Complete Agenda Packet - 06/23/2020Town Council
Town of Trophy Club
Meeting Agenda
1 Trophy Wood Drive
Trophy Club, Texas 76262
Workshop Session - Training/EOC Room
Regular Session - Council Chambers
5:30 PMTuesday, June 23, 2020
CALL TO ORDER AND ANNOUNCE A QUORUM
CONVENE INTO WORKSHOP SESSION AT 5:30 P.M. in TRAINING/EOC ROOM.
1.2020-166-T Discussion regarding the Town of Trophy Club Overview of Budget (S. Norwood)
2.2020-167-T Discussion regarding the Town of Trophy Club Hotel Occupancy Fund (S. Norwood)
3.2020-168-T Discussion regarding the Town of Trophy Club Capital Projects (S. Norwood)
CONVENE INTO REGULAR SESSION - ESTIMATED START TIME - 7:00 P.M.
CALL TO ORDER AND ANNOUNCE A QUORUM
INVOCATION - led by Reverend Edlen Cowley
PLEDGES - led by Council Member Monger
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 an 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
4.2020-163-T Badge Pinning Ceremony for newly hired Fire Chief Jack Taylor and Firefighter Jason
Countryman (S. Norwood).
Town Council Meeting Page 1 of 54 June 23, 2020
June 23, 2020Town Council Meeting Agenda
5.2020-169-T Receive Town Manager Norwood’s update and provide input regarding the following (S.
Norwood).
*Meadowbrook Lane Update
*American Heart Association Mission; Lifeline's Gold Award for Trophy Club Fire
Department
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.
6.2020-175-T Take appropriate action regarding the Town Council Regular Session Minutes dated June
9, 2020 (S. Norwood).
(DRAFT)-Town Council Regular Session Minutes - June 9, 2020.pdfAttachments:
7.2020-176-T Request from Shane Philpott to waive late fees and penalties for The Christian Fellowship
in the amount of $259.35 (S. Norwood).
Staff Report - Waiver of Penalties and Interest Account #536566DEN.pdf
THECHRISTIANFELLOWSHIP-PHILPOTT.pdf
Attachments:
8.2020-181-T Take appropriate action relating to office copiers' lease not to exceed the amount of
$34,000 (S. Norwood).
Staff Report-3 year copier contract - June 23, 2020.pdf
Town of TC - Copier Proposal.pdf
Attachments:
INDIVIDUAL ITEM(S)
9.2020-171-T Take appropriate action regarding the Interlocal Agreement for Fleet Service for the
Trophy Club Fire Department (S. Norwood).
ILA -Watauga and Trophy Club -Vehicle Maintenance 2020 .pdf
SMEG Maintenance Pricing 2018.pdf
Attachments:
10.2020-170-T Presentation by SAMCO, the Town’s Financial Advisor, on refunding some of the Town’s
currently outstanding debt for interest rate savings and authorizing Town Staff and
Financial Advisor to proceed with the Refunding (S. Norwood).
Staff Report - Series 2010 Refunding - June 23, 2020.pdf
TC Refunding Summary.pdf
Attachments:
11.2020-180-T Review and provide direction to staff on Future Agenda Items List (S. Norwood).
EXECUTIVE SESSION
Town Council Meeting Page 2 of 54 June 23, 2020
June 23, 2020Town Council Meeting Agenda
RECONVENE INTO REGULAR SESSION
12.2020-174-T Take appropriate action regarding Executive Session (S. Norwood).
ADJOURN
* The Town Council may convene into executive session to discuss posted items as
allowed by the Texas Open Meetings Act, LGC.551.071
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 19, 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, please contact the Town
Secretary’s Office at 682-237-2903 or 682-237-2903, 48 hours in advance, and
reasonable accommodations will be made to assist you.
Town Council Meeting Page 3 of 54 June 23, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-166-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/9/2020 Town Council
On agenda:Final action:6/23/2020
Title:Discussion regarding the Town of Trophy Club Overview of Budget (S. Norwood)
Attachments:
Action ByDate Action ResultVer.
Discussion regarding the Town of Trophy Club Overview of Budget (S. Norwood)
Town Council Meeting Page 4 of 54 June 23, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-167-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/9/2020 Town Council
On agenda:Final action:6/23/2020
Title:Discussion regarding the Town of Trophy Club Hotel Occupancy Fund (S. Norwood)
Attachments:
Action ByDate Action ResultVer.
Discussion regarding the Town of Trophy Club Hotel Occupancy Fund (S. Norwood)
Town Council Meeting Page 5 of 54 June 23, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-168-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/9/2020 Town Council
On agenda:Final action:6/23/2020
Title:Discussion regarding the Town of Trophy Club Capital Projects (S. Norwood)
Attachments:
Action ByDate Action ResultVer.
Discussion regarding the Town of Trophy Club Capital Projects (S. Norwood)
Town Council Meeting Page 6 of 54 June 23, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-163-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/3/2020 Town Council
On agenda:Final action:6/9/2020
Title:Badge Pinning Ceremony for newly hired Fire Chief Jack Taylor and Firefighter Jason Countryman (S.
Norwood).
Attachments:
Action ByDate Action ResultVer.
Badge Pinning Ceremony for newly hired Fire Chief Jack Taylor and Firefighter Jason Countryman (S. Norwood).
Town Council Meeting Page 7 of 54 June 23, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-169-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/9/2020 Town Council
On agenda:Final action:6/23/2020
Title:Receive Town Manager Norwood’s update and provide input regarding the following (S. Norwood).
*Meadowbrook Lane Update
*American Heart Association Mission; Lifeline's Gold Award for Trophy Club Fire Department
Attachments:
Action ByDate Action ResultVer.
Receive Town Manager Norwood’s update and provide input regarding the following (S. Norwood).
*Meadowbrook Lane Update
*American Heart Association Mission; Lifeline's Gold Award for Trophy Club Fire Department
Town Council Meeting Page 8 of 54 June 23, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-175-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/15/2020 Town Council
On agenda:Final action:6/23/2020
Title:Take appropriate action regarding the Town Council Regular Session Minutes dated June 9, 2020 (S.
Norwood).
Attachments:(DRAFT)-Town Council Regular Session Minutes - June 9, 2020.pdf
Action ByDate Action ResultVer.
Take appropriate action regarding the Town Council Regular Session Minutes dated June 9, 2020 (S. Norwood).
Town Council Meeting Page 9 of 54 June 23, 2020
Town Council Minutes June 9, 2020 Page 1 of 3
TOWN OF TROPHY CLUB
TOWN COUNCIL REGULAR SESSION MINUTES
TUESDAY, JUNE 9, 2020, 7 P.M.
The Trophy Club Town Council met in a Regular Session on Tuesday, June 9, 2020. The meeting was held at Town Hall,
1 Trophy Wood Drive in the Council Chambers.
TOWNCOUNCIL 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, Council
Members Bone, Monger and Geraci.
The Invocation was offered by Mayor Sanders.
The Pledges to the American Flag and Texas Flag were led by Council Member Bone.
Town Secretary Vacek confirmed no speakers registered for Public Comment.
ANNOUNCEMENTSANDREPORTS
1. Receive Town Manager Norwood’s Update (S. Norwood).
• COVID 19 – Town Manager Norwood reported there were three new cases diagnosed in Trophy Club; he
commented on the Town seeing more activity recently and felt the increase was partly due to the recent
increased occupancy rate to seventy-five percent; while travel seems to be limited. Mr. Norwood add that a
ZOOM Meeting with the area hotels would be held on June 10, 2020 to address any issues/concerns/challenges.
• Peaceful Demonstration Update held June 4, 2020 –Mr. Norwood reported the demonstration brought in over
700 people and shared his opinion that the outcome was very special for the Town; he applauded the Police
Department’s involvement that kept everyone safe, as well as the Fire Department’s assisting with issues due to
the heat. He mentioned training was provided by senior officers to our new officers.
CONSENTAGENDA
2. Take appropriate action regarding the Town Council Regular Session Minutes dated May 26, 2020 (L. Vacek).
Town Council Meeting Page 10 of 54 June 23, 2020
Town Council Minutes June 9, 2020 Page 2 of 3
3. Extension of Proclamation 2020-02 declaring a Local Disaster for the Town of Trophy Club, Texas (Mayor
Sanders).
4. A Resolution for the Appointment of Jim Carter to the Denco Area 9-1-1 District Board of Managers (Mayor
Sanders).
5. Take appropriate action regarding a contract for the pipe rail fence repairs at Trophy Club Park not to exceed
$35,365.00 (S. Norwood).
Motion:
Council Member Bone moved to approve Consent Items # 2 through #5. Council Member Geraci seconded the motion.
Motion carried unanimously 5-0-0.
INDIVIDUAL ITEMS
6. Take appropriate action on holding the 4th of July Celebration (S. Norwood).
Mr. Norwood reported that the Town has sufficient funds available for the 4th of July Event but cannot recommend a full
celebration this late in time. He reported that Governor Abbott’s June 3rd Update will allow mass gatherings, with specific
guidelines. Trophy Club Staff has been in contact with the Denton County Health Department with the proposed plans,
as well as the CDC Guidelines. He noted there will be additional field space available for social distancing and that Staff
is concurrently working on opening up the swimming pool June 20th. Mr. Norwood stated that Staff recommends a
modified approach and asked that Council give clear direction on how to proceed with this Town Event; Fireworks only,
or Fireworks, Band, and Food Vendors, without a parade, bounce house structures, or a 5k Run. Assistant Town Manager
Carroll responded to the question of surrounding cities; Southlake is looking at holding a fireworks only display, Grapevine
will hold a fireworks display, while the majority of the surrounding cities have made decisions not to have fireworks as of
today, such as Irving and Flower Mound.
Council Member Bone asked what the timeline would look like if staff moves forward with a modified celebration of
fireworks, band and food vendors. Mr. Carroll responded that the Denton County Public Health’s highest
recommendation was to not include bounce houses as well as to shorten the event to lessen exposure. The Staff is
looking at having food vendors serve between 6 - 7 PM; the Band would play between 7 – 8 PM; followed by the fireworks
at 9:20 PM. It was noted that Southlake will hold their Fireworks Show on July 3rd. Council Member Bone suggested the
Town’s Fireworks Show coincide with Southlake’s Show to provide a choice rather than being the only celebration on July
4th. Council Member Geraci stated that if it is decided to have food vendors; it allows the local businesses the opportunity
to recoup some of their recent losses due to COVID-19.
Mayor Pro Tem Shoffner asked Director of Parks & Recreation Jaramillo how many had attended previous shows as well
as the number of wristbands distributed last year. Mr. Jaramillo replied that roughly 5,000 people attended the event in
2019 and approximately 1,000 child wristbands were sold. Mayor Pro Tem Shoffner stated that the attractions are the
draw for many folks outside of the town; thus, food trucks would be ideal. It was asked if the band playing would also
be shortened. Mr. Carroll replied yes. It was noted that the band would charge the full amount regardless of the hours
played. A discussion ensued with regards to utilizing the band in October for Community Night since there would be no
reduction in cost or time for the July 4th Event. Mayor Pro Tem Shoffner stated he was in support of having food trucks.
Council Member Monger suggested the food vendors accept credit cards only and no cash.
Mayor Sanders asked Mr. Jaramillo if he had the number of wrist bands given out strictly for Trophy Club Residents. That
number was unknown at this time but could provide. Mayor Sanders stated that he was in favor of having Fireworks but
was not in favor of food vendors, which could increase the crowd and risks.
Mr. Bone asked of the sales tax from area vendors and where it is reported, and suggested that the band be utilized in
October for Community Night. Mayor Sanders reported the sales tax would not necessarily be reported in Trophy Club
as sales tax does not have to be reported at remote locations. Council Member Geraci was also in favor of moving the
date of the band to October for Community Night and felt that outside food vendors compete with Trophy Club
Town Council Meeting Page 11 of 54 June 23, 2020
Town Council Minutes June 9, 2020 Page 3 of 3
restaurants. Council Member Geraci also shared his concern of the band attracting a larger crowd and mentioned his
personal situation of his family’s constraints. He felt it was important for everyone to continue to observe social
distancing but give the residents the opportunity to see the annual Fireworks Show.
Mayor Pro Tem Shoffner expressed disappointment to cancel the parade; and felt that it was an event for kids only. He
asked staff to brainstorm ideas for a modified Kids’ Parade. He added that the parade is one where Trophy Club Residents
attend; as with the Flag Planting.
Mayor Sanders clarified that Governor Abbott’s recent news conference is allowing a large gathering of 500; with the
recommendation of maintaining social distancing. Mr. Norwood responded that was correct and that the
recommendation was to include wearing masks.
Mayor Sanders mentioned approximately 20 resident emails were received in favor of a Fireworks Show. Mr. Jaramillo
noted that the high school parking lot will not be available for parade set-up as in the past. Mayor Sanders asked of the
pool hours and restrictions. Mr. Jaramillo responded that pool hours will be 11 AM – 9:30 PM and that the restriction is
set at fifty (50%) occupancy for the pool.
Motion:
Mayor Sanders moved to go forward with a Fireworks Show; without a band, and without food vendors, but added that
Staff plan a Kid’s Parade, if possible. Mayor Pro Tem Shoffner seconded the motion. Council Member Monger asked that
food vendors be added to the celebration in the case that Governor Abbott’s next news conference changes between
now and then. Mayor Sanders provided a friendly amendment to his motion to add food vendors. Mayor Pro Tem
Shoffner agreed as he seconded the motion.
Motion carried unanimously 5-0-0.
EXECUTIVE SESSION
7. 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).
CONVENED INTO EXECUTIVE SESSION
Mayor Sanders announced that the Council would recess into Executive Session at 7:41 pm.
RECONVENED INTO REGULAR SESSION
Mayor Sanders reconvened from Executive Session at 8:31 pm and announced that no action was taken.
ADJOURNMENT
Mayor Sanders adjourned the meeting at 8:31 pm.
ATTEST:
_ _
Leticia Vacek, TRMC/CMC/MMC C. Nick Sanders, Mayor
Town Secretary/RMO
Town Council Meeting Page 12 of 54 June 23, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-176-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/15/2020 Town Council
On agenda:Final action:6/23/2020
Title:Request from Shane Philpott to waive late fees and penalties for The Christian Fellowship in the
amount of $259.35 (S. Norwood).
Attachments:Staff Report - Waiver of Penalties and Interest Account #536566DEN.pdf
THECHRISTIANFELLOWSHIP-PHILPOTT.pdf
Action ByDate Action ResultVer.
Request from Shane Philpott to waive late fees and penalties for The Christian Fellowship in the amount of $259.35 (S.
Norwood).
Town Council Meeting Page 13 of 54 June 23, 2020
Page 1 of 2
To: Mayor and Town Council
From: Steve Norwood, Town Manager
CC: Leticia Vacek, Town Secretary
Mike Erwin, Finance Manager
April Duvall, Chief Financial Analyst
Re: Waiver Request from Denton County for penalties and interest
Account #536566DEN
Agenda Item:
Consider and take appropriate action regarding waiving PID4 penalties and interest on Account
#536566DEN in the amount of $172.90 in penalties and $86.45 in interest.(S. Norwood).
Strategic Link:
Administrative & Financial Services – Exercise fiscal discipline in all Town operations.
Background and Explanation:
A request for waiver of penalty and interest on the above mentioned account has been
received by the Denton County Tax Assessor/Collector office.
Due to act or omission on part of Appraisal District, property owner failed to make payment of
PID 4 assessment before the delinquency date. It was not realized that a PID assessment is not
subject to exemptions.
Payment has not yet been made, however property owner has been notified that payment
must be made within 21 days.
Pursuant to Section 33.01 I of the Property Tax Code, a request for waiver of penalty and
interest may be applicable.
Your delinquent tax attorney has reviewed and recommended a waiver of penalty and interest.
Council action is required for final waiver of the penalties and interest.
Financial Considerations:
Waiving a total of $259.35.
Town Council Meeting Page 14 of 54 June 23, 2020
Page 2 of 2
Legal Review:
Acceptable to Town Attorney
Board/Commission/ or Committee Recommendation:
Not applicable.
Staff Recommendation:
Staff recommends waiver of PID4 penalties and interest for Account #536566DEN.
Attachments:
• Request to Waive Penalty and Interest Response Memo
• Documentation from Denton County
Town Council Approval:
Mayor C. Nick Sanders or designee
Town Council Meeting Page 15 of 54 June 23, 2020
Date: June 11, 2020
DENTON COUNTY
Office of
Michelle French, P.C.C.
Tax Assessor/Collector
1505 E. McKinney St.
Denton , TX 76209
Dear Town of Trophy Club PIO fJ 4
Governing Body Waiver for Penalty and Interest on the following property tax account(s):
536566DEN
A reque st for waiver of penalty and interest on the above mentioned account(s) has been received by the Denton county Tax
Assessor/Collector office.
Due to act or omission on part of Appraisal District, property owner failed to make payment of PIO 4 assessment
before the delinquency date. It was not realized that a PIO assessment is not subject to exemptions.
See attached supporting documentation . Payment has not yet been made, however property owner has been
notified that payment must be made within 21 days.
The property owner has D has not @aid taxes , penalty and interest within the required 21 days from the date the
property owner knew or should have known that taxes were due .
Pursuant to Section 33.01 I of the Property Tax Code , a request for waiver of penalty and interest may be applicable.
Your delinquent tax attorney has reviewed and recommended a waiver of penalty and interest. However please consult
your attorney if there are questions regarding the accounts listed and the request for waiver.
~i nj~rely, W,~ & /W/,--L----
Denton County Tax Assessor/Collector
Motor Vehicle Department
P.O. Box 90204
Denton , TX 76202-5204
940-349-3510
www.tax.dentoncounty .com Property Tax Department
P .O. Box 90223
Denton , TX 76202-5223
940-349-3500 Town Council Meeting Page 16 of 54 June 23, 2020
REQUEST TO WAIVE PENAL TY AND INTEREST
RESPONSE MEMO
OFFICIAL ACTION OF GOVERNING BODY
Name of Governing Body: TOWN OF TROPHY CLUB, PIO# 4
Date:
Account Number(s): 536566DEN
Property Owner Name: THE CHRISTIAN FELLOWSHIP
On this date _____ , the Denton County Tax Assessor-Collector is hereby
authorized to provide for the following action:
_Waiver of penalty and interest is GRANTED on the above account number(s)
_Waiver of penalty and interest is DENIED on the above account number(s)
Signature
Printed Name
Town Council Meeting Page 17 of 54 June 23, 2020
Roll : NONE
Account I536566DEN _:] ADI SJ 1251 A-OOOOOD D-0000-0004 -0000 IM
Lege.I THE HIGHLANDS AT TROPHY CLUB Owner THE CHRISTIAN FELLOWSHIP Ste.t E I NEIGHBORHOOD 6 PHASE 2f' BLK DD 118115TH ST SW
Refresh I LOT 4 MASON OTY, IA 50401 US Sup I I
A Ve.I ~53,974 S Def I Deed j Acres j0.002352 Ceilin Information Fiduciaries jo found :J No Ceilings
L Ve.1~02,450 EDef j Vol p Sq Ft~ Exemptions !MISC ~
IVal Ag Def ~ Page ~ Inst I Roll jR: NonBilled lo Found :J
Loe 2704 TROPHY CLUB DR Me.p#j 06/11/2020 • Override P&I I Paid ~ 2/31/2018 Today
Receivables Detail I Audit Owner ID : N/A
r Current/Due r PriorYeo.rs r. All r Select. .. Values l fY ee.r. Unit Type .:]
Year Status Rec. Bal. Pen. Due Int. Due Col. Pen Total Due Paid Refund
TOTAL 1,728 .99 172 .90 86 .45 .00 1,988 .34 81,064 .07 .00 "'
8 2019 1,728 .99 172 .90 86 .45 .00 1,988.34 .00 .00
C28 .00 .00 .00 .00 .00 .00 .00
ESD2 .00 .00 .00 .00 .00 .00 .00
~ PIO4 1,728.99 172 .90 86 .45 .00 1,988.34 .00 .00
S11 .00 .00 .00 .00 .00 .00 .00
~ 061 .00 .00 .00 .00 .00 .00 .00
Town Council Meeting Page 18 of 54 June 23, 2020
Michelle French
Fro m:
Sent:
To :
Shane Phi lpott <shanephi1pott88@gmail.com>
Thursday, Ju ne 4, 2020 2:06 PM
Stacey Dvo ra cek
CAUTION: This email originated from outside the organization. Do not click links or open attachments unless you
recognize the sender and know the content is safe. Never enter your password or other sensitive information on linked
web pages contained in emails unless you are certain the web pages are safe . If you have questions or need
assistance , please contact the Help Desk .
Hello Stacey, I emailed you the email chain with Mason Justiss. The emails are dated and include property
number, amount assessed , and his response to disregard the bill. I am asking that late fees and penalties be
waived in light of this unique situation and that I was misdirected a number of months before these charges
were added and was unaware that the issue remained unresolved.
Please confirm you hav e received the email chain and let me know ifthere is anything else I can do to help.
Thank you so much for your help with this matter!
Shane Philpott
641-425-8895
1
-
Town Council Meeting Page 19 of 54 June 23, 2020
Michelle French
From:
Sent:
To:
Subject:
Matthew Tepper <Matthew.Tepper@mvbalaw.com >
Thursday, June 11, 2020 9:22 AM
Michelle French ; Craig Morgan
RE : P & I Waiver Request
CAUTION: This email originated from outside the organization . Do not click links or open attachments unless you
recognize the sender and know the content is safe. Never enter your password or other sensitive information on linked
web pages contained in emails unless you are certain the web pages are safe . If you have questions or need
assistance , please contact the Help Desk . _ J
Michelle,
That sounds like a case where an act by the appraisal district caused or resulted in the tax being paid late . As long as the
tax is paid within 21 days of the date the property owner realized that the PIO was not exempt, this can qualify for a
waiver under 33.0ll(a).
Thank you,
Matthew Tepper I Attorney
E-mail : Matthew .Tepper@mvbalaw.com
Main : 512 -323 -3200
Fax : 512 -323 -3294
mvba Going Further°! ..
McCrory Vesellca Bn.gg & Allen P.C. Attomeys at Law
From: Michelle French <Michelle.French@dentoncounty.com>
Sent: Wednesday, June 10, 2020 3:54 PM
To: Matthew Tepper <Matthew.Tepper@mvbalaw.com>; Craig Morgan <Craig.Morgan@mvbalaw.com>
Subject: P & I Waiver Request
Hi Gentlemen!
I am sorry that I missed you the other day when you were in town . I hope you are both doing well.
I have an unusual circumstance and wanted to confirm with you my thoughts on the issue . We have a request regarding
PIO 4, which is the Trophy Club PIO .
The issue is that the property owner had a religious exemption on the property. However because the PIO does not
have exemptions as a property tax does, the religious exemption did not attach to the PIO.
The property owner did not know that the PIO was not subject to exemptions. Additionally the appraiser with the
Appraisal District, working the exemptions, evidently did not realize a PIO was not subject exemptions. They sent a
supplement to us to add the exemption to the PIO only, and then went on to tell the property owner to ignore their tax
bill.
1 Town Council Meeting Page 20 of 54 June 23, 2020
The property owner didn't know that the exemptions didn't attach. Because it was a religious exemption, and all other
taxing units were wholly exempted, the property owner followed the instructions of the appraisal district and didn't pay
their PID assessment .
I believe this could fall under 33.011 but wanted to get your input as well. Do you believe this could be a valid waiver of
penalty and interest and could go to the municipal governing body to consider the waiver? While the assessment will
still be due, I think we could request a waiver .
Please let me know your thoughts.
Thanks!
Michelle French
Denton County Tax Assessor/Collector
https :/ /tax.dentoncounty. com
Phone 940-349-3500
Metro 972-434-8835
Fax: 940-349-3501
If your organization is not changing as fast on the inside as the world is changing on the outside; you will eventually cease to exist
~ Jack Welch, General Electric
You are never too old to set another goal or to dream a new dream ~C.S. Lewis
P lease note that any communication sent to the Denton County Tax Assessor-Collector may become public record and made available
for public/media review . ATTENTION PUBLIC OFFICIALS : a Reply to All of this e-mail could lead to violations of the Texas Open
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2 Town Council Meeting Page 21 of 54 June 23, 2020
Michelle French
Fro m:
Sent:
To:
Shane Phi lpott <shanephi lpott88@gmail.com>
Thursday, Ju ne 4, 2020 2:40 PM
Stacey Dv oracek
Subject: Fwd : Religi o n exem ption taxation bill
Follow Up Fl ag: Follow up
Flag Status: Flagged
CAUTION: This email originated from outside the organization . Do not click links or open attachments unless you
recognize the sender and know the content is safe . Never enter your password or other sensitive information on linked
web pages contained in emails unless you are certain the web pages are safe. If you have questions or need
assistance , please contact the Help Desk.
Begin forwarded message:
From: Shane Philpott <shanephilpott88 @ gmail.com>
Date: January 27 , 2020 at 3:52:15 PM CST
To: Mason Justiss <mason.justiss@ dentoncad.com>
Subject: Re: Religion exempti on taxation bill
Thank you. Much appreciated! Shane
On Jan 27 , 2020 , at 3 :45 PM, Mason Justiss <mason .justiss@dentoncad.com>
wrote:
Shane ,
I apologize for the delay . I am su bmitting a supplement to correct the tax record
for prop_id 536566. The exemption should hav e applied to all taxing entities but
for some reason one specific entity did not receive the exemption . It will take
some time for the supplement to be processed as we are going through a software
change but it will happen as soon as possible. Please be patient and disregard the
tax bill at this time.
On Wed, Jan 15 , 2020 at 3 :21 PM Shane Philpott <shanephilpott88 @ gmail.com>
wrote:
----------Forwarded message ---------
From: Shane Philpott <shanephilpott88 @ gmail.com>
Date: Thu, Jan 2, 2020 at 9:39 AM
1 Town Council Meeting Page 22 of 54 June 23, 2020
Michelle French
From:
Sent:
To:
Shane Philpott <shanephilpott88@gmail.com>
Thursday, June 4, 2020 2:36 PM
Stacey Dvoracek
Subject: Re : Religion exemption taxation bill
CAUTION: This email originated from outside the organization . Do not click links or open attachments unless you
recognize the sender and know the content is safe. Never enter your password or other sensitive information on linked
web pages contained in emails unless you are certain the web pages are safe . If you have questions or need
assistance , please contact the Help Desk.
It is in the email chain above , about the third one down, from Mason justice.
On Jun 4, 2020 , at 2 :2 8 PM , Stacey Dvoracek <Stacey.Dvoracek@dentoncounty.c om> wrote:
Mr. Philpott,
The email below is what you sent to the Denton CAD. I do not see any portion of the email where the
CAD replied. Do you have other emails?
Thank you,
Stacey Vvorcu:,elv
Chief Deputy for Michelle French
Denton County Tax Assessor/Collector
940-349-3523
From: Shane Philpott <shanephilpott88@gmail.com>
Sent: Thursday, June 4, 2020 2:04 PM
To: Stacey Dvoracek <Stacey.Dvoracek@dentoncounty.com>
Subject: Fwd : Religion exemption taxation bill
CAUTION: This email originated from outside the organization . Do not click links or open attachments unless you
recognize the sender and know the content is safe. Never enter your password or other sensitive information on linke
web pages contained in emails unless you are certain the web pages are safe. If you have questions or need
assistance , please contact the Help Desk.
----------Forwarded message ---------
From: Shane Philpott <shanephilpott88 @ gmail.com>
Date: Thu, Jan 2 , 2020 at 9:39 AM
Subject: Religion exemption taxation bill
To: <mason.justiss@dentoncad.com>
1 Town Council Meeting Page 23 of 54 June 23, 2020
Subject: Religion exemption taxation bill
To: <mason.justiss @dentoncad .com>
Resending again on Jan 15, 2020: I really need assistance with this. I have called
every number and emailed a number of times. Please respond ... someone. Thank
you. Shane Philpott
Resending on Jan 2 , 2020:
Dear Mr. Justiss ,
My name is Shane Philpott and I am the president of The Christian Fellowship
Ministries. Our non-profit religious organization owns the property at 2704
Trophy Club Drive in Trophy Club , Texas. We have been granted tax ex emption
for that property and have received the proper documentation.
We recently received a tax statement bill in the amount of $1 ,728 .99. I have
called a number of individuals to attempt to address the matter and all roads lead
back to you. I left a message at your offices a couple times over the past month
but have not heard back regarding this issue . The property account number is:
536566DEN. I was encouraged to contact you by email by a gentleman named
Lynn at the Denton Central Appraisal District.
Please feel free to respond to my inquiry at your earliest convenience . My email
is included here , and my cell number is 641-425-8895 should you have any
questions or concerns. Thank you for your time and attention to this matter. I
look forward to hearing from you soon.
Sincerely,
Shane Philpott
Regards ,
Mason Justiss, RPA
Exemption Coordinator -BPP
Denton Central Appraisal District
940. 349 . 3896( direct)
Mason .iustiss@dentoncad.com
2 Town Council Meeting Page 24 of 54 June 23, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-181-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/17/2020 Town Council
On agenda:Final action:6/23/2020
Title:Take appropriate action relating to office copiers' lease not to exceed the amount of $34,000 (S.
Norwood).
Attachments:Staff Report-3 year copier contract - June 23, 2020.pdf
Town of TC - Copier Proposal.pdf
Action ByDate Action ResultVer.
Take appropriate action relating to office copiers' lease not to exceed the amount of $34,000 (S. Norwood).
Town Council Meeting Page 25 of 54 June 23, 2020
Page 1 of 2
To: Mayor and Town Council
From: Mike Pastor, Information Services Manager
CC: Steve Norwood, Town Manager
Leticia Vacek, Town Secretary/RMO
Re: Procurement of copiers from Kyocera Document Solutions.
Town Council Meeting, June 23, 2020
Agenda Item:
Take appropriate action relating to office copiers’ lease not to exceed the amount of $34,000 (S.
Norwood).
Strategic Link:
Infrastructure & Development – Maintain and improve all Town infrastructure.
Administrative & Financial Services – Exercise fiscal discipline in all Town operations.
Administrative & Financial Services – Provide high value technology and information services.
Background and Explanation:
We are requesting to enter into a 3-year agreement with Kyocera Document Solutions for a lease
of two copiers not to exceed $34,000 over 3 years. The lease includes all parts, labor, and onsite
maintenance excluding paper and staples. The lease includes the retirement of the current
copier and all shipping costs back to the leasing partner. It also Included removing hard drives
from existing copiers for Trophy Club retention, as well as removing hard drives from the
proposed copiers at the end of the lease. The service rates are locked in for the term of the lease
of 36 months. The agreement covers 74,400 black and white, and 116,400 color print billed each
year and the volumes will be reviewed quarterly by sales rep and The Town of Trophy Club. Those
numbers are based on our history over the past 3 years. The overage cost per page is $0.0053
per page for black and white, and $0.039 for color.
It meets all our purchasing guidelines and is purchased off the approved Tarrant County Inter-
Local Agreement.
The total 3-year lease cost for Kyocera Document Solutions not to exceed $34,000 but does not
include any costs related to the page count overages. That is unknown since it’s based on actual
usage.
Town Council Meeting Page 26 of 54 June 23, 2020
Page 2 of 2
Financial Considerations:
The contract renewal was budgeted for and approved as part of the FY2020 budget. The
purchase is being made as part of our Purchasing ILA with Tarrant County and follows all local
and state bidding requirements.
Legal Review:
The contract was reviewed and approved by the Town Attorney David Dodd.
Board/Commission/or Committee Recommendation:
Not applicable.
Staff Recommendation:
Staff recommends approval of the lease from Kyocera Document Solutions.
Attachments:
• Kyocera Document Solutions Executive Summary
Town Council Approval:
_____________________________
Mayor C. Nick Sanders or designee
Town Council Meeting Page 27 of 54 June 23, 2020
Executive Summary for:
Town of Trophy Club
The contents of this proposal contain exclusive trade secret information and are intended for the use of Town of
Trophy Club only. The contents herein may not be reproduced for competitive knowledge without the specific
written permission of the president of Kyocera Document Solutions.
Pricing in this proposal is good until 06-30-20
By: Rich Ziober
Date: June 3, 2020
www.Kyoceranevill.com
___________________________________
Signature – Customer Acknowledgement
Town Council Meeting Page 28 of 54 June 23, 2020
Page 2 of 9
Introduction
Thank you for considering Kyocera Document Solutions as your “Smart Knowledge Partner”. Throughout the life
of our agreement, we will continually work with you on ways to leverage new ideas and technology that will make
your business operate as efficiently as possible. It is the commitment of our entire staff to bring positive change to
your organization and deliver the nationally famous “Nevill Maniac” level of service in which our clients have grown
accustomed.
We consider this opportunity to work with you and your organization a privilege and the trust you place in us will
never be taken for granted.
Objectives:
Based on our discovery and collaborative discussions, we identified the following objectives:
Lower output costs
Upgrade existing technology
Provide complete integration with staff
We look forward to working with you on this project.
Sincerely,
Rich Ziober
Sales Consultant
817.908.7332
Town Council Meeting Page 29 of 54 June 23, 2020
Page 3 of 9
Technical Resources Included at No Charge
The following outlines the additional resources used to manage each of the units and provide the IT department
remote and automation utilities for each proposed device.
Kyocera Fleet Services:
Real-time device diagnostics and alerts
Convenient firmware updates
Remote error resolution, code-resetting
Ongoing monitoring of supply levels
Monitors all toner levels for automatic delivery
Provides specific issues regarding all service call parts
Much more…..
Kyocera Net Viewer
Administration Application to manage all devices on network
Remote configuration tool for properties for managing devices
Configuration of settings, counters, users, address book ect.
Much more…..
Kyocera Net Admin
Allows administrators to manage up to 5,000 devices at a time
Web base platform to manage device over multiple groups
Administer multi-device troubleshooting
Much more….
Town Council Meeting Page 30 of 54 June 23, 2020
Page 4 of 9
Current Details
Town Council Meeting Page 31 of 54 June 23, 2020
Page 5 of 9
Current Details
The following details current placements for the last 12 months of service invoices.
Make & Model Volume Type 4-2019 to
6-2019
7-2019 to
9-2019
10-2019 to
12-2019
1-2020 to
3-2020
TA5052ci - Admin
TA5052ci - Police
Black 20,000 19,851 16,897 16,735
Color 30,130 32,928 28,720 23,472
Volume Type: Average Monthly Total Annual
Volume
Black Volume: 6,124 73,483
Color Volume: 9,604 115,250
Lease # Total Monthly
Payment Monthly Base (Black) Overage CPP
(Black)
Monthly
Base (Color)
20288105 $932.50 12,000 $0.007 8,500
Volume Type Average Monthly
Volume
Monthly Base
Allowance
Average
Monthly
Overages
Overage
CPP
Average
Monthly Cost
Black: 6,124 12,000 -5,876 $0.007 $0.00
Color: 9,677 8,500 1,104 $0.047 $51.90
Average Monthly Overage Cost: $51.90
Lease & Service Base Overage Cost Monthly Cost Monthly Black Monthly
Color
$932.50 $51.90 $984.40 6,124 9,677
Town Council Meeting Page 32 of 54 June 23, 2020
Page 6 of 9
Proposed
Recommendation
Details
Town Council Meeting Page 33 of 54 June 23, 2020
Page 7 of 9
Proposed Recommended Asset Strategy
The following outlines the proposed unit specifications for replacement of current Kyocera devices that we are
recommending in our proposal.
(2) Kyocera TASKalfa 5053ci:
Police and Admin
Units Specifications:
50 ppm monochrome / color
Copy, Print, and Color Scan
10.1-Inch Large Color Touchscreen
Dual Scan Document Processor – 270 Sheets
1,000 sheet finisher/stapler/3-hole punch
1200 x1200 DPI
Up to 12”x18” and 12”x48” banner
Unit Specifications:
Specifications TASKalfa 5053ci
Speed Black: 50 ppm
Speed Color: 50 ppm
Functions: Copy\Print\Scan\Fax
Processor: 1.2 GHz
RAM: 4 GB
Hard Drive: 8GB SSD / 320GB HDD
Warm Up Time: 17 sec or less
Console Type: 10.1-inch Color Touchscreen
Paper Tray 1 & 2 Capacity: 1,000 Pages
Paper Tray 3 & 4 Capacity: 1,000 Pages
MP Capacity: 150 Pages
Total Capacity: 2,150 Pages
Paper Handling (Trays): Up to 12 x 18 in
Paper Handling (MP Tray): Up to 12 x 48 in banner
First Page Out (Black): 4.3 sec or less
First Page Out (Color): 5.4 sec or less
Document Feed Type: Dual Scan Processor
Scan Speed Simplex/Duplex: Up to 100/180 ipm
Document Feed Capacity: 270 Pages
Town Council Meeting Page 34 of 54 June 23, 2020
Page 8 of 9
Proposed Recommendation Pricing
The following details the proposed purchase price and lease payment options. The service includes everything
except for paper.
Proposed Pricing includes the following equipment:
Qty Equipment Description
1 Admin - TASKalfa 5053ci 50 PPM B&W/Color MFP with Finisher
1 Police Dept - TASKalfa 5053ci 50 PPM B&W/Color MFP with Finisher
Proposed Lease Pricing:
Ease
Lease Term Lease Price
36 Month FMV $ 923.00
48 Month FMV $ 827.00
60 Month FMV $ 758.00
Prices include all shipping, installation and training / support
Kyocera’s Platinum Level Service
Pricing also includes the following additional options:
All-inclusive Kyocera Platinum service plan provided for all the proposed units.
o Includes everything except for paper and staples.
Lease includes all Property Tax
Includes retirement of current lease and all shipping costs back to leasing partner.
Service Rates Locked in for lease term
Annual Service Overage Billing – volumes will be reviewed quarterly by sales rep and Trophy Club.
Includes removing hard drives from (2) existing TA5052ci for Trophy Club retention, as well as removing
hard drives from proposed TA5053ci at end of lease for Trophy Club retention
Monthly Volume Included: 6,200 Pages B&W per month (equates to 74,400 B&W per annum)
9,700 Pages Color per month (equates to 116,400 Color per annum)
Overage Cost Per Page: $0.0053 Per Print B&W Overages (fixed rate per term of lease)
$0.039 Per Print Color Overages (fixed rate per term of lease)
**Overages will be billed annually**
Our smart device (KFS) maintenance includes all parts and labor including: toner, developer and drums (this program
excludes paper and staples). In addition, all preventative maintenance and firmware upgrade calls are made as
required by manufacturer’s standard. We will provide Kyocera Fleet Services at no additional charge to ensure
automated meter reading, monitoring of toner levels, and service alerts for the best level of service.
Pricing from the Tarrant County Cooperative Contract# 2019-105
Town Council Meeting Page 35 of 54 June 23, 2020
Page 9 of 9
Our Platinum Guarantee to You
UNLIMITED 60 MONTH GUARANTEE
Kyocera guarantees your digital Systems for a period of 60 months. There are no volume caps and no copy life
limits. Should your system become non-repairable, Kyocera will replace it with an equal or greater system at no
cost to you.
SERVICE RESPONSE TIME GUARANTEE
Kyocera guarantees a maximum average emergency response time, per quarter, of four hours within the State of
Texas. In the unlikely event that Kyocera should fail to meet that commitment, your account will receive a 5% credit
on your next quarterly invoice.
PERFORMANCE GUARANTEE
Kyocera guarantees to keep your Digital System performing up to manufacturer’s standards. We will provide you
with a five year guarantee to ensure performance. Only genuine original manufacturer’s parts and supplies will be
used.
TRADE-UP PROGRAM GUARANTEE
Kyocera guarantees that at the end of 36 months you may upgrade to a new digital system without penalty (current
lease and maintenance agreement must be in good standing).
FREE LOANER GUARANTEE
Kyocera guarantees that should your Digital System require more than eight workday hours for repair, we will
provide a “loaner” system to you at no cost during service.
60 DAY TRIAL PROGRAM GUARANTEE
Kyocera guarantees that if your Digital System does not meet your needs within the first 60 days, we will apply
100% of your money paid towards an upgrade to any other digital system offers.
SMART DEVICE MANAGEMENT
Kyocera guarantees we will provide you with the best “Kyoceramania” service you have ever experienced.
Town Council Meeting Page 36 of 54 June 23, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-171-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/10/2020 Town Council
On agenda:Final action:6/23/2020
Title:Take appropriate action regarding the Interlocal Agreement for Fleet Service for the Trophy Club Fire
Department (S. Norwood).
Attachments:ILA -Watauga and Trophy Club -Vehicle Maintenance 2020 .pdf
SMEG Maintenance Pricing 2018.pdf
Action ByDate Action ResultVer.
Take appropriate action regarding the Interlocal Agreement for Fleet Service for the Trophy Club Fire Department (S.
Norwood).
Town Council Meeting Page 37 of 54 June 23, 2020
1
STATE OF TEXAS
INTERLOCAL AGREEMENT
TARRANT COUNTY
This Interlocal Agreement (the “Agreement”) is made and entered into by
and, between The City of Watauga, Texas, a municipal corporation (hereinafter
“WATAUGA”) and The Town of Trophy Club, Texas, a municipal corporation
(hereinafter “TROPHY CLUB”).
WHEREAS, both Watauga and TROPHY CLUB have the authority to
enter into this Agreement pursuant to Chapter 791, Texas Government Code;
and
WHEREAS, the service agreement for Vehicle Maintenance (“Service
Level Agreement”) contemplated under this Agreement is of mutual interest and
benefit to TROPHY CLUB and WATAUGA and will further the objectives of both
parties in a manner consistent with the objectives of political subdivisions of the
State of Texas; Watauga will provide vehicle maintenance services to Trophy
Club, for a defined fee detailed below; and
WHEREAS, it is mutually beneficial to both parties to execute this
Agreement whereby each entity can achieve common objectives relating to the
services regarding vehicle maintenance and in the interest of saving taxpayer
funding; and
WHEREAS, all payments collected by WATAUGA from vehicle
maintenance services provided to TROPHY CLUB will be considered revenue to
WATAUGA and that TROPHY CLUB shall pay all invoices presented, as
statutorily prescribed by Texas Government Code 2251 (Prompt Payment Act);
and
WHEREAS, TROPHY CLUB agrees to utilize the vehicle maintenance
services provided by WATAUGA, in this agreement for the purposes of vehicle
maintenance only to TROPHY CLUB vehicles and equipment, and
NOW, THEREFORE, inconsideration of the mutual representations, terms and
covenant hereafter set forth, the parties hereby agree as follows:
TERMS AND CONDITIONS
1. STATEMENT OF WORK.
Town Council Meeting Page 38 of 54 June 23, 2020
2
Watauga agrees to use reasonable efforts to perform the vehicle
maintenance services described in the Service Level Agreement listed below in
Section 2.
2. SERVICE LEVEL AGREEMENT – Services provided by WATAUGA:
a. Schedule vehicle maintenance and repairs when notified by
TROPHY CLUB;
b. Provide vehicle preventative maintenance and general repair
services in a timely manner; and
c. Process monthly repair invoices for payment.
3. WARRANTY – WATUAGA
Fleet Services will warrant repair labor for a period of 60 days;
a. Parts will be warranted for 90 days, defective or failed parts will be
replaced at no charge during warranty period;
b. All vehicle batteries will have an eighteen (18) month free
replacement period.
4. RATE SCHEDULE
Services provided by Watauga at the following rates - Preventive Maintenance
(PM) services flat rated based on vehicle class as follows:
a. Light duty PM - $100.00 + parts
b. Heavy duty PM - $1,795.00 + parts
c. Other repairs invoiced at cost plus labor rate of $100.00 per hour +
parts
d. Parts invoiced at cost plus 25%
e. Transporting of equipment shall be billed out at the hourly rate of
$100.00 an hour.
f. Dispatch Watauga Service truck to repair equipment in field will be
charged a $50.00 service call - $125.00/hr + parts from 7:00 am till
4:00 pm or $150.00/hr for afterhours + parts
Town Council Meeting Page 39 of 54 June 23, 2020
3
g. Dispatch third party vendors to truck in field (flat tires, etc.) – Third
party costs + 25%
h. Each new budget year after the first year, the rate schedule shall be
increased per the Consumer Price Index for All Urban Consumers
(CPI-U) for Series Title, Motor Vehicle repair in the U.S. city
average, all urban consumers (Series ID CUSR0000SETD03) as
reported in April of each year based on the percent change. In the
event of a decrease, the rate schedule shall remain the same. The
current April 2020 CPI-U for this series is 185.235. The increase
shall be automatically accepted unless each City/Town Manager
agrees to other provisions prior to the final budget being accepted
by the City/Town Council of both entities.
5. CONTRACT PAYMENTS
TROPHY CLUB shall reimburse Watauga per Section 4 on a monthly basis.
Payments shall be sent to the following address:
City of Watauga
Finance Department
7105 Whitley Road
Watauga, TX 76148
Attention: Accounts Payable
Phone: 817-514-5800
Email:
6. THIRD PARTY
This contract shall not be interpreted to inure to the benefit of a third party not a
party to this contract. This contract may not be interpreted to waive any statutory
or common law defense, immunity, including governmental and sovereign
immunity, or any limitation of liability, responsibility, or damage of any party to
this contract, party’s agent, or party’s employee, otherwise provided by law.
7. JOINT VENTURE & AGENCY
The relationship between the parties to this Agreement does not create a
partnership or joint venture between the parties. This Agreement does not
appoint any party as agent for the other party.
8. EFFECTIVE DATE
Town Council Meeting Page 40 of 54 June 23, 2020
4
This Agreement becomes effective when signed by the last party whose signing
makes the Agreement fully executed.
9. TERM
The initial term of this Agreement shall be for a term of the remaining fiscal
2019/2020 Budget year, beginning on ___________ and expiring on September
30, 2020. Following the Initial Term, unless written notice is given by either
party hereto to the other not less than ninety (90) day before the expiration of
this Agreement, it shall be automatically renewed for another additional period
of twelve (12) months from such expiration date and shall be automatically
renewed thereafter for one additional twelve (12) month period for a maximum
of five (5) terms unless canceled by written notice giving not less than ninety
(90) days before the expiration of any such renewal period. In the event of
termination by either party, neither party shall have any further obligations to the
other party under this Agreement, except that TROPHY CLUB remains liable to
Watauga for any outstanding invoices, if any.
9. TERMINATION
Notwithstanding anything to the contrary, either party may terminate this
Agreement at any time by providing ninety (90) days written notice to the other
party. Any failure by TROPHY CLUB to timely pay any amounts due under the
provisions of this Agreement shall be a material breach of this Agreement and
WATAUGA may terminate this Agreement for such breach immediately.
10. RIGHTS AND OBLIGATIONS OF WATAUGA
a. WATAUGA shall provide the Services at Watauga Fleet Maintenance
Garage for in-house repairs.
b. WATAUGA shall instruct any third-party certified vehicle and
equipment maintenance providers to provide the same level of service
to TROPHY CLUB fire-fighting and emergency vehicles and equipment
as it does for WATAUGA.
c. The certified vehicle and equipment maintenance provider will bill
WATAUGA directly for services provided.
d. WATAUGA will provide services from Certified Emergency Vehicle
Technicians.
e. Watauga will drive equipment to third party maintenance providers.
f. Watauga will inspect third party repairs prior to returning unit to Trophy
Club.
11. RIGHTS AND OBLIGATIONS OF TROPHY CLUB
Town Council Meeting Page 41 of 54 June 23, 2020
5
g. TROPHY CLUB shall pay invoices received in accordance with the
Texas Prompt Payment Act.
h. TROPHY CLUB shall at all times be responsible for submitting the
appropriate documents with a request for Services to WATAUGA.
i. TROPHY CLUB shall be responsible for the delivery and pick-up of
fire-fighting or emergency vehicles or equipment requiring services.
12. SOVEREIGN IMMUNITY
Neither party to the Agreement waives any claim of sovereign immunity
because of its participation in this Agreement. Nothing in this Agreement shall
be construed as creating any right or obligation to any third party.
13. AMENDMENT
This Agreement may be amended by the mutual written agreement of both
parties hereto. The parties agree to enter an amended Agreement in order to
comply with any legislative changes related to this Agreement, or due to a
determination by a court of competent jurisdiction of other government authority
that would cause any provision of this Agreement to be out of compliance with
the current law.
14. SEVERABILITY
In the event anyone or more of the provisions contained in this Agreement shall
for any reason be held to be invalid, illegal, or unenforceable in any respect,
such invalidity, illegality, or unenforceability shall not affect the other provisions,
and this Agreement shall be construed as if such invalid, illegal, or
unenforceable provision had never been contained in this Agreement.
15. GOVERNING LAW
The validity of this Agreement and any of its terms and provisions as well as
rights and duties of the parties shall be governed by the laws of the State of
Texas; and venue for any such action concerning this Agreement shall be and
remain in the State District Court of Tarrant County, Texas.
16. FORCE MAJEURE
In the event that any party shall be prevented from performing any of its
obligations under this Agreement by any act of God, war, riot, civil commotion,
strikes, fires, flood, or by the occurrence of any event beyond the control of such
party, then such party shall be excused from the performance of the obligations
under this Agreement but only during such period of Force Majeure.
Town Council Meeting Page 42 of 54 June 23, 2020
6
17. ENTIRE AGREEMENT
This Agreement represents the entire agreement among the parties with respect
to the subject matter covered by this Agreement. There is no other collateral,
oral, or written agreement between the parties that in any manner relates to the
subject matter of this Agreement.
THE TOWN OF TROPHY CLUB CITY OF WATAUGA
_______________________________ ___________________________
Date: ________________________ Date: ______________________
_______________________________ ___________________________
Jack G. Taylor III Paul Hackleman, P.E.
Fire Chief Director of Public Works
Date: ________________________ Date: ______________________
Attest:
___________________________
APPROVED AS TO FORM APPROVED AS TO FORM AND LEGALITY
______________________________ ___________________________________
City/Town Attorney City/Town Attorney
Town Council Meeting Page 43 of 54 June 23, 2020
Siddons-Martin Maintenance Package
P a g e 1 | 3
Version 1.0 1/1/2018
1675.
SIDDONS-MARTIN EMERGENCY GROUP
MAINTAINANCE PACKAGE OPTIONS & PRICING
Our service centers are fully equipped to handle all of your fire apparatus service and repair
needs including all makes and models of fire apparatus.
Our technicians are Pierce trained as well as EVT and ASE certified. They receive factory training
by most major component manufacturers such as Hale, Waterous, Akron, Harrison, and
Hendrickson, as well as many others.
Our facilities are stocked with up to date tools, specialty equipment and an inventory of over
$1,000,000 in specialty truck parts. The service centers feature state of the art equipment
including wheel lift systems and pump test pits.
We have mobile service units available in Texas, New Mexico and Louisiana to handle your
repair and service needs in the station or on the road in an emergency situation.
Town Council Meeting Page 44 of 54 June 23, 2020
Siddons-Martin Maintenance Package
P a g e 2 | 3
Version 1.0 1/1/2018
Chassis Maintenance Service Pricing
Minor P.M.: (Recommended for every 6 months depending upon operational use of the
vehicle)
A Minor Preventative Maintenance includes performing a 104 point visual inspection
report identifying needed/recommended repairs. Services performed include changing engine
oil and oil filter(s), a check of the transmission, pump, differential and coolant fluid levels, and a
complete chassis lubrication.
Minor PM $1,095*
*Excludes Travel Costs
Major P.M.: (Recommended once a year)
A Major Preventative Maintenance includes performing a 104 point visual inspection
report identifying needed/recommended repairs. Services performed include changing engine
oil, oil filter(s), fuel filter(s), transmission fluid and filters, pump fluid, coolant filter; a test of the
coolant; an inspection of the differential fluid, the air dryer, air filter, power steering fluid, and
the brakes with wheels on; and a complete chassis lubrication.
Major PM $1,795*
Major PM w/Transynd $2,395*
*Excludes Travel Costs
Aerial Device Maintenance: Aerial Device Maintenance includes cleaning and lubricating all
ladder points, adjusting of ladder cables, if needed, top off of hydraulic fluid and perform drift
test on all cylinders. Operate and inspect all ladder appliances.
Aerial Maintenance Field - $1,675.00*
*Excludes Travel Costs
*Replacement of hydraulic filter is an additional cost.
*Mounted Generators may require additional parts & labor charges.
***Prices above include parts and labor but excludes shop supplies and/or disposal fees***
Town Council Meeting Page 45 of 54 June 23, 2020
Siddons-Martin Maintenance Package
P a g e 3 | 3
Version 1.0 1/1/2018
Engine Air filter (Additional if needed)
Wheels off Brake Inspection by request
A/C System Service & Maintenance: Evacuate system and weigh Freon level. Replace OEM
drier(s), clean compressor screen, clean evaporator screens, vacuum test system, recharge with
Freon and perform system leak test.
$875
Power Steering Filter Replacement and Flush:
Pierce Quantum Air Step Maintenance:
Weigh loaded truck with scales:
*Add travel fee if done in field.
TAK4 Inspection & Adjustment: (Recommended once a year)
Annual Pump Testing:
*Travel will be added for mobile testing/testing at department’s facility
Husky/CAFS Service
*Travel will be added for mobile services
Annual Aerial Testing: Quote/Estimate Based Upon Pricing from Testing Agency
***Lodging will be billed for overnight stays based on average area rates****
Single Axle – Additional $300 Tandem Axle – Additional $500
$295
$425.00
In shop - $300.00
$475
$425.00 - In Shop
$1295.00 - In Shop
Town Council Meeting Page 46 of 54 June 23, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-170-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/9/2020 Town Council
On agenda:Final action:6/23/2020
Title:Presentation by SAMCO, the Town’s Financial Advisor, on refunding some of the Town’s currently
outstanding debt for interest rate savings and authorizing Town Staff and Financial Advisor to proceed
with the Refunding (S. Norwood).
Attachments:Staff Report - Series 2010 Refunding - June 23, 2020.pdf
TC Refunding Summary.pdf
Action ByDate Action ResultVer.
Presentation by SAMCO, the Town’s Financial Advisor, on refunding some of the Town’s currently outstanding debt for
interest rate savings and authorizing Town Staff and Financial Advisor to proceed with the Refunding (S. Norwood).
Town Council Meeting Page 47 of 54 June 23, 2020
To: Mayor and Town Council
From: Steve Norwood, Town Manager
CC: Leticia Vacek, Town Secretary
Mike Erwin, Finance Manager
April Duvall, Chief Financial Analyst
Re: Refunding of Series 2010 GO and GO Refunding Bonds
Agenda Item:
Presentation by Mark McLiney with SAMCO Capital Markets, the Town’s Financial Advisor, regarding
refunding the GO Bonds, Series 2010 and GO Refunding Bonds, Series 2010 for Interest Rate Savings,
authorizing Staff and the Financial Advisor to proceed with the refunding if certain savings are reached
and other matters related thereto (S. Norwood)
Strategic Link:
Administrative & Financial Services – Exercise fiscal discipline in all Town operations.
Background and Explanation:
The Town has Series 2010 GO and GO Refunding Bonds eligible for refunding with current interest
rates at 4.00%. This action will allow the Town to capture savings over the next 10 years with
lower interest rates.
Financial Considerations:
Estimated savings over the life of the bonds is $350,312.
Legal Review:
Not applicable.
Board/Commission/ or Committee Recommendation:
Not applicable.
Staff Recommendation:
Staff recommends approval to move forward.
Attachments:
• SAMCO presentation
Page 1 of 2
Town Council Meeting Page 48 of 54 June 23, 2020
Town Council Approval:
Mayor C. Nick Sanders or designee
Page 2 of 2
Town Council Meeting Page 49 of 54 June 23, 2020
TOWN OF TROPHY CLUB, TEXASBond Refunding OpportunityJune 23, 2020Town Council MeetingPage 50 of 54June 23, 2020
2Potential Refunding Results* Gross Savings is shown net of all costs of issuanceSummary of Bonds to be RefundedSeries NamePar Refunded Refunded Coupon Range Maturities RefundedCall DateGO Bonds, Series 2010$ 3,070,000 4.00%‐4.125%2021‐2030 9/16/2020GO Refunding Bonds, Series 2010$ 410,000 4.00%2021‐2022 9/16/2020Estimated Annual SavingsDatePrior Debt ServiceRefunding Debt Service Savings09/30/2021 590,106 785,907 (195,800)09/30/2022 592,106 531,000 61,106 09/30/2023 378,306 317,500 60,806 09/30/2024 377,306 315,000 62,306 09/30/2025 380,906 322,350 58,556 09/30/2026 378,906 319,250 59,656 09/30/2027 381,506 321,000 60,506 09/30/2028 383,506 322,450 61,056 09/30/2029 384,906 323,600 61,306 09/30/2030 385,263 324,450 60,813 4,232,819 3,882,507 350,312 Summary of Refunding ResultsPreliminaryPar Amount of Refunded Bonds $ 3,480,000 Refunding Par Amount $ 3,380,000 Average Coupon of Refunded Bonds 4.05%True Interest Cost of Refunding Bonds 1.83%Gross Savings* $ 350,312 Present Value Savings as a Percentage of Bonds Refunded 9.05%The Town has historically (since 2014) maintained an $0.11 I&S Tax Rate to pay debt service on the Town’s Bonds. Because of growth and the payoff of other bonds, the $0.11 I&S Tax Rate can support additional debt service. In year one, shown on the estimated savings table, we are increasing our Year one principal payment by $220,000 to maintain the Tax Rate which results in a total payment approximately $195,000 higher than the current debt service on the Refunded Bonds.Town Council MeetingPage 51 of 54June 23, 2020
3Timetable of EventsTimetable of EventsJune 23rd SAMCO presents refunding opportunity to theCouncil and Council authorizes Staff andConsultants to proceed with Refunding so long ascertain debt service savings targets are metAugust 11th Bids from potential purchasers due at noonCouncil reviews competitive bids received andawards the sale to the low bidderSeptember 15thBond ClosingTown Council MeetingPage 52 of 54June 23, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-180-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/16/2020 Town Council
On agenda:Final action:6/23/2020
Title:Review and provide direction to staff on Future Agenda Items List (S. Norwood).
Attachments:
Action ByDate Action ResultVer.
Review and provide direction to staff on Future Agenda Items List (S. Norwood).
Town Council Meeting Page 53 of 54 June 23, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-174-T Name:
Status:Type:Agenda Item Draft
File created:In control:6/15/2020 Town Council
On agenda:Final action:6/23/2020
Title:Take appropriate action regarding Executive Session (S. Norwood).
Attachments:
Action ByDate Action ResultVer.
Take appropriate action regarding Executive Session (S. Norwood).
Town Council Meeting Page 54 of 54 June 23, 2020