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HomeMy WebLinkAbout01-14-08 TC MinTOWN OF WESTLAKE, TEXAS MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN PRE -BOARD MEETING January 14, 2008 PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, Kevin Maynard, Don Redding, Pete Steger, and Bob Timmerman (arrived at 5:15 p.m.) ABSENT: None. STAFF PRESENT: Town Manager Joe Hennig, and Town Secretary Kim Sutter 1. CALL TO ORDER. Mayor Bradley called the pre -board meeting to order at 5:04 p.m. 2. EXECUTIVE SESSION. Mayor Bradley recessed the pre -board meeting of the Town of Westlake Board of Aldermen meeting at 5:04 p.m., as he read the following item to be discussed in executive session: A. The Board will conduct a closed session under Texas Government Code section 551.074 to discuss personnel matters. 1. . Strategic Government Resources B. The Board will conduct a closed session under Texas Government Code section 557.087 to discuss economic development negotiations. Mayor Bradley convened the executive session at 5:05 p.m. The executive session adjourned at 5:44 p.m. 3. RECONVENE MEETING. The Board reconvened into regular session at 5:45 p.m. 211 Town of Westlake Board of Aldermen Page 2 of 2 Pre -Board Meeting January 14, 2008 4. REVIEW OF REGULAR AGENDA ITEMS. Interim Town Manager Hennig reviewed the regular agenda with the Board. Discussion ensued with regard to the proposed change to the transfer boundaries for Westlake Academy and the reasons behind the proposed change. Interim Town Manager Hennig addressed the Board regarding the First Southwest report regarding debt service coverage. Mr. Hennig advised the Board that the report would be presented at the regular Board meeting. 5. TOWN MANAGER'S REPORT. No report was given. 6. ADJOURNMENT. There being no further business to come before the Board, Mayor Bradley declared the pre - board meeting adjourned at 6:00 p.m. APPROVED BY THE BOARD OF ALDERMEN ON JANUARY 28, 2008. Scott Bradfey, Mayor ATTEST: kmAiutter, TRMC, Town Secretary 179 163 MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN REGULAR MEETING January 14, 2008 PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, Kevin Maynard, Don Redding, Pete Steger, and Bob Timmerman. ABSENT: None. OTHERS PRESENT: Interim Town Manager Joe Hennig, Town Attorney Stan Lowry, Town Secretary Kim Sutter, DPS Director Don Wilson, Facilities and Recreation Director Troy Meyer, and Finance Director Debbie Piper. 1. CALL TO ORDER. Mayor Bradley called the meeting to order at 7:01 p.m. 2. CITIZENS' PRESENTATIONS. Ms. Barbara Brizuela, 2600 J.T. Ottinger Road, Westlake, addressed the Board regarding the editorial published in the Star -Telegram on January 14, 2008, and responded to statements made in the article. Mr. Jim Billington, 1823 Broken Bend, Westlake, addressed the Board regarding the fundraising efforts of the Westlake Academy Foundation and financing options for the construction of the Arts and Sciences Center building. Mr. Billington expressed his disappointment with the efforts and the current consideration for financing the construction of the building. Mr. Tim Brittan, 1925 N. Pearson Lane, Westlake, requested clarification on the purpose of Texas Student Housing Authority and its ability to provide $500,000 for the construction of the Arts and Sciences Center building. Town of Westlake Board of Aldermen Regular Meeting January 14, 2008 161 Page 2 of 6 Mayor Bradley explained the Texas Student Housing Authority's operations and recalled that he had previously met with Mr. Brittan to discuss the matter, and offered to meet again with Mr. Brittan at Mr. Brittan's convenience to further discuss the Texas Student Housing Authority. 3. ADMINISTER OATH OF OFFICE AND PRESENT CERTIFICATE OF APPOINTMENT TO NEWLY APPOINTED ALDERMAN KEVIN MAYNARD. Town Secretary Sutter administered the Oath of Office to newly -appointed Alderman Kevin Maynard and presented the certificate of appointment issued by Mayor Bradley. 4. HEAR REPORT FROM FIRST SOUTHWEST COMPANY REGARDING TOWN'S DEBT SERVICE COVERAGE. Interim Town Manager Hennig provided a brief background and advised that this item is a follow-up to Board discussion held on December 15, 2007, concerning possible funding options for the construction of the Arts and Sciences Center building. Mr. Hennig introduced Mr. Jason Hughes of First Southwest Company to present his findings concerning the Town's overall debt coverage and the possibility of monetizing pledges received by the Westlake Academy Foundation for the construction of the building. Mr. Jason Hughes of First Southwest Company and Leroy Grawunder of McCall, Parkhurst and Horton were present for the presentation and to address questions from the Board. Mr. Hughes advised the Board he has reviewed the Town's last three years of audited financial statements, the budget, and the 10 year capital plan to compile a report summarizing the Town's outstanding debt, the revenues intended for debt service repayment, and the estimated debt coverage if the Board should decide to issue Certificates of Obligation (CO). Mr. Hughes presented debt service coverage scenarios for the amounts of $1.0 mm and $1.5 mm, insured and uninsured, and advised that the shortfall to cover the debt associated with the potential CO issuance does not take into consideration the pledges received by the Westlake Academy Foundation. In closing, Mr. Hughes stated that he felt the Town could sell and provide debt service coverage for the issuance of CO's in the amount of $1 mm without incurring the risk of a property tax, even assuming that no pledges are ever collected. Mr. Hughes addressed questions from the Board regarding the presentation. Discussion ensued with regard to the possibility of selling bonds as a private placement, locally or in an open market, and the marketability of the bonds. Mr. Hughes responded that selling the bonds privately, without the backing of the full, faith and credit of the Town would yield a substantially higher rate. 159 Town of Westlake Board of Aldermen Page 3 of 6 Regular Meeting January 14, 2008 5. CONSIDER A RESOLUTION APPROVING A BUDGET AMENDMENT FOR PAYMENT OF AN ADDITIONAL AMOUNT DUE TO TXDOT REGARDING THE FM 1938 BRIDGE ENHANCEMENTS. Mayor Bradley introduced the item and provided a brief background summary concerning the item. MOTION: Alderman Steger made a motion to approve Resolution No. 08-01, approving a budget amendment for payment of an additional amount due to TxDOT regarding the FM 1938 Bridge enhancements. Alderman Corson seconded the motion. The motion carried by a vote of 5-0. 6. CONSIDER APPROVAL OF THE 2008 BOARD OF ALDERMEN MEETING SCHEDULE. Mayor Bradley introduced the item and asked for a motion. MOTION: Mayor Pro Tem Redding made a motion to approve the 2008 Board of Aldermen meeting schedule as presented. Alderman Steger seconded the motion. The motion carried by a vote of 5-0. 7. CONSIDER A RESOLUTION AUTHORIZING AN AGREEMENT WITH NIGHT LINE JANITORIAL SERVICES INC. FOR JANITORIAL SERVICES AT THE WESTLAKE CIVIC CAMPUS. Facilities and Recreation Director Meyer addressed the Board regarding the item. Mr. Meyer advised the Board that a day porter service has been added to the agreement. Alderman Corson expressed his concern with regard to the low number of bids received and the overall bidding process. Interim Town Manager Hennig stated that the remote location of the campus may have been a consideration. There being no further discussion, Mayor Bradley requested a motion. MOTION: Alderman Corson made a motion to approve Resolution No. 08-02, authorizing an agreement and related change order with Night Line Janitorial Services, Inc. Alderman Maynard seconded the motion. The motion carried by a vote of 5-0. 8. HEAR STATUS REPORT ON CONSTRUCTION OF PERFORMING ARTS AND SCIENCES CENTER BUILDING. Interim Town Manager Hennig stated that following the December 15, 2007, meeting, he met with Mr. Michael Bennett of Gideon Toal to evaluate options aimed at reducing the cost of the 157 Town of Westlake Board of Aldermen Regular Meeting January 14, 2008 Page 4 of 6 construction of the building. Mr. Hennig advised that he hopes to have a revised cost estimate by the next meeting to present to the Board. If acceptable cost estimates and construction techniques are received, the Town would anticipate the following timeline: Date Description Mid -February 2008 Request for Qualifications (RFQ) Mid -March 2008 Value engineering Early May 2008 Final numbers and decide on financing plan Award contracts and sign construction documents Mid June 2008 Construction to begin June 2009 Complete project 9. CONSENT AGENDA. Mayor Bradley introduced the item and asked for a motion. A. Review and approve minutes of the Board of Aldermen pre -board and regular meetings held on December 10, 2007. B. Review and approve minutes of the Board of Aldermen workshop held on December 15, 2007. C. Review and approve any outstanding bills. MOTION: Alderman Steger made a motion to approve the consent agenda as presented. Alderman Timmerman seconded the motion. The motion carried by a vote of 5-0. 10. EXECUTIVE SESSION No executive session was held. 11. RECONVENE MEETING. 12. EXECUTIVE SESSION ACTION. 13. STAFF REPORTS. Facilities and Recreation Director Meyer addressed the Board regarding the following items: - Tree Farm Project: 40 trees will be planted in 20 gallon containers on Saturday, January 26, 2008, and placed on the far west side of the civic campus with the expectation to plant the trees around the Town in open spaces. Mr. Meyer recognized Westlake resident and Boy Scout Hayden Anderson for his efforts associated with the Tree Farm project. Additionally, Maguire Partners has agreed to donate the irrigation system needed for the trees. 165 Town of Westlake Board of Aldermen Regular Meeting January 14, 2008 Page 5 of 6 - Tree Mitigation: As a result of the recently approved Terra Bella project, a total of four evergreen trees will be planted on the town campus green area and the playground. - Arbor Days: Addressed the Board regarding the need for volunteers to serve on the committee and assist with the planning of the annual event. There was also discussion regarding the possibility of changing the date of the event from October to April. 14. TOWN MANAGER'S REPORT. Interim Town Manager Hennig addressed the Board regarding the following items: - Town Staff: Expressed his appreciation to the Town staff for their efforts and quality work. - FM 1938: Under the current schedule, the construction contract will be let in September 2008, with construction to begin January 2009. - Oil and Gas Drilling Ordinance: Tentatively scheduled for the January 28, 2008, Board of Aldermen pre -board meeting. 15. MAYOR AND ALDERMEN REPORTS / COMMENTS. Alderman Corson inquired as to the status of the discussion regarding the secondary water source. He also expressed his concern with the appearance of the SH 114 corridor, specifically the appearance, height, and visibility of the new hotel in Trophy Club. Mr. Corson asked that the Town consider working together with Trophy Club staff or officials to discuss the idea of land use applications and coordinating decisions that affect the SH 114 corridor. Furthermore, Mr. Corson advised that the he would like to move forward with consideration of prohibiting the use of handheld cell phones in school zones. Alderman Steger inquired as to the status of the red light camera installation. Mr. Steger also stated that he feels the Board has exercised due diligence in the process of the construction of the proposed Arts and Sciences Center building as it relates to avoiding the need for a property tax. Interim Town Manager Hennig responded that staff recently met with Traffipax, the red light camera vendor, and the vendor is conducting an initial evaluation of intersections along the SH 114 corridor to determine the need for cameras. Equipment is expected to be installed by the late spring/early summer at the selected intersections. Alderman Timmerman reminded the Board of its desire to discuss the complaint/arbitration policy and conducting exit interviews with staff and families who have chosen to leave the Academy. Mr. Timmerman also expressed his desire to move forward with discussions regarding a temporary trails system. Town of Westlake Board of Aldermen Regular Meeting January 14, 2008 Page 6 of 6 Alderman Maynard expressed his appreciation for the comments and overwhelming encouragement with regard to his appointment to serve on the Board. Mr. Maynard read his acceptance speech, a copy of which is attached to these minutes. Mayor Bradley reminded all residents of the upcoming spring cleanup, and advised that a dumpster will be located on the campus sometime in the spring so that residents may discard unwanted items. Mayor Bradley announced that the transfer of the I.O.O.F. cemetery to the Town has now been completed. He stated that the transfer was facilitated by the friendship between the former town manager, Trent Petty, and Mr. Dick Fanning. 16. ADJOURNMENT. There being no further business, Mayor Bradley adjourned the meeting at 8:37 p.m. APPROVED BY THE BOARD OF ALDERMEN ON JANUARY 28, 2008. ScottBradley,Mayor' ATT YST 4iSule'r, TRMC, Town Secretary 51