMRS contribution rate is to determine, during the
budget process, an affordable contribution rate that exceeds the required calculated contribution rate
and continue to pay monthly at this level from year to year, even when the calculated contribution
rate goes down. This is particularly true for cities with an Unfunded Actuarial Accrued Liability
(UAAL). These additional monthly contributions at a predetermined fixed rate accomplish at least
the following: provides the city with a stable contribution rate from year-to-year for budgeting
purposes; directly reduces the UAAL; accelerates the years needed to attain full funding (i.e. pays off
the UAAL quicker); produces cost savings over the long run; and provides a contribution rate
cushion for future adverse plan experience. A city can also make one or more lump sum
contributions during the
effective from a rate stabilization perspective.
For cities with an Overfunded Actuarial Accrued Liability (OAAL or surplus), their calculated
contribution rate (not less than 0.00%) is determined by decreasing the normal cost rate by a rate
equal to a 25 year open amortization of the surplus assets. The result is a required contribution less
than the normal cost (the cost of the current year accruals for active employees). This not only
the surplus assets to pay for the current year accruals. In order to dampen contribution rate volatility
and to increase the likelihood of maintaining a funded ratio greater than 100%, TMRS encourages
cities in a surplus position to consider paying the full normal cost rate (or as much as possible toward
the full normal cost rate) until the funded ratio is at least 110%.
As noted above, additional contributions in the form of monthly payments or lump sum contributions
are entirely voluntary. A city can always revert back to paying only the required calculated rate each
Ќ
Town CouncilPage 31 of 122Meeting Date: June 26, 2018
month if financial circumstances change during the year. There is no formal action that needs to be
taken by a city to contribute at a higher level than the required monthly minimum. Additional
monthly contributions may be made during the normal payroll reporting process by simply filling out
line 2. A. of Form TMRS 3 with the increased employer contribution rate. Lump sum contributions
should be reported separately from the regular payroll reporting process and submitted with Form
TMRS 3ADD.
If your city would like to explore the impact of any of these rate stabilization techniques on your
TMRS plan, please contact Leslee Hardy, Director of Actuarial Services, at .
lhardy@tmrs.com
Ѝ
Town CouncilPage 32 of 122Meeting Date: June 26, 2018
Executive Summary
Valuation as of TMRS Plan Year (PY) Ending12/31/201712/31/2016
Membership as of the Valuation Date
Number of
-Active members7569
-Retirees and beneficiaries3329
-Inactive members10196
-Total209194
$4,619,838$4,704,011
Valuation Payroll$4,850,431$4,646,552
Benefit Accumulation Fund (BAF) Assets
Market BAF Balance $17,023,754$14,799,574
BAF crediting rate for PY13.05%6.73%
Interest credited on beginning BAF balance$1,930,810$903,862
Municipal contributions 606,585593,840
Member contributions during year323,389329,281
Benefit and refund payments636,604450,599
Actuarial Value of Assets (AVA)
Market BAF Balance $17,023,754$14,799,574
Actuarial Value of Assets (AVA)16,521,29015,159,661
AVA as a Percentage of BAF97.0%102.4%
Return on AVA7.05%6.53%
Actuarial Information
Actuarial accrued liability (AAL) $18,576,331$17,312,095
Actuarial value of assets (AVA)16,521,29015,159,661
Unfunded actuarial accrued liability (UAAL)2,055,0412,152,434
UAAL as % of pay44.5%45.8%
Funded ratio(AVA/AAL)88.9%87.6%
Employer normal cost 10.43%10.09%
Prior Service Rate2.52%2.69%
Contribution Rates for TMRS Plan Year (PY)20192018
Member7.00%7.00%
Full retirement rate (ADEC)12.95%12.78%
Supplemental Death rate0.15%0.13%
Total Employer Contribution Estimates for PY20192018
Projected payroll$4,995,944$4,785,949
13.10%12.91%
Combined contribution rate
Estimated employer contribution $654,469$617,866
Note: TMRS Plan Year coincides with Calendar Year
Results from prior year reflect the plan provisions used in the 12/31/2017 valuation report.
Ў
Town CouncilPage 33 of 122Meeting Date: June 26, 2018
Calculation of Contribution Requirements
From Valuation Report as of
December 31,2017December 31,2016
1.$4,619,838$4,704,011
2.Valuation payroll4,850,4314,646,552
3.Employer normal costrate 10.43%10.09%
4.Actuarial liabilities
a.Active members$6,603,854$6,307,305
b.Inactive members6,211,7165,600,410
c.Annuitants5,760,7615,404,380
d.Total actuarial accrued liability$18,576,331$17,312,095
5.Actuarial value of assets16,521,29015,159,661
6.Unfunded actuarial accrued liability (UAAL)(4d -5)$2,055,041$2,152,434
7.Funded ratio (5 / 4d)88.9%87.6%
8.Equivalent Single Amortization Period*26.4years27.4years
9.Assumed payroll growth rate3.0%3.0%
Contribution Rate for TMRS Plan Year:20192018
10.Full retirement rate
a.Normal cost10.43%10.09%
b.Prior service2.52%2.69%
c.Full retirement rate12.95%12.78%
11.Supplemental Death rate0.15%0.13%
12.Combined contribution rates (10c + 11)13.10%12.91%
* New Losses are laddered on 25-year period.
Џ
Town CouncilPage 34 of 122Meeting Date: June 26, 2018
Summary of Benefit Provisions
The plan provisions are adopted by the governing body of the City, within the options available in the
state statutes governing TMRS. Plan provisions for the City were as follows:
Plan Year 2018Plan Year 2017
Employee deposit rate7%7%
Matching ratio (city to employee)2 to 12 to 1
Years required for vesting55
Retirement Eligibility
(Age /Service)60/5, 0/2060/5, 0/20
Updated Service Credit100%RepeatingTransfers100%RepeatingTransfers
Annuity Increase (to retirees)30% of CPI Repeating30% of CPI Repeating
Supplemental Death Benefit to
Active EmployeesYesYes
Supplemental Death Benefit to
RetireesYesYes
А
Town CouncilPage 35 of 122Meeting Date: June 26, 2018
Amortization Bases and Payments
Year Years
EstablishedDescriptionRemainingBasePayment
20132013 Valuation (Fresh Start)26$4,098,047$245,660
20132013 Benefit Change26(1,601,351)(95,994)
20142014 Experience26(110,817)(6,643)
20152015 Experience26(242,620)(14,544)
20152015 Actuarial Changes28434,71224,937
20162016 Experience26(409,538)(24,550)
20172017 Experience26(113,392)(6,797)
Total2,055,041122,069
Б
Town CouncilPage 36 of 122Meeting Date: June 26, 2018
В
13,423,19014,799,57417,023,75418,290,73519,755,094
2018
b
Balance
26,
AF
)
9
(
June
B
Date:
$ $ $ $ $
Meeting
7,769 903,862 1,930,810 1,149,103 1,234,625
Credit
Interest
Effective retirement contribution rate is the actual rate determined by dividing the employer contribution received by the payroll paid.
(8)
storical and Projected Accumulation of the BAF Balance
$ $ $ $ $
(6)
External Cash
365,203 472,522 293,370 117,877 229,735
Flow for the
(4) + (5) +
Year
(7)
$ $ $ $ $
Payments 633,798 )450,599 )636,604 )841,538 )766,956 )
Benefit
)
(6
(((((
122
$ $ $ $ $
of
37
Contributions
for the Year
340,458 329,281 323,389 339,530 349,716
Page
Member
)
5
(
$ $ $ $ $
Contributions
for the Year
658,543 593,840 606,585 619,885 646,975
Employer
(4)
$ $ $ $ $
b. BAF Balance may not sum due to rounding.
Contribution
Retirement
13.54 %12.62 %13.13 %12.78 %12.95 %
Effective
(4) / (2)
a
Rate
(3)
Hi
for the Year
4,863,685 4,704,011 4,619,838 4,850,431 4,995,944
Payroll
(2)
$ $ $ $ $
December 31,
nding
Council
20152016201720189
(1)
Town
201
Year E
a.
Reconciliation of Full Retirement Rate from
Prior Actuarial Valuation Report
Actuarial valuations are based on long-term assumptions, and actual results in a specific year can,
and almost certainly will, differ as actual experience deviates from the assumptions. The following
table provides a detailed breakdown of changes in the retirement portion of your citys contribution
rate. This analysis reconciles the change in the retirement portion (ADEC) of your citys contribution
rate from 2018 to 2019, but will not reflect any change in the cost of the Supplemental Death Benefit
(SDB), if your city currently has this provision. (Any changes in the cost of the SDB are primarily
retirees.) Following the table below is a brief description of the common sources for deviation from
the expected.
Change in Full Retirement Rate
Full Rate from 12/31/2016 Valuation (PY 2018 Rate) 12.78%
Benefit changes 0.00 %
Return on Actuarial Value of Assets (0.06)
Contribution lag/fully amortized prior bases (0.01)
Payroll growth (0.03)
Normal cost 0.34
Liability growth (0.07)
Total change 0.17 %
Full Rate from 12/31/2017 Valuation (PY 2019 Rate) 12.95%
Benefit Changes
- Shows the increase or decrease in the contribution rate associated with any
to the amortization period adopted by ordinance.
Return on Actuarial Value of Assets (AVA)
-Shows the change in the contribution rate associated
with the return on the AVA being different than the assumed 6.75%.For the year ending December
31,2017, the return on an AVA basis was .The impact may show as 0.00% due to rounding.
7.05%
Contribution Lag/Fully Amortized Prior Bases
-Shows the totalincrease or decrease in the
contribution rateassociated with the phase in of contributions and/or any additional contributions
above the full rate. The effect of the Lagis also included here and refersto the time
delay between the actuarialvaluation date and the date the contribution ratebecomes effective. For
Contribution L,the Actuarial Valuation as of
The impact of the
December 31, 2017 sets the rate effective for Calendar Year 2019).
ЊЉ
Town CouncilPage 38 of 122Meeting Date: June 26, 2018
Contribution e immaterial once a city is contributing the Full Rate
and the Full Rate stabilizes.
In addition, it shows the impact of the bases, if any, which became fully amortized as of this
valuation since payments for those bases are no longer part of the calculation of the prior service rate.
Payroll Growth
-Shows the increase or decrease in the contribution rate associated with higher or
were
calculated assuming payroll grows at %per year. Overall payroll growth in excess of % will
3.03.0
typically cause a decrease in the prior service rate.
Normal Cost
-Shows the increase or decrease in the contribution rate associated with changes in the
average normal cost rate for an employee is
the contribution rate which,
anticipated covered service with the municipality, would be sufficient to meet all benefits payable on
their behalf. The salary-weighted average of the individual rates is the total normal cost rate.
Liability Growth
-Shows the increase or decrease in the contribution rate associated with larger or
for variance will be individual salary increases compared to the assumption and turnover.
ЊЊ
Town CouncilPage 39 of 122Meeting Date: June 26, 2018
ForInformationalPurposesOnly
EffectiveDate-January1,2019
ReportDate-June14,2018
2018
26,
GRID2019
**ThisistheadditiontotheInitialPriorServiceRateforUSCfortransfers.Therewere15eligibletransferemployeesonthevaluationdate.
June
Date:
Meeting
ProposedPlans
0.15% (A&R)0.15% (A&R)0.15% (A&R)
100%(Repeating)100%(Repeating)100%(Repeating)
30%(Repeating)50%(Repeating)70%(Repeating)
UnfundedActuarialLiability$2,055,041$2,947,300$3,899,618
25years25years25years
5years
11.92%
2to116.77%16.92%
2019
7.00%4.85%80.9%
YesYes
N/A
2
PlanChangeStudy
122
of
01295TrophyClub
40
Page
5years
11.17%
2to1
14.82%14.97%
2019
7.00%3.65%84.9%
YesYes
N/A
1
Current
5years
10.43%
2to112.95%13.10%
2019
7.00%2.52%88.9%
YesYes
N/A
SupplementalDeathRate
UpdatedServiceCredit
20Year/AnyAgeRet.
Contribution Rates Council
AmortizationPeriod
Phase-InTotalRate
PriorServiceRate
NormalCostRate
Town
AnnuityIncrease
TransferUSC**
Plan Provisions
RetirementRate
MatchingRatio
FundedRatio
DepositRate
TotalRate
Vesting
1/1
Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-284-T Version:1 Name:
Type:Agenda Item Status:Consent Agenda
File created:6/12/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Consider and take appropriate action regarding a Requisition Request for procurement of Website
Design, Development & Deployment for the Town of Trophy Club; and authorizing the Mayor or his
designee to execute all necessary documents (J. Phillips).
Attachments:Staff Report - Website Presentation.pdf
Civic Plus Proposal.pdf
DateVer.Action ByActionResult
Agenda Item No. 6:
ConsiderandtakeappropriateactionregardingaRequisitionRequestforprocurementofWebsiteDesign,Development
&DeploymentfortheTownofTrophyClub;andauthorizingtheMayororhisdesigneetoexecuteallnecessary
documents (J. Phillips).
Town CouncilPage 41 of 122Meeting Date: June 26, 2018
To: Mayor and Town Council
From:Jonathan Phillips, Director of Administrative Services
Jill Lind, Communications and Marketing Manager
CC: Thomas M. Class, Sr., Town Manager
Holly Fimbres, Town Secretary/RMO
Re: Update of Town Website
Town Council Meeting, June 26, 2018
Agenda Item:
Consider and take appropriate action regarding a Requisition Request for procurement of
Website Design, Development & Deployment for the Town of Trophy Club; and authorizing the
Mayor or his designee to execute all necessary documents (J. Phillips).
Background and Explanation:
The Town of Trophy Club’s website is the first impression the Town makes for residents, visitors
and businesses. It also serves as a resource Town staff uses to disseminate information to the
community. The website creates transparency between the Town and its residents. It is
important that the Town’s website is seen as professional, consistent and that it communicates
the Town of Trophy Club brand. The website should visually depict everything that makes
Trophy Club unique, inspiring and inviting.
Many State and local governments areaking advantage of new technology andusing websites
t
to offer citizens a host of services including:
Corresponding online with local officials
Providing information about government services
Providing tax information
These factors are important on government websites becausethey:
Allow programs and services to be offered in a more dynamic, interactive way,
increasing citizen participation
Increase convenience and speed in obtaining information or services
Reduce cost in providing programs and information about services
Reduce the amount of paperwork
Expand the possibilities of reach new sectors of the community or offering new
programs
Page 1 of 5
Town CouncilPage 42 of 122Meeting Date: June 26, 2018
For some time it has been clear to both staff and Town Council members that the Town’s
website has been overdue for an upgrade. The Town’s first website went live in 1998 and has
been through 3 upgrades on various platforms. There are four fundamental factors that
contribute to the need to update the website at this time.
1.Mobile-Friendly Website Technology. Generally speaking, a mobile-friendly website is a
site that is designed to display properly on smaller screens, such as iPhone or Android
smartphones, or intermediately sized tablets. Standard desktop websites do not render
well on these devices, whereas a mobile-optimized site adjusts to the smaller screen
size and formats the content and interface in a mobile-friendly manner.The Town has
over 200 web pages with almost 275documents and images while hosting over 108,452
unique visitors in FY 2017 (Oct 1, 2016 – September 30, 2017) alone. Of the 108,452
users 58.19% viewed the website using a mobile device or tablet.
It is important to have a mobile-friendly website to make sure that all visitors (Trophy
Club or beyond) have a positive experience, regardless of what type of device they're
using to get there. If the website takes too long to download or is not easy to use on a
mobile device, residents will become frustrated and feel that there are gaps in the
communication they are receiving from the Town. Ultimately, the better an experience
staff can provide for residents, the better the chance they will feel informed and
satisfied with the Town’s communication service delivery.
2.ADA Compliance and Accessibility. The Internet is dramatically changing the way that
American government serves the public. The Americans with Disabilities Act (ADA)
generally requires that State and local governments provide qualified individuals with
disabilities equal access to their programs, services, or activities unless doing so would
fundamentally alter the nature of their programs, services, or activities or would impose
an undue burden. One way to help meet these requirements is to ensure that
government websites have accessible features for people with disabilities, using the
simple steps described in this document.
Many people with disabilities use “assistive technology” to enable them to use
computers and access the Internet. Blind people who cannot see computer monitors
may use screen readers – devices that speak the text that would normally appear on a
monitor. People who have difficulty using a computer mouse can use voice recognition
software to control their computers with verbal commands. People with other types of
disabilities may use still other kinds of assistive technology. New and innovative assistive
technologies are being introduced every day.Poorly designed websites can create
unnecessary barriers for people with disabilities, just as poorly designed buildings
prevent some from entering. Designers may not realize how simple features built into a
web page will assist someone who, for instance, cannot see a computer monitor or use
a mouse.
Page 2 of 5
Town CouncilPage 43 of 122Meeting Date: June 26, 2018
The Department of Justice is currently in a rulemaking process for Title II of the ADA as it
applies to State and Local Government websites. On January 18, 2017, the Access Board
published a final rule that jointly updates requirements for information and
communication technology covered by Section 508 of the Rehabilitation Act and Section
255 of the Communication Act. The Section 508 Standards apply to electronic and
information technology procured by the federal government, including computer
hardware and software, websites, multimedia such as video, phone systems, and
copiers. The Section 255 Guidelines address access to telecommunications products and
services and apply to manufacturers of telecommunication equipment. The final rule
jointly updates and reorganizes the Section 508 standards and Section 255 guidelines in
response to market trends and innovations, such as the convergence of technologies.
This refresh also harmonizes these requirements with other guidelines and standards
both in the U.S. and abroad, including standards issued by the European Commission
and with the Web Content Accessibility Guidelines (WCAG), a globally recognized
voluntary consensus standard for web content and ICT. The Town’s current website is
not compliant with these requirements.
3.Content Management. A website Content Management System (CMS) is a web
application that facilitates a group of users, usually from different departments in an
enterprise, to collaboratively maintain and organize the content of a website in an
effective manner. Over the past few years, web content management systems have
grown in importance as more and more municipalities communicate and publish
information via their website. Like other web-basedapplications, CMS applications are
exposedto the same set of common security threats found in any network and web-
based operation or process. The CMS’s that have appeared more recently are designed
to tackle these problems and make it easier to collaboratively update a website.
Website content can include text, images, audio and video. A modern CMS can also
include workflow features so that the creating, storing, and updating of web pages,
along with approval sub-procedures, can be streamlined. Also, features such as
versioning, check-in/check-out auditing, and so on are useful for managing and tracking
the updating of web pages. Investing in a more comprehensive CMS will have the
following benefitsfor Trophy Club staff:
Quicker response times: making new web content such as marketing materials
available on the website is much quicker because content owners can update
materials to a website directly, without the need to assign tasks to more
technical personnel;
More efficient workflows: requests for changes and updates to a site are
simplified under a CMS framework. Users across different departments can add
and apply changes to web content with a pre-defined and agreed upon workflow
process;
Improved security: under a CMS framework, content is only publishedafter
approval by designated supervisors or managers. The CMS reduces the chance of
Page 3 of 5
Town CouncilPage 44 of 122Meeting Date: June 26, 2018
publishing material by mistake. Also, theCMS systems provide audit trails of
publishing activities all of which help maintain accountability;
Other benefits include improved version tracking, integration with translation
servers, and consistency of page presentation (branding) through the use of
common page layouts and controlled templates.
4. Consolidation for efficiency. Human Resources Departments are coming under
unprecedented pressure to be innovative, to be strategic and to implement their programs and
HR is busy developing systems and practices to ensure that the
initiatives more efficiently.
workforce has the needed competencies and is motivated to perform effectively. In achieving
these functions, HR must have a seat at the web technology table to be proactive in providing
their services both internally and externally.
Having a website system that offers a flexible, comprehensive, and integrated cloud-based
solution that allows the Town’s HR Manager to recruit, identify, and hire talent and onboard
new employees, as they move from job seeker to new hire, to employee. It should function
where itstreamlines the hiring process, improves engagement, and manages employee data in
a centralized, secure system.
By transitioning away from the existing NEOGOV system and consolidating resources through
Civic Plus, the HR Department will be able to deliver customer service that is efficient and
accountable. Both platforms offer good HR software solutions that can help Trophy Club hire,
onboard and evaluate employees. Their differences lie within the support, usability and
personalization of the platform.
Civic Plus possesses both the ability to produce a unique, dynamic and eye-catching design.
Civic Plus would also seamlessly migrate all of the existing content and retouch published pages
to ensure proper formatting, menu structures and application of new site styles. Civic Plus also
has enhanced analytics capabilities and its responsive designs make website display much more
robust on mobile devices, eliminating the need for unengaging mobile sites like the one
currently being used to display Town information. The Civic Plus Content Management System
(CMS) would also be enhanced by a new design (which has an automatic refresh after four
years) as well as many other options and aspects of its CMS that are not available for
integration on the current site due to its age.
The website, design, and services will be purchased using the State of Texas Department of
Information Resources (DIR) Cooperative Purchasing Program, for the Information Services
Department. Civic Plus is a vendor on the DIR list with extensive municipal website experience
which would allow staff to move swiftly and confidently with a knowledge vendor to execute
this update this fiscal year.
Financial Considerations:
Through DIR Cooperative Purchasing Program, for the Information Services Department, this
request is below the budget allocation amount and will be coded in the Town’s general ledger
to the Hotel Occupancy Tax budget. The Advertising line 16-370-63200 has an available balance
of $56,361.00.
Page 4 of 5
Town CouncilPage 45 of 122Meeting Date: June 26, 2018
The first year costs of the contract will be slightly higher from the recurring annual fees. These
are costs associated with transferring of data and setting up the new CMS software platform.
In following years, the annual cost will be significantly reduced as the Town will be paying
software maintenance and hosting fees only.
Civic PlusYear 1 / FY 2018 Recurring
Civic Engage$24,500$4,500
Website Design, Development &
Deployment
Content Management System
Migration of pages
Hosting and Security
Civic HR$11,125$5,250
Applicant Tracking
Employee Onboarding
TOTAL COST $35,625 $9,750
Legal Review:
Not applicable
Board/Commission/ or Committee Recommendation:
Not applicable
Staff Recommendation:
Staff recommends approval to move forward in procurementof Website Design, Development
& Deployment for the Town of Trophy Club; and authorizing staffto execute all necessary
documentsrelated.
Attachments:
Civic Plus Proposal
Council Approval:
_____________________________
Mayor Nick Sanders, or designee
Page 5 of 5
Town CouncilPage 46 of 122Meeting Date: June 26, 2018
THE INTEGRATED TECHNOLOGY PLATFORM FOR LOCAL GOVERNMENT
Trophy Club, Texas
Website Redesign Services
Updated June 13, 2018
| Alan Montgomery, Sales Representative
Presented by
Town CouncilPage 47 of 122Meeting Date: June 26, 2018
302 S. 4th Street, Suite 500 | Manhattan, KS 66502 | 888-228-2233 | www.civicplus.com
June 13, 2018 | May 22, 2018 302 South 4th Street, Suite 500
Manhattan, Kansas 66502
888-228-2233
Jill Lind
Communications and Marketing Manager
Trophy Club, Texas
RE: Website Redesign Services
Dear Jill:
Todays society expects instant access to news, answers, and communication. In todays virtual world,
making your government work better can be a challenge when you dont have the tools and resources to
get the job done right. As your partner, thats where CivicPlus, Inc. (CivicPlus) can help. We are passionate
about our mission to help make local government better. You wont simply be getting a website. Youll
obtain the tools to build a trusted and long-term relationship between you and your citizens.
One-of-a-kind design that captures your communitys unique qualities
40+ modules with all of the features and functionality you need
Guaranteed redesign after 48 months of service to keep your website fresh and innovative
Hands-on existing content migration by our team of experts
24/7/365 support with secure hosting and maintenance
100% satisfaction with your new website
Our CivicEngage
for them.
A Trophy Club and CivicPlus partnership will save you time and money with a website for your community
Sincerely,
Alan Montgomery
Sales Representative
amontgomery@civicplus.com
Direct Line 785-370-7762
Town CouncilPage 48 of 122Meeting Date: June 26, 2018
Table of Contents
Project Approach Summary
1
CivicPlus Company Overview
4
Project Team
7
CivicEngage CMS
9
Project Timeline/Development
18
Support, Hosting, and Security
25
Proposed Investment Estimate
28
Optional Enhancements
31
Town CouncilPage 49 of 122Meeting Date: June 26, 2018
Project Approach
Summary
Trophy Clubs proactive vision to develop a
user-friendly, self-service government web
environment for its community and employees
is commendable. You should have complete
your vision and create your website is the right
choice. Becoming your strategic, trusted partner
is paramount to the professionals at CivicPlus.
Although you currently have a capable web
presence, its time for a new look with better
functionality. CivicPlus will help you re-envision,
re-new, and re-invigorate your website. Working
closely with you, we will assist in designing a new
look, updated usability, accessibility, and quality
for the delivery and exchange of information for
your audience.
Town CouncilPage 50 of 122Meeting Date: June 26, 2018
|
1
Executive Summary
We propose the following approach
to help you meet your goals:
Our CivicEngage Content Management System (CMS) is developed
processes and offer self-service options to reduce call volumes and walk-ins
Easy-to-Use
for common requests.
CMS
CivicEngage will empower your staff to update your website content easily
and often with robust, straightforward editing tools and permission-based
access.
important information anywhere at anytime by securely adding, modifying,
MobileAdmin
and approving categories and items for CivicEngages module Alert Center.
App You can also upgrade to access communication modules News Flash,
Calendar, and Citizen Request Tracker for even more on-the-go updates and
Provide peace of mind for your staff and community that your site is in good
hands. Our solution is supported by an enterprise-level hosting environment
Secure Hosting,
with vigilant 24/7/365 monitoring and continual system updating. We
Cloud-Based
guarantee a 99.9% uptime for your website (excluding maintenance). No
Access
need to log into a network - access can be achieved anywhere from nearly
any device.
Protect your new site and your online communitys information through
Our helpful in-house support team is available via telephone, email and live
24/7/365
chat to ensure your complete and ongoing satisfaction with our products and
Support
service.
Custom Data
Utilizing relevant data to drive decisions, especially those that increase user
Driven Design
experience, is at the core of our process. Among other data driven tools,
heat mapping and website analytics may be utilized.
Support citizens on the go with abundant online resources accessible from
Fully
their mobile phone or tablet. With responsive web design throughout, the
Responsive content on your site will automatically adjust to the screen size of any device.
Town CouncilPage 51 of 122Meeting Date: June 26, 2018
|
2
One of our Content Development teams will manually migrate text,
Content
documents, and images from your current site to your new CivicPlus site -
Migration &
saving your staff hours of effort, ensuring consistency, accessibility, and that
Optimization
your information is easier to access and navigate.
Our designers and programmers automatically implement all the accessibility
WCAG and
features necessary to ensure your site is compliant with accessibility
Section 508
standards outlined within Section 508 and WCAG Level A & AA. We will make
recommendations on best practices for keeping your content accessible and
Compliance
available for all users.
A specialized team of experts will assist you throughout the development
Dedicated
process including a project manager, an art director, content developers and
Project Team
a trainer/consultant.
Through three (3) days of interactive web-based instruction, our trainers will
Customized
Training
new website with our WYSIWYG live editing tools and intuitive user interface.
These design tools within CivicEngage allow your staff to build, modify,
Design
and manage your websites look and feel within the design and structure
Essentials
parameters of your website.
At the end of your fourth year of continuous service with us, youre eligible to
Guaranteed
receive a basic website redesign with no further out-of-pocket expense. Your
Redesign
website stays current and doesnt need to be rebuilt from the ground up.
Town CouncilPage 52 of 122Meeting Date: June 26, 2018
|
3
CivicPlus Company
Overview
250+
20+
250+ employees,
20+ years of
many who have
experience with a
experience in
focus to help
local government
local governments.
organizations.
2,500+
More than 2,500 local government
clients across Canada and the U.S.
60M+
60k+
More than 60 million
Over 60,000 internal
online visitors (and
admin users
counting!)
Town CouncilPage 53 of 122Meeting Date: June 26, 2018
|
4
CivicPlus
CivicPlus team of over 250 professionals develop
and deliver superior local government web
& recreation management functionality, agenda
solutions for our clients.
CivicPlus is the integrated technology platform for local government,
working with over 2,500 local governments including municipalities,
counties, and municipal departments. CivicPlus focus to help local
governments work better and engage their citizens through their
web environment began in 1994 in Manhattan, Kansas by the owner,
Ward Morgan. CivicPlus became a Kansas Corporation in 1998 and is
still headquartered in this vibrant university town. Our commitment
to deliver the right solutions in design and development, end-user
satisfaction, and secure hosting has been instrumental in making us a
world leader in government web technology.
Weve steadily grown over the last 20+ years and have honed our skills working with municipal
organizations across the US and Canada - helping them streamline their daily work and better inform and
connect their communities.
We believe in the goals our clients are seeking to achieve, and we work alongside them to do our part to
help. These partnerships have provided great insight into how their web environments need to work and
Guiding with unparalleled consulting, training, and facilitating stakeholder buy-in
Supporting with exceptional client service before, during, and after launch
Protecting with industry-leading 24/7 security, support, and service
Learning with continual client contact to better ourselves and our products
Ultimately, CivicPlus is a company thats about amazing people doing amazing things. CivicPlus continues
to implement new technologies and services to maintain the highest standards of excellence and
We consider it a privilege to partner with our clients and provide them with a solution that will serve their
needs today and well into the future.
Town CouncilPage 54 of 122Meeting Date: June 26, 2018
|
5
Our Promise To You
powerful with intuitive navigation for your citizens and an intuitive administration for your staff.
continue to support you after launch. Your system will be secure and continuously updated, as
CivicPlus Communities / Recognition
7-time Inc. 5000 Honoreewww.govtech.com/100
Town CouncilPage 55 of 122Meeting Date: June 26, 2018
|
6
Project Team
From project management to design and development to training and support, a
dedicated project team will assist you throughout the development process to ensure your
projects success and your complete satisfaction. Our expert project leaders will coordinate
development and beyond.
Adam Block Manager of Project Administration
Adam leads our project management team. This team oversees inter-departmental and client
interactions assuring that your project will be developed in a timely manner by professional website
experts.
EducationResume5+ Years of Experience
BS Business Administration Lead Project ManagerProject Management
ManagementFinancial ServicesBusiness Management
EconomicsTeam Building
Customer Service
Zach Myers Lead Graphic Designer
The team of designers, developers, and art directors partner with the team project manager in
designing and creating our websites. He will coordinate the creative approach with a dedicated
senior art director to assist the project manager in the visual direction of your project. Our creative
services staff, all with Bachelor of Fine Arts degrees, are responsible for each website overview and
uniqueness of design and will work with you until it achieves your vision.
EducationResume7+ Years of Experience
Bachelors of Fine ArtsLead Senior DesignerBranding
Graphic DesignDesign & DevelopmentIllustration
Visual & Web Design
Barney Barnett Manager of Implementation Resource Team
Our expert content developers goal is to migrate and arrange content for usability that exceeds the
expectations of citizens and local government. Barneys content development team strives to deliver
a website on schedule that is easily understood, ADA compliant for Section 508 and WCAG Level A &
EducationResume10+ Years of Experience
BA in AnthropologyOperations ManagerCustomer Service
Coursework in Business, Editing, Assistant Manager of Operations
and Creative WritingMembership SystemsTeam Building
Leadership Coaching
Systems Support
Jim Flynn Director of Information Security and Infrastructure
Jim is a passionate advocate for Information Security and performs a critical role in aligning CivicPlus
Security Strategy with the needs of clients like you. He coordinates and manages our in-house
experts on the technical aspects of your project. From data center operations to security and
compliance, his team will ensure that your hosting and security needs are met.
Education Resume 18+ Years of Experience
BA Computer Information Chief Systems Architect Cyber Security
SystemsInformation Technology Director Network Infrastructure
Software EngineerSystem and Software Architecture
Town CouncilPage 56 of 122Meeting Date: June 26, 2018
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7
Jim Steffensmeier Manager of Training and Consulting
training department will assist you in developing the right message in the right way by the right team.
He will coordinate his team of professionals to deliver the consulting and training services you need
they deliver the best experience for our end users.
EducationResume10+ Years of Experience
MA in Education/Adult Training Customer Service
Education & Training Consulting
BS in Psychology US Army Veteran
AA in Business Management
Sumre Amerin Manager of Account Management
Upon launch of your website to the public, Sumre will assign an account manager to your account.
Your dedicated account manager is a specialized team member that will ensure you stay current on
CivicPlus solutions. Your account manager will partner with you to create an ongoing strategy to
better engage your citizens by utilizing the tools and products that CivicPlus has to offer.
EducationResume5+ Years of Experience
BS in Integrated ServicesPerformance Management Leadership
ConsultantCustomer Service
Sales ManagerProject Management
Process Improvement
Constance Huseth Manager of Client Support
Constance Huseth manages the technical support team for all CivicPlus products. Upon launch of
your new CivicPlus website, any technical questions or issues you may encounter may be reported
to your CivicPlus Technical Support Team. This specialized team operates on a three-tier, product-
hand-in-hand with our Help Center to continually improve online assistance content and best
practices information.
EducationResume5+ Years of Experience
BA English, CommunicationTechnical Support Specialist Technical Support
Documentation and Business Management
Communications ManagerTeam Building
Customer Service
COMPANY & CONTACT INFORMATION
Alan Montgomery302 S. 4th Street, Suite 500
Sales RepresentativeManhattan, KS 66502
Contact Information
amontgomery@civicplus.com Toll Free 888-228-2233
Direct Line 785-370-7762Fax 785-587-8951
Ward Morgan,
CivicPlus, Inc.
Legal NameCompany Founder
Owner/Chairman of the Board
State of KansasJune 1998
Incorporated InDate Incorporated
GSA Contract # GS-35F-0124U
www.CivicPlus.comTIPS/TAPS Contract # 2092613
Company WebsitePurchasing Vehicles
Interlocal Purchasing
Town CouncilPage 57 of 122Meeting Date: June 26, 2018
|
8
CivicEngage CMS
Content Management System
CMS that has all of the features and functionality
you need today and in the future.
Developed for organizations that have a need to
update their site frequently, CivicPlus provides
a powerful government content management
structure and website menu management
system. The system allows non-technical
employees the ability to easily update any
portion of your website with ease. The CivicPlus
content management system, CivicEngage
utilizes Microsoft SQL Server, C# MVC, HTML5,
AngularJS and CSS3 for web development.
Each website begins with a unique design
and marketing goals, while showcasing the
individuality of your community. Features
and capabilities are added and customized
as necessary, and all content is organized in
accordance with web usability standards.
Town CouncilPage 58 of 122Meeting Date: June 26, 2018
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9
Features & Functionality
Create activities and accept
Activities ePayment
registrations while integrating with other CMS to process payment transactions via the website.
modules.
Facilities & Reservations
facilities and allow reservations online.
Agenda Center
and minutes for various civic organizations.
Form Center
can be completed and submitted online.
Alert Center
information on your website to notify citizens via
Frequently Asked Questions (FAQs)
email and SMS.
the most frequently asked questions from your
- Store and retrieve agendas, visitors.
Archive Center
minutes, newsletters, and other data-driven
Job Postings
documents.
accept online applications.
Bid Postings
My Dashboard
of posting your bids.
dashboard to stay updated on news, events, and
Blog
information they care about.
community topics and allow citizen comments
Send out mass emails and SMS to
Notify Me
and subscriptions.
Business/Resource Directory
(Includes 500 SMS subscribers)
contact information and community resources.
News Flash
Calendar
right on your home page, that are important to
to inform citizens of upcoming activities.
your citizens.
Allows you to present more
Carousel Widget
Opinion Poll
impactful information with easier navigation in
by posting various questions and polls.
a single page element that can hold up to 10
Photo Gallery
clickable rotating groups of 1-3 widgets.
Quick Links
Citizen Request Tracker
to report a problem and provide follow-up
they need quickly.
communication with the point of contact.
Spotlight
Community Voice TM
important text or widgets in a compact, easy-to-
about projects in your community.
update tool.
Document Center
Detailed contact information
documents in one central location.
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Features & Functionality
Social Networking
CivicPlus understands the importance of Gov 2.0 and how social networking sites like Facebook and
Twitter help governments connect with their residents in unique and innovative ways. We are dedicated
to helping our clients integrate their web content into dynamic social media sites that easily drive citizens
to more information.
notices, and calendar events from one central location. Other social networking sites (such as LinkedIn,
YouTube, Pinterest, etc.) can have feeds displayed on any page of your site and can be featured on your
Administrative Features
Live EditAutomatic Alt Tags
the front-end making updating website content your site is Section 508 compliant without having
quick and easy, as users have point-click-edit to know the requirements.
access to information. Live Edit allows you to see
Content Creation
where your information will be posted before you
to add new content, edit old content, and keep
commit to any changes.
page layout consistent through use of our What
You See Is What You Get (WYSIWYG) editor.
Browser Based
software needed! Your staff can update the site Content changes will not affect the design - site
from an internet connection or platform (Mac or breadcrumbs, page structure and sitemaps
PC) at any time. will dynamically update upon publishing. With
mega menus and drop-down, pop-out menu
Pending Approval Items
functionality, you can essentially get to any page
queue of pending items to be published or
on your website within a single click if desired!
reviewed by the administrator upon login.
Content Scheduling
Predictive Site Search and Search Log
entire system can be set to auto-publish, auto-
Powerful site search automatically indexes all
expire or can be manually retired.
content and predicts keywords like major search
engines making it faster and easier for visitors
Content Versioning
version control, a history log for reviewing
been searched by visitors is kept, allowing you to
update highly searched information and feature through our permission system, and an archive of
key items. all published content.
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Features & Functionality
Dynamic LayoutIntranet
will be determined by you and the designer. website that allows employees and other groups
Placement of navigation and dynamic areas to login and access non-public resources and
are important in guiding site visitors to key information. You will have the ability to set up
information quickly and easily. multiple intranet groups with varying view rights.
Dynamic Page ComponentsLevels of Permissions
FAQs, Opinion Poll, News Flash, and other new
features may be included as dynamic page or authors (create but not publish), or as
components. Dynamic Page Components may administrators of modules. Assigned groups
be placed on any page and will help dedicated may have the right to update their own content
areas of the site appear as its own website. For without affecting web pages, menu structure, top
example, the entry page for your Parks and of page, banner, or navigation.
Recreation Department can be customized
Active Directory Authentication
authentication provides a powerful and simple
announcements pertaining to that department.
way to manage users and permissions within
our system by syncing your website with your
Dynamic Breadcrumbs and Site Map
Breadcrumbs are used to show a visitors location existing active directory database - negating
within the site. Breadcrumbs are automatically the need for multiple user upload and sign-
generated by our system. A dynamically on. Because LDAP and ADFS require custom
generated site map automatically updates to programming time, additional fees apply.
Link Redirects
The to http://civicplus.com/248/Awards-and-
ePayments/eCommerce Integration
ePayments module is included with our premium Recognition, you can send them to http://
website solution and allows customers to have civicplus.com/awards. A more intuitive approach
the ability to process payment transactions
via the website, saving staff time and effort
Maps
advantage of this module, additional processing
information. Maps can be developed simply by
transaction and merchant account fees will apply.
using our native Image Map Editor to create
different link areas. More detailed and interactive
History Log
your website including items in your Page Menu, maps can easily be embedded from Google,
Archive Center, Document Center, and more. ESRI, and more using the HTML widget.
History Log information is searchable, sortable,
Printer Friendly
and exportable.
functionality separates critical content from the
site template to provide a clean print without
menu structure and banner information included.
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Features & Functionality
Integration with Google Translate
RSS FeedsTranslation
Syndication and in short, it brings your site to instantly translates web pages between English
the people. After signing up, they receive email and over 100 other languages.
Website Statistics
trained on the use and analysis of web statistics,
Supported Browsers
viewable in all common browsers. We optimize provided through Piwik Analytics.
them for administrative use with Windows
2000+ and in the most recent versions of major
browsers including: Internet Explorer, Firefox,
Safari, Chrome, and Edge.
Application Programming Interfaces (APIs)
We know that each municipality has unique needs and develops individualized solutions through
software, data integrations and custom programming to meet those needs. We help you to bring these
pieces together in a single location. We continue to improve and evolve our CMS to make integrations
with our CivicEngage CMS and disparate applications as straightforward as possible. Its this open
architecture approach that allows your IT staff and programmers to spend time creating applications and
build.
: CivicPlus offers integration via SOAP and REST APIs. Our APIs are available within the
APIs
applications right from your website. CivicPlus also offers the expanded functionality and options
available through Zapier to assist with third party API integrations. Enabling communication between
do more with your available resources.
Integrations
effectiveness of our platform. Most integrations are embedded tools, allowing you to seamlessly
leverage the technology with no additional steps. Common integrations that help local government
organizations are our data integrations with ESRI and Google Maps within our emergency
management, facilities management, and activities software. Additionally, our clients utilize analytics
tracking offered through Piwik or Google Analytics.
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Features & Functionality
User Interface
CivicEngages intuitive interface empowers your staff
extensive testing, the CivicPlus team has created a
clean, crisp, updated look-and-feel for the admin-
side of CivicEngage. Its sleek and streamlined,
All CivicPlus Trainers and Consultants are UI/UX
for our clients and their end users.
The CivicPlus Platform
The CivicPlus Platform helps municipalities streamline their processes and enables robust solutions. We
continually add new functionality and features to the platform in order to further connect your solutions
which
other systems.
FEATURES
Single Sign-On (SSO) to all your
Consolidation
CivicPlus products
Easily access all your CivicPlus
Ease of Access
products and integrated solutions from one dashboard
or toolbar
Strengthened password and
Strengthened Security
user security
Access to a continually growing set of
API Access
APIs in order to better connect your organizations
processes
BENEFITS
The ability to scale out as needed to supply demand
Scalability
The ability to change and enhance implementation without affecting other parts
Maintainability
of the system
The ability to independently test the component for functional, load, performance, and
Testability
integration
Easily extend the CivicPlus platform by leveraging APIs to connect the platform with
Extensible
other systems
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Features & Functionality
ADA Section 508 Compliance
We provide highly compliant sites based on WCAG 2.0 A and AA guidelines, which encompass and
surpass ADA accessibility requirements. Our focus is to provide a high degree of compliance with WCAG
2.0 A and AA, which maximizes accessibility for all users while providing freedom to create a visually rich
and appealing site.
Our approach for each website includes the following steps to ensure you receive a compliant and
accessible website:
We build our content and design using the four WCAG principles: Perceivable, Operable,
Build
Understandable, and Robust and we guarantee that we deliver you a site that meets ADA (Section
508) and WCAG 2.0 A and AA levels.
Our trainers will use CivicPlus best practices to teach your staff to keep your content and
Train
design elements accessible and up-to-date with the latest ADA/WCAG standards.
We ensure that any new regulations that require code changes
Code-Base Updates and Rollouts
are done automatically for you and perform code changes quarterly with no additional effort
required from you.
Our product team closely follows changes in regulations and updates our
Ongoing Education
best practices as well as provide regular updates to clients via our CivicPlus website, blog articles,
webinars, and other publications.
We will deliver a compliant website, and training and provide you some tools to do that will help you
maintain compliance after Launch:
to assist you in reviews of your sites design and content.
Accessibility Checklist
to help your team take personal responsibility and accountability for your web
Best Practices
pages.
we think it is a best practice to occasionally scan your site to check ongoing
Ongoing Scans
compliance (available for an additional cost).
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Features & Functionality
MobileAdmin App
The MobileAdmin App puts the power of your website computer in the palm of your hand, allowing you
to communicate important information to your citizens, anytime, anywhere.
The MobileAdmin App provides access to
key functions of your CivicEngage website
from an Apple® or Android TM smart phone
or tablet. This powerful administrative
tool allows you to manage key features of
your website when youre away from your
execute your citizen communication
strategy.
Share important information with your
citizens quickly by securely adding,
modifying, and approving categories and items for certain CivicEngage modules including Alert Center,
with an optional upgrade to incorporate News Flash, Calendar, and Citizen Request Tracker. Continual
hardware and software upgrades from CivicPlus ensures your MobileAdmin App remains fully-optimized
just like your communication strategy.
Citizen Request Tracker
site user submits a new request. Furthermore, problems reported over the phone can be manually
communication on problems and requests in your area will allow you to reduce staff time spent on
addressing issues by hand and will allow your constituents to interact with your staff any time of the day.
The CRT System Makes It Easy To:
Add comments and action items
Print and/or export statistics and reports
Assign the request to a staff member
Print work orders
Review the history of the issue
Send messages to the constituent
Export data in CSV or tab-limited format
Close the request
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Features & Functionality
Design Essentials
solution. Whether you want to replace a banner, adjust colors, or modify your
layout, we make it easy with no HTML or CSS coding needed.
BUILD: CREATE IMPACTFUL WEBPAGES WITH TOOLS ANYONE ON YOUR TEAM CAN USE
Develop unique graphic icons for municipal services and support
Create unique global navigation for custom landing pages
MODIFY: REFRESH YOUR CIVICENGAGE WEBSITE
Change your website borders and backgrounds quickly and easily
Adjust fonts and colors within your sites original color palette throughout your website
Update static banners to promote important news and events
MANAGE: PROVIDE SPECIFIC STAFF ACCESS TO YOUR WEBSITE DESIGN TOOLS ANYTHING,
ANYWHERE
Maintain consistent website design and best practices across your entire site
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Project Timeline/
Development
A dedicated project team will assist you
throughout our proven development process to
ensure your new website achieves your vision of
success and delivers you complete satisfaction -
guaranteed.
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Typical Project Timeline
Consulting, design, usability guidance, programming, secure hosting, and dedicated training - CivicPlus
delivers all of this and more during the development of your new website. Exact development timelines
can vary due to scope, client availability, milestones set, and other factors. To deliver the best possible
solution for Trophy Clubs web environment, your project development is estimated at 28+ weeks.
TYPICAL PROJECT TIMELINE: 16 28 WEEKS
Phase 6
Phase 1Phase 2Phase 3Phase 4Phase 5
~3 4
Weeks
~3 6
Weeks
~4 7
Weeks
~2 4
Weeks
~3 5
Weeks
~1 2
Weeks
Project Phase Descriptions
Phase 1Phase 2Phase 3Phase 4Phase 5Phase 6
Phase 1: Initiate
During the initial kick-off meeting, you will meet with your project manager to establish your project
timeline, review the startup kit, and discuss items to be completed. Your project manager will discuss the
implications of deadlines and the expectations required to keep the project on track.
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Project Phase Descriptions
Phase 1Phase 2Phase 3Phase 4Phase 5Phase 6
Phase 2: Analyze
BEST PRACTICES
You and your Project Team will review where you are now and discuss where you want to go. CivicPlus
professionals will outline our content best practices and standards, and you will work with your project
team to determine how you want your website to look, feel, and function.
MOOD BOARD
the tone for your design. A mood board is a collection of colors, textures, images, graphics, text, and
descriptive words. Once approved, these design features will be paired with your layout so that it is easy
to envision how colors will enhance the design and engage your users.
Based on the results and goals outlined during Phases 1 and 2, your project team will collaborate and
present the most effective layout for your website, ensuring a responsive structure thats optimized to
display in any format now and in the future.
RESPONSIVE PROTOTYPE
Youll be presented with a simple,
responsive prototype (mood board
concept) that demonstrates the placement
of your navigation and key functionality.
This prototype is a rudimentary version of
a home and interior page that will act as
a blueprint to ensure that design choices
translate into effective user experiences.
The layout is hosted on a unique web
address so it can be viewed on multiple
devices and easily shared with key
stakeholders. After obtaining approvals, we
Our prototype presentation software allows you to visualize
will begin developing the design of your
the proposed design and style of your new site and how it will
website.
respond on both desktop/tablets and smartphones.
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Project Phase Descriptions
Phase 1Phase 2Phase 3Phase 4Phase 5Phase 6
Phase 4: Optimize
CONTENT DEVELOPMENT
During the previous phases, your staff has the role of updating the content on your current primary site.
While you are making design decisions, our content development team will optimize and reorganize your
content based on CivicPlus best practices. Content from sites other than the primary site can be migrated
to the new primary site for an additional fee.
DESIGN REVIEW
You will have the opportunity to evaluate and
collaborate with the Project Team on proposed
changes. Your design composition can be revised
up to the deadline that you and your project
manager agree upon during the timeline meeting
(the average client requests a total of three). After
that deadline, your projects Launch date will be
adjusted accordingly. Following design approval and
functionality development, we conduct a review to
ensure your expectations are met and website best
practices are upheld. Approval of your website is obtained during this phase.
ACCESSIBILITY COMPLIANCE
Our designers and programmers automatically implement all the accessibility features necessary to
ensure your site is compliant with accessibility standards outlined within Section 508 and WCAG Level A &
AA. We will make recommendations on best practices for keeping your content accessible and available
for all users by ensuring that, among other things:
All menu items are clickable
Submenus display throughout the site
Alt tags are used for images
Site maps are dynamically generated
Documents and links can be set to open in the same window
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Project Phase Descriptions
Phase 1Phase 2Phase 3Phase 4Phase 5Phase 6
Phase 5: Training & Education
Our goal for training is to give your staff the skills and tools they need to quickly and easily keep your
website current. Trainers will work with you to ensure your staff is correctly trained. Before your site is
launched, CivicPlus will provide in-person or online training to equip your staff with the knowledge, tools,
and comfort level needed to maintain the sites integrity upon Launch.
website.
FEATURES, MODULE & PAGE CREATION TRAINING
Included in our training for Administrators & Content Contributors, we will deliver an understanding of
your sites navigation and page layout as well as how these affect target audiences. We will instruct your
staff on creating area-rights and back-end features for site administration as well as review all the modules
included with your site. Your staff will learn how to create links, format text, and lay out pages for usability
and scanability.
CivicPlus training manuals and videos are available for download at no cost from our online resources.
TYPICAL TRAINING PLAN
Your training plan will be customized to the needs and skill levels of your site users and administrators. All
training sessions will utilize your production site so users are familiar with your new site.
Day one typically consists of administrator training in
the morning and an introduction for your core group
of users in the afternoon. The remaining days will be
dedicated to using modules and work sessions. Work
sessions are designed to be time for groups to work on
their pages and modules as well as to consult with the
module training on items not covered in earlier sessions
can go through those modules. There are also options
for training sessions for individual departments.
Parks and Recreation, Jobs with HR, and Bids with Procurement. The last hour of training will be a wrap
up session with System Administrators.
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Project Phase Descriptions
Phase 1Phase 2Phase 3Phase 4Phase 5Phase 6
Phase 6: Launch
This is an exciting time; it is the last step before your new site launches! Your Project Team will provide
you the information you need to prepare your site for Launch.
TESTING AND REVIEW
You typically have three weeks after training to become familiar with your site. This will allow you to add,
create, and make adjustments to content on your production site, as well as ensure overall satisfaction
with your website. Content changes will display and function the same way before and after your Launch
date.
the newly developed website.
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Your Role
We will need your help to create the strongest possible website
for your community. During the process, you will have homework.
Yes, homework! We will need you to:
up-to-date. If you are not able to access
ASSESS YOUR CURRENT WEBSITE
For the best consulting experience your current site, our team will work with
possible the following takeaways need to you to ensure that your content needs are
be completed prior to your consulting:addressed.
Functionality and Design Form GATHER PHOTOS AND LOGOS
Prior to starting this form, research Collect pictures that will be used in the
other websites that you like based on overall design and logos or branding that
functionality and design elements. should remain consistent.
you like. This form also asks for details
DEPARTMENT LIST
on your communitys tagline, logo, and Provide a list of all departments in your
branding. organization.
Prior to starting this
Web Team Form
WEBSITE STATISTICS
form, please have an understanding
Provide statistics from your current site for
of your project goals, focus, and
the previous 12 months along with a list of
expectations. This allows your CivicPlus
all pages and downloaded documents.
to your needs and lays the foundation
SITE MAP
for developing a highly functional
Provide the outline of your current sites
information architecture.
navigational structure.
The information that
Content Form
EXTERNAL APPLICATION LIST
you provide on this form will also help
Supply a list of all third-party or in-house
our content development professionals
applications being utilized.
to assess your wants and needs.
VERBATIM CONTENT
CLEAN HOUSE AND UPDATE CONTENT
Compile a list of any content on your
We will need you to update the content
current website that must be migrated
on your current primary live website.
verbatim to your new site.
This step is critical to guaranteeing the
information available is relevant, fresh,
UPDATE INTERNET BROWSERS
and on-point. Your staff should delete any
Ensure you have most up-to-date web
pages from your current website that you
browser versions within your organizations
no longer want or need and ensure the
computers.
remaining information is applicable and
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Support, Hosting, and
Security
You are now a part of the CivicPlus family
and will continue to receive both technical
and consultative support from our Support
and Account Management team. Our
knowledgeable staff will provide you ongoing
guidance and assistance for you to keep your
website current and live.
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Continuing Service & Support
AROUND-THE-CLOCK SERVICE & SUPPORT
With technology, unlimited support is crucial. Our live support personnel based in the United States
emails, and live chat. Emergency services are available free of charge after regular hours with our on-call
staff 24-hours a day.
CivicPlus is also proactive in identifying any potential system issues. Through regularly scheduled reviews
of site logs, error messages, servers, router activity, and the internet in general, our personnel often
identify and correct issues before they ever affect our clients websites.
MAINTENANCE OF CIVICPLUS
SUPPORT
APPLICATION & MODULES
7 a.m. 7 p.m. (CST) Monday Friday (excluding Install service patches for OS system
holidays) / 24/7 Emergency Supportenhancements
4-hour response during normal hoursFixes
Dedicated support personnelImprovements
Integration of system enhancementsIntegration
Usability improvementsTesting
Online training manualsDevelopment
Unlimited Administrative Users
Monthly newsletters/Ongoing follow-up check-ins
CivicPlus Help Center Community Forum
WWW.CIVICPLUS.HELP - THE CIVICPLUS HELP CENTER
CivicPlus clients and their visitors have 24/7 access to our online Help Center where users can review
articles, user guides, FAQs, and can get tips on best practices. The Help Center also provides our release
notes to keep you in the loop on upcoming enhancements and maintenance. The Community Forum
allows your staff and your users to interact with each other, send CivicPlus feedback and suggestions for
future system enhancements, and view trending topics among members - along with other functional and
engaging features and capabilities.
DEDICATED ACCOUNT MANAGEMENT
CivicPlus has a team of dedicated account managers to help you implement the tools needed to
successfully meet the level of community engagement that you desire. Upon website Launch, you will
have a dedicated member of this team to help you keep up on new CivicPlus products and optimize
your site. This specialized team member can provide you with further information on how to engage your
citizens, utilizing the tools that CivicPlus has put into place on your new website.
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Hosting & Security
Redundant power sources and internet access ensures consistent and stable connections. We invest over
$1.0M annually to ensure we adapt to the ever-changing security landscape while providing maximum
availability. To help ensure your site is protected at the level you need, CivicPlus Included Hosting &
Security Package is built into your solution.
Your system is monitored 24/7/365. CivicPlus extensive, industry-leading process and procedures for
protecting and hosting your site is unparalleled. From our secure data center facilities to constant
and vigilant monitoring and updating of your system, including 99.9% guaranteed up-time (excluding
maintenance), weve got you covered. If you experience a DDoS attack or threat, CivicPlus has mitigation
and DDoS Advanced Security options that are available to you at the time of event.
INCLUDED HOSTING & SECURITY FEATURES
Data CenterBandwidth
Highly reliable data center & and secure facilityMultiple network providers in place
Managed network infrastructureUnlimited bandwidth usage for normal business
operations (does not apply in the event of a cyber
On-site power backup & generators
attack)
Multiple telecom/network providers
Burst bandwidth of 22 Gb/s
Fully redundant network
24/7/365 system monitoring
Hosting
Automated CivicEngage software updatesAntivirus management & updates
Server management and monitoringServer-class hardware from nationally recognized
provider
Multi-tiered software architecture
Server software updates & security patches
High performance SAN with N+2 reliability
Database server updates & security patches
Disaster Recovery
Emergency after-hours support, live agent (24/7)24 hour guaranteed recovery POINT objective
(RPO)
Online status monitor by Data Center
Pre-emptive monitoring for disaster situations
Multiple data centers
8 hour guaranteed recovery TIME objective (RTO)
Geographically diverse data centers
DDoS MitigationDDoS Advanced Security Coverage
NOT INCLUDED
Identify attack source and type of attack
Additional security options available at time of event.
Additional fees will apply.
Monitor attack for threshold* engagement
*THRESHOLDS:
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Proposed Investment
Estimate
We will want to talk with you in more detail about
your goals, expectations, and vision before we
when you need it.
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Year 1 Investment Proposal
All quotes are priced per project and presented in US dollars.
Pricing is valid for 60 days from May 22, 2018.
As detailed in the proposal, Trophy Clubs project development includes:
Website Design, Development & Deployment
CivicEngage Content Management System (including upgrades, hosting, maintenance,
and support)
Migration of up to 115 pages for URL: www.trophyclub.org
Included Hosting and Security Package
Professional Consulting Services & Training
Three (3) Days Web-Based Implementation Training for up to six staff members/session
Project Enhancements & Functionality
MobileAdmin App (with Alert Center)
Design Essentials
$24,500
Total Investment Year 1
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Annual Investment
Year 2 and Beyond
Annual Hosting/Maintenance Service
(Beginning year 2)
Each year of your contract, youll receive system enhancements, maintenance,
and optimization and have full access to our support staff so your site stays
444444444444444A
& Maintenance
up-to-date with our latest features and functionality. Your annual services fee
(Beginning year 2)
includes redundant hosting services, daily backups, extensive disaster recovery
plans, 24/7 support, software maintenance, system enhancements, and access
$4,500
to the CivicPlus community. Annual Hosting/Maintenance Services are subject
to a cumulative annual 5% technology fee increase beginning Year 3 (for non-
CPA payment projects) and beyond.
CivicPlus Advantage - Alternate Payment Plan
The CivicPlus Advantage (CPA) provides zero interest, level payments that divides the Total
Each payment also includes your Annual Hosting/Maintenance Services. Our CivicPlus
Advantage payment plan lowers your initial out of pocket expenses dramatically.
1st Year CPA Payment ......................$11,1673rd Year CPA Payment ......................$11,167
2nd Year CPA Payment .....................$11,1674th Year Annual ...................................$4,725
(annual + 5% technology fee)
Redesign Guarantee
At the end of your fourth year of continuous service with us, you are eligible to receive a basic website
redesign with no further out-of-pocket expense. Keep your website fresh, innovative, and up-to-date!
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Project Enhancement
Please take a look at additional information
highlighting your project enhancement.
CivicHR
®
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CivicHR Human Resources
Management System
CivicHR Applicant Tracking System and Employee OboardingOne-Time
Annual Services
(includes a total of 16 hours implementation training and four (4) Implementation Cost
$5,250
hours per module recurring webinar training)$5,875
$11,125
Total Year 1 Investment
Think of everything you do to recruit and hire a new employee. The paperwork. Multiple job board
hiring and employee engagement. Automated processes that will:
Increase the quality and performance of employees
Reduce administrative costs associated with HR processes
Ensure the compliance of HR practices
The CivicHR family of solutions include:
is a web-based recruiting and hiring platform. All the tools needed to easily
Applicant Tracking
manage job descriptions, publish open positions, accept online applications, and screen candidates.
is a web-based onboarding platform. All the tools needed to easily create,
Employee Onboarding
distribute, and collect necessary employee forms, as well as distribute surveys, setup employee
resources, and manage training plans.
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Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-295-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:6/19/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Consider and take appropriate action regarding a Proclamation of the Town Council supporting July 7,
2018, as Everybody Love Everybody Day in Trophy Club; and providing an effective date (Council
Member Fleury and Council Member Rowe).
Attachments:PRO 2018-10 - Everybody Love Everybody Day.pdf
DateVer.Action ByActionResult
Agenda Item No. 7:
ConsiderandtakeappropriateactionregardingaProclamationoftheTownCouncilsupportingJuly7,2018,as
EverybodyLoveEverybodyDayinTrophyClub;andprovidinganeffectivedate(CouncilMemberFleuryandCouncil
Member Rowe).
Town CouncilPage 82 of 122Meeting Date: June 26, 2018
TOWNOFTROPHYCLUB,TEXAS
PROCLAMATIONNO.2018-10
A PROCLAMATION OF THE TOWN COUNCIL OF THE TOWN OF
TROPHY CLUB, TEXAS, SUPPORTING JULY 7, 2018 AS EVERYBODY
LOVE EVERYBODY DAY IN TROPHY CLUB; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS,
361 police officers were killed in the line of duty since 2016, with
Texas suffering the most deaths, at 29 fatalities; and
WHEREAS,
mental illness played a part in 25% of the 987 fatal police shootings
in 2017; and
WHEREAS,
over 200 school shootings have occurred in the US since 2012; and
WHEREAS,
suicide and homicide account for more than 80% of violence-related
deaths; and
WHEREAS,
each year, 1.4 million people worldwide lose their lives to violence.
And, for each one, many more are injured and suffer from a range of physical, sexual,
reproductive and mental health problems; and
WHEREAS,
violence is preventable and its impacts can be lowered by reducing
risks and implementing violence prevention programs in schools; and
WHEREAS,
promoting positive, nurturing relationships within families and
communities can prevent violence; and
WHEREAS,
spreading kindness, compassion and love can make the world a
better place.
NOW,THEREFORE, IMAYORC.NICKSANDERS,INCONJUNCTIONWITH
,
THETOWNCOUNCILOFTHETOWNOFTROPHYCLUB,TEXAS,DOHEREBY
PROCLAIM:
JULY 7, 2018 AS EVERYBODY LOVE EVERYBODY DAY
PASSEDANDAPPROVED
bytheTownCounciloftheTownofTrophyClub,
Texas,this 26thdayof June2018.
__________________________ ____________________________
HollyFimbres,TownSecretary C.NickSanders,Mayor
TownofTrophyClub,Texas TownofTrophyClub,Texas
Town CouncilPage 83 of 122Meeting Date: June 26, 2018
Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-278-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:6/12/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Case Z-18-001 (Unzoned Parcels)
A)Conduct a Public Hearing regarding a Town-initiated request to zone approximately 2.15
acres of land to R-8 Single Family District, generally located northeast of SH 114 and 114 Business; to
zone approximately 12.81 acres of land to GU Government Use District, generally located south of
Indian Creek Drive and approximately 125 feet west of W. Hillside Place; and to zone approximately
0.50 acres of land to R-10 Single Family District, generally located south of Indian Creek Drive and
approximately 30 feet east of Troon Drive, within Trophy Club’s town limits (L. Payne).
B)Consider and take appropriate action regarding a Town-initiated request to zone
approximately 2.15 acres of land to R-8 Single Family District, generally located northeast of SH 114
and 114 Business; to zone approximately 12.81 acres of land to GU Government Use District,
generally located south of Indian Creek Drive and approximately 125 feet west of W. Hillside Place;
and to zone approximately 0.50 acres of land to R-10 Single Family District, generally located south of
Indian Creek Drive and approximately 30 feet east of Troon Drive, within Trophy Club’s town limits (L.
Payne).
Attachments:Staff Report - Case Z-18-001 (Unzoned Parcels).pdf
Exhibit A - Overall Location Map.pdf
Exhibit B - Proposed R-8 Parcel.pdf
Exhibit C - Proposed GU Parcel.pdf
Exhibit D - Proposed R-10 Parcel.pdf
Exhibit E - Amended Zoning Map.pdf
DateVer.Action ByActionResult
Agenda Item No. 8:
Case Z-18-001 (Unzoned Parcels)
A)ConductaPublicHearingregardingaTown-initiatedrequesttozoneapproximately2.15acresoflandtoR-8
SingleFamilyDistrict,generallylocatednortheastofSH114and114Business;tozoneapproximately12.81acresof
landtoGUGovernmentUseDistrict,generallylocatedsouthofIndianCreekDriveandapproximately125feetwest
ofW.HillsidePlace;andtozoneapproximately0.50acresoflandtoR-10SingleFamilyDistrict,generallylocated
southofIndianCreekDriveandapproximately30feeteastofTroonDrive,withinTrophyClub’stownlimits(L.
Payne).
B)ConsiderandtakeappropriateactionregardingaTown-initiatedrequesttozoneapproximately2.15acresofland
toR-8SingleFamilyDistrict,generallylocatednortheastofSH114and114Business;tozoneapproximately12.81
acresoflandtoGUGovernmentUseDistrict,generallylocatedsouthofIndianCreekDriveandapproximately125
feetwestofW.HillsidePlace;andtozoneapproximately0.50acresoflandtoR-10SingleFamilyDistrict,generally
locatedsouthofIndianCreekDriveandapproximately30feeteastofTroonDrive,withinTrophyClub’stownlimits
(L. Payne).
Town CouncilPage 84 of 122Meeting Date: June 26, 2018
To: Mayor and Town Council
From:Lisa Payne, Town Planner
CC: Thomas M. Class Sr., Town Manager
Holly Fimbres, Town Secretary/RMO
Re: Case Z-18-001
Town Council Meeting, June26, 2018
Agenda Item:
Case Z-18-001 (Unzoned Parcels)
a. Conduct a Public Hearing regarding a Town-initiated request to zone approximately 2.15
acres of land to R-8 Single Family District, generally located northeast of SH 114 and 114
Business; to zone approximately 12.81 acres of land to GU Government Use District,
generally located south of Indian Creek Drive and approximately 125 feet west of W. Hillside
Place; and to zone approximately 0.50 acres of land to R-10 Single Family District, generally
located south of Indian Creek Drive and approximately 30 feet east of Troon Drive, within
Trophy Club’s town limits.
b. Consider and take appropriate action regarding a Town-initiated request to zone
approximately 2.15 acres of land to R-8 Single Family District, generally located northeast of
SH 114 and 114 Business; to zone approximately 12.81 acres of land to GU Government Use
District, generally located south of Indian Creek Drive and approximately 125 feet west of
W. Hillside Place; and to zone approximately 0.50 acres of land to R-10 Single Family
District, generally located south of Indian Creek Drive and approximately 30 feet east of
Troon Drive, within Trophy Club’s town limits. (L.Payne)
Background and Explanation:
On December 12, 2017, Town Council approved staff’s update to the Town’s zoning map which
included reintroducing the proposed Loop Road to the map, adding color to each zoning
district, and the correction of scrivener’s errors. No zoning was changed with the update
recommended by Council so it was not necessary to bring the zoning map before the Planning
and Zoning (P&Z) Commission.
While researching the zoning of all properties in Town, staff discovered a few parcels were
never included in zoning documentation. To assign a zoning district to these properties, public
hearings are required to be held by the P&Z Commission and Town Council. Notice ofpublic
Page 1 of 3
Town CouncilPage 85 of 122Meeting Date: June 26, 2018
hearings wasgiven within the parameters set by Texas state law. If approved, zoning the
subject properties and amending the zoning map authorizes the Town to enforce zoning
regulations on these parcels in an effort to protect the welfare of the citizens.
There are three locations in Town that are in need of a zoning district designation, as shown on
Exhibit A. The first is at the southwest corner of Town located between SH 114 and the Village
West subdivision (Exhibit B). This 2.15 acre property was included in the Village West plat
before Trophy Club was established, but was removed via replat when the State of Texas
obtained this portion of land, as well as adjacent vacant residential lots, so that SH 114 may be
expanded by the Texas Department of Transportation (TxDOT). As a result, the Town limits
were mistakenly redrawn to exclude this property, seemingly because it was now owned by the
State of Texas. Upon further review, staff confirmed that the southwest corner of Town is not
on a curve or a hard corner, as shown in other Town maps. The divot that contributes to the
strange shape of the subject property is due to an outlying parcel, owned by Texas Utilities
Electric Company, which has not been annexed by Trophy Club or any surrounding municipality.
A portion of the ramp that leads from SH 114’s frontage road to the highway as it curves to the
north occupies this space. The R-8 Single Family District zoning designation is appropriate for
this property, as it was originally intended to contain single family homes in Village West. There
will not be any new development on this property as it is being utilized by SH 114. The zoning of
this property does not affect the highway or the adjacent homes, but merely corrects a
scrivener’s error. The proposed R-8 Single Family zoning conforms to the Comprehensive Land
Use Plan’s (CLUP) “Low Density Residential” designation for this area.
The second property being proposed for zoning is the Town-owned Harmony Park (Exhibit C)
which is composed of two parcels – one includes the tennis, bocce ball, and basketball courts,
and the other contains the playground, pavilion, and sports fields. Harmony Park’s zoning
district was never clearly defined on any zoning map and research showed that it wasn’t
included any of the adjacent districts. No changes or development outside of park uses are
intended, as the Town recognizes the value of the 12.81 acres that Harmony Park contains, and
intends to preserve this treasured property as an amenity for our citizens. Thus, staff proposes
to zone the park as GU Government Use to ensure that Harmony Park remains an unrestricted
public park to serve all people of the Town. The CLUP identifies this area as “Parks & Green
Space” which correlates with GU zoning because the park is a government use.
The last property existing without a zoning designation is an often-missed 0.50 acre triangular
piece of land that sits between Lake Cities Church of Christ and the Vineyards apartment
complex, as shown on Exhibit D. It is split between Denton and Tarrant Counties; the Tarrant
County portion is owned by First Madison Bank, FSB c/o Citibank, N.A., supposedly due to a
foreclosure, and the Denton County portion is now owned by Denton County after a Sheriff’s
Deed was signed in 2017 due to a tax foreclosure lawsuit against First Madison Bank. This
property is too small and oddly-shaped for anything to ever develop, but all land in Town needs
an assigned zoning district so staff proposes an R-10 Single Family District zoning designation.
This proposal is due to the fact that R-10 is the only contiguous district to this property other
than PD Planned Development districts that are specific to their respective properties. This
parcel is identified as “Low Density Residential” on the CLUP, which endorses the R-10 zoning
Page 2 of 3
Town CouncilPage 86 of 122Meeting Date: June 26, 2018
district proposal. The zoning of this property will not affect the Church of Christ, the Vineyards,
or any adjacent residential property.
In addition, staff had the layout of the identification of the gas well sites revised. Rather than
being shown as dark yellow to indicate the gas well use, the sites are now colored appropriately
according to their zoning districts. The six gas well sites are not included in the zoning of PD
Planned Development No. 27 which surrounds them. Each property is now labeled with its
original zoning of either R-12 Single Family District or R-15 Single Family District. In order to
keep track of gas well identification, the numbers that have historically labeled the sites on the
zoning map remain, but are smaller and point to each property from a legible offsite location.
The proposed amended zoning map (Exhibit E) is attached for review.
Financial Considerations:
Not applicable.
Legal Review:
Not applicable.
Planning & Zoning Commission Recommendation:
The P&Z Commission considered this item on June 7, 2018 and it was recommended for
approval unanimously.
Staff Recommendation:
Staff recommends approval of the zoning of the three subject areas and of the amended zoning
map, as proposed.
Attachments:
Exhibit A – Overall Location Map
Exhibit B – Proposed R-8 Parcel
Exhibit C – Proposed GU Parcel
Exhibit D – Proposed R-10 Parcel
Exhibit E – Amended Zoning Map
Page 3 of 3
Town CouncilPage 87 of 122Meeting Date: June 26, 2018
2018
26,
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Date:
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A
Exhibit
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Exhibit
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R-8
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Exhibit
122
GU
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Exhibit
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Exhibit E
Page 122of 92
Town
Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-286-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:6/13/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Discussion of and take appropriate action regarding applying for a grant for lighting improvement at
Harmony Park and funding sources (Mayor Sanders).
Attachments:Staff Report - Musco Lighting.pdf
Photometric readings of Harmony Park fields 1-4.pdf
Aerial of City of Carrolton Fields lit by Musco Lighting.pdf
DateVer.Action ByActionResult
Agenda Item No. 9:
DiscussionofandtakeappropriateactionregardingapplyingforagrantforlightingimprovementatHarmonyParkand
funding sources (Mayor Sanders).
Town CouncilPage 93 of 122Meeting Date: June 26, 2018
To: Mayor and Town Council
From:Tony Jaramillo, Director of Parks and Recreation
CC: Thomas M. Class Sr., Town Manager
Holly Fimbres, Town Secretary/RMO
Re: Grant application for Musco Lighting at Harmony Park
Town Council Meeting, June 26, 2018
Agenda Item:
Discussion of and take appropriate action regarding applying for a grant for lighting
improvement at Harmony Park and funding sources (Mayor Sanders).
Background and Explanation:
As previously discussed during the April 10, 2018 Town Council meeting, Staff performed
research on applying for a lighting grant for additional lighting at Harmony Park sports fields.
The cost of the project is approximately $190,000 of which $50,000 will be awarded from the
grant leaving a balance of $140,000 that is the Towns responsibility. Greater Northwest Soccer
Association expressed interest in dividing the cost of the remaining balance with the Town. The
deadline to submit the Letter of Interest (LOI) is September 28, 2018 and the deadline to
submit the Application is October 5, 2018.
Staff met with Musco Lighting representatives and discussed various options on how to
maintain and reduce spill that would affect the residents on the North and Eastside offields 1 –
4. According to the Photometric readings performed by Musco Ligting, the property owners on
the North and East side of the sports fields will not be as affected by the new lighting upgrade.
Financial Considerations:
The cost of the project is approximately $190,000 of which $50,000 will be awarded from the
grant leaving a balance of $140,000 that the Town’s responsible for. Greater Northwest Soccer
Association expressed interest in dividing the cost of the remaining balance with the Town.
Staff met with Oncor representatives and mentioned that they will ensure a transformer will be
available for the new lighting at no additional cost to the Town.
Page 1 of 2
Town CouncilPage 94 of 122Meeting Date: June 26, 2018
Legal Review:
Not applicable.
Board/Commission/ or Committee Recommendation:
The Parks and Recreation Board recommended to move forward with the Musco Lighting grant
at the February 19, 2018 Board meeting.
Staff Recommendation:
Staff recommends Council approval of the grant application for Harmony Park lighting
installation.
Attachments:
Photometric readings of Harmony Park fields 1-4
Aerial picture of various sports fields for the City of Carrollton that were lit by Musco
Lighting demonstrating spill control
Page 2 of 2
Town CouncilPage 95 of 122Meeting Date: June 26, 2018
2018
26,
June
Date:
Meeting
122
of
96
Page
Council
Town
2018
26,
June
Date:
Meeting
122
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Town
Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-279-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:6/12/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Consider and take appropriate action regarding the General Fund and Five Year Capital Improvement
Program for Fiscal Year 2019 (J. Phillips).
Attachments:FY19 General Fund Overview Presentation.pdf
DateVer.Action ByActionResult
Agenda Item No. 10:
ConsiderandtakeappropriateactionregardingtheGeneralFundandFiveYearCapitalImprovementProgramforFiscal
Year 2019 (J. Phillips).
Town CouncilPage 98 of 122Meeting Date: June 26, 2018
Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-280-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:6/12/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Discussion of items for Future Agendas to include agenda items for consideration on the July 24,
2018 Council agenda and items from the Town Council Future Agenda Items list (H. Fimbres).
Attachments:July 24, 2018 Proposed Agenda.pdf
Items for Future Agendas updated 06-14-2018.pdf
DateVer.Action ByActionResult
Agenda Item No. 11:
DiscussionofitemsforFutureAgendastoincludeagendaitemsforconsiderationontheJuly24,2018Councilagenda
and items from the Town Council Future Agenda Items list (H. Fimbres).
Town CouncilPage 116 of 122Meeting Date: June 26, 2018
Meeting Date: July 24, 2018
Regular Session Start Time 6:00 p.m.
Announcements & Reports
No.
Receive Town Manager Class' update and provide input regarding the following
1Town Mgr
(T. Class):
*2018 Fire Camp
*July 4th Celebration
Receive Town Council Liaison update; discussion of same (H. Fimbres):
2Town Sec
STAFF
No. ConsentRESORDPROCFile IDDept
RPT
ConsiderandtakeappropriateactionregardingtheTownCouncilRegularSession
3Town Sec
Minutes dated June 26, 2018 (H. Fimbres).
Considerandtakeappropriateactionregardingthefinancialandvariancereport
4Finance
dated May 2018 (J. Phillips).
ConsiderandtakeappropriateactionregardingtheThirdQuarterInvestment
5Finance
Report for Fiscal Year 2018 (J. Phillips).
Consider and take appropriate action regarding an Interlocal Agreement for Ad
Valorem Tax Collection between the Town and Denton County for Tax Year 2018;
6Finance
and authorizing the Mayor or his designee to execute all necessary documents (J.
Phillips).
Consider and take appropriate action regarding an Interlocal Agreement for
Assessment Collection between the Town and Denton County for the Trophy Club
Public Improvement District No. 1 for 2018 (Infrastructure Assessment); and
7Finance
authorizing the Mayor or his designee to execute all necessary documents (J.
Phillips).
Consider and take appropriate action regarding an Interlocal Agreement for
Assessment Collection between the Town and Denton County for the Trophy Club
Public Improvement District No. 1 for 2018 (Emergency Services Assessment – Fire
8Finance
Service); and authorizing the Mayor or his designee to execute all necessary
documents (J. Phillips).
Consider and take appropriate action regarding an Interlocal Cooperation
Agreement between the Town and Denton County for Public Safety Application
9Police
Support and Maintenance for the Police Department; and authorizing the Mayor
or his designee to execute all necessary documents (P. Arata).
Consider and take appropriate action regarding an Interlocal Cooperation
Agreement between the Town and Denton County for Public Safety Application
Fire
10
Support and Maintenance for the Fire Department; and authorizing the Mayor or
his designee to execute all necessary documents (W. Carroll).
Consider and take appropriate action regarding the 2017 Consumer Confidence
11Com Dev
Report for the Public Improvement District (T. Uzee).
STAFF
No. Regular SessionRESORDPROCFile IDDept
RPT
Consider and take appropriate action regarding acceptance of the budget
adopted by the Crime Control and Prevention District and ordering a public
12Finance
hearing August 14, 2018 on the budget to be held in accordance with state law (J.
Phillips).
Town CouncilPage Page 1 of 2 117 of 122Meeting Date: June 26, 2018
Consider and take appropriate action regarding All Other Funds for the Fiscal Year
13Finance
2019 Budget; discussion of same (J. Phillips).
STAFF
No. Upcoming Agenda & Council Future Agenda Items List UpdateRESORDPROCFile IDDept
RPT
Discussion of items for Future Agendas to include agenda items for consideration
on the August 14, 2018 Council agenda and items from the Town Council Future
14Town Sec
Agenda Items list (H. Fimbres).
Item No. 2 from Future Agenda Items list - Discussion of Green Ribbon grants for
the beautification along the sound wall on State Highway 114. (Sanders 3/8/2016)
A
(1-June 14, 2016) (2-September 13, 2016) (3-December 13, 2016) (4-March 14,
2017) (5-September 12, 2017) (6-April 10, 2018) (7-July 24, 2018)
STAFF
No. Joint Session - Start Time 8:00 p.m.RESORDPROCFile IDDept
RPT
Consider and take appropriate action regarding the Fire Protection Services Fiscal
Finance
15
Year 2018-2019 budget.
Consider and take appropriate action regarding the following:
16Town Mgr
Annex Building and the land beneath it; and
A
Maintenance Building and the land beneath it.
B
Discussion of coordinating future joint Town and TCMUD No. 1 Capital
17Town Mgr
Improvement Projects.
STAFF
No. Executive SessionRESORDPROCFile IDDept
RPT
Pursuant to the following designated section of the Texas Government Code,
Annotated, Chapter 551 (Texas Open Meetings Act), the Council will convene into
18Town Sec
executive session to discuss the following:
Section 551.071 Consultation with Attorney under Subsection (2) to consult with
the Town Attorney on a matter in which the duty of the attorney to the
governmental body under the Texas Disciplinary Rules of Professional Conduct of
A
the State Bar of Texas clearly conflicts with the Texas Open Meetings Act,
specifically:
Breach of Contract Issues, Procedures, and Claims (D. Dodd)
Section 551.072 Deliberation regarding Real Property to discuss or deliberate the
purchase, exchange, lease, or value of real property if deliberation in an open
B
meeting would have a detrimental effect on the position of the governmental
body in negotiations with a third person:
North of State Highway 114, east of Trophy Club Drive and west of Town limits
(Mayor Pro Tem Shoffner and Council Member Kurtz)
STAFF
No. Regular SessionDept
RPTRESORDPROCFile ID
Consider and take appropriate action regarding the Executive Session (H.
19Town Sec
Fimbres).
Town CouncilPage Page 2 of 2 118 of 122Meeting Date: June 26, 2018
Town Council Future Agenda Items List
(Updated 06/14/2018)
1. *Review negotiating with the Trophy Club Municipal Utility District No. 1 to transfer the
title for the land that the Annex Building is built on and the maintenance building by the
Wastewater Treatment Plant. (Lamont 11/10/2015) (1-February 9, 2016)(2-May 10, 2016)
(3-August 9, 2016) (4-November 8, 2016) (5-February 14, 2017) (6-May 23, 2017) (7-May 22,
2018) (8-August 28, 2018)
*Discussion after May 2018 election
1/12/2016 – At the January 12, 2016 Council meeting, Council made TCMUD No. 1 an offer
regarding the Annex Building.
5/10/2016 - Town Manager Seidel advised that Town Staff are continuing to work on this
item.
8/9/2016 - Mayor Sanders advised that several items have taken precedence and that this
item can remain on the list until the applicable time to deal with it.
9/19/2016 – This item was scheduled to be placed on a future Joint Meeting agenda,
tentatively for January 2017, with the TCMUD No. 1 Board of Directors.
11/8/2016 – Council consensus was to leave this item on the Future Agenda Items list.
2/20/2017 – Council moved this item to be discussed during the February 25, 2017 Council
Retreat.
3/28/2017 – Mayor Sanders added the maintenance building by the Wastewater Treatment
Plant to this item.
5/23/2017 - Mayor Sanders advised that his intent was that the Annex Building would be
utilized for Town storage after Staff relocated into the new Town Hall facility
.
5/22/2018 – Direction was given to place the above items on the Joint Session agenda
between Council and the TCMUD No. 1 Board of Directors that would occur in July 2018.
2. Discussion of Green Ribbon grants for the beautification along the sound wall on State
Highway 114.(Sanders 3/8/2016) (1-June 14, 2016) (2-September 13, 2016) (3-December
13, 2016) (4-March 14, 2017) (5-September 12, 2017) (6-April 10, 2018) (7-July 24, 2018)
6/14/2016 – Mayor Sanders advised that when the sound wall along State Highway 114 is
installed, this item would assist with shrubbery and landscaping through a grant application.
9/13/2016 – Mayor Sanders received consensus to leave this item due to the upcoming
construction of the sound wall. Town Manager Seidel advised that it could be accomplished
through a tri-city partnership with Westlake and Roanoke.
12/13/2016 – Council consensus was to leave this item on the Future Agenda Items list.
3/28/2017 – Mayor Sanders advised that he wanted to pursue moving forward with this
item because this grant greatly assisted with the beautification of Davis Boulevard through
the Town of Westlake.
6/13/2017 – Mayor Sanders requested to delay this item for an updatebecause the
Metroport Cities Partnership was attempting to secure a Regional Green Ribbon Grant for
the beautification of the State Highway 114 corridor through Westlake, Trophy Club, North
Lake, and Roanoke.
9/12/2017 – Mayor Sanders advised that the next Metroport Cities Partnership meeting was
scheduled for September 21, 2017 and this item was on their agenda to be discussed.
9/26/2017 – Mayor Sanders advised that Metroport Cities Partnership would be moving
forward with a grant application for beautification.
Page 1 of 2
Town CouncilPage 119 of 122Meeting Date: June 26, 2018
12/12/2017 – Mayor Sanders advised that there was currently no new information to
provide.
4/10/2018 – Mayor Sanders attended a Texas Department of Transportation meeting where
the following topics were discussed: construction of feeder roads along the highway that did
not currently exist; installation of a Texas U-turn at Solana Boulevard and Kirkwood
Boulevard; changing exit and entrance directions; and installation of irrigation equipment
3. Receive an update from Town Staff regarding Entryway Monumentation and Landscaping
for the Town of Trophy Club. (Sanders 2/27/2018) (1-May 22, 2018) (2-August 28, 2018)
5/22/2018 – Town Planner Payne provided an update regarding Entryway Monument signs,
Wayfinding signs, and Parks signs. Council gave direction to bring back a plan for repairing
and updating Parks monument signs and a plan for standardizing trailhead signs.
4. Discussion of and take appropriate action regarding the Parkland Dedication Fund.
(Jensen 6/12/2018)(1-September 11, 2018)
5. Discussion of and take appropriate action regarding updating the Town’s Storm Water
Master Plan. (Shoffner 6/12/2018) (1-September 11, 2018)
Page 2 of 2
Town CouncilPage 120 of 122Meeting Date: June 26, 2018
Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-281-T Version:1 Name:
Type:Agenda Item Status:Executive Session
File created:6/12/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Pursuant to the following designated section of the Texas Government Code, Annotated, Chapter 551
(Texas Open Meetings Act), the Council will convene into executive session to discuss the following:
A)Section 551.071 Consultation with Attorney under Subsection (2) to consult with the Town
Attorney on a matter in which the duty of the attorney to the governmental body under the Texas
Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with the Texas
Open Meetings Act, specifically:
1.Breach of Contract Issues, Procedures, and Claims (D. Dodd)
2.Procedures for PID Assessment (D. Dodd)
B)Section 551.072 Deliberation regarding Real Property to discuss or 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:
North of State Highway 114, east of Trophy Club Drive and west of Town limits (Mayor Pro Tem
Shoffner and Council Member Kurtz)
Attachments:
DateVer.Action ByActionResult
Agenda Item No. 12:
PursuanttothefollowingdesignatedsectionoftheTexasGovernmentCode,Annotated,Chapter551(TexasOpen
Meetings Act), the Council will convene into executive session to discuss the following:
A)Section551.071ConsultationwithAttorneyunderSubsection(2)toconsultwiththeTownAttorneyonamatterin
whichthedutyoftheattorneytothegovernmentalbodyundertheTexasDisciplinaryRulesofProfessionalConduct
of the State Bar of Texas clearly conflicts with the Texas Open Meetings Act, specifically:
1.Breach of Contract Issues, Procedures, and Claims (D. Dodd)
2.Procedures for PID Assessment (D. Dodd)
B)Section551.072DeliberationregardingRealPropertytodiscussordeliberatethepurchase,exchange,lease,or
valueofrealpropertyifdeliberationinanopenmeetingwouldhaveadetrimentaleffectonthepositionofthe
governmental body in negotiations with a third person:
NorthofStateHighway114,eastofTrophyClubDriveandwestofTownlimits(MayorProTemShoffnerandCouncil
Member Kurtz)
Town CouncilPage 121 of 122Meeting Date: June 26, 2018
Town of Trophy Club 1 Trophy Wood Drive
Trophy Club, Texas 76262
Legislation Details (With Text)
File #:2018-282-T Version:1 Name:
Type:Agenda Item Status:Regular Session
File created:6/12/2018 In control:Town Council
On agenda:6/26/2018 Final action:
Title:Consider and take appropriate action regarding the Executive Session (H. Fimbres).
Attachments:
DateVer.Action ByActionResult
Agenda Item No. 13:
Consider and take appropriate action regarding the Executive Session (H. Fimbres).
Town CouncilPage 122 of 122Meeting Date: June 26, 2018