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HomeMy WebLinkAbout06-11-07 TC MinMINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN WORKSHOP June 11, 2007 PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, April Gallagher, Don Redding, Pete Steger and Bob Timmerman. ABSENT: None. STAFF PRESENT: Town Manager Trent Petty, Town Secretary Kim Sutter, Facilities and Recreation Director Troy Meyer, DPS Director Don Wilson, Executive Assistant Ginger Awtry, Finance Manager Debbie Piper, and Head of School Barbara Brizuela. 1. CALL TO ORDER. Mayor Bradley called the workshop to order at 3:12 p.m. 2. HEAR A PRESENTATION FROM STAFF CONCERNING CONSTRUCTION OPTIONS FOR THE WESTLAKE PERFORMING ARTS AND SCIENCE CENTER. Town Manager Petty introduced Mr. Michael Bennett of Gideon Toal and Mr. Bob Bowen of Manhattan Construction. Mr. Bennett reported on the findings of the soil borings conducted at the site, and stated that the results indicate that both sites have equally poor soil conditions and any buildings would require a structured foundation. Mr. Bennett and Mr. Bowen presented the Board with three build -out options for the construction of the performing arts and science center: Town of Westlake Board of Aldermen Workshop June 11, 2007 Page 2 of 4 Option 1 Description - Complete Build Out Cost Designed for the all inclusive approach and consists of $5,102,000 approximately a 13,276 square foot building for arts, science, and common spaces to support the entire program. 13 month construction schedult Option 2 Description — Raw Shell Designed for a raw shell approach and consists of approximately a 13,276 square foot building shell to accommodate open spaces for a variety of uses including arts, science, and classrooms. The full extent of the interior finishes and fixed equipment would not exist and could impact the Science program. 11 month construction schedule. Option 3 Description — One Pod Designed for a one -pod approach and consists of approximately an 8,862 square foot building for arts, science, and common space to support occupancy for one pod only. The cost includes the interior finishes and equipment for this area only. Cost $3,962,000 Cost $3,744,000 Discussion ensued with regard to the propo--ed options, estimated costs, available funding, and the requirement to have the Arts and Science building completed by the fall 2008. Head of School Barbara Brizuela advised that currently more space is needed regardless of the International Baccalaureate diploma certification. Ms. Brizuela added that she feels the certification will be granted before the building is complete but believes we should be prepared to present the plans and a commitment to construct an arts and science facility. Alderman Steger inquired as to the acceptable uses of Hotel Occupancy Tax (HOT) funds. Town Manager Petty responded that the Hotel Occupancy Tax is designed to give cities the ability to fund various activities that attract visitors to the city, and that there is a provision in the law that allows for the use of the funds for municipal facilities for certain bracketed cities. Alderman Steger stated that he is not suggesting the funds be earmarked for this purpose; however, he concluded that should there be a shortfall in funding, the funds would be available from the Hotel Occupancy Tax fund. Town Manager Petty advised that the tax has been utilized to seed the efforts of the Historical Society, Arbor Days, economic ue­elopment efforts and the Marriott shuttle program. Town of Westlake Board of Aldermen Workshop June 11, 2007 Page 3 of 4 Town Manager Petty advised that the issuance of certificates of obligation relies on the full faith and credit of the Town of Westlake to repay the debt, and from a conservative standpoint, he would not recommend that the Board issue debt with the intent of repayment in an amount that would exceed the annual revenues of the Hotel Occupancy Tax fund. Alderman Timmerman inquired as to the possibility and timeframe of the Foundation to raise $1.5 million. Foundation Board member Laura Wheat responded that, through public and private partnerships she expects that donations will come in quickly. Alderman Redding inquired as to the Board's expectation regarding the possibility of repayment of the funds from the fundraising efforts of the Westlake Academy Foundation. Town Manager Petty advised that from an issuance standpoint, the Town is issuing the debt and the documents will not address any repayme.it obligations. 3. HEAR A PRESENTATION FROM MAGUIRE PARTNERS CONCERNING A PROPOSED NEW OFFICE BUILDING IN SOLANA. Mayor Bradley advised that Maguire Partners requested the presentation be postponed to a future meeting date. 4. HEAR A PRESENTATION FROM STAFF CONCERNING RE -ZONING AND PLATTING PROCEDURES FOR STAGECOACH HILLS RESIDENTIAL AIRPARK. Town Manager Petty introduced the item and advised that the Board approved the creation of the Residential Airpark (RA) zoning district on April 23, 2007, and subsequently held a workshop to discuss the available options to implement rezoning of the properties as well as establishing platting procedures. Mr. Petty advised that staff is recommending that the Town initiate a rezoning case on behalf of the property owners who wish to have their property rezoned to the Residential Airpark category. To participate in the Towi, initiated rezoning case, each property owner would be required to sign a zone change request form and an avigation easement. He further advised that this one-time rezoning process would be accomplished at no cost to the property owners, and should a property owner elect to rezone his/her property outside of this one-time process, the owner would be required to initiate a zone change request and pay all applicable fees. Mr. Petty advised that zoning does not guarantee the ability to access the provisions of the Residential Airpark (RA) zoning district, and that the property must be platted to obtain a building permit. He further advised that, at this time, staff is not recommending that platting fees be waived as no extraordinary circumstances exist as it relates to platting requirements for the residents of Stagecoach Hills over any other annexed area within the Town of Westlake. Town of Westlake Board of Aldermen Workshop June 11, 2007 Page 4 of 4 Mr. Petty clarified that if a lot is not platted, the owner would have to file a plat for consideration by the Planning and Zoning Commission and the Board of Aldermen. Once the final plat is approved a building permit can be obtained. It was the consensus of the Board to direct the Town Manager to proceed with drafting an ordinance to rezone the properties as presented. 5. RECEIVE A REPORT FROM STAFF CONCERNING FY 2006-07 BUDGETED ALLOCATIONS RELATED TO WESTLAKE ACADEMY. Town Manager Petty advised that a report has been provided and staff is available to address any questions of the Board. Mr. Petty reviewed the uses of the General, Utility, Visitors, Property Tax Reduction, and the 4B Economic Development fund. Discussion ensued regarding the cost allocations. 6. ADJOURNMENT. There being no further business to come before the Board, Mayor Bradley declared the workshop adjourned at 5:25 p.m. APPROVED BY THE BOARD OF ALDERMEN DN JUNE 25, 2007. Scott Bradl , Mayor ATTEST: Kim utter. TRMC, Town Secretary MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN MEETING June 11, 2007 PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, April Gallagher, Don Redding, Pete Steger, and Bob Timmerman. ABSENT: None. OTHERS PRESENT: Town Manager Trent Petty, Town Secretary Kim Sutter, Facilities and Recreation Director Troy Meyer, Public Works Superintendent Jarrod Greenwood, DIS Director Don Wilson, Executive Assistant Ginger AwIry, Town Attorney Stan Lowry, and Finance Manager Debbie Piper. 1. CALL TO ORDER. Mayor Bradley called the meeting to order at 7:01 p.m. 2. EXECUTIVE SESSION Mayor Bradley recessed the regular session of the Town of Westlake Board of Aldermen at 7:02 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 of Roanoke v. Town of Westlake, Cause No. 02 -01 -00290 -CV (Second Court gfAppeals) ii. To►i,n of Westlake i,. City of Roanoke (Johnny's Automotive tract), Cause No. 2003-20243-138 (1581h Judicial District Court of Denton County, Texas) Town of Westlake Board of Aldermen Regular Meeting June 11, 2007 Page 2 of 5 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. Mayor Bradley convened the executive session at 7:03 p.tn. The executive session adjourned at 7:17 p.m. 3. RECONVENE MEETING. The Board reconvened into regular session at 7:18 p.m. 4. EXECUTIVE SESSION ACTION. There was no action taken. 5. CITIZENS' PRESENTATIONS. There was no one present wishing to address the Board. 6. CONSIDER A RESOLUTION DIRECTING PUBLICATION OF NOTICE OF INTENTION TO ISSUE CERTIFICATES OF OBLIGATION; AND RESOLVING OTHER MATTERS RELATING TO THE SUBJECT. Mayor Bradley introduced the item and advised that the passage of this resolution simply directs the publication of the notice of intent to issue Certificates of Obligation and does not authorize the issuance. MOTION: Alderman Steger made a motion to approve Resolution No. 07-34, directing the publication of notice of intention to issue certificates of obligation. Alderman Redding seconded the motion. (see amended motion) Alderman Redding expressed his desire to dei: rmine the source of funding required to cover the difference in the $4 million cost estimate to construct the arts and science building and the $2.5 million from the issuance of the Certificates of Obligation. Alderman Timmerman inquired if a firm construction cost can be obtained prior to the proposed Certificates of Obligation issuance in July. Town Manager Petty responded that construction drawings would be required to obtain a firm construction cost estimate. Alderman Corson stated that he does not feel it is wise to proceed forward with the issuance of the Certificates of Obligation until there is a clear understanding of where we are from a construction drawing standpoint and some sense of cost. However, if the Board will have an Town of Westlake Board of Aldermen Regular Meeting June l 1, 2007 Page 3 of 5 opportunity to examine the final scope, cost, and funding sources prior to the issuance of the Certificates of Obligation, he stated that he might be willing to proceed with the steps necessary for the issuance. Town Manager Petty requested clarification frum the Board with regard to the preferred construction option. Additionally, Mayor Bradley stated that $200,000 has been contributed to the capital campaign fund by the Texas Student Housing Authority. Rick Rennhack, president of the Westlake Academy Foundation, advised the Board that the Foundation has received $422,000 in private pledges. AMENDED MOTION: Alderman Steger amended his motion to include directing the Town Manager to proceed with the construction drawings for Option 2 (raw shell), Site C (south side). Alderman Redding seconded the amended motion. The motion carried by a vote of 5-0. 7. CONSIDER A RESOLUTION ESTABLISHING THE POPULATION OF THE TOWN OF WESTLAKE, TEXAS. Town Manager Petty introduced the item and explained how the estimated population of 703 was determined. MOTION: Alderman Timmerman made a motion to approve Resolution No. 07-35, establishing the population of the Town at 703. Alderwoman Gallagher seconded the motion. The motion carried by a vote of 5-0. 8. CONSIDER A RESOLUTION AMENDING THE BYLAWS OF THE WESTLAKE ACADEMY FOUNDATION BOARD. Mayor Bradley introduced the item and explained that the resolution will amend the bylaws as follows: - Increase the number of board members to at least seven but no more than 15, - Add Ex -officio members, - Change the fiscal year to September 1 through August 3l to coincide with the Academy's fiscal year. MOTION: Alderman Redding made a motion to approve Resolution No. 07-36, amending the bylaws of the Westlake Academy Foundation Board as stated. Alderman Corson seconded th.- motion. The motion carried by a vote of 5-0. Town of Westlake Board of Aldermen Regular Meeting June 11, 2007 Page 4 of 5 9. CONSIDER A RESOLUTION ENCOURAGING THE TEXAS DEPARTMENT OF TRANSPORTATION TO COMPLETE THE REQUIRED NOISE STUDY ASSOCIATED WITH THE ENVIRONMENTAL IMPACT STUDY FOR THE FM 1938 TRANSPORTATION PROJECT THROUGH WESTLAKE, SOUTHLAKE, AND KELLER AS THOROUGHLY AND QUICKLY AS POSSIBLE. Town Manager Petty introduced the item and advised that the action is necessary due to the major expansion of the Fidelity campus in Westlake. MOTION: Alderman Corson made a motion to approve Resolution No. 07-37, encouraging the Texas Department of Transportation to complete the required noise study associated with the environmental impact study for the FM 1938. Alderman Steger seconded the motion. The motion carried by a vote of 5-0. 10. CONSENT AGENDA. Mayor Bradley introduced the item and asked for a motion. A. Review and approve minutes of the Board of Aldermen workshop held on April 23, 2007. B. Review and approve minutes of the Board of Aldermen meeting and workshop held on May 14, 2007. C. Review and approve minutes of the special called Board of Aldermen meeting and the Town Hall meeting held on May 21, 2007. D. Review and approve any outstanding bills. MOTION: Alderman Redding moved to approve the consent agenda as presented. Alderman Corson seconded the motion. The motion carried by a vote of 5-0. 11. ADJOURNMENT. There being no further business, Mayor Bradley adjourned the meeting. The meeting adjourned at 7:56 p.m. Town of Westlake Board of Aldermen Page 5 of 5 Regular Meeting June 11, 2007 APPROVED BY THE BOARD OF ALDERMEN ON JUNE 25, 2007. Scott Bradley, Mayor ATTEST: i Sutter, TRMC, Town Secretary