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Agenda Packet TC 04/16/2012Monday, April 16, 2012 Trophy Club Entities Meeting Agenda Town Council 100 Municipal Drive Trophy Club, Texas 76262 6:00 PM Svore Municipal Building Boardroom AMENDED CALL TO ORDER AND ANNOUNCE A QUORUM EXECUTIVE SESSION 1. 2012-169-T Pursuant to Texas Government Code, Annotated, Subchapter 551, Sections 551.074(a) "Personnel Matters" and 551.071 (2) "Consultation With Attorney", respectively, the Council will enter into Executive Session to discuss the following: A. To deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee relating to the annual evaluation of Town Attorney, Patricia Adams B. 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: Legal Advice regarding the Texas Open Meetings Act WORKSHOP SESSION 2. 2012-170-T Discussion of agenda items posted for consideration on the Regular Session Council Agenda for April 16, 2012. 3. 2012-171-T Discussion of proposed agenda items for the May 7, 2012 Regular Session Agenda. Attachments: May 7, 2012 Proposed Agenda Items.pdf CONVENE INTO REGULAR SESSION - ESTIMATED START TIME - 7:00 P.M. INVOCATION PLEDGES Pledge of allegiance to the American Flag. Pledge of allegiance to the Texas Flag. 4. 2012-178-T Consider and take appropriate action regarding the Executive Session. Town of Trophy Club 1 of 89 Meeting Date: April 16, 2012 Town Council Meeting Agenda April 16, 2012 CITIZEN PRESENTATIONS This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. The Council is not permitted to take action on or discuss any presentations made to the Council at this time concerning an item not listed on the agenda. The Council will hear presentations on specific agenda items prior to the Council addressing those items. You may speak up to three (3) minutes or the time limit determined by the Mayor or presiding officer. To speak during this item you must complete the Speaker's form that includes the topic(s) of your statement. Topics of presentation should be limited to matters over which the Council has authority. CONSENT AGENDA All matters listed as Consent Agenda are considered to be routine by the Town Council and will be enacted by one motion. There will not be a separate discussion of these items. If discussion is desired, that item will be removed from the consent agenda and will be considered separately. 5. 2012-172-T Consider and take appropriate action regarding the Minutes dated April 2, 2012. Attachments: April 2 2012 Minutes.2df PROCLAMATIONS 6. 2012-17 -T Consider and take appropriate action regarding a Proclamation declaring April 28, 2012 as Arbor Day. Attachments: PRO 2012-03 Arbor Day Recognition.pdf 7. 2012-175-T Consider and take appropriate action regarding a Proclamation declaring May 3, 2012 as Day of Prayer in Trophy Club. Attachments: PRO 2012-04 National Day of Prayer.pdf 8. 2012-176-T Consider and take appropriate action regarding a Proclamation declaring May 6-12, 2012 as National Nurses Week 2012 - Nurses: Advocating, Leading, Caring Attachments: PRO 2012-05 National NursesWeek.pdf 9. 2012-177-T Consider and take appropriate action regarding a Proclamation declaring May 2012 as Motorcycle Safety and Awareness Month. Attachments: PRO 2012-06 Motorcycle Safety Awareness Month .pdf REGULAR SESSION 10. 2012-179-T Recognize the 2011 Citizen of the Year Nominees and Announce the recipients; discussion of same. 11. 2012-150-T Presentation from a member of the Westlake Historical Society; consider and take appropriate action regarding non Financial support of the Society. Attachments: Trophy Club Presentation.pdf Town of Trophy Club 2 of 89 Meeting Date: April 16, 2012 Town Council Meeting Agenda April 16, 2012 12. 2012-181-T Consider and take appropriate action to approve the closing of the community pool complex one hour early on Saturday, June 30, 2012 to allow the Highland HOA to rent the facility for three hours in order to better accommodate their annual party. 13. 2012-190-T Present landscape plan review of Trophy Club Drive medians from Trophy Lake Drive to Durango Drive; discussion of same. 14. 2012-182-T Consider and take appropriate action regarding the expenditure of remaining 2008 Park Bond funds towards the installation and replacement of the small existing playground located within Harmony Park in an amount not to exceed $63,383.25. Attachments: Electronic Playground Documents.pdf 15. 2012-183-T Consider and take appropriate action regarding the expenditure of remaining 2008 Park Bond funds towards the installation of lights on the tennis courts located within Harmony Park in an amount not to exceed $28,493.63. Attachments: Harmony Park tennis documents.pdf 16. 2012-18 -T Consider and take appropriate action regarding the expenditure of remaining 2008 Park Bond funds towards the installation of field lighting on the multi -use field located within Independence Park East in amount not to exceed $77,501.55. Attachments: Independence East multi -field lighting documents.pdf 17. 2012-173-T Consider and take appropriate action regarding the proposed changes to the Elected and Appointed Officials Handbook. Attachments: RES 2012-08 Elected and Aot Handbook Revisions.doc.pdf 18. 2012-153-T Consider and take appropriate action regarding an Ordinance of the Town amending Article XV, entitled "Special Events" of Chapter 10, entitled "Public Safety" and amending Article IV, entitled "Sign Regulations" of Chapter 5, entitled "General Land Use" of the Code of Ordinances of the Town, regulating special events and related signage within the Town; providing a penalty; providing for publication; and providing an effective date. Attachments: ORD 2012-11 Special Events Ordinance.pdf 19. 2012-180-T Consider and take appropriate action regarding a Resolution authorizing the creation of a Charter Review Commission; appointing nine members to serve on the Commission; designating a Council Liaison; appointing the Town Manager or his designee to serve as Staff Liaison; and providing an effective date. 20. 2012-189-T Discuss and take appropriate action regarding a Resolution creating a Vision Trophy Club Ad Hoc Committee; appointing members to serve on the Committee; and providing an effective date. 21. 2012-185-T Attachments: RES 2012-10 Adopting Vision Trophy Club Committee. doc.pdf Town Council Liaison Updates; discussion of same: - April 10, 2012 Parks & Recreation Board; Council member Tiffany Town of Trophy Club 3 of 89 Meeting Date: April 16, 2012 Town Council Meeting Agenda April 16, 2012 22. 2012-186-T Town Manager Slye's update regarding the following; discussion of same. - Transportation Projects - April 13 Alliance Development Forum - April 25-27 - TML IEBP Meeting - April 28 - Community Clean Up/Arbor Day 23. 2012-187-T Mayor and Council Updates regarding training opportunities, educational sessions, and regional meetings; discussion of same. - April 1-5 - Emergency Management Conference - April 3 - Chamber Luncheon -April 11 -Northwest Communities Partnership Meeting -April 11 - 35W Coalition Membership Meeting 24. 2012-188-T Items for Future Agendas. Attachments: Future Agenda Items List.pdf 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. ADJOURN * The Town Council may convene into executive session to discuss posted items as allowed by the Texas Open Meeting Act, LGC.551.071 CERTIFICATION I certify that the above notice was posted on the front window of the Svore Municipal Building, 100 Municipal Drive, Trophy Club, Texas, on Thursday, April 12, 2012 by 5:00 P.M. in accordance with Chapter 551, Texas Government Code. Laurie Slaght, MUD Secretary If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary's Office at 682-831-4600, 48 hours in advance, and reasonable accommodations will be made to assist you. I certify that the attached notice and agenda of items to be considered by this Board was removed by me from the front window of the Svore Municipal Building, 100 Municipal Drive, Trophy Club, Texas, on the day of , 2012. , Title: Town of Trophy Club 4 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-169-T Version: 1 Name: Type: Agenda Item Status: Executive Session File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Pursuant to Texas Government Code, Annotated, Subchapter 551, Sections 551.074(a) "Personnel Matters" and 551.071 (2) "Consultation With Attorney", respectively, the Council will enter into Executive Session to discuss the following: A. To deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee relating to the annual evaluation of Town Attorney, Patricia Adams B. 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: Legal Advice regarding the Texas Open Meetings Act Attachments: Date Ver. Action By Action Result TITLE Pursuant to Texas Government Code, Annotated, Subchapter 551, Sections 551.074(a) "Personnel Matters" and 551.071 (2) "Consultation With Attorney", respectively, the Council will enter into Executive Session to discuss the following: A. To deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee relating to the annual evaluation of Town Attorney, Patricia Adams B. 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: Legal Advice regarding the Texas Open Meetings Act Town of Trophy Club 5 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-178-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Consider and take appropriate action regarding the Executive Session. Attachments: Date Ver. Action By Action Result TITLE Consider and take appropriate action regarding the Executive Session. Town of Trophy Club 6 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-172-T Version: 1 Name: Type: Agenda Item Status: Consent Agenda File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Consider and take appropriate action regarding the Minutes dated April 2, 2012. Attachments: April 2 2012 Minutesepdt Date Ver. Action By Action Result TITLE Consider and take appropriate action regarding the Minutes dated April 2, 2012. Town of Trophy Club 7 of 89 Meeting Date: April 16, 2012 MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Monday, April 2, 2012 at 6:00 P.M. Svore Municipal Building Boardroom The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Monday, April 2, 2012. The meeting was held within the boundaries of the Town and was open to the public. STATE OF TEXAS § COUNTY OF DENTON § TOWN COUNCIL MEMBERS PRESENT: Larry Hoover Mayor Pro Tem Margi Cantrell Council Member Bill Rose Council Member Glenn Strother Council Member Jeannette Tiffany Council Member TOWN COUNCIL MEMBERS ABSENT: Connie White Mayor STAFF AND GUEST(S) PRESENT: Mike Slye Town Manager Stephen Seidel Assistant Town Manager Shannon DePrater Town Secretary Patricia Adams Town Attorney Scott Kniffen Police Chief Eric Cannon Finance Director Carolyn Huggins Community Development Director April Reiling PIO/Marketing Manager Mayor Pro Tem Hoover announced the date of April 2, 2012, called the meeting to order and announced a quorum at 6:01 p.m. Mayor White will not be in attendance this evening, she is attending a conference in San Antonio. The Town Council convened into Executive Session at 6:02 p.m. EXECUTIVE SESSION Pursuant to Texas Government Code, Annotated, Section 551.074(a)(1) "Personnel Matters," the Council will enter into Executive Session to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee relating to: A. The annual evaluation of Town Secretary Shannon DePrater The Town Council convened into Workshop Session at 6:43 p.m. Town of Trophy Club 8 of 89 Meeting Date: April 16, 2012 WORKSHOP SESSION 2. Discussion of agenda items posted for consideration on the Regular Session Council Agenda for April 2, 2012. 3. Discussion of proposed agenda items for the April 16, 2012 Regular Session Agenda. Mayor Pro Tem Hoover called a short break. CONVENE INTO REGULAR SESSION - ESTIMATED START TIME — 7:05 p.m. The Invocation was offered by Mayor Pro Tem Hoover. The Pledges were led by Community Development Director Carolyn Huggins. 4. Consider and take appropriate action regarding the Executive Session. No action taken. CITIZEN PRESENTATIONS This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the agenda. The Council is not permitted to take action on or discuss any presentations made to the Council at this time concerning an item not listed on the agenda. The Council will hear presentations on specific agenda items prior to the Council addressing those items. You may speak up to three (3) minutes or the time limit determined by the Mayor or presiding officer. To speak during this item you must complete the Speaker's form that includes the topic(s) of your statement. Topics of presentation should be limited to matters over which the Council has authority. No citizen presentations were made. CONSENT AGENDA All matters listed as Consent Agenda are considered to be routine by the Town Council and will be enacted by one motion. There will not be a separate discussion of these items. If discussion is desired, that item will be removed from the consent agenda and will be considered separately. 5. Consider and take appropriate action regarding the Minutes dated March 19, 2012. 6. Consider and take appropriate action regarding the Minutes dated March 27, 2012 (Strategic Planning Session). 7. Consider and take appropriate action regarding approval of the change from Encana Oil and Gas to Vantage Fort Worth Energy, LLC as the operator of Trophy Club gas wells, regarding the approval of the execution of Division Orders; and authorizing the Mayor or her designee to execute all necessary documents. Motion made by Council member Rose, seconded by Council member Cantrell, to approve the consent agenda items as presented with the correction made to the March 19, 2012 minutes as presented at the dais. Motion carried unanimously. Town of Trophy Club 9 of 89 Meeting Date: April 16, 2012 REGULAR SESSION 8. Consider and take appropriate action regarding the Audit and Financial Report dated September 30, 2011. The Town's independent auditor, Weaver, LLP, completed the annual audit of the comprehensive annual financial report for the Town of Trophy Club as of and for the year ended September 30, 2011 and rendered an `unqualified opinion'. They have also issued a report dated March 30, 2012 on their consideration of the Town's internal controls over financial reporting and their tests of compliance with certain provisions of laws, regulations, contracts, and grants. John DeBurro of Weaver, LLP presented the Council with the Comprehensive Annual Financial Report (CAFR) and audit report. DeBurro spoke to the report on internal control over financial reporting and on compliance and other matters based on an audit of financial statements performed in accordance with Governmental Auditing Standards. Town Manager Slye thanked the Finance Department and Weaver, LLP for their hard work. Motion made by Council member Rose, seconded by Council member, to accept the Audit and Financial report dated September 30, 2012. Motion carried unanimously. Presentation included in the minutes. 9. Consider and take appropriate action to approve a contract amendment to the Agreement for Professional Services with Freese and Nichols to initiate Phase II of the Trophy Club Storm Water Master Plan, in an amount not to exceed $22,610.00, and authorizing the Town Manager to execute all necessary documents. Motion made by Council member Strother, seconded by Council member Rose, to approve a contract amendment to the Agreement for Professional Services with Freese and Nichols to initiate Phase II of the Trophy Club Storm Water Master Plan, in an amount not to exceed $22,610.00, and authorizing the Town Manager to execute all necessary documents. Motion carried unanimously. Presentation included in the minutes. 10. Receive CFAB Recommendation regarding local sales tax structure; consider and take appropriate action regarding sales tax reallocation. CFAB President, Mike Buck, presented the Board's recommendations to the Council: 1. Permanently freeze the purchasing ability of the Economic Development Corporation 4A, upon Town Manager's approval (once all fiscal year 2012 operating expense commitments have been met). This would allow the EDC 4A to satisfy its debt obligations before the maturity dates. Also, the committee would like for all excess EDC 4A monies to be assigned for debt services obligations. 2. Maintain current structure until EDC 4A has the reserves to satisfy all existing debt obligations. Once the funds needed to dissolve the debt are obtained, the committee recommends that Council start the process of implementing the future strategy set forth as stated in item 4. 3. Maintain the Street Maintenance Fund and EDC 4B, which currently receives a quarter of a cent each from sales tax dollars. 4. The committee recommends to Council that when the EDC 4A dissolves its existing debt obligations, there would be a benefit to the citizenry by restructuring the local sales tax funded organizations. These changes could include the following: • The creation of a Crime Control and Prevention District with a quarter of a cent allocation. Town of Trophy Club 10 of 89 Meeting Date: April 16, 2012 • Increasing the funding of the EDC 4B from a quarter of a cent to half of a cent. • Dissolve the EDC 4A. • Maintain Street Maintenance Fund. Depending on the passage of time, the committee's recommendation to council is to appoint another group of citizens to review the options at that time. Council directed Town Manager Slye to schedule an Economic Development Corporation 4A meeting and discuss the proposed recommendations. Discussion only, no action taken. 11. Review Handbook for Elected and Appointed Officials; Council to provide input and direction regarding proposed revisions to the Handbook. The Town Council discussed the proposed revisions to the Elected and Appointed Officials Handbook and offered suggestions. Input only, no action taken. 12. Town Council Liaison Updates; discussion of same: - March 20, 2012 TCMUD No. 1 Meeting; Council member Rose Council member Rose updated the Council regarding the March 20, 2012 TCMUD No.1 meeting and addressed questions. No action taken, update only. 13. Town Manager Slye's update regarding the following; discussion of same. - Transportation Projects - Community Events Town Manager Slye updated the Council and addressed questions. No action taken, update only. 14. Mayor and Council Updates regarding training opportunities, educational sessions, and regional meetings; discussion of same. - March 22, 2012 MCP Meeting - March 27, 2012 Vision Trophy Club Meeting Council members gave a brief update of the meetings they attended since the last Council meeting. No action taken, update only. 15. Items for Future Agendas. This item allows Council to request the placement of items on upcoming agendas when the topic of discussion requires research and review that cannot be accomplished in the time frame between regular Council meetings. However, a Council Member may request that an item be placed on the next regularly scheduled meeting without first placing that item on the Future Agenda Items list. All requests for agenda items must comply with Charter requirements. 1. Consider and take appropriate action regarding procurement policies and their alignment with State statutes. (Rose, 211110) 2. Consider and take appropriate action regarding noise regulations for Oil and Gas Well Drilling and Production (Rose, 4126110) Town of Trophy Club 11 of 89 Meeting Date: April 16, 2012 3. Staff proposal regarding the amenity lakes, including associated costs to accept the amenity lakes from the developer. (Stotts, 1014110) 4. Consider and take appropriate action regarding the creation of a "Going Green" initiative throughout the Town. (White, 212412011) 5. Consider and take appropriate action regarding updates to the Sign Ordinance (retail windows and political signs) (White and Cantrell, 51212011) 6. Consider and take appropriate action regarding ball park signage. (Cantrell, 61612011) 7. Consider and take appropriate action regarding a Golf Cart Community. (Tiffany, 61612011) 8. Rewrite of Handbook for Elected and Appointed Officials Handbook. (Rose/Stye, 8115111) 9. Consider and take appropriate action regarding splash pad options at Harmony Park, including input/direction from Council to Staff to start construction and have available next summer. (Strother, 81112011) 10. Consider and take appropriate action regarding the Town's park space located just north of the new ball fields at the corner of Parkview and Bobcat Boulevard to investigate whether or not it would be beneficial to place on the ballot, for citizens approval, to sale and rezone as commercial and provide the proceeds towards other parks and recreation needs. (Cantrell, 911212011) 11. Consider and take appropriate action regarding the possibility of erecting a marquee at the North entrance of the Town and asking the MUD and/or developers to help with the funding. (Cantrell, 1111412011) No changes were made to the list of future agenda items. ADJOURN Motion made by Council member Rose seconded by Council member Cantrell to adjourn. Motion carried unanimously. Meeting adjourned at 9:15 p.m. Shannon DePrater, Town Secretary Town of Trophy Club, Texas Connie White, Mayor Town of Trophy Club, Texas Town of Trophy Club 12 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-174-T Version: 1 Name: Type: Agenda Item Status: Consent Agenda File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Consider and take appropriate action regarding a Proclamation declaring April 28, 2012 as Arbor Day. Attachments: PP® 2012-03 Arbor Day Pecognitione�dt Date Ver. Action By Action Result TITLE Consider and take appropriate action regarding a Proclamation declaring April 28, 2012 as Arbor Day. Town of Trophy Club 13 of 89 Meeting Date: April 16, 2012 TOWN OF TROPHY CLUB PROCLAMATION NO. 2012-03 A PROCLAMATION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, TO RECOGNIZE APRIL 28, 2012 AS ARBOR DAY; RECOGNIZING THAT 2012 IS THE 1401h ANNIVERSARY OF THE HOLIDAY OF ARBOR DAY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees, and WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska, and WHEREAS, 2012 is the 140th anniversary of the holiday and Arbor Day is now observed throughout the nation and the world, and WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce life-giving oxygen, and provide habitat for wildlife, and WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires, and beautify our community, and WHEREAS, trees, wherever they are planted, are a source of joy and spiritual renewal. NOW THEREFORE, BE IT PROCLAIMED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: Section 1. In the Town of Trophy Club, the Mayor and Council urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands, and Section 2. The Mayor and Council urge all citizens to plant trees to gladden the heart and promote the well-being of this and future generations. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this the 16th day of April, 2012. Connie White, Mayor Town of Trophy Club, Texas Shannon DePrater, Town Secretary Town of Trophy Club, Texas Town of Trophy Club 14 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-175-T Version: 1 Name: Type: Agenda Item Status: Consent Agenda File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Consider and take appropriate action regarding a Proclamation declaring May 3, 2012 as Day of Prayer in Trophy Club. Attachments: PP® 2012-04 National Day of Prayere�df Date Ver. Action By Action Result TITLE Consider and take appropriate action regarding a Proclamation declaring May 3, 2012 as Day of Prayer in Trophy Club. Town of Trophy Club 15 of 89 Meeting Date: April 16, 2012 TOWN OF TROPHY CLUB, TEXAS PROCLAMATION NO. 2012-04 A PROCLAMATION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, TO RECOGNIZE MAY 3, 2012 AS THE DAY OF PRAYER IN TROPHY CLUB; RECOGNIZING THAT 2012 IS THE 61ST CONSECUTIVE ANNUAL OBSERVANCE OF THE NATIONAL DAY OF PRAYER; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, public prayer and national days of prayer have a long and significant history in American tradition dating back to the first call to prayer in 1775 when the Continental Congress asked the colonies to pray for wisdom in forming a nation; and WHEREAS, The Declaration of Independence, our first statement as Americans of national purpose and identity, made laws the foundation of our United States of America and asserted that people have inalienable rights that are God-given; and WHEREAS, in 1952 the Congress of the United States by a joint resolution enacted legislation setting aside an annual day of prayer for the nation, and in 1988 this law was amended permanently setting the day as the first Thursday of every May; and WHEREAS, the National Day of Prayer enables us to recall and teach the way in which our forefathers sought the wisdom of God when faced with critical decisions, thus reaffirming the spiritual principles upon which this nation was founded; and WHEREAS, on this day Americans across our nation and state will join in united prayer to acknowledge our dependence on God, to give Him thanks for blessings received, to request healing for wounds endured, and to seek His guidance for our leaders and His grace and protection upon us as a people and a nation; WHEREAS, this year is the 61st anniversary of the consecutive annual observance of the National Day of Prayer, and its theme being "One Nation Under God", which reflects the words found in Psalm 33.12, "Blessed is the Nation whose God is the Lord"; NOW, THEREFORE, I, Connie White, in conjunction with the Town Council of the Town of Trophy Club, Texas by the Power vested in me as Mayor of Trophy Club, hereby proclaim Thursday, May 3, 2012, as a DAY OF PRAYER in Trophy Club to coincide with the NATIONAL DAY OF PRAYER and that this proclamation shall take effect from and after its date of passage, in accordance with law; and it is so proclaimed. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas this 16th day of April, 2012. Connie White, Mayor Town of Trophy Club, Texas Shannon DePrater, Town Secretary Town of Trophy Club, Texas Town of Trophy Club 16 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-176-T Version: 1 Name: Type: Agenda Item Status: Consent Agenda File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Consider and take appropriate action regarding a Proclamation declaring May 6-12, 2012 as National Nurses Week 2012 - Nurses: Advocating, Leading, Caring Attachments: PP® 2012-05 National Nurses Weekep�dt Date Ver. Action By Action Result TITLE Consider and take appropriate action regarding a Proclamation declaring May 6-12, 2012 as National Nurses Week 2012 - Nurses: Advocating, Leading, Caring Town of Trophy Club 17 of 89 Meeting Date: April 16, 2012 TOWN OF TROPHY CLUB, TEXAS PROCLAMATION NO.2012-05 A PROCLAMATION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, ESTABLISHING THE WEEK OF MAY 6 — 12, 2012 AS NURSE APPRECIATION WEEK IN TROPHY CLUB IN CONJUNCTION WITH NATIONAL NURSES WEEK. WHEREAS, The nearly 3.1 million registered nurses in the United States comprise our nation's largest health care profession, and WHEREAS, The depth and breadth of the registered nursing profession meets the different and emerging health care needs of the American population in a wide range of settings, and WHEREAS, The American Nurses Association, as the voice for the registered nurses of this country, is working to chart a new course for a healthy nation that relies on increasing delivery of primary and preventive health care, and WHEREAS, A renewed emphasis on primary and preventive health care will require the better utilization of all of our nation's registered nursing resources, and WHEREAS, Professional nursing has been demonstrated to be an indispensable component in the safety and quality of care of hospitalized patients, and WHEREAS, The demand for registered nursing services will be greater than ever because of the aging of the American population, the continuing expansion of life - sustaining technology, and the explosive growth of home health care services, and WHEREAS, That more qualified registered nurses will be needed in the future to meet the increasingly complex needs of health care consumers in this community, and WHEREAS, The cost-effective, safe and quality health care services provided by registered nurses will be an ever more important component of the U.S. health care delivery system in the future, and WHEREAS, Along with the American Nurses Association, the Town of Trophy Club has declared the week of May 6-12 as NATIONAL NURSES WEEK with the theme Nurses: Advocating, Leading, Caring in celebration of the ways in which registered nurses strive to provide safe and high quality patient care and map out the way to improve our health care system, therefore be it NOW, THEREFORE, I, MAYOR CONNIE WHITE, IN CONJUNCTION WITH THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, DO HEREBY PROCLAIM: Town of Trophy Club 18 of 89 Meeting Date: April 16, 2012 Section 1. The week of May 6 — 12, 2011 as National Nurses Week in the Town of Trophy Club to coincide with National Nurses Week and encourage all citizens to support our nurses. Section 2. That this Proclamation shall take effect from and after its date of passage, in accordance with law; and it is so proclaimed. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this the 16th day of April, 2012. Connie White, Mayor Shannon DePrater, Town Secretary Town of Trophy Club, Texas Town of Trophy Club, Texas Town of Trophy Club 19 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-177-T Version: 1 Name: Type: Agenda Item Status: Consent Agenda File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Consider and take appropriate action regarding a Proclamation declaring May 2012 as Motorcycle Safety and Awareness Month. Attachments: PP® 2012-06 Motorcycle Safety Awareness Month e�df Date Ver. Action By Action Result TITLE Consider and take appropriate action regarding a Proclamation declaring May 2012 as Motorcycle Safety and Awareness Month. Town of Trophy Club 20 of 89 Meeting Date: April 16, 2012 TOWN OF TROPHY CLUB, TEXAS PROCLAMATION NO.2012-06 A PROCLAMATION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, ESTABLISHING THE MONTH OF MAY 2012 AS MOTORCYCLE SAFETY AND AWARENESS MONTH IN TROPHY CLUB IN CONJUNCTION WITH NATIONAL MOTORCYCLE SAFETY AND AWARENESS MONTH. WHEREAS, today's society is finding more citizens involved in motorcycling on the roads of our country; and WHEREAS, motorcyclists are roughly unprotected and therefore more prone to injury or death in a crash than other vehicle drivers; and WHEREAS, campaigns have helped inform riders and motorists alike on motorcycle safety issues to reduce motorcycle related risks, injuries, and, most of all, fatalities, though a comprehensive approach to motorcycle safety; and WHEREAS, it is the responsibility of all who put themselves behind the wheel, to become aware of motorcyclists, regarding them with the same respect as any other vehicle traveling the highways of this country; and it is the responsibility of riders and motorists alike to obey all traffic laws and safety rules; and WHEREAS, urging all citizens of our community to become aware of the inherent danger involved in operating a motorcycle, and for riders and motorists alike to give each other the mutual respect they deserve; NOW, THEREFORE, I, MAYOR CONNIE WHITE, IN CONJUNCTION WITH THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, DO HEREBY PROCLAIM: Section 1. The month of May, 2012 as National Motorcycle Safety and Awareness Month in the Town of Trophy Club to coincide with National Motorcycle Safety and Awareness Month. Further, I urge all residents to do their part to increase safety and awareness in our community. Section 2. That this Proclamation shall take effect from and after its date of passage, in accordance with law; and it is so proclaimed. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this the 16th day of April, 2012. Connie White, Mayor Town of Trophy Club, Texas Shannon DePrater, Town Secretary Town of Trophy Club, Texas Town of Trophy Club 21 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-179-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Recognize the 2011 Citizen of the Year Nominees and Announce the recipients; discussion of same. Attachments: Date Ver. Action By Action Result TITLE Recognize the 2011 Citizen of the Year Nominees and Announce the recipients; discussion of same. Town of Trophy Club 22 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophhyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-150-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 3/27/2012 In control: Town Council On agenda: 4/2/2012 Final action: Title: Presentation from a member of the Westlake Historical Society; consider and take appropriate action regarding non Financial support of the Society. Attachments: Trophy Club Presentation.p f Date Ver. Action By Action Result TITLE Presentation from a member of the Westlake Historical Society; consider and take appropriate action regarding non Financial support of the Society. TOWN COUNCIL GOAL(S): Goal # 3: Strong Partnerships and Community Involvement Create a positive regional identity Foster a well informed community Forge collaborative relationships with other governmental and public entities Support citizen volunteer opportunities Promote recreational / active lifestyle opportunities for all ages Town of Trophy Club 23 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophhyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-181-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Consider and take appropriate action to approve the closing of the community pool complex one hour early on Saturday, June 30, 2012 to allow the Highland HOA to rent the facility for three hours in order to better accommodate their annual party. Attachments: Date Ver. Action By Action Result TITLE Consider and take appropriate action to approve the closing of the community pool complex one hour early on Saturday, June 30, 2012 to allow the Highland HOA to rent the facility for three hours in order to better accommodate their annual party. EXPLANATION: The HOA has requested that the Town close the pool complex, one hour early, at 7:00 p.m. on Saturday, June 30 to allow them to accommodate the large number of residents within the Highlands HOA for their annual party. They would pay the standard reservation rate of $750.00 for use of the entire facility in accordance with our current schedule of fees. It is not acceptable to the HOA to hold the party one hour later due to the amount of children expected to be in attendance coupled with the lateness of the hour. TOWN COUNCIL GOAL(S): Goal # 3: Strong Partnerships and Community Involvement Create a positive regional identity Foster a well informed community Forge collaborative relationships with other governmental and public entities Support citizen volunteer opportunities Promote recreational / active lifestyle opportunities for all ages Town of Trophy Club 30 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-190-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/12/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Present landscape plan review of Trophy Club Drive medians from Trophy Lake Drive to Durango Drive; discussion of same. Attachments: Date Ver. Action By Action Result Title Present landscape plan review of Trophy Club Drive medians from Trophy Lake Drive to Durango Drive; discussion of same. Town of Trophy Club 31 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophhyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-182-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Consider and take appropriate action regarding the expenditure of remaining 2008 Park Bond funds towards the installation and replacement of the small existing playground located within Harmony Park in an amount not to exceed $63,383.25. Attachments: Electronic Playground Documentsep�df Date Ver. Action By Action Result TITLE Consider and take appropriate action regarding the expenditure of remaining 2008 Park Bond funds towards the installation and replacement of the small existing playground located within Harmony Park in an amount not to exceed $63,383.25. EXPLANATION: The Parks & Recreation Board has identified eight projects for consideration in utilizing the remainder of the Park Bond monies of approximately $457,000. The replacement of the small playground at Harmony Park is one of the eight projects. TOWN COUNCIL GOAL(S): Goal # 3: Strong Partnerships and Community Involvement Create a positive regional identity Foster a well informed community Enhance citizen volunteer opportunities Expand and promote recreational / active live style opportunities for all ages Forge collaborative relationships with other governmental and public entities Goal #4: Picturesque and Environmentally Sound Maintain neat and tidy appearance Improve property maintenance standards and code enforcement Develop / Enhance environmental and sustainability standards and programs Goal #5: Financial and Operational Stewardship Hire, develop, and retain quality staff Implement strong financial management standards Improve effectiveness and efficiency of operational processes Maintain / Improve infrastructure and assets Provide cost-effective services Deliver responsible customer service RECOMMENDATION AND JUSTIFICATION TO COUNCIL: The Parks and Recreation Board voted 8 to 1(abstained) in favor of this project with the understanding that staff would be bringing it forward for funding at the April 16, 2012 Town Council meeting. The smaller playground at Harmony Park is no longer supported by the manufacturer and replacement parts are only available as other entities scrap their similar units. To maintain our existing safety and operational standards it is recommended that we replace this unit with a more interactive electronic playground. The larger covered playground located adjacent to this one remains fully operational. Town of Trophy Club 32 of 89 Meeting Date: April 16, 2012 Harmony Park Replacement Electronic Playground Costs Playwell Croup $60,365.00 5% Contingency $3,018.25 Total Costs $63,383.25 Town of Trophy Club 34 of 89 Meeting Date: April 16, 2012 The PlayWell Group Tall free: (800) 7 6-'1816 Free Fax. (800) 560-9150 New Mexico 9430 Safi Mateo., NE, Unit G Albuquerque, Nit 87113 (505) 899-1762 Texas 4743 Tbeda Ave., Suite C Dallas, TX 75207 (972) 4M9355 4/10/2012 Town of Trophy Club Adam Adams 100 Municipal Dr. TROPHY CLUB TX 76262 UNITED STATES Tel: (662)-831A600 Pax'. (817)-431-8312 Thank You for Choosing, The PtayWell Group, for all Your Park and Play Needs! Your Business is Appreciated! Warning Surfacing Required! IMPORTANT! The PlayWell Group and Playworld Systems, Inc. strongly recommends the use of resilient surfacing material under and around all playground equipment. Refer to the Consumer Protection Safety Commission's Publication Number 325. Handbook for Public Playground Safety, for suggested guidelines. See catalog for use zone dimensions. Owner's Responsibility Ali playground equipment and surfaces must be maintained and/or inspected on a regular basis. The recommended minimum is once a week. Educate users in safe use of play equipment. Information signage is highly recommended to inform adults of their playground supervision responsibilities. Delivery Time Varies Depending on Manufacturer. Please refer to Quote to find Specific Time. ACTS OF GOD OR NON -PRODUCT PROJECT DELAYS SHALL NOT VOID THE ABOVE TERMS! THANK YOU FOR YOUR BUSINESS! Cancetlation Policy: Your equipment will be ordered immediately upon receipt of written approval. All orders cancelled prior to shipment w'sl$ be charged 100/0 of the equipment price. Orders cancelled after shipment but prior to installation will be charged delivery and return shipping and handling fees plus a 25% restocking fee. No refunds will be given on installed equipment. Installation is Not Included On This Quote A separate installation quote must be included with your order if installation is required. Installation is not included in any price listed on this quote. Please sign below to acknowledge acceptance of these terms. QUOTE M DATE: SIGNATURE: Town of Trophy Club 35 of 89 Meeting Date: April 16, 2012 i he PlayWell Group Tall tee: (800) 726-1816 Free Fax: (800) 560-9150 New Mexico Texas 9430 Sari Mateo.,: NE, Unit G 4743 Iberia Ave,, Suite O Albuquerque, NM 87113 Dallas, ix 75207 (505) 899-1762 (972) 488.9355 Customer Contact Town of Trophy Club 100 Municipal Dr. TROPHY CLUB TX 76262 UNITED STATES Town of Trophy Club Adam Adams 100 Municipal Dr. TROPHY CLUB TX 76262 UNITED STATES Tel: (682)-831-4600 Fax: (817)-49 t-9312 QUOTATION SQ-28626 4/10/2012 Ship To Town of Trophy Club Adam Adams 100 Municipal Dr. TROPHY CLUB TX 76262 UNITED STATES Tel: (682)-831-4600 Fax:(817)-491-9312 Account Terms Due Date _ Account Rap Schedule Date.. ..,...... _ ____ _.. 562 NET 30 5/10/2012 Michael Howerton 1 61l1f2012 Quotation Pt3 # Reference Ship VIA Page ; Printed SQ-28626 Defauft Carrier 2t+4rzasa ... 11,44:48AR7 ...___.__.. ........._ ,..... _...__..... ... ........... _..., .......... . ....... ___-- ,._ ....____ ,--------- L;Ttem ,Dezcription . _.. _.. . _.... _.. ........ __ ., Price, UM i Discount : Amount: 1'BuyHoard IBUYBCARD 1 $0.00lEA 2: :This is a BuyBoard Purchasing �Ceoperative Quote. Pricing Reflects Buy6oard Discounts As Listed On Web Site www.buyboard.com Under `The Vendor Listing For The Play Well ;Group, Inc.Contract # 346-10, Expires 09/30/2012 I 4!,PWS-ZZXX1000 EPlayworld Neos Wall 1€ $35,560.00',EA $8,866.00 $26,894.00 5 PWS-ZZXX0995 `Playworld Neos 360 1=`. $26,505.00 EA $6,529.001 $19,976.00' 6PWS-Z7.XX0990 Tlayworld Neos Piing 1 $15,658.00 EA $4,838.00i $10,820.00 7fYRC-DIRECT !Shipping & Handling 1':, $2,875,003,I !i $2,875.00 8` 9iSHIPPINGCHARGE :Honored for 30 Days From Date of Quote 1 $0.001.EA $O.00i 10i Due to the volatile fuel situation, our j ,quotes will only be honored for 30 E :days. If you are interested in placing j your order and this quote is over 30 'days old please contact your local PlayWell Consultant prior to placing :your order. We thank you for j 'understanding• This Quotation is good for 3_0 !mays from, the date lasted Tax Details Taxable _,.. SO.tUi above. We appreciate the opportunity to quote and look EXEMPT $0,000 forward to sarv4 na :tutu Heeds. To orderr please fax this '. signed form inc.i.uding Color c�ioices, if necessary, and confirm the shipping address. This ship date is approximate. We reserve the right to change and collect ;Total Tax 50.00 interest .in the amount of 1.5% per month if payment is not Exempt 560,365.0(3 received in full in accordance .with the terms net forth, Flay Safely and PlayWpall. Total 560,365.J] Customer PO No. Approved ay: uate: .� _ !Balance 3 I S6C,36S.i( E i Town of Trophy Club 36 of 89 Meeting Date: April 16, 2012 MATS noted on page 1, plus: Visually stimulating - circular design builds peripheral vision, auditory and spatial awareness skills. Self-contained play station - includes a user control panel just outside the circle of play with player instructions on the back. Ergonomic - eight LED light buttons; top buttons were designed so a 7 year old can reach them without jumping, 5' (1,52m) in height, Energy -efficient - uses less power than a 100-wait light bulb during play. if not in use, it enters Rest Mode, and it will come back to life upon the touch of any button. Compact -10' (3,05m) diameter footprint; concrete pad measuring 14'/z' x 12' (4,42m x 3,66m) is sufficient to provide space for NEQS 360 and players. • Customizable - choose one plastic color, one post color, and one component color. Town of Trophy Club 37 of 89 Meeting Date: April 16, 2012 Q 1. Light Grabber - This classic NEOS game is for everyone; it's high energy and highly competitive! Press as many of your colored lights as possible. Press the blinking lights for bonus points. Each button has its own unique sound when lit. Music increases in intensity the last ten seconds of the game as a warning to players that the game is coming to an end. 2. Zig Zag - Press the bouncing 'ball' as fast as possible. The game progressively speeds up as each ball is pressed. However, if no ball is hit for awhile, it slows back down. The starting lights always start on one of the four bottom lights. The zig zag pattern ensures that the bottom lights are always part of the game, so it is great for players who use wheelchairs and younger kids. One -player game begins once you press your first light. Afterwards, it will zig zag and change direction half of the time. Two -player game is like 3© ping pong. Be the first to press your colored light and you have 'served' the ball, changing direction towards your opponent. The light also changes to your opponents color. 3. Double Clots - The ultimate teamwork game! Press two lights at the same time; lights are opposite of one another and pressing both lights requires teamwork and cooperation. One and two player options should be played with teams of two. Choose the one player option for cooperative play. Choose the two -player game for both cooperative and competitive play. 4. Fire Fighter - Tap lights repeatedly (approximately 2-4 times) to put out the FIRE! The faster you put out the fire, the better your score. Multiple fires appear at once. Cooperate as a whole team of fire fighters and put out the fire together. The imaginative role playing possibility of Fire Fighter is perfect for younger kids. to5. Surround Sound - Players can make their own music and play lead guitar with this fun game. Each of the 8 buttons plays a different electric guitar sound. Tap the buttons to make your own music while the speakers completely surround you for a complete roll n' roll experience! } 6. Rodeo - Be the first player to round up yer' 4 lights and make your opponents lights disappear. Many lights appear at once, making it great for team play. The lights turn on in patterns. The more you play, the more you can memorize the patterns and maximize your score! And you'll love the sounds ... yeehaw! www.PlayNM&ocm6T 33Ja404. 570,522,9800 38 of 89 Meeting Date: April 16, 2WC)812012 7. Marathon - The most intense game of all NEOS games! Marathon encourages players to run full sprint and get a great workout. Now uickl can ou hit 40 li hts? This name uses a timer not a score. The faster q Y Y g you hit all your colored lights, the lower your time. Challenge yourself and your friends to see who can get the quickest time. In the one -player game, your first light appears randomly. Once you press it, the next light begins a series of 40 lights. It will continue in the same direction as you hit all your lights, however, on three separate occasions a light will double back one space to make it more challenging. Learn the pattern to get the best time! The two -player game is the same as the one player with an added challenge; if you catch up to your opponent, you continue to move forward while your opponent drops back one light. 8. Ninja - Play to become the ultimate ninja champion! A sequence of 2 or 3 lights appear. Repeat this pattern exactly to receive higher points. Press the lights faster and receive even more points. Each pattern appears on the opposite side of the previous one. ' �z „r 1.rte ,a '..'� 2?' 1 y:c ykws i - �"� �r ".;, d�^` 'm Ud 9 Z - 'tom �IN�3 fi�� 4 ^.�•Y 'k C & Airy.' 2,AS?•S'SJ ;� i _ ! Sktia C 2 U to 401 Y "" n4-"Riw%�. ✓?v `1 is K J`4�1 � S.! .. -� x-!E: '�:^ 2^� Y ,'.� ✓'• 1.;5 r1+.3 Z S - :. Cam%j y yq op www.PlaYN AcPT 92@1§6o4 . 570.522.9800 39 of 89 Meeting Date: April 16, 2 o812o12 Town of Trophy Club 40 of 89 Meeting Date: April 16, 2012 1. Light Grabber (1 player) - This classic NEOS game is for everyone! Dress as many of your colored lights as possible. Press the blinking lights for bonus points. Each button has its own unique sound when lit. Tip: Music increases in intensity the last ten seconds of the game, as a warning to players that the game is coming to an end. 2. Light Grabber (2 players) - Same as above, except for two players or teams of two (red vs. green). It can be high energy and competitive! 3. Duck Duck Goose (1 player) - Hit the "quacking, yellow duck lights then chase the "honking' goose light. Once a light has been hit, the next light is always adjacent, ideal for younger players. The goose light will make - at least one complete circle around the Ring, convenient for someone in a wheelchair. 4. Flip Flop (2 players) - Designed to be the most intense and competitive game of Fling. All six lights are on at one time (beginning with 3 red and 3 , green). Gain points by pressing your colored lights. Pressing lights'Flip Flops' colors. Control the majority of the lights for higher points. 5. Tether Ball (2 players) - One moving light is on throughout the game. a Press the light when it's your color, and it turns to your opponent's color and volleys toward them. The quicker you volley your colored light, the more points you receive. Tip: This game starts with two lights, 1 red and 1 green. Whoever hits their light first gets extra points and one light disappears. 6. Jam Circle (1 player) - Press any button to play music. Each button plays a different instrument. Each instrument plays 3 different melodies. Ideal for m the youngest children. www.PlayNE0Sumoi•18 PWIE 614 . 570.522.9800 42 of 89 Meeting Date: April 16, 299ROB12013 ipal ive Trophy Club Entities TrophhyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-183-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Consider and take appropriate action regarding the expenditure of remaining 2008 Park Bond funds towards the installation of lights on the tennis courts located within Harmony Park in an amount not to exceed $28,493.63. Attachments: Harmony Park tennis documentse�df Date Ver. Action By Action Result TITLE Consider and take appropriate action regarding the expenditure of remaining 2008 Park Bond funds towards the installation of lights on the tennis courts located within Harmony Park in an amount not to exceed $28,493.63. EXPLANATION: The Parks & Recreation Board has identified eight projects for consideration in utilizing the remainder of the Park Bond monies of approximately $457,000. The installation of tennis lights at Harmony Park is one of the eight projects. TOWN COUNCIL GOAL(S): Goal # 3e Strong Partnerships and Community Involvement Create a positive regional identity Foster a well informed community Enhance citizen volunteer opportunities Expand and promote recreational / active live style opportunities for all ages Forge collaborative relationships with other governmental and public entities RECOMMENDATION AND JUSTIFICATION TO COUNCIL: The Parks and Recreation Board voted in unanimous favor of this project with the understanding that staff would be bringing it forward for funding at the April 16, 2012 Town Council meeting. The lights are a needed improvement and will allow for a greater amount of recreational use on this facility and will provide new programming opportunities for staff. Town of Trophy Club 43 of 89 Meeting Date: April 16, 2012 • MPOR-91M Dennisi .. Equipment•. i,1 TotalCosts • Town of Trophy Club 45 of 89 Meeting Date: April 16, 2012 377 8 17 - 4 8 1 - 15 0 8 V" Oro 21- ectrIc "c 121 CentralAve Grapevine, TX 76051 PROPOSAL NUMBER: DE10560 TECL 24656 Regulated by The Texas Department of Licensing and Regulation P.O. Box 12157, Austin, Texas 78711 1-800-803-9202, 512-463-6599 website: www.ficense.state.tx.u.-,IcoMR!ginLs Proposal submitted by: REX YOUNG Proposal submitted to: Trophy Club P.A.R-D Address Job Information: Harmony Park Address New tennis court lighting Trophy Club, Texas (Pricing based on verbal instructions) Scope of Work: A: Bid Items Date of submission: 04111112 1. Furnish labor and materials to trench and install (1) 1" PVC with 8 THWN and (1) (4) a '410 THWN ground from existing spare conduit in existing pole that comes from concession stand to new strut rack for tennis court lighting controls. 2. Furnish labor and materials to pull (4) #8 THWNL and (1) #10 ground in existing spare conduit from concession stand to existing pole for new tennis court lighting. 3. Furnish labor and materials to trench around tennis court and install (1) new 1" PVC with (2) #8 THWN and (1) #10 ground from new control box to the (4) new light poles. 4. Furnish labor and materials to install (4) new 20 foot bronze light poles each to have (1) two headed bullhorn bracket and (2) 1000-watt metal halide floodlights (Total of (4) poles and (8) 1000-watt floodlights). 5. Furnish labor and materials to dig (4) new 6-foot- deep by 24" round piers, install steel and pour concrete for new poles. 6. Furnish labor and materials to build a new strut rack with control cabinet next to back gate of tennis court for new lighting. 7. Furnish - - labor and materials to install a 2-hour twist timer in a weather proof assembly i.nside court area next to back gate with a photocell and contactors to override so that lighting cannot be turned an during daylight hours. 8. Furnish labor and materials to add (2) new 20-amp 240-volt circuits for new light poles. - 1 - Town of Trophy Club 46 of 89 Meeting Date: April 16, 2012 817-481-150ctric 8 , 1 Central Ave 4 Grapevine, TX 76057 1. All work to be performed during normal working hours. 2. Reasonable access to work area will be required. 3. The price is based on a normal progression of work and includes no funding for delay caused by others, accelerated schedule, shift work or overtime. 4. New work will conform to all applicable codes; however we cannot be responsible for existing code violations. 5. This proposal is based on current copper and steel prices. Due to extreme day to day fluctuations in steel and copper prices we reserve the right to adjust our pricing based on current wire and conduit prices at the time of order. 6. This proposal is based on the ability to pull new wiring through existing spare conduit from concession stand to pole by sand volleyball court as directed at time of project walk through. If there is no conduit or a bad conduit additional charges may apply. 7. This proposal does not include rental equipment. O: Exclusions: 1. Any work or material not specifically listed above. 2. Purchasing or supplying or storage of any material unless specifically stated otherwise 3. Any changes to scope due to incomplete information or recommendations by the project engineer, third party inspector or City inspector. 4. Any formed concrete. 5. No painting of any conduit. 6. Any Power company charges. 7. Painting or patching of any surfaces. 8. Cutting, coring, patching or haul off of any concrete. 9. Bond. 10. Builders risk insurance. 11. Dental equipment. 12. Permits. 13. sales 'lax. Dennis Electric Company. Proposes to furnish the aforementioned material and/or labor in accordance with the above conditions for the sum of: LABOR: $7,600.00 MATERIALS: $15,469.99 TOTAL: $23,069.99 This price does not include sales tax. Payments not received by invoice due date shall be considered past due. Past due accounts will be charged an interest charge at the rate of 1.5% per month until the balance is paid in full. No release of lien shall be signed unless all payments are paid in full. Dennis Electric Company Signed By: --- ,- -- - _w. REX YOUNG Date: 04/11/12 This is your authorization to complete the work as outlined above according to conditions noted as part of this proposal. Mote: An authorized signature and purchase order number is required prior to any material being purchased or work being performed on the project. 2 - Town of Trophy Club 47 of 89 Meeting Date: April 16, 2012 8 17 — 4 8 1 — 15 0 8 N;W ctri C 721 Central Ave Grapevine, TX 76057 Acceptance Signed By: Print Name: Date: YOM When both parties sign this proposal, this instrument constitutes a legal and binding contract between the parties. This proposal may be withdrawn if not accepted within thirty (30) days from date of submission. - 3 - Town of Trophy Club 48 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophhyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-184-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Consider and take appropriate action regarding the expenditure of remaining 2008 Park Bond funds towards the installation of field lighting on the multi -use field located within Independence Park East in amount not to exceed $77,501.55. Attachments: Independence East multi -field lighting documentse�df Date Ver. Action By Action Result TITLE Consider and take appropriate action regarding the expenditure of remaining 2008 Park Bond funds towards the installation of field lighting on the multi -use field located within Independence Park East in amount not to exceed $77,501.55. EXPLANATION: Currently the youth football association has no lighted facilities dedicated for their use by the Town; the lighting of these fields will allow them to practice in the evening hours during the season. The lighting of these fields will allow the Town to rent these fields for evening use for the seven month period when football does not require them. TOWN COUNCIL GOAL(S): Goal # 3: Strong Partnerships and Community Involvement Create a positive regional identity Foster a well informed community Enhance citizen volunteer opportunities Expand and promote recreational / active live style opportunities for all ages Forge collaborative relationships with other governmental and public entities Goal #4: Picturesque and Environmentally Sound Maintain neat and tidy appearance Improve property maintenance standards and code enforcement Develop / Enhance environmental and sustainability standards and programs Goal #5: Financial and Operational Stewardship Hire, develop, and retain quality staff Implement strong financial management standards Improve effectiveness and efficiency of operational processes Maintain / Improve infrastructure and assets Provide cost-effective services Deliver responsible customer service RECOMMENDATION AND JUSTIFICATION TO COUNCIL: Independence East Multi -field lighting documents Town of Trophy Club 49 of 89 Meeting Date: April 16, 2012 III,' ! ! •, !: 1111111 Total Costs $77,501.55 Town of Trophy Club 51 of 89 Meeting Date: April 16, 2012 Independence Park Multi -Purpose Field Lighting Buy Board Quote Trophy Club, Texas Date:April 11, 2012 To: Adam Adams Musco's Buy Board Number: Park/Rec & Field Lighting #364-10 Vendor # 528 Quotation Price -Materials and Turnkey Installation Musco's Light Structure Green TM as described below and delivered to the job site ................... $73,811 Equipment Description Light Structure Green""' System delivered to your site in Five Easy Pieces""' a Pre -cast concrete bases a Galvanized steel poles • UL Listed remote electrical component enclosures a Pale length wire harness • Factory -aimed and assembled luminaires Also Includes: • Energy savings of more than 50% over a standard lighting system a 50% less spill and glare light than Musco's prior industry leading technology a Musco Constant 25 TM product assurance and warranty program that eliminates 100% of your maintenance costs for 25 years, including labor and materials a Guaranteed constant light level of 20 footcandles for 25 years, +/- 10% per IESNA RP-06-01 a 1 group re -lamp at the end of the lamps' rated life, 5000 hours a Reduced energy consumption a Control Link@ Control & Monitoring System for flexible control and solid management of your lighting system a Lighting Contactors sized for voltage and phasing on site a Structural Engineering on foundations and poles a Turnkey Installation - Layout of pole locations per Musco's lighting design Unload Musco poles, fixtures, bases, and components at site Storage container for glass product at site Drill holes to the specifications of Musco's structural engineer Install Musco precast concrete pole base; backfill with concrete Assemble poles and fixtures Stand poles, attach to bases, and orientate to aiming spot Install (2) 30A/3P circuit breakers in existing 480/277v panel Install electrical conductors for two circuits (one to provide power for lighting on each side of field) from switchgear to pole locations in previously installed conduit Place lighting on Musco controls in existing lighting control cabinet Install wiring harness from ballast containers on poles to light fixtures Test lighting and check aiming Haul -off spoils, and cleanup Crane, equipment, miscellaneous material and labor to complete job a Bonding © 2009,Town o Trop y Cob Lighting, LLC 54of 89 Meeting Date: April 16,1 5 Sales tax, ifrequired for electrical and permit fees are not included aapart ofthis quote. Pricing furnished iseffective for GQdays unless otherwise noted and is considered confidential. Divulging technical or pricing information to competitive vendors will result in removal from the bid list. Payment Terms Net 30 days Late payment will be subject to service charges of 1 1/2% per month (18% APR). Musco will make every effort to coordinate shipment so that delivery corresponds with the customer's payment schedule. We will expect payment within the terms described above unless there is a written statement from Musco's corporate headquarters stating the acceptance of different terms. Delivery twthe job site from the time mforder, submittal approval, and confirmation mforder details including voltage and phase, pole locations hsapproximately 30-45days. Due bothe built-in custom light control per luminaire, pole locations need to be confirmed prior to production. Changes to pole locations after the product is sent to production could result in additional charges. Notes Quote kybased on: " Shipment ofentire project together toone location ° Structural code and wind speed =20U0IBC, 9OMPH. • Confirmation ofpole locations prior hoproduction Thank you for considering Musco for your sports -lighting needs. Please contact me with any questions. Chris Johnson Field Sales K8uunoSports Lighting, LLC Phone: 214-733'2927 E-mail: ohhajnhnuun@rnusoo.00no Fax: 800'374-6482 �2009, 2010 Musco Sports Lighting LLC 59 ipal ive Trophy Club Entities TrophhyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-173-T Version: 1 Name: Type: Agenda Item Status: Consent Agenda File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Consider and take appropriate action regarding the proposed changes to the Elected and Appointed Officials Handbook. Attachments: PES 2012-06 Elected and Appt Handbook Revisions. doc.pdf Date Ver. Action By Action Result TITLE Consider and take appropriate action regarding the proposed changes to the Elected and Appointed Officials Handbook. EXPLANATION: [Enter explanation here.] TOWN COUNCIL GOAL(S): Goal # 3: Strong Partnerships and Community Involvement Create a positive regional identity Foster a well informed community Forge collaborative relationships with other governmental and public entities Support citizen volunteer opportunities Promote recreational / active lifestyle opportunities for all ages RECOMMENDATION AND JUSTIFICATION TO COUNCIL: [Enter recommendation here.] Town of Trophy Club 54 of 89 Meeting Date: April 16, 2012 TOWN OF TROPHY CLUB, TEXAS RESOLUTION NO. 2012-08 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS, REPEALING RESOLUTION NO. 2008-22 AND RESOLUTION NO. 2011-19 AMENDING THE MUNICIPALITY OF TROPHY CLUB HANDBOOK FOR ELECTED AND APPOINTED OFFICIALS AND ADOPTING A NEW MUNICIPALITY OF TROPHY CLUB HANDBOOK FOR ELECTED AND APPOINTED OFFICIALS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town benefits by having its citizens involved in local government through service on Town Boards and Commissions and has established several boards and commissions that perform various functions for the Town; and WHEREAS, the Town initially adopted the Municipality of Trophy Club Handbook for Elected and Appointed Officials" (hereinafter "Handbook") to establish guidelines and procedures for Town Boards, Commissions and Corporations and to ensure uniform treatment of all persons applying for and serving on those bodies; and WHEREAS, the guidelines established in the Handbook are in addition to those requirements imposed by the Texas Open Meetings Act and other applicable state law; and WHEREAS, on September 15, 2008, the Town Council approved Resolution No. 2008-22 which amended the "Handbook for Elected and Appointed Officials" regulating the conduct of persons serving on Town Boards and Commissions; and WHEREAS, on September 12, 2011, the Town Council approved Resolution No. 2011-19 which further amended the Handbook to allow more residents to become involved and to provide more residents with the opportunity to serve by adding term limits for board and commission members, by prohibiting officials who are either elected or appointed to membership on any governmental body from serving on a Town board or commission, and by reducing the number of boards and commissions a person may simultaneously serve on from two (2) to one (1); and WHEREAS, since enacting amending Resolution No. 2008-22 and amending Resolution 2011-19, the Town Council has determined it to be in the best interests of the Town to review the Handbook in its entirety and has determined it necessary and appropriate to make various amendments to the Handbook to allow a more efficient and inclusive system of operating Boards, Commissions, and Corporations; and WHEREAS, the passage of this Resolution repeals Resolution No. 2008-22, Resolution No. 2011-19, and all other conflicting Resolutions adopting or amending the Handbook and adopts a new Handbook which has been determined by the Council to be beneficial to the Town and its residents and to serve the public welfare. Town of Trophy Club 55 of 89 Meeting Date: April 16, 2012 NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: Section 1. That the foregoing recitals are adopted and incorporated herein as findings. Section 2. That the Town Council hereby repeals Resolution No. 2008-22, Resolution No. 2011-19 and all other conflicting Resolutions adopting or amending the Handbook and hereby adopts the new "Municipality of Trophy Club Handbook for Elected and Appointed Officials", a true and correct copy of the new Handbook being attached hereto and incorporated herein as Exhibit "A". Section 3. That this Resolution shall become effective upon its passage, and that upon passage of this Resolution, the Handbook (Exhibit "A") shall become effective. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas, this the 16th day of April, 2012. Connie White, Mayor Town of Trophy Club, Texas [SEAL] ATTEST: Shannon DePrater, Town Secretary Town of Trophy Club, Texas APPROVED TO AS FORM: Patricia A. Adams , Town Attorney Town of Trophy Club, Texas Town of Trophy Club 56 of 89 Meeting Date: April 16, 2012 EXHIBIT A MUNICIPALITY OF TROPHY CLUB Handbook for Elected and Appointed Officials Town of Trophy Club 57 of 89 Meeting Date: April 16, 2012 MUNICIPALITY OF TROPHY CLUB Handbook for Elected and Appointed Officials EFFECTIVE DATE: REVISION DATE/NO: (Resolution No.) This Handbook is applicable to all paid, non -paid and voluntary positions and seats to include; Town Council, Boards, Commissions, Corporations, and volunteers assisting with Special Event functions. I acknowledge receiving and agree to comply with the policies set forth in the Handbook for Elected and Appointed Officials. Elected/Appointed Official Signature Elected/Appointed Official Printed Name uate Return this page to the Town Secretary attached the Texas Open Government Training Certificates where applicable. Town of Trophy Club 58 of 89 Meeting Date: April 16, 2012 Introduction In order to be "A Great Place to Call Home", the Town of Trophy Club encourages and is indebted to our dedicated citizens who serve on Boards, Commissions, and Corporations. In accordance with Section 4.16 of the Town Charter, the citizens who serve do so without compensation. They are appointed to serve after indicating their interest through the application process, and they serve at the discretion of the Town Council. Generally, members of each Board, Commission or Corporation are charged with researching pertinent projects and with making recommendations to the Town Council. Members serve in an advisory capacity. The single exception is the Zoning Board of Adjustment, which has some quasi-judicial duties. The exact duties and requirements of each Board, Commission or Corporation can be found in the ordinance establishing that specific body and/or applicable enabling statute. Each Board, Commission, and Corporation consists of members, a Chair/President and a Town Staff Liaison. Applicant Requirement for Boards, Commissions, or Corporations Applicants for Boards, Commissions, or Corporations must be registered voters prior to their appointment and must also be Trophy Club residents for at least six (6) months prior to their appointment. Based upon good cause shown, Council may waive the voter registration and/or length of residency requirement for a person appointed to a Board, Commission, or Corporation. Neither elected officials, nor persons appointed to fill vacancies on any elected governmental body may serve on a Town Board, Commission, or Corporation. The technical expertise of applicants shall be a consideration in gaining appointment. Posting Process The Town Secretary will ensure that annual appointments for Boards, Commissions, and Corporations are posted in the month of June: • Announced in the Town Newsletter • Posted on the marquees • Posted on cable's public information channel • Posted on the Town's Web page at: www.ci.trophyclub.tx.us The Town Secretary will also notify each member, whose term is expiring, that they must resubmit the Board, Commission and Corporation Application. Application Process for Annual Appointments Applications will be accepted each year in July or within a time frame as otherwise directed by Town Council. Applications are available in the Town office and online at the Town's website. The completed application shall be submitted to the Town Secretary to be forwarded to the Board, Commission, or Corporation Staff Liaison. Interview Process Interviews shall be accomplished by the Boards, Commissions, and Corporations each year after the close of the application period. Town of Trophy Club 59 of 89 Meeting Date: April 16, 2012 Staff Liaisons shall be responsible for scheduling interviews for each candidate who submits an application for their respective Board, Commission, or Corporation. The Board, Commission, or Corporation Chairman shall make his/her respective body's recommendations to Council for appointment. The recommendations from Boards, Commissions and Corporations are advisory, and Council shall make the final determination regarding appointment. Mid -Term Vacancy / Resignations When a Board, Commission, or Corporation member resigns mid-term, a written notice of resignation shall be submitted to that body's Chair. The Chair shall forward the notice to the Staff Liaison who shall then forward the notice to the Town Secretary. Upon receiving notice of vacancy, the Town Secretary shall initiate the application process in accordance with the Posting Process set forth above, and Interviews shall be conducted in accordance with the Interview Process as set forth above. Members appointed to fill vacancies shall be appointed to serve out the remainder of a predecessor's term. Aaaointments Process Terms of office for Board, Commission, and Corporation members shall begin in October unless Town Council extends the time period for the application process or otherwise determines it appropriate to alter the annual appointment schedule. No person shall serve on a Board, Commission or Corporation for successive appointed terms totaling more than six (6) years. A term of office shall be defined as an appointed period of (2) or more years. A portion of a term does not count as a term of office for purposes of a limit. Term limits shall apply to the 2011 appointment year. Appointment terms previously served or being served on September 30, 2011 shall not be counted in the application of term limits. Additionally, persons serving on a Board, Commission, or Corporation on the effective date of this Handbook shall be allowed to complete their current term of service regardless of their ineligibility under the newly adopted provisions of this Handbook. Term Lenaths Term lengths are set forth in the ordinance establishing the Board, Commission, or Corporation and/or applicable enabling statutes. Terms are staggered, with the Council making annual appointments to replace members whose regular terms expire in any given year. Maximum number of Appointments A person may hold a maximum of one (1) Board, Commission, or Corporation seat at any one time; provided however, that in the event the Town does not receive a sufficient number of applications to fill all available seats, Council may in its discretion approve an exception to this limitation. Open Government Training Elected and appointed public officials are required by State law to receive training in Texas open government laws. The Office of the Attorney General offers free video training courses, which were developed to ensure that all elected and appointed government officials have a good command of both open records and open meetings laws. Each elected or appointed official who is a member of a governmental body subject to the Open Meetings Act or the Public Information Act must attend training. Additionally, employees who serve as a Town of Trophy Club 60 of 89 Meeting Date: April 16, 2012 governmental body's designated public information coordinator are required to complete the Public Information Act training course. Officials who are elected or appointed shall complete the required open government training within ninety (90) days after taking elected office or after appointment. Staff Liaisons from the individual groups requiring the training shall be responsible to ensure that all members of their group receive the training. Training CDs are available in the Town Secretary's office or may be obtained online at: http://wwweoagestateetxeus/media/videos/play.php?image=2005openrecords&id=l 50 Certificates of completion must be maintained by the member's governmental body and made available for public inspection upon request. The original Certificate shall be forwarded to the Town Secretary to be kept in permanent records. More information on Open Government maybe obtained online at the Texas Attorney General's Office. (http://www.oag.state.tx.us) Nepotism A Board, Commission, or Corporation Chair/President cannot be a relative of the Mayor or of a Council Member. Except as specifically provided below, on any given Board, Commission, or Corporation only one member can be a relative of a Council Member. A person is a relative if he/she is related in the first degree by consanguinity (blood) or by affinity (marriage). Members of an Economic Development Corporation, Zoning Board of Adjustment or Planning and Zoning Commission cannot be related to a Council member. Guidelines for Members All members of Boards, Commissions, and Corporations have specific duties and responsibilities. All members of Boards, Commissions, and Corporations are expected to participate in formal and informal training sessions. Many Boards, Commissions, and Corporations deal with technical issues that can require a foundation of certain knowledge that must be updated from time to time. The Town will provide reasonable opportunities for members to acquire and keep current in these training efforts. Members are expected to participate. Regular attendance Effectiveness as a member requires regular attendance. Should a member of a Board, Commission, or Corporation fail to attend three consecutive regular meetings without being excused by the Board, Commission, or Corporation, that member's office may be declared forfeited by that Board, Commission, or Corporation. A member who is unable to attend a meeting shall notify the Staff Liaison of his/her inability to attend the meeting and shall provide an explanation of the conflict or other reason that prevents his/her attendance. Notice to the Staff Liaison shall be provided as soon as practicable after the member becomes aware of the impending absence. It is particularly important that all members attend briefing sessions and work sessions prior to formal meetings to promote effective and efficient meetings. If a member finds difficulty in maintaining regular attendance, it is suggested that the member consider whether they have sufficient time to be an effective member. It is the responsibility of a member in this position to initiate a discussion with the Chair/President or Staff Liaison about attendance. Town of Trophy Club 61 of 89 Meeting Date: April 16, 2012 The Chairman of the Board, Commission, or Corporation is to maintain a charted attendance record for all members. If attendance becomes an issue, the Staff Liaison will attempt to secure a written resignation. The Staff Liaison is responsible for submitting periodic reports to the Town Council on behalf of the Board, Commission, or Corporation noting progress and members attendance. Avoidance of contacts and individual discussions It is not uncommon for applicants, opponents, or their representatives to approach individual members to solicit support or disapproval of a pending issue. These individual contacts shall be declined by members of the Zoning Board of Adjustment and members of the Ethics Commission. Requests for sponsorships/donations/agreements with vendors Unless acting jointly with a Staff Liaison pursuant to the direction of their respective Board, Commission, or Corporation, members do not have the authority to seek donations, to make agreements with vendors, or to give the impression that they are acting as an agent for the Town. Furthermore, Board, Commission and Corporation members are not permitted to obligate any Town funds or enter into any agreements without prior written approval of the Town Manager or the Manager's designee. All actions requiring the obligation or expenditure of funds shall be in accordance with the applicable approved budget. Ethics All members of the Town Council, Boards, Commissions, and Corporations shall be familiar with the requirements of the Town's Ethics ordinance. Effective Meetings All members of Boards, Commissions and Corporations should familiarize themselves with the elements of a successful meeting. These include • Having a purpose for the meeting; • Giving adequate notice; • Posting public notice when required; • Preparing for the meeting in advance; • Preparing an agenda; • Allowing for appropriate participation from all parties; • Selecting an appropriate meeting place; • Determining the outcome or results of the meeting; • Keeping an accurate record of all proceedings; and • Keeping discussion focused on items listed on the agenda. Members should avoid common mistakes that can make meetings unproductive, including but not limited to: • Lack of control at the meeting, appearing unfair, being unable to bring issues to a vote and wasting people's time. • The Staff Liaison and all members are responsible for compliance with the Texas Open Meetings law. Meetings of all Boards, Commissions and Corporations are open to the public. Prior to initiating a closed or "Executive Session," the Staff Liaison and Chair shall receive approval from the Town Attorney. Town of Trophy Club 62 of 89 Meeting Date: April 16, 2012 Prior to any meeting, the Chair and Staff Liaison shall prepare an agenda describing actions to be taken by the group. The agenda shall be prepared in a format approved by the Town Attorney and shall be posted in compliance with State law. The Chair shall allocate sufficient time for both applicants and opponents of an issue to present their information. Regardless of whether a contemplated issue is listed as a public hearing item or not, interested parties should be given a reasonable opportunity to present their information and opinions, unless the group is meeting in a workshop session. The Chair must allocate and manage the time to be allotted and shall use discretion based upon the agenda and other factors. It is appropriate for the Chair to ask persons to refrain from repeating information. The Chair shall endeavor to see that all persons attending or participating in meetings are treated with respect and dignity. All members must refrain from prejudicial or stereotypical comments. All members must refrain from questioning that takes the form of "badgering" or "debating" with those providing testimony. All members need to be cautious of publicly representing their positions beyond the scope of the business at hand. The official position of the Town shall be represented only by Town staff as established by the Town Council. Conduct in meetinas Board, Commission, and Corporation members should act in a professional manner. If a resident presents a complaint to the Board, Commission, or Corporation at a meeting the information should be taken and referred to Staff to reply to the resident. Rules of Decorum Meetings of all Boards, Commissions, and Corporations shall be conducted in accordance with adopted Town Council Rules of Procedure. PARLIAMENTARY MOTIONS AND PRECEDENCE 1. To adjourn 2. To take a recess 3. To commit, refer, or recommit to committee 4. To amend 5. To amend an amendment 6. To postpone indefinitely 7. To table 8. Calling the question 9. Objecting to consideration of a question Responsibilities of the Chair Requires 2nd Debatable Amendable A Majority Vote of Those Present Yes No No Yes Yes No Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes Yes Yes No Yes Yes No No Yes No No No 2/3 No No No 2/3 Town of Trophy Club 63 of 89 Meeting Date: April 16, 2012 Each Board, Commission, or Corporation shall have a Chair/President. A Board, Commission, or Corporation at the Council's discretion, may be asked to make a recommendation for a Chair with the final determination left to the Council. The Chair should have some experience as a member of the group. The Planning and Zoning Commission's chair will be determined entirely by the Council. The Chair must act as the "leader" and take responsibility for the group's efficient and meaningful operation. The Chair must ensure that roles are clearly spelled out, meetings are efficiently conducted and necessary information is readily available, which helps create a good working environment. The Chair should manage the meeting to ensure that: • A few members do not monopolize discussion or questions; • Appropriate time is taken for presentation and discussion; • Dialogue and interactions are maintained in a courteous and professional Manner; • Minutes of each Board, Commission, and Corporation meeting are taken and maintained by the Staff Liaison; • Staff is treated with respect by members at all times; • Discussion is limited to those items on the agenda, provided, however, that the Chair/President or Staff Liaison may place any item not posted on a future agenda for discussion; • All Board, Commission, and Corporation meetings shall be recorded as required by the Texas Open Meetings Act. The Chair must ensure that effective communication exists between Board, Commission, Corporation, Council, Staff and the public. This requires frequent interaction with the Staff Liaison to the Board, Commission, or Corporation. The Chair is responsible for ensuring that that the Staff Liaison is efficient in providing requested technical assistance and information to members. This includes helping to develop appropriate rules and procedures for the group in order to complete its duties. It also requires preparation of proper meeting notices and agendas, gathering and relaying pertinent information in a timely fashion to members and providing support at meetings. If the Staff Liaison is not effectively operating in this manner, the Chair should first discuss the issue with the Town Manager. If satisfactory results are not achieved, the Chair should next contact the Mayor. It is the responsibility of the Chair to be mindful of the attendance, actions and activities of individual members, as well as to discuss with these members any deviations from the rules. The Chair shall be responsible for communicating to the Staff Liaison any requests to be placed on the Town Council agenda for consideration. The Chair and Staff Liaison shall define the scope, objectives and criteria for completion of any project to be undertaken by the group. This should be done prior to the initiation of all projects. Prior to a Board, Commission or Corporation undertaking any project or initiative that requires the expenditure of funds, other than those authorized in the approved Town budget, such initiative or project shall be submitted to the Staff Liaison for action by the Town Manager. Responsibilities of the Staff Liaison A member of the Town staff will be assigned to each Board, Commission, or Corporation. The Staff Liaison shall not assume the responsibility or task of the group. Rather, the Staff Liaison shall provide information that group members need to perform their obligations. The Staff Liaison shall also serve as a communication link between members of the group and the Town staff. The Staff Liaison shall be responsible for making periodic reports to the Town Council regarding the activities of his/her Board, Commission or Corporation. c Il umsuill uillluiiuics f 11he COU11116u4fsoin in( Jo gumi iuxieixibeirs Town of Trophy Club 64 of 89 Meeting Date: April 16, 2012 u U.e a ull�� u....of the .II Own ��Luu�¢;ull. 1! a II�„� goo . 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Town of Trophy Club 65 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophhyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-153-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 3/27/2012 In control: Town Council On agenda: 4/2/2012 Final action: Title: Consider and take appropriate action regarding an Ordinance of the Town amending Article XV, entitled "Special Events" of Chapter 10, entitled "Public Safety" and amending Article IV, entitled "Sign Regulations" of Chapter 5, entitled "General Land Use" of the Code of Ordinances of the Town, regulating special events and related signage within the Town; providing a penalty; providing for publication; and providing an effective date. Attachments: ORD 2012-11 Special Events Ordinance. df Date Ver. Action By Action Result TITLE Consider and take appropriate action regarding an Ordinance of the Town amending Article XV, entitled "Special Events" of Chapter 10, entitled "Public Safety" and amending Article IV, entitled "Sign Regulations" of Chapter 5, entitled "General Land Use" of the Code of Ordinances of the Town, regulating special events and related signage within the Town; providing a penalty; providing for publication; and providing an effective date. EXPLANATION: The Council adopted the Special Events Ordinance in April 2011. During the past year, staff has worked with groups and citizens to approve special event requests. During the review of the special event requests, staff noted a number of revisions needed within the ordinance in order to be more responsive to Special Event needs and to clarify the submittal and approval process for the applicants. Revisions to the ordinance are not substantive, but are minor revisions as follows: • Clarification of definitions (Block Party, Special Event or Event, Special Events Coordinator) • Events exempt from permit (block party) • Removal of community festivals from Council Approval Prerequisite [does not need to be an automatic Council prerequisite; some community festivals are very small, i.e., small church -type events, that can be handled effectively by the Special Events Committee; if a community festival is large in nature and requires Council approval and involvement, staff will bring the event before the Council for consideration] • Clarification of application procedures • Minor clarifications to special event coordinator duties • Clarification to "reimbursable costs" • Clarification to Indemnification, insurance, and bonding • Clarification to "Miscellaneous" including: amusement rides inspection authorization, water service provider, arrangements for collection and disposal of solid waste, and extension of hours allowed for loudspeakers for a special event • Minor clarification to conditions for a permit denial (i.e., conflict with a town event, or delivery of normal services), and notice of denial • Clarification of regulations regarding special event signage TOWN COUNCIL GOAL(S): Goal #2: Business -Friendly Economic Development Create effective working relationships with businesses and developers Retain / Develop existing businesses Promote new commercial opportunities Town of Trophy Club 66 of 89 Meeting Date: April 16, 2012 File #: 2012-153-T, Version Create a positive regional identity Foster a well informed community Forge collaborative relationships with other governmental and public entities Support citizen volunteer opportunities Promote recreational / active lifestyle opportunities for all ages RECOMMENDATION AND JUSTIFICATION TO COUNCIL: The management team recommends approval of the amendments to the Special Events Ordinance. Town of Trophy Club 67 of 89 Meeting Date: April 16, 2012 TOWN OF TROPHY CLUB ORDINANCE NO. 2012-11 AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS, AMENDING THE CODE OF ORDINANCES OF THE TOWN OF TROPHY CLUB BY AMENDING ARTICLE XV, ENTITLED "SPECIAL EVENTS" OF CHAPTER 10 ENTITLED "PUBLIC SAFETY", REGULATING SPECIAL EVENTS HELD WITHIN THE TOWN, AND BY AMENDING ARTICLE IV, ENTITLED "SIGN REGULATIONS" OF CHAPTER 5 ENTITLED "GENERAL LAND USE", REGULATING SIGNAGE WITHIN THE TOWN; PROVIDING FOR THE INCORPORATION OF PREMISES; PROVIDING FOR AMENDMENTS; PROVIDING A CUMULATIVE REPEALER CLAUSE; PROVIDING A SAVINGS CLAUSE; PROVIDING SEVERABILITY; PROVIDING THAT ANY PERSON WHO VIOLATES CHAPTER 10 OF ARTICLE XV OR CHAPTER 5 OF ARTICLE IV SHALL BE GUILTY OF A CLASS C MISDEMEANOR PUNISHABLE BY A PENALTY NOT TO EXCEED FIVE HUNDRED DOLLARS ($500.00) AND THAT EACH DAY A VIOLATION IS ALLOWED TO EXIST OR CONTINUES TO EXIST SHALL BE A SEPARATE OFFENSE; PROVIDING FOR PUBLICATION; PROVIDING FOR ENGROSSMENT AND ENROLLMENT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town of Trophy Club is a Home Rule Municipality acting under its Charter adopted by the electorate pursuant to Article XI, Section 5 of the Texas Constitution; and WHEREAS, the Town serves as a prime location for many types of community activities and events; and WHEREAS, on April 4, 2011, the Town Council adopted regulations to Chapter 10, "Public Safety" of the Code of Ordinances and established a permit process whereby Town departments, including the Police Department and Fire Department, evaluate proposed special event requests and assess those events to determine necessary Town resources; and WHEREAS, on April 4, 2011, the Town Council repealed Section 4.05 (E) of Chapter 5 "General Land Use", Article IV "Sign Regulations", relating to signage for special events and adopted new provisions regulating signs used for Special Events; and WHEREAS, Since April 4, 2011, the Special Events Committee has worked with groups and citizens to allow special events to take place in the Town and through the review and execution of these events it became necessary to effect revisions to the Special Events Ordinance to provide safe and enjoyable events for the participants and residents of Trophy Club; and Town of Trophy Club 68 of 89 Meeting Date: April 16, 2012 WHEREAS, the Town Council finds that the proposed revisions to Article XV of Chapter 10 of the Code of Ordinances are reasonable and necessary and serve the best interest of the public health, safety, and welfare. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: SECTION 1. INCORPORATION OF PREMISES The above and foregoing premises having been found by the Town Council to be true and correct are incorporated herein and made a part hereof for all purposes. SECTION 2. AMENDMENTS 2.01 Section 15.01 entitled "Definitions" of Article XV entitled "Special Events" of Chapter 10 entitled "Public Safety" of the Code of Ordinances of the Town of Trophy Club is hereby amended so that Subsection "B" entitled "Block Party", Subsection "N" entitled "Special Event or Event" and Subsection "O" entitled "Special Events Coordinator' shall be and read in their entirety as follows: Section 15.01. Definitions B. Block Party: The use of a street, other than a major thoroughfare, for a residential neighborhood function or event which may involve the temporary barricading of one or more streets." N. Special Event or Event: A planned temporary aggregation of people or attractions for a common purpose, including, but not limited to, street fairs, arts and crafts shows, rallies, public entertainments, fun runs, walks, relays, marathons, parades, or other similar events or attractions, that: 1. Are conducted primarily outdoors; and 2. Interfere with the normal flow or regulation of pedestrian or vehicular traffic; or 3. Require special government services, including, but not limited to, street closure, provision of barricades, refuse services, stages, special parking arrangements, special electrical services or special police services or protection." Page 2 of 10 Town of Trophy Club 69 of 89 Meeting Date: April 16, 2012 "O. Special Events Coordinator: The person designated by the Town Manager who shall serve as the point of contact for Applicants and Permit Holders and who shall serve as chair of the Special Event Review Committee." 2.02 Section 15.02 entitled "Permit Required / Exemptions" of Article XV entitled "Special Events" of Chapter 10 entitled "Public Safety" of the Code of Ordinances of the Town of Trophy Club is hereby amended so that Subsection "B" entitled "Events Exempt from Permit" and Subsection "C" entitled "Council Approval Prerequisite" shall be and read in their entirety as follows: Section 15.02. Permit Required / Exemptions B. Events Exempt from Permit. The following Special Events shall be exempt from the Permit requirement of this Article- 1 . A Town or MUD1 sponsored event; 2. Events sponsored by the Armed Forces of the United State of America, the military forces of the State, and the forces of the police and fire departments acting within the scope of their duties; 3. A Block Party; and 4. A Funeral procession; and 5. Where it is determined by the Town Manager that the organization conducting the Event can demonstrate all of the following, the organization shall be exempt from the Permit requirement of this Article: a. That the Event shall be conducted solely on private property; b. That the event has adequate traffic control so as not to impede use of the public streets; c. That the Event has provided for adequate emergency vehicle access; and, d. That the Event has provided a minimum plan for crowd control during the Event." "C. Council Approval Prerequisite. The following events shall require approval of the Planning and Zoning Commission and Town Council as a condition precedent to the filing of an application for a Special Event Permit: 1. Carnivals 2. Circuses 3. Community Garage Sales" Page 3 of 10 Town of Trophy Club 70 of 89 Meeting Date: April 16, 2012 2.03 Section 15.03 entitled "Application Procedure" of Article XV entitled "Special Events" of Chapter 10 entitled "Public Safety" of the Code of Ordinances of the Town of Trophy Club is hereby amended so that Subsection "A" entitled "Application", Subparagraphs 1, 4, 11, 12 and 14, and Subsection "C" entitled "Deadline for Submission" shall be and read in their entirety as follows: Section 15.03. Application Procedure "A. Application. An Applicant seeking to conduct a Special Event within the Town shall submit an application meeting the requirements of this Article. Town staff shall determine the type and quantity of services and amenities that shall be provided by the Applicant for the safety and welfare of the Event participants and general public. The Applicant shall pay all applicable fees and costs as required under this Article and/or the Schedule of Fees. Special Event applications shall be submitted to the Town's Special Event Coordinator, and at minimum, applications shall provide the following information- 1 . Name, address, and contact information for the Applicant. If the Special Event is to be conducted for, on behalf of, or by any person or organization other than the Applicant, then the name, address and contact information for that person or organization and written authorization from that person or organization shall be provided; 4. Type, location, and size of proposed signage; 11. Number and location of loudspeakers and/or other sound amplification devices that will be used for the Event and planned hours of usage. Use of the foregoing equipment shall comply with applicable Town regulations, including but not limited tonoise ordinance regulations, Chapter 8, Article I, Section 1.01, Nuisances Defined. 12. Plan for collection and disposal of solid waste 14.AII other information as required on the Town's Special Event Application." "C. Deadline for Submission. Applications for a Special Event Permit shall be filed not less than ninety (90) days before the commencement date of the proposed Special Event. Applications received less than ninety (90) days prior to the proposed commencement date of the Special Events may be considered where the Special Events Coordinator determines that the Town has sufficient advance notification to obtain and to provide the resources Page 4 of 10 Town of Trophy Club 71 of 89 Meeting Date: April 16, 2012 and services necessary to support the Event. Decisions of the Special Events Coordinator under this Section may be appealed to the Town Manager in accordance with Section 15.11 of this Article." 2.04 Section 15.04 entitled "Special Events Coordinator" of Article XV entitled "Special Events" of Chapter 10 entitled "Public Safety" of the Code of Ordinances of the Town of Trophy Club is hereby amended so that Subparagraph 1 of Section 15.04 shall be and read as follows in its entirety: Section 15.04. Special Events Coordinator The Special Events Coordinator shall be the authority responsible for administration and enforcement of this Article. The Special Events Coordinator shall: "1. Review the Special Event application submitted, and impose requirements as necessary for public health, safety, and welfare based upon the scope and nature of the proposed Event as outlined by the responses provided by the applicant on the application. Requirements of the Special Events Coordinator shall be conditions precedent to the issuance of a Permit;" 2.05 Section 15.05 entitled "Permit Fees and Costs" of Article XV entitled "Special Events" of Chapter 10 entitled "Public Safety" of the Code of Ordinances of the Town of Trophy Club is hereby amended so that Subsection "B" entitled "Reimbursable Costs" shall be and read as follows in its entirety: Section 15.05. Permit Fees and Costs B. Reimbursable Costs. In addition to the Permit fee required in Section A, all Reimbursable Costs, including without limitation the following, shall be paid as specifically set forth in this Section- 1 . Barricades and cones. 2. Special Event parking. 3. Food services inspection. 4. Repair, maintenance and removal of facilities in the event of a failure of applicant/promoter. 5. Repair of streets, alleys, sidewalks, parks and other public property. Page 5 of 10 Town of Trophy Club 72 of 89 Meeting Date: April 16, 2012 6. Police protection. 7. Fire protection. 8. Emergency medical service. 9. Garbage disposal and cleanup. 10. Traffic control. 11. Other direct and indirect costs associated with the Special Event." 2.06 Section 15.06 entitled "Indemnification, Insurance and Bonding" of Article XV entitled "Special Events" of Chapter 10 entitled "Public Safety" of the Code of Ordinances of the Town of Trophy Club is hereby amended so that Subsection "B" entitled "Insurance and Bonding Required" shall be and read as follows in its entirety: Section 15.06. Indemnification, Insurance, and Bonding. "B. Insurance and Bonding Required. When a Special Event is partially or fully contained on the Town rights -of -way or on property owned, leased, or controlled by the Town, the Applicant for a Special Event Permit shall furnish the Town with a certificate of insurance stating that the Town of Trophy Club has been added as an additional insured as well as the endorsement page and a surety bond complying with standards established by the Town. The amount of the surety bond and the amount of insurance required may be increased or reduced based upon the type of Special Event, equipment, machinery, location, number of people or animals involved and other pertinent factors or risks associated with the Special Event. An application shall be denied if a valid certificate of insurance and/or a valid surety bond meeting Town specifications and approved by the Town is not provided." 2.07 Section 15.09 entitled "Miscellaneous" of Article XV entitled "Special Events" of Chapter 10 entitled "Public Safety" of the Code of Ordinances of the Town of Trophy Club is hereby amended so that Subsection "B" entitled "Amusement Rides", Subsection "F" entitled "Water Service", Subsection "G" entitled "Solid Waste Collection and Disposal" and Subsection "H" entitled "Loudspeakers" shall be and read as follows in their entirety: Section 15.09. Miscellaneous Page 6 of 10 Town of Trophy Club 73 of 89 Meeting Date: April 16, 2012 B. Amusement Rides. Rides and/or attractions associated with Special Event shall conform to the statutory rules and regulations set forth in chapter 2151 of the Texas Occupations Code, designated the "Amusement Ride Safety Inspection and Insurance Act," as amended. The Fire Marshall or other person designated by the Town Manager shall be authorized to inspect amusement rides and/or attractions and shall have the authority to deny the use of the equipment if, in his sole discretion, he determines that the equipment presents a potential or actual hazard to participants or to the health, safety and welfare of the general public." F. Water Service. Any Special Event or related activity desiring use of water from the Municipal Utility District 1 (MUD 1) water system must coordinate with MUD 1 to obtain a temporary meter." "G. Solid Waste Collection and Disposal. The Applicant shall make appropriate arrangements for the collection of all waste resulting from such Special Event, and commercial solid waste dumpsters must be provided on site at all outdoor Special Events. The Applicant shall make arrangements for the provision of such dumpsters with the Town's franchised solid waste provider." "H. Loudspeakers. When the use of loudspeakers or other sound amplification device is approved in conjunction with the Special Event, the decibel sound level from the loudspeaker shall not exceed 80 decibels at the property line of the Event site for stationary Events and may only be used between the hours of 9.00 a.m. and 9.00 p.m., unless otherwise approved by the Town Council. The Town's Noise Ordinance shall control all other noises generated by or attributable to the Event." 2.08 Section 15.10 entitled "Denial or Revocation" of Article XV entitled "Special Events" of Chapter 10 entitled "Public Safety" of the Code of Ordinances of the Town of Trophy Club is hereby amended so that Subparagraphs 1 and 6 of Subsection "A" entitled "Permit Denial", and Subsection "B" entitled "Notice of Denial" shall be and read in their entirety as follows: Section 15.10. Denial or Revocation A. Permit Denial. The Special Events Coordinator may deny a Special Event Permit if: "1. The Special Event will conflict in time and/or location with a town function, another Special Event, parade or assembly for which a Page 7 of 10 Town of Trophy Club 74 of 89 Meeting Date: April 16, 2012 Permit has already been granted or for which a Permit application has already been filed and is under review;" "6. The Special Event, as determined by the Special Event Committee would unduly hinder or compromise the delivery or performance of normal services, including previously scheduled construction or maintenance services, or of emergency services, or constitutes a public threat, hazard, or nuisance;" B. Notice of Denial. If the Special Events Coordinator denies a Permit, the Special Events Coordinator shall notify the Applicant in writing of the denial or appealable determination within five (5) days of such determination, and such notice shall state the reason(s) for the denial of the application." 2.09 Article IV entitled "Sign Regulations" of Chapter 5 entitled "General Land Use" of the Code of Ordinances of the Town of Trophy Club is hereby amended so that Subparagraph 1 (b) entitled "Informational and Directional Signs" of Subsection "E" entitled Special Purpose of Section 4.05 entitled "Temporary Signs" is hereby amended and shall be and read in its entirety as follows: 4.05 Temporary Signs. E. Special Purpose Signs 1. Number, Size and Placement "b. Informational and Directional Signs. Informational and/or Directional Signs advertising the Special Event shall be placed no closer than three (3) feet from the edge of a street, curb or the edge of pavement in a public street right- of-way. In the event that the Town determines that any such sign impedes visibility at intersections, fails to comply with the Special Events Ordinance or Special Event Permit, or that the placement of signage is a nuisance (for instance, obstructing a sprinkler head), Town may remove the sign without obligation to return the sign to the owner. No sign shall exceed four (4) square feet. The total number and location of signs shall not exceed the number specified on the Special Event Permit. Signs shall not be erected in the center median of any divided roadway." Page 8 of 10 Town of Trophy Club 75 of 89 Meeting Date: April 16, 2012 SECTION 3. CUMULATIVE REPEALER This Ordinance shall be cumulative of all other Ordinances and shall not repeal any of the provisions of such Ordinances except for those instances where there are direct conflicts with the provisions of this Ordinance. Ordinances or parts thereof in force at the time this Ordinance shall take effect and that are inconsistent with this Ordinance are hereby repealed to the extent that they are inconsistent with this Ordinance. Provided however, that any complaint, action, claim or lawsuit which has been initiated or has arisen under or pursuant to such Ordinance on the date of adoption of this Ordinance shall continue to be governed by the provisions of that Ordinance and for that purpose the Ordinance shall remain in full force and effect. SECTION 4. SAVINGS That all rights and remedies of the Town of Trophy Club are expressly saved as to any and all violations of the provisions of any Ordinances that have accrued at the time of the effective date of this Ordinance; and, as to such accrued violations and all pending litigation, both civil and criminal, whether pending in court or not, under such Ordinances, same shall not be affected by this Ordinance but may be prosecuted until final disposition by the courts. SECTION 5. SEVERABILITY If any section, article, paragraph, sentence, clause, phrase or word in this Ordinance or application thereof to any person or circumstance is held invalid or unconstitutional by a Court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of this Ordinance, and the Town Council hereby declares it would have passed such remaining portions of this Ordinance despite such invalidity, which remaining portions shall remain in full force and effect. SECTION 6. PENALTY It shall be unlawful for any person to violate any provision of this Ordinance, and any person -violating or failing to comply with any provision of this Ordinance shall be fined, upon conviction, not less than One Dollar ($1.00) nor more than Five Hundred Dollars ($500.00), and a separate offense shall be deemed committed upon each day during or on which a violation occurs or continues. The penalty provided herein shall be cumulative of all other remedies available for enforcement of the provisions of this Ordinance. Page 9 of 10 Town of Trophy Club 76 of 89 Meeting Date: April 16, 2012 SECTION 7. PUBLICATION The Town Secretary of the Town of Trophy Club is hereby directed to publish, the Caption, Penalty and Effective Date of this Ordinance as required by Section 52.011 of the Texas Local Government Code. SECTION 8. ENGROSSMENT AND ENROLLMENT The Town Secretary of the Town of Trophy Club is hereby directed to engross and enroll this Ordinance in the Ordinance records of the Town and to properly record this Ordinance in accordance with the Town Charter SECTION 9. EFFECTIVE DATE That this Ordinance shall be in full force and effect from and after its date of passage, in accordance with law, and it is so ordained. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas this 16th day of April, 2012. Connie White, Mayor Town of Trophy Club, Texas [SEAL] ATTEST: Shannon DePrater, Town Secretary Town of Trophy Club, Texas APPROVED TO AS FORM: Patricia A. Adams, Town Attorney Town of Trophy Club, Texas Page 10 of 10 Town of Trophy Club 77 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophhyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-180-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Consider and take appropriate action regarding a Resolution authorizing the creation of a Charter Review Commission; appointing nine members to serve on the Commission; designating a Council Liaison; appointing the Town Manager or his designee to serve as Staff Liaison; and providing an effective date. Attachments: Date Ver. Action By Action Result TITLE Consider and take appropriate action regarding a Resolution authorizing the creation of a Charter Review Commission; appointing nine members to serve on the Commission; designating a Council Liaison; appointing the Town Manager or his designee to serve as Staff Liaison; and providing an effective date. EXPLANATION: Section 11.15 of the Town's Home Rule Charter requires the appointment of a Charter Review Commission no later than July 2012 and at intervals of not more than four (4) years thereafter. The Charter provides that each Council member shall appoint one member to serve on the Commission and that remaining seats shall be filled by majority vote of the Council. The names of persons submitted by individual members of Council for their appointed seat have been added to the Resolution. The remaining three (3) seats will be filled by majority vote of the Council. The resolution will be sent by separate cover. Section 11.15 provides as follows: Charter Review Commission The Council shall appoint a Charter Review Commission no later than July 2012 and at intervals of not more than four (4) years thereafter. The Commission shall consist of nine (9) qualified voters of the Town. Each council member shall appoint one member to serve on the Charter Review Commission, and remaining members shall be appointed by vote of the Council. The Commission shall review the Town Charter and make Charter amendment recommendations, where appropriate, that will help protect or enhance the rights, powers and benefits of all Trophy Club residents. It shall be the duty of the Charter Review Commission to: (a) Inquire into the operation of the Town government under the Charter and determine whether any provisions require revision. To this end, public hearings may be held; (b) Propose any recommendations it deems desirable to ensure compliance with this Charter; (c) Propose amendments to this Charter to improve its effective application to current conditions; and (d) Report its findings and present its proposed amendments to the Town Council. The Council shall receive and have published in the Town's official newspaper the Charter Review Commission's final report. It shall consider any recommendations and, if any amendments are presented, may order the amendment or amendments submitted to the voters of the Town. The term of office of Commission shall be six (6) months or longer if extended by the Council and, at the completion of such term, a report of the proceedings of the Commission shall be filed with the Town Secretary and shall become public record. TOWN COUNCIL GOAL(S): Town of Trophy Club 78 of 89 Meeting Date: April 16, 2012 File #: 2012-180-T, Version Goal # 3: Strong Partnerships and Community Involvement Create a positive regional identity Foster a well informed community Forge collaborative relationships with other governmental and public entities Support citizen volunteer opportunities Promote recreational/ active lifestyle opportunities for all ages Goal #5: Financial and Operational Stewardship Develop, recognize, and retain quality staff Implement strong financial management standards Improve effectiveness and efficiency of operational processes Maintain/ Improve infrastructure and assets Provide cost-effective services Deliver responsible customer service Town of Trophy Club 79 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophhyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-189-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/10/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Discuss and take appropriate action regarding a Resolution creating a Vision Trophy Club Ad Hoc Committee; appointing members to serve on the Committee; and providing an effective date. Attachments: RES 2012-10 Adopting Vision Trophy Club Committee. doc.pdf Date Ver. Action By Action Result TITLE Discuss and take appropriate action regarding a Resolution creating a Vision Trophy Club Ad Hoc Committee; appointing members to serve on the Committee; and providing an effective date. BACKGROUND: The Town Council held a December 2011 workshop to begin the efforts to create a 20 year vision and strategic plan. The Council held another workshop in March 2012 to finalize planning efforts. The overall objective is create a vision that will allow Trophy Club to strategically map its future in order to maintain the current quality of life offered to residents. The Council invited stakeholders to attend an informational meeting in March 2012, and now will have the opportunity to appoint individuals with various backgrounds to an Ad Hoc Committee with the sole purpose of creating a long term Town vision plan. Attached is a spreadsheet that identifies 23 key stakeholders for consideration. Once Council has appointed the ad hoc committee, Management will arrange for an introductory meeting with the facilitator and begin the process. TOWN COUNCIL GOAL(S): Goal #1: Safe and secure community. Maintain low crime rate Increase citizen awareness and involvement in crime prevention Provide superior Emergency Services Improve data security Goal 2:Business-Friendly Economic Development Create effective working relationships with businesses and developers Retain /Develop existing businesses Promote new commercial opportunities Goal # 3: Strong Partnerships and Community Involvement Create a positive regional identity Foster a well informed community Forge collaborative relationships with other governmental and public entities Support citizen volunteer opportunities Promote recreational / active lifestyle opportunities for all ages Goal 4: Healthy, Picturesque, and Environmentally Sound Promote recreational / active lifestyle opportunities for all ages Maintain neat and tidy appearance Improve property maintenance standards and code enforcement Develop / Enhance environmental and sustainability standards and programs Town of Trophy Club 80 of 89 Meeting Date: April 16, 2012 File #: 2012-189-T, Version Develop, recognize, and retain quality staff Implement strong financial management standards Improve effectiveness and efficiency of operational processes Maintain / Improve infrastructure and assets Provide cost-effective services Deliver responsible customer service Town of Trophy Club 81 of 89 Meeting Date: April 16, 2012 TOWN OF TROPHY CLUB, TEXAS RESOLUTION NO. 2012-10 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS AUTHORIZING THE CREATION OF A VISION TROPHY CLUB AD HOC COMMITTEE COMPRISED OF VARIOUS CITIZEN VOLUNTEERS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town is empowered under §51.001 of the Texas Local Government Code to adopt a resolution that is for the good government of the Town; and WHEREAS, Section I entitled "Creation of Committees, Boards and Commissions" of Article VI entitled "Town Council Rules of Procedure" of Chapter 1 entitled "Administration" of the Code of Ordinances of the Town of Trophy Club provides that the Council may, as the need arises, authorize the appointment of "ad hoc" committees and give the Mayor the authority to appoint the members of such ad hoc committee subject to the approval of the Town Council; and WHEREAS, Under Section I, any committee so created ceases to exist upon the accomplishment of the special purpose for which it was created or when abolished by majority vote of the Town Council; and WHEREAS, on December 2 and 3, 2012, the Town Council met in a workshop to plan for development of a 20 year visioning strategic plan; and WHEREAS, since that time various Town stakeholders were identified and contacted to attend a kick-off Vision Trophy Club meeting to gauge interest in participation; and WHEREAS, the Town Council finds that due to the nature of the event and the anticipated scope of the activities, the group of volunteers working on Vision Trophy Club should be officially designated as an Ad Hoc Committee working on behalf of the Town; NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: Section 1. The Town Council of the Town of Trophy Club, Texas does hereby authorize the creation of a Vision Trophy Club Ad Hoc Committee for the purpose of planning and organizing the Town's 20 year vision document. Section 2. The Vision Trophy Club Ad Hoc Committee will consist of the following members: Town of Trophy Club 82 of 89 Meeting Date: April 16, 2012 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. The Ad Hoc Committee shall be in existence until disbanded by the majority of the Town Council. Section 3. The Town Manager or his designee may execute documents necessary to facilitate the appropriate meetings and logistics within the budgetary parameters established by the Town Council. Section 4. This Resolution shall take effect from and after its date of passage in accordance with law. PASSED and APPROVED by the Town Council of the Town of Trophy Club, Texas on this 16th day of April, 2012. Connie White, Mayor Town of Trophy Club, Texas [SEAL] ATTEST: Shannon DePrater, Town Secretary Town of Trophy Club, Texas APPROVED TO AS FORM: Patricia A. Adams , Town Attorney Town of Trophy Club, Texas Town of Trophy Club 83 of 89 Meeting Date: April 16, 2012 VISION TROPHY CLUB POTENTIAL COMMITTEE MEMBERS 11 FIRST I LAST j BOARD/COMMISSION OTHER AFFILIATION _jrRESIDENTIALAREA 1 David Abdulky Parks Board Football Assoc : Eastern Area close Eagles Ridge 2 Christine Bates N/A ',. Sports Assoc : Eagles Ridge Area 3 Richard Bell EDC-4A Soccer Assoc i Village West Area 4 Kathy Carlton CFAB '.. Women's Club : Indian Creek Or Area 5 Dallas Dendy N/APastor/Church Affiliation Trophy Club Dr- Indian Creek Intersection 6 Stacey Everett Parks Board i Lakes Area 7 Joyce Frey N/A '.. Women's Club : Lakes Area 8 Jim Hase CFAB Former MUD Director Lakes Area 9 Lourdes Hassler N/A '.. Women's Club PID 10 Joe Hennig N/A Former City Manager ; Lakes Area 11 Micha Hildenbrand N/A Attorney; Eagles Ridge Area 12 Gene Hill Planning & Zoning '.. Former Council Member; Cypress- Indian Creek Intersection 13 Glenn Hurst Parks Board ; PID 14 Ron Morgan N/A '.. Local Business Owner ; Trophy Club Or - Indian Creek Intersection 15 Larry Mundy EDC-4B Developer Trophy Club Dr- Indian Creek Intersection 16 Steve Palla N/A ; Meadow Ridge/Lakes 17 Nancy Payton N/A ; Oak Hill Area 18 Joel Quile N/A Pastor/Church Affiliation Trophy Lake Or -Trophy Club Or Intersection 19 Rebecca Shuman EDC-4B '.. Educator/Administrator School Affiliation ; Meadow Ridge/Lakes 20 Lia Sternberger N/A ; Village West Area 21 Jarrod Tallman ZBA Beautification Committee Trophy Club Dr-Carnoustie Intersection 22 Kathy Trotter Parks Board ;Eagles Ridge Area 23 Mindy Whitehead N/A '.Realtor iTrophy Club Drive Town of Trophy Club 84 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-185-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Town Council Liaison Updates; discussion of same: -April 10, 2012 Parks & Recreation Board; Council member Tiffany Attachments: Date Ver. Action By Action Result TITLE Town Council Liaison Updates; discussion of same: -April 10, 2012 Parks & Recreation Board; Council member Tiffany Town of Trophy Club 85 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-186-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Town Manager Slye's update regarding the following; discussion of same. - Transportation Projects - April 13 Alliance Development Forum - April 25-27 - TML IEBP Meeting - April 28 - Community Clean Up/Arbor Day Attachments: Date Ver. Action By Action Result TITLE Town Manager Slye's update regarding the following; discussion of same. - Transportation Projects - April 13 Alliance Development Forum - April 25-27 - TML IEBP Meeting - April 28 - Community Clean Up/Arbor Day Town of Trophy Club 86 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-187-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Mayor and Council Updates regarding training opportunities, educational sessions, and regional meetings; discussion of same. - April 1-5 - Emergency Management Conference - April 3 - Chamber Luncheon - April 11 - Northwest Communities Partnership Meeting -April 11 - 35W Coalition Membership Meeting Attachments: Date Ver. Action By Action Result TITLE Mayor and Council Updates regarding training opportunities, educational sessions, and regional meetings; discussion of same. - April 1-5 - Emergency Management Conference - April 3 - Chamber Luncheon - April 11 - Northwest Communities Partnership Meeting -April 11 - 35W Coalition Membership Meeting Town of Trophy Club 87 of 89 Meeting Date: April 16, 2012 ipal ive Trophy Club Entities TrophOyClub,cTexaDsr76262 Legislation Details (With Text) File #: 2012-188-T Version: 1 Name: Type: Agenda Item Status: Regular Session File created: 4/9/2012 In control: Town Council On agenda: 4/16/2012 Final action: Title: Items for Future Agendas. Attachments: Future Agenda Items Listepdf Date Ver. Action By Action Result TITLE Items for Future Agendas. Town of Trophy Club 88 of 89 Meeting Date: April 16, 2012 Town of Trophy Club Town Council Future Agenda Items List 1. Consider and take appropriate action regarding procurement policies and their alignment with State statutes. (Rose, 2/1/10) 2. Consider and take appropriate action regarding noise regulations for Oil and Gas Well Drilling and Production (Rose, 4/26/10) 3. Staff proposal regarding the amenity lakes, including associated costs to accept the amenity lakes from the developer. (Stotts, 10/4/10) 4. Consider and take appropriate action regarding the creation of a "Going Green" initiative throughout the Town. (White, 2/24/2011) 5. Consider and take appropriate action regarding updates to the Sign Ordinance (retail windows and political signs) (White and Cantrell, 5/2/2011) 6. Consider and take appropriate action regarding ball park signage. (Cantrell, 6/6/2011) 7. Consider and take appropriate action regarding a Golf Cart Community. (Tiffany, 6/6/2011) 8. Consider and take appropriate action regarding splash pad options at Harmony Park, including input/direction from Council to Staff to start construction and have available next summer. (Strother, 8/1/2011) 9. Consider and take appropriate action regarding the Town's park space located just north of the new ball fields at the corner of Parkview and Bobcat Boulevard to investigate whether or not it would be beneficial to place on the ballot, for citizens approval, to sale and rezone as commercial and provide the proceeds towards other parks and recreation needs. (Cantrell, 9/12/2011) 10. Consider and take appropriate action regarding the possibility of erecting a marquee at the North entrance of the Town and asking the MUD and/or developers to help with the funding. (Cantrell, 11/14/2011) Town of Trophy Club 89 of 89 Meeting Date: April 16, 2012