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HomeMy WebLinkAbout02-11-08 TC Min247 MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF TRUSTEES /ALDERMEN PRE-BOARD MEETING February 11, 2008 PRESENT: President /Mayor Scott Bradley and Trustees /Aldermen Larry Corson, Kevin Maynard, Don Redding, Pete Steger, and Bob Timmerman. ABSENT: None. STAFF PRESENT: Interim Town Manager Joe Hennig, Head of School Barbara Brizuela, Education Counsel Robert Schulman, Town Secretary Kim Sutter, Financial Services Director Debbie Piper, Facilities and Recreation Director Troy Meyer, DPS Director Don Wilson, Planning and Development Director Eddie Edwards, Public Works Superintendent Jarrod Greenwood, Executive Assistant Ginger Awtry, and Director of Administrative Services Todd Wood. 1. CALL TO ORDER. President /Mayor Bradley called the meeting to order at 4:07 p.m. 2. EXECUTIVE SESSION. President Bradley recessed the pre-board meeting of the Westlake Academy Board of Trustees at 4:08 p.m., as he read the following items 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. B. 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. 245 Town of Westlake Board of Aldermen/Trustees Pre-Board Meeting February 11, 2008 page 2 of 5 President Bradley convened the executive session at 4:09 p.m. The executive session adjourned at 5:12 p.m. 3. RECONVENE MEETING. President Bradley reconvened the meeting at 5:15 p.m. 4. DISCUSS COMPLAINT AND PROCEDURE POLICY FOR THE WESTLAKE ACADEMY. President Bradley introduced Mr. Robert Schulman with Feldman & Rogers, L.L.P. and asked him to address the item. Mr. Robert Schulman gave a brief summary of the rules and laws associated with complaints in Charter schools. Mr. Schulman stated that he has been given direction by the Board to draft a parent and student complaint and procedure policy for the Board's consideration and approval. Mr. Schulman reminded everyone to be cognizant of privacy issues with regard to discussing parent and student complaints. Trustee Timmerman added the he feels problems are better addressed at the level at which they occur, and expressed his desire for open communication, and a better mechanism to conduct surveys of parents, teachers, and students. Mr. Timmerman added that he supports a structured, workable policy. President Bradley suggested that the Board postpone action on this item until Mr. Schulman has had an opportunity to revise the policy. Mr. Bradley added that the proposed policy would be made available to the public prior to consideration by the Board. Trustee Steger expressed his desire to have a discussion in a pre-board meeting concerning the policy. President Bradley suggested the Board hold a special meeting on February 25, 2008, to discuss and consider the complaint and procedure policy. 5. REVIEW OF REGULAR AGENDA ITEMS. A. Board of Trustees Meeting Head of School Brizuela reviewed the Board of Trustees regular meeting agenda with the Board. Interim Town Manager Hennig inquired if staff should be preparing information for the Board related to a survey or exit interviews. 243 Town of Westlake Board of Aldermen/Trustees Pre-Board Meeting Februaryll,2008 page 3 of 5 President Bradley responded that the Head of School has spoke with a research company and is expecting a proposal to conduct a survey and exit interviews. B. Board of Aldermen Meeting Interim Town Manager Joe Hennig reviewed the Board of Aldermen regular meeting agenda with the Board and responded to questions from the Board. 7. CONSIDER A RESOLUTION APPROVING AN AMENDMENT TO THE JOINT ENGINEERING SERVICES CONTRACT WITH GRAHAM ASSOCIATES, INC. AND THE CITY OF KELLER, CITY OF SOUTHLAKE AND TOWN OF WESTLAKE FOR ENGINEERING AND DESIGN SERVICES REGARDING THE FM 1938 EXPANSION PROJECT. Mayor Bradley recommended the Town pay particular attention to the landscaping along the roadway, and more specifically the Town's ability to supplement the landscape design. Interim Town Manager Hennig advised that TxDOT has typically allowed for upgrades in landscaping designs. Alderman Corson expressed his concern that the Town has been advised this late in the process of a fee increase because of the change to a two phase construction process. 9. CONSIDER A RESOLUTION APPROVING A BUDGET AMENDMENT AND RELATED AGREEMENT WITH RODGERS CONSTRUCTION COMPANY FOR THE WEST SIDE PUMP STATION IMPROVEMENTS. Interim Town Manager Hennig advised the Board that the project cost exceeds the budgeted amount as the scope of the project has been expanded. Alderman Corson inquired if the improvements represent a complete solution to the problems associated with the pump station, and inquired as to the current utility fund balance. Public Works Superintendent Greenwood responded that the improvements would provide staff the ability to operate the pump station and verify the Fort Worth meter readings. Finance Director Piper responded that the current utility fund balance is $1.3 million. 10. CONSIDER APPROVAL FOR THE RELEASE OF A REQUEST FOR QUALIFICATIONS (RFQ) AS IT RELATES TO THE WESTLAKE ARTS AND SCIENCES CENTER PROJECT. 241 Town of Westlake Board of Aldermen/Trustees Pre-Board Meeting February 11, 2008 page 4 of 5 Interim Town Manager Hennig introduced the item and advised the Board that additional items related to civil engineering and relocation of the utilities will be presented to the Board at a later date. Alderman Corson inquired if the relocation of the utilities would be considered under a separate contract, and if the cost associated with the relocation of the utilities is included in the project cost estimates provided to the Board. Facilities and Recreation Director Meyer responded that a separate contract will be considered for the relocation of the utilities, and the cost is included in the estimates provided to the Board. 11. CONSIDER A RESOLUTION AUTHORIZING THE APPOINTMENT OF A BUILDING COMMITTEE TO PROVIDE OVERSIGHT TO TOWN STAFF CONCERNING THE CONSTRUCTION AND REMODELING OF MUNICIPAL BUILDINGS. Interim Town Manager Hennig introduced the item. Alderman Maynard suggested including a member from the school and a member of the Westlake Academy Foundation to the committee. Interim Town Manager Hennig requested the Board consider including the Head of School as a member of the committee. 6. HEAD OF SCHOOL REPORT. No report was given. 7. TOWN MANAGER REPORT. No report was given. 8. ADJOURNMENT. There being no further business, Mayor /President Bradley adjourned the meeting at 5:58 p.m. APPROVED BY THE BOARD OF ALDERMEN ON FEBRUARY 25, 2008. Scott Bradley, Mayor / Presiden 239 Town of Westlake Board of Aldermen/Trustees Pre-Board Meeting February 11, 200$ ATTEST. K' S er, TRMC, Town Secretary /Secretary page 5 of 5 237 MINUTES OF THE TOWN OF WESTLAKE, TEXAS BOARD OF ALDERMEN REGULAR MEETING February 11, 2008 PRESENT: Mayor Scott Bradley and Aldermen Larry Corson, Kevin Maynard, Don Redding, and Pete Steger. ABSENT: Alderman Bob Timmerman. OTHERS PRESENT: Interim Town Manager Joe Hennig, Town Attorney Stan Lowry, Town Secretary Kim Sutter, Public Works Superintendent Jarrod Greenwood, DPS Director Don Wilson, Facilities and Recreation Director Troy Meyer, Finance Director Debbie Piper, and Executive Assistant Ginger Awtry. 1. CALL TO ORDER. Mayor Bradley called the meeting to order at 8:42 p.m. 2. CITIZENS' PRESENTATIONS. Mrs. Becky Rogers, 1730 J.T. Ottinger Road, Westlake, recommended the Board consider adopting a code of conduct that extends to elected and appointed officials. 3. CONDUCT A PUBLIC HEARING AND CONSIDER AN ORDINANCE APPROVING AN APPLICATION FOR A SPECIFIC USE PERMIT FOR A PRIVATE WATER WELL TO BE LOCATED ON 2020 POST OAK PLACE; VAQUERO-ARTHUR ADDITION, PHASE 3; LOT 26, BLK K. Mayor Bradley introduced the item and opened the public hearing. There being no one requesting to speak, Mayor Bradley closed the public hearing. 235 Town of Westlake Board of Aldermen Regular Meeting February l 1, 2008 Page 2 of 6 MOTION: Mayor Pro Tem Redding made a motion to adopt Ordinance No. 586, as presented. Alderman Steger seconded the motion. The motion carried by a vote of 4-0. 4. CONSIDER AN ORDINANCE CALLING AND ORDERING A GENERAL AND A SPECIAL ELECTION TO BE HELD ON MAY 10, 2008. Mayor Bradley introduced the item and asked for a motion. MOTION: Alderman Maynard made a motion to adopt Ordinance No. 587, as presented. Alderman Corson seconded the motion. The motion carried by a vote of 4-0. 5. CONSIDER A RESOLUTION APPOINTING A MEMBER TO THE WESTLAKE ACADEMY FOUNDATION BOARD OF DIRECTORS. Mayor Bradley introduced the item and asked for a motion. MOTION: Alderman Steger made a motion to adopt Resolution No. 08-05, appointing Dr. Shezad Malik to the Westlake Academy Foundation Board of Directors. Alderman Maynard seconded the motion. The motion carried by a vote of 4- 0. 6. CONSIDER A RESOLUTION APPROVING THE ADDITION OF GOOD FRIDAY TO THE TOWN OF WESTLAKE'S OFFICIALLY RECOGNIZED HOLIDAYS. Mayor Bradley introduced the item and asked for a motion. MOTION: Mayor Pro Tem Redding made a motion to adopt Resolution No. 08-06, approving the addition of Good Friday to the Town of Westlake's officially recognized holidays. Alderman Maynard seconded the motion. The motion carried by a vote of 4-0. 7. CONSIDER A RESOLUTION APPROVING AN AMENDMENT TO THE JOINT ENGINEERING SERVICES CONTRACT WITH GRAHAM ASSOCIATES, INC. AND THE CITY OF KELLER, CITY OF SOUTHLAKE AND TOWN OF WESTLAKE FOR ENGINEERING AND DESIGN SERVICES REGARDING THE FM 1938 EXPANSION PROJECT. Interim Town Manager Hennig introduced the item and advised the Board that the proposed resolution approves additional engineering cost associated with the project. Mr. Hennig advised that the additional funds to complete phase 1 of the project totals $331,492, and phase II is $485,515, for a total additional project cost of $817,007. MOTION: Alderman Corson made a motion to adopt Resolution No. 08-08, as presented. Alderman Steger seconded the motion. The motion carried by a vote of 4-0. 233 Town of Westlake Board of Aldermen Regular Meeting February 11, 2008 Page 3 of 6 ing 8. CONSIDER A RESOLUTION APPROVING A SECOND AMENDMENT TO THE ig 2 INTERLOCAL AGREEMENT WITH TARRANT COUNTY, DENTON COUNTY, CITY OF KELLER, CITY OF SOUTHLAKE AND THE TOWN OF WESTLAKE REGARDING THE ADDITIONAL CONTRIBUTION FROM TARRANT COUNTY AND MEMORIALIZING THE PARTIES' OBLIGATIONS AND RESPONSIBILITIES REGARDING A RIGHT OF WAY ACQUISTION AND THE FM 1938 EXPANSION PROJECT. Interim Town Manager Hennig introduced the item and expressed his appreciation to Commissioner Gary Fickes for his commitment and support of the project. Mr. Hennig advised the Board that Tarrant County has committed additional funding not to exceed $1,000,000 to be applied toward the engineering costs and right-of--way acquisition. MOTION: Alderman Steger made a motion to adopt Resolution No. 08-09, as presented. Alderman Corson seconded the motion. The motion carried by a vote of 4-0. 9. CONSIDER A RESOLUTION APPROVING A BUDGET AMENDMENT AND RELATED AGREEMENT WITH RODGERS CONSTRUCTION COMPANY FOR THE WEST SIDE PUMP STATION IMPROVEMENTS. Interim Town Manager Hennig advised the Board that the project costs exceeds the cap budgeted amount by $18,000. Mr. Hennig added that the increase is related to the need for ,~P additional improvements that will permit staff to operate the pump station, independent of Fort Worth, as well as verify the Fort Worth meter readings. Public Works Superintendent Jarrod Greenwood was present to address questions from the Board. MOTION: Alderman Corson made a motion to adopt Resolution No. 08-10, as presented. Mayor Pro Tem Redding seconded the motion. The motion carried by a vote of 4-0. 10. CONSIDER APPROVAL FOR THE RELEASE OF A REQUEST FOR QUALIFICATIONS (RFQ) AS IT RELATES TO THE WESTLAKE ARTS AND SCIENCES CENTER PROJECT. Facilities and Recreation Director Troy Meyer addressed the Board regarding the item. Mr. Meyer advised the Board that the RFQ document is designed to allow for a two phase construction process in the event additional funding becomes available. Phase I Entire foundation of the building with the build out of three science labs, restrooms, offices, conference room, lobby, and sidewalks for approximately odu 5,958 square feet. Phase II Art room, black box, dressing rooms, storage, office space and data room for approximately 4,912 square feet with a parking area on the south side of the 231 Town of Westlake Board of Aldermen Regular Meeting February l 1, 2008 Page 4 of 6 building, and if additional funding becomes available, the addition of outdoor seating adjacent to the black box. Alderman Corson suggested emphasis be placed on the time line through the use of incentives for early completion or liquidated damages. Mr. Corson further suggested, in an effort to control costs, that the process of and cost associated with change orders be discussed with the contractor during the review process. MOTION: Mayor Pro Tem Redding made a motion to approve the release of a Request for Qualifications (RFQ) as it relates to the Westlake Arts and Sciences Center project with the qualifications suggested by Alderman Corson. Alderman Corson seconded the motion. The motion carried by a vote of 4-0. 11. CONSIDER A RESOLUTION AUTHORIZING THE APPOINTMENT OF A BUILDING COMMITTEE TO PROVIDE OVERSIGHT TO TOWN STAFF CONCERNING THE CONSTRUCTION AND REMODELING OF MUNICIPAL BUILDINGS. Interim Town Manager Hennig advised the Board that the approval of this resolution will formalize the members of the building committee. Mr. Hennig recommended that Head of School Brizuela and a Foundation member also be included on the committee. Alderman Corson cautioned against expanding the committee to a point where the committee could loose its ability to function from an operating sense. Following discussion by the Board, it was the consensus of the Board to add two additional members to the committee: 1) Head of School or her designee, and 2) a member of the Westlake Academy Foundation to be named by the Foundation. MOTION: Alderman Maynard made a motion to adopt Resolution No. 08-11, authorizing the appointment of a building committee with the two additional members as stated. Alderman Steger seconded the motion. The motion carried by a vote of 4-0. 12. HEAR STATUS REPORT ON CONSTRUCTION OF WESTLAKE ARTS AND SCIENCES CENTER. Facilities and Recreation Director Meyer presented and reviewed the preliminary budget for the project. Mr. Meyer advised of the current available funding, and the soft and hard cost associated with the project. 13. 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 January 28, 2008. Town of Westlake Board of Aldermen Page 5 of 6 Regular Meeting February l 1, 2008 B. Review and approve any outstanding bills. MOTION: Mayor Pro Tem Redding made a motion to approve the consent agenda as presented. Alderman Steger seconded the motion. The motion carried by a vote of 4-0. 14. STAFF REPORTS. Interim Town Manager Hennig introduced Director of Financial Services Debbie Piper. A. Hear Financial Report from Director of Financial Services. Director of Financial Services Piper reviewed the year to date financials for the General Fund, Utility Fund, and the Visitors Association Fund. 15. TOWN MANAGER'S REPORT. Interim Town Manager Hennig addressed the Board regarding the following: - Expressed his appreciation to those who addressed the Board during the Board of Trustees meeting with regard to Westlake Academy. - Advised the Board that he is expecting a proposal within the next two weeks to considering conducting a community survey. 16. MAYOR AND ALDERMEN REPORTS /COMMENTS. Alderman Corson inquired as to the status of the joint meeting with the Town of Trophy Club and City of Roanoke. Executive Assistant Awtry advised that a date has not yet been agreed upon, and advised that she would follow up with the Board to confirm a date. 17. EXECUTIVE SESSION Mayor Bradley recessed the regular session of the Town of Westlake Board of Aldermen meeting at 9:25 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. Mayor Bradley convened the executive session at 9:30 p.m. The executive session adjourned at 10:54 p.m. 18. RECONVENE MEETING. 229 Mayor Bradley reconvened the meeting at 10:55 p.m. 227 Town of Westlake Board of Aldermen Page 6 of 6 Regular Meeting February 11, 2008 19. EXECUTIVE SESSION ACTION. No action was taken. 20. ADJOURNMENT. There being no further business, Mayor Bradley adjourned the meeting at 10:55 p.m. APPROVED BY THE BOARD OF ALDERMEN ON FEBRUARY 25, 2008. Scott Bradley, ayor AT ES ~, i Sutter, TRMC, Town Secretary