Agenda Packet TC 09/14/2009Town Council
Trophy Club Entities
Meeting Agenda
100 Municipal Drive
Trophy Club, TX 76262
Svore Municipal Building Boardroom6:00 PMMonday, September 14, 2009
Call to order and announce a quorum.
1.09-350-T Budget Discussion. (6:00 to 7:00 P.M.)
Invocation
Pledges:
Pledge of allegiance to the American Flag.
Pledge of allegiance to the Texas Flag.
"Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one
and indivisible."
Citizen Presentations:
This is an opportunity for citizens to address the Council on any matter whether or not it
is posted on the agenda. The Council is not permitted to take action on or discuss any
presentations made to the Council at this time concerning an item not listed on the
agenda. The Council will hear presentations on specific agenda items prior to the
Council addressing those items. You may speak up to three (3) minutes or the time limit
determined by the Mayor or presiding officer. To speak during this item you must
complete the Speaker's form that includes the topic(s) of your statement. Topics of
presentation should be limited to matters over which the Council has authority.
2.09-377-T Police Chief Kniffen to recognize and introduce the members of the Citizens on Patrol.
CONSENT AGENDA
All matters listed as Consent Agenda are considered to be routine by the Town Council
and will be enacted by one motion. There will not be a separate discussion of these
items. If discussion is desired, that item will be removed from the consent agenda and
will be considered separately.
Town Council 1 of 84 Meeting Date: September 14, 2009
September 14, 2009Town Council Meeting Agenda
3.09-340-T Consider and take appropriate action regarding a request from Jacobs Engineering on
behalf of High Trophy Development, LP to approve an Amended Plat of 107 Residential
Lots and 4 Open Space Lots for a total of 28.144 acres known as Neighborhood 1,
Phase 1C-2. (AP-09-016)
Staff Report - Council.pdf
Application.pdf
NH 1 PH 1C-2 Page 1.pdf
NH 1 PH 1C-2 Page 2.pdf
Amended Plat Regulations.pdf
Attachments:
4.09-359-T Consider and take appropriate action regarding an Ordinance amending the Town
Manager Department budget (Election Line) for fiscal year October 1, 2008 through
September 30, 2009.
Ord 2009-XX Amending FY 2009-10 Budget-Election.pdfAttachments:
5.09-348-T Consider and take appropriate action regarding Minutes dated August 3, 2009.
August 3, 2009 Minutes.pdfAttachments:
6.09-347-T Consider and take appropriate action regarding Minutes dated August 17, 2009
August 17, 2009 Minutes.pdfAttachments:
7.09-349-T Consider and take appropriate action regarding Minutes dated August 24, 2009.
August 24, 2009 Minutes.pdfAttachments:
PUBLIC HEARING
8.09-352-T Town Council to conduct 2nd Public Hearing regarding the budget and proposed tax
rate increase for fiscal year October 1, 2009 to September 30, 2010 and Mayor to
announce the date, time and place of the vote on the tax rate.
9.09-353-T Town Council to conduct a Public Hearing on the proposed 2009-2010 Fiscal Year
Budget pursuant to Section 9.05 of the Town Charter, "Council Action on Budget".
REGULAR SESSION
10.09-311-T Consider and take appropriate action to approve an Interlocal Agreement between the
Town and Northwest Independent School District for School Resource Officer services
for the 2009-2010 school year.
2009-10 SRO NISD Agreement.pdfAttachments:
Town Council 2 of 84 Meeting Date: September 14, 2009
September 14, 2009Town Council Meeting Agenda
11.09-333-T Consider and take appropriate action regarding a Contract for Election Services with
Denton County, for the November 3, 2009 Park Bond Election, and approving the terms
and conditions of the Contract.
Denton Election Contract Nov 2009 - Town of Trophy Club.pdf
Denton Early Voting Location.pdf
Election Annex A -Town of Trophy Club110309.pdf
Attachments:
12.09-351-T Consider and take appropriate action regarding a Resolution adopting the National
Incident Management System (NIMS).
National Incident Management System (NIMS).
Res. 2009 - NIMS.pdfAttachments:
13.09-360-T Consider and take appropriate regarding the setting of a new date for the Council's
strategic planning workshop.
14.09-358-T Items for Future Agendas
Items for Future Agendas.pdfAttachments:
15.09-354-T Mayor's Update regarding training opportunities, educational sessions, and regional
meetings.
ADJOURN
CERTIFICATION
I certify that the above notice was posted on the front window of the Svore Municipal
Building, 100 Municipal Drive, Trophy Club, Texas, on Thursday, September 10, 2009
by 5:00 P.M. in accordance with Chapter 551, Texas Government Code.
Lisa Hennek
Town Secretary, TMRC
If you plan to attend this public meeting and have a disability that requires special
needs, please contact the Town Secretary’s Office at 682-831-4600, 48 hours in
advance and reasonable accommodations will be made to assist you.
I certify that the attached notice and agenda of items to be considered by this Board
was removed by me from the front window of the Svore Municipal Building, 100
Municipal Drive, Trophy Club, Texas, on the __________ day of
______________________, 2009
________________________________, Title: ___________________________
Town Council 3 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-350-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:8/25/2009 Town Council
On agenda:Final action:9/14/2009
Title:Budget Discussion. (6:00 to 7:00 P.M.)
Attachments:
Action ByDate Action ResultVer.
Town Council 4 of 84 Meeting Date: September 14, 2009
109-350-T Version:File #:
Title
Budget Discussion. (6:00 to 7:00 P.M.)
Body
Town Council 5 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-377-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:9/8/2009 Town Council
On agenda:Final action:9/14/2009
Title:Police Chief Kniffen to recognize and introduce the members of the Citizens on Patrol.
Attachments:
Action ByDate Action ResultVer.
Town Council 6 of 84 Meeting Date: September 14, 2009
109-377-T Version:File #:
Title
Police Chief Kniffen to recognize and introduce the members of the Citizens on Patrol.
Town Council 7 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-340-T Name:
Status:Type:Agenda Item Consent Agenda
File created:In control:8/24/2009 Town Council
On agenda:Final action:9/14/2009
Title:Consider and take appropriate action regarding a request from Jacobs Engineering on behalf of High
Trophy Development, LP to approve an Amended Plat of 107 Residential Lots and 4 Open Space
Lots for a total of 28.144 acres known as Neighborhood 1, Phase 1C-2. (AP-09-016)
Attachments:Staff Report - Council.pdf
Application.pdf
NH 1 PH 1C-2 Page 1.pdf
NH 1 PH 1C-2 Page 2.pdf
Amended Plat Regulations.pdf
Action ByDate Action ResultVer.
Planning & Zoning Commission9/3/2009 1
Town Council 8 of 84 Meeting Date: September 14, 2009
109-340-T Version:File #:
Title
Consider and take appropriate action regarding a request from Jacobs Engineering on behalf of High Trophy
Development, LP to approve an Amended Plat of 107 Residential Lots and 4 Open Space Lots for a total of 28.144 acres
known as Neighborhood 1, Phase 1C-2. (AP-09-016)
Body
The applicant, Jacobs Engineering, on behalf of the property owner High Trophy Development, L.P., requests to amend
the final plat for this development which was approved by the Town Council on January 7, 2008. The intended purpose of
the amended plat is to correct an error in the Owners Dedication statement in which the incorrect subdivision was listed
on the original plat. The original plat stated “Neighborhood 2 - Phase 1A” in the Owners Dedication. The amended plat
corrects the Owners Dedication to state “Neighborhood 1, Phase 1C-2”.
Town of Trophy Club regulations require that plat clerical errors must be corrected by an amended plat brought before the
Planning and Zoning Commission for recommendation to the Town Council.
Staff recommends approval.
Town Council 9 of 84 Meeting Date: September 14, 2009
TOWN COUNCIL
STAFF REPORT
September 14, 2009
Case No. AP-09-016
Amended Plat
Neighborhood 1, Phase 1C-2
SUBJECT: CONSENT AGENDA: Discussion and take appropriate action
regarding a request for approval of an amended plat for
Neighborhood 1, Phase 1C-2 located in The Highlands at Trophy
Club. Applicant: Jacobs on behalf of High Trophy Development, L.P.
(AP-09-016)
PURPOSE: The applicant, Jacobs Engineering, on behalf of the property owner High
Trophy Development, L.P., requests to amend the final plat for this development which
was approved by the Town Council on January 7, 2008. The intended purpose of the
amended plat is to correct an error in the Owners Dedication statement in which the
incorrect subdivision was listed on the original plat. The original plat stated
“Neighborhood 2 – Phase 1A” in the Owners Dedication. The amended plat corrects
the Owners Dedication to state “Neighborhood 1, Phase 1C-2”.
Town of Trophy Club regulations require that plat clerical errors must be corrected by an
amended plat brought before the Planning and Zoning Commission for recommendation
to the Town Council.
STAFF REVIEW AND RECOMMENDATION: Staff has reviewed the amended plat for
compliance with Town ordinances and regulations and has determined that it is
complete and ready for Planning and Zoning Commission and City Council agendas for
consideration. Staff recommends approval.
PLANNING AND ZONING COMMISSION RECOMMENDATION: On September 3,
2009, the Planning and Zoning Commission held a regular meeting to discuss this item.
The Commission made the following motion:
Commissioner Sheridan made a motion recommending approval to the Town Council of
the amended plat for Neighborhood 1, Phase 1C-2. The motion was seconded by
Commissioner Ashby.
Ayes: Hill, Stephens, Reed, Sheridan, Forest, Ashby, Davidson
Nays: None
Action: 7-0, Approved
Town Council 10 of 84 Meeting Date: September 14, 2009
Attachments: Application
Plat
Amended Plat Regulations from Chapter 12–Subdivision Rules
and Regulations
‘
Town Council 11 of 84 Meeting Date: September 14, 2009
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Town Council 13 of 84 Meeting Date: September 14, 2009
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100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-359-T Name:
Status:Type:Agenda Item Consent Agenda
File created:In control:8/28/2009 Town Council
On agenda:Final action:9/14/2009
Title:Consider and take appropriate action regarding an Ordinance amending the Town Manager
Department budget (Election Line) for fiscal year October 1, 2008 through September 30, 2009.
Attachments:Ord 2009-XX Amending FY 2009-10 Budget-Election.pdf
Action ByDate Action ResultVer.
Town Council 17 of 84 Meeting Date: September 14, 2009
109-359-T Version:File #:
Title
Consider and take appropriate action regarding an Ordinance amending the Town Manager Department budget (Election
Line) for fiscal year October 1, 2008 through September 30, 2009.
Body
Fiscal Year 2008-2009 General Fund Expenditure Budget Increase of $11,427 for election expenses associated with a
May 2009 Town election. In addition to the General Election a Charter Election was called. The overageis a result of
publication and translation requirements for a Charter Election.
Original Budget 2008-09 $12,235
Amendment 11,427
Amended Budget 23,752
Staff recommends approval.
Town Council 18 of 84 Meeting Date: September 14, 2009
TOWN OF TROPHY CLUB
ORDINANCE NO. 2009-XX
AN ORDINANCE OF THE TOWN OF TROPHY
CLUB, TEXAS AMENDING THE BUDGET OF THE
TOWN OF TROPHY CLUB, TEXAS; PROVIDING
FOR THE INCORPORATION OF PREMISES;
PROVIDING FOR AN AMENDMENT (BUDGET
AMENDMENT NO. 2); PROVIDING A SAVINGS
AND REPEALER CLAUSE; PROVIDING FOR
SEVERABILITY; PROVIDING FOR
ENGROSSMENT AND ENROLLMENT; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Town of Trophy Club, Texas Fiscal Year 2008-2009
Budget was adopted within the time and in the manner required by State Law;
and
WHEREAS, in that Budget, the Town Council appropriated funds for
election expenses based upon prior year experience; and
WHEREAS, on March 9, 2009 Town Council approved Ordinance 2009-
07 calling for a special election proposing twenty-two Town Charter
amendments, including nineteen amendments proposed as a result of a citizen
petition, special election proposing a binding referendum as authorized by the
Town Charter to abolish Municipal Utility District No. 2, and a special election
authorizing the sale of a certain portion of parkland located at Harmony Park in
addition to the general election held for three (3) seats on the Town Council; and
WHEREAS, the cost of providing the Town election exceeded the amount
available in the Town Manager’s Office budget for Election expenses; and
WHEREAS, the Town Council of the Town of Trophy Club, Texas hereby
finds and determines that it is prudent to amend one specific line item due to the
unforeseen situation that occurred with the Town election expenses and which
impacted the line item specified below; and
WHEREAS, the Town Council of the Town of Trophy Club, Texas further
finds that the amendment, as set forth in Exhibit “A”, will serve in the public
interest and is necessary to support Town operations; and
WHEREAS, the Town Council of the Town of Trophy Club, Texas finds
and determines that the change in the Budget for the stated municipal purpose
ORDINANCE NO. 2009-XX
1
Town Council 19 of 84 Meeting Date: September 14, 2009
serves best interests of the taxpayers, is necessary and warrants action at this
time;
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.
AMENDMENT
The Town of Trophy Club, Texas, Fiscal Year 2008-2009 Budget is hereby
amended to fund the line items as stated in Exhibit “A”, a copy of which is
attached hereto and incorporated herein. This Amendment No. 2 (Exhibit “A”) to
the Original Budget of the Town of Trophy Club, Texas, for the Fiscal Year 2008-
2009 shall be attached to and made part of the Original Budget by the Town
Secretary and shall be filed in accordance with State Law. This Ordinance is
hereby adopted and shall constitute the second budget amendment that has
occurred since the October 1, 2008 effective date of the Town’s Fiscal Year
2008-2009 Budget.
SECTION 3.
SAVINGS AND REPEALER
That this Ordinance shall be cumulative of all other Ordinances of the
Town affecting the Fiscal Year 2008-2009 Budget of the Town 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.
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.
ORDINANCE NO. 2009-XX
2
Town Council 20 of 84 Meeting Date: September 14, 2009
SECTION 5.
ENGROSSMENT AND ENROLLMENT
The Town Secretary of the Town of Trophy Club is hereby directed to
engross and enroll this Ordinance in the Ordinance records of the Town and to
properly record this Ordinance in accordance with the Town Charter.
SECTION 6.
EFFECTIVE DATE
This Ordinance shall take effect from and after its date of passage in
accordance with law, and it is so ordained.
PASSED AND APPROVED by the Town Council of the Town of Trophy
Club, Texas, this the 14th day of September, 2009.
_______________________________
Mayor, Connie White
Town of Trophy Club, Texas
ATTEST:
_________________________________________
Town Secretary
Town of Trophy Club, Texas
[SEAL]
_______________________________
Town Attorney
Town of Trophy Club, Texas
ORDINANCE NO. 2009-XX
3
Town Council 21 of 84 Meeting Date: September 14, 2009
ORDINANCE NO. 2009-XX
4
Exhibit “A”
Town of Trophy Club
Budget Amendment No. 2
Fiscal Year 2008-2009 General Fund Expenditure Budget Increase of $11,427
for election expenses associated with a May 2009 Town election.
Original Budget Amendment Amended Budget
Election $ 12,325 $ 11,427 $ 23,752
Town Council 22 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-348-T Name:
Status:Type:Agenda Item Consent Agenda
File created:In control:8/25/2009 Town Council
On agenda:Final action:9/14/2009
Title:Consider and take appropriate action regarding Minutes dated August 3, 2009.
Attachments:August 3, 2009 Minutes.pdf
Action ByDate Action ResultVer.
Town Council 23 of 84 Meeting Date: September 14, 2009
109-348-T Version:File #:
Title
Consider and take appropriate action regarding Minutes dated August 3, 2009.
Body
Town Council 24 of 84 Meeting Date: September 14, 2009
REGULAR TOWN COUNCIL MEETING FOR THE
TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, August 3, 2009 at 6:00 P.M.
STATE OF TEXAS §
COUNTY OF DENTON §
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Monday, August 3,
2009. The meeting was held within the boundaries of the Town and was open to the public.
TOWN COUNCIL MEMBERS PRESENT:
Connie White Mayor
Philip Sterling Mayor Pro Tem
Susan Edstrom Council Member
Glenn Strother Council Member
Kathleen Wilson Council Member
Bill Rose Council Member
STAFF AND GUEST(S) PRESENT:
Brandon Emmons Town Manager
Stephen Seidel Assistant Town Manager
Lisa Hennek Town Secretary
Patricia Adams Town Attorney
Kathy DuBose Finance Director
Scott Kniffen Police Chief
Danny Thomas Fire Chief
Adam Adams Parks and Recreation Director
Mayor White called the Council to order and announced a quorum at 6:04 P.M.
BUDGET WORKSHOP (6:00 - 7:00 P.M.)
1. Budget Discussion (6:00 - 7:00 P.M.)
According to Section 9.02 of the newly amended Town Charter, Town Manager Emmons submitted a
proposed budget and accompanying message before the first day of August. At the direction of Council
the draft document provides for a balanced budget that provides the same level of services and does not
raise taxes. Emmons explained that this is not the finished document.
According to Section 9.05, of the newly amended Town Charter, the Council shall provide to the Town
Manager goals for the next fiscal period, by the end of January of the current fiscal year and the Council
shall review the proposed budget and revise it as deemed appropriate prior to general circulation for
public hearing. Realizing that the amendment change happened during the May 2009 Election; Town
Manager Emmons explained that management was working with stringent timelines in order to provide a
document consistent to rules of the Charter.
Council requested that Parks be added as on an area of focus as noted on the Council Priority
Questionnaire.
Town Council 25 of 84 Meeting Date: September 14, 2009
Finance Director Kathy DuBose suggested that the Street Maintenance and Storm Drainage funds be
separated out from the General Fund. DuBose stated that the County has until August 7, 2009 to certify
Appraisal Records.
Mayor White requested staff cleanup the priority list and then redistribute to the Council so that they may
rank their top five priorities.
Town Manager Emmons said that the draft document is a mix of policy and issues. For example, the
Council will need to appropriate funds for independent Counsel as it relates to the Ethics Commission.
Town Manager Emmons asked the Council if staff was on the right track and if the items currently
budgeted are indeed the priorities of this Council.
Council member Wilson does not understand how staff got to this level of completion. Wilson said that
she is unable to sanction everything this budget is proposing as her items/issues have not yet been
addressed. Town Manager Emmons responded that the draft document presented is required under the
Charter, and follows the amendments passed on Proposition #19. Emmons stated that the draft budget
presented is based on Council’s Priority Questionnaire which reaffirmed what the Management team had
already started working towards and subsequent revisions based on the compilation of Council’s results.
Emmons cautioned the Council that individually they might not feel their priorities have been met.
Council member Rose stated that the Town Manager is to present a budget document, which has
occurred and now the Council has to go to work and determine how the Council’s priorities were met in
the document.
Mayor Pro Tem Sterling was very happy and impressed with the document and stated this has been a
four year revolution. During Sterling’s first year, Council developed the entire budget and then directed
Town Manager Emmons to bring Council a balanced budget for the next fiscal year. Each year the
budget process has improved. Sterling reiterated the Council’s direction to Town Manager Emmons last
year to come back with a balanced budget, no tax increase and a priority list as developed by the
Management team for Council to consider.
Council discussed the language in the Manager’s letter and Council member Strother suggested
changing the third paragraph from ‘it meets Council’s priorities’ to ‘it strives to meet Council’s priorities.’
Strother reminded the Council that the document presented is a draft which the Council now has the
responsibility to work through with staff. The Council has to decide how to accomplish providing,
continued quality service without raising taxes.
Council member Edstrom referenced the details provided on page 13 that will help the Council manage
the merits. Edstrom said that good projections are needed for the five-year Capital Improvement
Program and suggested the Council consider a packaged bond regarding the parks and streets rather
than individual bonds.
Mayor White requested the staff clean up the Council Priority Questionnaire so that Council could rank
their top five. Town Attorney Adams clarified that the Council should send an email of their rankings to
Town Emmons only to stay compliant with the Open Meetings Act.
Council member Rose confirmed that this is not the Council’s budget. It is, as per the Charter
requirements, the Town Manager’s document and staff expects Council to make changes.
Council took a brief recess and reconvened at 7:15 P.M.
Council member Wilson offered the Invocation.
Mayor White led the Pledges.
2
Town Council 26 of 84 Meeting Date: September 14, 2009
Citizen Presentations:
Robert Medigovich, 2010 California Crossing Dallas, TX 75220 – Representative from Community Waste
Disposal (CWD), requested the Council consider allowing CWD to submit a comprehensive proposal.
Jeff Janak, 5 Greenleaf – Requested Council support the November Bond Election.
CONSENT AGENDA
Motion made by Edstrom, seconded by Wilson to approve the Consent Agenda, Items 2 – 6.
Motion passed unanimously without any discussion
2. Consider and take appropriate action to approve Minutes dated, July 18, 2009.
3. Consider and take appropriate action to approve Minutes dated, July 20, 2009.
4. Consider and take appropriate action regarding the Interlocal Cooperation Agreement-Tax
Collection between Denton County and the Town of Trophy Club, and designating Kathy
DuBose, Finance Director as the Liaison.
5. Consider and take appropriate action to approve the Interlocal Cooperation Agreement-Tax
Collection between Denton County and the Town of Trophy Club PID #1 Emergency Services
(PID O & M), and designating Kathy DuBose, Finance Director as the Liaison.
6. Consider and take appropriate action regarding the Interlocal Cooperation Agreement-Tax
Collection between Denton County and the Town of Trophy Club PID (I&S), and designating
Kathy DuBose, Finance Director as the Liaison.
REGULAR SESSION
7. Mayor White to make a statement regarding minimum requirements for placing items on the
agenda; discussion of the same.
Mayor White stated that in order for the Council to make informed decisions it is important to have the
necessary information / backup for the agenda. Mayor White said that from this point on, the item will be
pulled from the agenda if missing adequate backup and explanation.
Statement only, no action taken.
8. Consider and take appropriate action regarding an extension of the deadline for submission of
applications to serve on Town boards and commissions.
Mayor White stated that 17 applications have been received for 20 expiring terms.
Providing the Council appoints all applicants as they have applied, the Tree Board will still have two
vacancies and ZBA one alternate vacancy. Quorum issues will exist only for the Tree Board, should
all five, current Tree Board members not be able to attend a meeting,
3
Town Council 27 of 84 Meeting Date: September 14, 2009
Staff is recommending extending the deadline for applications at least through the end of August. Boards
will interview the beginning to mid September and bring recommendations to Council at their September
28, 2009 Regular Session Meeting with appointments beginning October 2009.
Motion made by Edstrom, seconded by Wilson/Rose to extend the deadline through the end of August.
Motion passed unanimously without further discussion.
9. Consider and take appropriate action regarding the third quarter financial and variance report
dated:
a. June 2009
Motion made by Edstrom, seconded by Sterling to approve third quarter financial and the June variance
report dated June 2009.
Town Manager Emmons stated that the June 2009, monthly financial report is presented in a format that
provides the comparison of monthly, and year to date actual amounts to the current fiscal year budget.
The accompanying variance report provides an explanation of actual fiscal year to date revenues and
departmental expenditures which vary more than 10% from the percent of the fiscal year lapsed.
Council member Edstrom thanked the staff for their initiative to cut costs in order so that there was not a
budget shortfall.
Motion passed unanimously without further discussion.
10. Consider and take appropriate action regarding the Town’s Mission Statement.
The Town of Trophy Club's current Mission Statement current reads: "Trophy Club strives to differentiate
itself as a premier cohesive community and not just a collection of nondescript housing projects. This
requires that it incorporate schools, churches, gathering places, sports, recreation, and neighborhood
retail services into an aesthetically pleasing living environment.”
Council member Rose compared the City of Austin’s Vision Statement to the Town’s current Mission
Statement
Motion made by Rose, seconded by Wilson to replace the Mission Statement with Vision and Council
priorities.
Council member Edstrom stated the Mission statement presented by Council member Rose came from
the Vision 2008 Commission. Edstrom does not feel that she is in the position to vote on anything tonight
as the last vision planning session was last November. Edstrom commented that the Vision statement
should be short and concise and the Mission statement should mirror the Council’s goal. A workshop is
scheduled for October to work the Mission and Visions.
Council member Wilson agreed with Edstrom and that Council needs more time to discuss and develop a
new Mission Statement.
Council member Strother concurred and said that the current mission statement might be a working
model that drives staff.
Council member Rose amended his motion, to remove the current mission statement and for Council to
work on the development of a new one in the October workshop. The second agreed.
Motion passed unanimously without further discussion.
4
Town Council 28 of 84 Meeting Date: September 14, 2009
11. Consider and provide input concerning the possibility of a November parks and recreation
bond election and potential projects.
Mayor White read that Denton County is conducting a Constitutional Amendment Election in November;
therefore the Town would contract with the County. The deadline to call the Election is September 2,
2009.
Parks Board Member JD Stotts introduced the Bond sub-committee: Jose Duron, Neil Twomey, Larry
Letzner, Barbie Kadow, Laura Venator and Joe Boclair.
Parks Board Member Joe Boclair made a presentation and proposed a bond election to the Council.
Council requested a copy of the new presentation made by the Committee.
Council member Edstrom encouraged the Bond Committee to work with Town Manager Emmons and
staff. Edstrom stated that this Bond Election has to include the expansion of the pool.
Bond sub-committee member Larry Lentzer said that the Committee kept this bond package at a
manageable size considering the economic times.
Mayor White thanked the Committee for a presentation well done and confirmed that there would be
enough room for the pool expansion and the spray park should that be desired.
Town Manager Emmons explained that the projects would be phased based on the community needs.
The Town is fully funded for the engineering and when the bond is issued, the Town will have to ensure
that there is enough I & S debt to cover the expense. This is dependent on how the money is pledged.
Council member Strother asked if the committee considered user fees. Mr. Larry responded that user
fees would not be necessary with a bond and a Levy. Additionally, as the Highlands build out the burden
would lessen.
Edstrom stated that user fees are addressed every year during budget and she opposed every year.
User fees bring in only approximately $7,000 which is a nit compared to what it costs to operate the pool.
User fees will only prohibit a child from being able to participate. Edstrom said Council needs to consider
this as part of the Town’s vision and mission statement.
Council member Wilson said that the sub-committee’s presentation exemplifies what Trophy Club is all
about and that this is a great idea to put it to the citizens for a vote.
Mr. Letzner thanked staff for their help.
Jose Duron, 11 Lake Circle Drive - Spoke in favor of the Bond Election.
Dean Murray, 505 Glen Hurst Court - Spoke in favor of the Bond Election.
Input only, no action taken.
12. Consider and provide input regarding the creation of a Code of Conduct/Ethics and the
establishment of an Ethics Commission and discuss and take appropriate action necessary to
implement same, including the adoption of an ordinance.
In accordance to the passing of Proposition #21 which passed in the May 2009 Charter Amendment
Election the Town Council shall adopt a Code of Conduct/Ethics Ordinance and establish an Ethics
Commission.
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Town Council 29 of 84 Meeting Date: September 14, 2009
Mayor White spoke to the draft Ordinance provided by staff, stating that she has a lot of questions and
suggests the Council set up a sub-committee.
Council member Edstrom does not supports a small sub-group. Edstrom commented the Council needs
to decide and debate this Ordinance collectively. Edstrom referenced Section 5, and that the Ethics
Commission should act much like ZBA and meet only when necessary. Under Section 7, Edstrom feels if
the complaint is determined baseless the respondent can recoup legal fees for the false complaint.
Mayor White believes the Town should protect Council members and cover legal fees. Council members
should not incur personal expense from complaints.
Council member Rose asked what source documents staff used for their preparatory work. Town
Manager Emmons responded that staff reviewed 20 different Ethics Ordinances and pulled prevailing
themes from those into a draft provided to Council. The draft was forwarded to Town Attorney Adams for
legal review. Council member Rose commented that San Antonio has a good Ethics Ordinance and he
supports a sub-committee of three.
Mayor Pro Tem Sterling agrees with the overall theme of the redlined changes.
Mayor White referenced page 77saying that some of the Whereas Clauses seem open for interpretation.
Council member Rose questioned why Town Manager Emmons would exempt employees from the Ethics
Commission. Town Manager Emmons explained that the employees fall prevue to the Town’s Personnel
Policies which has a section governing ethics. Not exempting the employees from the Ethics Commission
would usurp the Personnel Policies.
Council member Wilson stated that the Proposition amendment does not exempt the employees.
Town Attorney Adams advised that the ballot language stayed consistent with the Charter and the
Council-Manager form of government. The Town Manager has control over all employees with the
exception of the three appointed by the Council.
Mayor Pro Tem Sterling disagrees with a sub-committee.
Council member Strother feels that staff has enough input to revise the draft.
Council member Edstrom added that the Ethics Commission is a recommending body and that the
Council has the authority to remove people from Boards and Commissions.
Assistant Town Manager Seidel commented that Management has ethics provisions within their
professional associations.
Council discussed whether to include employees in the Ethics Ordinance as employees fall prevue to the
Town Manager under the Council/Manager form of government.
Bob Radder, 1 Lee Court – Stated that he did not support this amendment and suggested the Council
review the Constitutional & Statutory Duties of the State Ethic Commission.
Town Manager Emmons was directed to re-examine the sanction, the majority of vote, gifts and the red-
lined changes suggested by Council member Edstrom.
Input only, no action taken.
13. Consider and take appropriate action regarding a Resolution to approve the placement of a
proposal to adopt a 2009 Tax Rate on the September 28, 2009 Town Council Public Meeting
6
Town Council 30 of 84 Meeting Date: September 14, 2009
Agenda as an action item, and announce a Public Hearing date regarding the adoption of the
FY09-10 Budget.
Mayor White stated that the Property Tax Code specifies when a proposed rate exceeds the rollback rate
or the effective rate, whichever is lower, the taxing unit’s governing body, other than for a small taxing
unit, a water district or a school district, must vote to place a proposal to adopt the tax rate on the agenda
of a future meeting as an action item. The Proposed 2009-10 Budget is funded with a proposed tax rate
of $.45551 / $100 (O&M .37389, .08162). The overall proposed tax rate represents no change from the
current year. Although this proposed rate is below the rollback rate, it is above the effective tax rate and
requires two separate public hearings.
Mayor White read the following into the record:
On September 28, 2009, the Town Council will hold a Public Meeting to adopt a 2009 tax rate that will
exceed the lower of the rollback rate or the effective tax rate. As required by law, Public Hearings on a
tax increase will be held on August 24, 2009 and September 14, 2009.
Motion made by Sterling, seconded by Edstrom to approve a Resolution approving the placement of a
proposal to adopt a 2009 Tax Rate on the September 28, 2009 Town Council Public Meeting Agenda as
an action item, and announce a Public Hearing date regarding the adoption of the FY09-10 Budget.
Council member Strother and Edstrom clarified that $.45551 is the cap.
Bob Radder, 1 Lee Court – Supports employee merits and COLAs as a way to keep good employees.
Scott Voigt, 540 Timber Ridge - Supports employee merits and COLAs as a way to keep good
employees.
Council discussed the potential for a tax increase in order to allow for possible issues as the budget
review is not yet complete.
Council member Strother amended the motion to change the proposed tax rate, setting the cap at $0.47.
The amendment failed 3:3, with Mayor White, Mayor Pro Tem Sterling and Council member Wilson
opposing and Council members Strother, Sterling and Rose voting for.
The original motion failed 3:3 with Mayor White, Mayor Pro Tem Sterling and Council member Wilson
opposing and Council members Strother, Sterling and Rose voting for.
Council member Strother said that EDC 4B is trying to promote business so that the Council does not
have to raise taxes. Some citizens want more service but they do not want to pay more in taxes.
Strother said that setting the cap at $0.47 provides the Council some flexibility as they continue to work
through the budget.
Town Manager Emmons said that although he has presented the Council with a balanced budget there
are some items Council still needs to consider.
Council member Wilson and Mayor Pro Tem Sterling agreed that if the Council truly does not want to
raise taxes they need to be committed to cutting costs. The unfortunate reality is that some people do not
have a job right now.
Town Attorney Adams advised the budget schedule is very tight and Council does have to take action
tonight.
Mayor White said that she is very unhappy with this budget process and feels that staff has manipulated
the Council, thus by the presented budget that keeps getting pushed upon them.
7
Town Council 31 of 84 Meeting Date: September 14, 2009
Town Manager Emmons explained that the management team discussed salary increases and the
vehicles replacement plan. The management team, collectively decided what they felt was more
important; the resources or the salary increases. Additionally, for the past several years the Council has
been working towards a program based budget, providing direction to staff so that the Council is not
mired down in the details.
Council member Strother reminded the Council that approval does not set the tax rate, but does allow
some flexibility.
Motion made by Strother, seconded by Rose to approve a Resolution approving the placement of a
proposal to adopt a 2009 Tax Rate on the September 28, 2009 Town Council Public Meeting Agenda as
an action item, and announce a Public Hearing date regarding the adoption of the FY09-10 Budget,
proposing the tax rate at 47 cents.
Motion passed 5:1, with Mayor White, Mayor Pro Tem Sterling and Council members Strother, Edstrom
and Rose voting for and Wilson opposing.
14. Present and discuss 2009 Certified Appraisal Records and Effective/Rollback Tax Rate
Calculations.
As noted during the Budget Discussion the certified Appraisal Records were not yet available from the
County.
Mayor White said that she has specific questions and will get with the Finance Director later to discuss.
Discussion only - no action taken.
15. Consider and take appropriate action regarding an Agreement for Animal Euthanasia /Disposal
Services with a private contractor, Brian Hall, d/b/a/ Brian The Animal Guy.
Last year, the Town contracted with “Brian the Animal Guy” to perform euthanasia services for the Town.
His service has been very good and conforms to the statutory requirements regarding disposal of the
remains of an animal that has been chemically euthanized. Although the need is nominal, Management
recommends extending the contract with Mr. Hall to furnish animal euthanasia/disposal services when the
need occurs.
Motion made by Edstrom, seconded by Strother to approve an Agreement for Animal
Euthanasia/Disposal Services with a private contractor, Brian Hall, d/b/a/ Brian The Animal Guy.
Motion passed unanimously without further discussion.
16. Consider and take appropriate action regarding a Resolution casting the Town's vote for one
candidate to serve the DENCO Area 9-1-1 District, and providing an effective date.
The DENCO Area 9-1-1 District requests that each participating city vote for one of the candidates and
advise the district of its selection prior to 5:00 p.m. September 9, 2009. Nominees are Olive Stephens
and Bob Radder.
Motion made by Sterling, seconded by Rose casting the Town's vote for Radder to serve the DENCO
Area 9-1-1 District.
Bob Radder, 1 Lee Court – Asked the Council for their support.
8
Town Council 32 of 84 Meeting Date: September 14, 2009
Motion passed unanimously without further discussion.
17. Consider and take appropriate action regarding a Resolution casting the Town’s allocated vote
(1) for a candidate to serve as a member of the Denton Central Appraisal District Board of
Directors.
Trophy Club PID #1 Emergency Services is allocated one vote. Nominee is John W. Mitchell.
Motion made by Strother, seconded by White casting the Town’s (1) allocated vote for John W. Mitchell to
serve as a member of the Denton Central Appraisal District Board of Directors.
Motion passed unanimously without further discussion.
18. Consider and take appropriate action regarding an Ordinance reordering numbers and letters
in the Town Charter as a result of Charter amendments adopted at the May, 2009 election.
Section 11.12 of the Town Charter authorizes the Council to adopt an ordinance to renumber and
rearrange all articles, sections and paragraphs of the Charter and any amendments thereto as Council
deems appropriate. The re-ordering of the Charter may not change the meaning or effect of any part of
the Charter. The Council previously adopted an ordinance putting the Charter amendments adopted at
the May, 2009 election into effect. The proposed ordinance provides for renumbering and re-lettering of
portions of Article III, Article V, and Article VI of the Charter that are already in effect. The proposed re-
ordering does not change the meaning of the Charter or any portion thereof.
As discussed at the last Council meeting, two examples for formatting of the text have been provided for
Council review. Example 1 is a clean copy without redline and Example 2 is the redline document using
strike through and bold to show changes.
Motion made by Edstrom, seconded by Sterling to approve an Ordinance reordering numbers and letters
in the Town Charter as a result of Charter amendments adopted at the May, 2009 election as provided in
Example 1.
Council member Rose gave a presentation comparing Examples 1 and 2 to ‘monkeys versus elephants.’
Council member Edstrom suggested that Legal clarify the Editor’s note.
Council member Edstrom withdrew her motion and the second agreed.
No action taken.
19. Council to draw for place assignment; discussion of same.
Based on the Charter Amendments Election, Proposition #4 Council needs to draw for place assignment.
Council members Rose and Wilson will draw for Places 1 and 2. Places 1 and 2 will be up for re-election
in 2011 and thereafter the Mayor and Places 1 and 2 will be elected to three year terms.
Council member Edstrom, Sterling and Strother will draw for Places 3, 4 and 5. Places 3, 4 will be up for
re-election in 2010 for a two year term. Place 5 will be up for re-election in 2010 for a three year term.
Thereafter, Places 3, 4 and 5 will be elected to three year terms.
PLACES:
Place 1 – Bill Rose
Place 2 – Kathleen Wilson
9
Town Council 33 of 84 Meeting Date: September 14, 2009
10
Place 3 – Susan Edstrom
Place 4 – Philip Sterling
Place 5 – Glenn Strother
Discussion only, no action taken.
20. Items for Future Agendas.
Removing #8, Code of Ethics, reference Item 12.
An Ordinance regulating Hotel Regulations will come before Council on August 17, 2009.
Mayor White requested an item be added to the August 17, 2009 Agenda to discuss a Ways and Means
Committee.
Council Member Wilson requested an item be added to the August 17, 2009 to give a report/update on
the August 5, 2009 MUD1 Meeting;
CONVENED INTO EXECUTIVE SESSION AT 11:55 P.M.
21. Pursuant to Texas Government Code Annotated, Chapter 551, Section 551.074(a)(1)
"Personnel Matters", the Council will enter into executive session to deliberate the
appointment of a public officer, Mayor Pro Tem.
RECONVENE INTO REGULAR SESSION AT 12:05 A.M.
22. Consider and take appropriate action regarding the appointment of Mayor Pro Tem.
Motion made by Sterling, seconded by Edstrom to nominate Council member Strother.
Motion made by Mayor White, seconded by Strother to nominate Council member Wilson.
Motion to appoint Strother as Mayor Pro Tem passed 5:1, with White voting against.
ADJOURN
Motion made by Sterling, seconded by Rose to adjourn. Meeting adjourned at 12:07 a.m.
____________________________ ___________________________
Lisa Hennek, Town Secretary Connie White, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
Town Council 34 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-347-T Name:
Status:Type:Agenda Item Consent Agenda
File created:In control:8/25/2009 Town Council
On agenda:Final action:9/14/2009
Title:Consider and take appropriate action regarding Minutes dated August 17, 2009
Attachments:August 17, 2009 Minutes.pdf
Action ByDate Action ResultVer.
Town Council 35 of 84 Meeting Date: September 14, 2009
109-347-T Version:File #:
Title
Consider and take appropriate action regarding Minutes dated August 17, 2009
Body
Town Council 36 of 84 Meeting Date: September 14, 2009
REGULAR TOWN COUNCIL MEETING FOR THE
TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, August 17, 2009 at 6:00 P.M.
STATE OF TEXAS §
COUNTY OF DENTON §
The Town Council of the Town of Trophy Club, Texas, met in a Regular Session on Monday, August 17,
2009. The meeting was held within the boundaries of the Town and was open to the public.
TOWN COUNCIL MEMBERS PRESENT:
Connie White Mayor
Glenn Strother Mayor Pro Tem
Philip Sterling Council Member
Susan Edstrom Council Member
Kathleen Wilson Council Member
Bill Rose Council Member
STAFF AND GUEST(S) PRESENT:
Brandon Emmons Town Manager
Lisa Hennek Town Secretary
Patricia Adams Town Attorney
Kathy DuBose Finance Director
Scott Kniffen Police Chief
Danny Thomas Fire Chief
Carolyn Huggins Planning and Zoning Manager
Adam Adams Parks and Recreation Director
Mayor White called the Council to order and announced a quorum at 6:00 P.M.
1. Budget Discussion (6:00 - 7:00 P.M.)
Finance Director Kathy DuBose began the discussion by explaining the effective tax rate and the rollback
tax rate.
Mayor White stated that the MUDs will be conducting a water rate study. Council members Edstrom and
Sterling requested that the MUDs include governmental rates in this study.
Finance Director Kathy DuBose explained that the Benchmark Analyst will be responsible for working with
each Department to track their performance management measures, cost services analysis (compared to
other cities), evaluation performance measures, and tracking the transactions that the Accounts Payable
Clerk performs each year.
Council member Edstrom stated that the bench mark requirement is based from one of the Charter
Amendments passed in May. Edstrom requested that this employee also track how much time they are
spending in order to fulfill this new requirement.
Town Council 37 of 84 Meeting Date: September 14, 2009
Mayor White and Council member Wilson feel that the Benchmark Analyst responsibilities do not require
a full-time employee and might be accomplished with the current staff and/or the Assistant Town
Manager.
Council member Wilson suggested that the Assistant Town Manager assume the bench mark
responsibilities. Town Manager Emmons explained said that the Assistant Town Manager has been
assisting with this requirement. The responsibilities of this new position require a full-time employee,
dedicated solely to the requirements as defined in the Charter Amendment. Town Manger Emmons
explained that the Manager’s Intern compiled the historical data necessary to begin the benchmarking
and also began working on standardizing purchases for uniforms and other purchases.
Council member Wilson offered that benchmarking might fall under the Ways and Means Commission.
Wilson stated she was elected to ask the hard questions and questioned the necessity of the position of
Assistant Town Manager as she had a question last Friday and was referred to the Front Desk
Receptionist considering the Town Manager and the Assistant Town Manager were both out of the office.
Wilson continued that it is not the place of the Front Desk Receptionist to answer her questions.
Council member Sterling defended the position of the Assistant Town Manager, especially considering
the Economic Development oversight. Sterling does not question this position’s viability.
Town Manager Emmons explained that several employees have vacation time that needs to be used
before the end of the fiscal year; therefore, it is possible that he and the Assistant Town Manager may be
out at the same time. Emmons stated that the employees knew to contact the Assistant Town Manager
in an emergency. Emmons asked if Council member Wilson was able to get her question resolved as he
was in the office all day today and had not heard from her.
Mayor White called the group back to order.
Council member Edstrom reminded the Council that each one of them was elected to serve this
community. Edstrom commented that the creation of a Ways and Means Committee is taking a step
backward as the Town now has a professional staff to perform these functions. The creation of a Ways
and Means committee would put unnecessary burden on the staff and the Council needs to consider the
effect such Committee would have on staff. Edstrom added that just because the Assistant Town
Manager was out on Friday does not mean that this position is irrelevant. Edstrom stated that there are
two choices, one to over-burden the current staff in order to satisfy the bench mark requirement, or hire a
full-time position in order to satisfy this Charter requirement.
Mayor White requested that a list of personnel, funding for each position and job descriptions be provided
for the next budget workshop.
The Council took a 5 minute break.
Invocation offered by Council member Sterling.
Pledges led by Finance Director Kathy DuBose.
Citizen Presentations:
No Citizens addressed the Council.
2. 09-286-T Consider and take appropriate action regarding a request from Municipal Utility
District No. 1 to approve a Final Plat of Lots 1-3, Block 1, Municipal Utility District No. 1
Complex (5.400 acres) located at 100 Municipal Drive (FP-09-030) (Presented by Fire Chief
Danny Thomas) Staff Report - TC August 17, 2009.pdf
2
Town Council 38 of 84 Meeting Date: September 14, 2009
Town Engineer, Tom Rutledge was in attendance.
Planning and Zoning Chairman, Gene Hill provided the case summary.
Council member Rose questioned the 1.5 difference in acres in the plat and the owner’s certificate. Town
Engineer, Tom Rutledge explained that the difference is netted out due to the right of way.
Motion made by Strother, seconded by Edstrom to approve a Final Plat of Lots 1-3, Block 1, Municipal
Utility District No. 1 Complex (5.400 acres) located at 100 Municipal Drive (FP-09-030)
Motion passed unanimously without further discussion.
CONSENT AGENDA
Council Member Sterling pulled Item 3.
3. 09-326-T Consent Agenda: Consider and take appropriate action regarding an expenditure of
Court Technology funds not to exceed $1,500 for a replacement laptop for the Municipal
Court.
Council Member Sterling feels this is an unnecessary cost. Town Manager Emmons explained that the
purchase is from Court and is in a special earmarked account. This laptop is a special computer and the
State is very specific with what the earmarked funds can be used for.
Motion made by Edstrom, seconded by Rose to approve an expenditure of Court Technology funds not to
exceed $1,500 for a replacement laptop for the Municipal Court.
Motion passed unanimously without further discussion.
PUBLIC HEARING
Public Hearing Opened at 7:23 P.M.
4. 09-287-T Public Hearing regarding changes to the Town of Trophy Club Code of Ordinances,
Chapter 13-Zoning, Article V-Supplementary District Regulations, Section 5.03-Accessory
Structures and Uses, including without limitation, amending and adopting new regulations
affecting accessory structures (ADM-09-003)
No citizens addressed the Council.
Public Hearing Closed at 7:24 P.M.
REGULAR SESSION
5. 09-288-T Consider and take appropriate action regarding an Ordinance amending Chapter 13-
Zoning, Article V-Supplementary District Regulations, Section 5.03-Accessory Structures and
Uses of the Code of Ordinances, including without limitation, the adoption of new regulations
affecting accessory structures (ADM-09-003)
Planning and Zoning Chairman Hill stated that the purpose is to define the height of “one story” as used in
Section 5.03 “Accessory Structures and Uses”. On August 6, 2009, by a unanimous vote the
Commission recommended approval to the Town Council.
3
Town Council 39 of 84 Meeting Date: September 14, 2009
Council member Rose pointed out an error in the Ordinance. Planning and Zoning Manager Carolyn
Huggins noted a correction.
Council requested this item come back corrected and placed on the Consent Item at the August 24, 2009
meeting.
6. 09-320-T Consider and take appropriate action regarding an Ordinance of the Town Council
of the Town of Trophy Club, calling a bond election for various park purposes, to be held
within the Town in November, 2009, making provisions for the conduct of the election and
other provisions relating thereto.
Town Manager Emmons introduced the item, stating the September 2, 2009 is the deadline for Council to
call the election. Therefore, Emmons considered Council’s discussion at the last meeting and presented
three different options for the Council to choose from. Emmons said his intent in providing the option with
a Recreation Center was based on the comments made at the last meeting as well as it allows the
Council to discuss the possibilities in the future.
Mayor White stated that she has always been in favor of a Recreation Center. However, Mayor White did
not realize that by now sitting in the Mayor’s Chair, staff would consider her preference and add as
potential ballot language for this election.
Parks and Recreation members J.D. Stotts, Joe Boclair and Larry Letzner spoke in favor of the bond
election.
Council member Edstrom thanked staff for including the Recreation Center in the options as it allows
Council to discuss. In light of Council’s fiduciary responsibilities, Edstrom would like more information
regarding the Recreation Center before adding to a proposition.
Larry Letzner stated that this Bond Committee actually produced a bond package with more information
compared to other cities. Additionally, Letzner volunteered this Committee to assume the responsibility of
educating the community.
Mayor White confirmed that approximately 70% of the Swim Team is from Trophy Club. Council member
Edstrom clarified that the Swim Team is fully funded with what they charge in Swim Team fees.
Council member Rose was surprised to find the Community Center and Swimming Pool together in the
proposed ballot language. A pool and recreation center requires a strong study that cannot be conducted
for the November Election.
Council member Wilson stated that residents are concerned with the financial economy. Wilson does not
think that there has been enough direction to support a pool addition or recreation center. Wilson
supports working on the parking issues at Lakeview before addressing the parking issues at Harmony.
Kirk Bedinger, 9 Woodland Court – Spoke in favor of the bond election.
Pearl Ford, 2 Spring Creek Court – Spoke in favor of the bond election.
Wendy Hill, 3 Michelle Court – Spoke in favor of the bond election.
Motion made by Wilson, seconded by Rose to approve an Ordinance, with Proposition 1 only, of the
Town Council of the Town of Trophy Club, calling a bond election for various park purposes, to be held
within the Town in November, 2009, making provisions for the conduct of the election and other
provisions relating thereto.
Council member Edstrom questioned if the Council was completely comfortable passing an Ordinance
without understanding the cost impact and fiduciary responsibilities it may place on the residents.
4
Town Council 40 of 84 Meeting Date: September 14, 2009
Finance Director Kathy DuBose said that the proposal would be an approximate increase of nine cents,
based on current valuation and no revenue offset.
Council members Edstrom and Sterling requested the Bond Committee combine efforts with staff to
educate the residents.
Mayor Pro Tem Strother thanked the Committee and all of the residents who showed up in support of this
item and said it is a challenge to balance amenities and the tax rate. Strother feels this will help the Town
pull in commercial development.
Town Attorney Adams questioned if the bond language included a Recreation Center study and advised
the Council that once a Bond Election is called, the Town does not have the statutory ability to cancel.
Parks Director Adam Adams confirmed that bond language was written with the Recreation Center study.
Council members Edstrom and Sterling requested confirmation from Town Attorney Adams and Bond
Counsel that the ballot language did indeed include the study.
Town Manager Emmons clarified that as a General Obligation Bond, the bond would have to be very
specific in order to provide for the construction, acquisition and improvements.
Council member Wilson supports putting forth the bond election with or without the studies. Council
member Edstrom stated that the inclusion of the study would help the bond pass.
Mayor Pro Tem Strother called the vote.
Motion passed unanimously without further discussion.
Town Council took a brief recess.
Town Attorney Adams will confirm with Bond Counsel if the Ordinance can be amended.
7. 09-315-T Consider and take appropriate action regarding the creation of a Ways and Means
Committee.
Item was sponsored by Mayor White
Mayor White suggested the Council discuss implementation of a Ways and Means Committee in order to
help draft financial rules and procedures, training and oversight of these polices and she does not feel
she has the time to review all of the numbers.
Council member Wilson supports the Mayor’s proposal.
Council member Rose believes that a Budgeting Board would be a beneficial.
Town Attorney Adams explained that under the Town’s Charter there is no difference between a Board
and Committee. Town Manager Emmons added that State Law requires Boards be compliant with the
Public Information Act and Advisory Groups do not. Emmons said that he is not in favor of another Board
as it adds additional work to the staff. The Town has very dedicated qualified employees. The creation of
this committee gives the impression that the work product of this professional staff has to be verified by a
group prior to submitting to Council and has the potential to be contradictory to staff. As required by the
Charter, staff is to present Council with a balanced budget and staff has fulfilled that requirement in the
proposed budget.
5
Town Council 41 of 84 Meeting Date: September 14, 2009
Council member Sterling believes that a Ways and Means Committee is yet another level of unnecessary
bureaucracy that would place additional work on staff. The fiscal budget is one of Council’s primary roles.
The Town has a competent, professional staff responsible for preparing and presenting a draft document,
and using a Committee like this would be delegating the Council’s responsibility away.
Mayor White stated that it is impossible to evaluate the budget in one hour increments, especially
considering staff is asking for a new position of a Budget Analyst. Mayor White expressed frustration that
she cannot get the Council together to discuss the budget and that she does not think the Council is
adequately reviewing the budget and the spending.
Council member Edstrom said that the notion that the Council is not concerned or interested in the budget
and/or the budget process is completely inaccurate. Edstrom suggested that this Council review the
Manager/Council form of government as it is not the Council’s job to count pencils. Edstrom stated that
she has yet to hear one specific question in regards to the budget, and is only hearing that some just do
not like it.
Council member Wilson stated that Trophy Club is a community driven Town and she does not believe
that a Ways and Means Committee affects or hampers the progress of the Town. The Council/Manager
form of government allows the Council to provide direction to the Town Manager. In order to provide
good direction, Council must ask hard questions.
Town Manager Emmons is concerned about finding members willing to commit the time necessary to
satisfy what is required under the new bench marking provisions. There are diminishing returns with the
creation of a Ways and Means Committee such as added work to staff. Municipal employees already
work over 40 hours per week; if they are going on vacation, they tend to work their 40 hours during the
first three days.
Mayor Pro Tem Strother commented that he would support a Ways and Means Committee, providing it
did not take any staff time. However, the reality is that a Ways and Means Committee would require staff
time. Over the part 12 years, Strother has seen the Town grow. The Town is fortunate to now have a
competent, professional staff, whereas before, the Town had to rely on the community. This community
is blessed with very smart residents; however staff is being micro-managed by all of the Committees.
Strother is concerned about the extra burden this Committee will have on staff and suggested the Council
give clear direction to the staff and reevaluate in three to six months.
Town Manager Emmons clarified that staff is asking for budget approval of a Benchmark Analyst, in case
staff determines the additional help is needed. In reference to the comments regarding Budget oversight,
Emmons’ provided assurance that there are well established processes and procedures that staff is
required to comply with.
Pearl Ford, 2 Spring Creek Court – Suggested a Task Force rather than Committee.
Discussion only, no action taken.
8. 09-317-T Consider and take appropriate action regarding the First Modification of Contract for
Water and Wastewater Operational Services.
Items 8, 9 and 10 are existing contracts and reflect the MUDs consolidation and name change to TCMUD
1. These contracts were approved by TCMUD 1 on August 5, 2009.
Motion made by Edstrom, seconded by Sterling to approve the First Modification of Contract for Water
and Wastewater Operational Services.
Motion passed unanimously without any discussion.
6
Town Council 42 of 84 Meeting Date: September 14, 2009
9. 09-318-T Consider and take appropriate action regarding the Second Modification of Contract
for Water Supply and Wastewater Treatment.
Motion made by Edstrom, seconded by Wilson to approve Second Modification of Contract for Water
Supply and Wastewater Treatment.
Motion passed unanimously without any discussion.
10. 09-319-T Consider and take appropriate action regarding the First Amendment to 2008
Interlocal Cooperation Agreement for Fire Protection Services.
Motion made by Sterling, seconded by Edstrom to approve First Amendment to 2008 Interlocal
Cooperation Agreement for Fire Protection Services.
Motion passed unanimously without any discussion.
11. 09-321-T Consider and take appropriate action regarding a Resolution, accepting a Service
and Assessment Plan for authorized services (Emergency Services) for the Town Of Trophy
Club Public Improvement District No. (The Highlands At Trophy Club); setting a new date for
a public hearing; authorizing the publication of notice; enacting other related provisions; and
providing an effective date.
At the time of posting, Management had not yet received final copies of the Service and Assessment Plan
from MuniCap. MuniCap advised that the Service and Assessment Plan will be available on Friday,
August 14, 2009. Management will forward to Council upon receipt.
Town Manager Emmons said that the rate is contingent on the fire rate which TCMUD 1 will set at a
Special meeting on Thursday, August 20th, 2009. Emmons requested the Council defer both Items 12
and 13 to their August 24, 2009 meeting.
Item 11 deferred until the August 24, 2009 Special Session.
12. 09-323-T Consider and receive input regarding an Ordinance of the Town Council of the Town
Of Trophy Club accepting and approving an update of the Service and Assessment Plan and
Updated Assessment Roll for Town of Trophy Club Public Improvement District No. 1 (The
Highlands at Trophy Club); adopting findings and other related provisions; and providing an
effective date.
This ordinance covers the annual update required for assessments on the PID bonds. The annual update
required for assessments on emergency services is completed separately.
Lila Marsh and Julie Partain with Vinson & Elkins, LLP confirmed that this item does not require a public
hearing, so the only action for Council is to approve the Ordinance. The Service and Assessment Plan
for Emergency Services is scheduled for the September 28, 2009 Council meeting. The updated Service
and Assessment Plan is placed on this Agenda only for Council's review and discussion.
At the time of posting, Management had not yet received the final copy of the Service and Assessment
Plan from MuniCap. MuniCap advised that the Service and Assessment will be available on Friday,
August 14, 2009. Management will forward to Council upon receipt.
No action taken, input only. Item 12 deferred until the August 24, 2009 Special Session.
7
Town Council 43 of 84 Meeting Date: September 14, 2009
13. 09-312-T Consider and receive input regarding an Ordinance establishing and implementing a
process for Hotel inspections by adopting a new Article III "Hotel Inspections", of Chapter 6
"Health and Sanitation", of the Code of Ordinances of the Town.
Management is continuing to research and revise the proposed Ordinance. Attached is a draft copy that
staff will continue to work on over the next several weeks. Staff seeks Council's review and input.
Town Manager Emmons said this is the first draft for Council’s review. Management recommends this
item be included to the August 24, 2009 Special Session Agenda for action.
No action taken, input only. This Item will be brought back on August 24, 2009.
14. 09-313-T Consider and receive input regarding an Ordinance reordering numbers and letters
in the Town Charter as a result of Charter amendments adopted at the May, 2009 election.
This item was discussed at Council's August 3, 2009 meeting. At that meeting, two examples were
provided for Council's review; Example 1 was a clean copy without redline and Example 2 was a redline
document using strike through and bold to show changes. Council requested that Legal clarify the Editor’s
notes.
Attached are all three Examples. Management would like final input from Council and recommends this
item be included to the August 24, 2009 Special Session Agenda for action.
Council member Rose gave a presentation comparing Example 1 and Example 2 to ‘monkeys vs
elephants, part 2.’
No action taken, input only with Council consensus for example 3.
15. 09-310-T Consider and take appropriate action regarding the calling of a Special Council
Session on Monday, August, 24, 2009 and subjects for consideration at the meeting.
The Town Council needs to hold a Special Session to consider the following items:
Budget Workshop (5 – 7 P.M.)
Public Hearing for the FY09-10 Budget
Consider and take appropriate action regarding an Ordinance reordering numbers and letters in
the Town Charter as a result of Charter amendments adopted at the May, 2009 election.
Consider and take appropriate action regarding an Ordinance of the Town Council of the Town of
Trophy Club, calling a bond election for various park purposes, to be held within the Town in
November, 2009, making provisions for the conduct of the election and other provisions relating
thereto.
Consider and take appropriate action regarding an Ordinance of the Town Council of the Town Of
Trophy Club accepting and approving an update of the Service and Assessment Plan and
Updated Assessment Roll for Town of Trophy Club Public Improvement District No. 1 (The
Highlands at Trophy Club); adopting findings and other related provisions; and providing an
effective date.
Consider and take appropriate action regarding a Resolution, accepting a Service and
Assessment Plan for authorized services (Emergency Services) for the Town Of Trophy Club
8
Town Council 44 of 84 Meeting Date: September 14, 2009
9
Consider and take appropriate action regarding an Ordinance amending Chapter 13-Zoning,
Article V-Supplementary District Regulations, Section 5.03-Accessory Structures and Uses of the
Code of Ordinances, including without limitation, the adoption of new regulations affecting
accessory structures (ADM-09-003) (Consent Agenda)
Town Attorney Adams requested that the Hotel Ordinance come back at Council’s September 14, 2009
meeting.
Motion made by Edstrom, seconded by Strother calling a Special Council Session on Monday, August,
24, 2009 with the above mentioned subjects for consideration at the meeting.
Motion passed unanimously without further discussion.
16. 09-324-T Receive a progress report on the Highlands of Trophy Club Public Improvement
District #1, discussion and appropriate action regarding same.
Town Manager Emmons gave the report.
17. 09-316-T Receive a progress report from Council Member Wilson regarding the August 5,
2009 TCMUD1 Meeting; discussion of same.
Council member Wilson gave the report.
18. 09-329-T Items for Future Agenda.
Council member Wilson added an item to reevaluate and expand the scope of the Tree Board in
reference to beautification and to add another item after this fiscal year to discuss future EMS
negotiations.
Council member Edstrom asked that Council begin working on their goals and objectives
ADJOURN
Motion to adjourn made by Sterling, seconded by Rose to adjourn. Meeting adjourned at 11:20 P.M.
____________________________ ___________________________
Lisa Hennek, Town Secretary Connie White, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
Town Council 45 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-349-T Name:
Status:Type:Agenda Item Consent Agenda
File created:In control:8/25/2009 Town Council
On agenda:Final action:9/14/2009
Title:Consider and take appropriate action regarding Minutes dated August 24, 2009.
Attachments:August 24, 2009 Minutes.pdf
Action ByDate Action ResultVer.
Town Council 46 of 84 Meeting Date: September 14, 2009
109-349-T Version:File #:
Title
Consider and take appropriate action regarding Minutes dated August 24, 2009.
Body
Town Council 47 of 84 Meeting Date: September 14, 2009
SPECAL TOWN COUNCIL MEETING FOR THE
TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, August 24, 2009 at 5:00 P.M.
STATE OF TEXAS §
COUNTY OF DENTON §
The Town Council of the Town of Trophy Club, Texas, met in a Special Session on Monday, August 24,
2009. The meeting was held within the boundaries of the Town and was open to the public.
TOWN COUNCIL MEMBERS PRESENT:
Connie White Mayor
Glenn Strother Mayor Pro Tem arrived at 5:40 P.M.
Philip Sterling Council Member
Susan Edstrom Council Member
Kathleen Wilson Council Member
Bill Rose Council Member
STAFF AND GUEST(S) PRESENT:
Brandon Emmons Town Manager
Stephen Seidel Assistant Town Manager
Lisa Hennek Town Secretary
Patricia Adams Town Attorney
Kathy DuBose Finance Director
Scott Kniffen Police Chief
Danny Thomas Fire Chief
Mayor White called the Council to order and announced a quorum at 5:05 P.M.
Mayor White announced that Mayor Pro Tem Strother would be late.
1. 09-331-T Budget Discussion (5:00 - 7:00 P.M.)
Town Manager Emmons and Finance Director Kathy DuBose explained the operational changes over the
past ten years.
Town Manager Emmons stated that the proposed document met Council’s three top priorities; a balanced
budget, the same level of service and no tax increase.
Council considered the following changes and contingencies to the proposed s document was created:
MUD funding for the position of Record’s Manager Officer (RMO) position (The MUDs are considering
funding the Receptionist/Administrative Assistant at 100% to offset the 50% for the RMO)
Employee Insurance Rates – expected at a 7% increase (Final numbers will be available after Open
Enrollment which will be conducted on Wednesday, August 26, 2009)
MUD Water Rates for medians and parks might impact the final numbers as well
In reference to the above, Staff will provide concrete numbers at Council’s September 14, 2009 meeting.
The Council discussed the budget by individual departments.
1
Town Council 48 of 84 Meeting Date: September 14, 2009
Council took a brief recess and reconvened at 7:10 P.M.
The Invocation was offered by Police Chief Kniffen.
The Pledges were led by Fire Chief Thomas.
Citizen Presentations:
This is an opportunity for citizens to address the Council on any matter whether or not it is posted on the
agenda. The Council is not permitted to take action on or discuss any presentations made to the Council
at this time concerning an item not listed on the agenda. The Council will hear presentations on specific
agenda items prior to the Council addressing those items. You may speak up to three (3) minutes or the
time limit determined by the Mayor or presiding officer. To speak during this item you must complete the
Speaker's form that includes the topic(s) of your statement. Topics of presentation should be limited to
matters over which the Council has authority.
Bob Radder, 1 Lee Court – Requested the Council adopt a slight tax increase setting the cap at $0.47.
CONSENT AGENDA
All matters listed as Consent Agenda are considered to be routine by the Town Council and will be
enacted by one motion. There will not be a separate discussion of these items. If discussion is desired,
that item will be removed from the consent agenda and will be considered separately.
2. 09-288-T Consider and take appropriate action regarding an Ordinance amending Chapter 13-
Zoning, Article V-Supplementary District Regulations, Section 5.03-Accessory Structures and
Uses of the Code of Ordinances, including without limitation, the adoption of new regulations
affecting accessory structures (ADM-09-003)
The Public Hearing for Item 2 was held on August 17, 2009 and one correction was noted. Staff has
revised the Ordinance and this Item is ready for approval.
Motion made by Edstrom, seconded by Rose to approve an Ordinance amending Chapter 13-Zoning,
Article V-Supplementary District Regulations, Section 5.03-Accessory Structures and Uses of the Code of
Ordinances, including without limitation, the adoption of new regulations affecting accessory structures
(ADM-09-003)
Motion passed unanimously without further discussion.
PUBLIC HEARING
Public Hearing Opened at 7:14 P.M.
3. 09-332-T Town Council to conduct 1st Public Hearing regarding the budget and proposed tax
rate increase for fiscal year October 1, 2009 to September 30, 2010 and Mayor to announce the
date, time and place of the vote on the tax rate.
Mayor White read the following into the record:
On September 28, 2009, the Town Council will hold a Public Meeting to adopt a 2009 tax rate that will
exceed the lower of the rollback rate or the effective tax rate. As required by law, a second Public
Hearing on a tax increase will be held on September 14, 2009 at 7:00 P.M.
2
Town Council 49 of 84 Meeting Date: September 14, 2009
No citizens addressed the Council.
Public Hearing Closed at 7:15 P.M.
REGULAR SESSION
4. 09-313-T Consider and take appropriate action regarding an Ordinance reordering numbers and
letters in the Town Charter as a result of Charter amendments adopted at the May, 2009 election.
This item was discussed at Council's August 3, 2009 meeting. At that meeting, two examples were
provided for Council's review; Example 1 was a clean copy without redline and Example 2 was a redline
document using strike through and bold to show changes. Council requested that another example be
provided clarifying the Editor’s notes.
At Council's August 17, 2009 meeting all three examples were presented to Council for consideration.
Consensus from Council was to bring back the final Ordinance (Example 3) to the August 24, 2009
Special Session.
Council member Rose corrected the following in an email dated Friday, August 21, 2009:
Reviewing example three for consistency: in all uses "Editor's Note" and "See Editor's Note X below"
should either be underlined or not underlined. "Editor’s Note2:" needs a space between Note and 2.
Council would like the Editor’s Note underlined.
Motion made by Rose, seconded by Wilson to approve an Ordinance reordering numbers and letters in
the Town Charter as a result of Charter amendments adopted at the May, 2009 election using Example 3,
using “Editor's Note" and "See Editor's Note”.
Motion passed unanimously without further discussion.
5. 09-320-T Receive information from staff regarding the potential issuance of park bonds in the
event of a successful November 2009 election, the costs of issuance, impact on operations and
maintenance, impact on operations and maintenance tax rate, and interaction with PID projects;
provide direction to staff regarding same.
Mayor White read the following as was provided in the Council packet:
At the August 17, 2009 meeting, the Town Council unanimously approved an ordinance calling a capital
projects bond election for November 3, 2009. The attached presentation from the meeting incorporated
several items including proposed projects and estimated construction costs, as well as an estimate of
associated operations and maintenance costs of bringing the projects on-line when completed.
Several steps are necessary between the time of a successful bond election and actually "breaking
ground" on a project. One of the initial steps is that of preparing for a bond issuance (selling of bonds).
In order for a municipality to sell bonds, we must go through a bond rating process, extensive review by
bond counsel of required legal documents, secure approval from the Attorney General of the State of
Texas, and secure insurance (if desired). Part of this process includes the preparation of an "Official
Statement" by the Town's financial advisor. This document provides historical, demographic, and
financial information. Much of the financial information comes from the audited annual financial report for
the most current fiscal year. The audit for the 2008-2009 fiscal year should be completed in February,
2010, which should allow us to go through the bond rating process in March, 2010. Once our legal
documents are prepared and reviewed, we receive our bond rating, and the Attorney General's approval,
we can move forward with the issuance of bonds.
3
Town Council 50 of 84 Meeting Date: September 14, 2009
Key to the process is identifying whether projects will be bid as whole or phased, and if the approved
bonds will be sold as one issue or over two or more years. Typically, project(s) that are intended to be
completed within 18 to 24 months are included in the original bond issue. How we determine to move
forward with the projects and bond issue(s) will have an impact on our bond issuance costs. Those costs
include bond counsel legal review, financial advisory services, Attorney General's fee, bond rating fees,
and the first year's paying agent fees. Until recently, issuers were not able to pay issuance costs related
to a bond offering from proceeds unless the bond election proposition included such language and voters
approved. A recent Attorney General's opinion now allows for an issuer to sell bonds at a premium and
pay issuance costs from the premium. To insure that bonds are sold at the necessary premium, the
Financial Advisor includes the needed amount in the underwriting requirements. The underwriter then
prices incorporating the added premium. This process causes the bond interest percentage to adjust
upward. In essence, rather than issuing additional debt, the issuance costs are paid through a higher
interest rate.
Another key issue we will face is the operations and maintenance impact on our ad valorem tax rate.
While the state allows a governing body to increase the debt service component of the tax rate to the
level necessary to repay bonded debt, there is an annual limit of 8% on the increase in the operations and
maintenance (O&M) component before the Town would be subject to a potential rollback election. The
O&M costs associated with the bond projects and the estimated time line of bringing those projects "on-
line" could cause our O&M tax rate component to exceed the 8% rollback tax rate. In order to ensure that
we do not exceed the rollback rate, Council may consider delaying projects or increasing the tax rate over
two years in anticipation of the substantial O&M costs.
Larry Lentzner, 303 Ridge View Lane – Thanked the Council for their support calling the November
Election.
Informational only, no action.
6. 09-321-T Consider and take appropriate action regarding a Resolution, accepting a Service and
Assessment Plan for authorized services (Emergency Services) for the Town Of Trophy Club
Public Improvement District No. 1 (The Highlands at Trophy Club); setting a new date for a public
hearing; authorizing the publication of notice; enacting other related provisions; and providing an
effective date.
Action required by the Council: Review of the Service and Assessment Plan and passage of the
Resolution accepting the Service and Assessment Plan for Emergency Services and ordering the notices
and public hearing for September 28, 2009.
Town Manager Emmons explained two different divisions of the Public Improvement District. One
assessment offsets the fire rate since the PID residents are not included in the MUDs and the other
assessment retires the debt issued for the Public Improvements.
Motion made by Edstrom, seconded by Strother to approve a Resolution, accepting a Service and
Assessment Plan for authorized services (Emergency Services) for the Town of Trophy Club Public
Improvement District No. (The Highlands at Trophy Club); setting a new date for a public hearing;
authorizing the publication of notice; enacting other related provisions.
Town Manager Emmons noted that the reference to TCMUD 2 in the Draft Service Plan has been
removed.
Motion amended by Edstrom, seconded by Strother to approve with the correction as explained by Town
Manager Emmons.
Motion passed unanimously without further discussion.
4
Town Council 51 of 84 Meeting Date: September 14, 2009
5
7. 09-323-T Consider and take appropriate action regarding an Ordinance of the Town Council of
the Town Of Trophy Club accepting and approving an update of the Service and Assessment Plan
and Updated Assessment Roll for Town of Trophy Club Public Improvement District No. 1 (The
Highlands at Trophy Club); adopting findings and other related provisions; and providing an
effective date.
This ordinance covers the annual update required for assessments on the PID bonds. The annual update
required for assessments on emergency services is completed separately.
Lila Marsh and Julie Partain with Vinson & Elkins, LLP confirmed that this item does not require a public
hearing, so the only action for Council is to approve the Ordinance. The Service and Assessment Plan
for Emergency Services is scheduled for the September 28, 2009 Council meeting. The updated Service
and Assessment Plan is placed on this Agenda only for Council's review and discussion.
Motion made by Edstrom, seconded by Wilson to approve an Ordinance of the Town Council of the
Town Of Trophy Club accepting and approving an update of the Service and Assessment Plan and
Updated Assessment Roll for Town of Trophy Club Public Improvement District No. 1 (The Highlands at
Trophy Club); adopting findings and other related provisions.
Motion passed unanimously without any discussion.
ADJOURN
Motion to adjourn made by Sterling, seconded by Wilson to adjourn. Meeting adjourned at 7:46 P.M.
____________________________ ___________________________
Lisa Hennek, Town Secretary Connie White, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
Town Council 52 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-352-T Name:
Status:Type:Agenda Item Public Hearing
File created:In control:8/25/2009 Town Council
On agenda:Final action:9/14/2009
Title:Town Council to conduct 2nd Public Hearing regarding the budget and proposed tax rate increase for
fiscal year October 1, 2009 to September 30, 2010 and Mayor to announce the date, time and place
of the vote on the tax rate.
Attachments:
Action ByDate Action ResultVer.
Town Council 53 of 84 Meeting Date: September 14, 2009
109-352-T Version:File #:
Title
Town Council to conduct 2nd Public Hearing regardingthe budget and proposed tax rate increase for fiscal year October
1, 2009 to September 30, 2010 and Mayor to announce the date, time and place of the vote on the tax rate.
Body
Mayor White read the following into the record:
On September 28, 2009, the Town Council will hold a Public Meeting to adopt a 2009 tax rate that will exceed the lower
of the rollback rate or the effective tax rate. As required by law, the first Public Hearing was held on August 24, 2009 and
this is the second Public Hearing regarding the budget and proposed tax increase.
Town Council 54 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-353-T Name:
Status:Type:Agenda Item Public Hearing
File created:In control:8/25/2009 Town Council
On agenda:Final action:9/14/2009
Title:Town Council to conduct a Public Hearing on the proposed 2009-2010 Fiscal Year Budget pursuant to
Section 9.05 of the Town Charter, "Council Action on Budget".
Attachments:
Action ByDate Action ResultVer.
Town Council 55 of 84 Meeting Date: September 14, 2009
109-353-T Version:File #:
Title
Town Council to conduct a Public Hearing on the proposed 2009-2010 Fiscal Year Budget pursuant to Section 9.05 of the
Town Charter, "Council Action on Budget".
Body
A recent amendment to the Town Charter includes section "9.05 Council Action on Budget".
Item "(b)" in that section states:
(b) Notice and Hearing. The Council shall review the proposed budget and revise it as deemed appropriate prior to
general circulation for public hearing.
The Council shall publish the general summary of the budget and a notice stating:
(1) The times and places where copies of the message and budget are available for inspection by the public, and
(2) The time and place, not less that two weeks after such publication, for public hearings on the budget.
Item "(f)" in section 9.05 further states:
(f) Publish" defined. As used in this article, the term "publish" means to print in the contemporary means of information
sharing, which includes but is not limited to, one or more newspapers of general circulation in the Town, and, if available,
in a web site."
Town Council 56 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-311-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:8/7/2009 Town Council
On agenda:Final action:9/14/2009
Title:Consider and take appropriate action to approve an Interlocal Agreement between the Town and
Northwest Independent School District for School Resource Officer services for the 2009-2010 school
year.
Attachments:2009-10 SRO NISD Agreement.pdf
Action ByDate Action ResultVer.
Town Council 57 of 84 Meeting Date: September 14, 2009
109-311-T Version:File #:
Title
Consider and take appropriate action to approve an Interlocal Agreement between the Town and Northwest Independent
School District for School Resource Officer services for the 2009-2010 school year.
Body
This is a renewal of the same agreement from last year.
Staff recommends approval.
Town Council 58 of 84 Meeting Date: September 14, 2009
1
STATE OF TEXAS § Interlocal Agreement by and between
§ The Town of Trophy Club, Texas, and
§ Northwest Independent School District
COUNTY OF DENTON § for School Resource Officer Services
This Agreement is entered into upon the date of the last party's signature to this
Agreement and is between the Town of Trophy Club, Texas, a home rule municipal
corporation located in Denton and Tarrant Counties (hereinafter referred to as the
"Town"), and Northwest Independent School District, a Texas District located in
Denton, Tarrant and Wise Counties, Texas and hereinafter referred to as the
"District". The Town and District made the following findings in entering into this
Agreement:
WHEREAS, this Agreement for School Resource Officer Services is made
pursuant to the authority of the Texas Government Code 791.001 -791.0029,
known as the Interlocal Cooperation Act; and
WHEREAS, the expense of any payments or performance required by this
Agreement shall come from current revenues legally available to the parties; and
WHEREAS, the subject of this Agreement is necessary for the benefit of the public
and the students and each party and that the performance and payment fairly
compensates both parties;
NOW, THEREFORE, for and in consideration of the mutual undertakings
hereinafter set forth and for adequate consideration given, the parties agree to
cooperate in securing the placement of one School Resource Officer for the District
as follows:
I.
Town Obligations
The Town agrees to provide one (1) fully qualified peace officer who will be
assigned by the Town to serve as the School Resource Officer for the Lake View
Elementary, Samuel Beck Elementary, Medlin Middle, and Byron Nelson High
Schools, all of which are located at the District property in Trophy Club in Denton,
County, Texas. The Town further agrees to supply any and all necessary
equipment, including but not limited to uniforms, radio, and personal defense
equipment for the School Resource Officer. The Town agrees to provide all of the
above to the District, for the consideration provided in sections V below.
II.
Duties of School Resource Officer
2.01. Duties. The duties of the School Resource Officer referenced in Section I
above shall include, but are not limited to, the following activities:
Town Council 59 of 84 Meeting Date: September 14, 2009
2
A. Protecting the safety and welfare of any person within the jurisdiction of the
officer, and protecting the property of the District, as required by Texas
Education Code § 37.081 (d);
B. Patrolling school property during and after school hours;
C. Answering calls for assistance from school officials at his or her assigned
campus or as otherwise approved by the Chief of Police;
D. Making reports on criminal activities and filing of cases with proper
authorities;
E. Answering calls and facilitating dispute resolution between students,
students and school authorities, parents and school authorities, or any other
agreed upon disputes;
F. Investigating alarms, both burglary and fire;
G. Answering calls for assistance with custody disputes;
H. Eating with the students several times a month in order to give the students
the chance to know the officer as a friend and not someone to distrust;
I. Presenting programs to the students and teachers, including programs on
drugs, alcohol and other important issues;
J. Meeting with the student councils of the assigned campuses whenever
needed or requested; and
K. Providing testimony in student discipline conferences and hearings, as
requested by the District.
2.02. Property Damage. To the extent provided by law, the Town of Trophy Club
or it's Police Department will not under any circumstances be responsible for any
property belonging to the District, it's officers, members, agents, employees,
subcontractors, program participants, licensees or invitees, which may be lost,
stolen, destroyed or in any way damaged as result of the action or inaction of the
School Resource Officer.
III.
Assignments
For the 2009-2010 school year, the School Resource Officer will serve on one of
the assigned District campuses on a daily basis as frequently as possible given the
requirements of the grant through which the position is partially funded. The grant
requires that the School Resource Officer also provide regional assistance as a
Juvenile Investigator and those responsibilities may take the officer off-campus
while the investigations are ongoing. Investigations that are not related to the
requirements of the grant may be undertaken by the School Resource Officer upon
the request of the District with prior approval of the Town’s Chief of Police.
IV.
District Obligations
The District shall provide the following: (1) Office space at Medlin Middle School
and Byron Nelson High School; and (2) computer, telephone, and other office
equipment as needed by the School Resource Officer for the performance of his or
her duties hereunder.
Town Council 60 of 84 Meeting Date: September 14, 2009
3
V.
Funding/Consideration
Funding for the School Resource Officer shall be provided as follows:
In consideration of the services provided and cross promises hereunder, for the
school year of 2009-2010, the District shall pay the Town an amount not to exceed
Twenty Thousand Eight Hundred Thirty-four Dollars and Seventy Cents
($20834.70) for the maintenance of the School Resource Officer. Notwithstanding
the contribution of funds from the District, the Town shall remain responsible for the
balance of the funding required to maintain the officer’s salary and standard Town
employee benefits package. At all times under this Agreement, and not
withstanding any contribution of funds by the District, the Town shall remain
responsible for the withholding of income taxes and Social Security, and for
workers compensation, disability benefits and insurance requirements for the
School Resource Officer in accordance with the Town’s standard employee
benefits package then in existence. The Town will also ensure that the District
remains listed as an additional insured on any policy covering the officer's activities
and duties.
Funding for renewal years, if applicable, shall be negotiated by the parties and
documented in a written modification to this Agreement approved by the respective
governing body for each party hereto in accordance with the terms of this
Agreement.
VI.
Term
The term of this Agreement shall be in effect for the 2009-2010 school year with an
initial term of one (1) year commencing on or about August 1, 2009 and ending on
or about July 31, 2010 (hereinafter “Initial Term”). After the Initial term, this
Agreement may be renewed annually for five (5) additional terms of one (1) year
each by written agreement of the parties approved by their respective governing
bodies unless otherwise terminated as provided herein. This Agreement may be
terminated by either party upon thirty (30) days written notice prior to the end of the
Initial term or any renewal term.
VII.
Replacement
The District may, for cause, request a replacement of the School Resource Officer.
Such a request shall be made through the Town’s Chief of Police, shall be in
writing and shall set forth the basis for the request. A replacement School
Resource Officer shall be provided as soon as possible giving due consideration
for the Town’s staffing level and time required to complete the outside hiring
process as necessary. The Town shall have the authority to change personnel
serving as the School Resource Officer at any time as determined appropriate by
the Town’s Chief of Police. In the event that Town changes such personnel for any
Town Council 61 of 84 Meeting Date: September 14, 2009
4
reason other than termination of the individual serving as School Resource Officer,
Town shall provide written notice to District of such personnel change.
VIII.
Notices
Notice to the Town shall be accomplished by registered or certified United States
Mail, postage prepaid, return receipt requested and address as follows:
Town Manager
Town of Trophy Club
100 Municipal Dr.
Trophy Club, Texas 76262
Notice to the District shall be accomplished by registered or certified United States
Mail, postage prepaid, return receipt requested and address as follows:
Superintendent of Schools
Northwest Independent School District
P.O. Box 77070 Fort Worth, Texas 76117
IX.
Town Employee
The School Resource Officer shall at all times remain an employee of the Town
subject to the personnel policies of the Town and General Manual of the Trophy
Club Police Department. Subject to Section III of this Agreement, the District shall
have the authority to make decisions regarding the officer's assignment and
schedule while on-duty at a District campus in the Town of Trophy Club. In non-
emergency situations, the District shall request authorization from the Town’s
Police Department if the School Resource Officer is needed outside of the Town of
Trophy Club or is needed to perform duties not directly related to the requirements
of the grant. Authorization must be provided by either the Chief of Police or his
designee. In an emergency situation, the District shall advise the Chief of Police or
designee of the need for the School Resource Officer to attend to the emergency
outside of the Town of Trophy Club as soon as practicable.
X.
Governmental Immunity
Neither the Town nor the District waives or relinquishes any governmental
immunities or defenses on behalf of themselves, their trustees, officers, employees
and agents as a result of the execution of this Agreement and the performance of
the functions or obligations hereunder. Both parties agree that the services
provided hereunder are exclusively governmental functions.
XI.
Workers Compensation
Town Council 62 of 84 Meeting Date: September 14, 2009
5
The Town shall provide, during the term of this Agreement, worker’s compensation
insurance in the amounts as required by Texas state law, for all Town employees
engaged in work under this Agreement. As to all other insurance provided by
Town, it shall provide District with documentation indicating such coverage prior to
the beginning of any activities under this Agreement.
XII.
Miscellaneous
11.01. Venue. This Agreement is made in Texas and shall be construed,
interpreted and governed by Texas laws, and venue for any disputes or actions
arising hereunder shall be exclusive in Denton County, Texas.
11.02. No Third Party Beneficiaries. By entering into this Agreement, the parties
do not intend to create any rights or obligations other then those specifically set
forth herein and this Agreement shall not create any rights in persons not a party to
this Agreement, including without limitation, any individual serving hereunder as
the School Resource Officer.
11.03. Authority to Bind. The undersigned officer and/ or agents of the parties
hereto are properly authorized officials and have the necessary authority to
execute this Agreement on behalf of the parties hereto, and each party hereby
certifies to the other that any necessary resolutions extending said authority have
been duly passed and are now in full force and effect.
11.04. Modifications. All modifications to this Agreement shall be in writing and
approved by the respective governing body for each party.
11.05. Entire Agreement. This Agreement embodies the complete agreement of
the parties hereto superseding all oral or written previous and contemporary
agreements between the parties relating to matters herein and, except as
otherwise provided herein, cannot be modified without written agreement of the
parties as provided herein.
11.06. Non-Waiver. It is agreed that one (1) or more instances of forbearance by
Town in the exercise of its rights herein shall in no way constitute a waiver thereof.
11.07. Severability. If any of the terms, sections, subsections, sentences,
clauses, phrases, provisions, covenants, conditions or any other part of this
Agreement are for any reason held to be invalid, void or unenforceable, the
remainder of the terms, sections, subsections, sentences, clauses, phrases,
provisions, covenants, conditions or any other part of this Agreement shall remain
in full force and effect and shall in no way be affected, impaired or invalidated.
11.08. Independent Contractor. Each party covenants and agrees that it is an
independent contractor and not an officer, agent, servant or employee of the other
party; that subject to the terms of this Agreement, Town shall have exclusive
control of and exclusive right to control the details of the work performed hereunder
and all persons performing same, and shall be responsible for the acts and
Town Council 63 of 84 Meeting Date: September 14, 2009
6
omissions of its officers, agents, employees, contractors, subcontractors and
consultants. Nothing herein shall be construed as creating a partnership or joint
enterprise between Town and District.
IN WITNESS WHEREOF, the parties have executed this Contract as of the
dates shown below their respective signatures.
Northwest Independent School District
_____________________________ __________________________
Title: Date:
ATTEST:
________________________________
APPROVED AS TO FORM:
________________________________
NISD ATTORNEY
Town of Trophy Club, Texas
By:_____________________________ __________________________
Mayor Constance White Date:
ATTEST:
________________________________
TOWN SECRETARY
APPROVED AS TO FORM:
________________________________
TOWN ATTORNEY
Town Council 64 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-333-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:8/18/2009 Town Council
On agenda:Final action:9/14/2009
Title:Consider and take appropriate action regarding a Contract for Election Services with Denton County,
for the November 3, 2009 Park Bond Election, and approving the terms and conditions of the
Contract.
Attachments:Denton Election Contract Nov 2009 - Town of Trophy Club.pdf
Denton Early Voting Location.pdf
Election Annex A -Town of Trophy Club110309.pdf
Action ByDate Action ResultVer.
Town Council 65 of 84 Meeting Date: September 14, 2009
109-333-T Version:File #:
Title
Consider and take appropriateaction regardinga Contract for Election Services with Denton County, for the November3,
2009 Park Bond Election, and approving the terms and conditions of the Contract.
Body
Staff recommends approval.
Voting Information:
Denton County Early Voting
Thursday, October 29, 2009 7:00 a.m. to 7:00 p.m.
Friday, October 30, 2009 7:00 a.m. to 7:00 p.m.
Town of Trophy Club
Svore Building
100 Municipal Drive, Trophy Club
Denton County Election Day
Tuesday, November 3, 2009 7:00 a.m. to 7:00 p.m.
Town of Trophy Club
Svore Building
Town Council will consider Tarrant County's Contract at their October 5, 2009 meeting.
Tarrant County Early Voting
Monday, October 26, 2009 8:00 a.m. to 5:00 p.m.
Town of Trophy Club
Svore Building
100 Municipal Drive, Trophy Club
Tarrant County Election Day
Tuesday, November 3, 2009 7:00 a.m. to 7:00 p.m.
Cross Timbers Community Church
2525 Florence Road, Roanoke
Town Council 66 of 84 Meeting Date: September 14, 2009
- 1 -
THE STATE OF TEXAS II CONTRACT FOR
COUNTY OF DENTON ELECTION SERVICES
TOWN OF TROPHY CLUB
BY THE TERMS OF THIS CONTRACT made and entered into by and between the Town
of Trophy Club, as duly authorized by the Town Council hereinafter referred to as the Council,
serving by and through its Mayor, as duly authorized by the Council, and Denton County, Texas
acting by and through its Elections Administrator hereinafter referred to as the Contracting Officer,
pursuant to the authority of Section 31.091, of the Texas Election Code, agree to the following
particulars in regard to coordination, supervision and running of the Town of Trophy Club,
November 3, 2009, Bond Election in Denton County.
THIS AGREEMENT is entered into in consideration of the mutual covenants and promises
hereinafter set out. IT IS AGREED AS FOLLOWS:
I. DUTIES AND SERVICES OF CONTRACTING OFFICER. The Contracting Officer
shall be responsible for performing the following duties and shall furnish the following services and
equipment:
A. The Contracting Officer shall arrange for appointment, notification (including writ of
election), training and compensation of all presiding judges, alternate judges, the judge of the
Central Counting Station if required and judge of the Early Voting Balloting Board.
a. The Contracting Officer shall be responsible for notification of each Election
Day and early voting presiding judge and alternate judge of his or her appointment. The
presiding election judge of each polling place will use his/her discretion to determine when
additional manpower is needed during peak voting hours. The Contracting Officer will
determine the number of clerks to work in the Central Counting Station and the number of
clerks to work on the early voting ballot board. The Contracting Officer with the approval of
the Council shall utilize election judges appointed by the Denton County Commissioners
Court.
b. The Contracting Officer shall compensate each election judge and worker.
Each judge and worker shall receive compensation per hour for services rendered based on
rates set by Denton County Commissioners Court.
c. Election Judges shall attend the Contracting Officer’s school of instruction
(Elections Seminar) to be held October 31, 2009 in the Denton County Administration
Building, 401 West Hickory, Denton 76201 or other location to be announced at 9:00 a.m.
d. Election judges shall be responsible for picking up and returning election
supplies. Compensation for this pickup and return will be $25.00.
B. The Contracting Officer shall procure, prepare, and distribute ballots, election kits
and election supplies.
Town Council 67 of 84 Meeting Date: September 14, 2009
- 2 -
a. The Contracting Officer shall secure election kits that include the legal
documentation required to hold an election and all supplies including locks, pens, magic
markers, etc.
b. The Contracting Officer shall secure all tables, chairs, duplication ballots, and
legal documentation required to run the central counting station and/or early voting ballot
board.
c. The Contracting Officer shall provide all lists of registered voters required for
use on Election Day and for the early voting period required by law. The Election Day list
of registered voters shall be arranged in alphabetical order by polling place in lieu of
alphabetic by each precinct in each polling place. The Contracting Officer may use the
computer database for the list of registered voters during early voting.
d. The Contracting Officer shall procure and arrange for the distribution of all
election equipment and supplies required to hold an election.
1. Equipment includes the rental of voting machines, ballot boxes,
transfer cases, voting signs, and directional poles and tote boxes.
2. Supplies include ballots, sample ballots, early voting mail ballots,
pens, tape, markers, etc.
C. The Elections Administrator of Denton County, Texas, shall be appointed the Early
Voting Clerk by the Town of Trophy Club for the election in Denton County.
a. The Contracting Officer shall supervise and conduct Early Voting by mail and
in person and shall secure personnel to serve as Early Voting Clerks.
b. Early Voting by personal appearance for the Town of Trophy Club November
3, 2009, Bond Election in Denton County shall be conducted on weekdays beginning
Monday, October 19, 2009, and continuing through Friday, October 30, 2009. Times are as
follows: October 19, 2009 through October 28th, 8:00am to 5:00pm; October 29th through
October 30th, 7:00am through 7:00pm. Locations and times of voting by personal
appearance shall be as per Denton County Elections Memo at Annex B.
c. All applications for an Early Voting mail ballot shall be received and
processed by the Denton County Elections Administration Office, P.O. Box 1720, Denton,
Texas 76202.
1. Applications for mail ballots erroneously mailed to the Town of
Trophy Club shall immediately be faxed to the Contracting Officer for timely processing.
The original application shall then be forwarded to the Contracting Officer for proper
retention
2. All Federal Post Card applications (FPCA) will be sent a mail ballot.
No postage is required.
d. All Early Voting ballots (those cast by mail and those cast by personal
appearance) shall be prepared for count by the Early Voting Ballot Board in accordance with
Section 87.000 of the Texas Election Code. The presiding judge of this Board shall be
____TBA________. The Board shall meet for preparation of the early voting ballots on (as
ordered by Commissioners Court.)
Town Council 68 of 84 Meeting Date: September 14, 2009
- 3 -
D. The Contracting Officer shall arrange for the use of all Election Day polling places.
The Town of Trophy Club shall assume the responsibility of remitting 50% of the cost of all
employee services required to provide access, provide security, or provide custodial services for the
early voting and election day polling locations used that are located within the Town, Trophy Club,
Denton County Texas.
E. The Contracting Officer shall be responsible for tabulation of the voted ballots in
accordance with Section 127.000 of the Election Code and of this agreement. Counting Station
Manager shall be the Elections Administrator of Denton County, Texas. The Tabulation Supervisor
and Tabulation Operator shall be provided by the Denton County Elections Administration Office
and paid as a contract expense.
a. The tabulation supervisor shall prepare, test and run the county’s tabulation
system in accordance with statutory requirements and county policies, under the auspices of
the Contracting Officer.
b. The Public Logic and Accuracy Test of the electronic voting system shall be
conducted at 10 am, Thursday, September 17, 2009 by the Contracting Officer. (This date is
subject to change based on receipt of jurisdiction ballot information and programming. If
date is changed, you will be notified at least 48 hours prior to test)
c. Election night reports will be available to Council at the Elections Office on
election night.
d. The Contracting Officer shall prepare the unofficial canvass report after
all precincts have been counted, and will provide a copy of the unofficial canvass to
the Council as soon as possible after all returns have been tallied.
e. The Contracting Officer shall be appointed the custodian of the voted ballots
and shall retain all election material for a period of 22 months.
1. Pending no litigation and as prescribed by law, the voted and unused
ballots shall be shredded or recycled 22 months after the election.
2. The Council can obtain the list of registered voters from the Elections
Administration Office during this retention period. Pending no litigation and if the Council
does not request the lists, the Contracting Officer shall destroy them 22 months after the
election.
f. The Contracting Officer shall conduct a partial manual count as prescribed by
Section 127.201 of the Texas Election Code and submit a written report to the Council in a
timely manner. The Secretary of State may waive this requirement. If applicable, a written
report shall be submitted to the Secretary of State as required by Section 127.201(e) of the
aforementioned code.
II. Duties and Services of the Council. The Council shall assume the following
responsibilities:
A. The Council shall prepare the election orders, resolutions, notices, justice department
submissions, official canvass and other pertinent documents for adoption by the appropriate office or
body.
a. The Contracting Officer shall publish and post the Notice of the Public Logic
and Accuracy Test of the electronic voting system and one press release. The Contracting
Town Council 69 of 84 Meeting Date: September 14, 2009
- 4 -
Officer shall also prepare a certification of tabulation and an unofficial canvass reports that
will assist the Council with the official canvass.
b. The Council assumes the responsibility of posting all notices and likewise
posting the schedules for Early Voting and Election Day.
B. The Council shall provide the Contracting Officer with the ballot wording and
Spanish interpretation.
a. The Council shall deliver to the Contracting Officer as soon as possible, but
no later than 10:00am Friday, September 4, 2009, the official wording in English and
Spanish for the Council’s November 3, 2009, Bond Election.
b. The Council shall approve the “blue line” ballot format prior to the final
printing.
C. The Council shall post the publication of election notice by the proper methods with
the proper media.
D. The Council shall prepare and submit to the U.S. Department of Justice under the
Federal Voting Rights act of 1965, any required submissions on voting changes.
E. The Council shall compensate the Contracting Officer for any additional election
costs incurred in the process of running this election or for a re-count this election may require.
F. The Council shall submit with this signed contract a deposit of 90% of the estimated
election cost. The contract will not be accepted without this deposit.
G. The Council shall pay a prorated cost of conducting the said election, plus the 10%
administrative fee, pursuant to the Texas Election Code, Section 31.100, within 30 days from the
date of final billing.
III. Cost of Services. Costs of services will be prorated for ballots based on the Town of
Trophy Club precincts voting. The Town of Trophy Club will
reimburse 50% of ballot printing costs. Costs of labor and election
supplies will be split 50/50 with Denton County or other calculated
rate if additional jurisdictions participate in the election The Town of
Trophy Club will pay 100% of all programming fees. See Annex A
attached for estimated cost of election.
IV. General Provisions.
Town Council 70 of 84 Meeting Date: September 14, 2009
- 5 -
A. Nothing contained in this contract shall authorize or permit a change in the officer
with whom or the place at which any document or record relating to the Council’s November 3,
2009, Bond Election is to be filed or the place at which any function is to be carried out, or any
nontransferable functions specified under Section 31.096 of the Texas Election Code.
B. Upon request, the Contracting Officer will provide copies of all invoices and other
charges received in the process of running said election for the Council.
C. If the Council cancels their election pursuant to Section 2.053 of the Texas Election
Code, the Contracting Officer shall be paid a contract preparation fee of $75. An entity canceling an
election will not be liable for any further costs incurred by the Contracting Officer in conducting the
November 3, 2009, Bond Election.
D. The Contracting Officer shall file copies of this contract with the County Judge and
the County Auditor of Denton County, Texas.
WITNESS BY MY HAND THIS THE __________ DAY OF ____________________, 2009.
DENTON COUNTY, TEXAS
By: ______________________
Don Alexander
Elections Administrator
Denton County, Texas
WITNESS BY MY HAND THIS THE __________ DAY OF ____________________, 2009.
____________________________________
Connie White
Mayor, Town of Trophy Club
Town Council 71 of 84 Meeting Date: September 14, 2009
Denton County Elections Administration
November 3, 2009 Constitutional Amendment Election
Early Voting Locations Dates and Times
Monday - Friday October 19 – 23 8:00a – 5:00p
Monday – Wednesday October 26 – 28 8:00a – 5:00p
Thursday – Friday October 29 – 30 7:00a – 7:00p
Steven Everett Copeland Government Center Lewisville Municipal Annex
1400 FM 424, Cross Roads 1197 W. Main Street, Lewisville
Justin Municipal Building Carrollton Public Library
415 N. College, Justin 4220 N. Josey, Carrollton
Joseph A. Carroll Admin. Building Frankford Town Homes
401 W. Hickory, Denton 18110 Marsh Ln., Dallas
North Texas State Fair Grounds – Fair Hall Flower Mound Police and Court Building
2217 N Carroll Blvd., Denton 4150 Kirkpatrick, Flower Mound
Highland Village City Hall Lake Dallas City Hall
1000 Highland Village Rd., Highland Village 212 Main Street, Lake Dallas
Friendship Baptist Church Sanger First Baptist Church
4396 Main, The Colony 708 S. 5th St., Sanger
The following early voting sites will ONLY be open the dates and times listed:
Frisco Lakes Amenities Center Monday – Wednesday October 26 – 28 8:00a – 5:00p
7277 Frisco Lakes Dr., Frisco Thursday – Friday October 29 – 30 7:00a – 7:00p
Roanoke Community Center Monday – Tuesday October 19-20 1:00p – 5:00p
312 S. Walnut, Roanoke Thursday – Friday October 22-23 1:00p – 5:00p
Monday – Tuesday October 26-27 1:00p – 5:00p
Thursday – Friday October 29-30 1:00p – 5:00p
Trophy Club MUD
100 Municipal Drive, Trophy Club Thursday – Friday October 29 – 30 7:00a – 7:00p
Town Council 72 of 84 Meeting Date: September 14, 2009
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Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-351-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:8/25/2009 Town Council
On agenda:Final action:9/14/2009
Title:Consider and take appropriate action regarding a Resolution adopting the National Incident
Management System (NIMS).
National Incident Management System (NIMS).
Attachments:Res. 2009 - NIMS.pdf
Action ByDate Action ResultVer.
Town Council 74 of 84 Meeting Date: September 14, 2009
109-351-T Version:File #:
Title
Consider and take appropriate action regarding a Resolution adopting the National Incident Management System (NIMS).
National Incident Management System (NIMS).
Body
This Resolution is the compliance for Government and State Grant process for National Incident Management System
(NIMS).
Staff recommends approval.
Town Council 75 of 84 Meeting Date: September 14, 2009
TOWN OF TROPHY CLUB, TEXAS
RESOLUTION NO. 2009-
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF
TROPHY CLUB, TEXAS, ADOPTING THE NATIONAL INCIDENT
MANAGEMENT SYSTEM (NIMS) AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, on February 28, 2003, the President issued Homeland
Security Presidential Directive (HSPD) – 5 that directed the Department of
Homeland Security, in cooperation with representatives of federal, state, and
local government, to develop a National Incident Management System (NIMS) to
provide a consistent approach to the effective management of situations
involving natural disasters, man-made disasters or terrorism; and
WHEREAS, the final NIMS was released on March 1, 2004, and
WHEREAS, the NIMS contains a practice model for the accomplishment
of the significant responsibilities associated with prevention, preparedness,
response, recovery, and mitigation of all major and national hazards situations,
and
WHEREAS, the HSPD-5 requires that state and local governments adopt
the NIMS as a pre-condition to the receipt of federal grants, contract and
activities related to the management and preparedness for certain disaster and
hazard situations; and
WHEREAS, the Town of Trophy Club desires to adopt the NIMS as
required by HSPD-5; and
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF
THE TOWN OF TROPHY CLUB, TEXAS:
Section 1. The National Incident Management System (NIMS) is hereby
officially adopted for usage in the Town of Trophy Club, Texas.
Section 2. This Resolution shall become effective immediately upon its
passage in accordance with law.
PASSED AND APPROVED by the Town Council of the Town of Trophy
Club, Texas, this 14th day of September, 2009.
Town Council 76 of 84 Meeting Date: September 14, 2009
________________________________
Mayor, Connie White
Town of Trophy Club, Texas
ATTEST:
___________________________________
Town Secretary
Town of Trophy Club, Texas
[Seal]
APPROVED AS TO FORM:
____________________________________
Town Attorney
Town of Trophy Club, Texas
Town Council 77 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-360-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:8/28/2009 Town Council
On agenda:Final action:9/14/2009
Title:Consider and take appropriate regarding the setting of a new date for the Council's strategic planning
workshop.
Attachments:
Action ByDate Action ResultVer.
Town Council 78 of 84 Meeting Date: September 14, 2009
109-360-T Version:File #:
Title
Consider and take appropriate regarding the setting of a new date for the Council's strategic planning workshop.
Body
During the July Budget Workshop the tentative dates for the strategic planning workshop was set for October 9th and
10th. October 9th is a Friday and in Texas, Friday nights are reserved for high school football. And October 10th is the
day of the Trophy Club semi-annual garage sale. The Council may be better served to reschedule this planned retreat to
a better time.
Town Council 79 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-358-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:8/27/2009 Town Council
On agenda:Final action:9/14/2009
Title:Items for Future Agendas
Attachments:Items for Future Agendas.pdf
Action ByDate Action ResultVer.
Town Council 80 of 84 Meeting Date: September 14, 2009
109-358-T Version:File #:
Title
Items for Future Agendas
Body
Town Council 81 of 84 Meeting Date: September 14, 2009
1. Town Manager Emmons to report on the sound barrier issues on the east side and conversations with
TXDOT, and discussion of same. (Wilson)
2. Discuss and consider options to approve the upkeep of rental property, with or without creating a Building
Standard Commission. (Edstrom - 4/21/08)
3. Discuss and receive an update on the Comprehensive Land Plan. (Edstrom - 10/20/08)
4. Discuss and take appropriate action regarding a Library Focus Group or other plan for exploring options
and compiling data for a future library. (Wilson)
5. Discuss and take appropriate action regarding culvert issues on Skyline Park. (Wilson added on 4/6/09)
6. Item to receive a report to alleviate the congestion of games/practices on the baseball and the parking
issues. (Wilson added May 6, 2009)
7. Item to reevaluate and expand the scope of the Tree Board in reference to beautification. (Wilson added
on August 17, 2009)
8. Item after FY08-09, discussing future EMS negotiations. (Wilson added on August 17, 2009)
9. Council goals and objectives. (Edstrom added on August 17, 2009)
Town Council 82 of 84 Meeting Date: September 14, 2009
100 Municipal Drive
Trophy Club, TX 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:109-354-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:8/25/2009 Town Council
On agenda:Final action:9/14/2009
Title:Mayor's Update regarding training opportunities, educational sessions, and regional meetings.
Attachments:
Action ByDate Action ResultVer.
Town Council 83 of 84 Meeting Date: September 14, 2009
109-354-T Version:File #:
Title
Mayor's Update regarding training opportunities, educational sessions, and regional meetings.
Body
Mayor White will provide a brief update on her attendance at the following meetings and events:
August and September Chamber Luncheons
TML Newly Elected Training in Austin (August 6 and 7, 2009)
August and September Northwest Community Partnership meeting
North West Metroport Chamber of Commerce Mayor’s roundtable (August 14, 2009)
Metroport Cities Partnership Meeting (August 20, 2009)
Breakfast to recap the 81st Legislative Session - hosted by Northwest Metroport Chamber of Commerce (August 26,
2009)
Judged the Taste of Northeast Event (August 20, 2009)
35W Coalition Quarterly Meeting (September 9, 2009)
Tarrant Area Food Bank Lunch in Observance of National Hunger Action Month (September 9, 2009)
Town Council 84 of 84 Meeting Date: September 14, 2009