Agenda Packet TC 08/01/2011Town Council
Trophy Club Entities
Meeting Agenda
100 Municipal Drive
Trophy Club, Texas 76262
Svore Municipal Building Boardroom6:00 PMMonday, August 1, 2011
CALL TO ORDER AND ANNOUNCE A QUORUM
WORKSHOP SESSION - 6:00 P.M.
1.2011-355-T Presentation by Freese and Nichols of Phase 1 Drainage Study preliminary findings.
Discussion of priorities and recommendations from the study, including cost opinions,
and broad concepts on methods to pay for recommended improvements.
TC 08-01-11 Drainage Study - Ph 1 Presentation.pdfAttachments:
2.2011-356-T Discussion of agenda items posted for consideration on the Regular Session Council
Agenda for August 1, 2011.
3.2011-357-T Discussion of proposed agenda items for the August 15, 2011 Regular Session
Agenda.
August 15 Proposed Agenda Items.pdfAttachments:
CONVENE INTO REGULAR SESSION - ESTIMATED START TIME - 7:00 P.M.
Invocation
Pledges:
Citizen Presentations:
This is an opportunity for citizens to address the Council on any matter whether or not it
is posted on the agenda. The Council is not permitted to take action on or discuss any
presentations made to the Council at this time concerning an item not listed on the
agenda. The Council will hear presentations on specific agenda items prior to the
Council addressing those items. You may speak up to three (3) minutes or the time limit
determined by the Mayor or presiding officer. To speak during this item you must
complete the Speaker's form that includes the topic(s) of your statement. Topics of
presentation should be limited to matters over which the Council has authority.
CONSENT AGENDA
All matters listed as Consent Agenda are considered to be routine by the Town Council
and will be enacted by one motion. There will not be a separate discussion of these
items. If discussion is desired, that item will be removed from the consent agenda and
will be considered separately.
Town Council 1 of 132 Meeting Date: August 1, 2011
August 1, 2011Town Council Meeting Agenda
4.2011-358-T Consider and take appropriate action regarding the Minutes dated July 18, 2011.
July 18 2011 Minutes.pdfAttachments:
5.2011-359-T Consider and take appropriate action regarding the Minutes dated July 19, 2011
(Special Joint Workshop Session with Planning & Zoning).
July 19 2011 Minutes (Joint P&Z).pdfAttachments:
6.2011-360-T Consider and take appropriate action regarding a Resolution appointing one member to
the Board of Managers of the DENCO Area 9-1-1 District, and providing an effective
date.
RES 2011-16 DENCO 911 Appointment.pdf
Denco Area 9-1-1 District Memo and enclosures.pdf
Attachments:
7.2011-371-T Consider and take appropriate action regarding a Resolution approving an Interlocal
Agreement between the Texas Department of Public Safety and the Town of Trophy
Club for the purchase of alcohol blood test kits and other items; and authorizing the
Town Manager or his designee to execute all necessary documents.
RES 2011-17 ILA Police_DPS_BloodAlcoholKits.pdf
DPS contract and attachments.pdf
Attachments:
REGULAR SESSION
8.2011-361-T Consider and take appropriate action regarding the First Modification of Agreement for
Professional Services between the Town and Freese and Nichols (FNI) to include a
cost of service evaluation and rate study in the scope of work currently being performed
by FNI on the Trophy Club Storm Water Master Plan project; and authorizing the Town
Manager or his designee to execute all necessary documents.
modification-Freese Nichols.pdfAttachments:
9.2011-374-T Consider and take appropriate action regarding the purchasing of Tyler Technology
Municipal Management Software from General Fund Reserves, in an amount not to
exceed $188,854.00; and authorizing the Town Manager or his designee to execute all
necessary documents.
Scenario 1.pdf
Scenario 2.pdf
Attachments:
10.2011-364-T Consider and take appropriate action regarding an Ordinance approving a negotiated
resolution between the Atmos Cities Steering Committee and Atmos Energy Corp.,
Mid-Tex Division, as a result of the fourth annual rate review mechanism filing; finding
existing rates for natural gas unreasonable; adopting new just and reasonable tariffs;
and providing an effective date.
ORD 2011-28 RRM-4.pdfAttachments:
Town Council 2 of 132 Meeting Date: August 1, 2011
August 1, 2011Town Council Meeting Agenda
11.2011-363-T Consider and take appropriate action regarding a Cooperative Purchasing Agreement
between the Town and Potter County relating to the purchase of patrol vehicles; and
authorizing the Town Manager or his designee to execute all documents necessary for
the Town's participation in a cooperative purchasing program with Potter County.
Potter County CP Agmt.pdf
Potter County Formal Bid.pdf
Attachments:
12.2011-373-T Consider and take appropriate action regarding an extension of the deadline for
submission of applications to serve on Town boards and commissions.
2011 Board Applicant Info.pdfAttachments:
13.2011-362-T Consider and provide direction to Staff regarding the Elevated Storage Tank Logo(s).
14.2011-365-T Town Council Liaison Updates; discussion of same:
- July 20, 2011 TCMUD 1 Meeting - Council Member Tiffany
15.2011-366-T Town Manager Slye's update regarding the following; discussion of the same.
- Budget Workshop Update
- Amenity Lakes Update
- North Trail Connectivity Update
16.2011-367-T Mayor and Council Updates regarding training opportunities, educational sessions, and
regional meetings; discussion of same.
- July 21, 2011 Metroport Cities Partnership Meeting
17.2011-368-T Items for Future Agendas.
Future Agenda Items List.pdfAttachments:
This item allows Council to request the placement of items on upcoming agendas when
the topic of discussion requires research and review that cannot be accomplished in the
time frame between regular Council meetings. However, a Council Member may
request that an item be placed on the next regularly scheduled meeting without first
placing that item on the Future Agenda Items list. All requests for agenda items must
comply with Charter requirements.
ADJOURN
* The Town Council may convene into executive session to discuss posted items as
allowed by the Texas Open Meeting Act, LGC.551.071
Town Council 3 of 132 Meeting Date: August 1, 2011
August 1, 2011Town Council Meeting Agenda
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, July 28, 2011 by 5:00
P.M. in accordance with Chapter 551, Texas Government Code.
________________________________
Shannon DePrater, Town Secretary
If you plan to attend this public meeting and have a disability that requires special
needs, please contact the Town Secretary’s Office at 682-831-4600, 48 hours in
advance, and reasonable accommodations will be made to assist you.
I certify that the attached notice and agenda of items to be considered by this Board
was removed by me from the front window of the Svore Municipal Building, 100
Municipal Drive, Trophy Club, Texas, on the __________ day of
______________________, 2011.
________________________________, Title: ___________________________
Town Council 4 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-355-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/25/2011 Town Council
On agenda:Final action:8/1/2011
Title:Presentation by Freese and Nichols of Phase 1 Drainage Study preliminary findings. Discussion of
priorities and recommendations from the study, including cost opinions, and broad concepts on
methods to pay for recommended improvements.
Attachments:TC 08-01-11 Drainage Study - Ph 1 Presentation.pdf
Action ByDate Action ResultVer.
TITLE
Presentation by Freese and Nichols of Phase 1 Drainage Study preliminary findings. Discussion of priorities and
recommendations from the study, including cost opinions, and broad concepts on methods to pay for recommended
improvements.
EXPLANATION:
In February, 2011, the Town Council approved an agreement for professional services with Freese and Nichols (FNI) to
conduct a drainage analysis of the Town. FNI is now ready to present initial findings of Phase 1 of the analysis to the
Council.
TOWN COUNCIL GOAL(S):
Goal #4: Picturesque and Environmentally Sound
Maintain neat and tidy appearance
Improve property maintenance standards and code enforcement
Develop / Enhance environmental and sustainability standards and programs
Goal #5: Financial and Operational Stewardship
Hire, develop, and retain quality staff
Implement strong financial management standards
Improve effectiveness and efficiency of operational processes
Maintain / Improve infrastructure and assets
Provide cost-effective services
Deliver responsible customer service
RECOMMENDATION AND JUSTIFICATION TO COUNCIL:
Possible action item also on this agenda to increase Stormwater Drainage Utility fee. Recommendation and justification
will be given to Council by FNI during presentation.
Town Council 5 of 132 Meeting Date: August 1, 2011
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Meeting Date: August 1, 2011
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Meeting Date: August 1, 2011
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2
Meeting Date: August 1, 2011
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c
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27
of
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2
Meeting Date: August 1, 2011
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c
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28
of
13
2
Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-356-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/25/2011 Town Council
On agenda:Final action:8/1/2011
Title:Discussion of agenda items posted for consideration on the Regular Session Council Agenda for
August 1, 2011.
Attachments:
Action ByDate Action ResultVer.
TITLE
Discussion of agenda items posted for consideration on the Regular Session Council Agenda for August 1, 2011.
EXPLANATION:
[Enter explanation here.]
TOWN COUNCIL GOAL(S):
[Enter goal(s) here.]
RECOMMENDATION AND JUSTIFICATION TO COUNCIL:
[Enter recommendation here.]
Town Council 29 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-357-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/25/2011 Town Council
On agenda:Final action:8/1/2011
Title:Discussion of proposed agenda items for the August 15, 2011 Regular Session Agenda.
Attachments:August 15 Proposed Agenda Items.pdf
Action ByDate Action ResultVer.
TITLE
Discussion of proposed agenda items for the August 15, 2011 Regular Session Agenda.
Town Council 30 of 132 Meeting Date: August 1, 2011
Meeting Date
8/15/2011 Item File ID Staff ARF?
Workshop Budget Discussion MTS/Eric
Discussion of agenda items posted for consideration on the Regular
Session Council Agenda for August 15, 2011.
Shannon
Discussion of proposed agenda items for the September 12, 2011
Regular Session Agenda.
Shannon
Consent Consider and take appropriate action regarding the Minutes dated
August 1, 2011.
Shannon
Public Hearing
Regular Session Plat, Neighborhood 3, Phase 2B.Carolyn
Plat, Neighborhood 3, Phase 2C. Carolyn
Submit Effective and Rollback Rate Calculations Eric
Set Public Hearings for September 12 and 19 Eric
Vote to propose Tax Rate (over effective rate)Eric
GASB 54 Fund Balance Policy Eric
Consider and take appropriate action regarding an Interlocal
Agreement for Participation in Fort Worth's Environmental Collection
Center Household Hazardous Waste Program, designating the Town
Manager, r his designee as the Household Hazardous Waste
Collection Coordinator and designating the Assistant Town Manager
as the alternate.
Stephen
Consider and provide direction regarding amendments to the
Handbook for Elected and Appointed Officials.
Patricia
Consider and take appropriate action regarding financial and variance
report dated July 2011.
Eric
Town Council Liaison Updates; discussion of same:
Schedule by meetings
-
Shannon
Town Manager Slye's update regarding the following; discussion of
the same.
-
MTS
Mayor and Council Updates regarding training opportunities,
educational sessions, and regional meetings; discussion of same.
-
Shannon
Items for Future Agendas Shannon
Executive
Session
Town Council 31 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-358-T Name:
Status:Type:Agenda Item Consent Agenda
File created:In control:7/25/2011 Town Council
On agenda:Final action:8/1/2011
Title:Consider and take appropriate action regarding the Minutes dated July 18, 2011.
Attachments:July 18 2011 Minutes.pdf
Action ByDate Action ResultVer.
TITLE
Consider and take appropriate action regarding the Minutes dated July 18, 2011.
Town Council 32 of 132 Meeting Date: August 1, 2011
MINUTES FROM REGULAR SESSION TOWN COUNCIL MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, July 18, 2011 at 5:30 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club, Texas, met in Regular Session on Monday, July 18, 2011.
The meeting was held within the boundaries of the Town and was open to the public.
STATE OF TEXAS §
COUNTY OF DENTON §
TOWN COUNCIL MEMBERS PRESENT:
Connie White Mayor
Larry Hoover Mayor Pro Tem
Margi Cantrell Council Member
Bill Rose Council Member
Jeannette Tiffany Council Member
Glenn Strother Council Member
STAFF AND GUEST(S) PRESENT:
Mike Slye Town Manager
Stephen Seidel Assistant Town Manager
Shannon DePrater Town Secretary
Patricia Adams Town Attorney
Scott Kniffen Police Chief
Danny Thomas Fire Chief
Eric Cannon Finance Director
Carolyn Huggins Community Development Director
Adam Adams Parks & Recreation Director
April Reiling PIO / Marketing Manager
Michael Aguilera Financial Analyst
Mayor White announced the date of July 18, 2011, called the meeting to order and announced a quorum
at 5:45 p.m.
WORKSHOP SESSION - 5:30 P.M.
1. Management Budget Update.
Town Manager Slye gave an overview of where the Town budget stands at this time. Council will be
hand delivered a Town Budget draft on July 29, 2011.
Presentation included in the minutes.
2. Salary Analysis Discussion.
Town Manager Slye explained that Staff surveyed the DFW area market, eliminated the top five and
bottom five markets, and brought the information to Council.
Presentation included in the minutes.
3. Discussion of agenda items posted for consideration on the Regular Session Council Agenda
for July 18, 2011.
Town Council 33 of 132 Meeting Date: August 1, 2011
Council took a short recess at 6:50 p.m.
CONVENE INTO REGULAR SESSION - ESTIMATED START TIME – 7:07 P.M.
The Invocation will be offered by Fire Chief Danny Thomas.
The Pledges will be led by Community Development Director Carolyn Huggins.
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.
Trish Meyers, 800 Trophy Club Drive addressed the Council and invited Council and Management Staff
to the 2011 2nd annual Steeple Run Community Breakfast/5K Run on Saturday, September 3, 2011.
Larry Lentzner - 303 Ridge View Lane, addressed Council in reference to the Joint Council and TCMUD 1
meeting Splash Pad agenda item and to work together to come up with a
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.
4. Consider and take appropriate action regarding the Minutes dated May 2, 2011.
5. Consider and take appropriate action regarding the Minutes dated May 9, 2011 (Special
Session).
6. Consider and take appropriate action regarding the Minutes dated May 23, 2011.
7. Consider and take appropriate action regarding the Minutes dated June 3, 2011 (Council &
Management Team Retreat).
8. Consider and take appropriate action regarding the Minutes dated June 6, 2011.
9. Consider and take appropriate action regarding the Minutes dated June 20, 2011.
10. Consider and take appropriate action regarding an Ordinance of the Town of Trophy Club,
Texas amending Article XVIII entitled "Job Site Maintenance" of Chapter 3 entitled “Buildings
and Construction” of the Code of Ordinances of the Town; providing for a penalty; and
providing an effective date.
Motion made by Council member Cantrell, seconded by Mayor Pro Tem Hoover, to approve all items
listed on the consent agenda. Motion carried unanimously.
Council to convene into Public Hearing at 7:15 p.m.
Town Council 34 of 132 Meeting Date: August 1, 2011
PUBLIC HEARING
11. Public Hearing to consider a request for a replat of Lot 1, Block A, Trophy Club Plaza.
Applicant: Regency Centers, L.P. (RP-11-018)
Community Development Director Huggins explained to Council that Staff has asked that this item be
withdrawn at this time. Staff anticipated including the Right of Way Dedication for the Roundabout Project
in this replat. Denton County funds will not be available until after October 2011; the replat continues to
be worked on and will be brought back in the future.
12. Public Hearing to consider a request for approval of an amendment to Planned Development
No. 21 (PD-21), the “Plaza” Shopping Center, Ordinance No. 99-17, Exhibit “C” Development
Standards to allow a Liquor Store use as a Permitted Use in Tract 1, located along Trophy
Lake Drive between State Highway 114 and Trophy Club Drive. Applicant: Regency Centers,
L.P. (PD-AMD-11-037)
Community Development Director Huggins gave a brief overview of the amendment to Planned
Development No. 21 and clarified that this is a request just for the amendment to the Planned
Development. Management recommends approval.
Mayor White stated that Council member Cantrell has filed a Conflict of Interest Affidavit for Public
Hearing Agenda Item Numbers 13 and 14 and companion Action Agenda Item Numbers 15 and 16 and
will leave the Council Chambers prior to discussion items 15 and 16.
13. Public Hearing to consider a request for approval of an amendment to Planned Development
No. 13 (PD-13), the “Village”, Ordinance No. 95-20, Exhibit “C” Development Standards to
allow a Liquor Store use to the list of Permitted Uses for Tract I. Applicant: Grace
Development (PD-AMD-11-036)
Community Development Director Huggins gave a brief overview of the amendment to Planned
Development No. 13 and clarified that there is a Specific Use Permit for this Planned Development.
Management recommends approval.
Huggins stated that Staff was ambitious and notified more residents than necessary. Requirements state
that residents within 500 feet need to be notified; staff notified residents within 800-900 feet.
14. Public Hearing to consider a request for approval of a Specific Use Permit (SUP) for a liquor
store to sell alcoholic beverages for off-premise consumption; the store to be located in Tract
1 of Planned Development No. 13 (PD-13), Village Shopping Center, just west of Trophy Club
Drive at 2001 State Highway 114; Applicant: Centennial Beverage Group, LLC. (SUP-11-01)
Community Development Director Huggins gave a brief overview of the Specific Use Permit for a liquor
store to sell alcoholic beverages for off-premise consumption. Management recommends approval.
Council reconvened into Regular Session at 7:26 p.m.
REGULAR SESSION
15. Consider and take appropriate action regarding an Ordinance amending Planned Development
No. 13 (PD-13), “Village”, Ordinance No. 95-20, by amending Exhibit “C” Development
Standards to allow a Liquor Store use as a Permitted Use in Tract 1; providing a penalty; and
providing an effective date. Applicant: Grace Development (PD-AMD-11-036)
Town Council 35 of 132 Meeting Date: August 1, 2011
Planning & Zoning Commission Chair Gene Hill stated on July 7, 2011, the Planning
& Zoning conducted a Public Hearing regarding an Ordinance amending PD-13, “Village” Shopping
Center, to allow a liquor store as a Permitted Use in Tract 1. There were no speakers in the Public
Hearing. In Regular Session, the item was considered by the Commission and is recommended to the
Town Council by a unanimous vote of the five Commission members present.
Motion made by Council member Rose, seconded by Council member Strother, to approve Ordinance
2011-26 P&Z. Motion carried 5:0:1. Council member Cantrell was not in attendance during the vote.
16. Consider and take appropriate action regarding a request for a Specific Use Permit (SUP) for a
liquor store to sell alcoholic beverages for off-premise consumption; the store to be located in
Tract 1 of Planned Development No. 13 (PD-13), Village Shopping Center, just west of Trophy
Club Drive at 2001 State Highway 114; Applicant: Centennial Beverage Group, LLC. (SUP-11-
01)
Motion made by Council member Rose, seconded by Council member Tiffany, to approve a Specific Use
Permit (SUP) for a liquor store to sell alcoholic beverages for off-premise consumption located in Suites
100 and 120 (which are part of the westernmost building of Tract 1 of PD 13) with a maximum square
footage of 6,000 square feet; Hours of Operation to be 10 a.m. to 9 p.m., Closed Sundays, Thanksgiving
Day, Christmas Day, and New Year’s Day; a security plan shall be submitted annually by the owner for
police department approval; signage on the outside of the building shall be in compliance with the Town’s
Sign Regulations.
Will Hajek, Centennial Beverage Group, LLC, addressed questions from Council.
Motion carried 5:0:1. Council member Cantrell was not in attendance during the vote.
17. Consider and take appropriate action regarding an Ordinance amending Planned Development
No. 21 (PD-21), the “Plaza” Shopping Center, Ordinance No. 99-17, by amending Exhibit “C”
Development Standards to allow a Liquor Store use as a Permitted Use in Tract 1, located
along Trophy Lake Drive between State Highway 114 and Trophy Club Drive; providing a
penalty; and providing an effective date.
Motion made by Council member Rose, seconded by Council member Cantrell, to approve Ordinance
2011-27 P&Z.
Planning & Zoning Commission Chair Gene Hill stated on July 7, 2011, the Planning & Zoning
Commission conducted a Public Hearing regarding an Ordinance amending PD-21 the “Plaza” Shopping
Center, to allow a liquor store as a Permitted Use in Tract 1, located along Trophy Lake Drive between
State Highway 114 and Trophy Club Drive. There were no speakers in the Public Hearing. In Regular
Session, the item was considered by the Commission and is recommended to the Town Council by a
unanimous vote of the five Commission members present.
Ryan Griffin, Leasing Agent, Regency Centers addressed questions from Council.
Motion carried unanimously.
18. Consider and take appropriate action regarding the award/rejection of bids for Landscape
Maintenance, apparent low bidder, D&D Mowing, for an amount not to exceed $274,935.00;
and authorizing the Town Manager or his designee to execute necessary documents; or
alternatively, direct Town Staff to make expenditures as budgeted in the 2010-2011 Budget to
provide landscape maintenance services in-house.
Town Council 36 of 132 Meeting Date: August 1, 2011
Sara Miniatas, 248 Oak Hill Drive, addressed the Council and is in favor of keeping landscape
maintenance in-house.
Jan Tomlinson, 219 Indian Creek Drive, addressed the Council and is also in favor of keeping landscape
maintenance in-house.
Parks and Recreation Director Adam Adams provided an overview of the differences between
outsourcing and keeping the maintenance in-house and addressed questions from Council.
Motion made by Mayor Pro Tem Hoover, seconded by Council member Strother, to reject the bids at this
time. Motion carried 5:1:0 with Mayor White, Mayor Pro Tem Hoover, and Council members Rose,
Tiffany, and Strother voting for and Council member Cantrell voting against.
Presentation included in the minutes.
19. Consider and take appropriate action regarding any matters related to the Trophy Club
America Supporting Americans program.
Town Manager Slye announced that we have received the resignation from the Trophy Club ASA Liaison,
Bob Fair, and asked Council for direction on how to proceed.
Motion made by Council member Cantrell, seconded by Council member Tiffany, to accept the
resignation of the ASA liaison. Motion carried unanimously.
20. Consider and take appropriate action regarding rescheduling the September 5, 2011 (Labor
Day) meeting and scheduling Council meetings for the months of August and September.
No action taken, discussion only.
21. Consider and take appropriate action regarding financial and variance report dated June 2011.
Motion made by Council member Cantrell, seconded by Council member Rose, to approve the financial
and variance report dated June 2011. Motion carried unanimously.
22. Town Council Liaison Updates; discussion of same:
- June 28 and July 11, 2011 EDC 4B Meetings - Council Member Strother
- July 12, 2011 Parks & Recreation Meeting - Mayor Pro Tem Hoover
Council member Strother and Mayor Pro Tem Hoover updated the Council on their respective board
meetings. No action taken, update only.
23. Town Manager Slye's update regarding the following; discussion of the same.
- Investment Policy Certification
- Elevated Water Storage Tank Update
- Highlands Development Update
- Logo/Website RFP Update
Town Manager Slye updated the Council and addressed questions. No action taken, update only.
Town Council 37 of 132 Meeting Date: August 1, 2011
24. Mayor and Council Updates regarding training opportunities, educational sessions, and
regional meetings; discussion of same.
- June 24, 2011 Denton County's Mayor's Roundtable Luncheon
- June 28, 2011 Congressman Burgess' Town Hall Meeting
- June 29 and July 12, 2011 TML Webinar - SB 100: Understanding the Impact!
Mayor White and Council members gave a brief update of the meetings they attended since the last
Council meeting. No action taken, update only.
25. Items for Future Agendas.
This item allows Council to request the placement of items on upcoming agendas when the topic of
discussion requires research and review that cannot be accomplished in the time frame between regular
Council meetings. However, a Council Member may request that an item be placed on the next regularly
scheduled meeting without first placing that item on the Future Agenda Items list. All requests for agenda
items must comply with Charter requirements.
1. Consider and take appropriate action regarding procurement policies and their alignment with State statutes.
(Rose, 2/1/10)
2. Consider and take appropriate action regarding placing policies and procedures on the Town web site. (Rose,
2/1/10)
3. Consider and take appropriate action regarding noise regulations for Oil and Gas Well Drilling and Production
(Rose, 4/26/10)
4. Staff update regarding Marshall Branch Creek area located North of HWY114; discussion and action of the
same. (Stotts, 6/21/10)
5. Staff proposal regarding the amenity lakes, including associated costs to accept the amenity lakes from the
developer. (Stotts, 10/4/10)
6. Explore the feasibility of combining the EDCs and improved ways of expending EDC funds. (Strother,
2/24/2011)
7. Consider and take appropriate action regarding the creation of a “Going Green” initiative throughout the Town.
(White, 2/24/2011)
8. Consider and take appropriate action regarding Goals for the Town Manager. (Stotts, 4/18/2011)
9. Consider and take appropriate action regarding updates to the Sign Ordinance (retail windows and political
signs) (White and Cantrell, 5/2/2011)
10. Consider and take appropriate action regarding ball park signage. (Cantrell, 6/6/2011)
11. Consider and take appropriate action regarding a Golf Cart Community. (Tiffany, 6/6/2011)
Council member Cantrell asked for an item to consider allowing only one board appointment at a time, no
elected officials on boards and commissions, and the possibility of term expirations.
Council member Rose stated the Board, Commission, and Committee Handbook needs to be revised.
ADJOURN
Motion made by Council member Cantrell, seconded by Council member Tiffany to adjourn. Motion
carried unanimously.
Meeting adjourned at 9:40 p.m.
___________________________________ ________________________________
Shannon DePrater, Town Secretary Connie White, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
Town Council 38 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-359-T Name:
Status:Type:Agenda Item Consent Agenda
File created:In control:7/25/2011 Town Council
On agenda:Final action:8/1/2011
Title:Consider and take appropriate action regarding the Minutes dated July 19, 2011 (Special Joint
Workshop Session with Planning & Zoning).
Attachments:July 19 2011 Minutes (Joint P&Z).pdf
Action ByDate Action ResultVer.
TITLE
Consider and take appropriate action regarding the Minutes dated July 19, 2011 (Special Joint Workshop Session with
Planning & Zoning).
Town Council 39 of 132 Meeting Date: August 1, 2011
MINUTES FROM JOINT WORKSHOP SESSION TOWN COUNCIL
AND PLANNING & ZONING COMMISSION MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Tuesday, July 19, 2011 at 7:00 P.M.
Svore Municipal Building Boardroom
The Town Council of the Town of Trophy Club, Texas, met in Regular Session on Tuesday, July 19,
2011. The meeting was held within the boundaries of the Town and was open to the public.
STATE OF TEXAS §
COUNTY OF DENTON §
TOWN COUNCIL MEMBERS PRESENT:
Connie White Mayor
Larry Hoover Mayor Pro Tem
Margi Cantrell Council Member
Bill Rose Council Member
Jeannette Tiffany Council Member
Glenn Strother Council Member
PLANNING & ZONING MEMBERS PRESENT:
Gene Hill Chairman
James Stephens Vice-Chairman
Mike Davidson Commissioner
Dale Forest Commissioner
Clayton Reed Commissioner
Gary Richert Commissioner
Dennis Sheridan Commissioner
STAFF AND GUEST(S) PRESENT:
Mike Slye Town Manager
Stephen Seidel Assistant Town Manager
Shannon DePrater Town Secretary
Patricia Adams Town Attorney
Danny Thomas Fire Chief
Carolyn Huggins Community Development Director
Mike Pastor Information Systems Director
Mayor White announced the date of July 19, 2011, called the workshop to order and announced a
quorum at 7:20 p.m.
Planning & Zoning Commission Chairman Gene Hill, called a quorum of the Planning & Zoning
Commission at 7:20 p.m.
CONVENE INTO JOINT WORKSHOP SESSION
1. Presentation and informational session regarding development standards and zoning of
vacant commercial property; review and discussion of zoning alternatives and approval
procedures; possible opportunities for development of commercial property; discussion of
same. Presented by Scott Polikov, Certified Planner, President, Gateway Planning Group, Inc.
Town Manager Slye welcomed both the Council and the Planning & Zoning Commission and shared the
Town of Trophy Club Strategy Map. Slye explained how tonight’s presentations will show land use
strategies and how it relates to commercial growth.
Town Council 40 of 132 Meeting Date: August 1, 2011
Scott Polikov, Gateway Planning Group, discussed land use strategies and planning practices, showed
examples, and addressed questions from Council members and Planning & Zoning Commissioners.
Mr. Polikov recommends the Town create a planning process so all involved will understand the
development structure.
Presentation included in the minutes.
ADJOURN
Motion made by Council member Strother, seconded by Council member Rose, to adjourn. Motion
carried unanimously.
Planning & Zoning Commission Chairman Hill adjourned the Planning & Zoning Commission meeting.
Meeting adjourned at 8:08 p.m.
___________________________________ ________________________________
Shannon DePrater, Town Secretary Connie White, Mayor
Town of Trophy Club, Texas Town of Trophy Club, Texas
Town Council 41 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-360-T Name:
Status:Type:Agenda Item Consent Agenda
File created:In control:7/25/2011 Town Council
On agenda:Final action:8/1/2011
Title:Consider and take appropriate action regarding a Resolution appointing one member to the Board of
Managers of the DENCO Area 9-1-1 District, and providing an effective date.
Attachments:RES 2011-16 DENCO 911 Appointment.pdf
Denco Area 9-1-1 District Memo and enclosures.pdf
Action ByDate Action ResultVer.
TITLE
Consider and take appropriate action regarding a Resolution appointing one member to the Board of Managers of the
DENCO Area 9-1-1 District, and providing an effective date.
EXPLANATION:
On June 6, 2011, the Town Council nominated Olive Stephens to the district board of managers.
TOWN COUNCIL GOAL(S):
Goal # 3: Strong Partnerships and Community Involvement
Create a positive regional identity
Foster a well informed community
Enhance citizen volunteer opportunities
Expand and promote recreational / active live style opportunities for all ages
Forge collaborative relationships with other governmental and public entities
RECOMMENDATION AND JUSTIFICATION TO COUNCIL:
Management recommends approval.
Town Council 42 of 132 Meeting Date: August 1, 2011
TOWN OF TROPHY CLUB, TEXAS
RESOLUTION NO. 2011-16
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF
TROPHY CLUB, TEXAS, APPOINTING ONE MEMBER TO THE BOARD
OF MANAGERS OF THE DENCO AREA 9-1-1 DISTRICT; PROVIDING
FOR SUBMITTAL OF SAME TO THE CHIEF APPRAISER; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, Section 772, Health and Safety Code, provides that two voting
members of the Board of Managers of an Emergency Communications District shall be
appointed jointly by all cities and towns lying wholly or partly within such District; and
WHEREAS, the Town is entitled to vote for a candidate to serve the Denco Area
9-1-1 District; and
WHEREAS, having considered the slate of candidates provided to the Town, the
Town Council has cast its vote in accordance with this Resolution for the person named
below.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS:
Section 1. That the Town of Trophy Club, Texas, hereby votes for Olivia
Stephens as a member of the Board of Managers for the Denco Area 9-1-1 Emergency
Communication District.
Section 2. That this Resolution, indicating the votes cast and candidate selected,
shall be submitted to the Denco Area 9-1-1 District, by September 7, 2011.
Section 3. That this Resolution shall become effective from and after its date of
passage in accordance with law, and it is so resolved.
PASSED AND APPROVED by the Town Council of the Town of Trophy Club,
Texas, this 1st day of August, 2011.
Connie White, Mayor
Town of Trophy Club, Texas
ATTEST: [SEAL]
Shannon DePrater, Town Secretary
Town of Trophy Club, Texas
APPROVED TO AS FORM:
Patricia A. Adams , Town Attorney
Town of Trophy Club, Texas
Town Council 43 of 132 Meeting Date: August 1, 2011
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100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-371-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/27/2011 Town Council
On agenda:Final action:8/1/2011
Title:Consider and take appropriate action regarding a Resolution approving an Interlocal Agreement
between the Texas Department of Public Safety and the Town of Trophy Club for the purchase of
alcohol blood test kits and other items; and authorizing the Town Manager or his designee to execute
all necessary documents.
Attachments:RES 2011-17 ILA Police_DPS_BloodAlcoholKits.pdf
DPS contract and attachments.pdf
Action ByDate Action ResultVer.
TITLE
Consider and take appropriate action regarding a Resolution approving an Interlocal Agreement between the Texas
Department of Public Safety and the Town of Trophy Club for the purchase of alcohol blood test kits and other items; and
authorizing the Town Manager or his designee to execute all necessary documents.
EXPLANATION:
The Texas Department of Public Safety provides certain forms, manuals, kits, and supplies for use in the Laboratory
Alcohol and Drug Testing Program. These items are available for purchase from DPS by all agencies that enter into a
contract to purchase these items. The contract term is September 1, 2011 to August 31, 2013. We entered into a
contract like this last year that ends on August 31, 2011. By entering into this agreement, we will be able to purchase
alcohol blood test kits (about the only thing we purchase under this agreement) at a volume price. We do not currently
need to purchase any kits but without the agreement we can’t purchase them through DPS.
TOWN COUNCIL GOAL(S):
Goal #1: Safe and secure community.
Maintain low crime rate
Increase citizen awareness and involvement in crime prevention
Provide superior Emergency Services
Improve data security
Goal # 3: Strong Partnerships and Community Involvement
Create a positive regional identity
Foster a well informed community
Enhance citizen volunteer opportunities
Expand and promote recreational / active live style opportunities for all ages
Forge collaborative relationships with other governmental and public entities
Goal #5: Financial and Operational Stewardship
Hire, develop, and retain quality staff
Implement strong financial management standards
Improve effectiveness and efficiency of operational processes
Maintain / Improve infrastructure and assets
Provide cost-effective services
Deliver responsible customer service
RECOMMENDATION AND JUSTIFICATION TO COUNCIL:
Management recommends approval of Resolution and Interlocal Agreement.
Town Council 49 of 132 Meeting Date: August 1, 2011
TOWN OF TROPHY CLUB, TEXAS
RESOLUTION NO. 2011-17
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF
TROPHY CLUB, TEXAS APPROVING THE TERMS AND CONDITIONS
OF AN INTERLOCAL AGREEMENT BY AND BETWEEN THE TOWN
OF TROPHY CLUB AND TEXAS DEPARTMENT OF PUBLIC SAFETY
(“DPS”) PROVIDING TERMS AND CONDITIONS UNDER WHICH THE
TOWN WILL PURCHASE ALCOHOL BLOOD TEST KITS;
AUTHORIZING THE EXECUTION OF THE AGREEMENT BY THE
MAYOR OR HER DESIGNEE; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Interlocal Cooperation Act, Chapter 791 of the Texas
Government Code, authorizes governmental entities to contract with each other to
perform government functions and services, such as those that serve the public health
and welfare; and
WHEREAS, the Texas Department of Public Safety (“DPS”) is a state agency
with which the Town may contract pursuant to the Interlocal Cooperation Act; and
WHEREAS, DPS offers Alcohol Blood Test Kits and other items for sale and the
Trophy Club Police Department uses Alcohol Blood Test Kits for the purpose of DWI
enforcement; and
WHEREAS, the Town Council has been presented a proposed Interlocal
Cooperation Agreement by and between the Town of Trophy Club, Texas, and DPS
providing terms and conditions for the sale of Alcohol Blood Test Kits and other items to
the Town, a substantial copy of which is attached hereto as Exhibit “A” and incorporated
herein by reference (hereinafter called “Agreement”); and
WHEREAS, upon full review and consideration of the Agreement and of this
Resolution, and all matters attendant and related thereto, the Town Council is of the
opinion that the execution of the Agreement serves a valid public purpose, that all funds
necessary to pay for the services shall be paid out of current revenue legally available
to the Town and shall not exceed the amount budgeted therefore in the current fiscal
year budget, that the terms and conditions of the Agreement should be approved, and
that the Mayor or her designee should be authorized to execute the Agreement on
behalf of the Town of Trophy Club.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS, THAT:
Section 1. That the recitals contained in the preamble of this Resolution are
determined to be true and correct and are hereby adopted as a part of this Resolution.
Town Council 50 of 132 Meeting Date: August 1, 2011
Section 2. The parties agree and understand that the duties and obligations
set forth in the Agreement serve as valid and binding consideration to support this
Agreement.
Section 3. The terms and conditions of the Agreement and of this Resolution,
having been reviewed by the Town Council of the Town of Trophy Club and found to be
acceptable and in the best interest of the Town and its citizens are hereby in all things
approved.
Section 4. The Mayor or her designee is hereby authorized to execute the
Agreement and all other documents in connection therewith on behalf of the Town of
Trophy Club, substantially according to the terms and conditions set forth in the
Agreement and in this Resolution.
Section 5. This Resolution shall become effective immediately upon its
passage.
PASSED AND APPROVED by the Town Council of the Town of Trophy Club,
Texas, this the 1st day of August, 2011.
Connie White, Mayor
Town of Trophy Club, Texas
[SEAL]
ATTEST:
Shannon DePrater, Town Secretary
Town of Trophy Club, Texas
APPROVED TO AS FORM:
Patricia A. Adams , Town Attorney
Town of Trophy Club, Texas
Town Council 51 of 132 Meeting Date: August 1, 2011
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100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-361-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/25/2011 Town Council
On agenda:Final action:8/1/2011
Title:Consider and take appropriate action regarding the First Modification of Agreement for Professional
Services between the Town and Freese and Nichols (FNI) to include a cost of service evaluation and
rate study in the scope of work currently being performed by FNI on the Trophy Club Storm Water
Master Plan project; and authorizing the Town Manager or his designee to execute all necessary
documents.
Attachments:modification-Freese Nichols.pdf
Action ByDate Action ResultVer.
TITLE
Consider and take appropriate action regarding the First Modification of Agreement for Professional Services between the
Town and Freese and Nichols (FNI) to include a cost of service evaluation and rate study in the scope of work currently
being performed by FNI on the Trophy Club Storm Water Master Plan project; and authorizing the Town Manager or his
designee to execute all necessary documents.
TOWN COUNCIL GOAL(S):
Goal #4: Picturesque and Environmentally Sound
Maintain neat and tidy appearance
Improve property maintenance standards and code enforcement
Develop / Enhance environmental and sustainability standards and programs
Goal #5: Financial and Operational Stewardship
Hire, develop, and retain quality staff
Implement strong financial management standards
Improve effectiveness and efficiency of operational processes
Maintain / Improve infrastructure and assets
Provide cost-effective services
Deliver responsible customer service
Town Council 59 of 132 Meeting Date: August 1, 2011
THE STATE OF TEXAS §
First Modification of Agreement for §
§ Professional Services
COUNTY OF DENTON §
THIS First Modification of the Agreement for a Professional Services by and between
FREESE AND NICHOLS, INC. (hereinafter “FNI”) and THE TOWN OF TROPHY CLUB,
TEXAS (hereinafter “Town”), is made and entered into on this the _____ day of
___________________, 2011, by and between FNI, and Town, a home rule municipal
corporation, acting by and through its Mayor (hereinafter “First Modification”).
W I T N E S S E T H :
WHEREAS, Town and Nextel entered into a Professional Services Agreement in connection
with a phased comprehensive drainage study (hereinafter “Project”) on or about
February 24, 2011 (hereinafter “Agreement”); and
WHEREAS, Subsequent to the execution of the Agreement, it was determined necessary to
include in the scope of work for the Project a cost of service evaluation and rate
study; and
WHEREAS, Town and FNI desire to modify that Agreement in certain respects to retain FNI to
provide a cost of service evaluation and rate study as set forth herein in this First
Modification;
NOW THEREFORE, IN CONSIDERATION of the foregoing, and for other good and valuable
consideration, the parties hereto agree as follows:
I.
Incorporation of Agreement
The Agreement is incorporated herein as if written word for word. Except as provided
below, all other terms and conditions of the Agreement shall remain unchanged and shall
remain in full force and effect. In the event of any conflict or inconsistency between the
provisions set forth in this First Modification and the Agreement, priority of interpretation shall be
in the following order: First Modification; Agreement.
Town Council 60 of 132 Meeting Date: August 1, 2011
II.
Modification of Agreement
Effective as of the day and year first written above, Attachment “SC – Scope of Services
and Responsibility of Town” is amended to add pages numbered as SC-9 and SC-10, which are
attached hereto and incorporated into this First Modification as Exhibit “A”; and which shall also
increase the total cost of compensation to FNI outlined in Attachment “CO-Compensation” to the
Agreement by an amount not to exceed FORTY SEVEN THOUSAND FOUR HUNDRED AND
NO/100 DOLLARS ($47,400.00) to compensate FNI for services performed under this First
Modification.
IN WITNESS WHEREOF, the parties enter into this First Modification on the date first written
above.
FREESE AND NICHOLS, INC. (FNI)
Date: ______________ BY: ______________________________
Title: _____________________________
TOWN OF TROPHY CLUB, TEXAS
Date: ______________ BY: ______________________________
Michael T. Slye, Town Manager
ATTEST:
_________________________________
Shannon DePrater, Town Secretary
APPROVED AS TO FORM:
_________________________________
Patricia A. Adams, Town Attorney
Town Council 61 of 132 Meeting Date: August 1, 2011
Town of Trophy Club
Proposed Scope of Work – Storm Water Utility Review
July 25, 2011
Scope of Work:
The purpose of this effort is to evaluate the Town’s assessment of fees to users of the storm system to
determine if reasonable opportunities to provide improved equitability are available, to determine if
intended fees are being charged and collected, and to develop processes to maintain an up‐to‐date
storm water utility billing system.
1 Storm Water Management Cost of Service Evaluation
The storm water service fee is required to be based on the Town’s cost of providing drainage
service. Based on the Town’s policies and goals for the storm water service fee, FNI will review
existing services and identify needed services to recommend a program strategy for storm water
management in the Town. Cost projections may be compiled from a variety of sources, including
the following, as available:
Regulatory compliance requirements (i.e., FEMA, TCEQ, EPA, etc.)
Existing storm water system costs, as provided by the Town
Interviews with Town staff involved in drainage‐related activities
Review of drainage master plans and drainage capital improvement plans
Factors related to the financial management of the service fee funds (i.e., reserve funds,
expense rates, interest rates, etc.)
FNI will develop a menu of storm water services with associated fee impacts for the Town’s
review.
2 Review Storm Water Utility Accounts for Proper Assessment
FNI will evaluate records to determine if properties appear to be charged an appropriate rate for
the development in accordance with the Town’s storm water utility ordinance and fee schedule.
FNI will review the Town’s utility billing database provided by the Town, the most recent aerials
available at the time of project initiation, and readily available records of development since fee
implementation to evaluate the proper assessment of the storm water utility fee for developed
properties.
3 Review Fee Structure
FNI will review the existing rate structure and provide recommendations for adjustments to
improve equitability, as appropriate. Considerations will include adding a multi‐tier residential
fee structure, modifying the non‐residential tier structure or eliminating the non‐residential tiers
altogether. FNI will provide three (3) rate structure recommendations as alternatives to the
existing rate structure. The options will include a breakdown of the expected revenue impact.
4 Identify Processes to Maintain Utility Fee Database
FNI will meet with staff to identify current processes to maintain and update the storm water
utility database. FNI will develop recommended approaches to address opportunities for
improvement. Recommended approaches will be delivered in the project memorandum report.
Town Council 62 of 132 Meeting Date: August 1, 2011
5 Potential Grant Opportunities
FNI will review the Town’s list of storm water projects will recommend specific grant
opportunities for these projects. FNI will provide a written overview of what information will be
needed to pursue the specific grant opportunities.
6 Provide Memorandum Report
FNI will incorporate the comments of the Town’s staff and Council and provide the Town with
five (5) hard copies and an electronic file of the final storm water utility memorandum report
within 10 days of receipt of final comments on the draft report from the Town. The
memorandum report will include:
Cost of service evaluation results
Recommendations for adjustments to the billing system to address discrepancies
identified in the storm water utility review
Recommended processes to maintain an updated storm water utility fee database and
billing system
Recommendations for adjustments to the fee structure, if determined appropriate
Comparison of fees for comparable cities
Summary of potential grant opportunities for storm water projects
7 Meetings
FNI will conduct up to three (3) meetings with the Town. A kickoff meeting will be held to
discuss key scope issues for the evaluation of the storm water utility fee. The following key
items will be discussed at the initial meeting to determine the framework for the storm water
service study.
Use of impervious area to determine storm water service fee to individual properties
Fee structure, specifically the use of tiers for residential and non‐residential properties
Property owner incentives to minimize their impact on the drainage system
Exemptions for certain property owners, as allowed by law
Process for updating the storm water utility billing system
Cost of providing drainage service
One project meeting is anticipated to discuss project progress and collect additional information
for the evaluation. A final project meeting will be held to discuss the final report. An update to
Town Council can be provided in lieu of one project meeting, if desired.
Deliverables:
Memorandum report (Task 7)
Compensation shall be as follows:
Freese and Nichols will provide the scope of services in this contract modification for the cost not to
exceed amount of Forty Seven Thousand Four Hundred Dollars ($47,400.00).
Schedule shall be as follows:
Memorandum Report: 120 days from Notice to Proceed
Town Council 63 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-374-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/28/2011 Town Council
On agenda:Final action:8/1/2011
Title:Consider and take appropriate action regarding the purchasing of Tyler Technology Municipal
Management Software from General Fund Reserves, in an amount not to exceed $188,854.00; and
authorizing the Town Manager or his designee to execute all necessary documents.
Attachments:Scenario 1.pdf
Scenario 2.pdf
Action ByDate Action ResultVer.
TITLE
Consider and take appropriate action regarding the purchasing of Tyler Technology Municipal Management Software
from General Fund Reserves, in an amount not to exceed $188,854.00; and authorizing the Town Manager or his
designee to execute all necessary documents.
EXPLANATION:
Present the council the two different options for the funding of Incode financial software. Please see attachments for a
summary and detail of proposed bids.
Scenario 1: Town purchases Tyler Technology - Incode Municipal Management Software without MUD’s involvement.
The total not to exceed price for the integrated financial software is $188,854. This price includes the following sections
and price: license fees in the amount $62,176, on-line cost $4,700, implementation services $54,750, data and
conversion fees $27,157, annual fees $21,812 and estimated travel cost $18,259.
Scenario 2: Town purchases 2/3 and MUD purchases 1/3 of Tyler Technology - Incode Municipal Management Financial
Software.
The total not to exceed price for the integrated financial software is $147,222. This price includes the following sections
and price: license fees in the amount $44,598, on-line cost $3,250, implementation services $43,500, data and
conversion fees $22,438, annual fees $16,167 and estimated travel cost $17,270.
TOWN COUNCIL GOAL(S):
Goal #5: Financial and Operational Stewardship
Hire, develop, and retain quality staff
Implement strong financial management standards
Improve effectiveness and efficiency of operational processes
Maintain / Improve infrastructure and assets
Provide cost-effective services
Deliver responsible customer service
RECOMMENDATION AND JUSTIFICATION TO COUNCIL:
Management recommends purchasing Incode financial software from Tyler Technology.
Town Council 64 of 132 Meeting Date: August 1, 2011
Proposal
Local Government Division
Presented to:Eric Cannon
Finance Director
Entities of Trophy Club
100 Municipal Drive
0.00
Trophy Club, TX 76262
682-831-4606
sseidel@trophyclub.org
Proposal date:July 20, 2011
Submitted by:Eric Cate
(877) 614-8282
eric.cate@tylertech.com
Tyler Technologies
Local Government Division
5519 53rd Street
Lubbock, Texas 79414
Town Council 65 of 132 Meeting Date: August 1, 2011
Investment Summary
Eric Cannon
Entities of Trophy Club
Cost Breakdown Proposal Valid for 120 days
Software Cost Annual Fees
License Fees 51,623 18,162
Tyler Content Manager 15,000 3,750
66,623 21,912
Tyler On-Demand Cost Annual Fees
Hosted Applications 4,000 3,600
Tyler Online Training Center 1,000 1,000
Network Services 600 600
5,600 5,200
Hardware & Third Party Software Cost Annual Fees
Cash Collection Hardware - 0
- -
Professional Services Cost
Implementation Services 69,000
Professional Services 6,500
Data & Conversion Assistance Fees 38,380
113,880
Project Total 186,103 27,112
Estimated Travel Expenses 25,905
Note: Travel Expenses are billed as incurred based on Federal IRS per diem standards.
July 20, 2011
Town Council 66 of 132 Meeting Date: August 1, 2011
Investment Summary by Entity
Eric Cannon
Entities of Trophy Club
TOWN PORTION MUD PORTION
Cost Breakdown Proposal Valid for 120 days Proposal Valid for 120 days
Software Cost Annual Fees Cost Annual Fees
License Fees 34,598 11,242 17,025 6,920
Tyler Content Manager 10,000 1,875 5,000 1,875
44,598 13,117 22,025 8,795
Tyler On-Demand Cost Annual Fees Cost Annual Fees
Hosted Applications 2,450 2,250 1,550 1,350
Tyler Online Training Center 500 500 500 500
Network Services 300 300 300 300
3,250 3,050 2,350 2,150
Hardware & Third Party Software Cost Annual Fees Cost Annual Fees
Cash Collection Hardware - 0 - 0
- - - -
Professional Services Cost Cost
Implementation Services 43,500 32,000
Professional Services - -
Data & Conversion Assistance Fees 22,438 15,942
65,938 47,942
Project Total 113,786 16,167 72,317 10,945
Estimated Travel Expenses 17,270 8,635
Note: Travel Expenses are billed as incurred based on Federal IRS per diem standards.
Project Total Including Estimated Travel 147,222 91,897
July 20, 2011
Town Council 67 of 132 Meeting Date: August 1, 2011
Software Licenses TOWN
Eric Cannon MUD
Entities of Trophy Club BOTH
Application Software QTY License Fee
Annual
Maintenance
Incode Financial Management Suite 1 22,033 5,508
Incode Financial Applications
Core Financials 1 7,238
(General Ledger, Budget Prep, Bank Recon, Accounts Payable)
GASB MSDE Module with Adjustments and Reporting 1 5,720
Purchasing 1 3,300
Fixed Assets 1 1,375
Inventory Control 1 2,200
Project Accounting 1 2,200
Financial Consulting Services
Incode Personnel Management Suite 1 10,500 2,625
Incode Personnel Management Applications
Personnel Management 1 8,850
(Payroll & Human Resources, FMLA Leave Tracking, Benefits Administration, Position
Control/Budgeting)
Employee Self Service (Number of FTE Employees)75
(Employee Portal, Leave Tracking, Time Request & Approval)
Personnel Management Consulting Service 0
Payroll - Electronic Time Clock Import (Generic)1 1,650
Incode Court Case Management Suite 1 9,500 2,375
Criminal Court Case Management 1 5,500
Court/Police (OSSI) Interface 1 2,900
(Import or Export of Citations/Warrants/Dispositions)
Collection Agency Export Interface 1 1,100
Incode Customer Relationship Management Suite 1 22,550 5,638
Utility CIS System 1 8,800
CSG Printing Interface 1 N/A
Utility Handheld Meter-Reader Interface 1 2,200
Cashiering 1 3,850
(Support Credit/Debit Cards via ETS, PCI Compliant)
Work Orders 1 4,400
Building Projects 1 3,3000
Incode Content/Document Management Suite 1 5,500 1,375
Incode Printing and Reporting Solutions
Report Writer - V8, No Charge (Building Permits)
(One Designer, subscription to reports online)
Standard Forms Package 1 1,650
(4 Overlays for Financials, 4 Overlays for Court, 5 Overlays for CRM, 1 Logo)
Secure Signatures (includes 2 signatures)1 1,100
Output Director
Output Director 1 2,750
(Base Engine, Print Output Channel, Tyler Content Management Output Channel, Email
Output Channel)
System Software 2,565 641
System Software
System Software 1 2,565
Incode Application Subtotal 70,083 17,521
System Software Subtotal 2,565 641
Preferred Customer Discount (30%)(21,025)
Application and System Software Total 51,623 18,162
July 20, 2011
Town Council 68 of 132 Meeting Date: August 1, 2011
Professional Services
Eric Cannon
Entities of Trophy Club
Application Professional Services Summary
Implementation Services
Financial Suite 128 16,000
Personnel Management Suite 64 8,000
Court Case Management Suite 52 6,500
Customer Relationship Management Suite 188 23,500
Content Management Suite 120 15,000
Conversion Services
Financial Suite 44 19,657
Court Case Management Suite 8 3,500
Customer Relationship Management Suite 56 15,223
INCODE Professional Services
Project Management 2,000
Final Implementation Services 36 4,500
Professional Services Total 696 113,880
Implementation Services Breakdown QTY
Estimated
Hours
Estimated
Services
Incode Financial Suite
Incode Financial Applications
Core Financials 1 60 7,500
(General Ledger, Budget Prep, Bank Recon, Journal Entry Import, Exporter, Accounts Payable, Report Writer Viewer)0
GASB MSDE Module with Adjustments and Reporting 1 8 1,000
Purchasing 1 24 3,000
Fixed Assets 1 8 1,000
Inventory Control 1 12 1,500
Project Accounting 1 8 1,000
Financial Consulting Services 8 1,000
Financial Suite Subtotal 128 16,000
Incode Personnel Management Suite
Incode Personnel Management Systems
Personnel Management 1 48 6,000
(Payroll & Human Resources, FMLA Leave Tracking, Benefits Administration,
Position Control/Budgeting)
Employee Self Service (Number of FTE Employees)75 16 2,000
(Employee Portal, Leave Tracking, Time Request & Approval)
Payroll - Electronic Time Clock Import (Generic)1 N/A
Personnel Management Suite 64 8,000
Incode Court Case Management Suite
Criminal Court Case Management 1 52 6,500
Court/Police (non-INCODE) Interface 1 N/A
(Import or Export of Citations/Warrants/Dispositions)
Collection Agency Export Interface 1 N/A
Court Case Management Suite Subtotal 52 6,500
Incode Customer Relationship Management Suite
Utility CIS System 1 88 11,000
Dataprose Printing Interface Fee 1 N/A
Utility Handheld Meter-Reader Interface 1 N/A
Cashiering 1 12 1,500
(Support Credit/Debit Cards via ETS, PCI Compliant)
Work Orders 1 48 6,000
Building Projects 1 40 5,000
Customer Relationship Management Suite Subtotal 188 23,500
July 20, 2011
Estimated Hours Estimated Services
Town Council 69 of 132 Meeting Date: August 1, 2011
Professional Services
Eric Cannon
Entities of Trophy Club
July 20, 2011
Incode Content Management Suite
Incode Printing and Reporting Solutions
Report Writer (Building Permits)1 8 1,000
(One Designer, subscription to reports online)
Standard Forms Package 1 N/A
(4 Overlays for Financials, 4 Overlays for Court, 5 Overlays for CRM, 1 Logo)
Secure Signatures (includes 2 signatures)1 N/A
Output Director
Output Director 1 8 1,000
(Base Engine, Print Output Channel, Tyler Content Management Output Channel,
Email Output Channel)
Content Management
Tyler Content Manager Standard Edition (TCM SE)32 4,000
(Unlimited Full & Retrieval Licenses, Multiple Scan Stations, Advanced OCR, Content
Manager for Incode Applications)
Tyler Content Manager Enterprise Edition
Tyler Content Manager Enterprise Edition (TCM ENT)1 64 8,000
TCM Project Management 8 1,000
Content Management Suite Subtotal 120 15,000
Professional Services
Professional Services
Project Management 2,000
Final Implementation 36 4,500
Professional Services Subtotal 36 6,500
Town Council 70 of 132 Meeting Date: August 1, 2011
Software Licenses
Eric Cannon
Entities of Trophy Club
Application Software License Fee
Annual
Maintenance
Tyler Content Manager 15,000 3,750
Enterprise user licensing
Document Capture Licenses
Tyler Web License
Tyler Content Manager Standard Edition
for Incode Applications. Unlimited user licensing
Tyler Content Manager Subtotal 15,000 3,750
Application and Software Total 15,000 3,750
July 20, 2011
Town Council 71 of 132 Meeting Date: August 1, 2011
Professional Services
Eric Cannon
Entities of Trophy Club
Conversion Services QTY
Conversion
Programming Fee
Estimated
Hours
Estimated
Services
Conversion
Services
Financial Applications
General Ledger
Chart of Accounts - No History 1,513 4.0 500 2,013
Budgets 908 4.0 500 1,408
Detail History 2,500 4.0 500 3,000
Accounts Payable
Vendor File - No History 1,513 1,513
Detail History 2,500 2,500
Payroll
Employee Static Information 2,500 24.0 3,000 5,500
Current Year Check History
Accruals
Fixed Assets
Master File 1,513 4.0 500 2,013
Depreciation History 1,210 4.0 500 1,710
Court Applications
Criminal Court Case Management
Citation/Case Information 2,500 8.0 1,000 3,500
Violation (offense) Information Included
Fee/Fine/Cost Assessments Included
Fee/Fine/Cost Payments
Fee/Fine/Cost Non-Cash Credit
Bond Information Included
Warrant Information Included
Officers Included
Witnesses Included
Defendants Included
Offense Code Master Included
Vehicles Included
Attorneys Included
Citation History Included
Receipts Included
CRM Applications
Utility CIS - SMS
Account/Address Master (includes contacts & properties)2,000 8.0 1,000 3,000
Current & Past Service/Meter Information 1,513 8.0 1,000 2,513
Current Year Transactions (bill, payment, late charge, etc)1,500 12.0 1,500 3,000
Consumption History (readings, dates & usage) per year 1,210 12.0 1,500 2,710
Building Permits
Permits Master (includes contacts & properties)2,000 16.0 2,000 4,000
Contractors
Inspections
Current Year Transactions (fees & payments)
Conversion Services Subtotal 24,880 108 13,500 38,380
Conversion Services Total 24,880 108 13,500 38,380
July 20, 2011
Town Council 72 of 132 Meeting Date: August 1, 2011
Hosted Applications
Eric Cannon
Entities of Trophy Club
Service QTY Charges Initial Year Annual Fee
Citizen Portal
One Time Setup Fee 1 400 400
- Hardware Configuration
- DNS registration
Monthly fee to support and host Web site 75 /month 900 900
INCODE Utility Billing On-Line Component
Utility Billing Online (4 cents per bill, per month)2,500 0.03 /month 900 900
- Data extraction and storage - Address information including
- Display of:• Mapping
• Current status (late, cut off etc)• Legal description*
• Action needed to avoid penalty • Precinct*
• Current Balance • School district*
• Deposits on file (optional)• Services at address
• Last payment date * - Subject to data availability
• Last payment amount - Consumption history by service,
• Payment arrangements on file including graphs
• Last bill amount - Request for service (optional)
• Last bill date - Information change request (optional)
• Bill due date - Security - SSL (Secure Socket Layer)
• Contracts on file and status
• Transaction history
- Online Payments
• Payment packet is created to be
imported to Utility System
NOTE: Customer pays $1.25 fee per transaction for payment on-line.
INCODE Court Online Component
Monthly support/maintenance fee 75 /month 900 900
- Display of citation/citations for payment
- Collects plea from defendant
- Security -- SSL (Secure Socket Layer)
- Payment Processing - Credit Card
• Payment packet is created to be
imported to Court System
NOTE: Defendant pays $1.50 fee per transaction for payment on-line.
INCODE Building Projects Online Component
Monthly support/maintenance fee 75 /month 900 900
- Display of project status
- Display of projects for payment
- Schedule/Re-Schedule inspections
- Security -- SSL (Secure Socket Layer)
- Payment Processing - Credit Card
• Payment packet is created to be
imported to Building Project System
NOTE: Customer pays $1.25 fee per transaction for payment on-line.
Hosted Applications Total 4,000 3,600
July 20, 2011
Town Council 73 of 132 Meeting Date: August 1, 2011
Tyler OnDemand - Tyler Online Training Center
Eric Cannon
Entities of Trophy Club
Service Annual Fee
Tyler OnDemand - Tyler Online Training Center
Tyler Online Training Center 1,000
- Open for ALL Employees during subscription period
- Unlimited Access to Live Webinars and Archived Webinars
- Unlimited Access to Self Study Courses
- Available 24/7
- Continuing Professional Education Credit with NASBA Standards
- Live Webinars conducted monthly with an estimated 60 webinars annually
- Over 45 Online Self Study Courses
- General business knowledge and Microsoft Office software based courses
- Courses cover a variety of topics that span the entire suite of INCODE applications
o Financials
o Payroll
o Human Resources
o Utility Billing
o CRM
o Court
o Public Safety
- New Webinars and Self Study Courses added throughout the year
Tyler Online Training Center Total 1,000
Tyler Technologies, Inc. is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional
education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for
CPE credit. Complaints regarding registered sponsors may be addressed to the National Registry of CPE Sponsors, 150 Fourth Avenue North, Suite
700, Nashville, TN, 37219-2417. Web site: www.nasba.org
July 20, 2011
Town Council 74 of 132 Meeting Date: August 1, 2011
Proposal
Local Government Division
Presented to:Eric Cannon
Finance Director
Town of Trophy Club
100 Municipal Drive
0.00
Trophy Club, TX 76262
682-831-4606
sseidel@trophyclub.org
Proposal date:July 20, 2011
Submitted by:Eric Cate
(877) 614-8282
eric.cate@tylertech.com
Tyler Technologies
Local Government Division
5519 53rd Street
Lubbock, Texas 79414
Town Council 75 of 132 Meeting Date: August 1, 2011
Investment Summary
Eric Cannon
Town of Trophy Club
Cost Breakdown Proposal Valid for 120 days
Software Cost Annual Fees
License Fees 47,176 13,762
Tyler Content Manager 15,000 3,750
62,176 17,512
Tyler On-Demand Cost Annual Fees
Hosted Applications 3,100 2,700
Tyler Online Training Center 1,000 1,000
Network Services 600 600
4,700 4,300
Hardware & Third Party Software Cost Annual Fees
Cash Collection Hardware - 0
- -
Professional Services Cost
Implementation Services 50,500
Professional Services 4,250
Data & Conversion Assistance Fees 27,157
81,907
Project Total 148,783 21,812
Estimated Travel Expenses 18,259
Note: Travel Expenses are billed as incurred based on Federal IRS per diem standards.
July 20, 2011
Town Council 76 of 132 Meeting Date: August 1, 2011
Software Licenses
Eric Cannon
Town of Trophy Club
Application Software QTY License Fee
Annual
Maintenance
Incode Financial Management Suite 1 19,833 4,958
Incode Financial Applications
Core Financials 1 7,238
(General Ledger, Budget Prep, Bank Recon, Accounts Payable)
GASB MSDE Module with Adjustments and Reporting 1 5,720
Purchasing 1 3,300
Fixed Assets 1 1,375
Project Accounting 1 2,200
Financial Consulting Services
Incode Personnel Management Suite 1 10,500 2,625
Incode Personnel Management Applications
Personnel Management 1 8,850
(Payroll & Human Resources, FMLA Leave Tracking, Benefits Administration, Position
Control/Budgeting)
Employee Self Service (Number of FTE Employees)75
(Employee Portal, Leave Tracking, Time Request & Approval)
Personnel Management Consulting Service 0
Payroll - Electronic Time Clock Import (Generic)1 1,650
Incode Court Case Management Suite 1 9,500 2,375
Criminal Court Case Management 1 5,500
Court/Police (OSSI) Interface 1 2,900
(Import or Export of Citations/Warrants/Dispositions)
Collection Agency Export Interface 1 1,100
Incode Customer Relationship Management Suite 1 7,150 1,788
Cashiering 1 3,850
(Support Credit/Debit Cards via ETS, PCI Compliant)
Building Projects 1 3,3000
Incode Content/Document Management Suite 1 5,500 1,375
Incode Printing and Reporting Solutions
Report Writer - V8, No Charge (Building Permits)
(One Designer, subscription to reports online)
Standard Forms Package 1 1,650
(4 Overlays for Financials, 4 Overlays for Court, 5 Overlays for CRM, 1 Logo)
Secure Signatures (includes 2 signatures)1 1,100
Output Director
Output Director 1 2,750
(Base Engine, Print Output Channel, Tyler Content Management Output Channel, Email
Output Channel)
System Software 2,565 641
System Software
System Software 1 2,565
Incode Application Subtotal 52,483 13,121
System Software Subtotal 2,565 641
Preferred Customer Discount (15%)(7,872)
Application and System Software Total 47,176 13,762
July 20, 2011
Town Council 77 of 132 Meeting Date: August 1, 2011
Professional Services
Eric Cannon
Town of Trophy Club
Application Professional Services Summary
Implementation Services
Financial Suite 116 14,500
Personnel Management Suite 64 8,000
Court Case Management Suite 52 6,500
Customer Relationship Management Suite 52 6,500
Content Management Suite 120 15,000
Conversion Services
Financial Suite 44 19,657
Court Case Management Suite 8 3,500
Customer Relationship Management Suite 16 4,000
INCODE Professional Services
Project Management 2,000
Final Implementation Services 18 2,250
Professional Services Total 490 81,907
Implementation Services Breakdown QTY
Estimated
Hours
Estimated
Services
Incode Financial Suite
Incode Financial Applications
Core Financials 1 60 7,500
(General Ledger, Budget Prep, Bank Recon, Journal Entry Import, Exporter, Accounts Payable, Report Writer Viewer)0
GASB MSDE Module with Adjustments and Reporting 1 8 1,000
Purchasing 1 24 3,000
Fixed Assets 1 8 1,000
Project Accounting 1 8 1,000
Financial Consulting Services 8 1,000
Financial Suite Subtotal 116 14,500
Incode Personnel Management Suite
Incode Personnel Management Systems
Personnel Management 1 48 6,000
(Payroll & Human Resources, FMLA Leave Tracking, Benefits Administration,
Position Control/Budgeting)
Employee Self Service (Number of FTE Employees)75 16 2,000
(Employee Portal, Leave Tracking, Time Request & Approval)
Payroll - Electronic Time Clock Import (Generic)1 N/A
Personnel Management Suite 64 8,000
Incode Court Case Management Suite
Criminal Court Case Management 1 52 6,500
Court/Police (non-INCODE) Interface 1 N/A
(Import or Export of Citations/Warrants/Dispositions)
Collection Agency Export Interface 1 N/A
Court Case Management Suite Subtotal 52 6,500
Incode Customer Relationship Management Suite
Cashiering 1 12 1,500
(Support Credit/Debit Cards via ETS, PCI Compliant)
Building Projects 1 40 5,000
Customer Relationship Management Suite Subtotal 52 6,500
Incode Content Management Suite
Incode Printing and Reporting Solutions
Report Writer (Building Permits)1 8 1,000
(One Designer, subscription to reports online)
July 20, 2011
Estimated Hours Estimated Services
Town Council 78 of 132 Meeting Date: August 1, 2011
Professional Services
Eric Cannon
Town of Trophy Club
July 20, 2011
Standard Forms Package 1 N/A
(4 Overlays for Financials, 4 Overlays for Court, 5 Overlays for CRM, 1 Logo)
Secure Signatures (includes 2 signatures)1 N/A
Output Director
Output Director 1 8 1,000
(Base Engine, Print Output Channel, Tyler Content Management Output Channel,
Email Output Channel)
Content Management
Tyler Content Manager Standard Edition (TCM SE)32 4,000
(Unlimited Full & Retrieval Licenses, Multiple Scan Stations, Advanced OCR, Content
Manager for Incode Applications)
Tyler Content Manager Enterprise Edition
Tyler Content Manager Enterprise Edition (TCM ENT)1 64 8,000
TCM Project Management 8 1,000
Content Management Suite Subtotal 120 15,000
Professional Services
Professional Services
Project Management 2,000
Final Implementation 18 2,250
Professional Services Subtotal 18 4,250
Town Council 79 of 132 Meeting Date: August 1, 2011
Software Licenses
Eric Cannon
Town of Trophy Club
Application Software License Fee
Annual
Maintenance
Tyler Content Manager 15,000 3,750
Enterprise user licensing
Document Capture Licenses
Tyler Web License
Tyler Content Manager Standard Edition
for Incode Applications. Unlimited user licensing
Tyler Content Manager Subtotal 15,000 3,750
Application and Software Total 15,000 3,750
July 20, 2011
Town Council 80 of 132 Meeting Date: August 1, 2011
Professional Services
Eric Cannon
Town of Trophy Club
Conversion Services QTY
Conversion
Programming Fee
Estimated
Hours
Estimated
Services
Conversion
Services
Financial Applications
General Ledger
Chart of Accounts - No History 1,513 4.0 500 2,013
Budgets 908 4.0 500 1,408
Detail History 2,500 4.0 500 3,000
Accounts Payable
Vendor File - No History 1,513 1,513
Detail History 2,500 2,500
Payroll
Employee Static Information 2,500 24.0 3,000 5,500
Current Year Check History
Accruals
Fixed Assets
Master File 1,513 4.0 500 2,013
Depreciation History 1,210 4.0 500 1,710
Court Applications
Criminal Court Case Management
Citation/Case Information 2,500 8.0 1,000 3,500
Violation (offense) Information Included
Fee/Fine/Cost Assessments Included
Fee/Fine/Cost Payments
Fee/Fine/Cost Non-Cash Credit
Bond Information Included
Warrant Information Included
Officers Included
Witnesses Included
Defendants Included
Offense Code Master Included
Vehicles Included
Attorneys Included
Citation History Included
Receipts Included
CRM Applications
Building Permits
Permits Master (includes contacts & properties)2,000 16.0 2,000 4,000
Contractors
Inspections
Current Year Transactions (fees & payments)
Conversion Services Subtotal 18,657 68 8,500 27,157
Conversion Services Total 18,657 68 8,500 27,157
July 20, 2011
Town Council 81 of 132 Meeting Date: August 1, 2011
Hosted Applications
Eric Cannon
Town of Trophy Club
Service QTY Charges Initial Year Annual Fee
Citizen Portal
One Time Setup Fee 1 400 400
- Hardware Configuration
- DNS registration
Monthly fee to support and host Web site 75 /month 900 900
INCODE Court Online Component
Monthly support/maintenance fee 75 /month 900 900
- Display of citation/citations for payment
- Collects plea from defendant
- Security -- SSL (Secure Socket Layer)
- Payment Processing - Credit Card
• Payment packet is created to be
imported to Court System
NOTE: Defendant pays $1.50 fee per transaction for payment on-line.
INCODE Building Projects Online Component
Monthly support/maintenance fee 75 /month 900 900
- Display of project status
- Display of projects for payment
- Schedule/Re-Schedule inspections
- Security -- SSL (Secure Socket Layer)
- Payment Processing - Credit Card
• Payment packet is created to be
imported to Building Project System
NOTE: Customer pays $1.25 fee per transaction for payment on-line.
Hosted Applications Total 3,100 2,700
July 20, 2011
Town Council 82 of 132 Meeting Date: August 1, 2011
Tyler OnDemand - Tyler Online Training Center
Eric Cannon
Town of Trophy Club
Service Annual Fee
Tyler OnDemand - Tyler Online Training Center
Tyler Online Training Center 1,000
- Open for ALL Employees during subscription period
- Unlimited Access to Live Webinars and Archived Webinars
- Unlimited Access to Self Study Courses
- Available 24/7
- Continuing Professional Education Credit with NASBA Standards
- Live Webinars conducted monthly with an estimated 60 webinars annually
- Over 45 Online Self Study Courses
- General business knowledge and Microsoft Office software based courses
- Courses cover a variety of topics that span the entire suite of INCODE applications
o Financials
o Payroll
o Human Resources
o Utility Billing
o CRM
o Court
o Public Safety
- New Webinars and Self Study Courses added throughout the year
Tyler Online Training Center Total 1,000
Tyler Technologies, Inc. is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional
education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for
CPE credit. Complaints regarding registered sponsors may be addressed to the National Registry of CPE Sponsors, 150 Fourth Avenue North, Suite
700, Nashville, TN, 37219-2417. Web site: www.nasba.org
July 20, 2011
Town Council 83 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-364-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/25/2011 Town Council
On agenda:Final action:8/1/2011
Title:Consider and take appropriate action regarding an Ordinance approving a negotiated resolution
between the Atmos Cities Steering Committee and Atmos Energy Corp., Mid-Tex Division, as a result
of the fourth annual rate review mechanism filing; finding existing rates for natural gas unreasonable;
adopting new just and reasonable tariffs; and providing an effective date.
Attachments:ORD 2011-28 RRM-4.pdf
Action ByDate Action ResultVer.
TITLE
Consider and take appropriate action regarding an Ordinance approving a negotiated resolution between the Atmos
Cities Steering Committee and Atmos Energy Corp., Mid-Tex Division, as a result of the fourth annual rate review
mechanism filing; finding existing rates for natural gas unreasonable; adopting new just and reasonable tariffs; and
providing an effective date.
TOWN COUNCIL GOAL(S):
Goal # 3: Strong Partnerships and Community Involvement
Create a positive regional identity
Foster a well informed community
Enhance citizen volunteer opportunities
Expand and promote recreational / active live style opportunities for all ages
Forge collaborative relationships with other governmental and public entities
Goal #4: Picturesque and Environmentally Sound
Maintain neat and tidy appearance
Improve property maintenance standards and code enforcement
Develop / Enhance environmental and sustainability standards and programs
Goal #5: Financial and Operational Stewardship
Hire, develop, and retain quality staff
Implement strong financial management standards
Improve effectiveness and efficiency of operational processes
Maintain / Improve infrastructure and assets
Provide cost-effective services
Deliver responsible customer service
RECOMMENDATION AND JUSTIFICATION TO COUNCIL:
Management recommends approval.
Town Council 84 of 132 Meeting Date: August 1, 2011
TOWN OF TROPHY CLUB, TEXAS
ORDINANCE NO. 2011-28
AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF
TROPHY CLUB, TEXAS, (“TOWN”) APPROVING A NEGOTIATED
RESOLUTION BETWEEN THE ATMOS CITIES STEERING
COMMITTEE (“ACSC” OR “STEERING COMMITTEE”) AND ATMOS
ENERGY CORP., MID-TEX DIVISION (“ATMOS MID-TEX” OR
“COMPANY”) REGARDING THE COMPANY’S FOURTH ANNUAL
RATE REVIEW MECHANISM (“RRM”) FILING IN ALL CITIES
EXERCISING ORIGINAL JURISDICTION; DECLARING EXISTING
RATES TO BE UNREASONABLE; ADOPTING TARIFFS THAT
REFLECT RATE ADJUSTMENTS CONSISTENT WITH THE
NEGOTIATED SETTLEMENT AND FINDING THE RATES TO BE SET
BY THE ATTACHED TARIFFS TO BE JUST AND REASONABLE;
REQUIRING THE COMPANY TO REIMBURSE CITIES’ REASONABLE
RATEMAKING EXPENSES; REPEALING CONFLICTING
RESOLUTIONS OR ORDINANCES; DETERMINING THAT THIS
ORDINANCE WAS PASSED IN ACCORDANCE WITH THE
REQUIREMENTS OF THE TEXAS OPEN MEETINGS ACT; ADOPTING
A SAVINGS CLAUSE; DECLARING AN EFFECTIVE DATE; AND
REQUIRING DELIVERY OF THIS ORDINANCE TO THE COMPANY
AND THE STEERING COMMITTEE’S LEGAL COUNSEL.
WHEREAS, the Town of Trophy Club, Texas (“Town”) is a gas utility customer of
Atmos Energy Corp., Mid-Tex Division (“Atmos Mid-Tex” or “ Company”), and a
regulatory authority with an interest in the rates and charges of Atmos Mid-Tex; and
WHEREAS, the Town is a member of the Atmos Cities Steering Committee
(“ACSC” or “Steering Committee”), a coalition of approximately 154 similarly situated
cities served by Atmos Mid-Tex that have joined together to facilitate the review of and
response to natural gas issues affecting rates charged in the Atmos Mid-Tex service
area (such participating cities are referred to herein as “ACSC Cities”); and
WHEREAS, pursuant to the terms of the agreement settling the Company’s 2007
Statement of Intent to increase rates, ACSC Cities and the Company worked
collaboratively to develop a Rate Review Mechanism (“RRM”) tariff that allows for an
expedited rate review process controlled in a three-year experiment by ACSC Cities as
a substitute to the current GRIP process instituted by the Legislature; and
WHEREAS, the Town took action in 2008 to approve a Settlement Agreement
with Atmos Mid-Tex resolving the Company’s 2007 rate case and authorizing the RRM
Tariff; and
WHEREAS, the 2008 Settlement Agreement contemplates reimbursement of
ACSC Cities’ reasonable expenses associated with RRM applications; and
Town Council 85 of 132 Meeting Date: August 1, 2011
WHEREAS, the Steering Committee and Atmos Mid-Tex agreed to extend the
RRM process in reaching a settlement in 2010 on the third RRM filing; and
WHEREAS, on or about April 1, 2011, the Company filed with the Town its fourth
annual RRM filing, requesting to increase natural gas base rates by $15.7 million; and
WHEREAS, ACSC coordinated its review of Atmos Mid-Tex’s RRM filing by
designating a Settlement Committee made up of ACSC representatives, assisted by
ACSC attorneys and consultants, to resolve issues identified by ACSC in the
Company’s RRM filing; and
WHEREAS, independent analysis by ACSC’s rate expert concluded that Atmos
Mid-Tex is unable to justify an increase over current rates except for undisputed costs of
$6.6 million to cover the steel service line replacement program initiated in 2010; and
WHEREAS, the ACSC Settlement Committee, as well as ACSC lawyers and
consultants, recommend that ACSC Cities approve the attached rate tariffs
(“Attachment A” to this Ordinance), which will increase the Company’s revenue
requirement by $6.6 million to extend current recovery of incremental direct costs of the
steel service line replacement program authorized by ACSC Cities in ordinances
passed in 2010; and
WHEREAS, the attached tariffs implementing new rates are consistent with the
negotiated resolution reached by ACSC Cities and are just, reasonable, and in the
public interest.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS:
Section 1. That the findings set forth in this Ordinance are hereby in all things
approved.
Section 2. That the Town Council finds the existing rates for natural gas service
provided by Atmos Mid-Tex are unreasonable and new tariffs which are attached hereto
and incorporated herein as Attachment A, are just and reasonable and are hereby
adopted.
Section 3. That Atmos Mid-Tex shall reimburse the reasonable ratemaking
expenses of the ACSC Cities in processing the Company’s rate application.
Section 4. That to the extent any resolution or ordinance previously adopted by
the Council is inconsistent with this Ordinance, it is hereby repealed.
Section 5. That the meeting at which this Ordinance was approved was in all
things conducted in strict compliance with the Texas Open Meetings Act, Texas
Government Code, Chapter 551.
Town Council 86 of 132 Meeting Date: August 1, 2011
Section 6. That if any one or more sections or clauses of this Ordinance is
adjudged to be unconstitutional or invalid, such judgment shall not affect, impair or
invalidate the remaining provisions of this Ordinance, and the remaining provisions of
the Ordinance shall be interpreted as if the offending section or clause never existed.
Section 7. That this Ordinance shall become effective from and after its passage
with rates authorized by attached Tariffs to be effective for bills rendered on or after
September 1, 2011.
Section 8. That a copy of this Ordinance shall be sent to Atmos Mid-Tex, care of
David Park, Vice President Rates and Regulatory Affairs, at Atmos Energy Corporation,
5420 LBJ Freeway, Suite 1862, Dallas, Texas 75240, and to Geoffrey Gay, General
Counsel to ACSC, at Lloyd Gosselink Rochelle & Townsend, P.C., P.O. Box 1725,
Austin, Texas 78767-1725.
PASSED AND APPROVED this 1st day of August, 2011.
Mayor, Connie White
Town of Trophy Club, Texas
[SEAL]
ATTEST:
Town Secretary, Shannon DePrater
Town of Trophy Club, Texas
APPROVED TO AS FORM:
Town Attorney, Patricia Adams
Town of Trophy Club, Texas
Town Council 87 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-363-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/25/2011 Town Council
On agenda:Final action:
Title:Consider and take appropriate action regarding a Cooperative Purchasing Agreement between the
Town and Potter County relating to the purchase of patrol vehicles; and authorizing the Town
Manager or his designee to execute all documents necessary for the Town's participation in a
cooperative purchasing program with Potter County.
Attachments:Potter County CP Agmt.pdf
Potter County Formal Bid.pdf
Action ByDate Action ResultVer.
TITLE
Consider and take appropriate action regarding a Cooperative Purchasing Agreement between the Town and Potter
County relating to the purchase of patrol vehicles; and authorizing the Town Manager or his designee to execute all
documents necessary for the Town's participation in a cooperative purchasing program with Potter County.
EXPLANATION:
We are anticipating the purchase to two new Chevrolet Tahoe Police Vehicles to replace patrol vehicles that will be
phased out this fall. Potter County has conducted a bid process for new patrol vehicles, including Tahoes. Potter
County’s bid process produced a bid on Chevrolet Tahoe’s that is very competitive. The price for the Tahoe listed on the
HGAC web site is higher. I have sent a RFQ to a third vendor and am awaiting a response. The Town is authorized to
enter into a cooperative purchasing agreement with other entities such as Potter County. The agreement would then
have to be approved by their Commissioners before we could purchase the vehicles. Approval of this item would NOT
authorize the purchase of the vehicles. Approval of this item would set in motion the purchase of the vehicles should they
be approved in the budget process and this quote remains the lowest fleet price I can find. It would also enhance the
delivery date of any approved vehicles, permitting us to replace the Chargers sooner.
TOWN COUNCIL GOAL(S):
Goal #1: Safe and secure community.
Maintain low crime rate
Increase citizen awareness and involvement in crime prevention
Provide superior Emergency Services
Improve data security
Goal #5: Financial and Operational Stewardship
Hire, develop, and retain quality staff
Implement strong financial management standards
Improve effectiveness and efficiency of operational processes
Maintain / Improve infrastructure and assets
Provide cost-effective services
Deliver responsible customer service
RECOMMENDATION AND JUSTIFICATION TO COUNCIL:
Management recommends approval of this cooperative purchasing agreement.
Town Council 88 of 132 Meeting Date: August 1, 2011
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100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-373-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/27/2011 Town Council
On agenda:Final action:8/1/2011
Title:Consider and take appropriate action regarding an extension of the deadline for submission of
applications to serve on Town boards and commissions.
Attachments:2011 Board Applicant Info.pdf
Action ByDate Action ResultVer.
TITLE
Consider and take appropriate action regarding an extension of the deadline for submission of applications to serve on
Town boards and commissions.
Town Council 125 of 132 Meeting Date: August 1, 2011
Board /
Commission Name No. Applicant Name
Date
Received Home Phone Home Address Email Address
EDC 4A - 5 Seats 1 Richard Bell
(Staggered Terms)2 Vacancy (Morrow)
2 Expiring Terms Christian Dennie 7/13/2011 817-567-3024
Eric Uhtenwoldt 7/18/2011 127 Carnoustie ericu1@att.net
EDC 4B - 7 Seats 1 Dave Glaser
(Staggered Terms)2 Dean Murray
4 Expiring Terms 3 Nick Sanders 7/6/2011 817-430-2527 7 Hayes Ct nick@winocular.com
4 Rebecca Shuman
Peter Eltrenberg 7/5/2011 2205 Galloway Blvd pete127992@aol.com
Christian Dennie 7/13/2011 817-567-3024
Eric Uhtenwoldt 7/18/2011 127 Carnoustie ericu1@att.net
Parks & Rec - 11 Seats 1 Steve Gregory
(Staggered Terms)2 Larry Lentzner
3 Expiring Terms 3 Chris McCollister
Bert Miller 7/6/2011 817-430-2699 6 Cypress Ct bertmiller@bertmiller.com
Christian Dennie 7/13/2011 817-567-3024
Eric Uhtenwoldt 7/18/2011 127 Carnoustie ericu1@att.net
P & Z - 7 Seats 1 Dale Forest
(Staggered Terms)2 Gene Hill 7/6/2011
P&Z Commission 3 Clayton Reed 7/7/2011 817-491-9339 23 Timberline
3 Expiring Danny R Mayer 6/9/2011 817-995-5408 2201 Prestwick Ave danny-mayer@att.net
Eric Uhtenwoldt 7/18/2011 127 Carnoustie ericu1@att.net
Patia Boomsma 7/18/2011 402-202-1057 2519 Morgan Lane patiachristy@hotmail.com
ZBA 1 Jim Aenchbacher
(Staggered Terms)2 Kevin Barry 7/11/2011 817-490-9414 12 Avenue Twenty
5 Seats + 4 Alternates 3 Bob Downey 7/6/2011 817-430-0796 531 Indian Creek Dr bob.downey@sbcglobal.net
3 Expiring + 3 Alternates Danny R Mayer 6/9/2011 817-995-5408 2201 Prestwick Ave danny-mayer@att.net
Patia Boomsma 7/18/2011 402-202-1057 2519 Morgan Lane patiachristy@hotmail.com
alt James Isherwood
alt Roger Williams
alt Vacancy (Tiffany)
Keep TC Beautiful Nancy Miller 7/7/2011 817-430-2699 6 Cypress Ct nloumiller@sbcglobal.net
Town of Trophy Club Boards and Commissions Applicant Information
2011 Board Applicant Info.xls updated 7/28/2011
Town Council 126 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-362-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/25/2011 Town Council
On agenda:Final action:8/1/2011
Title:Consider and provide direction to Staff regarding the Elevated Storage Tank Logo(s).
Attachments:
Action ByDate Action ResultVer.
TITLE
Consider and provide direction to Staff regarding the Elevated Storage Tank Logo(s).
Town Council 127 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-365-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/26/2011 Town Council
On agenda:Final action:8/1/2011
Title:Town Council Liaison Updates; discussion of same:
- July 20, 2011 TCMUD 1 Meeting - Council Member Tiffany
Attachments:
Action ByDate Action ResultVer.
TITLE
Town Council Liaison Updates; discussion of same:
- July 20, 2011 TCMUD 1 Meeting - Council Member Tiffany
Town Council 128 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-366-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/26/2011 Town Council
On agenda:Final action:8/1/2011
Title:Town Manager Slye's update regarding the following; discussion of the same.
- Budget Workshop Update
- Amenity Lakes Update
- North Trail Connectivity Update
Attachments:
Action ByDate Action ResultVer.
TITLE
Town Manager Slye's update regarding the following; discussion of the same.
- Budget Workshop Update
- Amenity Lakes Update
- North Trail Connectivity Update
Town Council 129 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-367-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/26/2011 Town Council
On agenda:Final action:8/1/2011
Title:Mayor and Council Updates regarding training opportunities, educational sessions, and regional
meetings; discussion of same.
- July 21, 2011 Metroport Cities Partnership Meeting
Attachments:
Action ByDate Action ResultVer.
TITLE
Mayor and Council Updates regarding training opportunities, educational sessions, and regional meetings; discussion of
same.
- July 21, 2011 Metroport Cities Partnership Meeting
Town Council 130 of 132 Meeting Date: August 1, 2011
100 Municipal Drive
Trophy Club, Texas 76262Trophy Club Entities
Legislation Details (With Text)
File #: Version:12011-368-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:7/26/2011 Town Council
On agenda:Final action:8/1/2011
Title:Items for Future Agendas.
Attachments:Future Agenda Items List.pdf
Action ByDate Action ResultVer.
TITLE
Items for Future Agendas.
Town Council 131 of 132 Meeting Date: August 1, 2011
Town of Trophy Club Town Council Future Agenda Items List
1. Consider and take appropriate action regarding procurement policies and their
alignment with State statutes. (Rose, 2/1/10)
2. Consider and take appropriate action regarding placing policies and procedures on
the Town web site. (Rose, 2/1/10)
3. Consider and take appropriate action regarding noise regulations for Oil and Gas
Well Drilling and Production (Rose, 4/26/10)
4. Staff update regarding Marshall Branch Creek area located North of HWY114;
discussion and action of the same. (Stotts, 6/21/10)
5. Staff proposal regarding the amenity lakes, including associated costs to accept
the amenity lakes from the developer. (Stotts, 10/4/10)
6. Explore the feasibility of combining the EDCs and improved ways of expending
EDC funds. (Strother, 2/24/2011)
7. Consider and take appropriate action regarding the creation of a “Going Green”
initiative throughout the Town. (White, 2/24/2011)
8. Consider and take appropriate action regarding Goals for the Town Manager.
(Stotts, 4/18/2011)
9. Consider and take appropriate action regarding updates to the Sign Ordinance
(retail windows and political signs) (White and Cantrell, 5/2/2011)
10. Consider and take appropriate action regarding ball park signage. (Cantrell,
6/6/2011)
11. Consider and take appropriate action regarding a Golf Cart Community. (Tiffany,
6/6/2011)
12. Consider and take appropriate action regarding allowing one board appointment at
a time, no elected officials and possible term expirations (Cantrell, 7/18/2011)
13. Consider and take appropriate action regarding updating/revising Board,
Commission and Committee Handbook (Rose, 7/18/2011)
Town Council 132 of 132 Meeting Date: August 1, 2011