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HomeMy WebLinkAbout02-26-07 TC MinMINUTES OF A TOWN OF WESTLAKE, TEXAS SPECIAL WORKSHOP MEETING OF THE 50TH ANNIVERSARY COMMITTEE, WHICH INCLUDES THE BOARD OF ALDERMEN AND THE HISTORICAL PRESERVATION BOARD February 26, 2007 PRESENT: Mayor Scott Bradley and Aldermen Buddy Brown, Larry Corson, Fred Held. Don Redding, and Bob Timmennan. Historical Preservation Board President Kelly Bradley (arrived at 6:39 p.m.) and Members Sharon Sanden and Jack Wiesman. ABSENT: Historical Board members Allen Heath, Ruby Held, Kristi Layton, Stephen Thornton, and Patfinder Editor Joyce Roach. OTHERS PRESENT: Town Manager Trent Petty and Town Secretary Kim Sutter. 1. CALL TO ORDER. Mayor Bradley called the meeting to order at 630 p.m. 2. DISCUSS TOWN OF WESTLAKE 50'r" ANNIVERSARY CELEBRATION. Mayor Bradley announced that Mr. Jack Wiesman, a member of the Historical Preservation Board, has agreed to donate a set of 2006 proof coins from the U.S. Mint for inclusion in the time capsule, and asked the Board for a motion to accept the donation. MOTION: A motion was made by Alderman Redding to accept the donation of the 2006 proof coins from Mr. Jack Wiesman to be included in the time capsule. Alderman Timmerman seconded the motion. The motion carried unanimously. Mayor Bradley her acknowledged the donation of a tree each year in recognition of Decoration Day by Mr. Jack Wiesman and expressed his appreciation to Mr. Wiesman. Member Sharon Sanden presented a proposal to have the time capsule seated at a ceremony in Westlake. She advised that the proposed cost is $2,850.00 and would include the travel expenses for Mr. Tom Marak to sea] the time capsule at an event in Westlake. She further explained that if sealed off-site, the cost to ship the time capsule and its contents to Pennsylvania was unknown, but is estimated to cost approximately $1,000 to $1,500. Alderman Timmerman expressed his support for having the time capsule sealed on-site and asked if Mr. Marak would be willing to demonstrate the process to the students at the Academy. Mrs. Sanden responded that she would inquire and determine if there would be any additional cost associated with a demonstration to the students. Alderman Corson expressed his support to utilize the sealing of the time capsule as an educational benefit to the students. MOTION: Alderman Redding made a motion to authorize an all-inclusive. expenditure in the amount of $2,850 to Time Capsules, in c. for the on-site sealing of the time capsule, contingent upon the willingness of Mr. Tom Marak to participate in a lecture to the students. Alderman Corson seconded the motion. The motion carried unanimously. Alderman Held inquired as to the source for the funding of this expense. Town Manager Petty responded that he would locate a funding source in the budget. Mayor Bradley advised that the history book is progressing nicely. He further expressed his support for leather binding as he feels people would be more inclined to purchase the book. and a leather cover would signify the appropriate importance of the book; however. he stated that Joyce Roach prefers a cloth Bound book. Mayor Bradley recommended ordering quantities of 500 leather and 500 cloth books. Mayor Bradley stated he and • Manager Petty will visit with Raymer Bookbindery and review the options. Discussion ensued with regard to the material used to cover the book and the cost, President Kelly Bradley provided the update with regard to the proposed museum space at the Solana Office Complex and expressed her concern that the space may not be available. She advised that the museum would need to be large enough to hold the donated items received thus far: a weaving loom, clothes, model of Solana homestead, photographs. maps, and the time capsule. Alderman Corson suggested that space could be included in the design of the proposed performing arts center. 3. ADJOURNMENT. In closing, Mayor Bradley advised of an article in the Fort Worth Star Telegram by Bob Ray Sanders in which Mr. Sanders declared Grapevine City Hall as the Best City Hall in Tan -ant County. He further advised that To Manager Trent Petty served as the City Manager of Grapevine during the conception and construction of the city ball project and commended Mr. Petty for this recognition, There being no further discussion, Mayor Bradley declared the meeting adjourned at 7:04 p.m. Scott Bradle , Mayor ATT ST:,'' Sutter, `T�MC �Town Secretary. MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN WORKSHOP FEBRUARY 26, 2007 PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, Fred Held, Don Redding, and Bob Timmerman. ABSENT: Alderman Buddy Brown OTHERS PRESENT: Town Manager Trent Petty, Town Secretary Kim Sutter, Finance Director Debbie Piper, Facilities and Recreation Director Troy Meyer, Public Works Superintendent Jarrod Greenwood, Building Official Eddie Edwards, Town Engineer David McCarver, Residents Rick Rennhack, and John Platt. 1. CALL TO ORDER. Mayor Bradley called the workshop to order at 2:10 p.m. 2. DISCUSS STUCCO APPLICATIONS. Town Manager Petty explained that this item is being brought before the Board in response to recent discussions regarding the residential masonry requirements of the Town. specifically the 80 percent masonry requirement. He further advised that he is requesting direction from Board to determine if changes should be made to the current ordinance. Discussion ensued regarding the reasoning behind the Town's masonry requirement and the concerns with stucco as an exterior surface. Alderman Corson requested the Town Manager to present at the next regular meeting an amendment to the Building Code ordinance which would allow stucco over wood application so that the Board can make a decision on the issue. Town of Westlake Board of Aldermen Page 2 of 3 Workshop February 26, 2007 3. DISCUSS LIGHTING FOR WEST PARKING LOT OF ACADEMY CAMPUS. Town Manager Petty introduced the item and asked Facilities and Recreation Director Troy Meyer to update the Board on the proposals. Facilities and Recreation Director Troy Meyer presented the Board with proposed temporary lighting solutions for the parking lot. He added that TDIndustries has recommended the use of nine low voltage lights along the walkway on the south side of the parking lot and a wood light pole. The cost of this proposal is approximately $4,000.00. Discussion ensued regarding the possibility of placing lights in the existing trees, lighting design, the impact of the construction of the Arts and Science facility on the parking lot, and the operating times of the lighting. Mayor Bradley explained that we require other businesses in the Town to utilize tree lighting to minimize light pollution, and he feels the Town should adhere to the same requirement. It was the consensus of the Board to utilize tree lighting set on a timer to satisfy the lighting needs for the west parking lot of the Academy campus. 4. DISCUSS WATER RATE STUDY. Town Manager Petty introduced the item and explained that this is a continuation of previous discussions regarding the water rate study. He presented the Board with a comparison of Westlake water rates to the surrounding areas and explained the impact of the rates on the water fund. He added that Westlake's per capita water usage is higher than any other city in the state. Discussion ensued regarding the proposed water rates and Westlake's water usage. Town Manager Trent Petty advised that discussion on this item will continue at the next Board of Aldermen workshop. 5. DISCUSS 2002 BOND REFUND. Town Manager Petty introduced Mr. Tom Lawrence, Lawrence Financial Consulting, L.L.C. Mr. Lawrence explained that the bond refund would include the refinancing of a portion of the 2002 certificate of obligations in the amount of $7.4 million, and presented the Board with the proposed payment schedule, gross debt comparison, a pricing summary, escrow cost. total refunded debt service, and the impact of the issuance on the Town's bond rating. Town of Westlake Board of Aldermen Workshop February 26, 2007 Page 3 of 3 Town Manager Petty advised the Board that an ordinance, authorizing the issuance of the General Obligation Refunding Bonds, is included for consideration on the February 26, 2007, Board of Aldermen agenda. 6. ADJOURNMENT. There being no further business to come before the Board, Mayor Bradley declared the workshop adjourned at 5:38 p.m. APPROVED BY THE BOARD OF ALDERMEN ON MARCH 12, 2007. Scott Brad ey, Mayor ATTEST: Kiln Sutter,-TRMC, Town Secretary MINUTES OF THE TOWN OF WESTLAKE, TEXAS &UN -2.W." E PRESENT: Mayor Scott Bradley and Alden -nen Buddy Brown, Larry Corson, Fred Held, Don Redding. and Bob Timmerman ABSENT: None OTHERS PRESENT: Town Manager Trent Petty, To%m Attorney Stan Lowry, Town Secretary Kim Sutter. Finance Director Debbie Piper, Facilities and Recreation Director Troy Meyer, DPS Director Don Wilson, Assistant to the Town Manager Ginger Awtry, and Human Resources Manager Todd Wood. Mayor Bradley called the meeting to order at 7:05 p.m. With no objections from the Board, Mayor Bradley reordered the agenda to consider items 6 and 7 prior to recessing into executive session. 6. HEAR THE YEARLY SERVICE AND ACTIVITY REPORT FOR POLICE SERVICES BY CHIEF MARK HAFNER OF THE KE LER POLICE DEPARTMENT. Keller Police Chief Mark Hafner presented the yearly activity and racial profiling reports to the Board. and offered to address any questions of the Board. Aldermen Brown commended Chief Hafner for his hiring of officers. Alderman Brown added that he has received reports that the Keller officers are professional and friendly. Town of Westlake Board of Aldermen Page 2 of 6 Regular Meeting February 26, 2007 7. CONSIDER A RESOLUTION APPROVING THE TOWN OF WESTLAKE ANNUAL AUDIT FOR FY 2005-2006 PRESENTED BY PATILLO BROWN AND HILL, L.L.P. Mr. Greg Shropshire, Partner, Patillo Brown and Hill, L.L,P., presented the annual audit report and offered to address any questions of the Board. Aldermen Corson asked for clarification with regard to the use of the funds in the Visitors Association fund, and specifically whether that fund could be used toward the operating costs of a performing arts center. Town Manager Petty advised that in accordance with the State statutes, monies from this fund could be applied toward the operations of a facility devoted to performing arts. The Board expressed their appreciation to To Manager Petty and the Finance staff for their efforts. MOTION: Alderman Redding moved to approve Rtsolution No. 07-17, approving the Town of Westlake Annual Audit for FY 2005-2006 as presented by Patillo Brown and Hill, L.L.P. Aldermen Brown seconded the motion. The motion carried by a vote • 5-0. 2. EXECUTIVE SESSION. Mayor Bradley recessed the regular session of the Town of Westlake Board of Aldermen at 7:28 p.m. so that the Board might consider the following in executive session, A. The Board will conduct a closed session under Texas Government Code section 551.071 to seek advice of counsel on legal matters involving pending or contemplated litigation, settlement offers, or other legal matters not related directly, to litigation or settlement. Pending or contemplated litigation and settlement offers include but are not limited to the following: i. City ref Roanoke v. Town of Westlake, Cause No. 02 -01 -00290 -CV (Second Court qfAppvalx) ii. Town of ff,'estlake v� City, qf- Roanoke (Johnny's Automotive tract), Cause No. 2003-20243-158 (1581h Judicial District Court qfDenton County, Texas) B. The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters. C. The Board will conduct a closed session under Texas Government Code section 551.072 to discuss the purchase. exchange, lease, or value of real property. Town of Westlake Board of Aldermen Regular Meeting February 26, 3007 Page 3 of b Mayor Scott Bradley convened the executive session at 7:30 p.m. The executive session adjourned at 8:08 p.m. 3. RECONVENE MEETING. The Board reconvened into regular session at 8:09 p.m. 4. EXECUTIVE SESSION ACTION. There was no action taken. 5.. CITIZENS' PRESENTATIONS. Kelly Bradley of One Paigebrooke. on behalf of the family of Mrs. Vivian Bradley, expressed the family's appreciation to the people of the Town for their kindnesses and expressions of sympathy to the family. Mayor Bradley added that Town Attorney Stan Lowry, on behalf of Boyle & Lowry, L.L.P., had just presented a cheep to the Academy in honor of Mrs. 'Vivian Bradley. He further stated that his mom would be very happy to know that her passing has contributed to the educational future of the children of the Academy. 8. CONSIDER I APPROVING i I THE TOWNI WESTLAKE PERSONNEL !I Town Manager Petty advised that the recommended changes are considered housekeeping changes and do not add any additional expenses to the Town. MOTION: Alderman Redding moved to approve Resolution No. 07-09, approving amendments to the Town of Westlake Personnel Manual as drafted and described by the Town Manager. Alderman Brawn seconded the motion. The motion carried by a vote of 5-0. Town Manager Petty recognized Human Resource Manager Todd WOW for his completion of the required course work to obtain a Master's Degree in Business Administration. The Board and all those present applauded Mr. W'ood`s achievement. SI M ! i •'"I I I i Mayor Bradley introduced the item and explained that the Board conducted a workshop to discuss the proposed refunding. and that the analysis presented by the Town Manager indicates that by refunding a portion of our existing debt, the Town can realize a savings of Town of Westlake Board of Aldermen Regular Meeting February 2b, 2007 OM= To Manager Petty advised that the proposal includes the refunding of $7.48 million of the 2002 series bonds, representing a net present value savings of close to six percent. He added that the ordinance also sets the parameters under which the refunding would be executed. Mr. Tom Lawrence, Lawrence Financial, was available to address any questions regarding the item. MOTION: Alderman Corson moved to approve Ordinance No. 515, authorizing the issuance of Town of Westlake, Texas General Obligation Re ding Bonds; establishing procedures for the sale and delivery of the bonds; providing for the security for and payment of said bonds; and enacting other provisions relating to the subject. Alderman Held seconded the motion. The motion carried by a vote of 5-0. Alderman Corson advised that the refunding is solely related to the refinancing of existing bonds and grants no other provisions or authority. 10. CONSIDER A RESOLUTION AUTHORIZING THE FIRST AMENDMENT TO A FIVE YEAR LEASE AGREEMENT WITH MAGUIRE PARTNERS AT SOLANA FOR ALL TOWN OFFICE SPACE. Mayor Bradley introduced the item and stated that this item will meld the existing lease at Solana with the new lease for additional space needed to accommodate the remainder of the town offices. MOTION: Alderman Brown moved to approve Resolution No. 07-13. authorizing the first amendment to the five year least agreement with Maguire Partners at Solana for all town office space. Alderman Held seconded the motion. The motion carried by a vote of 5-0. 11. CONSIDER A RESOLUTION AUTHORIZING THE TOWN MANAGER TO ENTER INTO A JOINT ELECTION AGREEMENT WITH TARRANT COUNTY TO CONDUCT THE GENERAL AND SPECIAL ELECTIONS TO BE HELD ON MAY 12, 20 Mayor Bradley introduced the item and asked for a motion. MOTION: Alderman Corson moved to approve Resolution No. 07-14, authorizing the Town Manager to enter a joint election agreement with Tarrant County to conduct the general and specials elections to be held on May 12, 2007. Alderman Redding seconded the motion. Alderman Corson pointed out that the cost estimate included in exhibit "A" of the draft agreement was more than the proposed cost of $3.800. Town of Westlake Board of Aldermen Regular Meeting February 26, 2007 Page 5 of 6 Town Secretary Sutter explained that she had spoken with the County's elections administrator and confirmed that the cost in exhibit "A" was incorrect due to an error in the formula used to calculate the cost. VOTEON MOTION: The motion carried by a vote of 5-0. 12. CONSIDER A RESOLUTION RECOGNIZING MARCH 4 THROUGH 10,2007,AS SEVERE WEATHER AWARENESS WEEK. MOTION: Alderman Brown moved to approve Resolution No. 07-15, recognizing March 4 through March 10. 2007, as severe weather awareness week. Alderman Held seconded the motion. The motion carried by a vote of 5-0. 13. CONSIDER A RESOLUTION AUTHORIZING RETAINAGE OF ARCHITECTURAL SERVICES TO IMMEDIATELY BEGIN DESIGN OF A PERFORMING ARTS AND SCIENCE CENTER TO HE USED BY THE TOWN OF WESTLAKE AND WESTLAKE ACADEMY. Mayor Bradley introduced the item and explained that in order to meet the deadline to open the facility, it is imperative that we retain an architect to commence the design work. MOTION: Alderman Timmerman moved to approve Resolution No. 07-16, authorizing retainage of architectural services to immediately begin design of a performing arts and science center to be used by the To of Westlake and Westlake Academy. Alderman Corson seconded the motion. Alderman Corson asked if a quote has been received for services. Town Manager Petty responded that he has not received a quote. He added that approval of this item does not take the place of a contract for architectural smices, but would allow the design work to begin and a contract would be brought back before the Board. Mr. Petty recommended setting a ceiling of $10.000.00. After discussion by the Board, with the consent of the movant and the second, the motion was amended. AMENDED MOTION: Alderman Timmerman amended the motion to include seri,ices not to exceed S10,000.00 before a contract approved by the Board of Aldermen has been executed. Alderman Corson agreed to the amendment. The motion carried by a vote of 5-0. Town of Westlake Board of Aldermen Page 6 of 6 Regular Meeting February 26, 2007 14. CONSENT AGENDA. Mayor Scott Bradley presented the consent agenda and asked for a motion. A. Review and approve minutes of the Board of Aldermen workshop and the regular Board of Aldermen meeting held on February 12, 2007. B. Review and approve any outstanding bills. MOTION: Alderman Brown moved to approve the consent agenda as presented. Alderman Held seconded the motion. The motion carried by a vote of 5-0. 15. ADJOURNMENT. There being no further business. Mayor Scott Bradley asked for a motion to adjourn the meeting. MOTION: Alderman Held moved to adjourn the meeting. Alden-nan Corson secondeil the motion. The motion carried by a vote of 5-0. The meeting adjourned at 8:38 p.m. Q-'cott Bradley, ayor A rTESTI, /Kim Sutter. TRMC, Town Secretary