Complete Agenda Packet - 10/27/2020Town Council
Town of Trophy Club
Meeting Agenda
1 Trophy Wood Drive
Trophy Club, Texas 76262
Council Chambers7:00 PMTuesday, October 27, 2020
ANNOUNCEMENT OF A POSSIBLE QUORUM - 6:15 p.m. - 6:45 p.m.
Notice is hereby given that a possible quorum of the Trophy Club Town Council may
be in attendance for a reception for the Firefighter of the Year and Police Officer of
the Year sponsored by the Trophy Club Rotary on Tuesday, October 27, 2020, at 6:15
p.m. in the Training/EOC Room. The Town Council will not deliberate or take any
action.
CALL TO ORDER AND ANNOUNCE A QUORUM - 7 p.m.
INVOCATION led by Pastor Joel Quilé, Bara Church
PLEDGES led by Mayor Pro Tem Shoffner
Pledge of allegiance to the American Flag.
Pledge of allegiance to the Texas Flag.
PUBLIC COMMENTS
This is an opportunity for citizens to address the Council on any matter. The Council is
not permitted to take or discuss any presentations made to the Council. Presentations
are 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. Each Speaker must
complete the Speaker's Form that includes the topic(s) to be presented. You may also
submit an email to mayorandcouncil@trophyclub.org
ANNOUNCEMENTS, PROCLAMATIONS, AND REPORTS
1.2020-320-T Take appropriate action issuing Proclamation 2020-11 recognizing October 28, 2020 as
National First Responder's Day in Trophy Club, Texas (Mayor Sanders).
Presentation by Trophy Club Rotary
*2020 Firefighter of The Year - Eric Sampson
*2020 Police Officer of The Year - Barry Sullivan
PROC 2020-11 National First Responders Day.pdfAttachments:
Town Council Meeting Page 1 of 39 October 27, 2020
October 27, 2020Town Council Meeting Agenda
2.2020-316-T Receive Town Manager Norwood’s Update and Reports (S. Norwood).
*Recognition of Employee(s) Service Years
*Veteran's Day Ceremony at Veteran's Memorial Park, Nov. 11, 2020; 11 AM
*TC Fall Family Camp-Out, Nov. 7 - 8, 2020; 3 PM - 10 AM
*Business Spotlight - The Force By Luke
*Status of Trophy Club Town Center development and construction progress
*Status of Indian Creek Drainage Issue
CONSENT AGENDA
All matters listed as Consent Agenda are considered to be routine by the Town Council
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.
3.2020-315-T Take appropriate action regarding the Town Council Regular Session Minutes dated
October 13, 2020 (L. Vacek).
(Draft) - TC Regular Session Minutes - October 13, 2020.pdfAttachments:
4.2020-322-T Take appropriate action regarding the approval of a contract with Five Stone Creative in an
amount not to exceed $48,000 for Video Production Services for General Communication
and Marketing Services (J. Lind).
Staff Report - Video Production Services.pdf
Video Production Services - Scope of Services & Agreement.pdf
Attachments:
5.2020-321-T Take appropriate action regarding a request to revise Section 3.02.002 of Trophy Club's
Building Regulations and Code of Ordinances to provide the Building Official authority to
approve up to a five percent (5%) increase for Lot Coverage (L. Payne).
Staff Report - Lot Coverage Authority.pdf
ORD 2020-19 Lot Coverage Authority.pdf
Attachments:
6.2020-323-T Take appropriate action regarding the Annual Licensing and Support from Tyler
Technologies for Incode Financial Software Application not to exceed $43,000 (M. Erwin).
Staff Report - Tyler Technologies - FY21.pdf
Tyler Technologies - 2021 PO.pdf
Attachments:
INDIVIDUAL ITEMS
EXECUTIVE SESSION
7.2020-331-T Pursuant to the following designated section of the Texas Government Code, Chapter 551
(Open Meetings), the Council will convene into executive session to discuss the
following:
a) Discussion and possible action - Deliberate the Appointment of the Planning &
Zoning Commission Board Members pursuant to Texas Government Code Section
551.074 (personnel matters) (Mayor Sanders).
Town Council Meeting Page 2 of 39 October 27, 2020
October 27, 2020Town Council Meeting Agenda
RECONVENE INTO REGULAR SESSION
8.2020-332-T
a) Take appropriate action regarding Resolution 2020-19 for the Appointment of
Members to the Planning & Zoning Commission (L. Vacek).
RES 2020-19 P&Z Annual Appointments.pdfAttachments:
ADJOURN
* The Town Council may convene into executive session to discuss posted items as
allowed by the Texas Government Code, Section 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 Friday, October 23, 2020 by 5:00
p.m. in accordance with Chapter 551, Texas Government Code.
Leticia Vacek, TRMC/CMC/MMC
Town Secretary/RMO
If you plan to attend this public meeting and have a disability that requires special
needs, please contact the Town Secretary’s Office at 682-237-2900, 48 hours in
advance, and reasonable accommodations will be made to assist you.
Members of the Town Council may be participating remotely in compliance with the
Texas Open Meetings Act, the Town Council Rules of Procedure, or under the
provisions provided by the Governor of Texas in conjunction with the Declaration of
Disaster enabled March 13, 2020.
Town Council Meeting Page 3 of 39 October 27, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-320-T Name:
Status:Type:Agenda Item Draft
File created:In control:10/14/2020 Town Council
On agenda:Final action:10/27/2020
Title:Take appropriate action issuing Proclamation 2020-11 recognizing October 28, 2020 as National First
Responder's Day in Trophy Club, Texas (Mayor Sanders).
Presentation by Trophy Club Rotary
*2020 Firefighter of The Year - Eric Sampson
*2020 Police Officer of The Year - Barry Sullivan
Attachments:PROC 2020-11 National First Responders Day.pdf
Action ByDate Action ResultVer.
Take appropriate action issuing Proclamation 2020-11 recognizing October 28, 2020 as National First Responder's Day in
Trophy Club, Texas (Mayor Sanders).
Presentation by Trophy Club Rotary
*2020 Firefighter of The Year - Eric Sampson
*2020 Police Officer of The Year - Barry Sullivan
Town Council Meeting Page 4 of 39 October 27, 2020
Proclamation 2020-11
Town of Trophy Club, Texas
WHEREAS, courageous and dedicated men and women work to protect and aid the public
during emergencies as both professional and volunteer first responders; and
WHEREAS, first responders Include 911 dispatchers, law-enforcement officers, professional
and volunteer firefighters, professional and volunteer emergency medical services personnel,
emergency management professionals, search and rescue teams and members of other organizations
In the public safety sector and specifically in Trophy Club include Firefighters, Police Officers, support
personnel and volunteers in the Trophy Club Emergency Volunteer Association; and
WHEREAS, every day, first responders risk their own safety in the performance of their duties
to protect our citizens; and
WHEREAS, first responders are the first and best defense against all emergencies that may
threaten our communities; and
WHEREAS, first responders are ready to aid the people 24 hours a day, seven days a week,
regardless of inclement weather or other hazards; and
WHEREAS, first responders are highly trained, specialized workers who contribute their
excellent skills for the public good; and
WHEREAS, the members of first responder organizations undergo extensive education, and
training and make significant personal sacrifices in order to achieve the expertise required to respond
to emergency situations; and
WHEREAS, in addition to maintaining safety and order in times of crisis, many first responders
also enhance their communities as volunteers for service organizations, churches, and schools while
serving their families at home.
NOW THEREFORE, I, MAYOR C. NICK SANDERS, IN CONJUNCTION WITH THE TROPHY
CLUB TOWN COUNCIL AND TO COINCIDE WITH THE NATIONAL FIRST RESPONDERS’ DAY
DO HEREBY PROCLAIM OCTOBER 28, 2020 AS:
“FIRST RESPONDERS’ DAY” IN TROPHY CLUB, TEXAS
PASSED AND APPROVED by the Trophy Club Town Council this 27th day of October 2020. _______________________________ C. Nick Sanders, Mayor
Town of Trophy Club, Texas
ATTEST:
_____________________________
Leticia Vacek, TRMC/CMC/MMC
Town Secretary/RMO
Town Council Meeting Page 5 of 39 October 27, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-316-T Name:
Status:Type:Agenda Item Draft
File created:In control:10/13/2020 Town Council
On agenda:Final action:10/27/2020
Title:Receive Town Manager Norwood’s Update and Reports (S. Norwood).
*Recognition of Employee(s) Service Years
*Veteran's Day Ceremony at Veteran's Memorial Park, Nov. 11, 2020; 11 AM
*TC Fall Family Camp-Out, Nov. 7 - 8, 2020; 3 PM - 10 AM
*Business Spotlight - The Force By Luke
*Status of Trophy Club Town Center development and construction progress
*Status of Indian Creek Drainage Issue
Attachments:
Action ByDate Action ResultVer.
Receive Town Manager Norwood’s Update and Reports (S. Norwood).
*Recognition of Employee(s) Service Years
*Veteran's Day Ceremony at Veteran's Memorial Park, Nov. 11, 2020; 11 AM
*TC Fall Family Camp-Out, Nov. 7 - 8, 2020; 3 PM - 10 AM
*Business Spotlight - The Force By Luke
*Status of Trophy Club Town Center development and construction progress
*Status of Indian Creek Drainage Issue
Town Council Meeting Page 6 of 39 October 27, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-315-T Name:
Status:Type:Agenda Item Draft
File created:In control:10/13/2020 Town Council
On agenda:Final action:10/27/2020
Title:Take appropriate action regarding the Town Council Regular Session Minutes dated October 13, 2020
(L. Vacek).
Attachments:(Draft) - TC Regular Session Minutes - October 13, 2020.pdf
Action ByDate Action ResultVer.
Take appropriate action regarding the Town Council Regular Session Minutes dated October 13, 2020 (L. Vacek).
Town Council Meeting Page 7 of 39 October 27, 2020
Town Council Minutes October 13, 2020 Page 1 of 4
TOWN OF TROPHY CLUB
TOWN COUNCIL REGULAR SESSION MINUTES
TUESDAY, OCTOBER 13, 2020; 7 P.M.
The Trophy Club Town Council met in a Regular Session on Tuesday, October 13, 2020. The meeting was held at
Town Hall, 1 Trophy Wood Drive in the Council Chambers.
TOWN COUNCIL MEMBERS PRESENT:
C. Nick Sanders Mayor
Sean Bone Council Member, Place 3
Karl Monger Council Member, Place 4
Michael Geraci Council Member, Place 5
ABSENT:
Philip Shoffner Mayor Pro Tem
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
Tommy Uzee Director of Community Development
Mike Erwin Finance Manager
CALL TO ORDER
Mayor Sanders called the meeting to order at 7:00 pm and noted a quorum with Council Members Bone, Monger,
and Geraci. Mayor Sanders stated that Mayor Pro Tem Shoffner was out of town on business and provided the
appropriate notification.
INVOCATION
The Invocation was delivered by Pastor Barry Clingan of The Church of Trophy Lakes. Pastor Clingan prayed for the
Council to be blessed as they conduct the business of the city. He added that our God is the author and finisher of
everything and is the one that brings every good and perfect gift from heaven. He prayed for Mayor Sanders’
continued wisdom, calmness, leadership, and for his service of many years to the city. He prayed that all Town Staff
be kept safe and protected. He especially prayed for the Town Manager, Police and Fire Chiefs as well as for
Firefighters and Police Officers to keep them safe as they serve while watching over their families.
PLEDGES
The Pledges to the American Flag and Texas Flag were led by Council Member Geraci.
PUBLIC COMMENT
Town Secretary Vacek confirmed there was one speaker registered to speak under Public Comment; and Mayor
Sanders called upon Brad Husbrich of 48 Cypress Court.
Mr. Husbrich stated that Hogan’s Glen was the Gem of Trophy Club as a nice place to live when they built their home
8 years ago, to be a few doors down to his parents, who have lived in Trophy Club since 2005. He noted that they
had some nice water features behind their homes at the time. Since PD-30 and with their storm water project,
things have changed. He expressed that the PD-30 storm water project has failed, and it is wrong. He added that
every time it rains; his parent’s home floods and this is wrong. He mentioned having served in the US Army and lives
by the value of integrity. He showed photos taken prior to this meeting with rats on his back porch due to all of the
Town Council Meeting Page 8 of 39 October 27, 2020
Town Council Minutes October 13, 2020 Page 2 of 4
trash, tires, silt, and sediment in their water feature; which has created a rat infestation. He added that at his
parent’s home; the retaining wall that was built is being washed out as a result of the rains. He referenced a photo
of what their water feature looked like in 2007 in which his niece and nephew were fishing. He stated that looking
at the same view now is not the same as it looked like then. He asked the Council to assist them with this problem
of the PD-30 Storm Water Project that was approved by the Town.
1. ANNOUNCEMENTS, AND REPORTS
• Trophy Club Women’s Club Fall Garage Sale; Saturday, October 17, 2020; 9AM-2PM
Mr. Norwood announced the Women’s Club Garage Sale on Saturday stating that permits could be obtained at
Tom Thumb adding that historically, it has been well attended.
• Trophy Club Community Household Hazardous Waste Disposal, Saturday, October 24, 2020; 9AM-12
Mr. Norwood announced the Community Hazardous Waste Disposal to take place on October 24. He added that
the start time was 9am but that the end time would be closer to noon as staff was working with Republic Services
due to the increased hours included in the newly approved agreement.
• Business Spotlight – David Ryan Salon – Ms. Krista.
Ms. Krista stated that they opened 7 years ago in Flower Mound; and 2 years ago, the owner decided to open another
location in Trophy Club. She stated that the owner chose Trophy Club due to the alignment of their values and those
of the community. She added that they wanted to build a Salon where you truly have a great experience, as if at
home. She mentioned that there was also a gap in the marketplace with only one salon in Trophy Club. She noted
David Ryan Salon offers haircuts, trims, highlights, and color with all of their stylists having more than 10 years of
experience. She added that they would like to build their roots in becoming part of the community and will continue
to support the Byron Nelson Cheer Team. Lastly, she stated that they were excited to be part of the Trophy Club
Community.
• Business Spotlight – ART Z – Mrs. Neelu.
Ms. Neelu explained she was the owner of Art Z and has been at their location across Byron Nelson High School since
October, 2018. She added that she and her family have lived in Trophy Club for the last 10 years. She explained that
they are getting passed Covid and providing art classes for everyone ages 3 and up. Their classes include sketching,
shading, acrylic, watercolor, oil, oil pastel, and clay. She stated they support the Byron Nelson PTA and supports
their schools with fundraisers. On the bright side, due to Covid; she stated that many of their classes are being
conducted via Zoom and fortunate to have several out-of-state students as well as students from other cities enroll.
She added that in-person classes are provided in person at their studio. Lastly, she mentioned they host many
birthday parties, fundraisers for school, corporate parties, team-building classes, as well as cancer survivors’ party.
She thanked the Council for allowing her to share their story.
• Parks & Recreation Board Meeting of September 21, 2020 Report by Council Member Geraci.
Council Member Geraci reported that the Parks and Recreation Staff is working with the Greater Northwest Soccer
Association to create a partnership. He added that the Bocci Ball and Kick Ball Leagues started up in September and
will run through October. The Pool Revenue report as well as a Pickle Ball report will be provided at their November
16, 2020 meeting.
Mayor Sanders announced that the first meeting in November scheduled on the 2nd Tuesday of the month will be
rescheduled to Tuesday, November 17, 2020 due to the timeframe allowed to canvass the results of the Town’s
General and Special Elections.
Town Council Meeting Page 9 of 39 October 27, 2020
Town Council Minutes October 13, 2020 Page 3 of 4
Additionally, Mayor Sanders noted that in the month of November; historically, the Town Council Meeting scheduled
on the 4th Tuesday of the month has been cancelled due to the Thanksgiving Holidays. For this year, the Town
Council meeting of November 24, 2020 will be cancelled.
CONSENT AGENDA
2. Take appropriate action regarding the Town Council Regular Session Minutes dated September 22, 2020
(L.Vacek).
3. Take appropriate action for the purchase of a 2021 Truck from Reliable Chevrolet to facilitate the Fire
Department’s Squad Response Concept in the amount of $44,676.23 (J. Taylor).
4. Take appropriate action for the purchase of Two Police Vehicles (Tahoes) from Freedom Chevrolet for
the Police Department in the amount of $65,000 (P. Arata).
5. Take appropriate action for the installation of Equipment from Dana Safety Supply for the Two Police
Vehicles (Tahoes) in the amount of $30,000 (P. Arata).
6. Take appropriate action for the purchase and replacement of the Animal Control Officer (ACO) Vehicle
from Silsbee Ford in the amount of $35,000 (P. Arata).
7. Take appropriate action for the purchase and replacement of Tasers from Axon Enterprises for the Police
Department in the amount of $43,400 over a period of five years (P. Arata).
8. Take appropriate action adopting Ordinance 2020-18 regarding the Municipal Utility District’s
amendment to increase fees for customers within the boundaries of the Public Improvement District No.
1 (PID) (T. Uzee).
9. Take appropriate action regarding the purchase and replacement of a Toro Workman Utility Vehicle HDX
and Two Toro FX Mowers from Professional Turf Products, LP for the Parks Department in the amount of
$50,469.47 (T. Jaramillo).
10. Take appropriate action for the purchase of a replacement Truck (2021 Ford F250) from Silsbee Ford for
the Parks Department in the amount of $36,200 (T. Jaramillo).
11. Take appropriate action approving a Contract with Manning Concrete for the replacement of Concrete
Panels for an initial term for 2 years with an option to renew for 4 additional 2-year terms (T. Uzee).
(S. Norwood).
Council Member Bone moved to approve Consent Items 2 through 11. Council Member Geraci seconded the motion.
The motion carried unanimously.
Motion:
5-0-0
EXECUTIVE SESSION
Mayor Sanders recessed the meeting to convene in executive session at 7:20 pm for the following items.
12. Pursuant to the following designated section of the Texas Government Code, Chapter 551 (Open
Meetings), the Council will convene into executive session to discuss the following:
Town Council Meeting Page 10 of 39 October 27, 2020
Town Council Minutes October 13, 2020 Page 4 of 4
a) Discussion and possible action – Deliberate the Appointment of the Parks & Recreation Board Members
pursuant to Texas Government Code Section 551.074 (personnel matters) (Mayor Sanders).
b) Discussion and possible action – Deliberate the Appointment of the Animal Shelter Advisory Board
Members pursuant to Texas Government Code Section 551.074 (personnel matters) (Mayor Sanders)
13. RECONVENE INTO REGULAR SESSION
Mayor Sanders reconvened the meeting at 7:42 pm.
a) Take appropriate action regarding Resolution 2020-17 for the Appointment of Members to the Parks and
Recreation Board (L. Vacek).
Council Member Geraci moved to approve Resolution 2020-17 to re-appoint Mindi Bone, Dean McMurray,
and appoint Steve Babineaux to a full term to expire September 2022; and to confirm Tiffany Nimphius to
continue to serve as Chairperson. Council Member Monger seconded the motion. The motion carried
unanimously.
Motion:
5-0-0
b) Take appropriate action regarding Resolution 2020-18 for the Appointment of Members to the Animal
Shelter Advisory Board (L. Vacek).
Council Member Monger moved to approve Resolution 2020-18 to re-appoint Susan Edstrom to the Animal
Shelter Advisory Board in the Municipal Officer category and Amanda Gonzalez to the Community Welfare
category to a full term to expire September, 2022; and to confirm Susan Edstrom to continue to serve as
Chairperson. Council Member Geraci seconded the motion. The motion carried unanimously.
Motion:
5-0-0
ADJOURNMENT
Mayor Sanders adjourned the meeting at 7:45 pm.
__________________________________ ___________________________________
Leticia Vacek, TRMC/CMC/MMC C. Nick Sanders, Mayor
Town Secretary/RMO Town of Trophy Club, Texas
Town Council Meeting Page 11 of 39 October 27, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-322-T Name:
Status:Type:Agenda Item Draft
File created:In control:10/14/2020 Town Council
On agenda:Final action:10/27/2020
Title:Take appropriate action regarding the approval of a contract with Five Stone Creative in an amount
not to exceed $48,000 for Video Production Services for General Communication and Marketing
Services (J. Lind).
Attachments:Staff Report - Video Production Services.pdf
Video Production Services - Scope of Services & Agreement.pdf
Action ByDate Action ResultVer.
Take appropriate action regarding the approval of a contract with Five Stone Creative in an amount not to exceed
$48,000 for Video Production Services for General Communication and Marketing Services (J. Lind).
Town Council Meeting Page 12 of 39 October 27, 2020
Page 1 of 2
To: Mayor and Town Council
From: Jill Lind, Communications & Marketing Manager
CC: Steve Norwood, Town Manager
Wade Carroll, Assistant Town Manager
Letty Vacek, Town Secretary
Re: Contract with Five Stone Creative for video production services
Town Council Meeting, October 27, 2020
Agenda Item:
Approve contract spending with Five Stone Creative in an amount not to exceed $48,000 for
video production services for general communications and marketing services
Strategic Link:
This item relates primarily to the following strategic priorities and goals of the Town’s strategy
map.
Administrative & Financial Services - Provide strong internal and external marketing and
communications.
Administrative & Financial Services - provide high value technology and information services.
Background and Explanation:
This video production services agreement will be used to produce communication and marketing
videos that feature the Town’s employees, foster positive business initiatives, support
community programs, and highlight new and existing service levels. The videos will be tools used
as an outreach vessel that tells the TC story in a timely manner with pertinent information as to
what is occurring in the community. The videos will be used on the Town’s social media channels
and Town website. The Town will rely on the consultant’s creativity and expertise in collaboration
of concept development and production. These videos will help to refocus and support the
Town’s brand and main goal of being “a great place to call home”.
Five Stone Creative will develop short high-definition videos, each approximately 2-5 minutes in
length. The projected retainer model includes up to 72 completed minutes for the 2021 calendar
year (this breaks down to approximately 6 finished minutes per month or roughly 3 videos per
month). The consultant shall furnish all camera/video equipment, sound and lighting, editing
software applications, and other equipment required to produce a professional product. The
finished video products will be the sole property of the Town of Trophy Club.
Town Council Meeting Page 13 of 39 October 27, 2020
Page 2 of 2
Working with Five Stone Creative will allow Trophy Club to ensure video marketing efforts and
dollars are aligned with the town brand while communicating our unique services and activities.
With their expertise in these fields and their experience working in North Texas, Five Stone
Creative can deliver a branded video strategy that will include deliverables necessary in
successfully marketing and communicating with residents and visitors of Trophy Club.
Video marketing is transforming the way municipalities communicate, share, learn, and
collaborate with its residents. Using video as part of a comprehensive communication strategy
can increase the town’s engagement and the effectiveness of its messaging. More and more
communities are leveraging video content to grow their communication messaging and increase
their online reach. According to some reports, branded video content viewership has gone up by
258% on Facebook and 99% on YouTube as of late 2017. You can be sure these numbers are even
higher now.
Video marketing remains the best performing digital content type, driving more views, more
engagement and more response than any other social posting option according to
SocialMediaToday.com. Now is the right time to invest in expanding Trophy Club’s video
production services to strategically reach our residents and visitors in the most effective way.
Financial Considerations:
Funding for this item was included in the FY21 Approved Budget under Professional Outside
Services in the Communication & Marketing Department in the amount of $50,000. Three
vendors, of which two were Historically Underutilized Businesses (HUB’s), were contacted and
submitted quotes for this contract with Five Stone Creative selected at $48,000.
Legal Review:
This item is ready for Council
Board/Commission/ or Committee Recommendation:
Not applicable
Staff Recommendation:
Staff recommends approval of the contract with Five Stone Creative in an amount not to exceed
$48,000 for video production services for general communications and marketing services
Attachments:
• Video Production Services Scope of Service
• Copies of solicitation for BIDS
• Five Stone Creative Proposal
Town Council Approval:
_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Mayor C. Nick Sanders or designee
Town Council Meeting Page 14 of 39 October 27, 2020
Scope of Services
The Town of Trophy Club seeks bids for video production firms to develop multiple promotional
videos highlighting various Trophy Club topics. The videos will be used to market the Town’s
employees, foster positive business initiatives and other notable service delivery topics. These
videos will highlight the Town’s newest businesses as well as be a “Lifestyle/Destination” piece
that promotes Trophy Club’s quality of life and amenities. In addition, they will highlight various
natural amenities throughout the Town. The videos will be used on the Town’s social media
channels and Town website. The Town will rely on the consultant’s creativity and expertise in
collaboration of concept development and production. These videos will help to refocus and
support the Town’s brand and main goal of being “a great place to call home”.
Project Description
The consultant shall develop short high-definition videos, each approximately 2-5 minutes in
length. The consultant shall furnish all camera/video equipment, sound and lighting, editing
software applications, and other equipment required to produce a professional product. The
consultant shall provide the Town with the video files in a format that can be edited in Adobe
Premiere Pro. The finished products will be the sole property of the Town of Trophy Club.
Elements
• Promote Trophy Club’s quality of life.
• Promote the Town services, programs and events that encourage community engagement
and interaction
• Demonstrate Trophy Club’s leadership in creating a strong well-rounded community
• Highlight proximity to regional family destinations and tourist attractions.
Tentative Topics and Features
• Police (TCPD) and Fire (TCFD)
• Local Business support, new development
• Parks and Recreation services and activities
• Employee features
Timeframe
The Town desires the videos to be completed from January 2021 – December 2021
Town Role
Project Management: A dedicated Town Project Manager will oversee the projects and be the
primary point of contact for the selected vendor. The Project Manager will work with the consultant
Communications & Marketing
1 Trophy Wood Drive
Trophy Club, TX 76262
682-237-2987
www.trophyclub.org
Town Council Meeting Page 15 of 39 October 27, 2020
to develop project ideas, timelines, track project status, identify potential challenges,
facilitate/present solutions, and monitor costs to remain within budget.
Direction and Input: The Town Project Manager will:
• Provide a “shots list” where the recording will occur
• Provide interview questions as needed
• Provide still photos
• Facilitate coordination with Trophy Club businesses
• Provide access to Town facilities
• Review content
Consultant Role
Project Management: The consultant will designate a project manager who will ensure project
remains on schedule, provide routine status updates, proactively identify and communicate any
issues, and coordinate quality control of all development work and deliverables. During the initial
kick-off meeting, staff and the selected vendor will create a comprehensive project list and timeline
and note interval meeting dates. The consultant shall be cognizant of the time spent on the project,
track costs as the project progresses, and notify the Town’s Project Manager of expenditures
during scheduled check-in meetings to ensure the project stays within budget.
Creative and Educational/Instructional Design
• Work with town staff to set the direction for filming, including, but not limited to:
identifying shot lists based on content narratives, and developing talking points
and/or scripts for film participants for interviews and voiceovers where applicable
• Prepare on-site locations for filming
• Film, direct, and produce both videos
• Utilize .mp4 and .mov video formats and 1080p high definition resolution
• Upload unedited raw footage with metadata tags to a designated storage area
• Provide production concepts
• Work with entities in Trophy Club to source existing footage if available
• Provide voice-over narration as needed
• Ensure all final versions of the videos are in high definition
• Upload final edited version to the video hosting site that staff specifies
Provide staff with save, review and otherwise use without limitation at any point during
and after fulfillment of the contract.
Optional
• Use of drones for aerial footage. The company must comply with all federal and
local laws pertaining to the use of drones
• Actors/Actresses
• Motion Graphics
Town Council Meeting Page 16 of 39 October 27, 2020
Pricing Submittal
The consultant will present a budget based on the Scope of Services listed above and a price per
finished video minute breakdown. Please list optional services referenced above separately.
While price is a consideration, our assessment of the potential return on investment will be a
higher determinant in the selection of firm(s). Respondents should take into consideration within
their proposed prices the amount of staff time needed to dedicate to identifying interviewees,
assisting in organizing interviews and shooting locations, and other necessary work.
Responses
Responses to this RFP should:
• Provide a brief narrative of the company and its qualifications and experience
• Specify the company’s area(s) of expertise and unique characteristics that set it apart from
the competition and how those strengths will benefit Trophy Clubs’ video content and
brand
• Detail the company’s approach to providing the required services mentioned above
• Provide three recent (within the last three years) examples of video footage the company
has produced that demonstrate the depth and breadth of its video skills and how that
expertise can be put to work for Trophy Club
• Provide pricing (per hour or by person) in addition to any pertinent pricing details related
to travel and other out-of-pocket expenses
Consultant Selection
The consultants will be evaluated and ranked in accordance with the following factors, which are
weighted as shown:
The consultant’s experience with similar projects (20%)
The breadth of the consultant’s experience, including the qualifications and availability of the key
personnel who would be assigned (20%)
The methodology and scope of services to be provided (30%)
Proven ability from examples and explanations provided that the firm can produce high-quality,
innovative and unconventional video production services which could bring significant awareness
to the services provided by our potential projects listed above (30%)
Town Council Meeting Page 17 of 39 October 27, 2020
10/14/2020 Mail - Jill Lind - Outlook
https://outlook.office365.com/mail/sentitems/id/AQMkAGJmMWNmZGVjLTM4MzUtNGNiYS1iYzA5LWJlMjM1OTcyMzViNQBGAAADKeebvBbyIk6UuF…1/1
Bid for Video Services in FY 2021
Jill Lind <jlind@trophyclub.org>
Fri 9/18/2020 7:30 AM
To: alison@sheffieldcreative.com <alison@sheffieldcreative.com>
Good Morning,
The Town of Trophy Club seeks bids for video production firms to develop multiple promotional
videos highlighting various Trophy Club topics.
The videos will be used to market the Town’s employees, foster positive business initiatives,
and other notable service delivery topics. These videos will highlight the Town’s newest
businesses as well as be a “Lifestyle/Destination” piece that promotes Trophy Club’s quality of
life and amenities. In addition, they will highlight various natural amenities throughout the Town.
The videos will be used on the Town’s social media channels and Town website. The Town will
rely on the consultant’s creativity and expertise in collaboration with concept development and
production. These videos will help to refocus and support the Town’s brand and the main goal
of being “a great place to call home”.
Please provide bud submittals by COB on September 25, 2020. If you have further questions,
please let me know.
Thank you,
JL
Jill Lind, CPC, CTE
Communica ons & Marke ng Manager
Town of Trophy Club
1 Trophy Wood Drive, Trophy Club, TX 76262
682.237.2987 office | 817.521.4334 cell
| jlind@trophyclub.org| www.trophyclub.org
| www.facebook.com/trophyclubgov
Town Council Meeting Page 18 of 39 October 27, 2020
10/14/2020 Mail - Jill Lind - Outlook
https://outlook.office365.com/mail/sentitems/id/AQMkAGJmMWNmZGVjLTM4MzUtNGNiYS1iYzA5LWJlMjM1OTcyMzViNQBGAAADKeebvBbyIk6UuF…1/1
Bid for Video Services in FY 2021
Jill Lind <jlind@trophyclub.org>
Fri 9/18/2020 7:30 AM
To: silvana@lagunamg.com <silvana@lagunamg.com>
Good Morning,
The Town of Trophy Club seeks bids for video production firms to develop multiple promotional
videos highlighting various Trophy Club topics.
The videos will be used to market the Town’s employees, foster positive business initiatives,
and other notable service delivery topics. These videos will highlight the Town’s newest
businesses as well as be a “Lifestyle/Destination” piece that promotes Trophy Club’s quality of
life and amenities. In addition, they will highlight various natural amenities throughout the Town.
The videos will be used on the Town’s social media channels and Town website. The Town will
rely on the consultant’s creativity and expertise in collaboration with concept development and
production. These videos will help to refocus and support the Town’s brand and the main goal
of being “a great place to call home”.
Please provide bud submittals by COB on September 25, 2020. If you have further questions,
please let me know.
Thank you,
JL
Jill Lind, CPC, CTE
Communica ons & Marke ng Manager
Town of Trophy Club
1 Trophy Wood Drive, Trophy Club, TX 76262
682.237.2987 office | 817.521.4334 cell
| jlind@trophyclub.org| www.trophyclub.org
| www.facebook.com/trophyclubgov
Town Council Meeting Page 19 of 39 October 27, 2020
10/14/2020 Mail - Jill Lind - Outlook
https://outlook.office365.com/mail/sentitems/id/AQMkAGJmMWNmZGVjLTM4MzUtNGNiYS1iYzA5LWJlMjM1OTcyMzViNQBGAAADKeebvBbyIk6UuF…1/1
Bid for Video Services in FY 2021
Jill Lind <jlind@trophyclub.org>
Fri 9/18/2020 7:31 AM
To: josh@fivestonecreative.com <josh@fivestonecreative.com>
Good Morning,
The Town of Trophy Club seeks bids for video production firms to develop multiple promotional
videos highlighting various Trophy Club topics.
The videos will be used to market the Town’s employees, foster positive business initiatives,
and other notable service delivery topics. These videos will highlight the Town’s newest
businesses as well as be a “Lifestyle/Destination” piece that promotes Trophy Club’s quality of
life and amenities. In addition, they will highlight various natural amenities throughout the Town.
The videos will be used on the Town’s social media channels and Town website. The Town will
rely on the consultant’s creativity and expertise in collaboration with concept development and
production. These videos will help to refocus and support the Town’s brand and the main goal
of being “a great place to call home”.
Please provide bud submittals by COB on September 25, 2020. If you have further questions,
please let me know.
Thank you,
JL
Jill Lind, CPC, CTE
Communica ons & Marke ng Manager
Town of Trophy Club
1 Trophy Wood Drive, Trophy Club, TX 76262
682.237.2987 office | 817.521.4334 cell
| jlind@trophyclub.org| www.trophyclub.org
| www.facebook.com/trophyclubgov
Town Council Meeting Page 20 of 39 October 27, 2020
Attention: Jill Lind
City of Trophy Club
Date: 9/24/20
Project Title: Trophy Club Brand Videos
Project Description: Production/Post-Production
Thank you for your interest in Sheffield Creative!
Development and Pre-Production: These costs are due two weeks before filming begins.
Production: Half of the remainder of the amount is due on the first day of production. The
final payment is due the last day of production. Delaying payment can affect timelines and
ultimately cost more if shoots must be canceled or rescheduled and crews must be paid.
Description Quantity Unit Price Cost
Pre-Production 20.0 $ 75 $ 1,500
Producer 13 $ 350 $ 4,550
Production Equipment 13 $ 800 $ 10,400
Director of Photography 13 $ 750 $ 9,750
Grip 13 $ 350 $ 4,550
Drone Production 3 $ 1,500 $ 4,500
Per Diem 13 $ 50 $ 650
Hard Drive Storage 4 $ 200 $ 800
Edit/Color/Animation 70 $ 85 $ 5,950
Music License 4 $ 150 $ 600
RAID Hard Drive Storage 1 $ 1,200 $ 1,200
$ 0
$ 0
Subtotal $ 44,450
Total $ 44,450
1
PRODUCTION
BID
214-418-1388
cratin@sheffieldcreative.com
7625 Silverleaf Drive
North Richland Hills, TX
76182
Town Council Meeting Page 21 of 39 October 27, 2020
Post-Production: These costs will be due 30 days after final approval. One major edit (i.e.
changing music once the final edit has been cut, changing the direction of the look or style of
the video, changing the entire order of the cut once final cut has been made, etc.) is included
in this bid. Any additional major edits may result in a per-hour cost increase.
Clearance for each location must be provided by the City of Trophy Club and given to
Sheffield Creative at least one week before the location is to be flimed.
Cheers,
Cratin Sheffield,
Owner/Creative Director
2
Town Council Meeting Page 22 of 39 October 27, 2020
Proposal for the Town of Trophy Club, Texas
EXECUTIVE DESCRIPTION
This proposal is to function as a quote for a retainer pricing model to reflect the work needed by
Town of Trophy Club for the 2021 calendar year. The compensation and deliverables model
shown below is meant to act as our best projection as to the needs of Trophy Club, and will
expire on December 31st, 2021. We believe that a retainer model would be the best model to
serve the ongoing needs of the town and allow for easy and accurate budgeting.
TOTAL PROJECTED COST: $48,000
This projection breaks down as follows:
● Up to 72 completed minutes for the 2021 calendar year (breaks down to 6 finished
minutes per month)
○ This can be in the form of live video or graphical animations
○ Only the final deliverables count against this total. For instance: a first-cut of a
long-form interview piece might be 11 minutes, but if the final is 3 minutes then
only the 3 minute final counts.
○ Billed at $250 per completed minute, which brings the yearly total to $18,000
● Up to (24) Shoot Days for the 2021 calendar year
○ These shoot days include (2) people and all equipment - cameras, audio gear,
lighting, etc
○ These shoot days can be broken into half-days to accommodate the unique needs
of the individual shoot.
○ Shoot days are billed at $1,250 per shoot day, and assuming an average of two
shoot days per month brings the yearly total to $30,000.
● Travel is not included in this pricing model. There is no charge for travel within the North
Texas area. However, any “special mission” projects will be negotiated and billed
separately.
USAGE AND OVERAGES
There is no usage limit from month-to-month. In the event that more than 72 minutes of final
content or more than 24 shoot days are needed for the 2021 calendar year, the additional
content would be broken down as follows:
● $650 per half-day shoot
● $1,250 per full-day shoot
● $250 per completed minute of final content (live video or animation)
These items also represent an “a la carte” price. For instance - if a special project is
commissioned that does not want to be counted against the existing retainer arrangement, a
separate quote can be generated.
Town Council Meeting Page 23 of 39 October 27, 2020
PERSONNEL
As of this proposal, the primary contact and lead videographer for Trophy Club would be Josh
Miller, who would be supplemented primarily by Allyson Wermelskirchen and Travis Matheny.
Other team members would be on-site based on shoot schedules and client need at the
discretion of Five Stone Creative. Full hair/makeup/wardrobe services are available as well,
based on the requests of Trophy Club. This is not included in the projected cost, and would be
billed on a case-by-case basis.
WORKFLOW
The primary staff member of Trophy Club will function as the primary contact for Five Stone
Creative and the driving force behind the vision of the content. Scripts, storyboards, and other
creative vision elements will be worked on collaboratively between Trophy Club and Five Stone
Creative, with the primary creative vision being provided by Trophy Club.
LEGAL AGREEMENT
Five Stone Creative is dedicated to providing the highest level services and materials, and
commits to performing professionally and completely. In the event that an representative of Five
Stone Creative deems a scenario as unsafe or unfit, we reserve the right to adjust or cancel the
services provided in order to preserve the safety of talent, crew, and equipment. This includes
health-related risks as it relates to COVID-19 or other medical issues.
Five Stone Creative is limited to providing safe and functioning equipment per industry standards.
The Town of Trophy Club agree to protect, hold harmless, and indemnify Five Stone Creative for
and with respect to any loss, cost, damage or expense (including, but not limited to, attorneys’
fees, court costs and costs of investigation) incurred by reason of the death of, or injury to, any
person(s) or by reason of damage to any and all property (real, personal or mixed) belonging to
any person(s), provided and only to the extent that such death, injury, or property damage shall
have arisen out of or resulted from the negligence or intentional misconduct of the Town of
Trophy Club or their associates.
The Five Stone Creative agree to protect, hold harmless, and indemnify The Town of Trophy Club
for and with respect to any loss, cost, damage or expense (including, but not limited to, attorneys’
fees, court costs and costs of investigation) incurred by reason of the death of, or injury to, any
person(s) or by reason of damage to any and all property (real, personal or mixed) belonging to any
person(s), provided and only to the extent that such death, injury, or property damage shall have
arisen out of or resulted from the negligence or intentional misconduct of the Five Stone Creative
or their associates.
RETAINER COMPENSATION MODEL
Upon the commencement of this agreement, Trophy Club would issue a check or electronic
payment on the 1st of each month in 2021 in the amount of $4,000.
Town Council Meeting Page 24 of 39 October 27, 2020
TERMINATION
This agreement may be terminated by either party with 60 days written notice.
To accept this agreement, please sign below:
Name Date
Town Council Meeting Page 25 of 39 October 27, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-321-T Name:
Status:Type:Agenda Item Draft
File created:In control:10/14/2020 Town Council
On agenda:Final action:10/27/2020
Title:Take appropriate action regarding a request to revise Section 3.02.002 of Trophy Club's Building
Regulations and Code of Ordinances to provide the Building Official authority to approve up to a five
percent (5%) increase for Lot Coverage (L. Payne).
Attachments:Staff Report - Lot Coverage Authority.pdf
ORD 2020-19 Lot Coverage Authority.pdf
Action ByDate Action ResultVer.
Take appropriate action regarding a request to revise Section 3.02.002 of Trophy Club's Building Regulations and Code of
Ordinances to provide the Building Official authority to approve up to a five percent (5%) increase for Lot Coverage (L.
Payne).
Town Council Meeting Page 26 of 39 October 27, 2020
Page 1 of 2
To: Mayor and Town Council
From: Lisa Payne, Town Planner
CC: Steve Norwood, Town Manager
Leticia Vacek, Town Secretary/RMO
Re: Case O-AMD-20-003 (Lot Coverage Authority)
Town Council Meeting, October 27, 2020
Agenda Item:
Consider and take appropriate action regarding a request to revise Section 3.02.002 of the
Building Regulations within the Trophy Club Code of Ordinances to give the Building Official the
authority to approve up to a five percent (5%) increase in lot coverage.
Strategic Link:
Infrastructure & Development – Foster a business-friendly environment
Background and Explanation:
Lot coverage is defined in the Town’s Code of Ordinances as “the total area of a lot upon which
is placed a building, buildings or other structures.” In other words, the footprint of any structure
with a roof, such as a house, garage, patio cover, or shed counts towards the maximum lot
coverage allowed on a particular lot. All of Trophy Club’s straight-zoned R-# properties (R-12
zoning district, for example) have a maximum lot coverage of 35%. The residential properties
within Planned Developments (PDs) range from 35% to 65% maximum lot coverage. Please note
that the term “building coverage” is used interchangeably with lot coverage in the Code and PDs,
but has the same meaning.
This request proposes to give the Building Official the authority to approve up to a five percent
(5%) increase in lot coverage on properties in both straight-zoned and PD districts. It is not
practical to amend all of the residential PDs in Town and several sections of the zoning ordinance
to increase the lot coverage percentages, so staff proposes to add language to the section of the
Code that already addresses the Building Official’s authority while still keeping the original lot
coverage percentages intact for a majority of cases.
This proposal is being requested because it has become more common for residents to submit
plans for patio covers and outdoor living areas that slightly exceed the maximum lot coverage
allowed. This tends to happen when a house is built as large as possible on a lot and the owner
later decides they’d like to build structures in their backyard to make it more enjoyable. Staff
encourages those residents to reduce the size of their proposals so they adhere to the ordinance,
but sometimes they ask for a variance which must be heard by the Zoning Board of Adjustment
Town Council Meeting Page 27 of 39 October 27, 2020
Page 2 of 2
(ZBA). During a six month period, we had five lot coverage cases go before the ZBA because the
area of their proposed patio covers put them a few percentage points over what’s allowed. All
five requests for variances were granted.
The following contains the proposed language (in red) added to Section 3.02.002 of the Trophy
Club Code of Ordinances.
“CHAPTER 3 BUILDING REGULATIONS
…
ARTICLE 3.02 BUILDING OFFICIAL
…
Sec. 3.02.002 Authority
The building official and/or code enforcement officer so appointed shall have the power and
authority to enforce the town building, electrical and mechanical codes, the town building code
standards, the town code for the abatement of dangerous structures, the town housing code, and
all other codes, ordinances and regulations of the town which concern building, construction,
housing or other development activities. The building official and/or code enforcement officer
shall have such other authority for administration and enforcement of town ordinances and
regulations as adopted via town ordinance or as otherwise directed by the town manager or
designee. The building official shall have the authority to approve up to a five percent (5%)
increase over the maximum lot coverage in both straight-zoned and planned development
districts.”
Financial Considerations:
Not applicable
Legal Review:
This item is ready for Council
Board & Commission Recommendation:
This item was not required to be considered by the Zoning Board of Adjustment or the Planning
& Zoning Commission, but staff asked both boards for their thoughts on the request and only
positive feedback was received.
Staff Recommendation:
Staff recommends approval of giving the Building Official the authority to approve up to a 5%
increase in lot coverage. Requests over 5% should continue to be heard by the ZBA.
Attachments:
• Ordinance No. 2020-19
Town Council Approval:
_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Mayor C. Nick Sanders or designee
Town Council Meeting Page 28 of 39 October 27, 2020
TOWN OF TROPHY CLUB, TEXAS
ORDINANCE NO. 2020-19
AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS,
AMENDING SECTION 3.02.002 AUTHORITY, OF ARTICLE 3.02
BUILDING OFFICIAL, OF CHAPTER 3 BUILDING REGULATIONS, OF
THE TOWN OF TROPHY CLUB CODE OF ORDINANCES TO GIVE THE
BUILDING OFFICIAL THE AUTHORITY TO APPROVE UP TO A FIVE
PERCENT INCREASE IN LOT COVERAGE; PROVIDING FOR
INCORPORATION OF PREMISES; PROVIDING FOR AMENDMENTS;
PROVIDING FOR SAVINGS AND REPEALER; PROVIDING FOR
SEVERABILITY; PROVIDING FOR ENGROSSMENT AND
ENROLLMENT; PROVIDING FOR A PENALTY NOT TO EXCEED THE
SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH OFFENSE
AND A SEPARATE OFFENSE SHALL BE DEEMED COMMITTED EACH
DAY DURING OR ON WHICH A VIOLATION OCCURS OR CONTINUES;
PROVIDING FOR PUBLICATION; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the authority of the Building Official is adopted via Ordinance and
codified in Chapter 3 of the Trophy Club Code of Ordinances; and
WHEREAS, the Town desires to give the Building Official the authority to approve
up to a five percent increase in lot coverage for the benefit of residents, applicants, Town
staff, and Town elected and appointed officials; and
WHEREAS, after due deliberations and consideration, the Town Council has
concluded that the adoption of this Ordinance, as further specified herein, is in the best
interests of the Town of Trophy Club, Texas.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS:
SECTION 1.
INCORPORATION OF PREMISES
That the above and foregoing premises are true and correct and are incorporated
herein and made a part hereof for all purposes.
SECTION 2.
AMENDMENTS
2.01 Section 3.02.002 Authority, of Article 3.02 Building Official, of Chapter 3 Building
Regulations, of the Town of Trophy Club Code of Ordinances is hereby amended as
follows and all other sections not expressly mentioned hereafter shall remain the same:
“CHAPTER 3 BUILDING REGULATIONS
. . .
ARTICLE 3.02 BUILDING OFFICIAL
. . .
Town Council Meeting Page 29 of 39 October 27, 2020
ORD 2020-19 Page 2 of 3
Section 3.02.002 Authority
The building official and/or code enforcement officer so appointed shall have the power
and authority to enforce the town building, electrical and mechanical codes, the town
building code standards, the town code for the abatement of dangerous structures, the
town housing code, and all other codes, ordinances and regulations of the town which
concern building, construction, housing or other development activities. The building
official and/or code enforcement officer shall have such other authority for administration
and enforcement of town ordinances and regulations as adopted via town ordinance or
as otherwise directed by the town manager or designee. The building official shall have
the authority to approve up to a five percent (5%) increase over the maximum lot coverage
in both straight-zoned and planned development districts.”
SECTION 3.
SAVINGS AND REPEALER
That this Ordinance shall be cumulative of all other Ordinances of the Town
affecting fees and shall not repeal any of the provisions of such Ordinances except in
those instances where provisions of those Ordinances are in direct conflict with the
provisions of this Ordinance; whether such Ordinances are codified or uncodified, and all
other provisions of the Ordinances of the Town of Trophy Club, codified or uncodified, not
in conflict with the provisions of this Ordinance, shall remain in full force and effect.
Notwithstanding the foregoing, any complaint, action, cause of action or claim which prior
to the effective date of this Ordinance has been initiated or has arisen under or pursuant
to such repealed Ordinance(s) shall continue to be governed by the provisions of that
Ordinance and for that purpose the Ordinance shall be deemed to remain and continue
in full force and effect.
SECTION 4.
SEVERABILITY
If any section, article, paragraph, sentence, clause, phrase or word in this
Ordinance, or application thereof to any person or circumstance, is held invalid or
unconstitutional by a Court of competent jurisdiction, such holding shall not affect the
validity of the remaining portions of the Ordinance, and the Town Council hereby declares
it would have passed such remaining portions of the Ordinance despite such invalidity,
which remaining portions shall remain in full force and effect.
SECTION 5.
ENGROSSMENT AND ENROLLMENT
The Town Secretary of the Town of Trophy Club is hereby directed to engross and
enroll this Ordinance in accordance with the Town Charter.
SECTION 6.
PENALTY
It shall be unlawful for any person to violate any provision of this Ordinance, and
any person violating or failing to comply with any provision of this Ordinance shall be
fined, upon conviction, not less than One Dollar ($1.00) nor more than Two Thousand
Dollars ($2,000.00), and a separate offense shall be deemed committed upon each day
during or on which a violation occurs or continues.
Town Council Meeting Page 30 of 39 October 27, 2020
ORD 2020-19 Page 3 of 3
SECTION 7.
PUBLICATION
The Town Secretary of the Town of Trophy Club is hereby directed to publish the
Caption, Penalty and Effective Date of this Ordinance as required by Section 52.011 of
the Texas Local Government Code.
SECTION 8.
EFFECTIVE DATE
This Ordinance shall take effect on October 27, 2020 in accordance with law, and
it is so ordained.
PASSED AND APPROVED by the Town Council of the Town of Trophy Club,
Texas, this 27th day of October 2020.
C. Nick Sanders, Mayor
Town of Trophy Club, Texas
ATTEST:
Leticia Vacek, TRMC/CMC/MMC
Town Secretary/RMO
Town of Trophy Club, Texas
APPROVED TO AS FORM:
J. David Dodd III, Town Attorney
Town of Trophy Club, Texas
Town Council Meeting Page 31 of 39 October 27, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-323-T Name:
Status:Type:Agenda Item Draft
File created:In control:10/15/2020 Town Council
On agenda:Final action:10/27/2020
Title:Take appropriate action regarding the Annual Licensing and Support from Tyler Technologies for
Incode Financial Software Application not to exceed $43,000 (M. Erwin).
Attachments:Staff Report - Tyler Technologies - FY21.pdf
Tyler Technologies - 2021 PO.pdf
Action ByDate Action ResultVer.
Take appropriate action regarding the Annual Licensing and Support from Tyler Technologies for Incode Financial
Software Application not to exceed $43,000 (M. Erwin).
Town Council Meeting Page 32 of 39 October 27, 2020
To: Mayor and Town Council
From: Steve Norwood, Town Manager
CC: Mike Erwin, Finance Manager
Leticia Vacek, Town Secretary/RMO
Ernest Gillespie, Staff Accountant
Re: Procurement of Annual Licensing and Support from Tyler Technologies (Incode)
Town Council Meeting, October 27, 2020
Agenda Item:
Consider and take appropriate action regarding a requisition request for procurement of Tyler
Technologies (Incode); and authorizing the Mayor or his designee to execute all necessary
documents (W. Carroll).
Explanation:
The proposed Requisition Request is for the annual licensing and support costs for Tyler
Technologies (Incode) beginning November 1, 2020. This request meets all our purchasing
guidelines and is purchased off the approved National Joint Powers Alliance (NJPA) contract.
The total annual licensing and support cost for Tyler Technologies is not to exceed $43,000. The
total of the current requisition is $42,060.25. The total budgeted amount was estimated at
$41,684 and the actual came in at $42,060.25.
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.
Financial Considerations:
This item is budgeted for in the Information Services budget under Software & Support.
Legal Review:
Not Applicable.
Board/Commission/or Committee Recommendation:
Not Applicable.
Town Council Meeting Page 33 of 39 October 27, 2020
Staff Recommendation:
Staff recommends approval of the requisition request as presented.
Attachments:
• Requisition Request
• Tyler Technologies Quotes
Town Council Approval:
_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Mayor C. Nick Sanders or designee
Town Council Meeting Page 34 of 39 October 27, 2020
\~ PURCHASE REQUISITION FORM
TOWN OF
TROPHY CLUB
Date : IO I 15 /2020
Vendor (Name & Address)
Tyler Technologies
Delivery Address
1 Trophy Wood Drive
PO Box 203556 Trophy Club, TX 76262
Dallas, TX 75320-3556
Account Number Description
Annual Support Renewal 11/01/20 -l0/31/2l
01-640-60800 Incode Financial Suite -INC9-FIN-CORE-MNT
01-640-60800 Incode Personnel Management Suite -INXC-PM-MNT
01-640-60800 lncode Court Case Management Suite -INC9-CT-CRMCTMGT-MNT
01-640-60800 lncode Customer Relationship Suite -INC9-CT-CRMCTMGT-MNT
01 -640-60800 Incode Content/Document Management Suite -INC-TCME-CONCOMNT
01-640-60800 System Software Maintenance -INC-FIN-ACUXDBC-MNT
01-640-60800 Tvler Content Manager Annual Fees -TCM-SE-MNT
01-640-60800 Tyler University -INCX-TYLU-REC
01-640-60800 Basic Network Sunnort Service -INCX-BNS-REC
01-640-60800 Incode Personnel Management Suite -lPMSTE-M
01-640-60800 Incode Customer Relationship Suite -Cash Collections -lCRMSTE-M
01-640-60800 Incode Customer Relationship Suite Maintenance -INC9-CRM-CALLCTR-MNT
Billed Monthly l0/01120-09/30/2l
01 -640-60800 Host Site Fee Billed Monthly
01 -640-60800 Court Online Fee Billed Monthly
Annual Support Renewal 08/0l/2l -07 /3l/22
01-640-60800 lncode Case Management Suite Maintenance
Annual Support Renewal 08/0l/2l -07 /3l/22
01 -640-60800 Benefits Enrollment Maintenance Canceled
Annual Support Renewal 07 /Ol/2l-06/30122
01-640-60800 EnerGov Product Suite
Requested by:
Finance Approved by:
PO Number ------
Department _____ _
Project# _____ _
Quantity Unit Amount Total Amount
7,325.23
3 ,878.32
3,508.96
2,641.68
2,031.52
947.06
5,540.47
1,000.00
886.48
1,267 .67
812.62
1,625 .21
12 75.00 900.00
12 75 .00 900.00
12 61.42 737.04
8,057 .99
Total $ 42,060.25
Approved by:
Town Council Meeting Page 35 of 39 October 27, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-331-T Name:
Status:Type:Agenda Item Draft
File created:In control:10/22/2020 Town Council
On agenda:Final action:10/27/2020
Title:Pursuant to the following designated section of the Texas Government Code, Chapter 551 (Open
Meetings), the Council will convene into executive session to discuss the following:
a) Discussion and possible action - Deliberate the Appointment of the Planning & Zoning
Commission Board Members pursuant to Texas Government Code Section 551.074 (personnel
matters) (Mayor Sanders).
Attachments:
Action ByDate Action ResultVer.
Pursuant to the following designated section of the Texas Government Code, Chapter 551 (Open Meetings), the Council
will convene into executive session to discuss the following:
a) Discussion and possible action - Deliberate the Appointment of the Planning & Zoning Commission Board
Members pursuant to Texas Government Code Section 551.074 (personnel matters) (Mayor Sanders).
Town Council Meeting Page 36 of 39 October 27, 2020
1 Trophy Wood Drive
Trophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12020-332-T Name:
Status:Type:Agenda Item Draft
File created:In control:10/22/2020 Town Council
On agenda:Final action:10/27/2020
Title:a) Take appropriate action regarding Resolution 2020-19 for the Appointment of Members to
the Planning & Zoning Commission (L. Vacek).
Attachments:RES 2020-19 P&Z Annual Appointments.pdf
Action ByDate Action ResultVer.
a) Take appropriate action regarding Resolution 2020-19 for the Appointment of Members to the Planning &
Zoning Commission (L. Vacek).
Town Council Meeting Page 37 of 39 October 27, 2020
TOWN OF TROPHY CLUB, TEXAS
RESOLUTION NO. 2020-19
A RESOLUTION OF THE TROPHY CLUB TOWN COUNCIL
APPOINTING/RE-APPOINTING MEMBER(S) TO THE PLANNING &
ZONING COMMISSION; AND PROVIDING FOR THE APPOINTMENT OF
A CHAIRPERSON; DESIGNATING TERMS OF SERVICE; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Town of Trophy Club, Texas, is fortunate to have civic minded
citizens interested in serving on the various Boards, Commissions, and Corporations; and
WHEREAS, the Trophy Club Town Council is charged with the authority of
appointments to the Boards, Commissions, and Corporations serving the Town; and
WHEREAS, on October 24, 2019, the Trophy Club Town Council approved
Resolution No. 2019-30 for the Planning & Zoning Commission for the Fiscal Year 2019-
2020; and
WHEREAS, the Town Council hereby appoints/re-appoints members to serve on the
Planning & Zoning Commission, and
NOW THEREFORE, BE IT RESOLVED BY THE TROPHY CLUB TOWN COUNCIL
THAT:
Section 1. Appointments/Re-Appointments are made for the individuals whose
term ends in 2020 to serve on the Planning & Zoning Commission.
Section 2. That the Town Council hereby appoints the following individuals to
serve on the Planning & Zoning Commission with terms of service ending on September 30,
2022:
Planning & Zoning Commission
Reginald Barbarin (2022) – Re-appointment
Michael Biggs (2022) – Re-appointment
________________(2022) - Appointment
_____________________ shall serve as Chairperson of the Planning & Zoning
Commission.
Town Council Meeting Page 38 of 39 October 27, 2020
RES 2020-18 Page 2 of 2
Section 3. This Resolution shall take effect from and after its date of passage in
accordance with law.
PASSED and APPROVED by the Trophy Club Town Council on this 27th day of
October 2020.
C. Nick Sanders, Mayor
Town of Trophy Club, Texas
ATTEST:
Leticia Vacek, TRMC/CMC/MMC
Town Secretary/RMO
APPROVED TO AS FORM:
J. David Dodd III, Town Attorney
Town of Trophy Club, Texas
Town Council Meeting Page 39 of 39 October 27, 2020