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Home My WebLink About12-08-08 TC MinPRESENT: Mayor Laura Wheat and Council Members Tim Brittan, Larry Corson, Carol Langdon, Don Redding, and Rebecca Rollins. ABSENT: None. OTHERS PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry, DPS Director Don Wilson, Facilities and Recreation Director Troy Meyer, Finance Director Debbie Piper, Court Administrator Amanda DeGan, and Assistant to the Town Manager Ginger Awtry. Mayor Wheat called the workshop to order at 4:24 p.m. Town Manager Brymer addressed the Board regarding the item and advised the Council that the target date to administer the survey is January 2009. Mr. Chris Tathum, representing ETC Institute, presented the general structure of the survey and advised the Board that one survey is mailed to a household. Additionally, once the survey is approved by the Town, the survey will be mailed within seven (7) to 10 days and results will be available within three (3) to four (4) weeks. Council Members Redding and Corson asked if two surveys could be provided to a household as to receive input from each adult resident. Mr. Tathum responded that, if desired by the Council, two (2) surveys could be sent to a household. Town of Westlake 'down Council Workshop Minutes December 8, 2008 Discussion ensued with regard to the content of the survey, possible ways to disseminate the results of the survey as well as the timing of releasing a survey relating to Westlake Academy with respect to the release of the results of the Town survey. Council Member Rollins raised the question about including questions related to the Academy. Mayor Pro Tem Redding suggested information regarding the Town's finances with regard to revenues and expenditures be included in the survey. Mr. Tathum recapped the discussion with regard to the suggested changes to the draft survey, and advised that he will work Town Manager Brymer to finalize a draft of the survey over the next two (2) weeks. Town Manager Brymer advised the Board that a proposed draft survey will be forwarded to the Council for additional comments before finalizing. 3. HEAR AND DISCUSS A DRAFT OF THE PROPOSED ! O TOWN i l FACILITIES. I Town Manager Brymer advised the Council that, due to time constraints, this item will be presented at the January meeting. DISCUSSION OF THE QUARTERLY FINANCIAL REPORTS FOR THE QUARTER ENDING30,2008. Finance Director Debbie Piper advised the Council that the quarterly reports were provided to the Council earlier in the month and she would address any questions from the Council. Mayor Wheat commended Finance Director for the easy to follow formatting of the reports. .iU _ There were no items submitted for consideration. There being no further business, Mayor Wheat adjourned the workshop at 6:03 p.m. Town of Westlake Town Council Page 3 of 3 Workshop Minutes December 8, 2008 Laura IN4ieat, Mayor ATTEST: T, K,iin SutterJRMC, Town Secretary MINUTES OF THE TOWN OF WESTLAKE, TEXAS TONVILT COUICIL TEGULAil 11TEEIML PRESENT: Mayor Laura Wheat and Council Members Tim Brittan, Larry Corson, Carol Langdon, Don Redding, and Rebecca Rollins. mmm11�o nom, OTHERS PRESENT: Town Manager Thomas Brymer, Town Attorney Stan Lowry, Town Secretary Kim Sutter, DPS Director Don Wilson, Assistant to the Town Manager Ginger Awtry, Planning and Development Director Eddie Edwards, and Court Administrator Amanda DeGan. Mayor Wheat called the meeting to order at 8:15 p.m. Mr. Kenny Rogers, 1730 J.T. Ottinger Road, Westlake, read the caption of a petition presented the Board of Aldermen in May 2008, regarding gas well drilling setbacks. Mrs. Julie Timmerman, 5925 Mahotea Boone Trail, Westlake, addressed the Board regarding the proposed citizen's survey, and encouraged the Council to postpone the citizen survey and include questions regarding gas well drilling. Mayor Wheat introduced the item and asked for a motion. a. Review and approve minutes of the Board of Aldermen Joint Workshop meeting held on November 3, 2008. b. Review and approve minutes of the Board of Aldermen Regular meeting held on November 10, 2008. Town of Westlake Town Council Regular Meeting Minutes December 8, 2008 c. Resolution No. 08-63 - Consider a Resolution designating the official newspaper of record as the Alliance Regional Newspapers. d. Resolution No. 08-64 - Consider a Resolution Approving the Terms of Engagement Between the Town of Westlake and ETC Institute for Conducting Citizen Survey Work. MOTION: Mayor Pro Tem Redding made a motion to approve the consent agenda as presented. Council Member Rollins seconded the motion. The motion carried by a vote of 5-0. 4. CONSIDER :. RESOLUTION ADOPTING.. POLICY REGARDING O : , COUNCIL/BOARD OF TRUSTEE CITIZEN ADVISORY BOARD, COMMISSION, COMMITTEE, ,3 AFFILIATE Ar` AND COI[iiUNIC a. Town Manager Brymer presented the item to the Council. Mr. Brymer stated that the Council discussed a proposed policy at the October 26, 2008, workshop and at the direction of the Board, the Town Manager met with the Chairs and Presidents of the various volunteer Boards to receive input. Town Manager Brymer reviewed the proposed policy with the Board. MOTION: Council Member Corson made a motion to approve Resolution No. 08-65, adopting a policy regarding Town Council/Board of Trustee Citizen Advisory Board, Commission, Committee and affiliate relations and communications. Council Member Rollins seconded the motion. The motion carried by a vote of 5-0. Town Manager Brymer advised the Council that staff will arrange to have Chairs/Presidents of the various boards give a report to the Council throughout the year. Town Manager Brymer presented the item to the Board, and advised the Board that the proposal outlines a proposed cost of $3,500 per month and expenses of $75 to $150 per month. Mr. Brymer added that funding was allocated in the 2008-2009 FY budget from the Visitor's fund. Following Council discussion, Town Manager Brymer advised that the first orders of business will be to develop a communications plan and establish a `brand'. Mr. Brymer added that the services will be used to promote the Town and the Academy and will be accessible to the Westlake Academy Foundation as well. MOTION: Council Member Brittan made a motion to approve Resolution No. 08-66, approving an agreement for Public Relations and Communications Town of Westlake Town Council Regular Meeting Minutes December 8, 2008 Page 3 of 4 Services with VGS. Council Member Corson seconded the motion. The motion carried by a vote of 5-0. SCHEDULE.6. CONSIDER A RESOLUTION SETTING THE 2009 COUNCIL MEETING Mayor Wheat introduced the item and asked for a motion. MOTION: Council Member Corson made a motion to approve Resolution No. 08-67, setting the 2009 Council Meeting Schedule. Council Member Rollins seconded the motion. The motion carried by a vote of 5-0. Council Member Corson stated that he would like to hear a report on the Stagecoach Hills drainage issue before the spring rains. Mayor Wheat reviewed the Board calendar. - TSHA Board of Directors Meeting o 12/16/08, 5:30 p.m. - Planning and Zoning Commission Meeting o 12/18/08, 6:00 p.m. - Joint Regional Meeting o 1/29/09, 6:30 p.m., Westlake Town Hall - TML Legislative Briefing o 2/6 — 2/9/09, Austin, Texas There being no further business, Mayor Wheat asked for a motion to adjourn the meeting. MOTION: Council Member Brittan made a motion to adjourn the meeting. Council Member Rollins seconded the motion. The motion carried by a vote of 5- 0. Mayor Wheat adjourned the meeting at 8:27 p.m. Town or Westlake 'town Council Page 4 of 4 Regular Meeting Minutes December 8, 2008 0 Sutter, TRMC, Town Secretary Laura Wheat, Mayor