Complete Agenda Packet - 06/09/2020Town Council
Town of Trophy Club
Meeting Agenda
1 Trophy Wood Drive
Trophy Club, Texas 76262
Council Chambers7:00 PMTuesday, June 9, 2020
CALL TO ORDER AND ANNOUNCE A QUORUM
INVOCATION - Delivered by Mayor Sanders
PLEDGES - Led by Council Member Bone
Pledge of Allegiance to the American Flag.
Pledge of Allegiance to the Texas Flag.
PUBLIC COMMENTS
(The meeting is available through Facebook at www.facebook.com/trophyclubgov)
This is an opportunity for citizens to address the Council on any matter. The Council is
not permitted to respond, take action, or discuss presentations made on an item not
listed on the agenda. Presentations are to be limited to matters over which the Council
has authority. You may speak up to four (4) minutes or the time limit determined by the
presiding officer. To speak during this item you must complete the Speaker's Form and
include the topic(s) of your statement or submit an email to
mayorandcouncil@trophyclub.org.
ANNOUNCEMENTS AND REPORTS
1.2020-156-T Receive Town Manager Norwood’s update and provide input regarding the following (S.
Norwood).
*COVID-19 Update
*Peaceful Demonstration Update held June 4, 2020
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 individually.
2.2020-155-T Take appropriate action regarding the Town Council Regular Session Minutes dated May
26, 2020 (L. Vacek).
DRAFT-TC Regular Session Minutes-May 26, 2020.pdfAttachments:
Town Council Meeting Page 1 of 46 June 9, 2020
June 9, 2020Town Council Meeting Agenda
3.2020-158-T Extension of Proclamation 2020-02 declaring a Local Disaster for the Town of Trophy
Club, Texas (Mayor Sanders).
Proc. 2020-02 Updated Declaring Local Disaster Amended May 29, 2020.pdf
Staff Report for Disaster Declaration June 9, 2020.pdf
Attachments:
4.2020-165-T A Resolution for the Appointment of Jim Carter to the Denco Area 9-1-1 District Board of
Managers (Mayor Sanders).
Denco Area 9-1-1 District Appointment Nominees.pdf
Res. 2020-11 Appointment Denco Area 9-1-1 Board of Managers.pdf
Staff Report-Denco Area 9-1-1 District Board of Managers.pdf
Attachments:
5.2020-164-T Take appropriate action regarding a contract for the pipe rail fence repairs at Trophy Club
Park not to exceed $35,365.00 (S. Norwood).
Staff Report - Trophy Club Park Fence Repair.pdf
Triple C Requisition Request June 9, 2020.pdf
Fence repair proposals.pdf
Attachments:
INDIVIDUAL ITEM(S)
6.2020-157-T Take appropriate action on holding the 4th of July Celebration (S. Norwood).
4th of July - Parking Lot sites.pdf
Staff Report - July 4th Firework Display.pdf
Attachments:
EXECUTIVE SESSION
7.2020-160-T Pursuant to the following designated section of the Texas Government Code, Annotated,
Chapter 551.072 Deliberation regarding Real Property (Texas Open Meetings Act), the
Council will convene into executive session to discuss the following:
A) Hogan’s Glen HOA Update (S. Norwood).
B) Consultation with Town Attorney regarding John Artuso vs. Town of Trophy Club (S.
Norwood).
RECONVENE INTO REGULAR SESSION
8.2020-162-T Take appropriate action regarding the Executive Session (S. Norwood).
ADJOURN
* The Town Council may convene into executive session to discuss posted items as
allowed by the Texas Open Meeting Act, LGC.551.071
Town Council Meeting Page 2 of 46 June 9, 2020
June 9, 2020Town Council Meeting Agenda
CERTIFICATION
I certify that the above notice was posted on the bulletin board at Trophy Club Town
Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on June 5, 2020 by 5:00 p.m. in
accordance with Chapter 551, Texas Government Code.
Leticia Vacek, TRMC/CMC/MMC
Town Secretary/RMO
If you have a disability that requires special needs, pleases contact the Town
Secretary's Office at 682-237-2903 or 682-237-2905, 48 hours in advance, and
reasonable accommodations will be made to assist you.
Town Council Meeting Page 3 of 46 June 9, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-156-T Name:
Status:Type:Agenda Item Draft
File created:In control:5/26/2020 Town Council
On agenda:Final action:6/9/2020
Title:Receive Town Manager Norwood’s update and provide input regarding the following (S. Norwood).
*COVID-19 Update
*Peaceful Demonstration Update held June 4, 2020
Attachments:
Action ByDate Action ResultVer.
Receive Town Manager Norwood’s update and provide input regarding the following (S. Norwood).
*COVID-19 Update
*Peaceful Demonstration Update held June 4, 2020
Town Council Meeting Page 4 of 46 June 9, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-155-T Name:
Status:Type:Agenda Item Draft
File created:In control:5/26/2020 Town Council
On agenda:Final action:6/9/2020
Title:Take appropriate action regarding the Town Council Regular Session Minutes dated May 26, 2020 (L.
Vacek).
Attachments:DRAFT-TC Regular Session Minutes-May 26, 2020.pdf
Action ByDate Action ResultVer.
Take appropriate action regarding the Town Council Regular Session Minutes dated May 26, 2020 (L. Vacek).
Town Council Meeting Page 5 of 46 June 9, 2020
Town Council Minutes May 26, 2020 Page 1 of 5
TOWN OF TROPHY CLUB
TOWN COUNCIL REGULAR SESSION MINUTES
TUESDAY, MAY 26, 2020, 7 P.M.
ZOOM VIDEO CONFERENCE
The Trophy Club Town Council met in a Regular Session on Tuesday, May 26, 2020. The meeting was held through
Zoom Video Conference and was open to the public through www.facebook.com/trophyclubgov.
TOWN COUNCIL MEMBERS PRESENT:
C. Nick Sanders Mayor
Philip Shoffner Mayor Pro Tem
Sean Bone Council Member, Place 3
Karl Monger Council Member, Place 4
Michael Geraci Council Member, Place 5
STAFF PRESENT:
Steve Norwood Town Manager
Wade Carroll Assistant Town Manager
Leticia Vacek Town Secretary/RMO
David Dodd Town Attorney
Patrick Arata Police Chief
Jack Taylor Fire Chief
Tony Jaramillo Director of Parks and Recreation
Mike Erwin Finance Manager
Jill Lind Communications and Marketing Manager
Mike Pastor Information Services Manager
Mayor Sanders called the meeting to order at 7:01 PM and noted a quorum with Mayor Pro Tem Shoffner, and
Council Members Bone, Monger and Geraci.
The Invocation was offered by Mayor Sanders, with thankfulness for our Country and the opportunity to live, meet and
govern ourselves; with the blessing of health, happiness and prosperity upon Trophy Club Residents. That God’s Spirit be
with everyone as the Council deliberates and conducts business pleasing to God.
The Pledges to the American Flag and Texas Flag were led by Mayor Pro Tem Shoffner.
Town Secretary Vacek confirmed there were no speakers for Public Comment.
ANNOUNCEMENTS AND REPORTS
1. Receive Town Manager Norwood’s Update (S. Norwood).
COVID-19 – Town Manager Norwood reported more people are venturing out and anxious to return to a “somewhat”
normal schedule. He stated the pool is projected to open mid-June, with the hiring of seasonal lifeguards and staff in
motion. He reported that some cities have cancelled their summer events and programs based upon funding and not
being able to meet the logistics of the recommended CDC Guidelines. He shared that area restaurants have commented
on the twenty-five percent occupancy rate being doable but the fifty percent has been a challenge with social distancing,
while carry-out continues to increase. He reported that Town Hall opened to the public today and complimented the
staff on a good job accommodating everyone the past few months. He reported that Governor Abbott is expected to
provide an update on June 1, 2020, and the Town’s focus will continue to be respectful and responsive to Governor
Abbott’s recommendations.
Town Council Meeting Page 6 of 46 June 9, 2020
Town Council Minutes May 26, 2020 Page 2 of 5
CONSENT AGENDA
All matters listed as Consent Agenda are considered to be routine and will be enacted by one motion. No separate
discussion of these items will be held. Only items removed from the consent agenda will be considered individually.
2. Take appropriate action regarding the Town Council Regular Session Minutes dated May 12, 2020 (L. Vacek).
3. Take appropriate action regarding the Annual Renewal of the Joint Cooperative Purchasing Agreement with
Denton County (S. Norwood).
4. Take appropriate action regarding the Texas Coalition for Affordable Powers Energy Cooperative
Agreement (S. Norwood).
5. Take appropriate action regarding the repainting of the Splash Pad surface, not to exceed the amount of
$31,159 (S. Norwood).
Motion:
A motion was made by Council Member Bone, seconded by Council Member Geraci, to approve Consent Agenda
Items #2 through #5.
Motion carried unanimously 5-0-0.
INDIVIDUAL ITEMS
6. Take appropriate action regarding the Entryway Monumentation Bids (S. Norwood).
Town Manager Norwood reported that the Staff received direction at the February 11, 2020 Town Council Meeting to
proceed with the bidding processing. The project had been budgeted for $50,000 from the Hotel Occupancy Tax (HOT)
Funds and the two bids received came in at $90,000 and $130,000. The lowest bid of $90,000 far exceeds the budgeted
amount. He also reported there is roughly $1.5 million in the HOT Fund balance, but does not expect an increase this
year or next year due to the low occupancy rate occurring with the hotel industry. He stated that if Council wants to
move forward with the project; staff would recommend the Council reject the bids and rebid the project as a public
bid.
Assistant Town Manager added that the two bids received did not include the electrical work estimated at $15,000 to
$20,000 for each sign. Mayor Sanders inquired if there were foundation specifications provided; including what is
required to keep the sign stabilized. Mr. Carroll reported the bids should include an engineered base. Mayor Sanders
asked for confirmation that staff recommended the bids be rejected and to rebid. Mayor Pro Tem Shoffner noted that
he understood the staff recommendation was to halt the entire project at this time and asked for clarification. Mr.
Norwood confirmed that if the Council wished to proceed with the project; and there are sufficient funds, then Staff
recommendation would be to reject the bids and rebid publicly, which is required by State Law. Mayor Pro Tem
Shoffner stated he misunderstood Mayor Sanders’ statement and that he was in agreement to hold off on the project
but to include on a future agenda. He reported hearing the voucher program was not of interest to the area hotels and
recommended Staff put together an agenda or a workshop to help Council have a better understanding of the
challenges and needs as well as the options to assist the area hotels. Mr. Norwood reported having a discussion with
the area hotels about 30 days ago and at this point, they are unsure as to exactly what they need, with the hopes that
Summer will increase their occupancy rate with “staycations” as many people are not wanting to fly and prefer staying
close to home. He added he expected to receive more information in the next month.
Council Member Geraci commented on Charles Schwab opening soon and the expected increase of families. He felt it
was crucial to review options now to help increase the hotel occupancy rate, and to see what other communities are
doing to help their local hotels. He supported holding off on the Monumentation Project and to obtain all pertinent
information when receiving public bids. Council Member Monger asked that the proposal request be sent out soon, as
many contractors are hungry for business, fuel prices are low and this is the time to receive the best price.
Town Council Meeting Page 7 of 46 June 9, 2020
Town Council Minutes May 26, 2020 Page 3 of 5
Mayor Sanders agreed to not accept the current bids due to the lack of information. He reported he recently spoke
with the Governor’s Office and the Hotel Association on how best to use HOT Funds in regards to the hotel industry.
At this time, no proposed recommendations have yet to surface. He shared the option of marketing Trophy Club to
attract tourism to assist area hotels. Town Attorney Dodd stated that rejecting the bids is clear direction for staff to
start the process versus no action.
Motion:
A motion was made by Mayor Sanders, seconded by Council Member Bone to reject the bids for entryway
monumentation and direct staff to publicly seek bids with electrical, irrigation and engineered base slab to present to
the Council within 90 days, if possible.
Motion carried unanimously 5-0-0.
7. Take appropriate action on holding the Fourth of July Fireworks Display (S. Norwood).
Mr. Norwood reported this has been a big topic for staff and area communities; he confirmed that Roanoke, Haslet,
Bedford, Keller and Grapevine have cancelled their July 4th Fireworks Show, with Southlake indicating they were
cancelling but no official announcement has been made. He shared that it is hard to pinpoint if 5,000, 10,000 or 20,000
people will show for the Fireworks Display. Discussions have been held on providing restroom facilities and water
stations, which creates a challenge. Chief Arata reported he had discussions with neighboring cities to provide assistance
and many have shared their concern regarding exposing their staff and knowing that social distancing will be a challenge.
Mr. Norwood stated that staff recommends not to host this year’s Fireworks Display; but if Council recommends to
proceed, then staff will be ready to do so.
Mayor Sanders reported he had recently talked with the Mayors of Roanoke and Southlake; Roanoke has advertised a
Virtual Display while Southlake is looking at hosting 2 sites but has not ruled out a virtual version. No restroom facilities
or water stations would be provided. He added that many cities are waiting for Governor Abbott’s update next week to
make their final decision. Council Member Bone felt the Town should plan on moving forward with the Fireworks Display
and asked if there was any data that would confirm the amount of people expected at the event. Council Member Geraci
inquired if the fireworks were funded by HOT Funds and if any plans had been formulated to accommodate a large
amount of people. He asked if there is an amount of people the PD would not feel safe to provide safety to the public.
He shared that it is up to each citizen to abide by the recommended CDC Guidelines on social distancing, not the
Police/EMS. Lastly, he inquired if the Fireworks Display was cancelled, what plans would be included in a virtual display.
Council Member Geraci recommended the Fireworks Display move forward; and once the answers are received, then
Council can evaluate for a final decision.
Mr. Norwood reported the Fireworks Display is budgeted through HOT Funds; including staff overtime, and if this is not
the legitimate use of these funds, then the fireworks would be paid through the General Fund.
Chief Arata reported the fireworks will be displayed in the same area as previous years and to be able to view, one must
be fairly close. The last few years have had a turnout of around 4,500 people. He stated the Police Department will
maintain safety with all officers working, and expects people to show up early to secure a good spot.
Council Member Bone asked if the Town issues a permit and Mr. Norwood confirmed the permit is issued by the State.
Council Member Monger asked about pushing out the Fireworks Display one month. Mr. Carroll confirmed that the
Fireworks Display could be rescheduled as far out as April 2021 while the band could be rescheduled between now and
December 31, 2020.
Mayor Pro Tem Shoffner recommended the Town delay a decision until the next Council Meeting and see what other
cities are doing, and to hear Governor Abbott’s plans. He asked staff to move forward with the event planning. Mr.
Norwood reported that staff is moving forward to host the event, and has been in discussions with Trophy Club Country
Club and exploring other options. Mayor Pro Tem Shoffner shared his opinion that if Southlake were to host their event,
which has better spacing, then Trophy Club does not need to host a 4th of July event but could reschedule later in the
year with a bigger experience as Council Member Monger recommended. Lastly, he added that Council will be in a better
situation in two weeks to decide to host or cancel this event.
Town Council Meeting Page 8 of 46 June 9, 2020
Town Council Minutes May 26, 2020 Page 4 of 5
Council Member Geraci stated he was in favor of having the Fireworks Display and supports Chiefs Arata and Taylor on
providing a traffic plan for street closures/wrist bands. He shared that the 4th of July represents what the USA stands for
and if the event is rescheduled to a later date; it diminishes the true meaning of the holiday. He added that in the next
two weeks staff should have more data to help make a decision. Council Member Monger suggested the possibility of
having everyone pre-register, which could assist with crowd control.
Mayor Sanders commented that he was torn on this item. He added that many people are still staying home but as more
venture out, will things change with the virus. He shared that the pre-registration is an option requiring additional staff.
He also shared that postponing the event to a later date would not have the same significance as the actual holiday. He
mentioned the risk of promoting people standing closer together puts Police and Fire Departments at risk with added
pressure of not knowing how many will show. He agreed that waiting on Governor Abbott’s direction will help Council
make a decision. If Southlake hosts their event; it has been scheduled for July 3, 2020.
Marketing Manager Lind reported that she has received an estimate for Virtual Online Display with Council messages at
a cost of $1,000 fully delivered. Mayor Sanders commented this could help put Trophy Club on the map but would
compete with the National Programs.
Council Member Bone asked Town Attorney Dodd to clarify if fireworks could be budgeted through HOT Funds. Mr. Dodd
mentioned the main question will be how open are the hotels at this time; and if they are not open, there will be no
“heads in beds”. Council Member Bone asked staff to move forward with the planning and that the final determination
be made at the next meeting. This would give time to contact the vendor before the 8th of June as requested. Mr. Dodd
confirmed the Town contractually has after the June 8th deadline that the vendor verbally requested.
Council Member Bone asked if the Council required a vote to host fireworks or is it something that can move forward.
Mayor Sanders confirmed the Council does not require a vote for this item but that Town Manager Norwood needs
direction for staff. Mr. Norwood confirmed a vote was not required but are close to thirty days out and there are logistics
that need to be planned.
Chief Taylor reported talking with neighboring communities, Roanoke in particular, and if Trophy Club were to host the
event, the City of Roanoke was reluctant to expose their Police/Fire Personnel. Additionally, the influx of people on the
377 corridor would increase the burden on Roanoke’s Personnel. Lastly, he stated the Fire Department is ready to assist
if the event is held.
Mayor Sanders felt it was appropriate to have a vote to give direction to staff of going forward or not moving forward on
this event.
Motion:
A motion was made by Mayor Sanders to cancel the Fireworks Display with no further investigation by staff. The motion
did not receive a second; therefore, a vote was not in order.
Motion:
A motion was made by Council Member Bone, seconded by Council Member Geraci for the Town of Trophy Club to move
forward with the Fourth of July Fireworks Display and that staff continue their investigative planning.
Motion carried 4-1-0.
Mayor Pro Tem Shoffner stated that a firm decision needs to be made at the June 9, 2020 Town Council Meeting. Mr.
Norwood agreed with Mayor Pro Tem Shoffner’s suggestion and added that the vendor will not have an issue with
whatever date is chosen.
Town Council Meeting Page 9 of 46 June 9, 2020
Town Council Minutes May 26, 2020 Page 5 of 5
Mayor Sanders announced there were no items to discuss in Executive Session.
ADJOURNMENT
Mayor Sanders adjourned the meeting at 8:01 P.M.
ATTEST:
_ _
Leticia Vacek, TRMC/CMC/MMC C. Nick Sanders, Mayor
Town Secretary/RMO
Town Council Meeting Page 10 of 46 June 9, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-158-T Name:
Status:Type:Resolution Draft
File created:In control:6/1/2020 Town Council
On agenda:Final action:6/9/2020
Title:Extension of Proclamation 2020-02 declaring a Local Disaster for the Town of Trophy Club, Texas
(Mayor Sanders).
Attachments:Proc. 2020-02 Updated Declaring Local Disaster Amended May 29, 2020.pdf
Staff Report for Disaster Declaration June 9, 2020.pdf
Action ByDate Action ResultVer.
Extension of Proclamation 2020-02 declaring a Local Disaster for the Town of Trophy Club, Texas (Mayor Sanders).
Town Council Meeting Page 11 of 46 June 9, 2020
TOWN OF TROPHY CLUB
PROCLAMATION 2020-02
Amended March 31, 2020
Amended April 28, 2020
Amended May 29, 2020
AN EXTENSION OF PROCLAMATION 2020-02 DECLARING A LOCAL DISASTER
FOR THE TOWN OF TROPHY CLUB, TEXAS ISSUED ON THE 29TH DAY OF MAY
2020 THROUGH THE 23RD DAY OF JUNE 2020.
WHEREAS, in December 2019 a novel coronavirus, now designated COVID-19,
was detected in Wuhan City, Hubei Province, China. Symptoms of COVID-19 include
fever, cough, and shortness of breath. Outcomes have ranged from mild to severe
illness, and in some cases death; and
WHEREAS, on March 11, 2020 the World Health Organization (WHO) declared
COVID-19 as a pandemic; and
WHEREAS, on March 13, 2020 the President of the United States did find and
proclaimed that the COVID-19 outbreak in the United States constitutes a National
Emergency; and
WHEREAS, on March 13, 2020 the Governor of the State of Texas certified that
COVID-19 poses an imminent threat of disaster in the state and declared a state of
disaster for all counties in Texas; and
WHEREAS, on March 13, 2020 the County Judge of Tarrant County issued a
Declaration of Local Disaster due to Public Health Emergency, the Tarrant County
Commissioners issued a Renewal of the Declaration of Local Disaster due to a Public
Health Emergency on March 17, 2020 and the First Amended Declaration of Local
Disaster due to Public Health Emergency was issued on March 18, 2020; and
WHEREAS, also on March 17, 2020 the County Judge of Denton County, Texas
certified that COVID-19 poses an imminent threat of disaster in Denton County and
declared a State of Disaster for all of Denton County; and
WHEREAS, the Mayor of the Town of Trophy Club, Texas has determined that
extraordinary measures must be taken to respond quickly, prevent and alleviate the
suffering of people exposed to and those infected with the virus, as well as those that
could potentially be infected or impacted by COVID-19, and to protect or rehabilitate
property; and
WHEREAS, the Town of Trophy Club entered into a Joint Resolution with Denton
County to form an Interjurisdictional Emergency Management Program, adopted
through Trophy Club Resolution 2018-07 allowing the Town of Trophy Club to operate
within the Interjurisdictional Emergency Management Plan;
Town Council Meeting Page 12 of 46 June 9, 2020
NOW THEREFORE, BE IT PROCLAIMED BY THE TOWN OF TROPHY CLUB:
1. That a Local State of Disaster is hereby declared for the Town of Trophy Club, Texas,
pursuant to Section 418.108(a) of the Texas Government Code.
2. Pursuant to Section 418.108(b) of the Government Code, this declaration of local
disaster shall continue for a period through June 23, 2020 from the date of this
declaration unless continued or renewed by the Town Council.
3. Pursuant to Section 418.l08(c) of the Government Code, this declaration of local
disaster shall be filed promptly with the Town Secretary, and shall be given prompt and
general publicity.
4. Pursuant to Section 418.108(d) of the Government Code, this declaration of local
disaster activated the Town of Trophy Club's and Denton County's Interjurisdictional
Emergency Management Program.
5. This Declaration enables the Town of Trophy Club to take any action authorized
under Federal or State Law and/or the Disaster Declaration from the State of Texas
and/or Denton County Commissioners Court adopted by Trophy Club Resolution 2018-
07.
6. That this proclamation shall take effect immediately from and after its issuance.
DECLARED AND ORDERED this 9th day of June 2020.
C. Nick Sanders, Mayor
ATTEST:
Leticia Vacek, TRMC/CMC/MMC
Town Secretary/RMO
Town Council Meeting Page 13 of 46 June 9, 2020
Page 1 of 2
To: Mayor and Town Council
From: Wade Carroll, Assistant Town Manager
CC: Steve Norwood, Town Manager
Leticia Vacek, Town Secretary/RMO
Re: Disaster Declaration
Town Council Meeting, October 9, 2020
Agenda Item:
Extension of Proclamation 2020-02 declaring a Local Disaster for the Town of Trophy Club,
Texas (Mayor Sanders).
Strategic Link:
Safety & Security: Achieve exceeding high standards for public safety and low crime rates.
Background and Explanation:
On March 31, 2020 Council approved a Declaration of a Local Disaster for the Town of Trophy
Club to ensure that our Town and our local businesses could apply and qualify for grants or
other federal and state aid. The original declaration has been renewed previously but is only
active for 30 days when approved by Council and is due for renewal again. The declaration is
timed to expire at our next Council Meeting since we do not have a Council Meeting during the
first 2 weeks of July. The declaration is broad in its language to allow the Town of Trophy Club
to follow any guidelines given to us by the Governor’s office whose executive orders supersede
any county or local declarations or orders. Both the State of Texas and Denton County, who
assist the Town in running our Emergency Management Programs by Inter-Local Agreement
(ILA), are still under Disaster Declarations of their own and therefore it is appropriate that the
Town of Trophy Club continue its declaration as well.
Financial Considerations:
Currently no reimbursements or grants are dependent on the Local Disaster Declaration
however, this could be required in the future.
Legal Review:
David Dodd has reviewed and approved the disaster declaration.
Town Council Meeting Page 14 of 46 June 9, 2020
Page 2 of 2
Board/Commission/ or Committee Recommendation:
Not applicable.
Staff Recommendation:
Staff recommends Council approve the Declaration of a Local Disaster for the Town of Trophy
Club.
Attachments:
• Declaration of Local Disaster
Town Council Approval:
_____________________________
Mayor C. Nick Sanders or designee
Town Council Meeting Page 15 of 46 June 9, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-165-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/5/2020 Town Council
On agenda:Final action:6/9/2020
Title:A Resolution for the Appointment of Jim Carter to the Denco Area 9-1-1 District Board of Managers
(Mayor Sanders).
Attachments:Denco Area 9-1-1 District Appointment Nominees.pdf
Res. 2020-11 Appointment Denco Area 9-1-1 Board of Managers.pdf
Staff Report-Denco Area 9-1-1 District Board of Managers.pdf
Action ByDate Action ResultVer.
A Resolution for the Appointment of Jim Carter to the Denco Area 9-1-1 District Board of Managers (Mayor Sanders).
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TOWN OF TROPHY CLUB
RESOLUTION 2020-11
A RESOLUTION FOR THE APPOINTMENT OF JIM CARTER
TO THE BOARD OF MANAGERS OF THE DENCO AREA
9-1-1 DISTRICT.
WHEREAS, Section 772, Health and Safety Code, provides that two voting
members of the Board of Managers of an Emergency Communications District shall
be appointed jointly by all cities and towns lying wholly or partly within the District;
NOW THEREFORE BE IT RESOLVED BY THE COUNCIL OF THE TOWN OF
TROPHY CLUB, TEXAS:
Section 1
The Town of Trophy Club hereby VOTES TO APPOINT Jim Carter as a member of
the Board of Managers of the Denco Area 9-1-1 District for the two year term
beginning October 1, 2020.
Section 2
That this resolution shall become effective immediately upon its passage and approval.
PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas,
on this 9th day of June, 2020.
C. Nick Sanders, Mayor
ATTEST:
Leticia Vacek, TRMC/CMC/MMC
Town Secretary/RMO
Town Council Meeting Page 25 of 46 June 9, 2020
Page 1 of 1
To: Mayor and Town Council
From: Leticia Vacek, Town Secretary/RMO
CC: Steve Norwood, Town Manager
Wade Carroll, Assistant Town Manager
Re: Appointment of Jim Carter to the Denco Area 9-1-1 District Board of Managers
Agenda Item:
Appointment of Jim Carter to the Denco Area 9-1-1 District Board of Managers.
Background and Explanation:
In May 2020, the Trophy Club Town Council Nominated Jim Carter to the Denco Area 9-1-1
District Board of Managers. Nominations from various entities have been received and Jim
Carter has been nominated by 16 out of the 18 cities.
Legal Review:
A Council Resolution is due to Denco Area 9-1-1 District Board of Managers no later than 5 PM
on July 31, 2020.
Staff Recommendation:
It is recommended that the Trophy Club Town Council Appoint Jim Carter by Resolution to the
Denco Area 9-1-1 District Board of Managers.
Attachments:
Resolution 2020-11
Denco Area 9-1-1 Appointment Nominees List
Town Council Meeting Page 26 of 46 June 9, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-164-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/4/2020 Town Council
On agenda:Final action:6/9/2020
Title:Take appropriate action regarding a contract for the pipe rail fence repairs at Trophy Club Park not to
exceed $35,365.00 (S. Norwood).
Attachments:Staff Report - Trophy Club Park Fence Repair.pdf
Triple C Requisition Request June 9, 2020.pdf
Fence repair proposals.pdf
Action ByDate Action ResultVer.
Take appropriate action regarding a contract for the pipe rail fence repairs at Trophy Club Park not to exceed $35,365.00
(S. Norwood).
Town Council Meeting Page 27 of 46 June 9, 2020
Page 1 of 2
To: Mayor and Town Council
From: Tony Jaramillo, Director of Parks and Recreation
CC: Steve Norwood, Town Manager
Letty Vacek, Town Secretary/RMO
Re: Pipe rail fence repair in Trophy Club Park
Town Council Meeting, June 9, 2020
Agenda Item:
Take appropriate action regarding the pipe rail fence repairs at Trophy Club Park not to exceed
$35,365.00 (S. Norwood).
Strategic Link:
Nature and Beautification – Improve the aesthetic and recreational value of the Town.
Background and Explanation:
On October 9, 2018, Council approved a Trophy Club Park Masterplan presented by staff. The
Masterplan included installing a new pipe rail fence outlining a new Motocross Track which will
be reimbursed by an awarded grant from Texas Parks and Wildlife. However, because of the
amount of rain activity received since the presentation, the Motocross Race scheduled was
canceled which was the source for the new track in which the new pipe rail fence was scheduled
to be installed. Staff has made the strategic decision to utilize the funds that are allocated (for
pipe rail fence purposes) only to repair the existing pipe rail fence in various locations, replace
sections in disrepair and install maze entrances where needed in order for patrons to utilize.
Staff obtained three quotes for the repair of pipe rail fence project and is recommending the
approval of awarding Triple C Fence with a contract of $35,365.00 to complete all work specified
in their proposal. Triple C Fence is accredited through the Better Business Bureau with an A+
rating. Additionally, staff contacted two references provided by the contractor in which both
provided positive feedback in regards to their work performance.
Town Council Meeting Page 28 of 46 June 9, 2020
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Financial Considerations:
The total amount of the fence project is $35,365.00 the grant is an 80/20 split in which the Town’s
responsibility will be $7,073. The remainder balance of $28,292.00 will be reimbursed to the
Town. However, the full amount must be funded by Trophy Club Park upfront in order to
complete the project.
The following contractors submitted formal quotes
HUB Total Original Quote Additional work
Triple C 35,365 $26.435 $8,930
Cost Cutters 35,735 $35,735*
Symone X 38,731.24 $20,234.84 $18.496.40
*Additional work included in quote
Legal Review:
Not applicable
Board/Commission/ or Committee Recommendation:
Not applicable
Staff Recommendation
Staff recommends Council approve the pipe rail fence repairs by Triple C Fence at Trophy Club
Park as part of the Masterplan approval. Staff discussed and reviewed all quotes with the
Finance Department and are in concurrence.
Attachments:
• Three proposals
• Requisition Request Form
Town Council Approval:
_____________________________
Mayor C. Nick Sanders or designee
Town Council Meeting Page 29 of 46 June 9, 2020
PO Number
Date :6/4/2020 Department Parks & Rec
Delivery Address Project#
1 Trophy Wood Drive
Trophy Club, TX 76262
Account Number Quantity Unit Amount Total Amount
09-400-65100 1 35,365.00 35,365.00$
Project 001 -$
-$
-$
-$
-$
-$
-$
-$
Co-op info:-$
Total 35,365.00$
Comments
Requested by:Approved by:
Finance Approved by:
The Town of Trophy Club must have a completed Vendor Packet on file before a requisition can be accepted by the Finance Department.
Haslet, TX 76052
PURCHASE REQUISITION FORM
Vendor (Name & Address)
Triple C Fence
1803 Avondale Haslet Road
Description
Pipe Rail Fence Repair at Trophy Club Park
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1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-157-T Name:
Status:Type:Agenda Item Draft
File created:In control:5/27/2020 Town Council
On agenda:Final action:6/9/2020
Title:Take appropriate action on holding the 4th of July Celebration (S. Norwood).
Attachments:4th of July - Parking Lot sites.pdf
Staff Report - July 4th Firework Display.pdf
Action ByDate Action ResultVer.
Take appropriate action on holding the 4th of July Celebration (S. Norwood).
Town Council Meeting Page 40 of 46 June 9, 2020
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To: Mayor and Town Council
From: Wade Carroll, Assistant Town Manager
CC: Steve Norwood, Town Manager
Leticia Vacek, Town Secretary/RMO
Re: Firework Display
Town Council Meeting, June 9, 2020
Agenda Item:
Take appropriate action on holding the Fourth of July Celebration.
Strategic Link:
Safety and Security: Achieve exceedingly high standards for public safety and low crime rates.
Administrative and Financial Services:
Exercise fiscal discipline in all Town operations
Provide strong internal and external marketing and communications
Background and Explanation:
At the May 26, 2020 Town Council Meeting a discussion took place regarding staff’s hesitancy to
recommend a mass gathering of our citizens to watch the Annual July 4th Celebration held at the
Independence East Park during the current COVID-19 crisis. Council voted in favor of staff
planning a “fireworks only” display while continuing to gather more information from
department heads, the Town Attorney, other Town or Cities scheduling of a similar event, and
the Texas Governor’s office. Staff has completed its research and found the following
information for consideration by Council and requests direction on moving forward with a
modified July 4th Celebration.
1. Council has clearly supported the idea of continuing to celebrate the July 4th
Independence Day by voting to continue the planning of the fireworks only show at the
May 26th Council Meeting with a vote of 4:1
2. This event has experienced between 4,000 and 5,000 people in attendance annually
however, with other area shows being cancelled we are preparing for a mass gathering of
7,000 to 8,000 people. On June 3rd the Governor updated his Open Texas Plan allowing
for gatherings over 500 for events similar to July 4th Celebrations. With this in mind other
cities may reconsider their fireworks show.
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3. NISD has begun construction at Byron Nelson High School but is graciously allowing us to
use the Medlin Middle School and Beck Elementary parking lots. We will have a total of
1,535 parking spots available for patrons in the following areas; Byron Nelson High School
south lot, Medlin Middle School, Beck Elementary School, Independence Park East,
Trophy Club Pool and the shopping center at 2200 Bobcat Blvd. This does not include
parallel parking along residential streets.
Fireworks Show Cost Breakdown
Description Cost
Fireworks Display $24,000
PD Staffing $3,500
FD Staffing $1,500
Parks and Rec Staffing $2,200
Street Dept. Staffing $525
Golf Cart Rental for staff use $2,100
Food and Drinks for staff $300
Water for patrons $1,000
Band $14,000
Hand washing stations $750 (refundable)
Cleaning Supplies $300 (refundable)
Portable Restrooms $3,000
Total $53,175
Staff Recommendations:
Staff would like to move forward with a modified July 4th Celebration including a Fireworks
Display, band, and food vendors. This plan does not include the parade, 5K run or children’s’
games such as bounce houses which would require more staffing to achieve higher levels of
sanitation expectations. Normally the full day July 4th event planning takes 3 to 4 months and
although we have begun the planning process there are only 25 days left to complete our
planning of the event. Simultaneously we have recreation staff planning for the opening of the
community pool which normally would have already been open. The evening of the event we
will have our park bathroom facilities available, portable toilets, and hand washing stations
spread throughout the area and food vendors will be on site before and during the event. Cost
of the proposed celebration is approximately $53,175. The Denton County Health Department
has been consulted and has recommended that all events of this nature limit the length of the
events and thereby shorten the time of possible exposure to COVID-19. Bathrooms and food
vendor stations will be cleaned and sanitized as often as possible. Hand washing stations and
cleaning supplies are expected to be refundable expenses as part of the Town’s COVID-19
response.
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Financial Considerations:
The July 4th Celebration event generally costs between $92,000 and $100,000 annually and is
paid for out of HOT Funds. With a scaled down event sufficient funds are available.
Legal Review:
Not Applicable.
Board/Commission/ or Committee Recommendation:
Not applicable.
Staff Recommendation:
Staff recommends Council provide direction to staff in finalizing a modified July 4th Celebration
that will include Fireworks Display, a band, and food vendors for entertainment before and during
the fireworks show.
Attachments:
• Parking Lot Count Map
Town Council Approval:
_____________________________
Mayor C. Nick Sanders or designee
Town Council Meeting Page 44 of 46 June 9, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-160-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/3/2020 Town Council
On agenda:Final action:6/9/2020
Title:Pursuant to the following designated section of the Texas Government Code, Annotated, Chapter
551.072 Deliberation regarding Real Property (Texas Open Meetings Act), the Council will convene
into executive session to discuss the following:
A) Hogan’s Glen HOA Update (S. Norwood).
B) Consultation with Town Attorney regarding John Artuso vs. Town of Trophy Club (S.
Norwood).
Attachments:
Action ByDate Action ResultVer.
Pursuant to the following designated section of the Texas Government Code, Annotated, Chapter 551.072 Deliberation
regarding Real Property (Texas Open Meetings Act), the Council will convene into executive session to discuss the
following:
A) Hogan’s Glen HOA Update (S. Norwood).
B) Consultation with Town Attorney regarding John Artuso vs. Town of Trophy Club (S. Norwood).
Town Council Meeting Page 45 of 46 June 9, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-162-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/3/2020 Town Council
On agenda:Final action:6/9/2020
Title:Take appropriate action regarding the Executive Session (S. Norwood).
Attachments:
Action ByDate Action ResultVer.
Take appropriate action regarding the Executive Session (S. Norwood).
Town Council Meeting Page 46 of 46 June 9, 2020