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.
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February 11, 2008
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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.
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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 $1.3 million.
10. CONSIDER APPROVAL FOR THE RELEASE OF A REQUEST FOR
QUALIFICATIONS (RFQ) AS IT RELATES TO THE WESTLAKE
ARTS AND SCIENCES CENTER PROJECT.
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Board of Aldermen/Trustees Pre-Board Meeting
February 11, 2008
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Interim Town Manager Hennig introduced the item and advised the Board that
additional items related to civil engineering and relocation of the utilities will be
presented to the Board at a later date.
Alderman Corson inquired if the relocation of the utilities would be considered under a
separate contract, and if the cost associated with the relocation of the utilities is included
in the project cost estimates provided to the Board.
Facilities and Recreation Director Meyer responded that a separate contract will be
considered for the relocation of the utilities, and the cost is included in the estimates
provided to the Board.
11. CONSIDER A RESOLUTION AUTHORIZING THE APPOINTMENT OF A
BUILDING COMMITTEE TO PROVIDE OVERSIGHT TO TOWN STAFF
CONCERNING THE CONSTRUCTION AND REMODELING OF
MUNICIPAL BUILDINGS.
Interim Town Manager Hennig introduced the item.
Alderman Maynard suggested including a member from the school and a member of the
Westlake Academy Foundation to the committee.
Interim Town Manager Hennig requested the Board consider including the Head of
School as a member of the committee.
6. HEAD OF SCHOOL REPORT.
No report was given.
7. TOWN MANAGER REPORT.
No report was given.
8. ADJOURNMENT.
There being no further business, Mayor /President Bradley adjourned the meeting at
5:58 p.m.
APPROVED BY THE BOARD OF ALDERMEN ON FEBRUARY 25, 2008.
Scott Bradley, Mayor / Presiden
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Town of Westlake
Board of Aldermen/Trustees Pre-Board Meeting
February 11, 200$
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.
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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.
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February 11, 2008
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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
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Town of Westlake Board of Aldermen
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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.
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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